BY-LAWS OF HIGHFIELD STREET UNITED BAPTIST CHURCH

 

ARTICLE 1 - The Name of the Church

 

Organized in 1877, the official name of the church shall be Highfield Street United Baptist Church, Moncton, New Brunswick. The official name of the church shall be used for all legal and official documents. For publicity and other purposes such as bulletin information, acceptable abbreviations such as Highfield Street Baptist Church, Highfield Baptist Church, or Highfield may be used.

 

ARTICLE 2 - Purpose

 

Highfield Street United Baptist Church exists to make disciples by winning people to Christ and nurturing people in Christ.  The church shall seek to obtain this end purpose through public worship of God, the preaching and sharing of the Gospel of the Lord Jesus Christ, encouragement of consistent Christian living by its members and adherents, personal and corporate evangelism, missionary endeavour, and Christian Education.

 

ARTICLE 3 - Policy

 

The church’s government shall be vested in the Body that comprises its membership, and the church shall maintain governing structures and bylaws consistent with its belief in the autonomy of the local church and congregational church government.  The church, as an expression of its local autonomy, shall be free to from time to time associate with, or disassociate from, external groups and bodies. To be effected such decisions shall require a two-thirds majority of members attending a duly authorized business meeting of the church where one hundred members are required to form a quorum. The church currently maintains cooperative affiliation with the Westmorland-Kent Association of the Convention of Atlantic Baptist Churches (formerly the United Baptist Convention of the Atlantic Provinces), and the Evangelical Fellowship of Canada.

 

ARTICLE 4 - Church Finances

 

All monies raised for the approved budget of the Highfield Street United Baptist Church and special projects as approved at duly called business meetings of the church shall be by free-will offerings.  Any monies received from Legacies, Bequeaths, Wills, and/or Estates shall be accepted by the church as free-will offerings, notwithstanding that the church is not required to accept such monies should doing so subject the church to unwarranted liability or financial obligation.

 

The Board of Deacons can grant approval for monies to be raised other than by free-will offerings for projects and/or causes that are not part of the approved budget of the church. The Board of Deacons shall be responsible to establish guidelines and protocol for the granting of such authority and shall guard against any group using methods of fundraising that are not in keeping with the Biblical values of the church. The Board of Deacons shall have authority to terminate the fundraising activity of any group in the church wherein either approval has not been given to the group or the activity is not in keeping with the Biblical values of the church.

 

Whenever the Church approves the establishing of a special fund wherein designated free-will offerings can be given, each restricted contribution will be used as designated, with the understanding that when the need or objective has been met, or can not be completed for any reason determined by the church, the remaining restricted contributions designated for such a special fund, will be reallocated upon recommendation from the Board of Management to the church at a duly called business meeting.

 

All funds raised for which the church shall grant an official income tax receipt must be deposited into the church’s bank account and expenditures must be documented within the financial records of the Church, in keeping with acceptable accounting practices.

 

Church members, through the teaching and preaching ministries of the church, shall be encouraged from time to time from the Scriptures to be mindful of their responsibility and opportunity before the Lord to prosper the church in its mission through their financial stewardship.

 

4.1 - Fiscal Year

The fiscal year of the church shall begin on the first day of January and end on the last day of December.

 

ARTICLE 5 - Church Worship Services

 

5.1 - Regular services of worship shall be maintained every Sunday morning and evening at times as determined by the Board of Deacons. Sunday School shall normally be held every Sunday morning, as may be arranged by the Board of Christian Education in cooperation with the Sunday School Co-ordinator(s).  There shall be a mid-week prayer, testimony, and Bible-study service on an evening and at a time as determined by the Board of Deacons. The Board of Deacons shall be responsible to establish protocol with the Senior Pastor, or in his absence the Associate Pastor, for the cancelling, altering of time, or relocation of any of the above services.

 

5.2 - Other services of worship, inspiration, prayer, or study may be held as determined by the Senior Pastor, or in his absence the Associate Pastor, in consultation with the Board of Deacons.

 

5.3 - The Ordinance of the Lord's Supper shall be normally observed the first Sunday of every month at the Morning service, unless otherwise specified by the Senior Pastor, or in his absence the Associate Pastor, in consultation with the Board of Deacons.

 

5.4 - The Annual Anniversary/ Roll Call Service will be held in June of each year.

 

ARTICLE 6 Membership

 

Any person seeking membership in the church will, upon approval of membership by the church, show willingness to abide by the beliefs, doctrines, practices, and discipline of the church as stated in the policies of the church, its covenant, and these By-Laws, including its appendices.

 

6.1 - By Baptism

 

Any person of the age of understanding professing faith in the Lord Jesus Christ as personal Saviour and Lord, and giving evidence of a change of heart, and having been interviewed by the Board of Deacons or its designates from the current Board, and upon recommendation of the Board of Deacons or its designates, and having been baptized by immersion, may be presented to the Church at any mid-week prayer meeting or duly called business meeting of the church, and by a majority vote of the church members present at said meeting, may be received into church membership. The vote shall not be taken in the presence of the individual being considered for membership. When such a vote occurs at the mid-week prayer meeting, the individual who chairs the meeting for the vote shall be responsible to report the action of the meeting to the Church Clerk for inclusion in the minutes of the church.

 

6.2 - Letter

 

Any member from another Baptist or baptistic church of like faith and practice, if baptized by immersion, and having been interviewed by the Board of Deacons or its designates, and upon recommendation of the Board of Deacons or its designates from the current Board, may be presented to the Church at any mid-week prayer meeting or duly called business meeting of the church, and by a majority vote of the church members present at said meeting, and upon receipt of a letter of recommendation from their church, may be received into membership of the church.  The vote shall not be taken in the presence of the individual being considered for membership. When such a vote occurs at the mid-week prayer meeting, the individual who chairs the meeting for the vote shall be responsible to report the action of the meeting to the Church Clerk for inclusion in the minutes of the church.

