Transitional Policies and Procedures Manual - Clover...
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Policies and Procedures Manual Fairfield Glade First Baptist Church Fairfield Glade, Tennessee Date: 3 February 2012 Revised: 4 May 2012
Transcript of Transitional Policies and Procedures Manual - Clover...
Policies and Procedures Manual
Fairfield Glade First Baptist Church
Fairfield Glade, Tennessee
Date: 3 February 2012
Revised: 4 May 2012
CHANGE RECORD
Change Number Date Additional Information
mm/dd/yy
1 12/09/11 Pages 30-31, Deacon Body Unit Composition modified
(paragraph 5 and paragraph 9.d. added)
2 5/4/12 Pages 75 and 76, 107, 109 Change “Social Events” to
“Special Events”
Added “Change 1…” to bottom of page 30.
Modified Page 86, Unit Composition, “Team Leader” to
“Senior Pastor.”
Modified Page 36, para 9, to include “and the P&P
Manual” under General Responsibilities.
Added Form #205, Conflict of Interest, new page 145-146.
Added Form #365, Policies & Procedures Manual Change,
new Page 170.
Added Form #465, Vacation Use Approval, new Page 181.
TABLE OF CONTENTS
I. THE CHURCH CHARTER OF FAIRFIELD GLADE FIRST BAPTIST CHURCH ............... 1 Item 1. State of Tennessee letter granting Fairfield Glade First Baptist Church the right to do business.................. 1 Items 2-5. Other Church Charter Documents ............................................................................................................ 1
II. BRIEF HISTORY OF FAIRFIELD GLADE FIRST BAPTIST CHURCH ............................. 3 III. THE CONSTITUTION AND BYLAWS ................................................................................. 6 CONSTITUTION ........................................................................................................................... 8
Preamble .................................................................................................................................................................... 8 Article I. Name ......................................................................................................................................................... 8 Article II. Mission Statement .................................................................................................................................... 8 Article III. Vision Statement ..................................................................................................................................... 8 Article IV. Foundational Values ............................................................................................................................... 9 Article V. Statement of Faith .................................................................................................................................. 11 Article VI. Relationships ........................................................................................................................................ 11 Article VII. Church Covenant ................................................................................................................................. 11 Article VIII. Ordinances ......................................................................................................................................... 12
Baptism. ............................................................................................................................................................... 12 The Lord’s Supper ............................................................................................................................................... 12
Article IX. Church Property ................................................................................................................................... 12 Article X. Corporate Church Officers ..................................................................................................................... 13 Article XI. Quorum ................................................................................................................................................. 13 Article XII. Amending the Constitution ................................................................................................................. 13
BYLAWS ...................................................................................................................................... 15 Article I. Church Membership ................................................................................................................................ 15
Section 1. Reception of Members ........................................................................................................................ 15 Section 2. Candidacy ........................................................................................................................................... 15 Section 3. Voting Rights of Members ................................................................................................................. 16 Section 4. Terminated, Inactive or Non-Resident Membership .......................................................................... 16
Article II. Church Meetings .................................................................................................................................... 16 Section 1. Worship Services ................................................................................................................................ 16 Section 2. Special Services .................................................................................................................................. 17 Section 3. Regular Business Meetings ................................................................................................................. 17 Section 4. Special Business Meetings .................................................................................................................. 17 Section 5. Quorum ............................................................................................................................................... 17 Section 6. Parliamentary Rules ............................................................................................................................ 17
Article III. Ordinances ............................................................................................................................................ 18 Section 1. Baptism ............................................................................................................................................... 18 Section 2. The Lord’s Supper .............................................................................................................................. 18
Article IV. Church Discipline ................................................................................................................................. 18 Article V. Church Staff ........................................................................................................................................... 18
A. Ministerial Staff. ............................................................................................................................................. 19 B. Support Staff ................................................................................................................................................... 19
Article VI. Church Officers .................................................................................................................................... 19 Section 1. Designated Corporate Officers ........................................................................................................... 19 Section 2. Church Officers .................................................................................................................................. 19
Article VII. Calling of Ministers............................................................................................................................. 20 Article VIII. Church Organizations ........................................................................................................................ 20
A. Program Organizations ................................................................................................................................... 20 B. Church Leadership Council............................................................................................................................. 21 C. Committees, Teams, Ministry Units and Coordinating Groups ...................................................................... 21
Article IX. Church Finances ................................................................................................................................... 21 Section 1. Budget ................................................................................................................................................. 21
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Section 2. Accounting Procedures ....................................................................................................................... 22 Section 3. Fiscal Year/Church Year. ................................................................................................................... 22
Article X. Church Policies and Procedures ............................................................................................................. 22 Article XI. Amending the Bylaws .......................................................................................................................... 22
IV. CHURCH ORGANIZATION AND STRUCTURE ............................................................. 23 A. Church Organization Chart ................................................................................................................................ 23 B. Team Structure for Planning, Coordinating and Evaluating the Church’s Programs and Ministries .................. 24 C. General Functions of Facilitation Teams ............................................................................................................ 26 D. General Information Regarding Facilitation Teams ........................................................................................... 26 E. The Church Leadership Council .......................................................................................................................... 27 F. Clerk (Church Clerk) ........................................................................................................................................... 29 G. The Deacon Body ............................................................................................................................................... 30 H. Moderator ........................................................................................................................................................... 32 I. Parliamentarian ..................................................................................................................................................... 34 J. Treasurer (Church Treasurer) ............................................................................................................................... 35
A. GENERAL RESPONSIBILITIES FOR ALL UNIT LEADERS/CHAIRS ............................ 36 UNIT PROCEDURES EXAMPLE PAGE .............................................................................................................. 38
1..................................................................................................................................................... 39 ADMINISTRATION TEAM........................................................................................................ 39
ADMINISTRATOR (CHURCH ADMINISTRATOR/VOLUNTEER) ................................................................. 40 CONSTITUTION/BYLAWS .................................................................................................................................. 41 GROUNDS AND MAINTENANCE ...................................................................................................................... 42 NOMINATING ....................................................................................................................................................... 43 PERSONNEL .......................................................................................................................................................... 44 POLICIES AND PROCEDURES ........................................................................................................................... 45 SAFETY AND SECURITY .................................................................................................................................... 46 STEWARDSHIP AND FINANCE ......................................................................................................................... 47 TRANSPORTATION.............................................................................................................................................. 48 TRUSTEES ............................................................................................................................................................. 49
TRUSTEE INSURANCE LIAISON SUB-UNIT................................................................................................ 51 COLUMBARIUM TRUSTEES SUB-UNIT ....................................................................................................... 52
2..................................................................................................................................................... 53 MUSIC/WORSHIP TEAM .......................................................................................................... 53
MUSIC/WORSHIP TEAM LEADER ..................................................................................................................... 54 AUDIO COORDINATOR ...................................................................................................................................... 55 VIDEO COORDINATOR ....................................................................................................................................... 56 CREATIVE ARTS COORDINATOR .................................................................................................................... 58 GRADED MUSIC COORDINATOR ..................................................................................................................... 60 MUSIC ADMINISTRATIVE ASSISTANT ........................................................................................................... 61 GET CONNECTED COORDINATOR .................................................................................................................. 63 PRODUCTION COORDINATOR.......................................................................................................................... 64 BAPTISM ................................................................................................................................................................ 65 USHERS AND GREETERS ................................................................................................................................... 66
3..................................................................................................................................................... 68
COMMUNICATIONS/FELLOWSHIP TEAM ........................................................................... 68 COMMUNICATIONS/FELLOWSHIP TEAM LEADER...................................................................................... 69 FLOWERS AND DECORATING .......................................................................................................................... 70 FOOD SERVICE ..................................................................................................................................................... 71 PRESS ..................................................................................................................................................................... 73 PUBLICATIONS .................................................................................................................................................... 74 SPECIAL EVENTS ................................................................................................................................................. 75
4..................................................................................................................................................... 78 EDUCATION/DISCIPLESHIP TEAM........................................................................................ 78
DISCIPLESHIP AND TRAINING ......................................................................................................................... 79
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LIBRARY/HISTORY ............................................................................................................................................. 80 SUNDAY SCHOOL ORGANIZATION ................................................................................................................ 82
5..................................................................................................................................................... 84 PRESCHOOL/CHILDREN TEAM ............................................................................................. 84
CHILDREN’S MINISTRIES – PRESCHOOL AND NURSERY .......................................................................... 85 CHILDREN’S MINISTRIES – FIRST-SIXTH GRADES ..................................................................................... 86
6..................................................................................................................................................... 87 YOUTH TEAM ............................................................................................................................ 87 7..................................................................................................................................................... 89
OUTREACH/EVANGELISM TEAM ......................................................................................... 89 8..................................................................................................................................................... 91 MISSIONS/MINISTRIES TEAM ................................................................................................ 91
ASSOCIATIONAL REPRESENTATIVE (MESSENGER TO CPBAEC) ............................................................ 92 BENEVOLENCE COORDINATOR ...................................................................................................................... 93 BROTHERHOOD ................................................................................................................................................... 94 MISSIONS DEVELOPMENT ................................................................................................................................ 95 WMU (WOMAN’S MISSIONARY UNION) ........................................................................................................ 96
VI. CHURCH-WIDE POLICIES ................................................................................................. 97 BUILDING/ROOM USE BY MEMBERS ............................................................................................................. 98 BUILDING/ROOM USE BY NON-MEMBERS OF FAIRFIELD GLADE FIRST BAPTIST CHURCH ........... 99 BUILDING/ROOM USE FOR PRIVATE SOCIAL EVENTS ............................................................................ 100 CANCELLATION OF CHURCH SERVICES ..................................................................................................... 102 COLUMBARIUM GOVERNING RULES AND POLICIES ............................................................................... 103 DEATH OF A FAIRFIELD GLADE FIRST BAPTIST CHURCH MEMBER ................................................... 106 FUNERAL SERVICES FOR MEMBERS OF FAIRFIELD GLADE FIRST BAPTIST CHURCH .................... 107 FUNERAL SERVICES FOR NON-MEMBERS OF FAIRFIELD GLADE FIRST BAPTIST CHURCH .......... 108 FUNERAL SERVICE PLANNING GUIDE FOR MEMBERS ........................................................................... 109 FUNERAL SERVICE PLANNING GUIDE FOR NON-MEMBERS.................................................................. 111 LOAN OF CHURCH EQUIPMENT .................................................................................................................... 112 PHONE TREE USE .............................................................................................................................................. 113 SAFETY AND SECURITY ISSUES .................................................................................................................... 114 USAGE AND RESERVATION OF CHURCH VEHICLES ................................................................................ 115 WEDDING CEREMONIES AND RECEPTIONS ............................................................................................... 117 WEDDING PLANNING GUIDE ......................................................................................................................... 119
INTRODUCTION ............................................................................................................................................. 120 GENERAL GUIDELINES ................................................................................................................................ 120 CARE AND USE OF CHURCH FACILITIES ................................................................................................. 121 THE MINISTER ................................................................................................................................................ 122 MUSIC .............................................................................................................................................................. 123 FLORIST ........................................................................................................................................................... 124 CATERER ......................................................................................................................................................... 125 PHOTOGRAPHER ........................................................................................................................................... 126 FORMS TO BE USED WITH THE WEDDING PLANNING GUIDE ........................................................... 127
VII. CHURCH FORMS. ............................................................................................................. 128 FORMS – TABLE OF CONTENTS ..................................................................................................................... 128 ACCIDENT/INJURY REPORT FORM ............................................................................................................... 130 ADD ACTIVITY TO CALENDAR REQUEST ................................................................................................... 132 ANNOUNCEMENTS INTO BULLETIN REQUEST .......................................................................................... 133 ATTENDANCE TALLY SHEET ......................................................................................................................... 134 AUDIO/VIDEO REQUEST FORM ...................................................................................................................... 135 BUDGET CHANGE FORM ................................................................................................................................. 136 BULLETIN INFORMATION ............................................................................................................................... 137 CATERER’S GUIDELINES and CONTRACT .................................................................................................... 138
CATERER’S CONTRACT ............................................................................................................................... 139
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COLUMBARIUM APPLICATION ...................................................................................................................... 140 COLUMBARIUM CERTIFICATE OF USE ........................................................................................................ 141 CONFIDENTIAL VOLUNTEER APPLICATION FORM .................................................................................. 143 CONFLICT OF INTEREST FORM ...................................................................................................................... 145
FAIRFIELD GLADE FIRST BAPTIST CHURCH CONFLICT OF INTEREST POLICY ........................................ 145 CONFLICT OF INTEREST QUESTIONNAIRE ................................................................................................... 146
CONSTITUTION/BYLAWS: REVISION REQUEST FORM ............................................................................ 147 CREDIT CARD SIGN-OUT SHEET WHEN OBTAINING AND RETURNING CREDIT CARD ................... 148 CREDIT CARD USE REQUEST ......................................................................................................................... 149 CUSTODIAL/ROOM REQUEST FORM ............................................................................................................ 150 DRIVER INFORMATION – VEHICLE INSURANCE ....................................................................................... 152 EMPLOYMENT APPLICATION ........................................................................................................................ 153 EMPLOYMENT APPLICANT STATEMENT .................................................................................................... 157 EMPLOYEE CRIMINAL RECORDS CHECK AUTHORIZATION .................................................................. 158 EQUIPMENT CHECK-OUT FORM .................................................................................................................... 159 KEY REQUEST FORM ........................................................................................................................................ 161 KEYS (VAN & BUS) TAKEN FROM CHURCH OFFICE .............................................................................. 162 KITCHEN EQUIPMENT USE REQUEST .......................................................................................................... 163 PERFORMANCE EVALUATION ....................................................................................................................... 167
PERFORMANCE EVALUATION RATING NARRATIVE ........................................................................... 168 PHONE TREE REQUEST .................................................................................................................................... 169 POLICIES AND PROCEDURES MANUAL CHANGE FORM ......................................................................... 170 SAFETY AND SECURITY WORK ORDER ...................................................................................................... 172 SUNDAY SCHOOL ATTENDANCE TALLY SHEET ....................................................................................... 173 SUPPLY ORDER REQUEST ............................................................................................................................... 174 TAPE/CD REQUEST FORM ............................................................................................................................. 175 TIME SHEETS ...................................................................................................................................................... 176
TIME SHEET – FINANCIAL SECRETARY .................................................................................................. 176 TIME SHEET – INSTRUMENTALISTS (Per Diem Musicians) ..................................................................... 177 TIME SHEET – SECRETARIES ...................................................................................................................... 178
TRAVEL EXPENSE REIMBURSEMENT REPORT .......................................................................................... 179 TYPING AND/OR PHOTOCOPY REQUEST ..................................................................................................... 180 VACATION USE APPROVAL FORM ................................................................................................................ 181 VEHICLE RESERVATION (FFGFBC CHURCH-OWNED) ............................................................................. 183 VISITOR REGISTRATION – CHILDREN’S MINISTRY .................................................................................. 184 VOLUNTEER APPLICATION FORM ................................................................................................................ 185 WEEKLY DEPOSITS ........................................................................................................................................... 186
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I. THE CHURCH CHARTER OF FAIRFIELD GLADE FIRST
BAPTIST CHURCH
Item 1. State of Tennessee letter granting Fairfield Glade First Baptist Church the right to do
business
Items 2-5. Other Church Charter Documents
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Church History
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II. BRIEF HISTORY OF FAIRFIELD GLADE FIRST BAPTIST
CHURCH
The existence of this church today is an undeniable evidence of how God works through the
Holy Spirit to accomplish His purposes in the world. In the latter part of the 1990’s, the
Tennessee Department of Transportation announced that Peavine Road would be widened, and
eventually, Fairfield Glade First Baptist Church and about one acre of its property would be
acquired for the road expansion. In 2009, the church purchased a ten-acre site (10.2) across
Peavine Road, and planning was begun for relocating the church building. A groundbreaking
worship service was held on July 10, 2011, and construction on the new site began in August.
Remembering Our Heritage . . . In 1971, God led retired Army Chaplain Colonel Fred
Ogilvie and his wife, Margaret, to visit Fairfield Glade. Her first opinion is reported to have
been, “Anybody would have to be out of his mind to come out here to live.”
The Fairfield Glade Baptist Mission grew from the religious services by the Ogilvies beginning
in October, 1971, in the Fairfield Sales Office projector room. About twenty-five people were
present for the first service. On February 4, 1972, the Ogilvies moved to Fairfield Glade, having
been granted permission by the Fairfield Community Club to hold weekly worship services.
Regular worship services began on Easter Sunday, 1972, in the Recreation Center at the Glade.
Subsequent services were held in various places until the completion of the Civic Center in 1973.
It then became the regular place of worship.
As the population of Fairfield Glade grew, Reverend Ogilvie felt a definite need for additional
help in the new program. He discussed the matter with Rev. Joe Nickell, Pastor of First Baptist
Church in Crossville. They appealed to the Tennessee Baptist Convention, and with the help of
Brother Paul Hall, they succeeded in securing the services of a US2 couple (a short-term
missionary, usually a college or seminary student) through the Southern Baptist Home Mission
Board. John Mark and Sue Perdue arrived “on the field” July 1, 1973, and began holding Bible
classes in Robin Hood Park. They also led Young Peoples’ Meetings each Thursday evening in
the Civic Center. The Sunday School and worship services began to grow. A Vacation Bible
School (VBS) was held in the summer of 1974 at Robin Hood Park with the attendance of 25
children.
On the first Sunday in 1973, Fairfield Glade Baptist Mission was organized as a mission of First
Baptist Church of Crossville. Until this time, expenses had been borne mainly by the Ogilvies.
The Mission began receiving offerings to partially defray expenses of the enlarged program with
50 percent of the offerings to be used for a future building program.
In March of 1975, some women of the Tennessee Women’s Missionary Union (WMU) held a
retreat at Fairfield, and they were greatly impressed by the work being done. The State WMU
recommended that $10,000 of the Golden State Mission offering be designated for Fairfield if
the Mission could produce plans and begin building by the spring of 1976. An additional
$10,000 would be made available the next year if the deadlines were met.
Church History
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The groundbreaking ceremony for the building was held on July 8, 1976. The Mission
Department of the Tennessee Baptist Convention had assured the $20,000 through the First
Baptist Church of Crossville. Gathered together that memorial day were members of the Fairfield
Glade Baptist Mission, representatives from the First Baptist Church of Crossville, the State
Mission Department and other friends. On that day, Mr. George Donovan presented a deed to the
3.5 acres for the church to Mr. Leslie Baumgardner of the State Mission Department, who in turn
presented a check for $20,000 to Rev. Joe Nickell. A Thanksgiving breakfast was held in the
almost-completed church on November 25, 1976, and the first worship service in that location
was held in December 1976.
On July 16, 1976, the Mission was organized into a self-governing Southern Baptist Church, and
the church filed a petition for membership in the Cumberland Plateau Baptist Association. The
mortgage on the building in the amount of $64,434 was transferred from First Baptist Church of
Crossville to Fairfield Glade Baptist Church.
Rev. Fred Ogilvie served as pastor to the new church until he resigned in August of 1984, when
he and Mrs. Ogilvie felt led to volunteer for special missions work.
Several firsts . . . Rev. Fred Ogilvie served as the first pastor of Fairfield Glade First Baptist
Church.
The first communion service was held on the first Sunday in December, 1975.
The first bulletin was produced on July 18, 1976.
The first choir anthem was sung on August 15, 1976.
The first Thanksgiving breakfast was held at the church on November 25, 1976, when 95 people
came for breakfast and for the Praise Service that followed.
The first Choir Cantata, “The Story of Jesus,” was in December, 1976.
The Mission was organized into a church on June 16, 1978, with 61 charter members. Frances
Anne Gwin-Ogletree is the only charter member who is still an active member of Fairfield Glade
First Baptist Church.
Transitions and Growth . . . After Rev. Fred Ogilvie retired in 1984, Rev. Howard and Elaine
Huling came in 1985. He served as bi-vocational second pastor of the church until November of
1988. Under his leadership, the church continued to grow. A Puppet Ministry was begun, the
building was paid off in August of 1987, and the music and youth ministries were expanded.
Rev. Clifford and Ruby Gibson were called to the church in May of 1988, and served until 1989.
The church continued to add many new members during Rev. Gibson’s ministry at Fairfield
Glade First Baptist Church. The Gibsons began a “Singles” Sunday School class, and a Sunday
School was organized with Outreach Captains in each adult Sunday School class. Rev. Huling
served the church as Interim Pastor from 1989-1991. Rev. Kenneth and Naomi Elkins, and their
children, came on September 1, 1991. The church continued to reach out to the community as its
women’s and men’s ministries continued to grow. Many people were added to the church
membership during Rev. Elkins’ tenure as pastor. The church also participated in a mission trip
to Florida during this time.
Church History
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Rev. Doug Turner was called as Pastor in March of 1996, and he and his wife, Judy, served until
June of 2005. In the fall of 1996, ground was broken for a new educational building, and the
auditorium was remodeled to seat approximately 200 persons. The new education and fellowship
building was completed in November of 1997, and a note-burning ceremony/service was held on
December 26, 1997. In 1998, the church’s name was officially changed to Fairfield Glade First
Baptist Church. The Music Ministry continued to grow, and many new ministries were added to
the church during this time: Plateau Pregnancy Service, Bread of Life Rescue Mission, Hodges
Ministry, Hand Bells, Rest Stop Ministry, Piece Corps, Banners, and the Church Library
expansion. Also during Rev. Turner’s pastorate, the church conducted many successful VBS and
mission trips. After Brother Doug retired in 2005, Dr. Raymond Langlois served as Interim
Pastor prior to Dr. Leonard Markham’s call.
Dr. Leonard and Debra Markham were called as Pastor and wife in June of 2006. Their first
Sunday at the church was on July 2, 2006. In July of 2008, Fairfield Glade First Baptist Church
approved a strategic plan for the future of the church.
God’s work throughout the history of our church can be summarized by this one sentence . . .
“From the beginning to the present, our congregation has been seeking to reach people for
Christ and to grow them into fully-devoted followers of Jesus. God has never allowed the church
to lose sight of this mission.” Dr. Markham
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III. THE CONSTITUTION AND BYLAWS
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THE
CONSTITUTION
AND
BYLAWS
OF
FAIRFIELD GLADE
FIRST BAPTIST CHURCH
FAIRFIELD GLADE, TENNESSEE
Constitution Approved and adopted August 2, 2006, corrected December 11, 2006
Modified: May 12, 2010
The May 12, 2010 version supersedes all previous versions.
Authenticated by __/S/ Jerry Houston_________________________________
Church Clerk
Date _May 12, 2010______________
Constitution
8
FAIRFIELD GLADE FIRST BAPTIST CHURCH
CONSTITUTION
Preamble
We declare and establish this Constitution to preserve and secure the principles of our faith and
to govern the body in an orderly manner under the Lordship of Jesus Christ. This Constitution
will preserve the liberties of each individual church member and the freedom of action of this
body in its relationship to other churches.
Article I. Name
This body shall be known and incorporated as Fairfield Glade First Baptist Church.
Fairfield Glade First Baptist Church was established in October 1971, in Fairfield Glade,
Tennessee, and incorporated 8 December 1997, according to the laws of the state of Tennessee.
Article II. Mission Statement
Fairfield Glade First Baptist Church, a body of believers bonded together in Christ, is committed
to:
1. Prayerfully worshiping God;
2. Sharing the good news of the gospel within our community and around the world;
3. Equipping believers for Christian living and service, and
4. Meeting the needs of others by creating loving and caring relationships.
Article III. Vision Statement
Loving people to Jesus;
Changing lives;
Becoming thriving believers TOGETHER
Constitution
9
Article IV. Foundational Values
1. The Authority of the Bible
We believe the Bible is the inspired Word of God and is the sole authority for faith and practice,
applicable yesterday, today and forever.
“…thou hast known the holy scriptures, which are able to make thee wise unto salvation through
faith which is in Christ Jesus. All scripture is given by inspiration of God, and is profitable for
doctrine, for reproof, for correction, for instruction in righteousness.” II Timothy 3:15-16, KJV1
2. Life-changing Prayer
We believe that through prayer we can enter God’s holy presence and pour out our hearts before
Him. Through prayer, we allow Him to change us so that we can be obedient to His will.
“I love the Lord, because He hears my voice and my supplications. Because He has inclined His
ear to me, therefore I shall call upon Him as long as I live.” Psalms 116:1-2, NAS
3. Awe-inspiring Worship
We believe in awe-inspiring worship that glorifies God, nourishes our soul and results in joyful
obedience to His will.
“Bless the Lord, Oh my soul, all that is within me bless his holy name.” Psalms 103:1, NAS
4. Spiritual Growth
We believe that all Christians should grow in their walk with God and in their devotion by
studying the Word of God and practicing Christlikeness.
“…we are to grow up in all aspects into Him, who is the head, even Christ.” Ephesians 4:15,
NAS
1 Key to Bible Translations:
KJV – King James Version
NAS – New American Standard
NIV – New International Version
TEV – Today’s English Version (Good News Version)
Constitution
10
5. Responsible Stewardship
We believe God is the source of all blessings. All we have belongs to Him. We are under a
spiritual mandate to serve Him with our time, talents and material possessions.
