BY-LAWS OF
ARTICLE 1 - The Name of the Church
Organized in 1877, the
official name of the church shall be
ARTICLE 2 - Purpose
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
ARTICLE 4 - Church Finances
All monies raised for the approved budget of the
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
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.
6.5 – Discipline 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.
6.5.2 – Former 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. Seventy five 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 seventy five. 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 seventy five 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 eighty-five percent of those members present and voting at a duly called Special Business Meeting. A minimum of seventy five 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.
9.2.6 – The 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.
9.3 – Other 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 seventy five 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 Seventy five 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 -
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.
10.1.4 – The 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 – The Board of Deacons shall have a quorum of a minimum of four or 50% of appointed members plus one (whichever is greater) of which one 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.
10.2 – Board 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.
10.2.1 – Members 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 normally be re-elected to serve on the Board of Management until one year has elapsed. Three elected members shall retire each year. 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. An elected member shall not serve in excess of five consecutive years.
10.3.3 –The board shall appoint its own Chair. The Board of Management shall have a quorum of four appointed members or 50% of appointed members plus one (whichever is greater). 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.
10.3.8 - The Board of Management shall be responsible for a regular review of the Church facilities for repairs, upgrades, and changes, and the implementation of such.
10.3.9 – The Board of Management shall be responsible for policies and protocol for lending items and equipment owned by the church, including the church van.
10.3.10 – The Board of Management shall be responsible for policies and protocol for the regular security of the church building, including the maintaining of the security system, the assigning of security codes to arm and disarm the security system, as well as the assigning of keys to the church building.
10.3.11 – The Board of Management shall be responsible for policies and protocol related to the booking of church facilities for any private purpose by members, adherents, or outside individuals or agencies. The Board shall at all times adhere to the limitations and directives as stated in Article 13.
10.3.12 - The Board of Management shall be responsible to keep the church fellowship informed on a regular basis as to the weekly support of the annual budget, the support for special projects approved by the church, and to make special appeals as need may arise, while cooperating with the Board of Deacons in promoting financial stewardship within the membership of the church.
10.3.13 – The Board of Management, in monitoring expenditures within the annual budget approved by the church, shall have authority to impose spending limitations on any Board, Committee, or authorized individual within the church when the Board has legitimate concern that overall revenue to support the budget may fall short, or if the Board has concern that any Board, Committee, or authorized individual may exceed it/their annual amount as established in the budget.
10.3.14 – The Board of Management shall be responsible to recommend to the Annual Business Meeting of the church the appointment of an external accounting firm to conduct the annual audit/financial review. The Board shall also be responsible for procuring and distributing contribution envelopes for each year.
10.3.15 – The Board of Management shall be responsible for the accurate tally and record of all subscriptions and pledges during any special financial promotion or capital campaign.
10.3.16 - The Board of Management shall maintain on-going dialogue with pastoral and ministry staff with regard to adequacy of space and equipment for the carrying out of various ministries, and shall be responsible for developing and maintaining a long-range plan for building needs, including space and equipment, estimating the capital expenditure that will be required to meet such plans.
10.4 - Board of Christian Education
The Board of Christian Education shall consist of nine members from the church membership and one or more of the Pastoral and Ministry Staff. The Board of Christian Education shall submit a written report to the annual business meeting of the church describing the activities of the Board, the overall design of the Christian Education programs of the church, plus the impact and outcomes of such programs.
10.4.1 - The Board of Christian Education shall cooperate with the Nominating Committee plus the Senior Pastor, and other Pastoral Staff who work with the Board of Christian Education, in the nominating of new members to the Board of Christian Education 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 Christian Education.
10.4.2 - Members shall be elected at the Annual Church Business Meeting for a normal period of three years. Members 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 eligible for re-election 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. One third of the elected board shall retire each year and elected members shall not serve in excess of five consecutive years. Co-ordinators of the Sunday School and Children’s Program may be requested to attend the Board meeting, as necessary, to give advice or assistance regarding issues related to their respective area of responsibility, but will not have voting privileges on the Board of Christian Education.