 

6.3 - Experience

 

A candidate whose membership record is not available, and who gives satisfactory evidence of Christian experience, having been baptized by immersion, and having been interviewed by the Board of Deacons or its designates, and upon recommendation of the Board of Deacons or its designates from the current Board, may be presented to the Church at any mid-week prayer meeting or duly called business meeting of the church, and by a majority vote of the church members present at said meeting, may be received into membership of the church. The vote shall not be taken in the presence of the individual being considered for membership. When such a vote occurs at the mid-week prayer meeting, the individual who chairs the meeting for the vote shall be responsible to report the action of the meeting to the Church Clerk for inclusion in the minutes of the church.

 

6.4 - Dismissal

 

6.4.1 - Any member in good standing shall upon written or personal request to the Church Clerk, be given a letter of transfer or letter of recommendation to unite with any other Baptist Church of like faith and practice by a majority vote of church members present at a meeting where such a vote is permitted. Such vote may be taken at any mid-week prayer meeting or duly called business meeting of the church. When such a vote occurs at the mid-week prayer meeting, the individual who chairs the meeting for the vote shall be responsible to report the action of the meeting to the Church Clerk for inclusion in the minutes of the church.  Membership shall be deemed to have been removed upon vote of the church.

 

6.4.2 - Any member in good standing, should they desire to unite with a church of a different denomination, shall upon written or personal request to the Church Clerk, be given a statement of their membership by a majority vote of church members present at a meeting where such a vote is permitted. Such vote may be taken at any mid-week prayer meeting or duly called business meeting of the church. When such a vote occurs at the mid-week prayer meeting, the individual who chairs the meeting for the vote shall be responsible to report the action of the meeting to the Church Clerk for inclusion in the minutes of the church. Membership shall be deemed to have been removed upon vote of the church.

 

6.4.3 – Members who cease to be active in their relationship with the church through consistent lack of attendance at Sunday Services and lack of support for the church may have their names placed on an inactive membership list. The Board of Deacons shall be responsible for any process of review of the membership list and for any action to be taken with regard to those recognized as inactive members. After careful consideration, including any efforts to encourage members to become active again in the life and mission of the church, the Board of Deacons will report at any business meeting of the church a list of names that have been placed on the Inactive Membership List. Those members listed as being Inactive will be removed from mailing and contact lists and shall not be recognized as having voting privileges at business meetings. Inactive members who become active again in the life of the church may be re-instated as full members by vote of the Board of Deacons following a positive interview with the Board of Deacons or the Board’s designates. Members who are elderly, institutionalized, or chronically ill, or for any other reason judged to be reasonable and with merit by the Board of Deacons as to why they cannot attend services, shall continue to be regarded as active members.

 

6.4.4 - Members moving to other communities, and who shall be absent longer than one year and not desiring to take a letter of dismissal, shall have their names placed on a non-resident list.  When a member fails to make contact with the church for a period of three consecutive years, the Board of Deacons, after every reasonable effort to contact them, may recommend to the church at a business meeting that the name be removed from the church membership.

 

6.4.5 - When any member from this church moves to another community, the church clerk shall endeavour to contact by letter the Baptist church and its pastor within that community and introduce the member who has moved to their constituency, giving the individuals name and address, if possible. This letter shall not constitute a letter of transfer of membership.

 

6.4.6 - No letter of transfer or letter of recommendation shall be given to any member who is commonly regarded within the church fellowship as not having been faithful to the Lord Jesus Christ and His church, and whose Christian witness, life, and character, cannot be conscientiously recommended by the church. Lack of faithfulness shall normally be understood to mean failure to maintain even basic covenant obligations such as Sunday attendance and support of the church, and/or a lifestyle inconsistent with the Biblical teaching of the church. However, any member upon written request to the Church Clerk can request a letter of dismissal, which shall be granted by a majority vote of church members present at a meeting where such a vote is permitted. Such vote may be taken at any mid-week prayer meeting or duly called business meeting of the church. When such a vote occurs at the mid-week prayer meeting, the individual who chairs the meeting for the vote shall be responsible to report the action of the meeting to the Church Clerk for inclusion in the minutes of the church.  Membership shall be deemed to have been removed upon vote of the church.

 

6.4.7 – The Board of Deacons and the Pastors shall make, on behalf of the church, every reasonable effort to maintain “the unity of the Spirit” with members choosing to leave the fellowship of the Highfield Church, especially when the cause is known to be one of discontent or personal hurt. “Blessing” shall be offered to individuals so departing when it is recognized that such a change may be in keeping with God’s will for the circumstances and time.

 

6.5Discipline of Members

 

6.5.1 – Discipline of Church members shall be the responsibility of the Board of Deacons in consultation with the Pastors and may include such measures as verbal exhortation and rebuke, temporary or final removal from a Board, Committee, Ministry Team or other position within the Church, and/or temporary or final exclusion from membership of the Church by two-thirds vote of the Board of Deacons. The first goal of any disciplinary action shall be that of seeking loving restoration of the Church member to the fellowship of the Church. Discipline shall normally result from situations wherein members persistently disregard the church covenant, the Statement of Faith, or are involved in situations that negatively reflect on Christian character and values, and where credible efforts at correction and restoration have been made without success. A decision of exclusion from membership may be appealed by the excluded member at a duly called business meeting of the Church wherein both the excluded member and the Board of Deacons shall have opportunity to speak to the facts and actions leading to the decision of exclusion from membership. Reinstatement to membership shall require a majority vote of the membership present.

