Constitution, Bylaws and Articles
of Incorporation
Revised, 1998
Revised, 2001
Revised 2005
Revised April 2007
Revised December 2007
Contents: I. Covenant…………….......………....3
II.
Standard Procedures and Overview .4
III. Organization Bylaws……………...6
A.
Membership…………………..
1.
Active………………….
2.
Inactive………………..
3.
Associate……………...
4. Friends of
the Church...
B.
Meetings………………………
1. Worship…………….…11
2. Congregation (Church Meetings)
C. Leadership……………….…13
1. Pastor……………….
2. Moderator……………1
3. Clerk…………………1
4. Treasurer………………
5. Financial Secretary……21
6. Historian…………….…22
D. Boards and Committees…….…23
1. Church Council…………..
2. Diaconate………………...24
3. Board of Directors………..26
4. Board of Christian Education
5. Mission Board………….
6. Board of Benevolence.…29
7. Music Committee………
8. Nominating Committee....
9. Audit Committee…………
10. Budget Committee…….…32
11. Constitution Committee…32
12. Special Committees.……
E.
Arbitration of Conflicts…………...
F.
Standing Of Emeritus…………
IV.
Organizations……….…….
V. Rights………………………35
VI. Saving
Clause…………………..35
I Covenant
We have joined together to form this Church so that we may discover the nature of God and immerse ourselves in a Christian community.
The foundation of our Church is our covenant with Christ. We believe that if we follow Him, He will forgive our sins and we can become one with God. We believe that a personal commitment to walk in His way is all that is required and that each of us must discover the way to God through prayer, meditation and the study of the Holy Bible. We believe that no one should stand between a person and God.
We believe that God is present in all of our Church and Congregation Meetings and He will guide our way, if we will let Him, for we believe the Word of God in the Holy Bible, which states: “where two or three are gathered in My name, there am I in the midst of them”. We are Congregationalists because we have faith that in the collective conscience of our Congregation we will find God’s will for our Church and for ourselves.
As Congregationists we celebrate our freedom of conscience, but recognize and accept the discipline of God’s Word in the Bible. We believe that there is but one Authority and that One is God.
We make this Covenant with Christ and with one another. To our fellow Congregationalists we pledge our love and loyalty and join with them so that we may grow spiritually. We believe that God requires us to forgive one another and to strive to live in affection and harmony as a Family of God. We believe that our Covenant is inclusive and that if we see another of God’s children in pain, distress or straying from the path to God, we will be patient, understanding and will gently and with humility attempt to bring them to God.
II
Standard Procedures and Organization Overview
The Constitution: This constitution of the First Congregational Church shall be the Governing Document of the Church and all power and authority of the congregation shall be exercised in accordance with the rules, regulations and by -laws contained herein. This Constitution will delegate power and authority of the Congregation to the various leaders, boards and councils to expedite operations and to insure efficient day-to-day operation of the business of the Church. The Constitution may be amended by vote of the Congregation with two-thirds concurring. [See page 22]
Meetings of the Congregation: The Active Members of the Congregation will meet when necessary to conduct the business of the Church. The Congregation will meet once a year in March for the Annual Meeting at which time we will elect members to the Board of Directors and Diaconate, elect Church leaders and officers, which are: The Clerk, Moderator, Treasurer, Financial Secretary, and Historian, approve a budget for the coming year and conduct other business that may be necessary. The budget adopted during the Annual Meeting will be the authority to conduct the business of the Church for the year and will only be modified due to unforeseen or extraordinary circumstances at a specially called Congregational Meeting. [See page 7]
The Church Council: The purpose of the Council is to coordinate and advise the congregation. A Church Council, consisting of the Leaders of the Church, the Chairman of the Board of Directors, Chairman of the Diaconate and chairmen of all the committees, clubs and organizations of the Church, shall meet before the Annual Meeting and at other times as necessary to coordinate the activities of the Church. The Council will appoint members, when necessary, to the Budget Committee, Constitutional Committee, Audit Committee, Nominating Committee, Mission Committee, and any other special committee as needed. In addition, the Council will fill vacancies when necessary. [See page 16]
The Diaconate: The spiritual affairs will be in the hands of the Diaconate. The Diaconate will arrange for baptisms, the induction of new members, maintain the membership roles, insure that the candidates for membership have fulfilled the requirements of membership, induct new members into the church, and will be the primary liaison with the Pastor. The Diaconate will meet before each Annual Meeting to review the spiritual health of the Congregation and to make recommendations regarding the Pastor’s ministry to the Congregation and to update the Membership List. The Diaconate will attempt to arbitrate disputes, heal relationships, and insure a harmonious relationship between members and with the Pastor. The Diaconate shall insure the Church Sanctuary is clean and prepared for worship services. [See 17]
The Board of Directors: The business affairs of the Church shall be in the hands of an elected Board of Directors. It will be the responsibility of the Board of Directors to hire, fix the terms of employment or dismiss paid employees (except the Pastor); insure proper maintenance of the Church and Church property; provide services to the Church and its buildings; buy and sell Church property in accordance with the Constitution and in general, insure the smooth operation of the Church and its property. [See 18]
The Pastor: The Pastor will be the spiritual leader and a trusted advisor, but will have no role in the administration of the church. The Congregation will select the Pastor with the advice and recommendation of a Pastoral Search Committee. [See 9]
III Organization
Bylaws
ARTICLE A.