10.4.3 – The Officers of the Board of Christian Education shall be as follows: Chairperson, Vice-Chairperson, and Secretary. They shall be elected within the Board. The Board of Christian Education shall have a quorum of a minimum of four or 50% of appointed members plus one (whichever is greater).
10.4.4 - 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.
10.4.5 - The Board of Christian Education shall be responsible for the oversight of the Christian Education program of the church, including the choice of programs, the goals and objectives of the various Educational Agencies of the church, the selection of curriculum materials, policies and protocols surrounding the selection and training of teachers and leaders for such programs, a continuing program of leadership development, the assignment of space and the provision of materials needed by each Christian Education program, the preparing and maintaining of an up-to-date C.E. calendar of events, evaluation of programs and volunteer personnel, and awareness of developing trends in Christian Education programs.
10.4.6 – The Board of Christian Education shall be responsible to apply and monitor the Protection Policy as approved by the Church from time to time. The Board shall review the policy annually and shall recommend changes to the Church for approval at a duly called business meeting. This responsibility shall include ensuring that police checks are completed with clearance given on every person working with children, teens, those who are handicapped, and seniors, and that such records are current and maintained in a secure location in order to assure their availability, should a need arise, as well as to guard private information that any record may contain.
10.4.7 - The Board of Christian Education shall be responsible to identify Christian Education 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 Christian Education shall be responsible for appointing individuals to serve on the various ministry teams. Ministry teams shall be appointed to provide nursery care, maintain historical records, and to address other C.E. needs and opportunities. 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 B.
10.4.8 – The Board of Christian Education shall be responsible for creating an awareness of C.E. programs within the church and an understanding of their benefit to the church, thus raising the educational consciousness of the congregation. The Board shall also oversee the Church Library in cooperation with the Senior Pastor and other Pastoral and Ministry Staff.
10.4.9 – The Board of Christian Education shall be responsible for preparing annually the Christian Education Budget for submission to the Board of Management, and will administer the C.E. Budget following its approval by the church, subject to the policies and procedures as established by the Board of Management. The Board of Christian Education shall also be responsible for creating a positive learning and service environment for students and their leaders, and shall make recommendations to the Board of Management regarding the purchase, adaptation, or replacement of furnishings for the educational rooms, as well as other recommendations that may improve the learning environment.
Section 10.5 - Board of Tellers
The Board of Tellers consist of four members, who shall be elected at the Annual Business Meeting of the church. The Board shall report in writing at the Annual Business Meeting of the church on its activities.
10.5.1 - Members of the Board of Tellers shall serve for one year and shall be eligible for renewal.
10.5.2 - The Board shall appoint from within its membership its own chair who shall call meetings of the Board as required, and who shall act as the Board’s liaison with the Board of Management and the Envelope Secretary.
10.5.3 - The Board of Tellers shall be responsible to secure a team of individuals to serve as Tellers for the year, and for establishing a rotation schedule for the year.
10.5.4 - The Board of Tellers, through individuals appointed as Tellers, shall be responsible for the secure keeping of all Sunday offerings from the conclusion of any service until their deposit in a chartered bank, and shall be responsible for accurately counting such offerings and the preparation of the bank deposit, and for the accuracy, security and transfer of offering envelopes to the Envelope Secretary.
10.5.5 – At least two Tellers shall be present at all times during the performance of the duties noted in 10.5.4, for the general physical protection of each individual and also for protection against false accusation. The two Tellers serving together shall not be related.
10.5.6 - The Board of Tellers shall perform its responsibilities with adherence to the policies, procedures and guidelines as established by the Board of Management, and shall make recommendations to the Board of Management from time to time as to possible improvements to such.
ARTICLE 11 - Committees
The following Committees shall consist in order to facilitate the mission and ministry of the Church: Evangelism Committee, Nominating Committee, and the Audit Committee.