 

6.5.2Former members of the Church who have been excluded from membership may be reinstated upon individual confession of error, repentance and demonstration of willingness to fulfil membership covenant obligations, following an interview with the Board of Deacons, whereby the Board of Deacons makes recommendation to the Church at any mid-week prayer meeting or duly called business meeting of the church, and wherein church members present at said meeting vote by majority to receive the individual into membership of the church. The vote shall not be taken in the presence of the individual being considered for membership. When such a vote occurs at the mid-week prayer meeting, the individual who chairs the meeting for the vote shall be responsible to report the action of the meeting to the Church Clerk for inclusion in the minutes of the church.

 

6.5.3 - No charge of private, public, or personal injury shall be brought into

the church against a member until the steps outlined in Matthew - chapter 18, verses 15, 16, and 17 have been taken without success.

 

ARTICLE 7 - Meetings

 

7.1 - The Annual Business Meeting of the church for the consideration of the yearly business, and the election of the officers, Boards and committees, and such other business, as may come before the meeting, shall normally be held the first Monday of February, and shall be presided over by the Moderator, or the Vice-Moderator, or in their absence, by a chair pro-tem as appointed by the meeting, the Church Clerk to chair the meeting only until the chair pro-tem is appointed. Should the meeting be cancelled due to inclement weather, it shall normally be rescheduled for the second Monday of February. The Board of Deacons can alter the normal date for the Annual Business Meeting provided notice of such is given at least two Sundays in advance of the meeting. One hundred members shall constitute a quorum. The vote shall be taken in accordance with Section 7.2. The agenda for the Annual Business Meeting shall normally be included in the Annual Report Booklet and be available no later than the Sunday before the meeting.

 

7.1.1 - The Regular Business Meetings of the church shall be held on the third Wednesday of May and October immediately following the Prayer Meeting for the purpose of receiving progress reports on the activities of the various Boards and Committees, receiving a report from the Treasurer, approving of minutes, and facilitating and approving matters of a more routine nature. Thirty-five members shall constitute a quorum unless approval of an expenditure greater than 10% of the annual budget is to be considered, or a change to the By-Laws, or unless otherwise provided for within the By-laws of the church by the nature of the business to be decided. In such instances the quorum shall be one hundred members. The meeting shall be presided over by the Moderator, or in his/her absence, by the Vice-Moderator, or in his/her absence by a Chairman pro-tem as appointed by the meeting, the Church Clerk to chair the meeting only until the chair pro-tem is appointed. The vote shall be taken in accordance with Section 7.2. The agenda for the meeting shall normally be posted on one or more bulletin boards no later than the Sunday before the meeting, and the place of posting noted in the Sunday bulletin.

 

7.1.2 - Special Business Meetings of the church shall be called at any time by the Church Clerk on instructions from the Board of Deacons, and the Clerk shall then give notice of such a duly called Special Business Meeting of the church by a written notice signed by himself/herself in the Sunday bulletin and announced from the pulpit at the Sunday worship services on two Sundays preceding the calling of such meeting. The item or items of business for which the meeting is being called shall be clearly stated in the Sunday bulletin and in the announcement from the pulpit. Only the announced item or items of business can be decided at the meeting. Thirty-five members shall constitute a quorum unless approval of an expenditure greater than 10% of the annual budget is to be considered, or a change to the By-Laws, or unless otherwise provided for within the By-laws of the church by the nature of the business to be decided. In such instances the quorum shall be one hundred members. The vote shall be taken in accordance with Section 7.2.

 

7.2 – All members shall be eligible to vote unless the motion involves the calling or dismissal of a pastor, or an expenditure of money beyond the Church budget which approves the Church to borrow funds, when members eligible to vote shall be a minimum of eighteen years of age.

 

7.3 – At all business meetings of the Church, the government of the body and the regulation of its proceedings shall be in accordance with Robert’s Rules of Order. A summary of basic procedures plus notation of some defined limits for business meetings can be found in Appendix C.

 

ARTICLE 8 - Licence to Minister

 

A committee consisting of the Board of Deacons and the Pastors shall receive all applications of Candidates requesting Licenses to Minister and, after careful consideration and examination, shall present the names of such applicants as the committee approves for a vote of the church. Licenses so granted may be renewed from year to year by majority vote of the church or revoked at any time by majority vote of the church. The Board of Deacons shall be responsible to establish a protocol for the examining of such candidates, and to advise such individuals prior to their examinations as to the process that will be followed and the expectations to be met. The Board shall also be responsible for a process of review prior to a License being renewed.

 

ARTICLE 9 - Offices of the Church

 

9.1 - The Offices of the church shall be Pastor, Moderator, Vice-Moderator, Church Clerk, positions on the Pastoral and Ministry staff, Co-ordinator(s) of the Sunday School, Treasurer, Envelope Secretary, and Purchasing Agent. Those who hold such offices do so for the purpose of providing spiritual and practical leadership to the various ministries of the church.

 

9.1.1 – Church Membership shall be a prerequisite for service on the following Boards, Committees, and Ministry Teams within the church and for the following offices:

 

Board of Deacons, Board of Management, Board of Christian Education, Evangelism Committee, Nominating Committee, Worship Facilitation Ministry Team Leaders, Caring Hands Ministry Team, Historical Ministry Team, Lead Teachers (Sunday School, Clubs, Youth), Small Group Leaders, Pastoral Search Committee, all offices as detailed in Article 9, Section 1 of the bylaws, plus Assistant Church Clerk, Assistant Treasurer, and Assistant Envelope Secretary.

