committee manual 2015-16fbclawton.org/wp-content/uploads/2018/08/committee... · !1 2015-2016...

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2015-2016 COMMITTEE ON COMMITTEES REPORT & COMMITTEE MANUAL

MARCH 22, 2015 FIRST BAPTIST CHURCH

LAWTON - FORT SILL, OKLAHOMA

TABLE OF CONTENTS

2015-16 COMMITTEE ON COMMITTEES REPORT 3

COMMITTEE MANUAL 8

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2015 – 2016 Committee on Committees Report CP - Chairperson + Represents new committee member ^ Represents fulfillment of unexpired term * Represents placement of a full 3-year term following 1-year unexpired term

Budget & Finance 2016 Rheu Nell Horton 2016 Audelle Owen 2016 Chuck Kirby* 2017 Gary Hart CP 2017 John Bennight 2017 Alece Newell 2018 Diane Branstetter+ 2018 Kevin Phillips+ 2018 Kenneth Cantrell+

Children/Preschool 2016 Debra Meraz 2016 Melissa Diley 2016 Emily Anderson 2017 Ryan Burk 2017 Marcy Bridges 2017 Darah Lang^ 2018 Natalie Truax+ 2018 Judy Holland+ 2018 Mike Garza+

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Committee on Committees Deacon Tom Crimmins CP Deacon Phil Beck Deacon Erik Scott+ 2016 Emily Anderson 2016 Chris Rabon* 2017 Stacy Hart^ 2017 Brenda Buschman^ 2018 Tom Bell+ 2018 MaryAnn Robinson+

Discipleship 2016 Dan Horton* 2016 Vern Griffin 2017 Jason Buschman 2017 Norman Cantrell 2018 Bill Blackburn+ 2018 Dawn Rabon+

Evangelism & Missions 2016 Bud Boyd 2016 Charlie R. Horton 2017 Leo Neal^ 2017 Sandi Glenn 2018 Gerald Branstetter+ 2018 Jack Newell+

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Personnel 2016 Bobby Abshere 2016 Earl Millen 2016 Susie Wilson 2017 Bob Cox 2017 Madonna Kenny CP 2017 Cleta Malone 2018 Jay Grigg+ 2018 Keri Garza+ 2018 Bill Fudge+

Properties 2016 Steve Del Ciello* 2016 Mark Glenn 2017 Reed Johnson 2017 Justin Phelps 2018 Karen Bailey+ 2018 Sherry Neal+

Public Relations 2016 Tanna Vu 2016 Steve Kenny 2017 Herman Holland 2017 Gary Rushing 2018 Victor Corral+ 2018 Mike Mazzo+

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Recreation 2016 Bob Robinson 2016 Mary Seiger 2017 Tim Diley^ 2017 Pam Burnett 2018 Josh Lang+ 2018 Scott Kochenower+

Student Ministry 2016 Jan McCoy 2016 Kristy Hardy-Huskey 2017 Jeff Bookout 2017 Shani Ray 2018 Shelly Phelps+ 2018 Mike Newell+

Worship 2016 Phil Aday 2016 Linda Tidwell 2017 Lee Juarez 2017 Robin Hardy 2018 Dave Askew+ 2018 Jordan Scribner+

Ministry Team Leaders Pat Miller Senior Adults Mike Mazzo College Sara Mazzo Hospitality Nan French Library/Media Center

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Church Council Patrick Latham Pastor Dennis Dawson Associate Pastor for Discipleship Mike Neff Associate Pastor for Worship Vacant Minister of Preschool & Children Vacant Minister of Students Erik Scott Deacon Chairman TBD Children/Preschool Chairperson TBD Evangelism & Missions Chairperson TBD Discipleship Chairperson TBD Public Relations Chairperson TBD Worship Chairperson Pat Miller Senior Adult Team Leader TBD Student Chairperson Dawn Rabon At-Large Debra Meraz At-Large

Church Officers Charlie R. Horton Trustee, President Herschel Lindsey Trustee, Vice President Jim Ratliff Trustee, Secretary Charlie G. Horton Church Treasurer Nan French Church Clerk Patrick Latham Moderator

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COMMITTEE MANUAL First Baptist Church Lawton/Ft. Sill, Oklahoma

Revised & Updated March 2015 Revised & Updated April 2012 Updated September 2010 Revised & Updated 2008 Updated September 2002 Updated April 2001 Updated September 2000 Updated April 2000 Updated March 1998 Updated July 1997 Updated January 1996 Updated January 1994 Updated November 1992 Updated August 1989

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CHURCH COMMITTEE POLICIES AND PROCEDURES 1. Purpose. The following policies and procedures define the responsibilities for church committees. A church committee is a group of people assigned specific tasks by the congregation. These tasks are grouped as both ministry and mission action tasks or as ministry and mission support tasks. The committee reports directly to the congregation. As such, these statements do not relate to sub-committees or committees of other church groups (Deacons, First Women, Baptist Men, etc.).