Membership
1.
Membership in this Church is open to all baptized Christians who accept
the Covenant of the Church as stated herein.
While we practice the baptism of infants, the tradition of believer’s
baptism is also honored. Sprinkling, pouring and immersion are the acceptable
forms of baptism.
a. Infant Baptism: Infant baptism signifies that the children of believers are Holy under the covenantal relation between God and His people. This Service of Dedication also sets strict responsibilities on the home, the Church, and the Christian Education Department for the support and nurture of the child. It does not remove the necessity that the child will, when mature, make a personal confession of faith.
b. Believer’s Baptism: Believer’s baptism is administered on confession of faith in Jesus Christ, or by reaffirmation of faith in Jesus Christ.
2.
Membership in this church will consist of Active Members, (Associate
Members) and Inactive Members.
a.
Active Members:
i. The Diaconate will develop a list of membership qualifications which shall include but is not limited to: 1) Each new prospective member will be invited to a class which will explain Congregationalism and our Constitution and Bylaws. 2) Each new member shall read, understand and explain Section II of the Church Constitution, which covers the organization overview and standard operating procedures. 3) Each new member shall read and explain the Covenant of the First Congregational Church of Interlachen as written in Section I of this Constitution and by statement, affirm his belief in the principals stated in the Covenant.
ii. The Congregation may induct new members after considering the recommendations of the Diaconate. Such recommendation shall be made for the person(s) who have been baptized in this or some other Christian Church, and confess their faith in Jesus Christ, and vow to live a Christian life.
iii. Invitation to receive membership will be by vote of the Congregation. The new member will then receive the Right Hand of Fellowship at a regular service of worship, or in case of extraordinary circumstances such as illness or infirmity, at some other occasion or location as approved by the Diaconate.
iv. Members are expected, to attend the regular services of worship, to contribute financially to the support of the Church and its benevolences, to participate in its life and work, and to evidence Christian behavior in their daily lives. If, for any reason, a member requests in writing, to be released from his/her covenant obligations, the Diaconate shall patiently endeavor to secure continuance in the fellowship. Failing in such endeavor, the Diaconate shall grant the request and shall issue a letter of good standing to the petitioner. The name of the petitioner shall at this time be removed from the membership rolls.
Associate Members
i. An active member who spends more than two months each year in another area or State, and/or a person who wishes to participate in the life of this Church while maintaining membership in another Church more than 50 miles from the Interlachen area, will be an Associate Member when they are attending this other church..
ii. A person is received as an Associate Member by the same process as regular Active Members. An Associate Member will not be counted as absent (or inactive) while away. Associate Members enjoy all the rights and duties of a full Active Member while in the Interlachen area providing he or she complies with the provisions in Section III Article 1 Paragraph 2.d., above.
iii. An Associate Member is not eligible for election to an office of leadership if they are away from the Interlachen area for a period of more than two months in a row.
b. Inactive Members:
i. Any member who for a period of three (3) months has
not attended services,
contributed to the support of the Church either financially and/or physically,
or communicated with the Church, may, upon a majority vote of the Diaconate, be
transferred to the Inactive Members Roll, thereby losing their vote in Church
affairs and relinquishing any and all offices or positions held in the
leadership of the Church.
(With the exception of Associate Members)
ii. Inactive members shall not be counted in compiling
the Official Roll of Active Members. An
Inactive Member may receive a letter of transfer to another church from the
Church Clerk, by making a request in writing.
iii. If an Inactive Member wishes to resume
participation in Church life, he/she must make his wishes known to the Diaconate
either through direct communication with a Deacon or in writing to the Moderator
or Clerk. After the Inactive Member
has attended Church and participated in church life for a period of six weeks,
during which he/she has attended at least four (4) worship services in our
church, he or she may, after an affirmative vote of the Diaconate, be reinstated
to Active Membership.
d. Friends of the Church: A person who belongs to another Church within fifty miles of Interlachen, and sometimes attends our Church or who is not a member of any Church, but attends our Church, will be placed on our mailing list as a Friend of the Church. The Diaconate will be responsible for the creation and maintenance of the list of Friends of the Church and for encouraging these people to become Active Members.
3. Placement on the former members list:: Any member who has not attended Church services and/or contributed to the Church financially and/or with their works, or communicated with the Church for a period of six months can, by majority vote of the Diaconate, be removed from the Membership roles.