 

Evidence of having accepted Christ as Lord and Saviour shall be sufficient condition for service on the following Boards, Committees, Ministry Teams and other duties within the church by adherents who are not members:

Board of Tellers, Nursery Ministry Team, Kitchen Ministry Team, Hospital Visitation Ministry Team, Auditors, Choir Members, Musicians, Assistant Teachers (Sunday School, Clubs, Youth).

 

9.1.2 - The Moderator shall have the right and responsibility to call a business session on any prayer meeting night, before or following the Prayer Meeting, as need may arise, without having to give prior notice in the Church Bulletin or from the pulpit of any such business session to be held. In the absence of the Moderator, the Vice-Moderator shall exercise the same right and responsibility as the Moderator. In the absence of the Moderator and Vice-Moderator, a designate of the Board of Deacons who is a member of the current Board, shall exercise the same right and responsibility as the Moderator. Any such business sessions, so called, shall not in any way be in conflict with, nor supersede the annual or regular business meetings of the church, or any other special business meeting of the church, as set forth in the By-laws of the church. This right and responsibility shall be limited to the mid-week Prayer Meeting service and business conducted at such meetings shall be limited to the receiving of new members and/or the granting of letters of transfer, recommendation, or dismissal of members. When such a business session is held, the individual who chairs the session shall be responsible to report the action of the meeting to the Church Clerk for inclusion in the minutes of the church. 

 

9.2 - The Senior Pastor

 

It shall be the duty of the Senior Pastor to exercise general spiritual oversight, and give spiritual leadership to the church, to diligently and regularly preach the Gospel of the Lord Jesus Christ, to administer the Ordinances of Believers Baptism by immersion and the Lord's Supper, and to exercise Pastoral guidance over the flock of which the Holy Spirit has made him overseer.  The Pastor shall be an ex-officio member without vote of all Boards and Committees of the church.  The Pastor shall submit an annual report at the Annual Business Meeting of the church.

 

9.2.1 - To be extended a call as Senior Pastor of the church, a candidate must be interviewed by the Pastoral Search Committee, and if recommended, his name shall be brought before the church at a Special Business Meeting for vote by the church membership, and if favourable, a call shall be extended to the individual to serve the church as Senior Pastor. Such meeting called shall be announced from the pulpit and printed in the Sunday bulletin on at least two Sundays previous to such a meeting being held.

 

9.2.2 - Severance of the Pastoral Bond shall be (1) by written resignation of the Pastor, or (2) by request of the church at a special business meeting called by the Board of Deacons to consider the matter, notice of such meeting and its purpose having been announced from the pulpit at both morning and evening services on at least two Sundays previous to such meeting being held. In both cases two months notice shall be given before such severance shall become effective, unless by mutual consent and agreed upon by both pastor and church. The church reserves the right to pay severance in lieu of notice.

 

9.2.3 - The calling of a Pastor or the severance of such relationship shall require an affirmative vote of at least two-thirds of those members present and voting at a duly called Special Business Meeting. A minimum of one hundred members eligible to vote shall constitute a quorum for the calling of, or the dismissal of, a Pastor. The Board of Deacons shall have the right to call such a meeting as need may arise. Vote shall be taken by secret ballot, and proxy or advance voting shall not be permitted.

 

9.2.4 - Any concerns regarding the Senior Pastor or any member of the Pastoral staff, other than those concerning abuse that are covered in the Protection Policy, shall be directed to the Board of Deacons, with the provision of Article 6.5.3 to be respected.  Concerns shall not be raised publicly at a duly called Business Meeting against a member of the Pastoral staff without two-week prior written knowledge of the Moderator and the Chairman of the Deacons. The Board of Deacons shall be responsible to conduct an annual review of every member of the Pastoral/Ministry staff, or to appoint a subcommittee comprised of Deacons and other church members directly involved in the individual’s area of ministry responsibility. The purpose of such reviews shall be to encourage the individual in his/her ministry, to review goals set the previous year and to establish goals for the next year, to clarify responsibilities, to listen to concerns from the individual and to share any concerns from the congregation. Such reviews may result in recommendations to make revisions to existing Descriptions of Ministry Responsibilities.

 

9.2.5 -  At the time of call, the Senior Pastor or any other member of the Pastoral or Ministry Staff wherein Ordination is considered a condition of the call, if not already, shall be required at either the time of being called or as soon as possible thereafter, to be credentialed with the Convention of Atlantic Baptist Churches as an ordained individual. The individual shall be subject to all provisions contained within the Regulations Concerning the Ministry of the Convention of Atlantic Baptist Churches (CABC), which includes prohibiting the individual from officiating at, or assisting with the officiating of a wedding ceremony for two people of the same sex. Should the Board of Ministerial Standards and Education, as the keeper of the standards for the churches of the CABC, for any reason temporarily or permanently suspend the credentials of any ordained individual serving on the pastoral or ministry staff at the church, such discipline shall constitute cause for dismissal from the church, subject to the provisions of Subsections 9.2.2 and 9.2.3 above.

 

9.2.6The Board of Deacons shall be responsible to appoint an Interim Pastor or to secure pulpit supplies when the church is without a Senior Pastor. The Board shall be responsible for agreeing with an Interim Pastor on all terms of the interim appointment, and to finalize the terms in writing. The Interim Pastor will normally assume most of the preaching responsibilities and assist in caring for the congregation through visitation and counselling. Other responsibilities may be included at the discretion of  the Board and in accordance with the willingness of the Interim Pastor.

