FCC - Policies

Organizational Policies and Procedures Guide

This guide includes two sections: Section I describes the duties of various members of the elected leadership of Federated Community Church - the Board of Trustees. Section II describes the organizational structure (i.e., Ministry Teams), and the functional responsibilities.

SECTION I: DUTIES & RESPONSIBILITIES OF MEMBERS OF THE BOARD OF TRUSTEES

1. Board of Trustees Members will:
a.serve a three-year term;
b.serve as liaison from the Board of Trustees to a ministry team;
c.meet regularly with that ministry team
d.present monthly written reports from the ministry team to the Board of Trustees.

2. The United Methodist Lay Leader will:
a.be on the active Methodist Roll;
b.be a member of the Board of Trustees;
c.be appointed by the Board of Trustees;
d.be in possession of and be conversant with the latest edition of The Book of Discipline of the United Methodist Church;
e.represent and actively promote United Methodist causes in the local church under the direction of the Pastor;
f.lead delegations to United Methodist district meetings;
g.whenever possible, be the United Methodist lay member at the Annual Conference;
h.keep such records as are required of the local church for the Quarterly Conference and
i.be a member of the Pastor Advisory Committee, and
j.submit a written year-end report to be included in the Annual Report to the congregation.

An alternate United Methodist representative will be appointed by the Board to attend District and Annual Conference meetings in the absence of the Lay Leader.

3. The Presbyterian Lay Leader will:
a.be on the active Presbyterian Roll;
b.be a member of the Board of Trustees (and as such an Elder in the Presbyterian Church USA);
c.be appointed by the Board of Trustees;
d.be in possession of and be conversant with the latest edition of The Constitution of the Presbyterian Church (USA) [The Book of Confessions and The Book of Order];
e.represent and actively promote Presbyterian causes in the local church under the direction of the Pastor;
f.represent the local church in the Presbytery and the Synod;
g.keep such records as are required by the Presbytery for the Session of the local church and
h.be a member of the Pastor Advisory Committee, and
i.submit a written year-end report to be included in the Annual Report to the congregation.

An alternate Presbyterian Elder will be appointed by the Board to attend Presbytery and Synod meetings in the absence of the Presbyterian Lay Leader.

4. The Community Lay Leader will:
a.be on the active Community roll;
b.be a member of the Board of Trustees;
c.be appointed by the Board of Trustees;
d.represent the local church within the community, and be a liaison to ecumenical and interfaith councils or groups and
e.be a member of the Pastor Advisory Committee, and
f.submit a written year-end report to be included in the Annual Report to the congregation.

5. The President of the Board of Trustees will:
a.be a member of the Board of Trustees;
b.preside at Board of Trustees Meetings and Congregational Meetings;
c.be a member of the Pastor Advisory Committee;
d.sign all legal papers for the church corporation and
e.perform other duties customary to the office of President.

6. The President-Elect will
a.be nominated to and elected by the congregation in December;
b.be a member of the Board of Trustees;
c.perform the duties of the President in his or her absence;
d.be a member of the Pastor Advisory Committee;
e.work with the pastor assigning members of the Board as liaisons from the Board to various ministry teams.

7. The Past-President will
a.be a member of the Board of Trustees;
b.be the Board liaison to and a regularly participating member of the Foundation for Church Development Team;
c.be a member of the Pastor Advisory Committee.

8. The Treasurer:
a.is a member of the Board of Trustees;
b.provides and interprets the monthly financial report to the Board;
c.is the Board liaison to and a regularly participating member of the Finance & Stewardship Ministry Team;
d.has primary responsibility for church funds and securities;
e.works closely with the Church Bookkeeper;
f.maintains a record of insurance carried on all of the buildings and property of the church, updating and revising as needed;
g.reports annually on the financial condition of the church to the congregation;
h.co-signs checks with the church bookkeeper ;
i.participates with the Finance & Stewardship Ministry Team in monthly reconciliation and annual audits.