4. Behavior and Conduct: Our Church is inclusive and as such does not expel, shun or excommunicate members. In the event a members conduct becomes contrary to the best interest of the Church, is disruptive to the Church Service or the conduct of Church Business, the disruptive member may be asked to leave that meeting or service and as soon thereafter as possible will be counseled by the Pastor and /or the Diaconate, in private. The goal of the counseling is to understand the reason for the conduct and learn ways the church may improve and to teach the offending person proper conduct, so that the Christian love prevails and the congregation may remain united. If, after patient counseling, the disruptive conduct continues, the Diaconate may require the member to attend special training or instruction before the member will be welcomed back to meetings. If a member’s behavior or conduct is illegal, intolerable or bizarre we recognize that the person is in need of help and spiritual enlightenment, not rejection, and we will attempt to counsel that person and bring him to God, but it may be necessary to bar that person from meetings until they have received professional or specialized help.
ARTICLE B. MEETINGS
1. WORSHIP: The regular meeting for worship shall be held on the Lord’s Day (Sunday) at times set by the Diaconate. Special Services or Prayer Meetings may be held at any time a group of parishioner’s requests. The Diaconate will coordinate the times and dates with the Pastor. It is our practice to observe “open communion” where we gladly share Christ’s table with anyone who wishes to come in faith.
2. CHURCH MEETINGS: We believe that meetings
of the Congregation are Church Meetings and that the privilege and duty of
sharing the Church’s government belongs to every member.
In our Congregational Meetings we will remember that as a gathering of
Christians, Christ is present in spirit and is our guide and governor and that
we are seeking to do His will. The
goal of all our meetings
will be a consensus where everyone is satisfied with the decisions. We recognize
that unanimity and consensus will not always be achieved, however we will
conduct ourselves in such a way that consensus is possible.
We will be open to Spiritual guidance.
We will carefully consider what others have to say and whenever possible
modify our proposals to incorporate their ideas.
In our conduct and discussions we will be ever mindful that we are doing
God’s work, not our own, and will attempt to put aside our egos, and work for
the common good.
a. The Annual Business Meeting of the Church shall be held in the latter half of the month of March each year for the adoption of the yearly operating budget, election of the Leaders, Officers, Boards, Committees, and Delegates to any Associations to which the Church belongs, and for such other business as may be set forth in the Call.
b. All regularly scheduled business meetings must be called by the Clerk, either by reading the Call or having it read from the pulpit at a regular service at least two weeks prior to the meeting, or by mailing the call to the members at a time when it will be delivered to all local addresses at least two weeks prior to the date of the meeting. The call shall clearly state the exact nature of the business to be conducted at any meeting and no business shall be conducted that was not stated in the Call. In extraordinary circumstances, an emergency meeting can be held without the two week notice, but all business conducted during the meeting must be of an emergency nature and a properly called Congregational Meeting, adhering to the two week requirement must be called as soon as possible where the actions can be reviewed and the Congregation can accept or reject the decisions taken in the emergency meeting.
c. The Moderator, the Diaconate, the Board of Directors, or the Church Council or the Chairman of a Committee may call special business meetings, or they shall be called by the Clerk on written request of ten (10) members of the Church. The nature of the business to be transacted shall be clearly stated in the call and must meet the requirement of two weeks notice.
d. All members present and being listed on the Active rolls of the Church shall have the right to vote at all regular or special meetings of the Church if they shall have attained the age of eighteen (18). A Member must be present to vote. Absentee ballots and proxy voting is not allowed.
f.e.
A quorum shall consist of twenty-five (25%) percent of the
Active Members who have the right to vote. A majority of this quorum will be
required to pass any motions.
i. A special quorum of sixty percent (60%) of the all the members on the Active Roll of the Church who have the right to vote and a two-thirds (2/3) affirmative vote is required to amend the Church Constitution. [See page 23]
ii. A special quorum of sixty percent (60%) of the all the members on the Active roll of the Church who have the right to vote and a two-thirds (2/3) majority of the quorum will be needed to pass any motion to sell, transfer ownership or acquire real property, or to spend in excess of ten (10%) percent of the average of the last five years’ income of the Church. [See pages 18 & 19]
g.f.
Robert’s Rules of Order shall be observed in the
conduct of any and all Meetings of the Church.
Any questions of procedure under Roberts Rules Of Order will be referred
to the Parliamentarian. [See page 17]
h.g.
Interpretation:
A question about the interpretation of the Constitution during a
meeting will be referred to the Chairman of the Constitution Committee to see if
it can be quickly resolved. If the
question cannot be resolved in an acceptable timely way, the Church Meeting will
be suspended, recessed or rescheduled while the Constitution Committee considers
the matter and resolves the issue. [See page 9]
i.h.
Records: The Clerk of the Church will make an
accurate written and/or electronically recorded copy of the proceedings of all
Congregation Meetings.