“So then, men ought to regard us as servants of Christ and as those entrusted with the secret
things of God. Now it is required that those who have been given a trust must prove faithful.”
I Corinthians 4:1-2, NIV
6. Lifestyle Evangelism
We believe that God desires that all persons come to know His love through a personal
relationship with Jesus Christ. And that, as His followers, we are to live and share His love
through loving relationships.
“Day after day, in the temple courts and from house to house, they never stopped teaching and
proclaiming the good news that Jesus is the Christ.” Acts 5:42, NIV
7. Spiritual Gifts
We believe that every Christian is called to service and is gifted by God to be a vital part of the
mission of His church.
“But to each one is given the manifestation of the Spirit for the common good.” “But one and the
same Spirit works all these things, distributing to each one individually just as He wills.”
I Corinthians 12:7, 11, NAS
8. Unity within the Fellowship
We believe we are to be a unified fellowship of believers under the Lordship of Jesus Christ in
pursuit of a God-given mission.
“…that they may all be one; even as Thou, Father, art in Me, and I in Thee, that they also may be
in Us; that the world may believe that Thou didst send Me.” John 17:21, NAS
9. Mutual care of Members
As members of the body of Christ in this place, we believe that we have the joyful duty of caring
for one another in a spirit of love and respect.
“…but that the members should have the same care for one another. And if one member suffers,
all the members suffer with it; if one member is honored, all the members rejoice with it.”
I Corinthians 12:25-26, NAS
Constitution
11
10. Welcoming Spirit
We believe that God loves all persons and that we should exhibit His expansive love through a
welcoming spirit to all.
“Let love of the brethren continue. Do not neglect to show hospitality to strangers, for by this
some have entertained angels without knowing it.” Hebrews 13:1-2, NAS
11. Community Service
We believe that God has set us down at this place and time to be His servants to those around us
and to minister to their needs in a spirit of Christlikeness.
“Be dressed and ready for service and keep your lamps burning… It will be good for those
servants whose master will find them watching when he comes.” Luke 12:35-37, NIV
12. Cooperative Missions
We believe God has called us to join other Christians to share the Gospel of Jesus Christ in word
and deed throughout the entire world.
“For we are partners working together for God…” I Corinthians 3:9, TEV
Article V. Statement of Faith
The Holy Bible is the infallible and inspired word of God and is the basis for our statement of
faith. The church’s doctrinal statement is “The Baptist Faith and Message” as adopted by the
Southern Baptist Convention in 2000. This can be found on the web at
www.sbc.net/bfm/bfm2000.asp. A copy is available in the church office.
Article VI. Relationships
The government of this church is vested in the body of believers who compose it under the
Lordship of Jesus Christ. It is subject to the control of no other ecclesiastical body, but it
recognizes and sustains the obligations of mutual counsel and cooperation that are common
among Southern Baptist churches. Insofar as is practical, this church will cooperate with and
support the Cumberland Plateau Baptist Association, Tennessee Baptist Convention and
Southern Baptist Convention.
Article VII. Church Covenant
Having been led, as we believe, by the Spirit of God, to receive the Lord Jesus Christ as our
Savior and Lord and on the profession of our faith, having been baptized by water immersion in
the name of the Father, the Son and the Holy Spirit, we do now, in the presence of God and this
assembly, most solemnly and joyfully enter into covenant with one another as one body in
Christ.
Constitution
12
We engage, therefore, by the aid of the Holy Spirit, to walk together in Christian love; to strive
for the advancement of this body in knowledge, holiness and comfort; to promote its prosperity
and spirituality; to sustain its worship, ordinances, discipline and doctrines; to contribute
cheerfully and regularly to the support of the ministry, the expenses of the church, the relief of
the poor and the spread of the gospel throughout all nations.
We also engage to maintain family and personal devotions; to religiously educate our children; to
seek the salvation of our kindred and acquaintances; to walk circumspectly in the world; to be
just in our dealings, faithful in engagements and exemplary in our deportment; to be zealous in
our efforts to advance the kingdom of our Savior; to avoid all tattling, backbiting and excessive
anger; to abstain from the sale of and/or use of intoxicating beverages and illegal drugs.
We further engage to watch over one another in brotherly love; to remember one another in
prayer; to aid one another in sickness and distress; to cultivate Christian sympathy in feeling and
Christian courtesy in speech; to be slow to take offense, but always ready for reconciliation and
mindful of the rules of our Savior to secure it without delay.
We moreover engage that when we move from this place we will, as soon as possible, unite with
a church where we can carry out the principles of God’s Word.
Article VIII. Ordinances
General. Our church has only two ordinances: Baptism by immersion and The Lord’s Supper.
Baptism. A person who accepts Jesus Christ as Savior by personal faith, who professes Him
publicly at any worship service and who indicates a commitment to follow Christ as Lord shall
be received for scriptural baptism by immersion in water. Baptism is a symbolic act
commemorating Jesus Christ’s death, burial and resurrection.
The Lord’s Supper. The Lord’s Supper is a symbolic act of obedience whereby members of the
church, and like believers, through partaking of the bread and fruit of the vine, commemorate the
death of Jesus Christ and anticipate His second coming.
Article IX. Church Property
All property of this church (land, buildings, vehicles, furnishings and material, and any deeded
and/or titled items) is held in trust by the Board of Trustees of the Fairfield Glade First Baptist
Church. This property is to be held for the use and benefit of the church membership for
activities related to the mission of Fairfield Glade First Baptist Church.
If there is no membership adhering to the above-stated faith and practices to make adequate use
of church properties, the title to same shall revert to or become vested in the Tennessee Baptist
Convention, 5001 Maryland Way, Brentwood, TN, 37027-7545.
Constitution
13
Article X. Corporate Church Officers
Designated Corporate Church Officers. With regard to Church Officers, it is recognized that this
Church is organized under the laws of the State of Tennessee as a corporation, and that, as such,
there are reports for certain offices and positions that must be filed with the State each year. For
clarity, the following church-related designations shall be recognized as the corporation officers:
Chair of Trustees – President of the corporation
Vice Chair of Trustees – Vice President of the corporation
Church Clerk – Secretary of the corporation
Church Treasurer – Treasurer of the corporation
Church Trustees – Directors of the corporation
These duly-elected individuals will be listed as such with the State of Tennessee. Use of either
title for any of these positions shall be recognized and approved as the official title.
Article XI. Quorum
A minimum of 50 active members age eighteen or older shall constitute a quorum at a regular or
specially-called business meeting.
Article XII. Amending the Constitution
Changes to this Constitution may be made at any business meeting of the church provided a
quorum is present and that each proposed amendment shall have been presented in writing at a
previous regular or called business meeting, and copies of the proposed amendment have been
made available to all resident church members at least one week in advance of the voting
meeting. Amendments to the Constitution shall be by affirmative vote of at least three-fourths2 of
the quorum.
2 In determining a three-fourths (.75) vote, final fractions are given a full vote. For example, if fifty-four members
are present and voting, with 40 (.7407) of them voting in the affirmative, that is considered three-fourths.
Bylaws
14
THE
BYLAWS
OF
FAIRFIELD GLADE
FIRST BAPTIST CHURCH
FAIRFIELD GLADE, TENNESSEE
Bylaws Approved and adopted August 2, 2006, corrected December 11, 2006
Modified: May 12, 2010
The May 12, 2010 version supersedes all previous versions.
Authenticated by ____/S/ Jerry Houston_______________________________
Church Clerk
Date __May 12, 2010_______________
Bylaws
15
BYLAWS
These are the bylaws of the Fairfield Glade First Baptist Church, Fairfield Glade, Tennessee.
Article I. Church Membership
Section 1. Reception of Members. Church membership should be sought prayerfully and
intentionally. The decision to seek church membership signifies individual commitment to a
covenant relationship with the church and its leadership. The decision to seek membership
signifies acceptance of responsibility for service, fellowship, and the joy of salvation with other
members. Church membership signifies an inward love for God and His people in this place.
Those who desire to join us and who are supportive of the church’s Foundational Values are
welcome to present themselves for membership.
Section 2. Candidacy. Any person may present himself or herself as a candidate for membership
in this church by responding to the invitation during any church service or by contacting one of
the ministerial staff or deacons to make arrangements to be presented to the church as a
candidate for membership.
Candidates are received in one of the following ways:
1. On profession of faith in Jesus Christ and for baptism by immersion according to the
New Testament teaching and policies of this church.
2. On the promise of a letter from another Southern Baptist church. Fairfield Glade First
Baptist Church will contact that church to notify them of the candidate’s decision and
request that letter.
3. On statement of faith by persons who have previously made a public profession of faith
in Jesus Christ, acknowledging that they have received Christ as their Lord and Savior
and have been scripturally baptized by immersion. For those who have never been
scripturally baptized, it will be necessary for the candidate to be baptized by immersion
in the name of the Father, Son and Holy Spirit.
Meeting with Senior Pastor or his Designee. All candidates for membership are to meet with
either the Senior Pastor or his designee prior to being presented to the church for membership.
The meeting will allow the church representative to become acquainted with the candidate and
answer questions the candidate may have about our church. The meeting will also facilitate
taking care of any details related to how the person is to be received into membership.
Orientation Class. All candidates for membership are urged to complete the membership
orientation class. This class is the basic introduction to our church family, designed to clearly
explain who and what our church is, and to provide much information about our church, such as
our beliefs, church organization and opportunities to serve.
Bylaws
16
Dual membership. Any candidate for membership who resides in another state or distant
community in Tennessee for a period of four to seven months each year and is a member of a
church of like faith and practice in that state or distant community, who desires to become a
member of Fairfield Glade First Baptist Church with full voting privileges during the period they
reside in our community, may do so upon statement of faith as set forth in Bylaws, Article I,
Section 2, item number 3.
Section 3. Voting Rights of Members. In all business meetings, active members age fourteen or
older may act and vote in the transactions of the church and have full rights and privileges in all
matters pertaining thereto.
Section 4. Terminated, Inactive or Non-Resident Membership.
A. Terminated membership. The policy of this church shall be to remove the names of members
from the church member roll for any of the following reasons:
1. By death;
2. By request of transfer for any member upon request from another church;
3. Upon confirmed information that a member has united with another church;
4. Upon personal request, preferably in writing;
5. Upon exclusion pursuant to Bylaws, Article IV, Church Discipline; or
6. When the Church Clerk, Deacon Body or the Senior Pastor confirm that a member no
longer wishes to be a member of our congregation.
B. Inactive Member roll. If a member of our church, known to live in our community, has not
participated in or supported the ministries of our church for a period of at least two years, and
there is no known reason that should limit participation or support, the member’s name will be
transferred to the Inactive Member roll. When this member resumes active participation with, or
support of, our church, his/her name will be transferred back to the Active Member roll.
C. Non-Resident Member roll. If a member has moved from our community and has not initiated
a contact with our church for at least two years, their name will be transferred from the Active
church roll and listed on the Non-Resident Member roll. If such member has been contacted by
our church and has requested continued church membership, their name will be listed on the
Non-Resident Member roll.
Article II. Church Meetings
Section 1. Worship Services. The church is to meet regularly each Sunday morning, Sunday
evening, and Wednesday evening for preaching, prayer, instruction, evangelism and for the
worship of Almighty God. These meetings will be open to all people and shall be conducted
under the direction of the Senior Pastor or whomever he designates.
Church services may be cancelled or additional services may be scheduled by the Pastoral Staff
or Church Leadership Council. Notice of changes will be indicated in the monthly church
calendar or published in the weekly church bulletin if practicable.
Bylaws
17
Section 2. Special Services. Revival services, special musical programs, and any other church
meetings that are essential to the mission of the church, shall be placed on the church calendar.
Section 3. Regular Business Meetings. Regular business meetings normally shall be held each
quarter on the third Wednesday night of January, April, July and October. Church members will
be duly notified3 if there is any change to this schedule. Business not requiring a vote of the
church shall be handled between the quarterly business meetings by the Church Leadership
Council.
Section 4. Special Business Meetings. A special business meeting may be held to consider
matters of significant nature in a timely manner. Prior to calling the church into business session,
members will be given a brief summary to describe the purpose of any specially-called meeting.
Such a meeting will be confined to the purpose for which it was called. The meeting may be
called by one of the following:
A. When it is determined by a simple majority of the Church Leadership Council or Deacon
Body that special business should be presented in a timely manner to the church membership for
their action, a business meeting may be scheduled. The membership will be duly notified of the
date, time and purpose of the called business meeting at least one week in advance of the called
meeting.
B. When church action is needed and time is of the essence, a simple majority of the Church
Leadership Council or Deacon Body may request the Moderator to call a business meeting with
no specific time frame for advance notification of the membership specified. However, efforts to
notify the membership of the date and time for the called meeting will be made via the
automated telephone system, an e-mail message, and contact by deacons of their deacon families.
Before any business is discussed, the members present will be given a brief summary of the
subject and then determine by a simple majority vote whether the item for discussion is of a
significant nature. The meeting will proceed, be deferred, or be dismissed based on this vote.
Section 5. Quorum. A minimum of 50 active members age eighteen or older shall constitute a
quorum at a regular or specially-called business meeting.
Section 6. Parliamentary Rules. Robert’s Rules of Order (latest edition) will be the authority for
parliamentary rules of procedure for all business meetings of the church. If there is a conflict
between Robert’s Rules of Order and the Church Constitution and Bylaws, the Church
Constitution and Bylaws shall apply.
3 Duly notified: The membership shall have been considered duly notified when announcements are made from the
pulpit, an automated phone message is disseminated, or a written announcement is included in the weekly bulletin
and/or placed in the members’ mailboxes located in the church.
Bylaws
18
Article III. Ordinances
General. Our church observes two ordinances: Baptism by immersion and The Lord’s Supper.
Section 1. Baptism. Baptism services will be held as needed.
Section 2. The Lord’s Supper. The Lord’s Supper shall be observed at least quarterly, or more
frequently, as recommended by the Pastor and Deacon Body. The Lord’s Supper may be taken to
shut-in members by the ministers and/or deacons, if so requested.
Article IV. Church Discipline
It shall be the practice of this church to emphasize to its members that every reasonable measure
will be taken to assist any troubled member. The ministers and deacons are available for counsel
and guidance. Redemption, rather than punishment, should be the guideline which governs the
attitude of one member toward another.
Should some serious condition exist that would cause a church member to become a liability to
the general welfare of the church, every reasonable measure shall be taken by the Senior Pastor
and the deacons to resolve the problem. The scriptural procedures set forth in Matthew 18:15-17
shall be followed.
All such proceedings should be carried out with a spirit of Christian kindness and forbearance
with the end goal to be reconciliation. However, if it is determined that the welfare of the church
will best be served by the exclusion of the member, the church may take this action by a
majority4 vote of the members present at a meeting called for this purpose, and the church may
proceed to declare the person no longer to be a member of this church. The vote shall be by
secret ballot.
Article V. Church Staff
The Senior Pastor and other ministerial staff members are selected and called according to the
guidelines in Bylaws, Article VII, Calling of Ministers. All paid support staff members shall be
recruited by the Personnel Committee after consultation with the Senior Pastor and/or his
designated Associate Pastor, and thereafter be presented to the church for confirmation. A job
description, salary and benefits for all paid staff members, both full-time and part-time, shall be
prescribed by the Personnel Committee in consultation with the Senior Pastor. The Personnel
Committee shall give each staff member a copy of their respective job descriptions and a copy of
the Personnel Policies and Guidelines Manual. All paid staff members shall have an annual
performance appraisal.
4 Majority throughout this document is defined as more than half of eligible votes cast, not counting blanks and
abstentions, at which a quorum is present.
Bylaws
19
Additions or deletions of any ministerial or support staff positions are to be recommended to the
congregation by the Personnel Committee after studying the need and consulting with the Senior
Pastor, Stewardship and Finance Committee, and the Church Leadership Council.
A. Ministerial Staff. The ministerial staff consists of persons who have been ordained as
Ministers of the Gospel by a church of like faith and order. Exceptions to ordination may be
made for age-group ministers, part-time or interim ministers.
B. Support Staff. The Support Staff performs a variety of jobs in support of the life and work of
the church. The Support Staff consists of non-ordained persons who may be employed or
volunteer, who work under the supervision of the Senior Pastor or his designee.
The Support Staff includes, but is not limited to:
Church Administrator
Church Secretaries
Financial Secretary
Custodians
Instrumentalists
Age-group Directors
Article VI. Church Officers
Church officers as listed below, except the Senior Pastor, must have been active members of the
church for at least one year prior to the elective process and shall serve from January 1 to
December 31 for the length of elected service. All church officers shall be nominated by the
Nominating Committee and approved annually by a quorum of the membership.
The church officers shall have general supervision of the affairs of the church between business
meetings and perform other duties as are specified in these Bylaws and in the Policies and
Procedures Manual.
Section 1. Designated Corporate Officers. These are detailed in the Constitution, Article X,
Corporate Church Officers.
Section 2. Church Officers. The responsibilities for these positions are described in the call
documents or church Policies and Procedures Manual. Officers must be approved by the church
membership whether paid or volunteer. Volunteers must be re-approved annually. Church
officers are:
Senior Pastor
Moderator
Deacons
Church Clerk
Church Treasurer
Church Trustees
Bylaws
20
Article VII. Calling of Ministers
When a new minister must be called and elected by the church, a Search Committee shall be
elected. This committee shall consist of the Chair of the Deacons or a representative from the
Deacon Body, the Chair of the Personnel Committee or a representative from the Personnel
Committee, and three other members elected by the church from a ballot of candidates proposed
by the Nominating Committee. The ballot for the three members-at-large shall contain a
minimum of five candidates. Church members shall vote on three of the candidates, with the
three candidates receiving the most votes elected to serve on the Search Committee.
This committee shall then institute a search for a minister, and the committee’s recommendation
shall constitute a nomination of that person. The committee shall present only one candidate at a
time for vote. A quorum must be present when the candidate is presented for vote. The vote shall
be by secret ballot, with an affirmative vote of three-fourths of those members present being
necessary for acceptance of the nominee.
The church members shall be given a two-week notice5 of a meeting to be called for this
purpose. This meeting shall be on a Sunday morning. If multiple Sunday morning services are
being held, a count of church members present and the number of affirmative and negative votes
must be combined for all services to establish that a quorum was present and to determine the
outcome. The minister, thus selected, shall serve until the relationship is terminated by himself or
the church. If the minister resigns of his own volition, he is requested to give a minimum of one
month notice before terminating his services and responsibilities. Alternatively, the length of this
notification may be different in the call documents, and the terms of those documents will
prevail. A minister terminating his employment in good standing shall be entitled to severance
compensation as stipulated in the Personnel Policies and Guidelines Manual.
Article VIII. Church Organizations
A. Program Organizations.
Program Organizations are those units of the overall church organization that have primary
responsibility for implementing the educational and missions programs of the church. They shall
operate under the policies and standards set forth by the church Constitution/Bylaws and the
church Policies and Procedures Manual that have been approved by the church body.
The specifics regarding duties of each program organization are located in the Policies and
Procedures Manual. All Unit Leaders shall be approved by the membership as stipulated in
Policies and Procedures Manual. These organizations operate and their leaders serve during the
church year (January 1 through December 31) except Sunday School teachers serve from
September 1 through August 31.
5 This notice may be given by announcements from the pulpit, the automated telephone system (phone tree), and/or
in writing. “In writing” may be a notice included in the weekly church bulletin and/or inserted in the members’
mailbox located in the church.
Bylaws
21
Program Organizations are:
Sunday School
Church Discipleship Training
Music Ministry
Woman’s Missionary Union
Brotherhood
B. Church Leadership Council. The Church Leadership Council will be composed of the Pastoral
Staff and certain leaders as defined in the Policies and Procedures Manual.
C. Committees, Teams, Ministry Units and Coordinating Groups.
The Church Leadership Council, in order to best serve the needs of the church, may create or
delete committees, or combine and arrange committees into various teams or coordinating
groups (regular continuing units or ad hoc units), and designate appropriate leadership
organization of committees into teams or coordinating groups without first having to change
these Bylaws. Substantive changes, along with the appropriate rationale for such changes, shall
be presented to the church membership for their information. If the church chooses, it may, at a
business meeting where a quorum exists, vote to accept, modify or reject specific actions by the
Council.
Church committees, teams, ministry units and coordinating groups shall be made up of active
members of the church, recommended by the church Nominating Committee and presented to
the church for election annually.
Organization structure and unit responsibilities will be described in the Policies and Procedures
Manual. A request that would constitute a major change to these specifics shall be presented to
the Church Leadership Council for approval, and the Church Leadership Council will notify the
church of any substantive change.
Article IX. Church Finances
Section 1. Budget. After soliciting and considering budget requests annually from church
organization leaders, the Stewardship and Finance Committee shall prepare and submit to the
church for approval an inclusive itemized budget for all church expenses and missions. The
Stewardship and Finance Committee will subsequently be responsible for managing the budget.
With the understanding of good stewardship of God’s money, the church will adhere to debt
limitations of no more than 50% of projected costs of any major projects. This would include
new buildings, remodeling, purchase of land, vehicles, major equipment, supplies, etc.
Additionally the Trustees, Church Leadership Council, and the Stewardship and Finance
Committee acting jointly may request the church to authorize debt beyond the 50% level. To
authorize debt beyond the 50% level shall require the church membership to vote in the
affirmative by at least two-thirds of the members present, provided that a quorum has been
established.
Bylaws
22
Section 2. Accounting Procedures. All funds for any and all purposes shall pass through the
hands of the Church Treasurer and be properly recorded on the books of the church.
A system of accounting that will adequately provide for the handling of all funds shall be the
responsibility of the Stewardship and Finance Committee.
Section 3. Fiscal Year/Church Year. The fiscal year of the church shall begin on January 1 and
end on December 31. The church year shall begin on January 1 and end on December 31.
Article X. Church Policies and Procedures
The Policies and Procedures Committee will develop and maintain a church Policies and
Procedures Manual containing detailed organizational and staff descriptions, church policies and
ministry unit procedures for the administration and business of the church. The Policies and
Procedures Committee, through the Church Leadership Council, will keep the church informed
of major changes to policies, procedures, staff or organizational structure.
The Church Leadership Council has authority to approve additions, deletions or changes to the
Policies and Procedures Manual, although the church retains authority for final approval if
church approval is sought or requested. Any church member or church organization may initiate
suggested changes to the policies or procedures, and submit this written request to the Policies
and Procedures Committee Chair. If approval by the church is sought and requested, the Church
Leadership Council will make this presentation.
Article XI. Amending the Bylaws
Changes to the Bylaws may be made in any business meeting of the church, provided a quorum
is present and that each proposed amendment shall have been presented in writing at a previous
regular or called business meeting, and written copies of the proposed amendment have been
made available to all resident members at least one week in advance of the voting meeting.
Amendments to the Bylaws shall be by affirmative vote of at least two-thirds of the quorum6.
6 In determining a two-thirds (.66666) vote, final fractions are given a full vote. For example, if fifty-four eligible
members are present and voting, with 35 (.64814) of them voting in the affirmative, that is considered two-thirds.
23
IV. CHURCH ORGANIZATION AND STRUCTURE A. Church Organization Chart
Church
Deacons Pastor
Staff
Church
Leadership
Council
Church Officers
Music/Worship Education/
Discipleship
Evangelism/
Outreach
Missions/
Ministries
Communications/
Fellowship Administration
Preschool/
Children Youth
Support
Teams
Core
Ministry
Age Division
Teams
Church Organization and Structure
24
B. Team Structure for Planning, Coordinating and Evaluating the Church’s
Programs and Ministries
Fairfield Glade First Baptist Church, a body of believers bonded together in Christ, is committed
to:
1. Prayerfully worshiping God;
2. Sharing the good news of the gospel within our community and around the world;
3. Equipping believers for Christian living and service, and
4. Meeting the needs of others by creating loving and caring relationships.
This mission statement is our mandate for achieving what God has called us to be and do. The
key concepts are underlined for emphasis. Thus, these are the “stack poles” around which we
organize, plan and implement our church’s life and work. Everything we do points to one or
more of these concepts. These are our priorities for allocating leadership, calendar, budget, and
use of our facilities. The amount of our effort concerning each priority may vary as opportunities
and needs change. However, if any one of these priority areas is left out we are no longer a New
Testament church.
The “Team Structure” is aimed at achieving more effective planning, coordination,
implementation, and evaluation of the priority areas outlined in our mission statement. Each
team has a specific focus for which they are responsible.
The general function of the teams is to facilitate the work aimed to achieve the specific focus for
which they are responsible. Hence, the teams are generally referred to as “facilitation teams.”
Four of the teams are “Core Teams.” These are Music/Worship, Outreach/Evangelism,
Missions/Ministry, and Education/Discipleship. These teams carry the primary thrust of the
church’s mission.
Two additional teams, Administration and Communications/Fellowship, are “Support
Teams.”