11. 1 - Evangelism Committee
The Evangelism Committee shall exist to strengthen and encourage the Church in winning people to Christ locally and around the world and to help train individuals to be witnesses for Christ. This mandate shall include all matters related to social action and missions.
11.1.1 – The Evangelism Committee shall consist of a minimum of six members who shall be elected at the Annual Business Meeting of the church for a period of two years, five of whom shall retire each year. All members shall be eligible for re-election. The Committee shall meet regularly at its own discretion.
11.1.2 – The Evangelism Committee shall encourage mission locally and globally by coordinating outreach and mission projects in cooperation with the Pastoral Staff and Board of Deacons, by informing the congregation on current social and cultural issues, and by offering training that prepares for active service within the community.
11.1.3 – The Evangelism Committee shall be responsible for submission of a budget request to the Board of Management each year for inclusion in the annual budget of the Church.
11.1.4 – The Evangelism Committee shall liaison with the WMS groups within the Church in order to coordinate and cooperate to the greatest extent possible on mission education and mission’s projects.
11.2 - Nominating Committee
The Nominating Committee shall exist to find spiritually qualified individuals with suitable gifts and abilities for positions of leadership and service within the Church, and to present such names at business meetings of the Church for appointment.
11.2.1 - The Nominating Committee shall consist of seven members, one member from the Boards of Deacons, Management and Christian Education, and four from the church at large, which shall be elected at the Annual Business Meeting of the church for a period of one year.
11.2.2 – The Nominating Committee shall be responsible to submit a list of names for Officers, Boards, and Committees of the church for the following year, unless otherwise provided for in the By-Laws. They shall also make nominations at any regular business meeting of the church to fill vacancies that may occur during the year.
11.2.3 – The Nominating Committee shall be responsible, in cooperation with the Senior Pastor, to present a potential list of nominees for the Board of Management to the Board of Management and the Board of Deacons, prior to contacting any potential nominee. The Board of Management, in accordance with Article 10.3.1, and the Board of Deacons will each indicate its agreement with the list of potential nominees in writing.
11.2.4 – The Nominating Committee shall be responsible, in cooperation with the Senior Pastor, and other Pastoral Staff who work with the Board of Christian Education, to present a potential list of nominees for the Board of Christian Education to the Board of Christian Education and the Board of Deacons, prior to contacting any potential nominee. The Board of Christian Education, in accordance with Article 10.4.1, and the Board of Deacons will each indicate its agreement with the list of potential nominees in writing.
11.2.5 – The responsibility of the Nominating Committee to present a full list of potential appointees at the annual business meeting, or to present a name at a regular business meeting to fill a vacancy that has occurred, does not preclude the privilege of any member of the Church to add to the nominations at the Annual or any regular quarterly business meeting, provided consent of the person so nominated has previously been secured. The exception to this privilege is that names recommended from the floor for appointment to the Board of Deacons shall be referred to the Board of Deacons for consideration and possible nomination at a subsequent business meeting.
11.2.6 - The Nominating Committee shall meet at its own discretion, normally no later than October 1st each year.
11.2.7 – The Nominating Committee shall be responsible in the performance of its task to prevent the nomination of a husband and wife to serve together at the same time on either the Board of Management or the Board of Christian Education.
11.3 – Audit Committee
The Audit Committee shall exist to verify the financial records kept by all auxiliary organizations and groups within the church that maintain a separate bank account, thus providing the Envelope Secretary with a confirmed record of giving for tax receipt purposes, and providing the Treasurer with a confirmed record of income and expenditures for each organization and group for inclusion in a consolidated financial statement for reporting purposes to Canada Revenue Agency.
11.3.1 - The Audit Committee shall consist of two people who shall be elected at the Annual Business Meeting of the church for a period of two years, one retiring each year, but eligible to serve three two-year terms. The two shall normally be individuals familiar with bookkeeping and basic accounting principles. Such individuals cannot be serving as treasurer to any of the auxiliary organizations and groups to be audited.