Article C
Leadership
The leaders of the Church are servants: they do not govern. The Leaders or Officers of the Church are: The Pastor, Moderator, Clerk, Treasurer, Financial Secretary, and the Historian. All church Leaders must be Active Members of the Church. Every Officer and Chairman is expected to read and understand the Constitution and have a copy during his/her respective meetings. It is the duty of all Leaders to set an example to all members in their adherence to the Constitution and it is their duty to seek guidance from the Constitution Committee when necessary, so that they will have a full understanding of the Constitution. [See page 9]
1. THE PASTOR
Qualifications of the Pastor: The Pastor shall be an ordained and licensed minister with a generally recognized denomination with ministerial training and pastoral experience acceptable to the Congregation.
a. Duties of the Pastor: The Pastor shall conduct and lead the worship services of the Church; shall have charge of the spiritual welfare of the Congregation; and shall carry on a ministry of preaching, pastoral care and leadership compatible with Church doctrine and traditions, as set forth by Our Church Covenant. The Pastor, and the members of his family, may not hold any elected office of the church.
b. Relationship with the Diaconate: The Pastor and the Diaconate shall work in close consultation and mutually support and encourage one another in spiritual matters. The Pastor will assist the Diaconate in developing a plan for increasing the membership of the church, a list of qualifications and procedures for induction of new Members to the Church and cooperate with the Board of Christian Education in developing and conducting a course of study for new members.
c. Obtaining a new Pastor:
i. When a vacancy in the office of Pastor occurs, the Church Council shall meet as soon as possible and appoint a Pastoral Search Committee of not less than five (5) nor more than seven (7) Members.
ii. The Search Committee, after seeking the advice from Church or Congregational organizations, such as the National Association of Congregational Christian Churches, the Florida Association of Congregational Christian Churches Ministers, any Emeritus Members, and the Congregation, shall recommend a possible successor.
iii. The Search Committee will initiate negotiations and talks with a candidate Pastor, regarding the candidate Pastor’s duties and the compensation he/she will expect. The Search Committee will receive guidance and budgetary constraints from the Board of Directors. The Search Committee and the Board of Directors will be guided by and limited to, the budget approved by the Congregation.
iv. In the preliminary negotiations with the candidate Pastor, the Search Committee will insure the candidate understands that the actual hiring and final approval of his compensation will not occur until there is an affirmative vote by the Congregation and an agreement that is signed by both parties.
v. If the preliminary negotiations are successful and agreeable to both parties, the Search Committee will announce to the Congregation their intention to invite the candidate Pastor to present the Sunday worship service. At the time of the announcement the Congregation will be informed of the compensation that will be offered should the candidate Pastor be hired.
vi. The call of the Pastor must be no less than a two-thirds (2/3) vote by secret ballot of those Active Members who are present at any meeting called to vote on the new Pastor. The vote must be taken two weeks following a worship service presented by the candidate for Pastor.
vii. After an affirmative vote of the congregation, with two thirds concurring, final negotiations with the candidate Pastor will ensue. The Board of Directors, with guidance from the Search Committee will finalize the employment agreement with the Candidate Pastor. The agreement will state his/her duties and clearly state the salary, expenses and perquisites he or she will receive, and be signed by the candidate Pastor, and the Chairman of the Board of Directors for the Church.
d. Removal of a Called Pastor: The Congregation may discharge the Pastor by majority vote. The Call for a Meeting to discharge the Pastor must clearly state the purpose of the Meeting.
i. A special meeting to consider the removal of a pastor may be called at anytime by petition of ten (10) members and at least two weeks notice. [See iii. below] If during the special meeting, the majority of the Active Members votes to remove the Pastor his/her tenure will end 30 days from the date of the vote.
ii. At least two weeks prior to the called meeting for the Pastor’s removal, the Diaconate shall meet and consider the allegations and reasons for the proposed dismissal, so that the Congregation can consider their counsel and advice. The Pastor must not be present at the time the Diaconate votes on their recommendation concerning his removal, but he must be given time to speak and provide clarification or explanations before a vote is taken at the Diaconate meeting, if he desires.
iii. The Chairman of the Diaconate will have a letter drafted that states the reasons for the proposed removal and deliver the letter to the Pastor along with the recommendation of the Diaconate. The letter and recommendation must be in the Pastor’s hands two weeks prior to the Meeting called for his/her removal; therefore, the Clerk, or whoever is calling a meeting to remove the pastor must notify the Diaconate first.
e.
Resignation, retirement or removal of a called Pastor:
A written resignation from the Pastor shall be submitted to the Clerk
listing the date effective and reason or reasons for such action. A thirty day
(30) notice shall be given whenever possible.
2.