Two “Age-Group Teams,” a Youth Team and a Preschool/Children’s Team, round out the
structure.
The organization chart presented previously in this Section seeks to show the relationship of the
Teams to one another and to the overall church structure.
Each Team is led by a lay leader and a staff person. Many of the members of each team serve by
virtue of office, e.g., heads of committees, programs, and ministries. Other persons are at-large
members.
Each Team has from seven to ten members. The lay Team Leaders serve two-year terms, but
may serve an additional two-year term. They are nominated by the Senior Pastor and presented
Church Organization and Structure
25
by the Nominating Committee to the church for approval. The senior pastor appoints the staff
member assigned to each Team.
The Teams meet as often as needed to achieve their assignment. One of the team members serves
as Assistant Team Leader, and another serves as secretary. Each Team makes a monthly report to
the Church Leadership Council.
The term of service for the first contingent of Team Leaders began April 2010, and will end
December 31, 2012. After that, terms will run for two years, with an option for an additional
two-year term for a total of four years maximum.
While each Team has assigned areas of focus, Teams often must work together to achieve
desired objectives.
The general assignment, or focus, of the respective Teams is as follows:
1. The Music/Worship Team is to plan, promote, evaluate and coordinate all regular and
special worship services, manage music and worship resources, and equip the
congregation to meaningfully worship God.
2. The Outreach/Evangelism Team is to plan, promote, evaluate and coordinate programs
and events to reach unchurched Christians and the unsaved in our community.
3. The Missions/Ministry Team is to plan, promote, evaluate and coordinate programs and
events that involve persons in prayer, mission study, and hands-on missions and
ministries in our community, nation and throughout the world.
4. The Education/Discipleship Team is to plan, promote, evaluate and coordinate programs
that lead persons to grow spiritually, identify their calling and passion for service, and
prepare for and become meaningfully involved in service.
5. The Administration Team is to seek to evaluate and coordinate the various
administrative functions and units of the church. In addition, the team will seek ways to
improve the effectiveness of church administration.
6. The Communications/Fellowship Team is to seek to evaluate, plan and implement ways
of communicating effectively the church’s overarching message and ministry both within
the congregation and the community. The team also is to plan and conduct emphasis and
activities aimed at assimilating new members and maintaining church fellowship. This
team is to assist other church programs and ministries to promote their programs and
events.
7. The Youth Team is to plan, promote, coordinate and evaluate the church’s Youth
Ministry. The team works in an interdependent way to relate across program and
organization lines.
8. The Preschool/Children’s Team is to plan, promote, coordinate, and evaluate the
church’s Preschool and Children’s programs and activities. The team also is the lead unit
related to the church’s Vacation Bible School and Fall Festival.
Church Organization and Structure
26
C. General Functions of Facilitation Teams
1. Coordinate the work of the ministries within their area of assignment.
2. Develop goals and plans to implement the church’s Strategic Initiatives in their area of
assignment.
3. Conduct selected actions and activities that require the entire team’s participation.
4. Study the needs of the church and community within their area of assignment.
5. Cooperate with other teams relating to implementing areas of joint concern.
6. Compile and submit annual budget requests for the ministries in their areas of
assignment.
7. Enlist, in cooperation with the Church Nominating Committee, volunteer leaders related
to their areas of responsibility.
8. Evaluate the effectiveness of the church’s ministry in their area of assignment.
9. Submit plans, policies, and emphases to the Church Leadership Council for approval as
appropriate.
10. Be advocates for their area of responsibility.
D. General Information Regarding Facilitation Teams
1. From time to time, the entire team may meet together for coordination and information
sharing.
2. Sub-units of a Team (work groups, committees, etc.) may be formed to study alternatives
and draft proposals for presentation to the entire Team for consideration.
3. The process of reporting: A sub-unit reports to its respective Team; the Team Leaders
report to the Church Leadership Council; and the Church Leadership Council reports to
the church.
Church Organization and Structure
27
E. The Church Leadership Council
COUNCIL RESPONSIBILITIES:
1. Serve as the overall administrative unit of the church.
2. Lead the planning, implementing, coordinating and evaluating of all ministries and
programs of the church, whether initiated by the Council or recommended by a
facilitation team, an ad hoc team, church officer or committee.
3. Set priorities and goals.
4. Evaluate achievements in terms of church’s Mission Statement, Strategic Initiatives and
goals.
5. Assign initiative responsibility for major church projects to the appropriate facilitation
team.
6. Coordinate interdependent facilitation team activities and projects.
7. Establish and revise the annual church calendar based on the priorities.
8. Resolve any differences that arise concerning the church’s governing documents.
9. Approve changes in the Policies and Procedures Manual.
10. Determine when a new Strategic Plan (Strategic Initiatives) is needed; define the scope of
the Plan; recommend method and completion date for developing the Plan; and
recommend the complete proposal to the church.
11. Bring all matters agreed upon by the Council to the church for consideration if such
matters call for action not previously authorized by the church.
12. Nominate persons to serve on the Nominating Committee.
13. Meet monthly, or more often if deemed necessary by the Pastor or Chair of the Deacons.
14. Make regular reports to the congregation.
15. Comply with the “General Responsibilities For All Unit Leaders” policy in the Policies
and Procedures Manual.
UNIT COMPOSITION:
The composition and officers of the Church Leadership Council are as follows:
1. This council shall consist of all Facilitation Team Leaders, the assigned staff, the Church
Clerk, the Church Treasurer, and the Deacon Chair.
2. The Senior Pastor, or his designee, shall serve as Council Leader (Chair) of the Council.
3. The Church Clerk shall serve as the secretary of the Council.
4. At the first meeting of each church year, the Council will select an Assistant Council
Leader (Vice Chair). The Assistant Council Leader (Vice Chair) shall be a lay member of
the Council.
ADDITIONAL INFORMATION:
1. All members of the Council are voting members.
Page 1 of 2
Church Organization and Structure
28
Church Leadership Council (con’d)
2. The Chair of the Deacons may also call meetings of the Church Leadership Council when
deemed necessary.
ADDITIONAL FORMS: None
Page 2 of 2 Revised 11 February 2011
Church Organization and Structure
29
F. Clerk (Church Clerk)
CHURCH CLERK RESPONSIBILITIES:
1. Assist the Moderator in developing the agenda for church business meetings.
2. Give required notice of all meetings where notice is required in the Bylaws.
3. Maintain a complete and accurate file of all official actions of the church.
4. Record the minutes for all church business meetings, and follow through on all necessary
correspondence or communications related to church decisions.
5. Record pertinent information on membership applicants. Also, record information about
other personal decisions made during the pastor’s invitation.
6. Oversee all aspects of recording and maintaining records or registers related to church
membership, such as date of admission, dismissal, death, transfer or erasure, baptism,
whether resident or non-resident, or other pertinent data. Also, keep the Sunday School
Director informed as to such changes.
7. Issue letters of dismissal when so voted and directed by the church.
8. Prepare the annual profile from the church to the Church Association.
9. Ensure that copies of all official reports and communications are preserved in the church
files.
10. Prepare official correspondence to members or other churches when requested.
11. Serve as recording secretary for the Church Leadership Council.
12. Attend council meetings or send a representative.
13. Comply with the “General Responsibilities For All Unit Leaders” policy in the Policies
and Procedures Manual.
UNIT COMPOSITION:
1. This unit shall consist of two members, one to serve as Church Clerk and one to serve as
Assistant Church Clerk, who are nominated by the Nominating Committee and approved
annually by the church.
2. If a member resigns or is unable to complete the term of office to which elected, the
Nominating Committee will select a replacement and present their name to the church for
approval.
3. The Church Clerk shall serve as the Unit Leader.
ADDITIONAL INFORMATION:
All church records are church property and shall be kept in the church office. These records are
to be available to any member of the church.
ASSOCIATED FORMS: None
Revised 9 Sept 2011
Church Organization and Structure
30
G. The Deacon Body
DEACON BODY RESPONSIBILITIES:
General. The Deacon Body of this church is made up of men (members) who have been ordained
to serve as spiritual leaders of the congregation and as counselors to and advocates of the
pastoral staff. The Deacon Body will dedicate themselves to service in meeting the spiritual and
humanitarian needs of the fellowship while upholding the gospel in their homes, their
community and their church. The Deacon Body will meet at least once per month, normally the
first Sunday of the month. The Deacon Body will not meet in the absence of the Senior Pastor
unless he gives prior approval.
1. Each active deacon shall participate in the Church Family Ministry by serving as under-
shepherd to a number of families assigned as his flock.
2. Deacons shall be responsible for preparation of the elements for the Lord’s Supper and
assisting the Pastor with its observance.
3. Unit Leader will comply with the “General Responsibilities for All Unit Leaders” policy
in the Policies and Procedures Manual.
UNIT COMPOSITION:
1. This unit shall consist of a sufficient number of active deacons to facilitate the deacon
ministry. There will be a minimum of twelve active deacons at all times. Active deacons
must have been duly elected and ordained, and must have been a member of this church
for at least one year.
2. Names of nominees shall be given to the Nominating Committee by the Deacon Body for
election by the church. (See nominating procedure in paragraph 10 below.) Nominees
must meet the New Testament qualifications for Deacon as found in I Timothy 3:1-13
and must have demonstrated a godly Christian lifestyle. They must agree to dedicate
themselves to service, along with the Pastor and Staff, in meeting the spiritual and
humanitarian needs of the fellowship while upholding the gospel in their homes, their
community and their church.
3. After being ordained, active deacons shall serve for a three-year term. After serving for a
three-year term, no deacon will be eligible for re-election as an active deacon until the
lapse of at least one year.
4. At least four new active deacons will be elected each year.
5. At the first organizational meeting of the new deacon body, the unit members will select
a Unit Leader (Chair), an Assistant Unit Leader (Vice Chair), and a Secretary. In the
event that the present Unit Leader is rotating off the body, he is responsible for calling a
meeting of the new body as soon as possible to oversee the selection of a new Unit
Leader. The Unit Leader (Chair) and the Assistant Unit Leader (Vice Chair) may serve
only once in a position during their term as active deacon/officer.
Page 1 of 2, Change 1, 12/9/11, changed last sentence, para 5. Change 2, 5/4/12, added change info.
Church Organization and Structure
31
G. Deacons (con’d)
6. If the Unit Leader (Chair), Assistant Unit Leader (Vice Chair), or Secretary resigns or is
unable to serve in the office to which elected, the Deacon Body will elect a new member
for that position. The Nominating Committee will be advised of this selection.
7. In case of death, resignation, removal from the community, incapacity, or failure to
actively perform the duties of deacon, the Church Leadership Council may declare a
vacancy and elect a deacon to fill the unexpired term. This deacon will be eligible to be
re-elected to a three-year term without a one-year lapse in service.
8. If an ordained Baptist deacon unites with our church, there is no obligation to elect that
person as an active deacon of the Fairfield Glade First Baptist Church. However, after
having been a member for at least one year, this person may be invited to become an
active deacon by going through the church nominating process. They do not have to be
re-ordained.
9. When the need arises for new deacons to be ordained, the following procedure shall be
followed:
a. The Church shall be notified of the need to elect one or more deacons.
b. Church members will be asked to nominate potential candidates—in writing.
c. The Pastor and the Chair of the Deacons will meet with the potential deacon
candidate(s) to ensure that they meet all the qualifications outlined in the New
Testament and are willing to serve if elected. The Senior Pastor may delegate this
authority if he so desires, but, if delegated, no fewer than three deacons will meet
with the potential deacon candidate(s).
d. An ordination council meeting will be called so the prospective new deacon(s)
can give his (their) salvation testimony and answer any questions that the council
may have about his (their) qualifications to become a deacon. The council will
consist of at least seven ordained deacons who are members and either the Senior
Pastor or his designee(s). The council members present, along with the pastor(s)
present will decide if a nomination should go forward.
e. After a one-week advance notice has been given to church members regarding
this election, the names of the nominee(s) will be presented by the Nominating
Committee to the church membership for approval at a called business meeting
after the Sunday morning service(s).
ADDITIONAL INFORMATION: None
ASSOCIATED FORMS: None
Page 2 of 2 Change Number 1, Revised 9 Dec 2011 (revised Unit Composition, para 5 and added para 9.d.)
Church Organization and Structure
32
H. Moderator
MODERATOR RESPONSIBILITIES:
1. Become very familiar with Robert’s Rules of Order, and to moderate all church business
meetings accordingly.
2. Encourage full and free discussion while trying to avoid trivial matters.
3. Help members understand parliamentary procedures as needed.
4. Make every effort to bring about unity among people of different views, ideas and
convictions.
5. Maintain the spirit of Christian love while presiding.
6. Be fair and courteous to all members.
7. Ensure that motions are stated and seconded before being voted upon.
8. Ensure that the person who makes a motion is the person to discuss it first.
9. Encourage free and open debate while leading members to talk through disagreements
and questions while still avoiding trivial matters.
10. Ensure that no one person dominates discussions.
11. Ensure that the minority opinions are respected even though a majority will prevail.
12. Ensure that the affirmative vote is taken prior to the negative vote.
13. Maintain a neutral position on all matters while presiding.
14. Assist the Nominating Committee with the selection of a Parliamentarian and Assistant
Parliamentarian.
15. Comply with the “General Responsibilities For All Unit Leaders” policy in the Policies
and Procedures Manual.
UNIT COMPOSITION:
1. The Moderator of the church shall be the Senior Pastor.
2. If the Pastor chooses not to serve as Moderator, the Nominating Committee will nominate
a Moderator to be approved annually by the church.
3. An Assistant Moderator will be nominated by the Nominating Committee and approved
annually by the church.
4. If the Moderator (other than the pastor) or the Assistant Moderator resigns or cannot
complete the term of office to which elected, the Nominating Committee will select a
replacement to be approved by the church.
Page 1 of 2
Church Organization and Structure
33
H. Moderator (con’d)
ADDITIONAL INFORMATION:
1. When matters involving personal issues related to the Moderator are to be discussed during
church business meetings, the Moderator may be asked to leave the meeting, and the Assistant
Moderator will moderate the rest of the meeting.
2. In the absence of both the Moderator and Assistant Moderator, the Church Clerk will call the
meeting to order and oversee the election of an acting Moderator for that session.
ASSOCIATED FORMS: None
Page 2 of 2 Revised 9 Sept 2011
Church Organization and Structure
34
I. Parliamentarian
PARLIAMENTARIAN RESPONSIBILITIES:
1. The Parliamentarian or the Assistant Parliamentarian shall be present at all church
business meetings to assist the Moderator in correctly interpreting parliamentary
procedures without embarrassment to anyone.
2. The Parliamentarian and Assistant Parliamentarian shall be familiar with Robert’s Rules
of Order.
3. The Parliamentarian or the Assistant Parliamentarian will ensure that a copy of Robert’s
Rules of Order is on hand for all business meetings.
4. Comply with the “General Responsibilities For All Unit Leaders” policy in the Policies
and Procedures Manual.
UNIT COMPOSITION:
Along with the Senior Pastor, the Nominating Committee will select a Parliamentarian and an
Assistant Parliamentarian to be approved annually by the church.
ADDITIONAL INFORMATION:
See the Moderator Procedure for additional information as to Parliamentarian or Assistant
Parliamentarian duties.
ASSOCIATED FORMS: None
Revised 9 Sept 2011
Church Organization and Structure
35
J. Treasurer (Church Treasurer)
TREASURER RESPONSIBILITIES:
1. Receive and preserve all financial receipts of the church.
2. Upon receipt of invoices from vendors, pay all expenditures approved in the church
budget.
3. Obtain approval of the Stewardship and Finance Committee for payment of invoices
submitted by church members that were not approved in the church budget.
4. Keep an itemized account of all receipts and disbursements, and report to the church an
accounting of such at each quarterly business meeting for the period since the previous
quarterly business meeting.
5. Report an accounting to the church at end of each fiscal year and, upon acceptance and
approval by the church, deliver the records to the Church Clerk.
6. Supervise and oversee responsibilities of the Financial Secretary.
7. Keep the Church Leadership Council informed concerning church finances.
8. Assist with church financial audits when authorized by the Trustees.
9. Complete the Corporation Annual Report and submit it to the Tennessee Secretary of
State by April 1 each year.
10. Comply with the “General Responsibilities For All Unit Leaders” policy in the Policies
and Procedures Manual.
UNIT COMPOSITION:
1. This unit shall consist of two members, the Treasurer and Assistant Treasurer, nominated
by the Nominating Committee and approved annually by the church.
2. The Treasurer shall serve as the Unit Leader.
3. If a Treasurer or Assistant Treasurer resigns, a replacement will be nominated by the
Nominating Committee and approved by the church.
ADDITIONAL INFORMATION:
1. The Treasurer and Assistant Treasurer must be bonded.
2. The Treasurer, Assistant Treasurer, and a designee shall serve as an ex-officio members
of the Stewardship and Finance Committee.
3. All financial records are to be maintained by the Treasurer but are considered church
property and are to remain in the church office, on church computers, or in the church
safety deposit box at a bank.
4. All computerized records should be backed up each time changes are made.
5. The church financial records are available to church members for inspection. Open
records do not include the personal contribution records of church members, which are to
be kept as confidential as possible.
ASSOCIATED FORMS: None
Revised 9 Sept 2011
Ministry Units by Team
36
V. MINISTRY UNITS
Church Committees, Programs, Directors, Coordinators
(Units are arranged alphabetically)
A. GENERAL RESPONSIBILITIES FOR ALL UNIT LEADERS/CHAIRS
Unless stated otherwise on the unit description page, the following applies to each unit that
serves the church. Note that the terms Unit Leader or Chair refer to the same position in a unit.
The term unit may refer to a committee, coordinator, director, or church office. Unit Leaders or
Chairs are enlisted annually by their Team Leader. All unit members, including the Unit
Leader, must be approved annually by the church.
The Unit Leader or Chair:
1. Enlists annually new unit or committee members as needed, and notifies the Team
Leader, who will report names to the Chair of the Nominating Committee.
2. Serves as a voting member of their Team, and attends each meeting of the Team, or sends
a unit representative if unable to attend.
3. Prepares an annual budget and submits it to their Team Leader upon request from the
Stewardship/Finance Committee, which usually will be around September each year.
4. Ensures that their unit/committee stays within the budgeted limits for the year. Any
expenditure in excess of the unit/committee approved budget must be approved by the
Team Leader, who will forward the recommendation to the Stewardship/Finance
Committee prior to any funds being expended. (Refer to Form #150, Budget Change
Form in the P&P Manual.)
5. Ensures that unit information or requests for changes in the functions of the
unit/committee are updated as needed by submitting written requests to the Team Leader,
who will forward the recommendation to the Policies and Procedures Committee for
action and possible inclusion in the P&P Manual.
6. Maintains an internal procedures document/manual describing how the unit/committee
responsibilities are accomplished. Records procedures in a format useful to succeeding
unit members. Maintains these procedures in a folder or three-ring binder to be passed to
the next Unit Chair or Leader. Keeps the procedures current and updated and modified as
conditions and changes warrant.
7. Develops a checklist to aid in carrying out the unit/committee responsibilities. (Refer to
Unit Procedures Example Page in the P&P Manual.)
8. Develops and maintains any forms unique to the unit.
9. Checks the Constitution/Bylaws and the P&P Manual regularly to ensure their
unit/committee policies and procedures remain in compliance with these documents.
10. Ensures that all members of the unit/committee are knowledgeable of the responsibilities
of their unit/committee.
Page 1 of 2. Change 2, modified para 9 to include “and the P&P Manual.” Revised 4 May 2012
Ministry Units by Team
37
General Responsibilities (con’d)
It is recommended that at the first (organizational) meeting of each church year when new unit
members take office:
1. The outgoing Chair or Unit Leader makes arrangements for each unit member to be given
copies of this page, the unit description page, and any forms or attachments used by the
unit.
2. The unit members review and discuss each item in the Unit Responsibilities section to
ensure each unit member understands what is to be done during their tenure. The
members review the responsibilities of the Chair listed on this page, as they will be
expected to support his/her efforts during the year.
3. The Chair, Unit Leader, or designated unit member keeps minutes of meetings held
during the year. A copy of these minutes will be given to the Team Leader. A complete
set of the Unit’s minutes will be passed on to the succeeding unit Chair or Leader.
Page 2 of 2 Revised 9 Sept 2011
Ministry Units by Team
38
UNIT PROCEDURES EXAMPLE PAGE
Suggested Outline for How This Unit Functions
Following are some suggestions a Unit Leader may consider when developing a checklist to aid
the unit in carrying out its responsibilities and its internal set of policies and procedures. These
suggestions are not all inclusive, and each Unit Leader or Chair will need to delete and add
topics to best reflect the unit’s unique responsibilities. When developing a checklist as an aid to
the functioning of this unit, consider including who is to do it, the date it is to be accomplished,
etc.
1. Review the Unit Responsibilities and Unit Composition documented in the Policies and
Procedures Manual.
2. Select personnel for leadership positions, such as coordinators, a forms manager and a
secretary.
3. Determine methods of communication between members (church boxes, e-mail,
telephone, etc.).
4. Determine criteria for regular unit meetings:
a. Frequency, when, where, and the general duration of meetings
b. How to be notified of meeting date and time
c. Notification when a member must be absent
d. Who is responsible for the agenda
e. Who is responsible for minutes of the meeting (if necessary)
f. Establish a quorum for meetings
5. Specialized information/training:
a. Vendors
b. Equipment operation
c. Travel needs/expectations/restrictions
d. Safety issues
e. Confidentiality issues
f. Background checks (if required)
g. Developing detailed written internal procedures for the unit
6. Relationship with/to other units
Revised 11 February 2011
39
1.
ADMINISTRATION TEAM
40
ADMINISTRATOR (CHURCH ADMINISTRATOR/VOLUNTEER)
UNIT RESPONSIBILITIES:
1. Serve as an assistant to the Senior Pastor.
2. See that proper church records, inventories, and procedures manuals are maintained and
current (financial, personnel, facilities, and office procedures and manuals).
3. Work with the Senior Pastor or his designee to provide direction and coordination for the
Church Leadership Council.
4. Work with all committees and teams to ensure consistency and accuracy in all church
matters.
5. Ensure that Church Office personnel have all necessary supplies and equipment.
6. Prepare the Church Office budget, including telephone expense.
7. Assist administrative and support staff as needed.
8. Attend Stewardship and Finance Committee meetings when requested by the pastor.
9. Attend weekly staff meetings, retreats and Administration Team Meetings.
10. Comply with the “General Responsibilities For All Unit Leaders” policy of the Policies
and Procedures Manual.
11. Work with Teams, as requested, in budget preparations.
UNIT COMPOSITION:
1. This unit shall consist of one member who will be nominated by the Senior Pastor and
Team Leader and approved annually by the church.
2. If the Administrator resigns or cannot complete the term of office to which elected, the
Senior Pastor and Team Leader will select a replacement to be approved by the church.
3. This person shall also serve as a staff representative on a Team.
ADDITIONAL INFORMATION: None
ASSOCIATED FORMS: None
Revised 11 February 2011
41
CONSTITUTION/BYLAWS
UNIT RESPONSIBILITIES:
1. Ensure that maintenance of the document (Constitution/Bylaws) is in good order, with all
additions, deletions, amendments, and corrections properly identified, recorded and
cross-referenced.
2. Coordinate with the Policies and Procedures Committee to ensure that policies and
procedures do not conflict with the Constitution/Bylaws.
3. Bring any discrepancies in the Church Constitution or Bylaws to the Church Leadership
Council for clarification.
4. Recommend amendments of the Constitution/Bylaws to the Church Leadership Council,
and prepare approved amendments for presentation to the church membership.
5. Present recommendations for amendments to the Constitution or Bylaws to the church
membership per the procedures for amending the documents.
6. Comply with the “General Responsibilities For All Unit Leaders” policy of the Policies
and Procedures Manual.
UNIT COMPOSITION:
1. This unit shall consist of three members who have been members of the church at least
two years.
2. The Team Leader will select a Unit Leader annually.
3. The Unit Leader will select the remaining members. All members will be approved
annually by the church.
4. If the Unit Leader resigns or cannot complete the term of office to which elected, the
Team Leader will select a new Unit Leader who will serve for the remainder of that year.
The church must approve the selection.
5. In the event that any unit member resigns or cannot complete the term of office to which
elected, the Unit Leader shall recruit a new committee member to be approved by the
church.
ADDITIONAL INFORMATION:
Detailed information for amending the Constitution or Bylaws can be found in the Constitution
and in the Bylaws.
ASSOCIATED FORMS:
All requests for changes to the Constitution/Bylaws must be made using the following form:
Form #210, Constitution/Bylaws Revision Request
Revised 9 Sept 2011
42
GROUNDS AND MAINTENANCE
UNIT RESPONSIBILITIES:
1. Recommend policies to the Church Leadership Council regarding the maintenance and
upkeep of church properties.
2. Ensure the security of the building, and coordinate with the Church Secretary to manage
the allocation/security of keys.