2. Types of Committees & Ministry Teams. The church has four types of committees & ministry teams:

A. Permanent - A permanent committee works throughout the year. It has a standing list of duties that require regular performance.

B. Standing - A standing committee is a permanent committee with the same duties as above. A standing committee is eligible for representation on the Church Council according to the church’s Bylaws Article IV, Church Council.

C. Temporary - A temporary committee has a unique job to do that ends at a specific time. When the committee completes the job, the church dissolves the committee.

D. Ministry Teams - Ministry teams provide a less rigid structure in order to free up individuals to do the work of the ministry. The teams are responsible for the planning, promotion, implementation, and evaluation of specific ministry programs in the church. The team is not set up on a rotation basis, thus allowing a person gifted, effective and in harmony with the leadership and staff to serve for extended periods of time in a particular ministry. Ministry teams are under the direction of a ministry team leader and an assigned staff advisor. The team leader is approved by the church each year through the Committee on Committee process. The team leader, in conjunction with the staff advisor, is responsible for developing and creating a team of individuals who are gifted and willing to work in the specific ministry area assigned to the team.

3. Functions of Committees. Committees are grouped by primary function. A. Ministry and Mission Action - The primary function of a Ministry and Mission Action committee is to recommend, implement, coordinate, and evaluate specific activities to help the church do Great Commission ministry efforts in our community and around the world.

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B. Ministry and Mission Support - The primary function of a Ministry and Mission Support committee is to recommend, implement, coordinate, and evaluate activities that provide the necessary support for church ministries.

4. Membership of Committees. Each spring the Committee on Committees nominates to the church persons to be members and officers of committees. The church elects the committee members at a regularly scheduled or special called business meeting.

A. A church member may serve on only one permanent church committee at a time; as an exception, members of the Committee on Committees, and temporary committees may also serve on a permanent committee.

B. Members who rotate off a committee which has a rotating membership will not serve again on that committee for one year.

C. All members of committees must be members of First Baptist Church. Committees may call on anyone for consultation.

D. The term of service for permanent committees is three years.

E. All committees will rotate membership by one-third each year.

5. Committee Officers. Each committee will have three officers: chairperson, vice chairperson, and secretary. The responsibilities for the officers of the committee follow.

A. The chairperson will: 1. Schedule committee meetings on the church calendar.

2. Plan meeting agenda with staff personnel.

3. Keep the committee focused on its responsibilities.

4. Lead meetings.

5. Arrange for meeting facilities.

6. Assign responsibilities.

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7. Supervise the committee secretary.

8. Report to the church at least semi-annually in writing at regular church business meetings.

9. Represent the committee and coordinate the committee's work with other committees, councils, etc.

B.The vice-chairperson will: 1. Function as the chairperson in his absence.

2. Aid the chairperson in assigned administrative duties.

C. The secretary will: 1. Keep accurate minutes of all committee proceedings.

2. Present current minutes for committee approval.

3. Submit a copy of all committee approved minutes to the church clerk.

6. Meetings A. The church grants each committee specific responsibilities; however, the church retains final authority. The committee does its assigned tasks in the following ways:

1. Conducts studies and prepares plans.

2. Sets up policies and procedures.

3. Administers plans, policies and procedures.

B. All committees will function under the parliamentary rules of order. All church committees will follow church policies and procedures.

C. All permanent committees will meet at least semi-annually and more often if the assignment requires.

D. All church committees will keep a record of minutes.

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7. Reports. Permanent committees will report to the church in writing at regularly scheduled business meetings at least semi-annually and more frequently, if needed.

8. Vacancies. The Committee on Committees will recommend new members to fill vacancies that occur during the year.

9. Budgeting. All permanent committees will submit requests for budget monies to the Budget and Finance Committee during budget planning time.

10. Requests of Purchasing. All committees will follow the policies and procedures for requesting purchase of supplies, equipment, and other expenditures.