THE MODERATOR
a. The Moderator shall be elected by the Church Congregation for one (1) year, and shall be eligible for re-election. No person shall serve more than three (3) consecutive years as Moderator. One (1) year must elapse before he/she may be again elected. A person chosen as Moderator should be able to attend virtually all Church functions.
b. The Moderator will act as the manager of Church meetings. He will learn and be familiar the location and operation of the controls for the Church utilities, and all the tasks required for a successful Church meeting and insure they are done and in general insure the smooth functioning of all Church Meetings. The Moderator will insure good order and decorum in all Church Meetings.
c. The Moderator shall be a member of the Church Council, with a vote, and shall preside at all business meetings of the Church Council and the Church Congregation.
d. The Moderator will be expected to attend all meetings. In a temporary absence of the Moderator, the Clerk will act as Moderator. If for any reason the Moderator is unable to attend to his duties, the Church Council, on recommendation by the Nominating Committee, will appoint a new Moderator to serve until the next Annual Church Meeting.
e. The Moderator shall be welcome at Board of Directors, Diaconate, and all Board and Committee Meetings of the Church, and will be given time to speak.
f. When there is a question in interpreting the Constitution, or conduct of a meeting, the Moderator shall seek advice from the Constitution Committee and/or the Parliamentarian.
g. The Moderator is responsible for the preparation of agendas for the Church Council and regular and special Congregation Meetings. The agenda will be limited to the subjects specified in the Call.
h. The Moderator will prepare and maintain a Calendar of Events for the Church that will show a schedule of all of the upcoming activities, services, meeting, dinners etc. The Moderator will establish regular communication with the Chairmen of the various Committees and Boards to become aware of their activities so that he/she can coordinate events. The Calendar will be posted in the foyer of the Church and in Friendship Hall.
3. THE CLERK
a. The Clerk shall be elected by the Church Congregation for a
term of one year, and shall be eligible for re-election. The
Clerk shall attend all Church Congregation Meetings, Church Council Meetings, Diaconate Meetings, and Board of Directors Meetings and other board or committee meetings at the Chairman of that board or committee’s request. The Clerk shall keep a faithful record of the proceedings and protect all records for future use or study. All records will be stored on Church property in secure and clearly marked containers or file cabinets. The clerk will transfer custody of the records to the Church Historian after three (3) years.
b. The Clerk may arrange for an assistant who will serve as secretary to take notes at any Church Council, Board of Directors, Diaconate, or any special meeting and to perform the Clerks duties during temporary absences. If for any reason the Clerk cannot perform his duties the Church Council on recommendation of the Nominating Committee, will appoint a new Clerk to serve until the next Annual Meeting.
c. The Clerk shall, before all Congregational Meetings, and periodically between meetings check with the Diaconate for changes in the membership and keep a register, with addresses of members of the Church, and with names and dates of their reception and removal, and a record of baptisms and marriages.
d. The Clerk shall, when requested, issue letters of transfer, issue official notices of meetings, conduct correspondence and perform other duties that pertain to the office of Clerk.
4. THE TREASURER
The Treasurer shall be elected by the Church Congregation for one year, and shall be eligible for re-election.
a. Duties and Responsibilities: The Treasurer shall have charge of the funds of the Church, paying all bills, and keeping open and true accounts of all the fiscal transactions of the Church under the policies set by the Board of Directors in accordance with generally accepted accounting principals. The Treasurer, with the assistance of the Financial Secretary shall be responsible for the counting of the cash proceeds of the collection plate, deposit these and other monies in the bank and reconcile all bank records and accounts with the Church’s records and accounts.
b. Annual Budget: The Treasurer shall be a member, with a vote, of the Church Council and the Budget Committee, and shall be responsible for submission of the Annual Budget to the Board of Directors for their approval. The Treasurer will serve as financial advisor and business manager to the Church Boards and Councils.
c. Annual Report: The Treasurer, assisted by the Financial Secretary, shall submit annual statements of the financial condition of the Church as well as a statement of income and expenses for the year.
5. THE FINANCIAL SECRETARY
a. Bookkeeper: The
Financial Secretary will function as a
bookkeeper and will perform all ordinary and necessary bookkeeping duties
for the Church. The Financial Secretary shall be elected by the Church
Congregation for one year and shall be eligible for re-election.
b.
Records: The Financial
Secretary shall record all of the offerings and donations, and keep a
confidential record of the pledges of all contributors. The duties of the
Financial Secretary shall include computing employee records, filing all
necessary forms to the Internal Revenue Service, and preparing all the necessary
forms, paperwork, and records required by the Internal Revenue Service and
Social Security.
c.
Assistant: The Financial
Secretary shall act an assistant to the Treasurer and shall assume the
responsibilities of the Treasurer when the Treasurer is absent. The Financial
Secretary shall assist the Treasurer in forming annual statements of the
financial condition of the Church and attend the regular or any special meetings
pertaining to the budget.
d. Member of Church Council: The Financial Secretary shall be a member, with a vote, of
the Church Council and the Budget Committee.
6.