11.3.2 – The Audit Committee shall be responsible to review the income and expenditures of every auxiliary organization and group within the church that maintains a separate account and receives free-will offerings and donations for which the organization and group would like its members to receive income tax receipts. The Committee shall review the records as kept by each group and prepare the figures in a standardized format for inclusion in the annual report booklet, providing the Treasurer with a signed copy of the same. The Committee shall also review the records in order to provide the Envelope Secretary with a list of donors and their giving, signed by the Auditors, for the issuance of income tax receipts.
11.3.3 – The Audit Committee shall be responsible to perform its duties as early as possible at the end of each fiscal year in order to accommodate the work of the Envelope Secretary, the Treasurer, as well as the preparation of the Annual Report Booklet. Besides providing the financial record of each auxiliary organization and group for the Annual Report Booklet, the Audit Committee will also report in writing on its activities as a committee.
11.3.4 – The Audit Committee shall establish processes and procedures in accordance with generally accepted accounting principles for all auxiliary organizations and groups, and shall be a resource to the treasurer of any such auxiliary organization or group for training in such processes and procedures.
12.3 – Whereas Article 10.1.6 commits responsibility to the Board of Deacons for
review of the Church By-Laws, proposed notices of motion to be presented by individual members of the Church, or Boards or Committees, must be presented in writing to the Board of Deacons at least two weeks prior to presentation at any duly called business meeting of the Church.
13.1 - The Highfield Street United Baptist Church reserves the right to allow use of its premises only by individuals or groups not incompatible with its goals, values and statements and for purposes which are not incompatible with its goals, values and statements.
13.2 – Inquiries and applications for use of the church building or property by outside groups and individuals shall be directed to the Board of Management for consideration and approval. Consideration of all such inquiries and application shall be subject to Section 13.1, and therefore shall exclude activities such as, but not limited to, the following: requests that may include the serving or use of alcohol; requests that may include use of gambling in any form; requests for same sex ceremonies and/or wedding receptions; requests that include dancing, other than liturgical dance or as included in performance of plays with a Christian message. If the Board of Management is uncertain about the nature of any request for use of the Church facility, it should consult with the Board of Deacons.
13.3 - All impromptu
and other youth activities carried on in the church building, including the
13.4 - Sleep-ins in
the church building, including the
13.5 – In an emergency situation, the Chair of the Board of Management, or any member of the Board of Management, or any member of the Board of Christian Education, or any other group leader in charge of a program or event, shall have authority to declare the church building closed and to cancel programs or have the building evacuated if he/she has reasonable cause to believe there may be any danger of any kind that could pose a threat of serious harm to any individual in the building. Such situations may include, but are not limited to, the smell of gases or toxic fumes, broken pipes expelling water or other liquids, the sounding of smoke detectors or fire alarms, falling plaster or any other sign that may suggest structural weakness.
ARTICLE 14 - General Policies
14.1 - The Church does not authorize any of its Boards, Committees, Officers, Pastoral and Ministry Staff or other Church personnel, to release a list of the church membership or any list of information on members and adherents which includes names, addresses, and phone numbers, to individuals and organizations outside of the church, for any purpose or reason, unless members and adherents are given opportunity to sign-up on a list whereby they volunteer to have information released in response to a specific request.
14.2 – Any list and/or directory of church members and adherents released by the Church which includes names, addresses and telephone numbers is solely for the purpose of fellowship and contact within the church congregation itself, and the selling or providing of such lists/directories by any member or adherent of the church to other organizations, businesses, or charities of any kind, shall be considered a breach of trust and may be subject to admonition or other discipline.
14.3 – We resolve that as a matter of belief, doctrine and religious practice, our congregation reserves the term “marriage” for the covenant relationship between one man and one woman to the exclusion of all others.