9. The Secretary of the Board:
a.will be the Church Secretary (but not a Board member);
b.assumes the duties of the Clerk of Session (Presbyterian Church USA);
c.keeps minutes of all meetings of the Board of Trustees and congregation;
d.writes correspondence for the Board of Trustees as directed;
e.performs the other duties customary to the office, including signing corporate papers attesting to the President's signature, and
f.oversees the accurate recording of the church's membership, constituency, baptism, marriages, and funerals.

10. The Pastor, or an assigned Associate Pastor will be an ex-officio member of the Board, with vote, as well as all ministry teams.

11. The Church Program Director will be an ex-officio member of the Board, with voice, as well as ministry teams within the range of duties and responsibilities.

SECTION II: DUTIES & RESPONSIBILITIES OF THE MINISTRY TEAMS

Ministry Teams are the organized small groups responsible for many of the various works of ministry undertaken by Flagstaff Federated Community Church. A diagram of the Ministry Teams is included on the last page.
FFCC Ministry Teams are empowered with both the responsibility and permission to fulfill their specific duties. Each Ministry Team will consist of not fewer than five members in addition to the Team Leader. Ministry Team members may be nominated in various ways and will be made known to the Board of Trustees at its next regular meeting. Terms of service will be for at least one year. In September, each Ministry Team is responsible for submitting a budget request for the stewardship campaign challenge budget. In November, each Ministry Team is responsible for writing a year-end report to be included in the Annual Report to the congregation.

1. The Buildings and Grounds Ministry Team
a.supervises the care, maintenance and upkeep of all buildings, grounds, and equipment - including vehicles, appliances and furnishings - owned by any church organization;
b.oversees and manages all church rental properties;
c.elects a team leader annually;
d.submits a monthly written report to the Board of Trustees and to their liaison from the Board;
e.submits an annual budget request in September to the Finance & Stewardship Team for consideration in the stewardship campaign challenge budget;
f.submits a written year-end report to be included in the Annual Report to the congregation.

This supervision, oversight and management is not to interfere with the rights of the Board of Trustees, a church organization or the Pastor on the use of the property for religious services or other functions authorized under these bylaws.

2. The Membership Ministry Team:
a.assists the church secretary to help keep accurate records of the church’s membership, constituency, baptisms, marriages and funerals;
b.reports membership statistics (see “a” above) to Board of Trustees;
c.plans with the pastor and the Board to provide new member classes, at least annually;
d.elects a team leader annually;
e.submits a monthly written report to the Board of Trustees and to their liaison from the Board;
f.submits an annual budget request in September to the Finance & Stewardship Team for consideration in the stewardship campaign challenge budget;
g.submits a written year-end report to be included in the Annual Report to the congregation.

3. The Evangelism & Church Promotion Ministry Team:
a.develops and provides to newcomers and visitors information describing church activities, ministries and structure;
b.promotes the church purpose and image through the distribution of information in various ways, including special events mailings;
c.facilitates and promotes a positive newcomer/visitor experience;
d.elects a team leader annually;
e.submits a monthly written report to the Board of Trustees and to their liaison from the Board;
f.submits an annual budget request in September to the Finance & Stewardship Team for consideration in the stewardship campaign challenge budget;
g.submits a written year-end report to be included in the Annual Report to the congregation.