THE HISTORIAN
The Historian shall be elected annually by the Church Congregation, and shall keep a record of the principal events in the life of the Church and its members and shall be the custodian of the historical archives of the Church. The Clerk will transfer custody of all records to the Historian after three years.
a. The Historian will endeavor to insure that all Members of the Church understand the history and significance of being a Congregationalist and the role the First Congregational Church has played in Interlachen history.
b. Preservation: It will be the Historian’s task to insure the historical preservation and integrity of the church and its buildings. The Historian will be consulted and will prepare a written recommendation, which must be considered before any new construction, modification or alterations are made to the church buildings. If any alterations, new construction or modification threatens the historical integrity of the church or it’s building, the modification, alterations or new construction must be presented to the congregation, when recommended by the Historian, for their approval.
c.
The Historian
will be a member with a vote on the Church Council.
Article D.
BOARDS and STANDING COMMITTEES:
1.THE CHURCH COUNCIL:
a.
The Church Council shall be responsible for the unity and coordination of all
the programs and activities of the Church. The Church Council will function as
the oversight and advisory body. The
Moderator shall schedule a Church Council meetings no less than quarterly.
The Moderator or any five (5) members of the Council may call special
meetings as necessary.
b.
The Church Council shall consist of all Church Leaders: Chairman of the Board of
Directors, Chairman of the Diaconate, Moderator, Clerk, Treasurer, Financial
Secretary, Historian, Parliamentarian and the Chairmen of all Boards and
Standing Committees, and one (1) representative from the Men’s Club and the
Good Neighbor Circle.
c.
The Church Council shall meet quarterly to receive quarterly reports from all
boards and committees. The Clerk, as the first order of business shall make a
roll call of qualified Council Members. A
quorum shall consist of one more than half of all the Council Members.
d.
The Moderator will prepare a written agenda and
furnish copies to all the members before the meeting and will conduct the
meetings in accordance with the agenda.
e.
The
Church Council shall elect or appoint the following Boards and Committees, all
of whom must be Active or Associate Members of the Church:
Music Committee, Audit Committee, Constitution Committee and special
Committees as the need arises.
f. The Church Council shall
make temporary appointments, on recommendation by the Nominating Committee, to
the various boards and committees, to fill vacancies that arise between Annual
Meetings.
g.
The Church Council will appoint a Parliamentarian.
The council will insure that the person appointed is thoroughly familiar
with Roberts Rules of Order and parliamentary
procedures.
The Parliamentarian will attend all Congregational Meetings and other
meetings when requested to assist in questions of parliamentary procedure.
2. THE DIACONATE
a. Elected Members: The Diaconate shall
consist of up to twelve members, and if possible there will be six (6) men and
six (6) women, two (2) each to be elected each year to serve for three (3)
years. One (1) year must elapse before a member may be re-elected.
b. Duties:
The Diaconate shall schedule no less than one weekly service of worship,
shall serve as or appoint ushers, and prepare the sanctuary for worship. The
Diaconate will insure that the Church is cleaned and prepared for worship
service and any other service held in the sanctuary. The Diaconate will prepare
for communion services at the direction of the Pastor.
c. Membership Rolls: The members of the Diaconate shall, no less than twice a year, review the list of members of the Church to identify those who are attending, contributing financially, and/or working for the Church. Any member, who is not, shall be moved to the Inactive Members list by majority vote of the Diaconate. The Diaconate shall make every effort to contact Inactive Members and attempt to increase their participation, so that that may become active again. (Ref. III. A. 2. a. i.)
d. Spiritual and Devotional Life: The Diaconate shall be responsible for the spiritual and devotional life of the Church; be the policy-making advisors to the Pastor in his relation to the Church and its spiritual activities; assist in the celebration of Worship, the Lord’s Supper and Baptism; visit the sick, and make calls upon members and prospective members; recommend to the Congregation that the Right Hand of Fellowship be extended to prospective members; and provide for an alternate worship leader when required.
e. Chairman: A member, serving their 3rd year, shall be elected by the Diaconate to become the Chairman, and it shall be his/her responsibility to preside at the meetings of the Diaconate. A member who will not be able to preside as Chairman for at least ten months of the year should decline the office.
f. Meetings: The Diaconate shall meet at least once during each quarter of the year. The Pastor may attend these meetings to discuss any special needs of the Pastor.
g. Pastor: The Diaconate will meet in February of each, year after canvassing the congregation, to consider the ministry of the Pastor and make recommendations at the March Church Council meeting about his ministry.
h. Quorum: A majority of the members of the Diaconate shall constitute a quorum.
i. Friends of the Church: The Diaconate will encourage those people identified as Friends of the Church to become members.