11. Staff Advisors. A minister or staff member will serve as staff advisor and as a non-voting ex officio member of each committee. The staff advisors will be responsible for assisting committees as they fulfill their responsibilities. The Committee on Committees, upon recommendation from the pastor, will assign a staff advisor to each committee.

12. Committee on Committees. This committee develops and recommends the structure, organization, policies, duties, and membership of church committees

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BUDGET AND FINANCE COMMITTEE

PRIMARY PURPOSE: This committee will assist the church in overseeing the finances of the church to include the development and administration of the operating budget.

FUNCTION/TYPE: Ministry and Mission Support/Permanent

MEMBERSHIP: Nine (all members of this committee are to be tithers.)

STAFF ADVISOR: Pastor

DUTIES: 1. Coordinate the development and recommendation of the church operating budget following the church's policies.

2. Oversee all financial operations of the church, including designated funds, and any mission funds.

3. Review church financial reports and recommend such reports to the congregation for approval.

4. Administer church funds by the approved policies.

5. Develop fiscal policies and procedures.

6. Promote a program of stewardship education for the congregation.

7. Work in cooperation and coordination with other church committees and groups.

8. Make quarterly reports to the church.

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CHILDREN/PRESCHOOL COMMITTEE

PRIMARY PURPOSE: This committee will assist the church with the coordination of all activities and ministries of the various church organizations as they relate to children and preschool.

FUNCTION/TYPE: Ministry and Mission Action/Standing

MEMBERSHIP: Nine

STAFF ADVISOR: Minister of Preschool and Children

DUTIES: 1. Partner with the Minister of Preschool and Children in maintaining policies and procedures related to the children’s programs of the church.

2. Assist the Minister of Preschool and Children in developing the working budget for children and preschool ministries.

3. With the Minister of Preschool and Children, maintain and acquire needed equipment and furnishing as needed in the ministry area.

4. Periodically evaluate the children and preschool space allocation requirements.

5. Assist the Minister of Preschool and Children in evaluating, planning, and administering the children and preschool work of the church.

6. Promote the children and preschool programs of the church by participating and leading personally in said programs.

7. Assist the Minister of Preschool and Children in the development of special events, parenting seminars, worker enlistment and worker training, and outreach programs.


9. Make reports to the church semi-annually at regularly scheduled business meetings.

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COMMITTEE ON COMMITTEES

PRIMARY PURPOSE: This committee will select, enlist, and nominate persons to serve on all church committees, and to monitor the work of all church committees.


MEMBERSHIP: Nine, including the current Chairman of Deacons, the past two chairmen of deacons, and six at-large members elected for a three-year term. No at large member shall be a deacon. At least three at large members shall be women. Consideration should be given to having representatives of a variety of generations of the church serving on the committee.


DUTIES: 1. Review church committee policies and procedures and make recommendations to the church. Review the electronic storage of the Policies & Procedures Manual as per the Bylaws and ensure that the electronic format is compatible with current software.

2. Review committee duties and make recommendations for revisions to the church. See that each committee has a written statement of duties.

3.Review and recommend to the church the addition, combination, and/or deletion of church committees.

4. Select, enlist, and nominate all committee officers and members and present them to the church for approval.

5. Coordinate the training of committees with the Pastor.

6. Make its committee and recommendation report to the church annually at a regularly scheduled or special called business meeting.

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DISCIPLESHIP COMMITTEE

PRIMARY PURPOSE: This committee will assist the church in its discipleship endeavors.


MEMBERSHIP: Six

STAFF ADVISOR: Associate Pastor for Discipleship

DUTIES: 1. Assist the Associate Pastor for Discipleship to:

A. Implement a teacher-training program to prepare members to assume teaching responsibilities as vacancies occur and as substitute teachers are needed.

B. Develop a discipleship class for all church members in which Baptist doctrine, church practices, and membership orientation are taught.

C. Develop a new-Christian mentoring program.

D. Develop short-term Sunday School ministry studies to offer members during the Sunday School hour.

E. Create small groups designed for connecting new members and aiding them in their spiritual maturity walk.

F. Consider beginning new opportunities for Christian growth for children.

G. Select, interview, and enlist Sunday School workers, Life University teachers, and other special training leaders.

H. Screen volunteers before they are invited to serve.

2. Develop and maintain policies and procedures related to discipleship ministries.

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3. Develop and submit an annual budget request to the church budget council; participate in the budget planning process. Administer the approved budget allocation following the church’s fiscal policies.

4. Determine and administer the education space allocation, equipment, and furnishings needed.

5. Work in cooperation and coordination with other church committees and groups. Make reports at least semi-annually at regularly scheduled business meetings.