 

9.2.7 - There shall be a Pastoral Search Committee for a Senior Pastor as the need may arise.  The Search Committee shall consist of nine members: five from the Board of Deacons (named by the Board of Deacons), one from the Board of Christian Education (named by the Board of Christian Education), one from the Board of Management (named by the Board of Management), and two other members from the church at large as selected by the Board of Deacons.  One of the Deacons shall chair the Committee.

 

Prior to recommending a candidate to the church, the Search Committee shall arrange a meeting between the Board of Deacons and the proposed candidate, and shall inform the Board of Deacons of all proposed conditions of ministry as discussed with the candidate, and confirm all details of a proposed financial package. The Board of Deacons must endorse the recommendation of the Pastoral Search Committee before it is taken before the church membership.

 

Upon a call being extended by the church to a candidate, the candidate shall be informed by telephone or other direct means plus be sent in writing a letter that confirms the call of the church, all agreed upon conditions of ministry, and the financial package that is offered. The chair of the Search Committee shall normally sign this letter, and the Clerk shall retain a copy of such.

 

9.3Other Pastoral or Ministry Staff

 

Other pastoral or ministry staff may be engaged from time to time by vote of the church. Such positions may include, but are not limited to, Associate, Assistant, and Youth Pastors, Ministers/Directors of Christian Education, Children’s Ministries, Visitation and Music. To be extended a call to a Pastoral or Ministry Staff position, a candidate must be interviewed by an appointed Search Committee, and if recommended, his/her name shall be brought before the church at a duly called Business Meeting for vote by the church membership, and if favourable, a call shall be extended to the individual to serve the church in the designated position. Such meeting called shall be announced from the pulpit and printed in the Sunday bulletin on at least two Sundays previous to such a meeting being held.

 

9.3.1 – A Description of Ministry Duties for every Pastoral or Ministry Staff position shall be formulated either prior to or as part of the mandate of the appointed Search Committee. In every case the Description of Ministry Duties shall be approved by the Board of Deacons prior to presentation at any Business Meeting called for the purpose of voting on a candidate for the position. In every case, whether for a part-time or full-time position, the Description of Ministry Duties shall be presented at such Business meetings prior to a vote to call a candidate. Descriptions of Ministry Duties may be altered by the Board of Deacons from time to time for existing Pastoral and Ministry Staff positions, provided such changes are made known at the next Regular or Annual Business meeting of the church.

 

9.3.2 – All Pastoral and Ministry Staff personnel shall be under the day-to-day supervision of the Senior Pastor, and be responsible to the Board of Deacons through the Senior Pastor. The Senior Pastor shall normally be part of the annual review process for each member of the Pastoral and Ministry Staff. Individuals called to serve in such positions shall normally transfer their membership to the church as soon as possible after assuming ministry duties, unless otherwise agreed upon with the Board of Deacons.

 

9.3.3 – Pastoral and Ministry Staff appointed to serve on various Boards and/or Committees by virtue of their position shall do so as ex-officio members without vote.

 

9.3.4 - Severance of the engagement of any Pastoral or Ministry Staff member shall be (1) by written resignation of the individual, or (2) by request of the church at a special business meeting called by the Board of Deacons to consider the matter, notice of such meeting and its purpose having been announced from the pulpit at both morning and evening services on at least two Sundays previous to such meeting being held. In both cases two months notice shall be given before such severance shall become effective, unless by mutual consent and agreed upon by both the individual and church. The church reserves the right to pay severance in lieu of notice.

 

9.3.5 - The calling of a Pastoral or Ministry Staff individual to a full-time position or position greater than half-time, or the severance of such relationship, shall require an affirmative vote of at least two-thirds of those members present and voting at a duly called Special Business Meeting. A minimum of one hundred members eligible to vote shall constitute a quorum for the calling of, or the dismissal of such an individual. The Board of Deacons shall have the right to call such a meeting as need may arise. Vote shall be taken by secret ballot. The vote shall be taken in accordance with Section 7.2.

 

9.3.6 - The calling of a Pastoral or Ministry Staff individual to a half-time position or position less than half-time shall require an affirmative vote of at least two-thirds of those members present and voting at a duly called Special Business Meeting, the Annual Meeting, or at a Regular Business Meeting if notice of such a call has been announced from the pulpit at both morning and evening services on at least two Sundays previous to such meeting being held. A minimum of one hundred members eligible to vote shall constitute a quorum in the case of a Special Business Meeting or the Annual Meeting. A minimum of thirty-five members eligible to vote shall constitute a quorum in the case of a Regular Business Meeting. Dismissal of such individuals shall require the same protocol as that stated for a full-time position or position greater than halftime as stated Sub-Section 4 above. The vote shall be taken in accordance with Section 7.2.

 

9.3.7 - There shall be a Search Committee for all Pastoral and Ministry Staff positions as the need may arise (for Senior Pastor see 9.2.7).  For those positions that are full-time or greater than half-time, the Search Committee shall consist of seven members: three from the Board of Deacons (named by the Board of Deacons), one from the Board of Christian Education (named by the Board of Christian Education), one from the Board of Management (named by the Board of Management), and two other members from the church at large as selected by the Board of Deacons and who are involved in some way in the area of ministry for which an individual is being sought. One of the Deacons shall chair the Committee.

 

For those positions that are half-time or less than half-time, the Search Committee shall consist of five members: two from the Board of Deacons (named by the Board of Deacons), one from either the Board of Christian Education (named by the Board of Christian Education) or the Board of Management (named by the Board of Management) as decided by the Deacons, and two other members from the church at large as selected by the Board of Deacons and who are involved in some way in the area of ministry for which an individual is being sought. One of the Deacons shall chair the Committee.