3. THE BOARD OF DIRECTORS
a. Election: All members of the Board of Directors of the Church shall be elected by the Church at its Annual Meeting as directed by the Constitution. The Board of Directors will serve as the Board of Directors of the Corporation in the Church’s role as a Non-Profit Corporation in the State of Florida.
b. Number and Term: The Board of Directors shall consist of six (6) members, two (2) to be elected each year to serve for three (3) years. One (1) year must elapse before a member may be re-elected. If a member is unable to serve his full term of three years, the Nominating Committee will make a recommendation for a replacement and the Church Council will by majority vote, select a person to serve until the next Annual Meeting of the Congregation. The Church clerk, Financial Secretary and Treasurer, while not full members with the right to make motions or fill positions, when attending Board meetings as part of their official duties, shall have the right to vote on motions before the Board.
c. Responsibility Property: The Board of Directors shall hold and care for all Church property, and see to it that the monies are expended in accordance with the budget approved by the Congregation in the March meeting.
d. Responsibility Financial Assets: The Board of Directors shall have no power to buy, sell, mortgage, lease, or transfer ownership of the real property of the Church without a special vote of the Church’s Active Members at a meeting called for that purpose. The Board of Directors with the assistance and cooperation of the Treasurer can manage all the financial assets of the Church in the most efficient and advantageous manner.
e. Church Employees: It shall be the duty of the Board of Directors to employ all paid personnel, to fix their salaries, and the terms and conditions of employment, except the Pastor who is employed by the congregation.
f. Chairman: One of Board members, serving their 3rd year, shall be elected by the Board of Directors to fill the Chair. It shall be his/her responsibility to preside at the meetings of the Board of Directors, and shall sign, in the name of the Church, all notes, mortgages, deeds, contracts, etc., after proper approval by the Board and/or Church as set forth in this Constitution.
g. Documents: The Board of Directors, shall be responsible for the safe keeping of all legal documents and important papers (e.g. deeds, mortgages, agreements, loans, contracts, etc.) pertaining to the real property of the Church.
h. Quorum: A majority of the members of the Board of Directors shall constitute a quorum.
4. THE BOARD CHRISTIAN EDUCATION
a. The Board of Christian Education shall consist of at least three (3) members, who will be elected by the congregation.
b. The Board of Christian Education shall be responsible for Sunday School and the total program of Christian Education in the Church including the education and training of new members. The Board will work closely with the Diaconate, the Pastor and the Church Historian in the preparation of their education program.
c. The Board of Christian Education shall elect its Chairperson from its members. The Board shall submit an annual budget request to the Budget Committee for this work.
5. THE MISSION BOARD
a. The Mission Board shall
consist of at least three (3) members elected by the Congregation.
b. The Mission Board shall be responsible for informing the Church
members, the Community, the National Association of Congregational Christian
Churches, the Florida Association of Congregational Christian Churches and
Ministers, and other agencies about its Christian Mission, and by the
participation of the members of the Church in programs of study and action to
further missionary cause at home and abroad.
c. The Mission Board shall prepare proposals for these works
annually for presentation to the Church.
d. The Board shall elect the chairperson of the Mission Board from among
its members.
6.
THE BOARD OF BENEVOLENCE
a. The Board of Benevolence shall consist of the Chair of the Deaconate, Chair of the Board of Directors, Treasurer, Financial Secretary and the Pastor.
b. The duties of the Board of Benevolence shall be to oversee assistance to church members who may request material assistance from the church.
c. The Board of Benevolence shall decide if assistance is needed and appropriate, and shall act on their decision staying within the limits set forth by the Church budget.
7. THE MUSIC COMMITTEE
a. The Music Committee shall consist of three to five members appointed by the Church Council, with its members appointing a Chairperson.
b. The Music Committee shall select and recommend to the Board of Directors all musicians that shall be employed.
c. The Music Committee, co-operating with the Pastor, the Choir Director, and the Organist, shall plan an appropriate program of Church music.
d. The Music Committee shall provide the music and equipment necessary for its program and insure that all equipment is kept in good repair.
8. THE
NOMINATING COMMITTEE
a. The Nominating Committee shall consist of three (3) members elected by the Congregation at the Annual Meeting, one (1) each to be elected each year to serve for three (3) years. One (1) year must elapse before a member may be re-elected.
b. It shall be the duty of the Nominating Committee to consider and present to the Church, nominations for all elective Officers and Board and Committee members. The Nominating Committee will meet as often as necessary to select the nominees.
c. In the event there is a vacancy in an elected Board or Committee, the Nominating Committee will provide the Church Council with the name(s) of members to fill that vacancy, who will serve until the next annual Congregational Meeting.
9. THE
AUDIT COMMITTEE
a. The Church Council shall appoint, annually, an independent Audit Committee consisting of three (3) persons.
b. The duty of the Audit Committee shall be to check and balance all statements, accounts, and all records of financial transactions made during the year in the name of the Church, and report thereon to the Annual Meeting and at such other times as may seem appropriate to the Audit Committee, or the Board of Directors.
c. The Audit Committee can be Church members, but do not have to be members of the Church.