6. Develop and maintain policies and procedures related to the discipleship ministry of the church.

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EVANGELISM AND MISSIONS COMMITTEE

PRIMARY PURPOSE: This committee will assist in the study, development, and preparation of evangelism and outreach ministry opportunities such as revivals, worship decision records, visitation strategies and community canvassing.


MEMBERSHIP: Six


DUTIES: 1. Evaluate methods, programs, and strategies and recommend plans for developing evangelism and outreach ministry opportunities. Conduct studies and recommend plans for local mission development and community social work.

2. Work in cooperation with Church Council, other church committees, Comanche Cotton Baptist Association, Baptist General Convention of Oklahoma, church groups, para-church organizations, civic and military groups, as needed, in developing outreach ministry policies and plans. Assist with development, implementation, and evaluation of all aspects of outreach and evangelism.

3. Make recommendations concerning necessary resources.

4. Assist the Ministerial Staff in planning, implementing, and evaluating revivals, special evangelism events, and training strategies for church members.

5. Develop and submit an annual budget request to the church budget council; participate in the budget planning process.

6. Administer approved budget allocations following the church's fiscal policies and procedures.

7. Make written reports to the church semi-annually at regularly scheduled business meetings.

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PERSONNEL COMMITTEE

PRIMARY PURPOSE: This committee will assist the church in personnel administration and management.


MEMBERSHIP: Nine (all members of this committee are to be tithers.)


DUTIES: 1. Study and recommend the need for additional church staff positions.

2. Prepare and update position descriptions and organizational charts.

3. Develop and recommend a total compensation program (including benefits) and salary administration policies for the church.

4. Prepare and submit an annual budget request to the budget council; participate in the budget planning process. Administer the approved budget allocation following the church's fiscal policies and procedures.

5. Develop and administer personnel policies and procedures.

6. Preside over employee grievance procedures in accordance with stated policy.

7. Make reports to the church semi-annually at regularly scheduled church business meetings.

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PROPERTIES COMMITTEE

PRIMARY PURPOSE: This committee will assist the church in the care of all property, which includes all vehicles and buildings.


MEMBERSHIP: Six

STAFF ADVISOR: Associate Pastor for Worship

DUTIES: 1. Inspect all church properties at least annually.

2. Develop and maintain policies and procedures related to the usage, maintenance, and care of church property, equipment and grounds. Coordinate such policies with other committees assigned the management of specific properties (i.e., FLC, missions, food service, child care, etc.).

3. Develop and submit an annual budget request to the church budget council; participate in the budget planning process. Administer the approved budget allocation following the church's fiscal policies and procedures.

4. Develop and maintain arranging, equipping, and administrating of parking spaces.

5. See to the proper maintenance of the church grounds.

6. Consult with church organization leaders and other groups concerning adequate furnishings and equipment.

7. See that all properties are maintained and operated within local fire and safety codes as well as within insurance restrictions, OSHA regulations and IRS code/regulations.

8. Monitor utility consumption in an effort to have reasonable efficiency in the usage of the facility.


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10. Assist the Associate Pastor for Worship in evaluating, planning, and managing the church's insurance coverage.

11. Recommend policies and procedures on the purchase, use, maintenance, and safety of church vehicles and the qualifications of authorized drivers of church vehicles. Periodically review the status of church vehicles and qualified drivers.

12. Keep an inventory of church assets.


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PUBLIC RELATIONS COMMITTEE

PRIMARY PURPOSE: This committee is to support the church in its communication with church members and the community.

FUNCTION/TYPE: Permanent/Standing

MEMBERSHIP: Six


DUTIES: 1. Work with the Associate Pastor for Worship and other church leaders to communicate to their audience. Church leaders have a responsibility to communicate through various means to their target audiences. The Public Relations Committee should assist the leaders in their tasks.

2. Work with the Associate Pastor for Worship and other church leaders to plan strategies for meeting their communication needs. Evaluate communication plans and strategies to determine their effectiveness and recommend changes as needed.

3. Help the church become aware of its public relations image. The public relations image consists of the perceptions, attitudes, and feelings generally held by people in the church and in the community at large. The Public Relations Committee should assist the church in evaluating its public relations image and in deciding on actions to change that image if it needs to be changed.