3. Oversee the maintenance of the church grounds to include shrubbery, grass, and ground
covers.
4. Assign work duties for volunteers.
5. Coordinate with the custodian(s) and oversee the maintenance and repair of the interior
and exterior of the church building.
6. Coordinate with the custodian(s) and oversee the operation and maintenance of the
heating and air-conditioning systems.
7. Oversee the regular maintenance of the parking lot, including snow removal and leaf
removal.
8. Oversee the maintenance of church Grounds and Maintenance equipment, and oversee
expenditures for new or replacement equipment directly related to Grounds and
Maintenance activities.
9. Train committee members in the safe operation and routine inspections of all Grounds
and Maintenance equipment.
10. Ensure training of, and promote safe working conditions for, the custodial staff and all
volunteer workers.
11. Meet as often as needed, and a meeting may be called by any member.
12. Comply with the “General Responsibilities For All Unit Leaders” policy of the Policies
and Procedures Manual.
UNIT COMPOSITION:
1. This unit shall consist of eight members approved annually by the church.
2. The Team Leader will select a Unit Leader annually.
3. The Unit Leader will select the remaining members
4. If the Unit Leader resigns or cannot complete the term of office to which elected, the
Team Leader will select a new Unit Leader who will serve for the remainder of that year.
The church must approve the selection.
5. If a member resigns or cannot complete the term of office to which elected, the Unit
Leader will select a replacement to be approved by the church.
ADDITIONAL INFORMATION: None
ASSOCIATED FORMS:
Form #240, Custodial/Room Request Form
Revised 9 Sept 2011
43
NOMINATING
UNIT RESPONSIBILITIES:
1. Enlist Facilitation Team Leaders with assistance and guidance from Church Leadership
Council (CLC) and present the nominees to the CLC for approval.
2. Maintain an accurate, computerized list of all Team Leaders, team units, members by
units, volunteers, church staff and church officers. Also, to distribute a copy of the list to
all church members annually, at the beginning of the church year if possible, for
approval. The inventory might include such information as areas of previous service,
special interests or skills, and any other information that would help match the member to
the unit’s needs.
3. Assist the Team Leaders and Unit Leaders to enlist members. The unit will meet as often
as needed to fulfill its responsibilities.
4. Comply with the “General Responsibilities For All Unit Leaders” policy of the Policies
and Procedures Manual.
UNIT COMPOSITION:
1. This unit shall consist of six members, who must be approved annually by the church.
a. Members shall serve for three years on a rotating basis, with two members being
replaced by two new members at the beginning of each church year.
b. One of the members shall be a Deacon.
c. A committee member who has served for three years shall be eligible for
reenlistment after a lapse of at least one year.
2. The Team Leader will select a Unit Leader annually.
3. The Team Leader, in consultation with the Nominating Committee Unit Leader, will
select the remaining members to recommend to the Church Leadership Council for
approval by the church.
4. In the event that the current Unit Leader is rotating off the unit, the Team Leader will
select a new Unit Leader, who must be approved by the church .
5. If the Unit Leader resigns or cannot complete the term of office to which elected, the
Team Leader will select a replacement to serve the remainder of the year. The church
must approve the selection.
6. If a member resigns or cannot complete the term of office to which enlisted, the Unit
Leader will enlist a replacement who will be approved by the team, the CLC, and the
church.
ADDITIONAL INFORMATION: None
ASSOCIATED FORMS: None
Revised 11 February 2011
44
PERSONNEL
UNIT RESPONSIBILITIES:
1. Assist the church in determining staff requirements, conditions of employment,
responsibilities, salaries, and benefits.
2. Develop general employment expectations and job descriptions.
3. Develop work schedules and leave criteria, and perform an annual review of same.
4. Develop performance standards and procedures.
5. Recruit, develop and oversee the paid staff organization.
6. Ensure annual performance evaluations of personnel in all positions.
7. Assist the Search and Finance Committees when a new Senior Pastor is being called.
8. Subsequent to a Senior Pastor’s being called, the Personnel Committee will make
recommendations regarding annual salary changes, benefit changes, etc.
9. In the event of the resignation or termination of a Senior Pastor, this committee will assist
the Nominating Committee to create a Pastor Search Committee.
10. The unit shall meet as often as necessary, and a meeting may be called by any member
of the unit.
11. Ensure that a quorum (majority) is present before conducting any official business.
12. Perform miscellaneous other personnel duties as they arise.
13. Comply with the “General Responsibilities For All Unit Leaders” policy of the Policies
and Procedures Manual.
UNIT COMPOSITION:
1. This unit shall consist of six members who are approved annually by the church.
a. Members shall serve for three years on a rotating basis, with two members being replaced
by two new members at the beginning of each church year.
b. No member shall be eligible for reappointment to a new three-year term until a lapse of at
least one year.
2. The Team Leader will select a Unit Leader annually.
3. The Unit Leader will select the remaining members.
4. In the event that the current Unit Leader is rotating off the unit, the Team Leader will
select a new Unit Leader, who must be approved by the church.
5. If the Unit Leader resigns or cannot complete the term of office to which elected, the
Team Leader will select a new Unit Leader who will serve for the remainder of that year.
The church must approve the selection.
6. In the event that any unit member resigns or cannot complete the term of office to which
elected, the Unit Leader shall recruit a new committee member to be approved by the
church.
ADDITIONAL INFORMATION: None
ASSOCIATED FORMS (if applicable):
Form #330, Ministerial Performance Appraisal
Form #350, Performance Evaluation Form Revised 9 Sept 2011
45
POLICIES AND PROCEDURES
UNIT RESPONSIBILITIES:
1. Expand and continually update the Policies and Procedures Manual (PPM) as needed.
2. Manage suggestions for changes/additions/deletions/intent to the Policies and Procedures
that have been written out and given to a member of the P&P Committee
3. Recommend that the Church Leadership Council approve all major changes to the PPM,
such as changes in unit composition, addition or deletion of responsibilities, or general
intent.
4. Keep the church body informed of major changes in the PPM, such as those mentioned in
item 3.
5. Monitor and work with the necessary committees to resolve any conflicts that might arise
between the Church Constitution or Bylaws and the PPM.
6. Regularly encourage Unit Leaders and unit members to offer suggestions for changes or
additions to improve the PPM.
7. Publicize the availability of the PPM in the church office and library as needed.
8. Provide a copy of each unit’s documentation (Unit Responsibilities and Composition,
plus any forms or supplements required to accomplish their task) to the Unit
Leader/Chair.
9. Comply with the “General Responsibilities For All Unit Leaders” policy of the Policies
and Procedures Manual.
UNIT COMPOSITION:
1. This unit shall consist of three or four members recruited by the Unit Leader and shall
serve for three years on a rotating basis, with one member being replaced by one new
member at the beginning of each church year. If there are four members then every third
year, two members will be replaced by two new members.
2. The Team Leader will select a Unit Leader annually.
3. The Unit Leader will select the remaining members.
4. In the event that the current Unit Leader is rotating off the unit, the Team Leader will
select a new Unit Leader, who must be approved by the church.
5. If the Unit Leader resigns or cannot complete the term of office to which elected, the
Team Leader will select a new Unit Leader who will serve for the remainder of that year.
The church must approve the selection.
6. In the event that any unit member resigns or cannot complete the term of office to which
elected, the Unit Leader shall recruit a new committee member to be approved by the
church.
ADDITIONAL INFORMATION: None
ASSOCIATED FORMS: None Revised 11 February 2011
46
SAFETY AND SECURITY
UNIT RESPONSIBILITIES:
1. Develop, implement, and maintain reasonable safety and security procedures consistent
with Tennessee Laws and Regulations for members and guests while on church property.
2. Develop and maintain a written Safety and Security Procedures Manual designed to
facilitate safety and security per item #1 above and to be used as the basis for personnel
training in safety and security procedures. Enlist and train volunteers to participate in the
work of this committee.
3. Enlist and train volunteers to participate in the work of this committee.
4. Comply with the “General Responsibilities For All Unit Leaders” policy of the Policies
and Procedures Manual.
UNIT COMPOSITION:
1. This committee shall consist of five members, who must be approved annually by the
church. They shall serve for three years on a rotating basis, with two members being
replaced by two new members at the beginning of each church year.
2. The Team Leader will select a Unit Leader annually.
3. The Unit Leader will select the remaining members.
4. In the event that the current Unit Leader is rotating off the unit, the Team Leader will
select a new Unit Leader, who must be approved by the church.
5. If the Unit Leader resigns or cannot complete the term of office to which elected, the
Team Leader will select a new Unit Leader who will serve for the remainder of that year.
The church must approve the selection.
6. In the event that any unit member resigns or cannot complete the term of office to which
elected, the Unit Leader shall recruit a new committee member to be approved by the
church.
ADDITIONAL INFORMATION:
The Safety and Security Procedures Manual is to be kept in the church library. It will be
maintained by the Unit Leader. Future Unit Leaders will be directed to the church library for
their guidance.
ADDITIONAL FORMS: None
Revised 13 July 2011
47
STEWARDSHIP AND FINANCE
UNIT RESPONSIBILITIES:
1. Develop and recommend an overall stewardship information plan for the church.
2. Administer the gifts to the church using sound principles of financial management.
3. Ensure that all collections of tithes and offerings to the church shall be counted by a
minimum of two committee members.
4. Prepare the annual budget, which shall run the calendar year (January 1 through
December 31), and submit written copies to the members on the Sunday prior to the
Wednesday when it will be discussed.
5. The budget shall be presented to the congregation for action no later than the second
Sunday in December.
6. Respond to Budget Change Requests during the church year, either approving or
disapproving. Significant expenditures must be presented to the church for approval.
7. Organize and implement plans for any large fundraising events, such as for property and
church facilities.
8. Comply with the “General Responsibilities For All Unit Leaders” policy of the Policies
and Procedures Manual.
UNIT COMPOSITION:
1. This unit shall consist of six members, who must be approved annually by the church.
a. They shall serve for three years on a rotating basis with two members being replaced
by two new members at the beginning of each church year.
b. Members are eligible for re-election after a lapse of one year.
2. The Team Leader will select a Unit Leader and an Assistant Unit Leader annually.
3. The Unit Leader will select the remaining team members.
4. In the event that the current Unit Leader is rotating off the unit, the Team Leader will
select a new Unit Leader, who must be approved by the church.
5. If the Unit Leader or Assistant Unit Leader resigns or cannot complete the term of office
to which elected, the Team Leader will select a new Unit Leader or Assistant Unit Leader
who will serve for the remainder of that year. The church must approve the selection.
6. In the event that any unit member resigns or cannot complete the term of office to which
elected, the Unit Leader shall recruit a new committee member to be approved by the
church.
ADDITIONAL INFORMATION:
1. The Church Treasurer shall be an ex-officio member.
2. A change in the church budget can be considered by submitting a Budget Change Form to the
Stewardship/Finance Committee.
ASSOCIATED FORMS: (if applicable)
Form #150, Budget Change Form (available in the church office) Revised 9 Sept 2011
48
TRANSPORTATION
UNIT RESPONSIBILITIES:
1. Supervise the use, operation, maintenance, and upkeep of all church-owned vehicles.
(See Additional Information).
2. Develop and enforce guidelines for the use of any church-owned vehicles.
3. Ensure that all church members are informed as to the guidelines and requirements for
the use of church vehicles, including trip expenses and insurance coverage. Unauthorized
use of church vehicles could invalidate the insurance coverage.
4. Maintain a list of drivers and driver qualifications, which includes a background check.
Post a list of the names of qualified drivers on the bulletin board in the lower level and
the church office.
5. Develop plans for the future needs and use of church vehicles, and recommend new
vehicles when required.
6. Comply with the “General Responsibilities For All Unit Leaders” policy of the Policies
and Procedures Manual.
UNIT COMPOSITION:
1. This unit shall consist of four members, who must be approved annually by the church.
2. The Team Leader will select a Unit Leader annually.
3. The Unit Leader will select the remaining members.
4. If the Unit Leader resigns or cannot complete the term of office to which elected, the
Team Leader will select a new Unit Leader who will serve for the remainder of that year.
The church must approve the selection.
5. In the event that any unit member resigns or cannot complete the term of office to which
elected, the Unit Leader shall recruit a new committee member to be approved by the
church.
ADDITIONAL INFORMATION:
Reserving and scheduling the use of church vehicles is the responsibility of the church staff, not
the Transportation Committee. Contact the Church Secretary to reserve or schedule a vehicle.
ASSOCIATED FORMS (if applicable):
Form #250, Driver Information – Vehicle Insurance
Form #280, Employment Criminal Records Check Authorization
Form #470, Vehicle Reservation Form (for other than Sunday and after-school Wednesday pickups)
Revised 9 Sept 2011
49
TRUSTEES
UNIT RESPONSIBILITIES:
1. Serve as corporate officers in legal matters pertaining to church property.
2. Hold in trust all property of the church and act as legal representatives of the church in
the purchase, lease, sale, transfer, acquisition or disposal of any property of the church
whether it be titled, deeded, or leased. Such action requires the signature of three trustees
and approval of the church during a regular business session with a quorum present and
voting. (“Property” is defined as land, buildings, vehicles or major equipment.)
3. Ensure that the value and integrity of property belonging to the church is maintained.
4. Maintain an up-to-date inventory record of all church property and to perform a periodic
audit/inventory of all church property.
5. Ensure that a cost-effective insurance program is in place that will adequately protect the
church against losses of any type. See the page following “Trustees” for the Insurance
Liaison Sub-Unit Responsibilities. If current members of the church Trustees do not have
expertise in the field of insurance, the Unit Leader, after obtaining input from the current
Trustees, may recommend to the Nominating Committee that up to two members of our
church who have expertise in the field of insurance be presented to the church for
approval as Insurance Liaison to handle the insurance needs of the church.
6. Request and oversee a financial audit of church property or church records as deemed
advisable or when requested by the church.
7. Develop, provide guidance, and oversee a Columbarium Sub-Unit to manage and
maintain the Columbarium. Appoint Columbarium Trustees.
8. Schedule meetings on an as-needed basis or upon the request of any Trustee.
9. Comply with the “General Responsibilities For All Unit Leaders” policy of the Policies
and Procedures Manual.
UNIT COMPOSITION:
1. This unit shall consist of six members, who must be approved annually by the church.
a. They shall serve for three years on a rotating basis with two members being
replaced by two new members at the beginning of each church calendar year.
b. After serving for a three-year term, no member will be eligible for re-election
until the lapse of at least one year.
2. The Team Leader will select a Chair and Vice Chair annually.
3. The Chair will select the remaining members.
4. In the event that the current Chair is rotating off the unit, the Team Leader will select a
new Unit Leader/Chair, who must be approved by the church.
5. If the Chair or Vice Chair resigns or cannot complete the term of office to which elected,
the Team Leader will select a new Chair or Vice Chair who will serve for the remainder
of that year. The church must approve the selection.
6. In the event that any unit member resigns or cannot complete the term of office to which
elected, the Chair shall recruit a new committee member to be approved by the church.
Page 1 of 2
50
Trustees (con’d)
ADDITIONAL INFORMATION:
1. In their capacity as corporate officers, the Chair serves as President of the corporation, and the
Vice-Chair serves as Vice-President. Other Trustees serve as Directors when action of Directors
is required. (Refer to Constitution, Article X. Corporate Church Officers.)
2. The Trustees hold all church property in trust; however, they may only act on matters
specifically authorized by the church.
3. The sub-unit of Trustee Insurance Liaison is associated with the Trustees unit.
4. The sub-unit of Columbarium Trustees is associated with the Church Trustees unit.
ASSOCIATED FORMS: None
Page 2 of 2 Revised 9 Sept 2011
51
TRUSTEE INSURANCE LIAISON SUB-UNIT
(This sub-unit is subordinate to the TRUSTEES unit.)
SUB-UNIT RESPONSIBILITIES:
1. The Insurance Liaison (IL) and the alternate IL will manage all insurance matters for the
church.
2. The IL and back-up or alternate IL will report to and work with the Trustees, who hold all
church property in trust.
3. The IL, together with the insurance company’s agent, will review the church insurance
policies annually to determine if the type and amount of insurance is adequate.
4. The IL will secure insurance quotes annually and, working with the Trustees, present
recommendations for approval.
5. The IL, together with the insurance company’s agent, will attempt to keep these
insurance premiums competitive.
6. If the IL feels the premiums are becoming too high, he/she will contact other insurance
companies for quotes to compare premium rates.
7. The IL will be responsible for responding to the insurance company’s requests for
additional information in a timely manner.
8. The IL will provide church members with answers if there are questions regarding
specific coverage and will contact the company if additional clarification is required.
9. The IL will obtain from the insurance carrier, or create, any necessary forms for church
members and church employees to complete in the event they need to file a claim.
10. The IL will advise church members and church employees of the procedure for filing a
claim.
11. The IL will review all damage claims for completeness and accuracy prior to their being
processed, and report them to the insurance company’s claim department promptly if the
claim is severe enough to warrant reporting.
12. Comply with the “General Responsibilities For All Unit Leaders” policy of the Policies
and Procedures Manual.
SUB-UNIT COMPOSITION:
1. This sub-unit shall consist of two qualified members recommended by the Trustees to the
Nominating Committee, nominated by the Nominating Committee, and approved
annually by the church.
2. The Trustees will recommend, and the Nominating Committee shall designate, one of
these members as “Insurance Liaison,” serving as the Leader, and the other member as
alternate or “backup” for the Insurance Liaison.
3. The Insurance Liaison Leader is not a member of the Church Leadership Council.
4. If either member resigns or cannot complete the term of office to which elected, the
Trustees will recommend, and the Nominating Committee will select, a replacement to be
approved by the church.
ADDITIONAL INFORMATION: None
ASSOCIATED FORMS: (if applicable)
Form #100, Accident/Injury Report Revised 9 Sept 2011
52
COLUMBARIUM TRUSTEES SUB-UNIT
(This sub-unit is subordinate to the TRUSTEES unit.)
SUB-UNIT RESPONSIBILITIES:
1. Manage all matters pertaining to the use and upkeep of the Columbarium for the church.
2. Report to and work with the Trustees, who hold all church property in trust.
3. Review the Columbarium Literature and Operating Policy annually to determine if it is
adequate and up to date.
4. Strive to keep the usage costs competitive.
5. Provide church members with answers if there are questions regarding specific use of the
Columbarium.
6. Assist any church member wanting to use the Columbarium for internment of a loved one
with the completion of any necessary paperwork.
7. Develop and maintain documentation related to the sales of Columbarium niches, and
ensure appropriate retention of records in the church office.
8. Maintain a list of names and addresses who should be notified of any significant matters
related to the Columbarium, and send out the appropriate information.
9. Comply with the “General Responsibilities For All Unit Leaders” policy in the Policies
and Procedures Manual.
SUB-UNIT COMPOSITION:
1. This sub-unit shall consist of at least five qualified members recommended by the
Trustees to the Nominating Committee, nominated by the Nominating Committee, and
approved annually by the church.
2. The Columbarium Trustees will recommend, and the Nominating Committee shall
designate, one of these members as Committee Chair or Unit Leader.
3. The Columbarium Chair/Unit Leader is not a member of the Church Leadership Council.
4. If any member resigns or cannot complete the term of office to which elected, the
Trustees will recommend, and the Nominating Committee will select, a replacement to be
approved by the church.
ADDITIONAL INFORMATION: None
ASSOCIATED FORMS: Form #180, Columbarium Application Form
Form #190, Columbarium Certificate of Use
Revised 9 Sept 2011
53
2.
MUSIC/WORSHIP TEAM
54
MUSIC/WORSHIP TEAM LEADER
UNIT RESPONSIBILITIES:
1. Prepare the agenda for, and conduct all team meetings.
2. Represent the Music/Worship Team at all Church Leadership Council meetings, and
bring any necessary Team business before the Council.
3. Oversee and assist, when necessary, any Coordinator, Assistant or Chair of the team.
4. Process Form #140, Audio/Video Request Form, received from any team member or
individual seeking the assistance of the Audio and/or Video Coordinator.
5. Reach out to the congregation to enroll new volunteers for the Music/Worship team.
6. Encourage each team Coordinator, Assistant or Chair to bring new volunteers into their
areas.
7. Make a commitment to training and discipleship.
8. Research new ideas, and allow for team creativity.
9. Disciple team members in how to minister to other team members.
10. Have a daily spiritual walk and Bible study with the Lord.
11. Encourage each team member to have a daily spiritual walk and Bible study with the
Lord.
12. Develop personal spiritual gifts hospitality, encouragement, shepherding, teaching,
leadership, knowledge and wisdom.
13. Obtain church-offered training entitled "The Great Race."
14. Maintain the Music/Worship Team Internal Procedures Manual that describes the
responsibilities of each Coordinator, Assistant and Chair.
15. Check the Constitution/Bylaws regularly to ensure the team's policies and procedures
comply with these documents.
16. Comply with the "General Responsibilities For All Unit Leaders" policy of the Policies
and Procedures Manual.
ADDITIONAL INFORMATION: None
ASSOCIATED FORMS:
Form#140, Audio/Video Request Form
Revised 9 Sept 2011
55
AUDIO COORDINATOR
UNIT RESPONSIBILITIES:
1. Obtain volunteers for the positions of Sound Systems Technicians and Sound Engineers.
2. Coordinate the operation of the sound system for all church services, rehearsals and
special requests.
3. Provide training for Sound Systems Technicians and Sound Engineers.
4. Schedule and inform the Music Pastor the names of all operators to be utilized for
rehearsals, services and/or special events during the week.
5. Provide input for budgetary needs in the audio area.
6. Research new ideas and allow for team creativity.
7. Reach out into the congregation to enroll new volunteers for the positions of Sound
Systems Technicians and Sound Engineers.
8. Develop new leadership within the sub-teams.
9. Encourage each sub-team member to bring new volunteers into their sub-team.
10. Make a commitment to training and discipleship.
11. Disciple sub-team members in how to minister to other sub-team members.
12. Have a daily spiritual walk and Bible study with the Lord.
13. Encourage each sub-team member to have a daily spiritual walk and Bible study with the
Lord.
14. Develop personal spiritual gifts of hospitality, encouragement, shepherding, teaching,
leadership, knowledge and wisdom.
15. Obtain church-offered training entitled "The Great Race."
16. Comply with the "General Responsibilities For All Unit Leaders" policy of the Policies
and Procedures Manual.
UNIT COMPOSITION:
1. The Team Leader will select a Unit Leader (Audio Coordinator) annually.
2. The Audio Coordinator will be approved annually by the church.
3. The Unit Leader will select the remaining members of the Audio sub-team, e.g., Sound
System Technician and Sound Engineers.
4. If the Unit Leader resigns or cannot complete the term of office to which elected, the
Team Leader will select a new Unit Leader who will serve for the remainder of that year.
The church must approve the selection.
ADDITIONAL INFORMATION: None
ASSOCIATED FORMS: None
9 Sept 2011
56
VIDEO COORDINATOR
UNIT RESPONSIBILITIES:
1. Assist sub-team leaders with their responsibilities.
2. Enter data of all lyrics into PowerPoint slides.
3. Enter data of all sermon points into PowerPoint slides.
4. Add graphics and format all PowerPoint slides.
5. Design and produce a presentation for announcements.
6. Produce videos for use with sermon themes.
7. Schedule and inform the Music Pastor the names of all operators to be utilized for
rehearsals, services and/or special events during the week.
8. Reach out into the congregation to enroll new volunteers for the positions of
Video/Graphics Technician, Systems Technicians, Video Editors, Data Entry, Graphics
and Operators.
9. Coordinate the weekly Sunday morning and evening services’ PowerPoint presentations
with the church office staff.
10. Coordinate the operation of video presentations for all church services, rehearsals and
special requests.
11. Provide training for all personnel, e.g., Video/Graphics Technician, Systems Technicians,
Video Editors, Data Entry, Graphics and Operators.
12. Provide ideas of new video presentations for church services.
13. Provide input for budgetary needs of the video area.
14. Research new ideas and allow for team creativity.
15. Encourage each sub-team member to bring new volunteers into their sub-team.
16. Make a commitment to training and discipleship.
17. Develop new leadership within the sub-teams.
18. Disciple sub-team members on how to minister to other sub-team members.
19. Have a daily spiritual walk and Bible study with the Lord.
20. Encourage each sub-team member to have a daily spiritual walk and Bible study with the
Lord.
21. Develop personal spiritual gifts of hospitality, encouragement, shepherding, teaching,
leadership, knowledge and wisdom.
22. Obtain church-offered training entitled "The Great Race.”
23. Comply with the "General Responsibilities For All Unit Leaders" policy of the Policies
and Procedures Manual.
UNIT COMPOSITION:
1. The Team Leader will select a Unit Leader (Video Coordinator) annually.
2. The Video Coordinator will be approved annually by the church.
3. The Unit Leader will select the remaining members of the Video sub-team, e.g.,
Video/Graphics Technician, Systems Technicians, Video Editors, Data Entry, Graphics
and Operators.