10. THE BUDGET
COMMITTEE
a. The Budget Committee shall be made up of the Chairman of the Board of Directors, the Treasurer, and the Financial Secretary.
b. The Budget Committee shall meet in February of each year to consider the needs of all the departments of the Church and present their recommendations for the next year’s budget to the Church Council. The budget (both current expense and mission) shall be in the hands of the Church Council by the first week in March. The Council will consider and modify the recommendations as necessary and submit it to the Congregation for their consideration and adoption at the Annual Meeting.
11. CONSTITUTION
COMMITTEE
a. The Constitution Committee shall consist of (7) seven members, appointed by the Church Council. The Committee members shall elect one of their members as Chairman.
b. The Constitution Committee will, insure all members have a thorough understanding of the Constitution and provide interpretation and guidance at meetings and at other times when requested.
c. The Constitution Committee will meet periodically to consider changes to the Church Constitution. If any changes are considered necessary the Committee will make its recommendations at a Congregational Meeting.
d. The Constitution may be revised, or amended at the Annual Congregation Meeting, or at a Special Meeting of the Church called for that purpose, by a two-thirds (2/3) vote, providing a quorum of a sixty percent of Active Members is present. Any proposed changes or amendments to the Constitution must be submitted to Constitution Committee for their advice and recommendations at least three weeks before the Annual or Special Meeting. The Constitution Committee will consider the proposed changes and will provide a recommendation or at their option, may provide an alternate amendment with an explanation as to why the alternate is provided. When the Constitution Committee has duly considered the amendment or change, it will be forwarded to the Church Clerk at least two (2) weeks prior to an Annual or Special Church Meeting and the Clerk will post the proposed changes on the Bulletin Board of the Church foyer, and/or may hand out or mail copies of all proposed changes to the membership at least ten (10) days prior to the meeting.
e. The clerk will make sufficient copies of the current Constitution so that all interested members can have a copy. A copy of the Constitution will be made available at all times in the foyer of the Church. Every Officer, Board Member and Chairman is expected to read and understand the Constitution and have a copy available during his/her respective meetings.
12.
SPECIAL COMMITTEES: The Church Council may appoint and
organize special committees and/or fellowship groups
any time the need arises.
ARTICLE E
ARBITRATION OF CONFLICT
1. During times of conflict and
disagreement, each person is urged to review our Covenant and remember we are
engaged in God’s work and that personality and ego can prevent us from
surrendering to His will. We urge
persons of various points of view to speak their minds, but listen to other
people seriously and with an open mind. We
must look for points of agreement and be sensitive to the feelings and concerns
of those who do not agree with us and respect their rights of conscience. We
must listen attentively, speak clearly, and remain open to the vision God holds
for us all.
2. If our point of view does not
prevail we all need to abide by the decision of the majority.
If we disagree with the decision and wish to make changes we must work
for those changes in ways, which are consistent with Christian principals and
with these Guidelines. If we are in the majority we must carefully consider the
minority viewpoint and see if there are ways we can accommodate the minority
viewpoint. We are doing God’s
work; therefore there is no place for deception, intrigue or trickery.
We must strive to be straightforward and honest in our conduct.
We must take our disagreements to God in our prayers, not praying for the
triumph of our viewpoints, but seeking God’s grace.
3. Should the dispute remain unresolved, the Church Council
shall intervene for arbitration. The Church Council’s decision shall be final
and binding on both parties and the parties to the dispute shall in no way
make any attempt to revive the dispute.
ARTICLE F
STANDING OF EMERITUS
A person, upon voluntary retirement, and after many years of faithful service to this Church, may be elevated to “Emeritus” status, an honorary title corresponding to that held immediately before retirement. The Congregation may bestow such an honor by nomination and vote at any Annual Meeting of the Church. “Emeritus” carries with it no duties or obligations. However, the opinions and advice of “Emeritus” members of any board, committee, or office shall at all times be welcomed and considered.
IV. ORGANIZATIONS:
The Church, by majority vote of the Congregation, may join State or National Organizations to further our mission as a Church of Jesus Christ and whose avowed purpose is in accordance with our Covenant
V. RIGHTS
All rights and authority not herein specifically delegated shall remain with the Congregation.
VI. SAVING
CLAUSE
LET IT BE UNDERSTOOD that the personal pronouns, he, she, him, and her in this document, refers to both genders and if a specific gender is intended the person will be referred to as male, female, man or woman.
All constitutions, and/or covenants in effect before August 1, 2001 are hereby declared null and void. Members serving in elected positions at time of the adoption of this Constitution will serve the remainder of the terms in office or positions in the Leadership. All other provisions of this Constitution are effective as of the First day of August 2001.
WHEREAS, on the Twenty-ninth day of July in the year of our Lord, Two Thousand and One, The First Congregational Church of Interlachen, Florida, Inc. hereby adopts this Constitution as the legal and binding Constitution of this Church.
March 2005: Article D, 2, d. from ...provide for alternate Pastor, to... provide an alternate worship leader...