14.4 – No member of a Board or Committee shall be disqualified by virtue of position from contracting with the Church, nor shall any contract or arrangement entered into, or on behalf of, the Church with any Board or Committee member, or in which any Board or Committee member is in anyway interested, be liable to be avoided. Nor shall any Board or Committee member so contracting or being so interested be liable to account to the Church or any of its members or creditors for any profit realized by any such contract or arrangement by reason of such Board or Committee member holding that office or the fiduciary relationship thereby established.
14.5 – It shall be the duty of every Board or Committee member who is in any way, whether directly or indirectly, interested in a contract or arrangement or proposed contract or arrangement with the Church, to declare such interest, vacate the meeting during the deliberations on that topic, and refrain from voting in respect of the contract, arrangement or proposed contract or arrangement.
14.6 - Should an actual or perceived “conflict of interest” arise, whether in awarding contracts, the make-up of various Boards and Committees, or the use of church facilities or property, including equipment, then the Board of Deacons shall have responsibility to examine such situations, and either make correction as is necessary, or respond to complainants that in the Board’s opinion, the situation does not contravene the interests of the Church. “Conflict of interest” shall be defined as including both situations where individuals may use authority or position or privileges for personal gain, or where undue influence may be exerted by a combination of factors, such as two or more members of the same household/family holding influential positions on Boards and Committees concurrently.
APPENDIX A
The Board of Deacons has established the following Ministry Teams as provided for in By-Law 10.1.4.
A. 1 - Worship Facilitation Ministry Teams
Four worship teams shall exist to facilitate the worship services of the Church and thereby encourage worship that glorifies God and builds up those who attend the Church, as well as provide practical support that enables the services to be conducted in an effective and orderly manner. The teams shall be the Greeters Ministry Team, the Ushers Ministry Team, the Decorating Ministry Team, and the Audiovisual Ministry Team. Each team shall be accountable to the Board of Deacons and shall report in writing to the Board prior to the Annual Business Meeting of the church so that its activities can be included in the Board of Deacons report to the Annual Business Meeting.
A.1.1 - The Greeters Ministry Team shall consist of two or more members appointed by the Board of Deacons. The team shall meet at its own discretion.
A.1.1.a - The Greeters Ministry Team shall be responsible to secure Greeters for Sunday services and other special events, to schedule a regular rotation, to coordinate their activities and to provide training and instruction to new Greeters.
A.1.2 - The Ushers Ministry Team shall consist of four members who shall be appointed by the Board of Deacons. The team shall meet at its own discretion.
A.1.2.a - The Ushers Ministry Team shall be responsible to secure Ushers for Sunday services and other special events, to schedule a regular rotation, to coordinate their activities and to provide training and instruction to new Ushers.
A.1.3 - The Decorating Ministry Team shall consist of two members who shall be appointed by the Board of Deacons. The team shall meet at its own discretion.
A.1.3.a - The Decorating Ministry Team shall be responsible for the appropriate decorating of the sanctuary, including special days and occasions.
A.1.4 - The Audiovisual Ministry Team shall consist of two members who shall be appointed by the Board of Deacons. The team shall meet at its own discretion.
A.1.4.a – The Audiovisual Ministry Team shall be responsible to secure volunteer audiovisual technicians for Sunday services and other special events, to schedule a regular rotation, to coordinate their activities, and to provide training and instruction to new technicians.
A.1.4.b - The Audiovisual Ministry Team shall be responsible for the supervision, operation, and maintenance of all audio-visual equipment in cooperation with the Board of Management.
A.1.5 - The Worship Facilitation Ministry Teams shall be responsible for submission each year of a budget request through the Board of Deacons to the Board of Management for inclusion in the annual budget of the Church.
A.2 - Hospital Visitation Ministry Team
The Hospital Visitation Ministry Team shall exist to visit members and adherents of the Church who are hospitalized in order to encourage them through visible expression of the love of Christ, the care and concern of the wider Church fellowship, and through prayer for healing and comfort.
A.2.1 - The Hospital Visitation Ministry Team shall normally consist of twelve or more members who shall be appointed by the Board of Deacons.