4. If the Unit Leader resigns or cannot complete the term of office to which elected, the
Team Leader will select a new Unit Leader who will serve for the remainder of that year.
The church must approve the selection. Page 1 of 2
57
Video Coordinator (Con’d)
ADDITIONAL INFORMATION: None
ASSOCIATED FORMS: None
Page 2 of 2 9 Sept 2011
58
CREATIVE ARTS COORDINATOR
UNIT RESPONSIBILITIES:
1. Coordinate different elements used in services, e.g., scripture reading, drama, interpretive
movement, etc.
2. Obtain members for scripture reading in each Sunday morning service.
3. Obtain persons for special music or presentations for Sunday services.
4. Provide training for all personnel, e.g., Drama Director and Interpretive Movement
Director.
5. Assist in designing creative presentations for Sunday services.
6. Schedule and inform the Music Pastor of all special events, e.g., music, drama,
interpretive movement, etc., for all services and/or special events for the week.
7. Research new and creative ideas for services and sermon themes.
8. Assist in developing and calendaring special events.
9. Coordinate the Baptismal services in a creative manner.
10. Assist in coordinating Lord Supper events in a creative manner.
11. Provide input for budgetary needs of the creative arts areas.
12. Reach out into the congregation to enroll new volunteers for the positions of Drama
Director and Interpretive Movement Director.
13. Encourage each sub-team member to bring new volunteers into their sub-teams.
14. Make a commitment to training and discipleship.
15. Develop new leadership within the sub-teams.
16. Research new ideas and allow for team creativity.
17. Disciple sub-team members in how to minister to other sub-team members.
18. Have a daily spiritual walk and Bible study with the Lord.
19. Encourage each sub-team member to have a daily spiritual walk and Bible study with the
Lord.
20. Develop personal spiritual gifts of hospitality, encouragement, shepherding, teaching,
leadership, knowledge and wisdom.
21. Obtain church-offered training entitled "The Great Race.”
22. Comply with the "General Responsibilities For All Unit Leaders" policy of the Policies
and Procedures Manual.
UNIT COMPOSITION:
1. The Team Leader will select a Unit Leader (Creative Arts Coordinator) annually.
2. The Creative Arts Coordinator will be approved annually by the church.
3. The Unit Leader will select the remaining members of the Creative Arts sub-team, e.g.,
Drama Director and Interpretive Movement Director.
4. If the Unit Leader resigns or cannot complete the term of office to which elected, the
Team Leader will select a new Unit Leader who will serve for the remainder of that year.
The church must approve the selection.
Page 1 of 2
59
Creative Arts Coordinator (Con’d)
ADDITIONAL INFORMATION: None
ASSOCIATED FORMS: None
Page 2 of 2 9 Sept 2011
60
GRADED MUSIC COORDINATOR
UNIT RESPONSIBILITIES:
1. Work with the Children's and Youth's music leaders in their presentations.
2. Secure the various graded music directors.
3. Provide training for volunteers who wish to serve in the music leadership of the Children
and Youth.
4. Coordinate rehearsal and performance schedules for all graded music groups.
5. Assist in submitting creative music ideas for services and events.
6. Assist in suggesting music and programs.
7. Reach out into the congregation to enroll new volunteers for Children's Music Director
and future Preschool and Youth positions.
8. Develop new leadership within the sub-teams.
9. Encourage each sub-team member to bring new volunteers into their sub-teams.
10. Make a commitment to training and discipleship.
11. Research new ideas and allow for team creativity.
12. Provide input for budgetary needs of the graded music area.
13. Disciple sub-team members in how to minister to other sub-team members.
14. Have a daily spiritual walk and Bible study with the Lord.
15. Encourage each sub-team member to have a daily spiritual walk and Bible study with the
Lord.
16. Develop personal spiritual gifts of hospitality, encouragement, shepherding, teaching,
leadership, knowledge and wisdom.
17. Obtain church-offered training entitled "The Great Race.”
18. Comply with the "General Responsibilities For All Unit Leaders" policy of the Policies
and Procedures Manual.
UNIT COMPOSITION:
1. The Team Leader will select a Unit Leader (Graded Music Coordinator) annually.
2. The Graded Music Coordinator will be approved annually by the church.
3. The Unit Leader will select the remaining members of the Graded Music sub-team, e.g.,
Children's Music Director.
4. If the Unit Leader resigns or cannot complete the term of office to which elected, the
Team Leader will select a new Unit Leader who will serve for the remainder of that year.
The church must approve the selection.
ADDITIONAL INFORMATION: None
ASSOCIATED FORMS: None
9 Sept 2011
61
MUSIC ADMINISTRATIVE ASSISTANT
UNIT RESPONSIBILITIES:
1. Work with the Music/Worship Pastor in preparation for all rehearsals of the Celebration
Choir, the Praise and Worship Choir and/or the Handbell Choir.
2. Assist the Worship/Music Pastor with communication to all music members through
letters, phone calls, e-mails, internet updates, etc.
3. Develop new leaders within the sub-teams.
4. Secure singers using the microphones for Sunday evening services.
5. Maintain a listing of all music for all groups.
6. Prepare the weekly music notebooks for the Praise and Worship instrumentalists.
7. Oversee the receipt and filing of all new music purchased by the Music/Worship Pastor.
8. Coordinate the purchase, receipt and filing of all new music.
9. Maintain master music folders for all instrumentalists.
10. Coordinate any needed publicity with the Fellowship/Communications Team.
11. Provide input for budgetary needs of the area.
12. Reach out into the congregation to enroll new volunteers for the positions of Music
Librarian/Secretary, Celebration Choir Liaison, Praise and Worship Choir Liaison, and
Handbell Liaison.
13. Provide training for all personnel, e.g., Music Librarian/Secretary, Celebration Choir
Liaison, Praise and Worship Choir Liaison and Handbell Liaison.
14. Develop new leadership within the sub-teams.
15. Research new ideas and allow for team creativity.
16. Encourage each sub-team member to bring new volunteers into their sub-teams.
17. Make a commitment to training and discipleship.
18. Disciple sub-team members in how to minister to other sub-team members.
19. Have a daily spiritual walk and Bible study with the Lord.
20. Encourage each sub-team member to have a daily spiritual walk and Bible study with the
Lord.
21. Develop personal spiritual gifts of hospitality, encouragement, shepherding, teaching,
leadership, knowledge and wisdom.
22. Obtain church-offered training entitled "The Great Race.”
23. Comply with the "General Responsibilities For All Unit Leaders" policy of the Policies
and Procedures Manual.
UNIT COMPOSITION:
1. The Team Leader will select a Unit Leader (Music Administrative Assistant) annually.
2. The Music Administrative Assistant will be approved annually by the church.
3. The Unit Leader will select the remaining members of the Music Administrative
Assistant sub-team, e.g., Music Librarian/Secretary, Celebration Choir Liaison, Praise
and Worship Choir Liaison and Handbell Liaison.
4. If the Unit Leader resigns or cannot complete the term of office to which elected, the
Team Leader will select a new Unit Leader who will serve for the remainder of that year.
The church must approve the selection. Page 1 of 2
62
Music Administrative Assistant (Con’d)
ADDITIONAL INFORMATION: None
ASSOCIATED FORMS: None
Page 2 of 2 9 Sept 2011
63
GET CONNECTED COORDINATOR
UNIT RESPONSIBILITIES:
1. Coordinate efforts with the Administration Team and Transportation Committee
regarding the bus, shuttles and parking lot.
2. Provide input for budgetary needs of the Get Connected area.
3. Reach out into the congregation to enroll new volunteers for the positions of Campus
Director, Welcome Center Manager, Service Greeters (Ushers) Manager and Campus
Guides Manager.
4. Provide training for all personnel, e.g., Campus Director, Welcome Center Manager,
Service Greeters (Ushers) Manager and Campus Guides Manager.
5. Encourage each sub-team member to bring new volunteers into their sub-teams.
6. Develop new leadership within the sub-teams.
7. Research new ideas and allow for team creativity.
8. Make a commitment to training and discipleship.
9. Disciple sub-team members in how to minister to other sub-team members.
10. Have a daily spiritual walk and Bible study with the Lord.
11. Encourage each sub-team member to have a daily spiritual walk and Bible study with the
Lord.
12. Develop personal spiritual gifts of hospitality, encouragement, shepherding, teaching,
leadership, knowledge and wisdom.
13. Obtain church-offered training entitled "The Great Race.”
14. Comply with the "General Responsibilities For All Unit Leaders" policy of the Policies
and Procedures Manual.
UNIT COMPOSITION:
1. The Team Leader will select a Unit Leader (Get Connected Coordinator) annually.
2. The Get Connected Coordinator will be approved annually by the church.
3. The Unit Leader will select the remaining members of the Get Connected sub-team, e.g.,
Campus Director, Welcome Center Manager, Service Greeters (Ushers) Manager and
Campus Guides Manager
4. If the Unit Leader resigns or cannot complete the term of office to which elected, the
Team Leader will select a new Unit Leader who will serve for the remainder of that year.
The church must approve the selection.
ADDITIONAL INFORMATION: None
ASSOCIATED FORMS: None
9 Sept 2011
64
PRODUCTION COORDINATOR
UNIT RESPONSIBILITIES:
1. Assist in giving direction to all involved personnel in following the order of worship.
Give creative input in helping worship flow go smoothly.
2. Give cues to all involved personnel during special productions.
3. Assist in directing camera production and video editing.
4. Provide input for budgetary needs for the production area.
5. Reach out into the congregation to enroll new volunteers for the positions of Set
Design/Builder Director, Props/Stage Director, Costume/Makeup Director, Advertising
Director, Hospitality Director and Fellowship Director.
6. Provide training for all personnel, e.g., Set Design/Builder Director, Props/Stage
Director, Costume/Makeup Director, Advertising Director, Hospitality Director and
Fellowship Director.
7. Encourage each sub-team member to bring new volunteers into their sub-teams.
8. Research new ideas and allow for team creativity.
9. Develop new leadership within the sub-teams.
10. Make a commitment to training and discipleship.
11. Disciple sub-team members in how to minister to other sub-team members.
12. Have a daily spiritual walk and Bible study with the Lord.
13. Encourage each sub-team member to have a daily spiritual walk and Bible study with the
Lord.
14. Develop personal spiritual gifts of hospitality, encouragement, shepherding, teaching,
leadership, knowledge and wisdom.
15. Obtain church-offered training entitled "The Great Race."
16. Comply with the "General Responsibilities For All Unit Leaders" policy of the Policies
and Procedures Manual.
UNIT COMPOSITION:
1. The Team Leader will select a Unit Leader (Production Coordinator) annually.
2. The Production Coordinator will be approved annually by the church.
3. The Unit Leader will select the remaining members of the Production sub-team, e.g., Set
Design/Builder Director, Props/Stage Director, Costume/Makeup Director, Advertising
Director, Hospitality Director and Fellowship Director.
4. If the Unit Leader resigns or cannot complete the term of office to which elected, the
Team Leader will select a new Unit Leader who will serve for the remainder of that year.
The church must approve the selection.
ADDITIONAL INFORMATION: None
ASSOCIATED FORMS: None 9 Sept 2011
65
BAPTISM
UNIT RESPONSIBILITIES:
1. Assist candidates for baptism as scheduled and directed by the Senior Pastor.
2. Ensure that candidates are informed as to when and where to report for baptism.
3. Arrange with the custodian to fill the baptistry, see that the water is properly heated, and
then drained following the baptism.
4. Ensure that baptismal garments are available and laid out, provide assistance in dressing
for baptism and assist candidates as they go into and come out of the baptistry.
5. Provide the necessary supplies such as robes, towels, hair dryers, etc., and to arrange for
replenishment of supplies as needed.
6. Coordinate and work with the custodial staff to keep the dressing room and facilities in
order.
7. Ensure that Certificates of Baptism are completed, signed by the Pastor and delivered to
the church member.
8. Provide rules governing the use of baptistry by non-members of the church.
9. Comply with the “General Responsibilities For All Unit Leaders” policy of the Policies
and Procedures Manual.
UNIT COMPOSITION:
1. This unit shall consist of four men and four women who are members, who must be
approved annually by the church.
2. The Team Leader will select a Unit Leader annually.
3. The Unit Leader will select the remaining members of the unit.
4. If the Unit Leader resigns or cannot complete the term of office to which elected, the
Team Leader will select a new Unit Leader who will serve for the remainder of that year.
The church must approve the selection.
5. In the event that any unit member resigns or cannot complete the term of office to which
elected, the Unit Leader shall select a new committee member to be approved by the
church.
ADDITIONAL INFORMATION: None
ASSOCIATED FORM(S):
Form #240, Custodial/Room Request Form
Revised 9 Sept 2011
66
USHERS AND GREETERS
UNIT RESPONSIBILITIES:
1. Be available at all regularly-scheduled worship services to greet people as they enter and
leave the church.
2. Guide visitors to a Sunday School class, and arrange for them to be escorted to the
worship service afterwards.
3. Staff the Welcome Table with greeters to welcome visitors and members, and ask visitors
to complete the Visitor Registration card.
4. Ensure, in a polite way, that worshipers do not enter the sanctuary during prayer or before
the on-going service has concluded (presuming they are not just late arrivals).
5. Seat people in the sanctuary at the proper times, providing them with a bulletin and other
handout materials as needed. Also, to assist them in finding seats when the sanctuary is
crowded, and to arrange other seating areas if needed.
6. Be attentive to the needs of the congregation and presenter or worship leader, and to be
prepared to respond to any unusual circumstances. (For example, if a speaker needs
water.)
7. Plan and train ushers for overseeing the evacuation of both the upper and lower levels of
the church facilities in case of emergencies.
8. Train ushers in the use of the emergency equipment in the church, such as: fire
extinguishers and automated external defibrillator (AED).
9. Train ushers in cardiopulmonary resuscitation (CPR).
10. Patrol the Extended Child Care areas in the lower level of the church during times when
there are only the workers and children present.
11. Arrange for the reception of the tithes and offerings during the worship services, and to
ensure the security thereof.
12. Enlist, train, and schedule volunteer ushers and greeters.
13. Develop and publish guidelines for the provision of ushers at special events such as
funerals and non-church-member-related events.
14. Assist disabled attendees with parking their cars, as needed; to direct drivers to vacant
parking spaces when the parking lot is crowded; and to direct traffic as needed when the
parking-lot exits and entrances are congested.
15. Inform the church office when “Visitor Cards” or pens need to be ordered or duplicated.
16. Ensure that Visitor Cards and pens are available in the pews at all times.
17. Comply with the “General Responsibilities For All Unit Leaders” policy of the Policies
and Procedures Manual.
Page 1 of 2
67
Ushers and Greeters (con’d)
UNIT COMPOSITION:
1. This unit shall consist of a Head Usher (Unit Leader), Assistant Head Usher (Assistant
Unit Leader), and volunteer ushers and greeters.
2. The Team Leader will select the Head Usher, and the Head Usher (Unit Leader) will
nominate the Assistant Head Usher and volunteer ushers. The Head Usher and Assistant
Head Usher must be approved annually by the church.
3. The Head Usher will determine the number of volunteers needed.
4. If the Head Usher resigns or cannot complete the term of office to which elected, the
Team Leader will select a new Head Usher who will serve for the remainder of that
year. The church must approve the selection.
5. If the Assistant Head Usher resigns or cannot complete the term of office to which
elected, the Head Usher will select a new Assistant Head Usher who will serve for the
remainder of that year. The church must approve the selection.
6. In the event that any unit member resigns or cannot complete the term of office to which
elected, the Head Usher shall recruit a new committee member.
ADDITIONAL INFORMATION: None
ASSOCIATED FORMS: None
Page 2 of 2 Revised 11 February 2011
68
3.
COMMUNICATIONS/FELLOWSHIP TEAM
69
COMMUNICATIONS/FELLOWSHIP TEAM LEADER
RESPONSIBILITIES:
1. Schedule Team meetings, monthly or more frequently, as necessary. Request a meeting
room (Form #240, Custodial/Room Request Form). Notify Team members of scheduled
meetings via e-mail or Planning Center Online. Develop Agenda for meeting.
2. Serve as a voting member of the Church Leadership Council, and attend each meeting of
the Council or send a representative if unable to attend.
3. Prepare an annual budget and submit it to the Stewardship/Finance Committee when
requested (usually around September of each year).
4. Ensure that the Team stays within the budgeted limits for the year. Any expenditure in
excess of the Team’s approved budget must be approved by the Stewardship/Finance
Committee prior to any funds being expended. Refer to Form #150, Budget Change
Form, in the P&P Manual.
5. Ensure that Team information or requests for changes in the functions of the Team are
updated as needed by submitting updates to the Policies and Procedures Committee for
their action and possible inclusion into the P&P Manual.
6. Maintain a procedures document or manual describing how each Coordinator’s
responsibilities are accomplished. The procedures are to be recorded in a format useful to
succeeding Coordinators. These procedures are to be maintained in a folder or three-ring
binder and passed to the next coordinator. The procedures are to be kept current and
updated and modified as conditions and changes warrant. Develop a checklist to aid in
carrying out the Coordinators responsibilities. (Refer to Unit Procedures Example Page.)
7. Check the Constitution/Bylaws regularly to ensure the Team’s policies and procedures
comply with these documents.
8. Ensure that all members of the Team are knowledgeable of the responsibilities of their
Coordinators or Unit Leaders.
9. Comply with the “General Responsibilities For All Unit Leaders” policy of the Policies
and Procedures Manual.
ADDITIONAL INFORMATION: None
ASSOCIATED FORMS:
Form #150, Budget Change Form
Form #240, Custodial/Room Request Form
Revised 9 Sept 2011
70
FLOWERS AND DECORATING
UNIT RESPONSIBILITIES:
1. Provide flowers for the sanctuary (and entrance lobby and other areas, if appropriate) for
each Sunday worship service.
2. Provide flowers or decorations in the sanctuary (and entrance lobby and other areas, if
appropriate) for special holidays including Palm Sunday, Easter, Mother’s Day,
Memorial Day, Father’s Day, July 4th
, Thanksgiving and Christmas. Decorations for
other special occasions, such as Veteran’s Day, may be requested by the pastoral staff.
3. Acknowledge in the church bulletin those who provide floral arrangements given in
memory or honor of individuals or organizations.
4. Care for live flowers in all inside and outside areas. There will be two outside urns with
fresh flowers for the season. During the winter, silk flowers will be used. This includes:
arranging, watering, removal, dusting of silk flower arrangements dispersed throughout
the church, etc.
5. Make, repair, and place banners for display.
6. Assist the Special Events Committee with certain special events.
7. Comply with the “General Responsibilities for all Unit Leaders” policy in the Policies
and Procedures Manual.
UNIT COMPOSITION:
1. There will be a Flowers and Decorating Coordinator or two Co-Coordinators as approved
by the Church. If either coordinator resigns or cannot complete the term of office to
which elected, the Communications/Fellowship Team will recommend the replacement
and give name(s) to the Nominating Committee to put before the Church for approval.
2. The coordinators will serve for three years.
3. In addition, the team will consist of eight to ten volunteer members.
ADDITIONAL INFORMATION: None
ASSOCIATED FORMS: None
Revised 6 May 2011
71
FOOD SERVICE
UNIT RESPONSIBILITIES:
1. Oversee the church kitchen by ensuring that the kitchen is clean and usable by stocking
ample supplies of appropriate items.
2. Purchase and prepare meats for events such as the monthly Fellowship Dinner and the
annual Christmas/Thanksgiving meal.
3. Make recommendations to the church for major kitchen purchases and supervise the
purchase and installation of such items.
4. Assist the Special Events Team or other Teams with supplies when needed.
5. Enlist, train and schedule food service volunteers.
6. Enlist and train six to eight people, couples or singles, who will assist you at any given
event.
7. Develop and implement policies and procedures that will ensure sanitary and safe
handling, storage and serving of food.
8. Keep a record of supplies, cost and recommended places to purchase.
9. Keep a record of inventory to be kept on hand.
10. Maintain a procedure manual to be passed on to the next Unit Leader.
11. Comply with the “General Responsibilities For All Unit Leaders” policy of the Policies
and Procedures Manual.
UNIT COMPOSITION:
1. There will be a Food Service Coordinator or two Co-Coordinators to be approved
annually by the church. In addition, the team will consist of six to eight core members.
2. The Team Leader will select a Unit Leader (Food Service Coordinator(s) annually.
3. The Unit Leader will select the remaining members.
4. The members will serve for three years with two core members rotating off each year.
ADDITIONAL INFORMATION:
Food Service members are not expected to wash “potluck” dishes brought from home. Members
are not responsible for vacuuming area. It is the responsibility of the Coordinator to work out the
setup procedure with maintenance for Fellowship dinners. Generally, Food Service will empty
the trash containers in the kitchen and reline the containers.
ASSOCIATED FORMS:
Form #240, Custodial/Room Request Form
Form #320, Kitchen Equipment Use Request Revised 4 Nov 2011
72
MEDIA ARTS
UNIT RESPONSIBILITIES:
1. Prepare and update the church pictorial directory, frequency to be determined by the
church leaders.
2. Create media productions for church-sponsored events, special services, or upon the
request of the pastors of the church.
3. Comply with the “General Responsibilities For All Unit Leaders” policy of the Policies
and Procedures Manual.
UNIT COMPOSITION:
1. One Coordinator (Unit Leader) will be nominated by the Communications/Fellowship
Team Leader and approved annually by the church.
2. Volunteers will be enlisted by the Coordinator to serve as needed.
3. If the Coordinator (Unit Leader) resigns or cannot complete the term of office to which
elected, a new Coordinator will be selected by the Communications/Fellowship Team
Leader and approved by the church.
ADDITIONAL INFORMATION: None
ASSOCIATED FORMS: None
Original: 11 Feb 2011
73
PRESS
UNIT RESPONSIBILITIES:
1. Create and place all advertising, articles or pictures for any church-sponsored event, e.g.,
special services, speakers, bridge events, revivals, etc., to the local newspapers or on the
radio.
2. Assist any other team with preparation of their advertising if they request our help.
3. Write and place summary of each week’s morning sermon in local paper.
4. Comply with the “General Responsibilities For All Unit Leaders” policy of the Policies
and Procedures Manual.
UNIT COMPOSITION:
1. One Coordinator (Unit Leader) will be nominated by the Communications/Fellowship
Team Leader and approved annually by the church.
2. Volunteers will be enlisted by the Unit Leader to serve as needed.
3. If the Coordinator (Unit Leader) resigns or cannot complete the term of office to which
elected, a new Coordinator will be selected by the Communications/ Fellowship Team
Leader and approved by the church.
ADDITIONAL INFORMATION: None
ASSOCIATED FORMS: None
Original 11 February 2011
74
PUBLICATIONS
UNIT RESPONSIBILITIES:
1. Review monthly newsletter for accuracy and appropriateness of material.
2. Review Sunday bulletin for accuracy and format.
3. Present newsletter and bulletin to Communications/Fellowship Team periodically for
review of effectiveness and suggestions for improvement.
4. Coordinate all preparation for presentation of Lap 1 of “The Great Race” whenever
scheduled by the Pastor.
5. Comply with the “General Responsibilities For All Unit Leaders” policy of the Policies
and Procedures Manual.
UNIT COMPOSITION:
1. One Coordinator (Unit Leader) will be nominated by the Communications/Fellowship
Team Leader and approved annually by the church.
2. Volunteers will be enlisted by the Unit Leader to serve as needed
3. If the Coordinator (Unit Leader) resigns or cannot complete the term of office to which
elected, a new Coordinator will be selected by the Communications/ Fellowship Team
Leader and approved by the church.
ADDITIONAL INFORMATION: None
ASSOCIATED FORMS: None
Original 11 February 2011
75
SPECIAL EVENTS
UNIT RESPONSIBILITIES:
1. Coordinate of all special events that are church-wide in nature.
2. Determine the group’s responsibilities by the nature of the event. In some cases the group
will be completely in charge of planning and carrying out all aspects of a social event (for
example, the annual church picnic); while at other times, the role will be as a participant.
3. Enlist help and support from other groups such as the Flower and Decorating or Food
Services, as well as solicit help and participation from church members and attendees.
4. Recruit “core” volunteers for the Special Events unit.
5. Conduct Special Events unit meetings as needed.
6. Keep records of events including, but not limited to, costs, amount of food
needed/requested, approximate number of attendees, advertising for the event, etc.
7. Complete all church paperwork necessary for an event, e.g., room(s) reservation,
advertisement in church newsletter, church bulletin, etc.
8. Coordinate/enlist support from other units/teams, e.g., Food Services, Decorating, and
Worship Team.
9. Comply with the “General Responsibilities For All Unit Leaders” policy in the Policies
and Procedures Manual.
UNIT COMPOSITION:
1. This group will consist of a Coordinator or two Co-Coordinators and eight to ten “core”
volunteers. Additional persons will be available on an “as-needed” basis.