 

Prior to recommending a candidate to the church, the Search Committee shall arrange a meeting between the Board of Deacons and the proposed candidate, and shall inform the Board of Deacons of all proposed conditions of ministry as discussed with the candidate, and confirm all details of a proposed financial package. The Board of Deacons must endorse the recommendation of the Pastoral Search Committee before it is taken before the church membership.

 

Upon a call being extended by the church to a candidate, the candidate shall be informed by telephone or other direct means plus be sent in writing a letter that confirms the call of the church, all agreed upon conditions of ministry, and the financial package that is offered. Attached to the letter will be the Description of Ministry Duties for the position to which the individual is being called. The chair of the Search Committee shall normally sign this letter, and the Clerk shall retain a copy of such.

 

9.4 - Church Clerk

 

The Church Clerk shall be elected at the Annual Business Meeting of the church for a period of one year (renewable).  It shall be the responsibility of the Clerk to keep an accurate record in the church record book of the motions and proceedings occurring at all church business meetings, and to keep record of the membership list and any changes, including all admissions, dismissals, and deaths.  The Clerk shall officially correspond on behalf of the church to facilitate membership changes, or to convey the decisions of the church as determined by vote at a duly called business meeting, except where otherwise provided in the By-Laws. The Clerk will perform any other duties normally pertaining to this office.  The Clerk shall forward a copy of the Church Annual Report to the Baptist Convention Office.

 

9.4.1 - Assistant Church Clerk

 

The Assistant Church Clerk shall be elected at the Annual Business Meeting of the church for a period of one year (renewable).  He/she shall perform the regular duties of the Clerk in the absence of the Clerk, and shall assist the Clerk in other duties as may be requested.

 

9.5 - Church Treasurer

 

The Treasurer shall be elected at the Annual Business Meeting of the church, for a period of one year (renewable).  It shall be the responsibility of the Church Treasurer to keep an accurate record of all monies received and expended by the church along with all other financial activities.  The Treasurer shall pay by cheque all bills of the church in accordance with the procedures and processes of authorization as established by the Board of Management. The Treasurer shall report on the financial standing of the church at the Annual and Regular Business Meetings of the church.  The Treasurer shall be authorized to pay by cheque all salaries, Mission funds, and other recurring expenses or commitments as approved in the annual budget or as approved by the vote of the church as a special fund. The Treasurer shall have the financial records of the church prepared for review by an external accounting firm appointed by the church and shall present the review/audited financial statements at the Annual Business Meeting of the Church. The Treasurer shall be a voting member of the Board of Management. The Treasurer is not permitted to serve as a Teller.

 

9.5.1 - The Assistant Church Treasurer shall be elected at the Annual Business Meeting of the church, for a period of one year (renewable).  He/she shall assist the Treasurer in his/her duties and in the absence of the Treasurer shall perform the duties of the Treasurer and such other duties as may be requested. The Assistant Treasurer shall be a voting member of the Board of Management. The Assistant Treasurer is not permitted to serve as a Teller.

 

9.6 - Co-ordinator(s) of the Sunday School

 

The Co-ordinator(s) of the Sunday School shall be elected at the Annual Business Meeting of the church for a period of one year (renewable).  He/she/they shall be responsible to the Board of Christian Education for the operation of the Sunday School.

 

9.6.1 - He/she/they shall, in consultation with the Pastoral Staff and the Board of Christian Education, appoint Sunday School Teachers, subject to the final approval of the Board of Christian Education.  He/she/they shall have authority to make temporary appointments in an emergency.

 

9.6.2 - He/she/they shall, in cooperation with the Teaching Staff and the Board of Christian Education, approve curriculum and courses of study for all departments and classes.

 

9.6.3 - He/she/they shall be responsible to maintain all records associated with the operating of the Sunday School, develop growth strategies and a program of follow-up for students who make professions of faith, and develop in consultation with the Board of Christian Education a training program for Sunday School staff.  He/she shall advise the Board of Christian Education on material requirements and other needs of the Sunday School.

9.7 - Envelope Secretary

 

The Envelope Secretary shall be elected at the Annual Business Meeting of the church for a period of one year (renewable).  It shall be the responsibility of the Envelope Secretary to secure the offering envelopes from the Tellers Sunday by Sunday, to keep an accurate record of contributions made by individual envelope holders, and to provide an official receipt to each contributor at the end of the calendar year, being the sole signatory for official income tax receipts per Canada Revenue Agency requirements.  The Envelope Secretary shall submit a report to the Annual Business Meeting of the church, which shall include general analysis of envelope giving for the past year. The confidential nature of the work of the envelope secretary and assistant secretary is to be respected at all times, and therefore questions at business meetings that may potentially infringe on that confidentiality shall be disallowed by the Moderator, and such questions at any time shall be regarded as inappropriate. The Envelope Secretary shall not be a Teller.

 

9.7.1 - The Assistant Envelope Secretary shall be elected at the Annual Business Meeting of the church, for a period of one year (renewable).  He/she shall assist the Envelope Secretary in his/her duties, and in the absence of the Envelope Secretary shall perform the duties of the Envelope Secretary. The Assistant Envelope Secretary shall not be a Teller. In the absence of the Envelope Secretary, the Assistant Envelope Secretary shall assume the sole signing authority for calendar year-end income tax receipts per Canada Revenue Agency requirements.