4. The Christian Outreach & Social Action Ministry Team:
a.promotes development of the sense of outreach so that the church may fulfill its multiple missions in the contemporary world;
b.educates the congregation on positions taken by the Methodist and Presbyterian denominations in the areas of social concern such as world peace, civil liberties, race relations, child and youth welfare and transient welfare;
c.encourages the missionary life and spirit as well as the social consciousness of the church;
d.provides for the dissemination of missionary and social awareness information and literature;
e.encourages procurement of missionary and social issues speakers;
f.cooperates with the Discipleship Ministry Team in missionary and social awareness education;
g.cooperates with the Finance & Stewardship Ministry Team in ensuring effective provision for benevolence in church budget and participation in public welfare fund drives;
h.establishes and maintains services to our local and world wide community, and encourage regular study groups (e.g., Christians of the Earth, Christian Feminist Perspectives) in seeking a Christian solution to social problems;
i.oversees work of the Health Committee & Parish Nurse Program, an educational program at FFCC …
·promoting the health of body, mind, and spirit;
·consisting of volunteers with a concern for the health & wholeness of members of the FFCC congregation;
·overseeing and coordinating the work of the “Parish Nurse” (a volunteer RN)
·providing health-related programs/guest speakers on occasional Sundays between worship services;
·providing blood pressure screening on one Sunday each month, as well as one weekday twice a month;
j.elects a team leader annually;
k.submits a monthly written report to the Board of Trustees and to their liaison from the Board;
l.submits an annual budget request in September to the Finance & Stewardship Team for consideration in the stewardship campaign challenge budget;
m.submits a written year-end report to be included in the Annual Report to the congregation.

5. The Finance & Stewardship Ministry Team:
a.works with the Treasurer, together being responsible for regular and ongoing church budget oversight and control during the year, performing monthly reconciliations of bank statements, and conducting audits;
b.appoints (re-appoints) Financial Secretary (see below) on an annual basis;
The Financial Secretary:
i.is a regularly participating member of the Finance & Stewardship Ministry Team;
ii.receives and accounts for all church monies and other valuable effects;
iii.deposits same in the name of and to the credit of the church in such depositories as may be designated by the Board of Trustees ;
iv.keeps accurate records of all donations and other income received by the church.

c.develops an annual stewardship campaign, encouraging every member and constituent to financially support (and support with time and talents) the mission and ministries of the church;
d.develops an annual “challenge budget” for stewardship campaign purposes, consulting leaders of other ministry teams with respect to their team’s budgetary needs;
e.considers Methodist and Presbyterian budgetary recommendations as the church operating budget is prepared (this may be done in consultation with the Methodist Lay Leader and the Presbyterian Lay Leader, calling on the District Superintendent and Presbytery Executive for advice as needed);
f.prepares the church’s annual operating budget for submission to the Board of Trustees for action and final approval by the congregation;
g.works in conjunction with the Membership Ministry Team, encouraging new members to financially support the mission and ministries of the church;
h.receives, invests and accounts for all permanent gifts of any nature;
i.advertises the Huncilman Fund grants, processes grant proposals, and presents grant proposals to the Board of Trustees for selection;
j.elects a team leader annually;
k.submits an annual budget request in September for consideration in the stewardship campaign challenge budget;
l.submits a written year-end report to be included in the Annual Report to the congregation;

6. The Worship and Music Ministry Team:
a.works with the Pastor in planning the order of worship, church music and other requirements for all worship services;
b.ensures that the church has worship services regularly;
c.plans the annual worship calendar for celebrations of the Lord’s Supper and special services and programs;
d.oversees the music ministry of the church;
e.oversees the training, participation and scheduling of lay persons (e.g., lay readers, greeters, ushers, acolytes, communion servers, sound and video techs, etc.) in the worship services;
f.oversees greeters and ushers, who …
·greet arriving worshipers
·welcome newcomer/visitor worshipers and provides church information as needed;
·distribute worship bulletins and children’s worship packs
·distribute registration pads
·count and record the number of worshipers at each worship gathering
·receive the worship offering
·secure sanctuary doors & windows and turn off lights after the 11:00 a.m. worship gathering
·prepare and serve refreshments between morning worship services each Sunday;
·prepare and serve communion in coordination with the pastor and the Worship & Music Ministry Team.
g.has responsibility for décor related to worship;
h.works with the Pastor in obtaining supply ministers and/or guest speakers;
i.elects a team leader annually;
j.submits a monthly written report to the Board of Trustees and to their liaison from the Board;
k.submits an annual budget request in September to the Finance & Stewardship Team for consideration in the stewardship campaign challenge budget;
l.submits a written year-end report to be included in the Annual Report to the congregation.