2. The active volunteers will function as coordinators with the following primary areas of
responsibility:
a. Annual Church Picnic: Responsible for reserving location for event and working
on the event
b. Funeral Coordinator: When there is a death of a church member or regular
attending person, you are responsible for contacting the family to determine if the
family would like a meal or reception following the funeral/memorial service. If
so, then you will contact the team and plan the event. For all non-member
funerals, you will only act as an “advisor” should the family have any questions.
Please refer to the “Funeral Planning Guide” available in the church office.
c. Wedding Coordinator: Special Events does not orchestrate the wedding and
reception but will act in an advisory role should the family have questions
regarding church procedures, kitchen use, etc. Please refer to the “Wedding
Planning Guide” available from the church office.
d. Short-Notice and Miscellaneous Events: Contact team members, plan event,
request refreshments (covered dishes, cookies, etc.) from church members. Work
the event and restore the area as it was found.
Page 1 of 2 Change 2, Change “Social Events” to “Special Events.”
76
Special Events (con’d)
3. The Team Leader will select a Unit Leader(s) [Coordinator(s)] annually.
4. The Unit Leader(s) will be approved annually by the church.
5. The Unit Leader(s) [Coordinator(s)] will select the remaining members.
6. In the event that any unit member resigns or cannot complete the term of office to which
elected, the Unit Leader shall recruit a new committee member.
ADDITIONAL INFORMATION:
1. Anyone desiring to have a special celebration at the church, such as a birthday or an
anniversary party, will be responsible for the planning, preparation, cleanup and restoration
of the area. The Special Events Committee will not be responsible.
2. To schedule an event that requires the services of the Special Events Committee, complete a
Form #240, Custodial/Room Request Form available in the Policy and Procedures Manual,
the church office, or from the Special Events Chair.
ASSOCIATED FORMS:
Form #120, Announcement into Bulletin Request
Form #170, Caterer’s Guidelines and Contract
Form #240, Custodial/Room Request Form
Form #310, Key Sign Out
Page 2 of 2 Revised 4 May 2012, Change 2
Change “Social Events” to “Special Events.”
77
WEBSITE
UNIT RESPONSIBILITIES:
1. Contract with a reputable Web Site provider for monthly hosting service and adequate
site-builder capabilities.
2. Build an appealing and informative web site that will provide basic, current information
to members and other viewers.
3. Find creative and effective ways to use the web site as a ministry and mission tool.
4. Encourage members to contribute and participate in the building, maintenance and
expansion of the web site, and make use of the many talents of our members to reach out
to the local and web community.
5. Make recommendations to the church for updating and expanding the website.
6. Inform the church of changes and updates to the site.
7. Work in cooperation with the Fellowship/Publicity Committee to achieve the unit goals.
8. Shop and compare web site hosting companies on an annual basis.
9. Build web pages as needed.
10. Communicate with office staff to keep web information current, complete and accurate.
11. Procure photos of staff, church proper, activities, special events, etc., to upload to web
site.
12. Provide links to other sites that may be of interest and benefit to the church.
13. Update all information, photography and graphics as needed.
14. Maintain the security and integrity of the web site.
15. Comply with the “General Responsibilities For All Unit Leaders” policy of the Policies
and Procedures Manual.
UNIT COMPOSITION:
1. One Coordinator (Unit Leader) will be nominated by the Communications/Fellowship
Team Leader and approved annually by the church.
2. Volunteers will be enlisted by the Coordinator to serve as needed.
3. If the Coordinator (Unit Leader) resigns or cannot complete the term of office to which
elected, a new Coordinator will be selected by the Communications/ Fellowship Team
Leader and approved by the church.
ADDITIONAL INFORMATION: None
ASSOCIATED FORMS: None
Original: 11 February 2011
78
4.
EDUCATION/DISCIPLESHIP TEAM
79
DISCIPLESHIP AND TRAINING
UNIT RESPONSIBILITIES:
1. Assist the Senior Pastor with the development and maintenance of New Member Classes.
2. Provide orientation to new church members.
3. Train new church members to perform the functions of the church.
4. Train church leaders.
5. Teach Christian theology, Christian ethics, Christian history, and church policies and
organization.
6. Provide and interpret information regarding the work of the church and denomination.
7. Oversee all aspects of the church’s Small Group Ministry:
a. Developing new groups
b. Training group leaders
c. Assisting with the provision of materials
d. Publicizing the Small Group Ministry
8. Arrange mentorships for individuals who desire to know more about the Bible and how to
study the Bible.
9. Arrange for periodic discipleship conferences.
10. Publicize various discipleship/spiritual growth opportunities.
11. Comply with the “General Responsibilities For All Unit Leaders” policy of the Policies
and Procedures Manual.
UNIT COMPOSITION:
1 This unit shall consist of two members, a Coordinator and Assistant Coordinator, selected
by the Team Leader and approved annually by the church.
2 If a member resigns or is unable to complete the term of office to which elected, the
Team Leader will select a replacement and obtain church approval.
ADDITIONAL INFORMATION: None
ASSOCIATED FORMS: None
Revised 4 December 2010
80
LIBRARY/HISTORY
UNIT RESPONSIBILITIES: Meet as often as necessary, and a meeting may be called by any
member of the unit.
LIBRARY:
1. Provide a wide variety of media materials for use by church members.
2. Select, catalog, and appropriately circulate media (books, video cassettes, maps, music,
and other appropriate materials).
3. Purchase items needed to support the operation of the Library.
4. Evaluate all items considered for placement in the Library whether purchased or donated.
5. Keep all necessary records such as alphabetical and numerical accession report.
6. Publicize and promote the Library and its resources.
7. Purge old books and/or books that have not been checked out in five-seven years. These
books will then be donated to an agreed-upon organization.
8. Comply with the “General Responsibilities For All Unit Leaders” policy of the Policies
and Procedures Manual.
HISTORY:
1. Develop, maintain and safeguard information related to past and ongoing history of
church life and activities by placing such information in the Church Archives.
2. The Archives shall include a variety of pictures and documents related to noteworthy
events and activities of the church.
3. Maintain in good condition past scrapbooks and records.
4. Use updated methods of protecting records, such as acid-free paper and sheet protectors.
5. Provide the congregation with regular updates related to church history information and
Church Archives.
UNIT COMPOSITION:
1. This unit shall consist of four to six members who will serve for a three-year term on a
rotating basis to be determined by the Unit Leader. Members may serve another three-
year term after a lapse of one-year. All must be approved annually by the church.
2. The Team Leader will select a Unit Leader annually.
3. The Unit Leader will select the remaining members.
4. If the Unit Leader resigns or cannot complete the term of office to which elected, the
Team Leader will select a new Unit Leader who will serve for the remainder of that year.
The church must approve the selection.
5. In the event that any unit member resigns or cannot complete the term of office to which
elected, the Unit Leader shall recruit a new committee member to be approved by the
church.
Page 1 of 2
81
Library/History (con’d)
ADDITIONAL INFORMATION: None
ASSOCIATED FORMS: None
Page 2 of 2 Revised 7 January 2011
82
SUNDAY SCHOOL ORGANIZATION
UNIT RESPONSIBILITIES:
1. Provide general administrative leadership to the Church Sunday School for the study of
God’s Word.
2. Coordinate the work of all classes and departments towards the objectives of the Sunday
School:
a. Teach the biblical revelation, New and Old Testaments
b. Reach persons for Christ and church membership
c. Perform the functions of the church within its constituency
d. Provide and interpret information regarding the work of the church and the
Baptist denomination
3. Plan, organize, enlist, and equip leaders.
4. Mobilize Sunday School members to achieve goals towards their stated objectives.
5. Secure Church Leadership Council approval for all curriculum NOT available from
LifeWay Christian Stores.
6. Provide for the timely availability of curriculum materials and other supplies.
7. Maintain Sunday School records and use them to administer the requirements of the
Sunday School.
8. Conduct an ongoing analysis of the effectiveness and needs of the Sunday School.
9. Comply with the “General Responsibilities For All Unit Leaders” policy of the Policies
and Procedures Manual.
UNIT COMPOSITION:
1. This unit shall consist of a Director, Assistant Director, teachers for each teaching unit,
and other positions as needed to fulfill the mission of the Sunday School.
2. The Director and Assistant Director will be selected by the Team Leader. All other
positions will be nominated by the Senior Pastor, Sunday School Director, and Assistant
Sunday School Director and approved by the Team Leader. All will be approved annually
by the church.
3. Personnel may serve more than one term if approved as listed in paragraph 2.
4. The Director shall serve as the Unit Leader.
5. If the Sunday School Director or Assistant Sunday School Director resigns or cannot
complete their term of office, the Team Leader and the Senior Pastor will select a
replacement. The replacement must be approved by the church unless already approved
for this unit.
6. If any other member resigns or cannot complete the term of office to which elected, the
Senior Pastor, Sunday School Director and Assistant Sunday School Director will select a
replacement to be approved by the Team Leader and church.
Page 1 of 2
83
Sunday School Organization (con’d)
ADDITIONAL INFORMATION:
The following information is available from the Sunday School Director: Curriculum-ordering
procedures, Attendance record-keeping procedures, and Budget-development procedures.
ASSOCIATED FORMS (if applicable):
Form #390, Sunday School Attendance Tally Sheet
Page 2 of 2 Revised 9 Sept 2011
84
5.
PRESCHOOL/CHILDREN TEAM
85
CHILDREN’S MINISTRIES – PRESCHOOL AND NURSERY
UNIT RESPONSIBILITIES:
1. Oversee the development and evaluation of various programs and activities associated
with this ministry, including age-appropriate curricula, equipment, and supplies.
2. Provide programming and child care for Sunday morning.
3. Establish policies related to the health, safety, security, and well-being of children
involved in this ministry.
4. Enlist and train volunteers who have passed a screening procedure and a background
check.
5. Maintain lines of communication with each preschool child's parents or guardians.
6. Coordinate various aspects of this ministry with the Director of Children's Ministries
(materials and supplies, special events, etc.).
7. Maintain communication with the Nursery and Preschool Coordinators to ensure proper
Nursery and Preschool Worship coverage.
8. Assist with certain activities associated with preschool Sunday School.
9. Attend Staff Meetings.
10. Comply with the “General Responsibilities For All Unit Leaders” policy of the Policies
and Procedures Manual.
UNIT COMPOSITION:
1. This unit shall consist of one member, who will be selected by the Team Leader and
designated as the Director (Unit Leader), and Coordinators who will be enlisted by the
Preschool Director. All will be approved annually by the church body.
2. If the Director (Unit Leader) resigns or cannot serve the term of office to which elected,
the Team Leader will select a new Unit Leader to be approved by the church unless
already approved as a member of this committee.
3. In the event that any Coordinator resigns or cannot complete the term of office to which
elected, the Unit Leader shall recruit a new member to be approved by the church.
ADDITIONAL INFORMATION: Permission Slips will be unique — customized to fit the
situation.
ASSOCIATED FORMS (If applicable):
Form #100, Accident/Injury Report Form
Form #200, Confidential Volunteer Application Form
Form #280, Employment Criminal Records Check Authorization
Revised 9 Sept 2011
86
CHILDREN’S MINISTRIES – FIRST-SIXTH GRADES
UNIT RESPONSIBILITIES:
1. Develop, oversee, and evaluate various programs and activities associated with ministries
for first-through-sixth grade children.
2. Cooperate with other directors and coordinators to establish policies related to the health,
safety, security, and well-being of children.
3. Enlist and train volunteers who have passed a screening procedure and a background
check.
4. Provide appropriate lines of communication with each child’s parents or guardians.
5. Be a member of the support staff and attend staff meetings.
6. Comply with the “General Responsibilities For All Unit Leaders” policy of the Policies
and Procedures Manual.
UNIT COMPOSITION:
1. This unit shall consist of one member who will be the Director (Unit Leader).
2. The Director will be appointed by the Senior Pastor and approved annually by the church.
3. If the Director (Unit Leader) resigns or is unable to complete the term office to which
elected, the Senior Pastor will select a new Director to be approved by the church.
ADDITIONAL INFORMATION:
This ministry includes responsibility for Sunday School associated with this age group, but the
Director may often cooperate with the work of the Sunday School Director.
Permission Slips will be unique—customized to fit the situation.
ASSOCIATED FORMS: (if applicable):
Form #100, Accident/Injury Report Form
Form #200, Confidential Volunteer Application Form
Form #280, Employment Criminal Records Check Authorization
Change 2, Unit Composition, changed “Team Leader” to “Senior Pastor.” Revised 4 May 2012
87
6.
YOUTH TEAM
88
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IN PROCESS
89
7.
OUTREACH/EVANGELISM TEAM
90
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IN PROCESS
91
8.
MISSIONS/MINISTRIES TEAM
92
ASSOCIATIONAL REPRESENTATIVE (MESSENGER TO CPBAEC)
UNIT RESPONSIBILITIES:
1. Represent our church by attending meetings of the Cumberland Plateau Baptist
Association Executive Council (CPBAEC) as a voting member.
2. Enhance communication between CPBA and our church.
3. Provide pertinent information to our church membership regarding the work of the
CPBA.
4. Coordinate with our pastor relative to our representation in CPBA.
5. Comply with the “General Responsibilities For All Unit Leaders” policy of the Policies
and Procedures Manual.
UNIT COMPOSITION:
1. The CPBA Bylaws entitle each member church to send two messengers to the Executive
Council, one of which is the church’s pastor.
2. The pastor shall be the Unit Leader.
3. The other messenger shall be a member of our church selected by the Team Leader and
approved annually by the church.
4. If the messenger (pastor) resigns or is unable to complete the term of office to which
elected, a new messenger will be selected by the Team Leader to serve until a new pastor
is selected. The interim messenger must be approved by the church.
5. In the event the other messenger resigns or cannot complete the term of office to which
elected, the Unit Leader (pastor) shall recruit a new committee member to be approved
by the church.
ADDITIONAL INFORMATION: None
ASSOCIATED FORMS: None
Revised 4 December 2010
93
BENEVOLENCE COORDINATOR
UNIT RESPONSIBILITIES:
1. Refer needy non-members who contact the church requesting assistance, to the church’s
Benevolence Coordinator, who will refer these individuals to the Cumberland Good
Samaritans organization.
2. Refer members of the church requesting assistance to the Deacon Family Ministry and
the Senior Pastor.
3. Maintain a record of referrals to Cumberland Good Samaritans.
4. Ensure that the church’s annual donation to the Cumberland Good Samaritans
organization is included in the church budget.
5. Comply with the “General Responsibilities For All Unit Leaders” policy in the Policies
and Procedures Manual.
UNIT COMPOSITION:
1. This unit shall consist of one member (Coordinator) nominated by the Team Leader and
approved annually by the church.
2. If the Coordinator resigns or is unable to complete the term of office to which elected, a
new Coordinator will be selected by the Team Leader and approved by the church.
ADDITIONAL INFORMATION: None
ASSOCIATED FORMS: None
Revised 11 February 2011
94
BROTHERHOOD
UNIT RESPONSIBILITIES:
1. Promote and support local, national and international missions.
2. Provide opportunities for all men of the church to meet regularly for fellowship and
prayer.
3. Provide opportunities to minister inside and outside the church in various ways, including
work projects and special activities to show forth the love of Christ by caring for the
needs of others.
4. Organize, publicize and conduct the monthly Brotherhood Breakfast Meeting.
5. Comply with the “General Responsibilities For All Unit Leaders” policy of the Policies
and Procedures Manual.
UNIT COMPOSITION:
1. All men of the church, whether they are members or regular attendees, are automatically
members of the Brotherhood.
2. Each year, the Team Leader will select a Unit Leader and Assistant Unit Leader, who
will be approved by the church.
3. If the Unit Leader or Assistant Unit Leader resigns or is unable to complete the term of
office to which elected, the Team Leader will select a new Unit Leader or Assistant Unit
Leader. They are to be approved by the church.
ADDITIONAL INFORMATION: None
ASSOCIATED FORMS: None
Revised 11 February 2011
95
MISSIONS DEVELOPMENT
UNIT RESPONSIBILITIES:
1. Identify and help prioritize mission needs and opportunities, and to encourage members
to share the good news of the Gospel with our community and around the world
(missions).
2. Recognize ministry needs and opportunities, develop strategies to respond thereto, and
encourage members to meet the needs of all by creating loving, caring relationships
(ministry).
3. Use primarily Southern Baptist strategies to respond to mission and ministry needs.
4. Support and encourage the Woman’s Missionary Union and the Brotherhood in their
primary roles of mission education, mission support, and mission involvement.
5. Identify potential sources of financial support, and assist with applications for church-
approved mission endeavors.
6. Encourage long-range planning for missions and ministry.
7. Collect reports and requests for funds from all mission/ministry entities in the church, and
distribute them to appropriate committees or individuals.
8. Comply with the “General Responsibilities For All Unit Leaders” policy of the Policies
and Procedures Manual.
UNIT COMPOSITION:
1. This unit shall consist of a Missions Development Committee Coordinator and Missions
Development Assistant Coordinator who shall be selected by the Team Leader and
approved annually by the church.
2. This unit shall also include the Unit Leader from each of the following units: Woman’s
Missionary Union, Brotherhood, and Deacon Body; one church member volunteer for
each of the following: Plateau Pregnancy Service, Disaster Relief, Cumberland Plateau
Baptist Association, Bread of Life Rescue Mission, Cumberland Good Samaritans, and
Hodges’ Ministry; and two at-large-members from the church membership. All of the
above-listed persons shall be approved annually by the church.
3. If any of the unit members referenced in paragraph 2 resign or cannot complete the term
of office to which elected, the new unit member will be selected based upon the
procedure existing for that unit.
4. The Coordinator shall serve as the Unit Leader.
5. If the Coordinator or Assistant Coordinator resigns or cannot complete the term of office
to which elected, a new Coordinator or Assistant Coordinator will be selected by the
Team Leader and approved by the church unless already approved.
ADDITIONAL INFORMATION: None
ASSOCIATED FORMS: None Revised 4 December 2010
96
WMU (WOMAN’S MISSIONARY UNION)
(Includes the Share and Care Committee)
UNIT RESPONSIBILITIES:
1. Teach biblical missions (local, national and international).
2. Engage in and support all missions (local, national and international) through prayer and
giving.
3. Provide and interpret information regarding mission efforts to the church and the
Southern Baptist Convention.
4. Recruit, train, and organize workers for various Woman’s Missionary Union (WMU)
programs.
5. Order all appropriate missions materials.
6. Work with the ministerial staff to provide special emphasis for the Annie Armstrong,
Golden, and Lottie Moon offerings, as well as other church-wide missions efforts.
7. Organize and direct the Share and Care Committee, which shall provide food, other
comfort items, and support to church families dealing with illness or bereavement.
8. Comply with the “General Responsibilities For All Unit Leaders” policy of the Policies
and Procedures Manual.
UNIT COMPOSITION:
1. The Woman’s Missionary Union shall consist of all women who are members or regular
attendees of the church.
2. The Team Leader will select a Director, who is designated as the Unit Leader, and a Co-
Director, and both must be approved annually by the church.
3. The Director and Co-Director may serve more than one term provided the Team Leader
concurs and the church approves.
4. If the Director (Unit Leader) or Co-Director resigns or cannot complete the term of office
to which elected, the Team Leader will select a replacement to be approved by the
church.
5. The Share and Care Committee, a sub-set of the WMU, will be composed of all women
of the church who indicate an interest in this ministry. These volunteers do not need to be
approved by the Team Leader or the church.
ADDITIONAL INFORMATION:
All expenditures made on behalf of the WMU must be approved by the Director or Co-Director,
preferably in advance.
ASSOCIATED FORMS: None
Revised 4 December 2010
97
VI. CHURCH-WIDE POLICIES
98
BUILDING/ROOM USE BY MEMBERS
Purpose:
The purpose of this policy is to coordinate the use of the building and/or rooms for any activity
to be scheduled during a time when the church is typically open – 9:00 A.M. to 2:00 P.M.
Examples of these activities are committee meetings, special meetings, Bible study groups,
planning groups, etc.
Procedures:
1. The use of any room, at any time, for any use must be requested by contacting the church
office and completing all required forms.
2. To schedule continuing and regular use of a room at the same time on a weekly or
monthly basis, contact the church office and request notification be placed on the
monthly calendar. You will then be responsible for arranging any cancellation
notifications. Please notify the church office when the regular scheduling of the room is
no longer needed.
3. If the use of a room is not to be scheduled on a regular basis, at least one day in advance
of the needed time, make arrangements to use a room. Without advance planning, rooms
may not be available when needed. Please notify the church office should the need for the
room not materialize.
4. Unless the space available in the Church Library is needed to accommodate a meeting, do
not schedule use of this room during regular church hours. The Library should be
available for use by all unless there is no other space available to meet your need.
5. When your meeting or activity is over, the room should be left clean and free of all
debris, paper, etc. Ensure the original furniture arrangement is restored before leaving.
Associated Form(s):
1. Form #110, Add Activity to Calendar Request
2. Form #120, Announcement in Bulletin Request
3. Form #240, Custodial/Room Request Form (2 pages)
This policy is assigned to the Administration Team and Church Secretary. 12 Oct 2011
99
BUILDING/ROOM USE BY NON-MEMBERS OF FAIRFIELD GLADE FIRST
BAPTIST CHURCH
Purpose:
The purpose of this policy is to outline the correct procedures to be followed by individuals or
organizations who are non-members of Fairfield Glade First Baptist Church (FFGFBC) when
requesting use of the facility.
Procedures:
1. Contact the FFGFBC church office to see if the building or room is available on the
requested dates. If it is, then complete the Custodial/Room Request Form, Form #240,
and any other associated forms required for your activity. An example might be the
Caterer’s Guidelines and Caterers Contract, Form #170. All required forms are available
from the church office. Unless the below information is contained in one of the forms you
complete, please attach a page providing information on the purpose for which you want
to use the building, general age range of persons attending, whether any physically-
handicapped individuals will attend, and any other pertinent information you think will
be helpful for the Church Trustees when assessing your request.
2. Return the completed form(s) to the church office. The Church Trustees will review the
request and notify the requesting user as soon as possible on the approval/disapproval of
their request.
3. In some cases, a face-to-face meeting may be necessary.
Associated Form(s):
1. Form #240, Custodial/Room Request Form
2. Form #170, Caterers Guidelines and Contract (2 pages)
3. Form #140, Audio/Video Request Form
4. Form #300, Key Request Form
This policy is assigned to the Administration Team, Trustees Unit and Church Secretary. 12 Oct 2011
100
BUILDING/ROOM USE FOR PRIVATE SOCIAL EVENTS
Purpose:
The purpose of having a policy for private social events is to assist church members requesting to
hold a social event that is not church-wide in nature on church property. Examples of private
social events are birthday parties, anniversary parties, special dinners.
Procedures:
1. Responsibility: Private social events may be held on church property, but planning and
execution of the function is the responsibility of the requestor. Private social events are
separate from the responsibilities of the Special Events Chair/Co-Chair or
Communications/Fellowship Team members. These members may be able to provide
advice if they are available but are under no obligation to assist with private functions.
The requestor must make all the arrangements for flowers, photographers, food, etc. The
services of church personnel such as an organist or audio/videographer may be requested,
and they will be available, schedules permitting, for a nominal fee.
2. Scheduling: To schedule an event, go to the church office and ask permission to hold the
function on church property. Fill out a Custodial Room Request Form, Form #240, and
any other forms required for your function, such as a Caterer’s Guidelines and Contract
Form, Form #170, if you will be serving food. You will be notified by the Church
Secretary if your request for a social event has been approved.
3. Conduct: No smoking or alcoholic beverages are permitted on church property. All
participants are asked to conduct themselves with the utmost respect.
4. Facility Condition: You are asked to leave the church in the same condition as you found
it, with all debris and trash bagged, tied, and left in the Fellowship Hall. If you moved
any of the furniture, you are required to return it to its original placement. The Church
Custodian is responsible only for vacuuming and mopping the areas used. Any breakage
of equipment or damage to church facilities/property is the responsibility of the person or
persons who arranged for the use of the church.
5. Fees: There are fees associated with the use of the FFGFBC facilities and church
personnel for private functions. The Church Secretary can apprise you of the current fees
required for your event, depending on the services you request. A fee for use of the
facility may be waived for church members, but a custodial fee is always required.
Page 1 of 2
101
Building/Room Use For Private Social Events (con’d)
Associated Form(s):
1. Form #140, Audio/Video Request
2. Form #170, Caterer’s Guidelines and Contract
3. Form #240, Custodial Room Request
This policy is assigned to the Administration Team and Church Secretary.
Page 2 of 2 12 Oct 2011
102
CANCELLATION OF CHURCH SERVICES
Purpose:
The purpose of this policy is to outline procedures required to notify members/attendees of the
cancellation of a church service, meeting, or function. Any regularly-scheduled church function
may be cancelled when it is deemed necessary. Conditions prompting a cancellation might
include heavy snow, unsafe surface of the parking lot resulting from freezing rain or snow, loss
of electricity to the building, etc.
Procedures:
1. Sunday Services: The Phone Tree point of contact will be notified, and they will proceed
with the on-call procedures in place for use of the Phone Tree. This will allow our
members and regular attendees to receive notification approximately one hour prior to a
Sunday church closing.