 

9.8 - Purchasing Agent

 

The Purchasing Agent shall be elected at the Annual Business Meeting of the church for a period of one year (renewable).  The Purchasing Agent shall be responsible to oversee the purchase of all supplies, equipment and services according to the purchasing policy set forth by the Board of Management.  All purchases shall be made by or through him/her, and he/she shall seek to obtain the best product for the best price.  He/she shall maintain a current inventory of supplies and equipment in the church and on its properties.  He/she shall be directly accountable to, and a voting member of, the Board of Management with the privilege of serving on any of its Committees. The Board of Management may name an Assistant Purchasing Agent temporarily or for the remainder of the term if the Purchasing Agent is unable to serve. In such instances, the Assistant Purchasing Agent shall become a voting member of the Board of Management in lieu of the Purchasing Agent.

 


ARTICLE 10 - Boards

 

10.1 - Board of Deacons

 

The Board of Deacons shall consist of up to twelve members, the qualifications for nomination being those as recorded in the New Testament, Acts, Chapter 6, verses 1 to 7, and 1st Timothy, Chapter 3, verses 8 to 13. The Board shall report on its activities at the Annual Business Meeting of the church as well as its assessment of the overall spiritual health of the church, plus objectives and plans for the year ahead.

 

When the church calls an individual to serve as a Deacon, it shall be considered a lifetime calling to the Office of Deacon, although the individual will serve actively on the Board of Deacons for various terms as outlined below.  When a Deacon is not under active appointment to the Board, the individual shall continue to serve the church through on-going spiritual influence and example, and may be called upon from time to time to assist the current members of the Board of Deacons in the duties of the Board as described below.

 

Normally, a new Deacon who is serving his first term on the Board of Deacons shall be set apart for such service by prayer. At the start of a second term, based upon personal conviction of a call to the Office of Deacon and upon affirmation of the Church fellowship, a Deacon shall be set apart for service by “laying on of hands” and prayer, thus being ordained as a Deacon with the view of lifetime service, whether under active appointment to the Board or not.

 

10.1.1 – The Board of Deacons and the Senior Pastor shall be the Nominating Committee for the Board of Deacons.  Deacons shall be elected at the Annual Business Meeting of the Church to serve a normal term of three years.  Those elected for a lesser period shall be eligible for re-election to a three-year term.  Those having served a three-year term shall not normally be re-elected to serve on the Board of Deacons until one year has elapsed. However, whereas continuity in leadership may be crucial at an important time in the life of the church, and when there are vacancies on the Board, the normal limitation of three years may be waived. As well, Lifetime Deacons, who for reasons of age or health may not be able to commit to a three-year term, may be appointed for a one-year interim term. Four Deacons shall normally retire each year.  A Deacon shall not serve in excess of five consecutive years.

 

10.1.2 - Vacancies occurring on the Board of Deacons may be filled at any regular business meeting of the church, provided notice of such pending election shall be given at the regular Sunday worship services at least two Sundays previous to such election being held.

 

10.1.3 – Deacons shall have general supervision of the spiritual and temporal needs of the church, and shall have responsibility for the coordinating of the overall ministry objectives of the Church. They shall encourage members in the keeping of the Church Covenant, shall assist the Pastoral Staff with conducting the Lord’s Supper, including the preparation and serving of the elements, shall encourage new believers to publicly proclaim their faith through the Ordinance of Believer’s Baptism, shall interview prospective members of the Church, shall attend to the sick within the fellowship, shall seek to discourage division among members of the church and within the fellowship of the church, and shall encourage members in the financial support of the church to accomplish the ministry, outreach and mission goals of the church. The Deacons shall assist the Pastor in the performance of his duties, and in the Pastor's absence the Deacons shall provide pulpit supplies and leaders for Prayer Meetings, and assume pastoral responsibilities.

 

10.1.4The Board of Deacons shall be responsible to identify ministry needs and opportunities within the Church and to establish ministry teams in response to those needs and opportunities, creating terms of reference for each ministry team, and assuring accountability through monitoring the work of each team. The Board of Deacons shall be responsible for appointing individuals to serve on the various ministry teams. Ministry teams shall be appointed to facilitate the worship services and other such gatherings of the church, to minister to various needs within the fellowship, and to provide for social and ministry gatherings of the fellowship. The Board shall have authority to create and disband such ministry teams as needs and circumstances change. Ministry teams currently in effect are listed in Appendix A.

 

10.1.5 - The Board of Deacons shall have authority on behalf of the church to at any time inquire into the work of any other Board or Committees within the church, to foster unity and understanding and to coordinate the ministry objectives of the church. This authority shall include the right and responsibility to effect the reversal or change of any decision made by another Board or Committee if the Board of Deacons has concern that such a decision lacks sound judgement and may result in division within the church fellowship, loss of confidence in the church’s leadership, tarnishing of the church’s image externally, or is not in keeping with the historic values or beliefs of the church. Wherein the Board of Deacons has intervened in the performance of another Board or Committee, the Deacons shall have authority to counsel such a Board or Committee, or in more extreme cases, may by vote within the Board of Deacons suspend or terminate the appointment of any or all members of such a Board or Committee, reporting their decision at a duly called business meeting at which time they shall also nominate new members to the Board or Committee to replace those terminated from serving on such.

 

10.1.6 – The Board of Deacons shall have authority to change the Sunday preaching schedule should there be any concern over the adequacy, health, or appropriateness of any individual scheduled to preach, be they pastors of the Church or otherwise.

 

10.1.7 - Six members of the Board of Deacons shall constitute a quorum, one of which shall be the Chairman, Vice-Chairman, or Secretary.  The Board of Deacons shall normally meet each month on a regular night that shall be pre-announced in the Sunday bulletin.

 

10.1.8 - The Board of Deacons shall be responsible for initiating a review of the Church By-Laws from time to time, and shall act as a Review Committee, or shall appoint a sub-committee of Deacons and church members to conduct the review and to report back to the Board of Deacons.