7. The Care Ministries Team
a.comprises sub-teams TeleCare, VisiCare, Stephen Ministry, and Care Response;
b.TeleCare is a telephone contact care ministry making regular contact with shut-in members, as well as active members of the congregation, sharing Christian love and concern for their well-being;
c.VisiCare is a visitation contact care ministry making regular visits to the hospital, shut-ins, and retirement/nursing homes;
d.Stephen Ministry is a trained group of lay members committed to the specialized ministry of care on an individual, confidential basis;
e.Care Response coordinates emergency outreach, as well as support, to church members and constituents in times of need (e.g., receptions following funerals or memorial services, coordination of meals after major events such as births, deaths, surgeries);
f.each care ministry team elects a team leader annually;
g.each care ministry team submits a monthly written report to the Board of Trustees and to their liaison from the Board;
h.each care ministry team submits an annual budget request in September to the Finance & Stewardship Team for consideration in the stewardship campaign challenge budget;
i.each care ministry team submits a written year-end report to be included in the Annual Report to the congregation.

8. The Fellowship Team:
a.plans overall calendar of church fellowship events and activities;
b.publicizes fellowship events and activities;
c.creates new fellowship events and activities;
d.coordinates various fellowship events and meals (e.g., Turkey Dinner, Lenten Soup Suppers, New Member Luncheons);
e.provides for planning, serving and clean-up of fellowship events and activities;
f.includes church members who are certified as food handlers;
g.elects a team leader annually;
h.submits a monthly written report to the Board of Trustees and to their liaison from the Board;
i.submits an annual budget request in September to the Finance & Stewardship Team for consideration in the stewardship campaign challenge budget;
j.submits a written year-end report to be included in the Annual Report to the congregation.

9. The Discipleship Ministry Team:
a.establishes policies and procedures consistent with the mission statement of Flagstaff Federated Community Church for the Christian faith formation of all age groups in the church and for the discipleship sub-teams;
b.plans discipleship programs in the church in collaboration with and under the supervision of the Church Program Director;
c.comprises leaders of discipleship sub-teams, supplemented by others as needed;
d.elects a team leader annually;
e.coordinates the Nursery, Children’s Discipleship Team, Youth Discipleship Team, and Adult Discipleship Team;

The three Discipleship Sub-Teams include the following:
·Children’s Discipleship Team
i.Children’s Sunday School
ii.Vacation Bible School
iii.Children’s Church
iv.Children’s Music
·Youth Discipleship Team
i.Youth Sunday School
ii.Youth Fellowship
iii.Camping (and Nellie Rost Fund)
iv.Sierra Service Project (and Maranatha Fund)
·Adult Discipleship Team
i.Adult Sunday School
ii.Christian Feminists
iii.Christians of the Earth
iv.Emmaus
v.Church Library

Each Discipleship Sub-Team will
·develop a set of operating guidelines;
·develop objectives at the beginning of each year;
·assess objectives in its annual report;
·recruit volunteers in cooperation with the Church Program Director.

The Director of Church Programs will
·collaborate with the Discipleship Ministry Team and its sub-teams in establishing general policies and procedures;
·have a vote on these; and
·have primary authority and responsibility for the enactment and running of programs.

f.submits a monthly written report to the Board of Trustees and to their liaison from the Board;
g.submits an annual budget request in September to the Finance & Stewardship Team for consideration in the stewardship campaign challenge budget;
h.submits a written year-end report to be included in the Annual Report to the congregation.

10. The Preschool Ministry Team:
a.gives general supervision to the Flagstaff Federated Community Church Preschool;
b.sets the Christian philosophy of the pre-school;
c.determines the structure of the pre-school;
d.lists qualifications for the pre-school staff (director and teacher(s)), screens candidates, and make recommendation for hiring to the Personnel Ministry Team;
e.prepares an annual budget;
f.sets admission policies;
g.monitors curriculum;
h.raises funds for tuition scholarships and other appropriate causes;
i.elects a team leader annually;
j.submits a monthly written report to the Board of Trustees and to their liaison from the Board;
k.submits an annual budget request in September to the Finance & Stewardship Team for consideration in the stewardship campaign challenge budget;
l.submits a written year-end report to be included in the Annual Report to the congregation.