2. Wednesday PM Service: Procedures for cancellation of a Wednesday evening service are
essentially the same as for Sunday services except the decision and activation of the
Phone Tree should be completed by or before 2:00 p.m.
3. Cancellation of other church activities such as committee meetings, class parties, etc., is
the responsibility of the person in charge of the activity. If use of the Phone Tree is
desired, it must be arranged through the church office. Office hours are: Monday –
Thursday: 8:00 a.m. – 2:30 p.m., Friday: 8:00 a.m. – 1:00 p.m.
NOTE: The decision to cancel a Sunday or Wednesday PM service will be made by the
pastor and the chair of the Deacon Body or their designees.
Associated Form(s):
Form #360, Phone Tree Request
This policy is assigned to the Pastor or Chair of Deacon Body. 12 Oct 2011
103
COLUMBARIUM GOVERNING RULES AND POLICIES
Purpose:
The purpose of these rules is to set forth the way in which the Columbarium at the Fairfield
Glade First Baptist Church is administered and controlled.
Procedures:
Below are the procedures for the administration, description, eligibility, reservation, title, price,
selection, Columbarium fund, access and restrictions, and amendments governing the use of the
FFGFBC Columbarium.
1. Administration
The Columbarium, its use and its maintenance, shall at all times be under the full control
of the Columbarium Trustees, a sub-unit of the church Trustees. The Columbarium Board
of Trustees shall be composed of five members and shall meet as required. A simple
majority* of the unit shall constitute a quorum so long as all members have been notified
of such meetings at least 48 hours in advance of the meeting.
* When the unit consists of five members, three must be present to conduct business.
2. Description
The Columbarium consists of a set of niches of uniform size for inurnment of cremains.
Each niche shall have a brass nameplate, uniform in size, upon which shall be engraved
the name of the deceased whose cremains it contains, the date of birth and the date of
death. Every attempt is to be made to keep the engraving uniform on all niches. If
additions are made to the Columbarium, the same design shall be utilized as in the
original installation.
3. Eligibility for use of the niches
Inurnment in the Columbarium shall be limited to current and past church members, and
their immediate families.
Members of immediate family are defined as: spouse (does not have to be a member of
FFGFBC), mother, father, children, grandchildren and/or spouse of these children and
grandchildren.
Page 1 of 3
104
Columbarium Governing Rules and Policies (con’d)
4. Reservation Privilege
Single niches or groupings of niches may be reserved with a completed and accepted
Columbarium Application and partial payment, and may be used after payment in full.
The completion, signing and issuance of a Certificate of Use will confirm this agreement
and the final payment.
A copy of the completed Columbarium Application and a copy of the completed
Certificate of Use shall be kept in the church office. The originals will be provided to the
applicant or their representative.
5. Title and Rights of the Church
Legal title to the Columbarium and all niches contained therein shall at all times remain
with Fairfield Glade First Baptist Church. The exclusive right to place the cremains of an
eligible person in a niche, and to keep them there as long as the Columbarium is
maintained, is based on the following conditions:
A. The purchaser of this exclusive right, who has paid the acquisition price in full, and
has selected a specific niche, shall receive a Certificate of Use, signed by the Chair
and Treasurer of the Columbarium Trustees. This certificate will attest to his or her
exclusive right to use a specified niche for the inurnment of the cremains of an
eligible person.
B. The exclusive right to use a reserved niche may not be sold or otherwise transferred.
It can only be surrendered back to the Columbarium Trustees for an 80% refund of
the purchase price, less the cost of the niche plate as determined by reference to the
original documentation issued by the Columbarium Trustees.
C. The Fairfield Glade First Baptist Church reserves the right to move the
Columbarium to another location should it become necessary. Such a move shall
not be made without consulting the Columbarium Trustees and without the approval
of the Church Leadership Council.
6. Price and Selection of Niches
The price and exclusive use of a niche will be set (excluding costs and engraving of brass
nameplates) and may be changed from time to time by the Columbarium Trustees. All
available niche prices at any given time will be the same, regardless of the location within
the Columbarium. The right to select an individual niche will be given to the purchasers
in the order in which applications with full payment are received.
Page 2 of 3
105
Columbarium Governing Rules and Policies (con’d)
7. The Columbarium Fund
The acquisition price for a niche will cover the cost of the niche, installation and
beautification of the area around the Columbarium, opening and closing the niche, a
container for the ashes, and a residual to be maintained in a reserve account for future
needs related to maintenance, enlargement, or moving of the Columbarium.
8. Access and Restrictions
The Columbarium shall be open to visitors at all times. No flowers, flags, insignias or
other decorations may be added except as approved by the Columbarium Trustees.
9. Amendments
Amendments to this document may be made by a simple majority vote at a duly-called
Columbarium Trustees meeting. Such amendments shall be in writing and recorded as a
revision to this document.
Associated Forms:
1. Form #180, Columbarium Application
2. Form #190, Columbarium Certificate of Use
Page 3 of 3 Revised 9 Sept 2011
106
DEATH OF A FAIRFIELD GLADE FIRST BAPTIST CHURCH MEMBER
Purpose:
The purpose of this policy is to outline actions to be taken by the church upon the death of a
Fairfield Glade First Baptist Church (FFGFBC) member or family member living in the church
member’s household.
Procedures:
1. Upon the death of a FFGFBC member or the death of a family member living in the
church member’s household, the church will make a $25 donation to the Church Library
in their memory, with notification and acknowledgement mailed to the surviving family.
2. Funding for this donation will be provided by the Stewardship and Finance Unit with
initiation and follow-up of this action coordinated by the church office staff.
3. Exceptions to this policy, or additional action, may be taken by the Senior Pastor or the
Administrative Pastor on a case-by-case basis.
Note: This policy is separate from support activities of individual Sunday School classes and
other church groups who may, on their own, send flowers, prepare meals, etc., as they deem
necessary and respectful for the family of the deceased.
Associated Form(s): None
This policy assigned to the Administration Team, Stewardship and Finance Unit Leader. 12 Oct 2011
107
FUNERAL SERVICES FOR MEMBERS OF FAIRFIELD GLADE FIRST
BAPTIST CHURCH
Purpose:
The purpose of this policy is to assist with advice and planning information for funeral services
for a FFGFBC member or family member living in the home of a FFGFBC member.
Procedures:
1. Funeral Service: The FFGFBC pastor will assist with arrangements for the service and
any details or services required for the funeral. You will need to complete a Custodial/
Room Request Form, Form #240. The Church Secretary can supply this form and assist
you if necessary.
2. Reception: If a reception at the church is involved, the Funeral Coordinator or the Special
Events Coordinator from the Communications/Fellowship Team will assist you and
explain what type of services are available to you. If you are using a caterer, Caterer’s
Guidelines and Contract, Form #170, will need to be filled out and given to the Church
Secretary, Funeral Coordinator, or Special Events Coordinator.
3. Guideline: A Funeral Service Planning Guide for Members is attached to this policy for
information purposes. A copy of this guide for your use can be obtained from the church
office.
Associated Form(s):
1. Form #170, Caterer’s Guidelines and Contract
2. Form #240, Custodial/Room Request Form
Revised 4 May 2012, Change 2, Change “Social Eventts” to “Special Events.”
This policy is assigned to the Communications and Fellowship Team, Funeral Coordinator.
108
FUNERAL SERVICES FOR NON-MEMBERS OF FAIRFIELD GLADE FIRST
BAPTIST CHURCH
Purpose:
The purpose of this policy is to assist individuals and families with advice and planning
information for funeral or memorial services to be held at Fairfield Glade First Baptist Church
(FFGFBC).
Procedures:
1. Scheduling of Funeral Service: The FFGFBC may be used for funeral services of non-
members. Please contact the church office to determine availability of dates and times.
You will need to complete a Custodial/Room Request Form, Form #240, obtained from
the Church Secretary. The FFGFBC Pastor will assist with arrangements for the service
and any details or services required for the funeral. If an outside minister will be
conducting the funeral service, please notify the Pastor.
2. Reception: If a reception is involved at the church, the Communications/Fellowship
Team’s Funeral Coordinator will advise you and explain what type of services are
available. If you are using a caterer, Caterer’s Guidelines and Contract, Form #170, will
need to be filled out and given to the Church Secretary or the Funeral Coordinator.
3. Fees: Once a date and time have been set and arrangements made, we request payment of
appropriate fees for services and facilities used. These fees are outlined in the Funeral
Service Guide for Non-Members.
4. Guideline: To assist you in this time of sorrow, a Funeral Service Guide for Non-
Members is attached to this policy for information purposes. A copy of this guide can be
obtained from the church office.
Associated Form(s):
1. Form #170, Caterer’s Guidelines and Contract
2. Form #240, Custodial/Room Request Form
This policy is assigned to the Communications/Fellowship Team, Funeral Coordinator. 12 Oct 2011
109
Fairfield Glade First Baptist Church
5160 Peavine Road, Fairfield Glade, 38571
931-484-6927
FUNERAL SERVICE PLANNING GUIDE FOR MEMBERS
Contact Person(s):
Contact Person(s) Special Events Committee:
We at Fairfield Glade First Baptist Church want to help you through a time of crisis as
individuals and a family. For planning the Funeral or a Memorial Service here at the church, we
offer these suggestions:
For members and family members living in the home, there are no fees required for services. If
you would consider a contribution, it would be very appropriate. (See page 2 of this policy for
suggested fees.) This could include a musician, sound technician, custodian, or others who have
contributed to the service.
The Pastor is available for help with arrangements as to music, order of service, and other details
you desire.
If this is a funeral at the church and the funeral home is involved, they will take care of the
casket being brought to the church, provide for the guest book and memory cards. If this is a
memorial service at the church, the pastor and the contact person will help with the
arrangements, including providing ushers.
If a reception is involved at the church, the contact person will provide the help you will need
and the type of arrangements necessary. The Special Events Committee will supply the meat for
a meal, and the ladies of the church will provide other food as needed. If a caterer is used, obtain
Form 170, Caterer’s Guidelines and Contract, and complete all the required information. Food
for the family during the days before the funeral or memorial will be provided by Share and Care
members if requested.
God bless you in your time of sorrow.
Page 1 of 2 Revised 4 May 2012, Change 2, Change “Social” to “Special.”
110
Funeral Service Planning Guide for Members (con’d)
SUGGESTED FEES
Custodians for cleaning $50.00
Musician(s) $50.00 each
Sound and/or Video $50.00
Pastors(s) $50.00 each
The fees should be given directly to the appropriate person(s) or designated in a check to the
church.
Form #170, Caterer’s Guidelines and Contract
Form #240, Custodial/Room Request Form
Page 2 of 2 Revised 4 May 2012, Change 2 (“Social” to “Special”)
111
Fairfield Glade First Baptist Church 5160 Peavine Road, Fairfield Glade, TN 38571
931-484-6927
FUNERAL SERVICE PLANNING GUIDE FOR NON-MEMBERS
We are Fairfield Glade First Baptist Church desire to help individuals and families through a
time of crisis. When planning a Funeral or Memorial Service here at the church, we offer the
following information:
1. Scheduling: Please contact the church office 931-484-6927 to determine available dates and
times. Please contact the Pastor for arrangements as to music, order of service, and other uses
of the building and the sanctuary. If an outside minister will conduct the service, please
notify the Pastor.
2. Fee: Once a date and time are set and arrangements made, we request the following fees:
a. Sanctuary $100.00
b. Fellowship Hall (used for family gatherings) $50.00
c. Musician(s) and/or Technicians(s) $50.00 each
d. Church Pastor $50.00
e. Custodian(s) $50.00 each
3. Use of Facilities: We ask that there be NO SMOKING in the building or on the premises.
Please make arrangements through the church office to get into the building if you need to
make early arrangements.
4. Floral Arrangements: We request that the family make arrangements for flower removal after
the service, unless other plans are discussed with the Pastor.
5. Family Gathering: Please contact our Funeral Coordinator
if food or refreshments are going to be served. We also ask that all furniture or equipment be
replaced and trash placed in the garbage cans. The custodian will remove the trash. The
custodian(s) also will clean, vacuum and mop all areas. If a caterer is to be used, obtain
Caterer’s Guidelines and Contract, Form #170, and complete all the required information.
God bless you in your time of sorrow. Please be assured that we will pray for you and your
family and friends during these difficult days.
The Church Family of Fairfield Glade Baptist Church
Form #170, Caterer’s Guidelines and Contract
Form #240, Custodial/Room Request Form Revised 9 Sept 2011
112
LOAN OF CHURCH EQUIPMENT
PURPOSE:
The purpose of this policy is to provide guidelines on the short-term loan of church equipment to
church members who may have a special need for it. Examples of equipment available are
chairs, tables, large coffee makers.
Procedures:
1. Church equipment such as chairs, tables, large coffee makers, etc., may be loaned out to
church members on a short-time basis.
2. To borrow equipment, complete the Equipment Check-Out Form, Form #290. This form
may be obtained from the church office. The Church Secretary will inform you if the
Church Custodian must be consulted. She will also inform you if the requested equipment
will be needed for church use in the near term. For example, tables may be required for
Sunday school use. The Church Secretary or Church Custodian will inform you of where
you may pick up the needed equipment.
3. Please return the equipment to the church as soon as you no longer need it or before it is
needed for church use, whichever date comes first. Take the equipment to the location
where you got it. Inform the Church Secretary that you have returned it so she can mark
the Equipment Check-Out form accordingly.
Note: From time to time nursery equipment may be available for check out. To determine
availability, check first with the Church Secretary, and then follow the procedures listed above
EXCEPT coordinate the loan with the Preschool/Children’s Team Leader versus the Church
Custodian.
Associated Form(s):
Form #290, Equipment Check-Out Form
This policy is assigned to the Administration Team or Preschool/Children’s Team and the Church Secretary, as
appropriate. Any changes should be coordinated. 12 Oct 2011
113
PHONE TREE USE
Purpose:
The purpose of the Phone Tree policy is to outline proper procedures for the dissemination of
appropriate information to Fairfield Glade First Baptist Church members and attendees.
Examples of the type of information that can be passed through the Phone Tree are notice of
church service cancellations, prayer chain requests, and notification of special events.
Procedures:
1. Phone Tree management falls under the purview of the Communications/Fellowship
Team. Use of the Phone Tree is executed through the church office and most commonly
by the church secretaries.
2. To use the Phone Tree, fill out the Phone Tree Request, Form #360, located in the church
office. Give the completed form to the Church Secretary who will in turn pass it to the
appropriate Team Leader or committee chair, i.e., Prayer Chain Chair, for approval.
3. If the information is deemed appropriate to be passed to the congregation, the church
secretaries or their representative will engage the automated phone tree system. The
system will then execute the notification.
Associated Form(s):
Form #360, Phone Tree Request
This policy is assigned to the Communications/Fellowship Team and Church Secretary. Any changes should be
coordinated. 12 Oct 2011
114
SAFETY AND SECURITY ISSUES
Purpose:
The purpose of this policy is to direct church members where to look for procedures concerning
safety and security and the church Point of Contact (POC) for all related safety/security
concerns. These procedures are consistent with Tennessee Laws and Regulations and are for the
protection of members and guests while on church property.
Procedures:
1. Safety/Security procedures concerning Building Evacuation, Church Parking Lot Safety,
Defibrillator Use and Storage, Natural Disaster Occurrence during church services, etc.,
fall under the purview of the Safety and Security Unit of the Administration Team. Any
questions concerning this discipline should be directed to this Unit Leader.
2. Procedures for all safety/security issues are outlined in the Safety and Security
Procedures Manual located in the church library. This manual is maintained by the Safety
and Security Unit Leader. Its primary use is to inform all those on church property of the
proper guidelines to follow concerning safety and security. It is also used for guidance to
future Unit Leaders.
Associated Form(s):
1. Form #100, Accident/Injury Report
2. Form #370, Safety and Security Work Order
This policy is assigned to the Administration Team, Safety and Security Unit. 12 Oct 2011
115
USAGE AND RESERVATION OF CHURCH VEHICLES
Purpose:
The purpose of the Usage and Reservation of Church Vehicles Policy is to ensure the appropriate
use of church vehicles and to avoid scheduling conflicts.
Procedures:
1. Oversight for scheduling of church vehicles is the responsibility of the church staff. Only
qualified drivers may use church vehicles. Requirements to be a qualified driver are listed
below in the “Notes” section. If you wish to seek qualification, contact the Transportation
Unit Leader of the Administration Team. (The Church Secretary can advise you who to
contact.)
2. To reserve a church vehicle, complete the Vehicle Reservation Form, Form #470, located
in the rack outside the church office. Your request must be submitted at least one week
prior to the beginning date of the requested usage.
3. The church staff, or their designees, will review the form and approve or reject the
request.
4. If the request is approved, you will be notified, and your reservation will be added to the
Church Vehicle Schedule sheet.
5. As near to the requested usage time as possible, go to the church office, and sign for the
vehicle key. Be aware of church office hours when picking up the key to ensure someone
is available to dispense the key. For trips that exceed 350 miles, payment for fuel must be
arranged or paid by the driver or requestor. If the vehicle is to be used for NON-
CHURCH purposes, fuel is to be replaced at the user’s expense or be reimbursed at the
current fuel cost at 14 miles per gallon.
6. Prior to starting the vehicle, complete a walk-around inspection to determine if there are
any obvious maintenance needs. If you find a problem, immediately report this to the
Church Secretary. Also, make a note of the fuel level.
7. Fill out the Vehicle Usage Log on the clipboard located in the box between the front
seats. Please be aware that all riders must wear seatbelts when the vehicle is in motion.
8. Once the trip is completed, return the vehicle in a reasonably clean condition. Remove
and discard any trash on the seats or vehicle floor.
Page 1 of 2
116
Usage and Reservation of Church Vehicles (Con’d)
9. The vehicle should be returned with the same fuel level as when it was taken.
10. Log the ending mileage in the Vehicle Usage Log.
11. Lock the vehicle and return the key to the church office. If not already done, inform the
church pastoral staff, or their designee, or the Church Secretary of any maintenance
issues so they may be promptly resolved.
NOTES: Driver qualifications and other requirements are:
(a) Have a valid driver’s license on file in the church office.
(b) Be approved by the church insurance carrier and the church pastoral staff or their
designees.
(c) If driver is age 70 or older, there must be a slip from the driver’s physician on file in the
church office stating that the driver has no physical impairments that will prevent that
person from operating a motor vehicle.
(d) All requests for vehicles must be approved by the church pastoral staff or their designee.
Repetitive use or regularly-scheduled usage such as weekly Sunday School pickup or
TeamKid pickup will require approval only for each new driver.
Associated Form(s):
Form #470, Vehicle Reservation Form
This policy is assigned to the Administration Team, Transportation Unit.
Page 2 of 2 12 Oct 2011
117
WEDDING CEREMONIES AND RECEPTIONS
Purpose:
The Wedding Ceremony and Reception policy is intended to outline the guidance and procedures
to be followed during the performance of wedding ceremonies and receptions held at the
Fairfield Glade First Baptist Church (FFGFBC). A marriage service conducted in the church
must be in accordance with the Christian concept and purpose of marriage, and is considered to
be a sacred event.
Procedures:
The Ceremony: Persons desiring to be married at FFGFBC must first fill out a Wedding Application
Form, Form #490, and schedule the event. Scheduling/reservation of the church is through the
church office. Because the Pastor is responsible for all wedding services held at FFGFBC, he
must be consulted, and he must approve the specifics of each individual ceremony regardless of
whether or not he performs the wedding.
Church Facility and Church Personnel: The church sanctuary, fellowship hall, kitchen, and designated
Sunday School rooms may be used for wedding ceremonies. The services of the FFGFBC pastor,
organist/pianist, and audio/visual technician may be available, schedules permitting. However,
you may choose individuals not associated with FFGFBC if desired. The use of a florist, caterer,
and photographer/videographer are also permitted. Guidelines for those are provided in the
attached Wedding Planning Guide.
Fees: There are fees associated with use of the FFGFBC facilities and church personnel, which are
outlined in the Wedding Planning Guide attached to this policy. Please note there are differences
for use of the facility depending on whether or not you are a member of FFGFBC.
Conduct: No smoking or alcoholic beverages are permitted on church property. The wedding
ceremony is a joyous, yet solemnized, occasion, and all participants are asked to conduct
themselves with the utmost respect.
Facility Condition: You are asked to leave the church in the same condition as you found it, with all
debris and trash bagged, tied, and left in the Fellowship Hall. If you moved any of the furniture,
you are required to return it to its original placement. The Church Custodian is responsible only
for vacuuming and mopping the areas used. Any breakage of equipment or damage to church
facilities is the responsibility of the person or persons who arranged for the use of the church.
Guideline: For your use, a Wedding Planning Guide is attached to this policy to not only provide you
with the rules and regulations for use of the FFGFBC facility but also to assist you in planning for
this very important day.
Page 1 of 2
118
Wedding Ceremonies and Receptions (Con’d)
Associated Form(s):
1. Form #140, Audio/Video Request Form
2. Form #170, Caterer’s Guidelines and Contract
3. Form #240, Custodial Room Request Form
4. Form #490, Wedding Service Application
This policy is assigned to the Communications/Fellowship Team , Wedding Coordinator.
Page 2 of 2 12 Oct 2011
119
WEDDING PLANNING GUIDE
FAIRFIELD GLADE FIRST BAPTIST CHURCH
5160 Peavine Road
Crossville, TN 38571
Telephone: Office (931) 484-6927, Fax 707-5185
E-mail: [email protected]
Web Site: www.firstbaptistchurchffg.org
120
INTRODUCTION
We are glad you have chosen us to share in this very important day in your life. Christian
marriage is a divine institution that has been established by God. It is a covenant between two
people who are in covenant with God. The Church, as God's representative, unites two people in
marriage and prays God's blessings upon them as they begin their new life. It is a service of
divine worship.
A marriage service in Fairfield Glade First Baptist Church must be in accord with the
Christian concept and purpose of marriage. The church sanctuary has been designed and set
aside as a place of Christian worship. All are requested to see that a proper atmosphere is
maintained. The actions and attire of the wedding party, the music used, and the manner of the
occasion should be fitting for a service of worship.
In the following information, we are seeking to state our beliefs in the nature of the
Christian wedding, to answer some of the questions you may have, and to set forth the policies of
the church in regard to the use of our building and facilities.
If you have any further questions, please call us at the church office, (931) 484-6927. We
want to work with you as you plan this meaningful occasion.
GENERAL GUIDELINES
1. SCHEDULING: Contact the church office by calling (931) 484-6927 to determine when the
church facilities will be available before setting a definite date. Arrangements for dates and
times for decorating, rehearsal, wedding and reception need to be scheduled with the Pastor.
2. APPLICATION: A Wedding Service Application (Form #490, attached) must be completed
and discussed with the Pastor for approval. It is recommended that your wedding planner or
person responsible for making all arrangements be appointed as the contact person.
3. FEES: Once the application has been approved, a nonrefundable fee of $100 must be paid to
reserve the facilities for the specified dates and times. The cost to use the sanctuary for the
rehearsal and the wedding is $100. To use the Fellowship Hall for the rehearsal dinner and/or
reception dinner, the cost will be $100 for each event. (The church offers its facilities to our
members and their children without charge; however, a custodian’s fee of $100 is required
for each event.)
4. INSTRUCTIONS: Be sure to read and follow all instructions for florists, caterers, and
photographers. Give a copy of the page of instructions to the appropriate individual.
Page 2 of 9
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CARE AND USE OF CHURCH FACILITIES
1. No alcoholic beverages are permitted on the church premises or at the reception. No smoking
is allowed in any part of the church building or on the premises.
2. No bird seed, confetti, or other materials may be thrown in the church building.
3. Downstairs classrooms and rooms 205 and 207 upstairs may be used for dressing rooms.
Please note that these rooms are not secure, so valuables should not be left in them. The
church will not be responsible for lost items.
4. Be aware that there are steps up to the platform but none in the center. Furniture may be
removed from the platform. With permission, chairs from the choir loft may be removed. All
furniture must be returned to the proper locations.
5. Form #240, Custodial/Room Request Form (see attachment) must be filled out and returned
to the office as soon as possible. This will aid in placement of tables, etc., at the reception.
The church’s wedding contact person is ____________________________. She is available
to assist if needed. Contact the church office (484-6927) for information.
6. A sound system is available for audio/visual and music for the wedding and the reception. If
you have this requirement, please note it on the Custodial/Room Request Form, Form #240,
and, if necessary, you will be contacted to clarify your needs.
7. You are responsible for leaving all areas clean and orderly. Kitchen equipment should be
clean and utensils stored; bird seed, confetti or other thrown matter swept from steps,
breezeway, or, for confetti, the parking lot. Trash is to be bagged, tied and left in the
Fellowship Hall. (Note: The Church Custodian will be responsible for removing the trash,
vacuuming and mopping.)
8. The person(s) arranging for the use of the church's facilities is financially responsible for
loss/breakage of equipment and/or damages to the facilities.