 

10.1.9 - The Board of Deacons shall be responsible for all duties as normally carried out by a Baptismal Committee, and shall secure assistance as required whenever a baptismal service is held.

 

10.1.10 - The Chairman of the Board of Deacons, or in his absence the Vice-Chairman of the Board, shall have the right to call a special meeting of the Deacons, provided that every Deacon receives notice of the meeting prior to the meeting being held. Any such meeting may be called at any time as need may arise.

 

10.1.11 - The Board of Deacons shall be responsible for the annual review of all pastoral and ministry staff of the church, including the Administrative Assistant/Office Secretary, and shall be responsible for all adjustments to salary and benefit packages for such staff. The Board of Deacons shall advise the Board of Management of any budgetary changes in sufficient time for the Board of Management to review the effect of such changes on the total budget of the church. The Board of Management may request representatives of the Board of Deacons to meet with it in order to be fully agreed on the priority of increased expenditures.

 

10.2Board of Trustees

 

The Board of Trustees shall consist of five members, per the terms as stated within an Act approved in the Legislature of New Brunswick that applies to all churches within the Province that are associated with the Convention of Atlantic Baptist Churches (CAP.  LXXVII – 6 EDWARD VII, A.D. 1906) that requires “not less than three, not more than nine (a majority of whom shall form a quorum) who shall be trustees of said church” (Section 10.) The Board of Trustees shall meet as required, but never less than once a year. The Board shall report in writing at the Annual Business Meeting of the church on its activities.

 

10.2.1Members of the Board of Trustees shall serve by virtue of other appointments within the church, and thus the Board shall be comprised of the following: the Chair and Vice-Chair of the Board of Deacons, the Chair and the Vice-Chair of the Board of Management, and the Moderator of the Church. The Board shall appoint its own chair each year.

 

10.2.2 – It shall be the responsibility of the Board of Trustees to hold in trust all property belonging to the church, and, upon approval of the church at a duly called business meeting, to transact the purchasing or selling of property, or the securing of a mortgage or loan wherein assets of the church are required as collateral. They shall have charge of all deeds, mortgage and loan documents, and all other papers relating to church properties, which shall be kept in a safe place.

 

10.2.3 – It shall be the responsibility of the Board of Trustees to secure legal counsel to protect the reputation and/or the assets of the church should the church be named in a lawsuit for any reason.

 

10.2.4 – It shall be the responsibility of the Board of Trustees to secure adequate insurances to protect the Church, and to ensure adherence to all fire codes and protocols, including a building evacuation plan and any required practice drills.

 

10.2.5 – It shall be the responsibility of the Board of Trustees to review on an annual basis the adequacy of the Director’s and Officers Liability Insurance carried by the church.

 

10.2.6 – Should a situation of extreme emergency arise wherein an immediate decision is required to protect the best interests of the Church, three of the five Trustees consulting together in person or by phone shall be sufficient to determine what action shall be taken. A report of such action shall be announced to the Church membership as soon as feasibly possible thereafter, and shall be an agenda item at the next duly called business meeting of the church, or at a specially called business meeting.

 

10.3 - Board of Management

 

The Board of Management shall consist of twelve members: the Church Treasurer, the Assistant Church Treasurer, the Purchasing Agent, as well as nine other members elected at the Annual Business Meeting of the church. The Board of Management shall submit a written report to the annual business meeting of the church and shall also report at each regular business meeting of the church. Such reports shall include a summary of projects completed as well as projects anticipated in the near future.

 

10.3.1 - The Board of Management shall cooperate with the Nominating Committee and the Senior Pastor in the nominating of new members to the Board of Management by approving in writing any slate of names as proposed by the Nominating Committee prior to the Nominating Committee contacting any prospective nominee for the Board of Management.

 

10.3.2 - Members of the Board of Management shall serve for a maximum period of three years.  Those elected for a lesser period shall be eligible for re-election to a three-year term.  Those having served a three-year term shall not be re-elected to serve on the Board of Management until one year has elapsed.  Three elected members shall retire each year.  An elected member shall not serve in excess of five consecutive years.

 

10.3.3 – The Board shall appoint its own Chair. Seven members of the Board shall constitute a quorum. The Board shall structure itself internally into sub-committees from time to time for the efficient conduct of its work.

 

10.3.4 – Five members of the Board of Management shall be appointed by the Board as signing officers of the church for banking purposes, as well as for signing contracts that result from the normal expenditure of the annual budget. Any two may sign. The Board shall be responsible for the safekeeping of banking records and annual contracts with suppliers or service providers.

 

10.3.5 - The Board shall normally meet each month on a regularly scheduled night that is advertised the previous Sunday in the bulletin, and at other times as deemed necessary by the Chair of the Board.

 

10.3.6 – The Board of Management shall be responsible for the handling of all monies entrusted to the church, which shall include policies and procedures followed by the Board of Tellers, the Envelope Secretary and the Treasurer, the selection of a chartered bank, as well as policies and procedures for the expenditure of funds by various Boards, Committees, and authorized individuals within the church. The Board shall be responsible for monitoring the financial records of the church as kept by the Treasurer to insure that they conform to standard accounting principles, and for provision of all records and required information for an audit/financial review each year by an external accounting firm.

 

10.3.7 - The Board of Management shall be responsible for the general care of church property, facilities, and grounds, in both upkeep and cleanliness, through organized volunteer effort, contracting of services, and/or the appointment of a Custodian. Prior to engaging a Custodian, the Board shall establish a Description of Duties for the position as well as the level of remuneration. The Board shall supervise maintenance staff and shall appoint one of its members as the official spokesperson through whom all directives to maintenance staff are to be given.