This Ministry Team will meet at least three times a year: at the beginning (August - September), middle (December - January), and end (April - May) of the school year.

This Ministry Team will consist of six members of the church, one of whom will be the Pre-School Coordinator member of the Discipleship Ministry Team. The Pre-School Coordinator will serve as chair of the Team. These members will be divided into three equal classes, one class to be elected each year at the Fall Congregational Meeting for a three-year term of office beginning the following January 1. There will be four other members of the Team, namely: the Director of Church Programs and the Pre-School Director (both ex officio, non-voting), and two voting Parent Representatives. The Parent Representatives will serve one-year terms, and will be nominated by the Director and confirmed by the Team. One of the Parent Representatives will be a member of Flagstaff Federated Community Church.

11. The Foundation for Church Development Ministry Team:
a.consists of five members of the church, approved by the Board of Trustees for three-year terms, beginning in January following their approval;
b.the Past-President will be the Board liaison to and a regularly participating member of the Foundation for Church Development Team
c.provides education and resources to assist in interpreting the needs of both the church and its members for sound estate planning
d.assists in identifying specific needs for permanent funding in the local church, the denominations it represents, and other areas;
e.encourages bequests and lifetime and memorial gifts by members, and
f.provides for the celebration of bequests and gifts;
g.elects a team leader annually;
h.submits a monthly written report to the Board of Trustees and to their liaison from the Board;
i.submits an annual budget request in September to the Finance & Stewardship Team for consideration in the stewardship campaign challenge budget;
j.submits a written year-end report to be included in the Annual Report to the congregation.

It further advises and recommends to the Board of Trustees investments and expenditures from permanent funding which comply with the express directions of donors and provide for capital expenditures and improvements and funding of special needs. Unless otherwise specified by the donor or approved by a 2/3 majority of those members of both the Foundation and the Board of Trustees present at a meeting at which such expenditure is to be acted upon, permanent funding shall not be used for current operating expenses or benevolence requirements of the church.

12. The Personnel Ministry Team:
a.is appointed by and accountable to the Board of Trustees;
b.consists of five members assigned for a three-year term with the possibility of reappointment;
c.consists also of a sixth member who is the liaison from the Board;
d.develops position descriptions for both clergy and non-clergy positions, keeping them current with the goals and objectives of the Board of Trustees;
e.conducts the annual reviews of the pastor and staff (in the review process, the team will consult the Board of Trustees);
f.recommends to the Board of Trustees and the Finance & Stewardship Ministry Team hiring salary for all non-clergy positions;
g.recommends staff positions to the Board of Trustees, based on the recommendations of the pastor and ministry teams;
h.recommends the employment of all non-clergy personnel of the church;
i.recommends annual salary adjustment rates to the Finance & Stewardship Ministry Team based on performance appraisal (the Pastor, as Head of Staff, consults with the Personnel Team and recommends actual adjustments for non-clergy employees).
j.provides written notification to both the Church Treasurer and the Church Bookkeeper of newly hired personnel;
k.works with the Pastor to identify and recommend opportunities for non-clergy staff development.
l.regularly reviews the church personnel policies and recommend changes to the Board of Trustees.
m.consults and works with the Pastor as Head of Staff, other ministry teams, or special search teams to recruit personnel and recommend personnel actions.
n.offers procedural guidance if a complaint is brought against the performance of a minister (if Methodist, according to the Methodist Book of Discipline, Section XIV; if Presbyterian, the Book of Order);
o.elects a team leader annually;
p.submits a monthly written report to the Board of Trustees and to their liaison from the Board;
q.submits an annual budget request in September to the Finance & Stewardship Team for consideration in the stewardship campaign challenge budget;
r.submits a written year-end report to be included in the Annual Report to the congregation.