4. Develop policies and procedures related to the church’s public relations work. These will include the following:

a. Crisis Communication. Develop a procedure for minimizing speculation, inaccurate reporting, and negative publicity when there is a crisis facing the church. Assume the church will take a pre-emptive approach during a crisis with a preferred strategy of disclosing as much information as possible. A crisis requiring a timely response may result from a natural disaster in the community or a serious incident affecting the church or church members. It may also result from a controversy, such as the church’s taking a public stand about a moral issue in the community or an attack against the church made in the media. The policy should include who will be the church’s spokesperson in times of crises or controversy.

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b. Promotion and Publicity. Develop a procedure for coordinating publicity efforts, both inside and outside the church, to promote church programs and events. Consider venues such as the Baptist Messenger, Sunday morning TV broadcast, video screen announcements, church Website, commercial advertising, news releases, and media interviews. For this reason the chairperson of the Public Relations Committee should be a member of the Church Council. Decide who will be responsible for developing news items and stories about the church and its programs.

5. Develop and submit an annual budget request to the church budget council for advertising in commercial media. Participate in the budget planning process and administer the approved budget allocation following the church’s fiscal policies and procedures.



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RECREATION COMMITTEE

PRIMARY PURPOSE: This committee will assist the church in the recreation ministry.

FUNCTION/TYPE: Ministry and Mission Action/Permanent

MEMBERSHIP: Six

STAFF ADVISOR: Designated Staff Member

DUTIES: 1. Develop and maintain policies and procedures related to the recreation program.


3. Assist the designated staff member in evaluating, planning, and managing the recreation work of the church.

4. Promote the recreation program of the church.

5. Assist the designated staff member in the development and administration of worker training and planning programs.



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STUDENT MINISTRY COMMITTEE

PRIMARY PURPOSE: This committee will assist the church in the ministry to middle school and senior high students.


MEMBERSHIP: Six

STAFF ADVISOR: Minister of Students

DUTIES: 1. Develop and maintain policies and procedures related to the student ministry program.

2. Develop and submit an annual budget request to the church budget council; participate in the budget planning process. Administer the approved budget allocation following the church’s fiscal policies and procedures

3. Assist the Minister of Students in evaluating, planning, promoting, and administering the student ministry work of the church.

4. Promote the student ministry program of the church.

5. Assist the Minister of Students in the development and administration of worker training, outreach and planning programs.


7. Work in coordination with Director of Recreation and College and Minister of Preschool and Children to make available volunteer leadership positions for our students in Summer Days, Vacation Bible School, and other programs.

8. Supervise and coordinate with Student Ministry Intern all job responsibilities, schedules, and training.

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9. Develop, recommend and maintain the academic scholarship policies and procedures as related to applications, promoting and implementing these policies. The recommendations shall include who or which entity is responsible for making scholarship recommendations and a procedure for presenting scholarship applicants to the church for approval.


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WORSHIP COMMITTEE

PRIMARY PURPOSE: This committee will assist the church in the music and worship ministry.


MEMBERSHIP: Six


DUTIES: 1. Develop and maintain policies and procedures related to the music ministry.


3. Assist the Associate Pastor for Worship in evaluating, planning and administering the music and worship programs of the church.

4. Promote the music program ministries of the church.

5. Assist the Associate Pastor for Worship in addressing needs and issues related to video, sound and lighting related to the worship services.

6. Assist the Associate Pastor for Worship in the development and administration of short and long term goals and objectives.


8. Make recommendations related to personnel issues involving paid music staff.


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CHURCH COUNCIL

PRIMARY PURPOSE: This council assists the church to determine its course for the future and to coordinate and evaluate its present work effort.

METHOD OF ELECTION: Church leaders become members of the Church Council as a result of election to designated church leadership positions.

TERM OF OFFICE: Corresponds to term of office in church-elected position.

MEMBERSHIP: Pastor (chair), ministerial staff, Deacon Chair, Men’s Ministry Chair, Women’s Ministry Chair, Chairs of: Evangelism and Missions, Discipleship, Public Relations, Worship, Senior Adult, Student Ministry, Preschool, Children’s and other committee chairs, as needed. Two at large church members to be elected by the church annually.

FREQUENCY OF MEETING: At least once each quarter

DUTIES: 1. Help the church understand its mission and define its priorities.

2. Coordinate studies of church and community needs.

3. Recommend to the church coordinated plans for evangelism, missions, Christian development, worship, stewardship, and ministry.

4. Coordinate the church’s schedule of activities, special events, and use of facilities.

5. Evaluate the progress and the priority use of church resources.

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committee manual 2015-16fbclawton.org/wp-content/uploads/2018/08/committee... · !1 2015-2016...

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