A.2.2 – The Hospital Visitation Ministry Team shall be responsible to organize itself to make weekly visits to the city hospitals.
A.3 – Caring Hands Ministry Team
The Caring Hands Ministry Team, working in cooperation with a ministry staff member such as the Parish Nurse, shall exist to encourage the spiritual, physical, and mental wellness of members and adherents within the Church through expressions of caring, encouragement, and practical support.
A.3.1 – The Caring Hands Ministry Team shall consist of three or more members who shall be appointed by the Board of Deacons, recognizing that specialized training and certification is required to serve on this ministry team.
A.3.2 – The Caring Hands Ministry Team shall be responsible to organize itself and to provide care, encouragement, and practical support primarily to the elderly, shut-ins, those with chronic health problems, the bereaved, and households with a newborn where special consideration may be needed. Other needs may also be identified where help can be made available.
A.3.3 - The Caring Hands Ministry Team shall be responsible for submission each year of a budget request through the Board of Deacons to the Board of Management for inclusion in the annual budget of the Church.
A.4 – Kitchen Ministry Team
The Kitchen Ministry Team shall exist to encourage fellowship within the Church and seek to help integrate new members into the life of the Church by facilitating social gatherings of the Church.
A.4.1 - The Kitchen Ministry Team shall consist of five members who shall be appointed by the Board of Deacons, one of whom shall be appointed as the Coordinator.
A.4.2 - The Kitchen Ministry Team shall be responsible to secure four teams of individuals to serve with four members of the Committee who shall be captains of the various teams. The Coordinator shall be responsible for calling meetings of the Committee, scheduling of the various teams for events, as well as for monitoring kitchen supplies and ordering new supplies as required. The Coordinator will be the liaison with the Senior Pastor and Board of Deacons in regard to catering to various events, and will be the liaison with the Purchasing Agent with regard to ordering and authorizing the purchase of supplies.
A.4.3 – The Kitchen Ministry Team shall be responsible for the physical care and supervision of the kitchen and its contents, ensuring that dishes, utensils, furniture and equipment are kept in proper condition.
A.4.4 - The Kitchen Ministry Team shall be responsible for coordinating major social functions of the church and to arrange others as requested by the Senior Pastor or Board of Deacons.
A.4.5 - The Kitchen Ministry Team shall be responsible for submission each year of a budget request through the Board of Deacons to the Board of Management for inclusion in the annual budget of the Church.
APPENDIX B
The Board of Christian Education has established the following Ministry Teams as provided for in By-Law 10.4.7.
B.1 - Nursery Ministry Team
The Nursery Ministry Team shall exist to provide loving care for infants and toddlers during the regular services of the Church, and create a safe environment for learning and play.
B.1.1 - The Nursery Ministry Team shall consist of 6 members appointed by the Board of Christian Education, which shall include one member of the Pastoral staff, the Superintendent (or a teacher from the Sunday School Nursery Department) and four others.
B.1.2 - The Nursery Ministry Team shall be responsible for selecting nursery workers and co-ordinating their activities in the nursery during the Sunday worship services and other events, as directed by the Christian Education Board.
B.2 - Historical Ministry Team
The Historical Ministry Team shall exist to help preserve the history of the Church for the edification of future generations and as evidence of God’s working in past years.
B.2.1 - The Historical Ministry Team shall consist of three members who shall be appointed by the Board of Christian Education. The Church Clerk and Librarian shall be ex-officio members of the committee.
B.2.2 - The Historical Ministry Team shall be responsible for collecting and safeguarding all records of value that are not in current use.
B.2.3 - The Historical Ministry Team shall encourage the keeping and preserving of adequate records of the Church’s current progress, and shall help Board, Committees and individuals appreciate what forms of information shall be helpful for future research and analysis.
B.2.4 - The Historical Ministry Team shall encourage members and adherents to appreciate the Church’s rich heritage that has helped to shape its current ministries and mission.
APPENDIX C
The following rules as summarized from Robert’s Rules of Orders will be used in
guiding all business meetings of the