9. The church building must be vacated by 8 p.m. on Saturday evening to permit the custodian
to prepare the church for Sunday worship.
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THE MINISTER
The Pastor is responsible for all services in the church, therefore, the service is to be
discussed with him for approval, regardless whether or not he performs the marriage ceremony.
The Pastor may be available to conduct the wedding services provided the couple let him know
the date of the wedding well in advance.
It is the policy that all who are married in this church should have the advantage of
premarital counseling. Appointments for these conferences should be scheduled with the Pastor.
While a gift to the Pastor or minister performing the ceremony is customary, no set fee is
required for church members. This is a voluntary matter taken care of by the groom. For those
who are not members of Fairfield Glade First Baptist Church, a gift of $100 is required. For
premarital counseling (minimum 2 hours), plus performing the service, we recommend a total
gift of $200.
Page 4 of 9
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MUSIC
A church wedding is a service solemnized in a place of Christian worship. It is led by a
pastor or minister, and it is a sacred and important service of worship. It should be approached
with seriousness and joy. The music should serve to enhance the sacred meaning of the marriage
service. A large body of popular music and sound tracts from motion pictures exists; but even
though some of this music may have sentimental association for the bride and groom, it is best
used at a family gathering or at the reception, rather than in the sanctuary during the marriage
ceremony.
Please discuss all music requests with the church’s Minister of Music when making your
wedding arrangements.
The church organist and/or pianist may be available to play for the wedding. Enlistment
of their services and arrangements for payment should be made directly to them. The Minister of
Music can provide contact information. Suggested fees are a minimum of $50 each.
The church Audio/Visual specialist may be available to provide pre-recorded music. A
suggested fee for this service is $50. Use Audio/Video Request Form, Form #140, to schedule
specific needs.
Page 5 of 9
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FLORIST
We at Fairfield Glade First Baptist Church wish to assist you in any way we can to help
make your work easier. We have a few guidelines that we desire you to comply with in order for
the wedding and reception to run smoothly for all involved.
Please schedule your times for decorating and removal of any decorations or equipment
with the church office (484-6927) so the church may be unlocked for your arrival and relocked
after you depart.
1. Flowers and decorations must be removed promptly. (Flowers and decorations may be
donated to the church if desired, but this must be coordinated in advance.)
2. No smoking is allowed in any part of the church building or on the premises.
3. Only masking tape may be used. No nails, tacks, staples, etc., are to be placed on or
driven into woodwork, walls, equipment or furniture. Anything attached with masking
tape must be removed promptly after the service.
4. Only dripless candles may be used. Proper care must be exercised to protect the carpet
and pew cushions from any candle wax.
5. Be aware that there are steps up to the platform but none in the center. Furniture may be
removed from the platform. With permission, chairs from the choir loft may be removed.
All furniture must be returned to the proper locations.
Page 6 of 9
125
CATERER
We at Fairfield Glade First Baptist Church wish to assist you in any way we can to help
make your work easier. We have a few guidelines that we desire you to comply with in order for
the wedding and reception to run smoothly for all involved.
Please schedule your times with the office (931-484-6927) for bringing in equipment,
supplies, food, etc., into the reception area so that the church may be unlocked for you and
relocked after you depart. A representative from the church’s Food Service Committee will be
available to assist you.
1. All caterers using the facilities in the church will be expected to leave the kitchen and
reception area in the same condition in which it was found.
2. No smoking is allowed in any part of the church building or on the premises.
3. All equipment and supplies will be provided by the caterer, not the church, unless prior
arrangements are made.
4. Paper, plastic or stainless steel goods such as plates, cups, napkins, flatware and paper
towels stored in the cabinets are not for the caterer's use. The caterer or wedding party
must provide their own table service, serving dishes, etc.
5. The Church Custodian will take care of any vacuuming and mopping needed following
the reception, and the custodian will remove the trash and garbage that has been bagged
and tied.
6. Please see that the facilities and equipment are not mistreated in any way. The caterer
will be held financially responsible for any damaged or missing church equipment or
supplies.
7. The “Caterer's Contract” (which is attached, along with the Caterer’s Guidelines) must be
filled out and returned to the church at least one two weeks prior to the reception.
Page 7 of 9
126
PHOTOGRAPHER
We at Fairfield Glade First Baptist Church wish to assist you in any way we can to help
make your work easier. We have a few guidelines that we desire you to comply with in order for
the wedding and reception to run smoothly for all involved. A guiding principle is: ”A wedding
conducted in a church is a worship service.”
1. We suggest that you arrange with the bride-elect to take as many pictures as possible
prior to the hour of the wedding.
2. Prior to the ceremony, the photographer should ensure the wedding party is informed
about the group pictures to be made after the ceremony so they will stay together and be
available when needed. Guests will be waiting for the reception to begin, so a pre-
arranged list of shots to be made would help make the process move quickly.
3. If you wish for the Pastor to pose for pictures, it would be good if these were the first
pictures taken.
4. Bring a protective cloth or pad if you plan to stand on the pews to take pictures.
5. When taking pictures, do not rearrange or disturb the candles placed by the florist. This
may cause the hot wax to spill on the carpet or pew cushions.
6. No pictures are to be taken during the ceremony except time exposures or videos.
Photographs may be taken at the rear of the sanctuary as the bride comes down the aisle
and when the couple goes out (recessional).
7. Video taping may be made from the choir loft or rear of the sanctuary with stationary
cameras on tripods. Hand-held cameras may distract or block the vision of others during
the ceremony.
Page 8 of 9
127
FORMS TO BE USED WITH THE WEDDING PLANNING GUIDE
1. Form #170, Caterer's Guidelines and Contract
2. Form #240, Custodial/Room Request Form
3. Form #490, Wedding Service Application
Page 9 of 9 Revised 9 Sept 2011
128
VII. CHURCH FORMS.
FORMS – TABLE OF CONTENTS (Numerical Sequence and Alphabetical Sequence)
Note: New forms numbering system leaves a gap for nine additions (alphabetically) between each.
Form #
100 Accident/Injury Report Form
110 Add Activity to Calendar Request
120 Announcements into Bulletin Request
130 Attendance Tally Sheet
140____ Audio/Video Request Form
150 Budget Change Form
160 Bulletin Information Sheet
170 Caterer’s Guidelines and Contract
180 Columbarium Application
190___ Columbarium Certificate of Use – 2 pages
200 Confidential Volunteer Application Form
210 Constitution/By-laws: Revision Request Form
220 Credit Card Sign-out Sheet
230 Credit Card Use Request
240 Custodial/Room Request Form
250 Driver Information – Vehicle Insurance
260 Employment Application – 4 pages
270 Employment Applicant Statement
280 Employment Criminal Records Check Authorization
290 Equipment Check-Out Form
300 Key Request Form
310 Key Sign-Out Sheet
320 Kitchen Equipment Use Request
330 Ministerial Performance Appraisal – 2 pages
Page 1 of 2
129
Forms Table of Contents (con’d)
Form #
340 Payment Voucher
350 Performance Evaluation - 2 pages
360 Phone Tree Request
370 Safety and Security Work Order
380 (this number is available for use)
390 Sunday School Attendance Tally Sheet
400 Supply Order Request
410 Tape/CD Request Form
420 Time Sheet – Financial Secretary
430 Time Sheet – Instrumentalists (Per Diem Musicians)
440 Time Sheet – Secretaries
450 Travel Expense Report – 2 pages
460 Typing/Photocopy Request
470 Vehicle Reservation Form
480 Visitor Registration – Children’s Ministry
490 Wedding Service Application
500 Weekly Deposits Sheet
Page 2 of 2 9 Sept 2011
130
Fairfield Glade First Baptist Church
5160 Peavine Road, Fairfield Glade, TN 38571
931-484-6927
ACCIDENT/INJURY REPORT FORM
Child’s Name:
Last First
Date of Injury: Time of Injury:
Location at which injury occurred:
__________________________________________________________________
Brief Description of accident:
Brief Description of Injury:
_______________________________
First Aid Administered:
Emergency Services Needed? Yes _____ No _____
Parent Contacted: Yes ____ No ____ Name:
Time:
Signature (Teacher):
Name (Parent/Guardian PRINT):
Signature (Parent/Guardian):
Address: Phone:
E-mail Address:
Give completed form to Children’s Ministries Director. Copy to parent on request.
Form #100, 9 Sept 2011 (Page 1 of 2)
131
Accident/Injury Report Form (con’d)
FOLLOW-UP:
DATE: _______________________
SIGNATURE: (Printed and signed)_________________________________________________
______________________________________________________________________________
Form #100, 9 Sept 2011 (Page 2 of 2)
This form is assigned to Preschool/Children’s Team.
132
Fairfield Glade First Baptist Church
5160 Peavine road, Fairfield Glade, TN 38571
(931) 484-6927
ADD ACTIVITY TO CALENDAR REQUEST
NAME OF REQUESTING ORGANIZATION/PERSON:
PHONE # _______________________________
CALENDAR DATES:
NAME OF EVENT:
TIME OF EVENT: (From/To)
DAILY ________ WEEKLY _____ MONTHLY
===================================================== Form #110, 9 Sept 2011 This form is assigned to: Communications/Fellowship Team.
Fairfield Glade First Baptist Church
5160 Peavine road, Fairfield Glade, TN 38571
(931) 484-6927
ADD ACTIVITY TO CALENDAR REQUEST
NAME OF REQUESTING ORGANIZATION/PERSON:
PHONE # _______________________________
CALENDAR DATES:
NAME OF EVENT:
TIME OF EVENT: (From/To)
DAILY ______ ___ WEEKLY MONTHLY
===================================================== Form #110, 9 Sept 2011 This form is assigned to: Communications/Fellowship Team.
133
Fairfield Glade First Baptist Church
5160 Peavine road, Fairfield Glade, TN 38571
(931) 484-6927
ANNOUNCEMENTS INTO BULLETIN REQUEST
Date Submitted
Committee:
Requested By:
Dates to be inserted in bulletin:
Text:
All announcement requests must be in the Church Office by Thursday morning @ 9:00 a.m. of the requested
week in order to be included in that following Sunday’s bulletin. Please limit your announcement to three
lines or less.
Form #120, 9 Sept 2011 This form is assigned to: Communications/Fellowship Team.
134
FAIRFIELD GLADE FAIRFIELD GLADE
FIRST BAPTIST CHURCH FIRST BAPTIST CHURCH
ATTENDANCE TALLY SHEET
ATTENDANCE TALLY SHEET
Date:__________________________ Date:__________________________
SS Attendance:__________________ SS Attendance:__________________
9:00 a.m.______________________ 9:00 a.m.______________________
Children:_______________________ Children:_______________________
10:30 a.m.______________________ 10:30 a.m.______________________
Form #130, 9 Sept 2011 Form #130, 9 Sept 2011 This form is assigned to Music/Worship Team. This form is assigned to Music/Worship Team.
FAIRFIELD GLADE FAIRFIELD GLADE
FIRST BAPTIST CHURCH FIRST BAPTIST CHURCH
ATTENDANCE TALLY SHEET ATTENDANCE TALLY SHEET
Date:__________________________ Date:__________________________
SS Attendance:__________________ SS Attendance:__________________
9:00 a.m.______________________ 9:00 a.m.______________________
Children:_______________________ Children:_______________________
10:30 a.m.______________________ 10:30 a.m.______________________
Form #130, 9 Sept 2011 Form #130, 9 Sept 2011 This form is assigned to Music/Worship Team. This form is assigned to Music/Worship Team.
135
Fairfield Glade First Baptist Church
5160 Peavine road, Fairfield Glade, TN 38571
(931) 484-6927
AUDIO/VIDEO REQUEST FORM
This form must be submitted to the Music/Worship Team for those needing audio and/or video
support for any meetings or events that take place in our church. Please complete this form and
submit it to the Audio/Video Coordinator or church office two weeks prior to the event.
Date of Event: ___________ Time of Event: (From) ___________ (Until) _________
Estimated Number of people attending: _______________
Equipment Needs (Please check all that apply):
_____ Speakers
_____ Number of microphones
_____ Electric Piano
_____ DVD Player
_____ CD Player
_____ Video Projector
_____ Screen
_____ Computer
_____ Other instruments (Please specify) ___________________________________________
_____________________________________________________________________________
_____ Other Sources ___________________________________________________________
For those who need help with digital files, please use the space below:
1. We need to play the following video or audio:
Title: ________________________________________________________________________
Resource or File format- MP3, DVD, PowerPoint, jpeg, mpeg, PDF, other: _________________
______________________________________________________________________________
(Please list additional titles and Resource or File format on the reverse of this page)
2. I have been scheduled to sing special music on (date) ________________________________.
I will be singing (title) ___________________________________________________________.
I will be using (please check one) a CD _______, DVD _______, cassette ______, MP3 ______,
other ______________________.
Form #140, 9 Sept 2011 This form is assigned to Music/Worship Team.
136
Fairfield Glade First Baptist Church
5160 Peavine Road, Fairfield Glade, TN 38571
931-484-6927
BUDGET CHANGE FORM
To: Finance Committee Name:
Date Submitted:
Name of the Account:
Amount of Increase (+) or Decrease (-):
Submitted by Team: Name:
Reason for increase/decrease:
(Complete explanation, use back of page if needed):
This request will be reviewed promptly by the Finance Committee, and will be approved or denied based on the
availability of funds and the priority of the request. The Account Chair and the Church Council will be notified of
the decision.
Request approved: YES ____ NO ____ Date Received: _______________________
Explanation:
Finance Committee Chair Signature: Date:
Finance Committee Chair Print Name:
Treasurer Signature: Date:
Treasurer Print Name:
Form #150, 9 Sept 2011 This form is assigned to Administrative Team, Stewardship & Finance.
137
Fairfield Glade First Baptist Church
5160 Peavine Road, Fairfield Glade, TN 38571
931-484-6927
BULLETIN INFORMATION
Week of ___________________ Year __________
Sunday School Attendance
9:00 am Church Attendance
10:30 am Church Attendance
Total Church Attendance
Given YTD Accumulative
Budget Gifts
Budget Needs
Building Fund
Missions __________
Other
Counters
Form #160, 9 Sept 2011 This form is assigned to Communication/Fellowship Team.
138
Fairfield Glade First Baptist Church
5160 Peavine Road, Fairfield Glade, TN 38571
931-484-6927
CATERER’S GUIDELINES and CONTRACT
We, at Fairfield Glade First Baptist Church wish to assist you in any way we can to help make
your work easier. We have a few guidelines that we, as a church, wish for you to comply with in
order for the wedding, reception, or other event to run smoothly.
1. Please schedule your times with the Pastor or church secretary (484-6927) for bringing in
equipment, supplies, food, etc., into the event area so the church may be unlocked for
you.
2. All caterers using the facilities in the church will be expected to leave the kitchen and
reception area in a presentable condition—the same way you found it.
3. No smoking is allowed in any part of the church buildings.
4. A microwave is available for your use.
5. Ensure that none of the church’s plates, cups, silverware, kitchen supplies or equipment
are taken by mistake.
6. Furnish your own paper or plastic goods such as plates, cups, napkins, paper towels and
flatware. Those stored in the church kitchen cabinets are not for your use.
7. Contact the Church Custodians_______________________________________________
Phone _________________________ or ___________________________________
Phone ___________________, if there is a need for brooms, mops or trash bags, which
are located in the supply closet. (If unable to reach them, contact the Church Secretary.)
The Church Custodians will take care of any mopping needed following the event, and
they will remove garbage that has been bagged and tied.
8. Please see that the facilities and equipment are not mistreated in any way. The caterer
will be held responsible for any damages that occur—reimbursing the church for the cost
to repair or replace.
9. Our Kitchen Committee chairs, ______________________________________ will be a
big help answering questions and locating or operating equipment. Call them if you need
their assistance. If unable to reach them, contact the Church Secretary.
10. Unless a church representative is on site, you are responsible to ensure that all outside
doors are locked when you leave.
Form #170, 9 Sep 2011 (Page 1 of 2)
139
Fairfield Glade First Baptist Church
5160 Peavine Road, Fairfield Glade, TN 38571
931-484-6927
CATERER’S CONTRACT
NAME OF EVENT: ____________________________________________________________
EVENT DATE: ___________________________________
EVENT TIME FRAME: ____________________________
CHURCH AREA(S) NEEDED: ___________________________________________________
_____________________________________________________________________________
PRINTED NAME OF CATERER: ________________________________________________
SIGNATURE OF CATERER: ____________________________________________________
PRINTED NAME OF CHURCH REPRESENTATIVE: _______________________________
SIGNATURE OF CHURCH REPRESENTATIVE: ___________________________________
DATE APPROVED/AGREED: ___________________________________________________
Fairfield Glade First Baptist Church – Special Events Planning
5860 Peavine Road
Fairfield Glade, TN 38571
Telephone: 931, 484-9627
E-mail: [email protected]
Office hours:
Monday – Thursday: 8:00 a.m. – 2:30 p.m.
Friday: 8:00 a.m. – 1:00 p.m.
Form #170, 9 Sep 2011 (Page 2 of 2)
140
Fairfield Glade First Baptist Church
5160 Peavine Road, Fairfield Glade, TN 38571
931-484-6927
COLUMBARIUM APPLICATION
The Columbarium Trustees of the Fairfield Glade First Baptist Church acknowledge the
receipt of $
from Name:
Address:
City: State: Zip:
Phone: E-Mail:
This is a partial payment toward the full payment for one niche in the Fairfield Glade First
Baptist Church Columbarium. The balance remaining due is the difference between the deposit
and the prevailing cost of a niche at the time the final payment is made and the niche location is
selected.
_____ _________________
Signed: Treasurer of the Columbarium Trustees Date
_____ _________________
Signed: Chair of the Columbarium Trustees Date
Record of partial and final Payments
Form #180, 9 Sep 2011
This form is assigned to Administrative Team, Columbarium Trustees
141
Fairfield Glade First Baptist Church
5160 Peavine Road, Fairfield Glade, TN 38571
931-484-6927
COLUMBARIUM CERTIFICATE OF USE Inurnment in the FFGFBC Columbarium
The Columbarium Trustees acknowledge receipt of $ ____________
as payment in full from:
Name:
Address:
City: State: Zip:
Phone: E-Mail:
for the reservation of one niche in the Columbarium located at the Fairfield
Glade First Baptist Church.
It is understood that this niche will be for the inurnment of:
1. Name:
Address:
City: State: Zip:
Phone: E-Mail:
2. Name:
Address:
City: State: Zip:
Phone: E-Mail:
3. Name:
Address:
City: State: Zip:
Phone: E-Mail:
Form #190, 10 Sep 2011 (Page 1 of 2)
142
Columbarium Certificate of Use (con’d)
It is further understood that a payment has been made also in the amount of $
for the niche plate(s) with the family name, first name, date of birth and the date of death cast in
bronze. The names to be used on the niche plates are shown below.
1. Name
Show name as:
2. Name
Show name as:
3. Name
Show name as:
It is agreed that if the purchaser moves to another location or decides for personal reasons to
choose another form of inurnment, 80% of the above will be refunded. This contract is non-
transferable. Upon refund of the above, names, monies and title of the above niche once again
becomes the property of the Fairfield Glade First Baptist Church.
The Columbarium Trustees assume no responsibility or obligation for the cremation of the
person to be inurned. Arrangement should be made between the purchaser and/or his or her
estate representative with a funeral director of their choice.
Payment in full at the time of purchase entitles the purchaser to make a choice of niches that are
available at that time. Otherwise, assignment of niches remains the sole prerogative of the
FFGFBC Columbarium Trustees with due regard for the prior wishes of the purchaser and/or his
or her estate depending on the availability of space at the time of inurnment.
A copy of this document will be on file in the church office. The original will be provided to the
purchaser.
_____
Columbarium Trustee Date
Signed: Robert Gariepy
_____
Columbarium Treasurer Date
Signed: Jackie Gariepy
Form #190, 10 Sep 2011 (Page 2 of 2) This form is assigned to Administrative Team, Columbarium Trustees.
143
Fairfield Glade First Baptist Church
5160 Peavine Road, Fairfield Glade, TN 38571
931-484-6927
CONFIDENTIAL VOLUNTEER APPLICATION FORM
This application is to be completed by all applicants for any position involving the supervision or
custody of minors. It will help our church family provide a safe and secure environment for
children.
Personal:
Date:
Last Name: First Name: Middle Initial:
Present Address:
Social Security #:
City: State: Zip:
E-mail: Marital Status:
Home Phone: ( ) Work Phone: ( )
Occupation:
Do you have a current driver’s license? Yes ___ No ___ License #
Issuing State:
Have you ever been charged with, indicted for, or pled guilty to an offense involving a minor?
Yes ___ No ___
If yes, please describe all convictions for the past five years.
Were you a victim of abuse or molestation while a minor? Yes ___ No ___
If you prefer, you may refuse to answer this question.
You may discuss your answer in confidence with a Pastor rather than answering on this
form.
Answering yes, or leaving the question unanswered, will not automatically disqualify
you.
Form #200, 9 Sept 2011 (Page 1 of 2)
144
Confidential Volunteer Application Form (con’d)
Church:
When did you make your profession of faith in Christ?
When were you baptized?
List any gifts, callings, training, education, or other factors that have prepared you for teaching.
Are you a member of this church? Yes ___ No ___ If yes, how long have you been a
member?
1. If no, list your church membership contact information here.
2. Please list other churches you have attended regularly during the past five years.
3. Include the type of work involving children that you performed:
Form #200, 9 Sept 2011 (Page 2 of 2) This form is assigned to Administrative Team.
145
CONFLICT OF INTEREST FORM
FAIRFIELD GLADE FIRST BAPTIST CHURCH CONFLICT OF INTEREST POLICY
As a ministry initiated and sustained by God, the Church has a mandate to conduct all of its
affairs decently and above reproach, both in the sight of God and man. That accountability
includes a commitment to operate with the highest level of integrity and to avoid conflicts of
interest.
As a nonprofit, tax-exempt entity, the Church depends on charitable contributions from its
members. Maintenance of its tax-exempt status is important both for its continued financial
stability and for the receipt of contributions. Therefore, the IRS and state corporate and tax
officials view the operations of the Church as a public trust, accountable to both governmental
authorities and members of the public.
Among the Church, its officers, and its Church Leadership Council (CLC), there exists a
fiduciary duty, which carries with it a broad and unbending duty of loyalty. The CLC and it
officers are responsible for administering the affairs of the Church honestly and prudently, and
for exercising their best care, skill, and judgment for the sole benefit of the Church. Those
persons shall not use their positions with the organization or knowledge gained therefrom for
their personal benefit.
The CLC will review any related-party transactions.
In the event transactions involving conflicts of interest occur, or are proposed, the Conflict of
Interest policy will provide the following:
1. All proposed transactions that might be viewed as possible conflicts of interest are to be
reported to the CLC and approved in advance.
2. The CLC will research the situation and provide a record that will demonstrate that the
transaction is truly in the best interest of the Church, as provided by a competitive bid or
comparative valuation, and that it does not violate state law.
3. The related party is to be excused during the process of the CLC deliberation and voting,
other than to respond to questions, and is to abstain from voting.
4. The CLC will perform an annual review of potential and known related-party transactions
through annual Conflict of Interest questionnaires to be completed by all Ministers,
Officers, members of the CLC, and all other employees.
Form #205, 12 Jan 2012.
This form is assigned to the Administration Team, Personnel Committee.
Page 1 of 2 (Change 2 package, 5/5/12)
146
FAIRFIELD GLADE FIRST BAPTIST CHURCH
CONFLICT OF INTEREST QUESTIONNAIRE
A conflict of interest may relate to you, your spouse, family members, business interests, and/or
associates. Conflicts of interest may arise when one party has the ability to significantly
influence the management or operating policies of the other, to the extent that one of the
transacting parties might be prevented from fully pursuing the interests of FAIRFIELD GLADE
FIRST BAPTIST CHURCH rather than his/her own separate or related-party interests.
Considering the period 20 - 20 _
Yes* No
1. I (or a party related to me) hold, directly or indirectly, a position of
financial interest in an outside concern from which the organization
secures goods or services.
_____
_____
2. I (or a related party of mine) render directive, managerial, or
consultative services to, or am an employee of, any outside concern that
does business with FAIRFIELD GLADE FIRST BAPTIST CHURCH.
_____
_____
3. I have accepted gifts or other benefits from any outside concern that
does, or is seeking to do, business with FAIRFIELD GLADE FIRST
BAPTIST CHURCH.
_____
_____
4. I have participated in management decisions of outside entities
concerning transactions that affect or benefit me, my family, or my
personal financial interests (other than ordinary management decisions
on employment matters such as compensation).
_____
_____
5. I (or a related party of mine) have been indebted to FAIRFIELD
GLADE FIRST BAPTIST CHURCH at some time during the above-
stated period.
If so, please note the nature, date, terms, and amount.
(For example, a personal loan, assistance with bills, etc.)
_____
_____
6. FAIRFIELD GLADE FIRST BAPTIST CHURCH has been indebted
to me (or a related party of mine) at some time during the above stated
period. If so, please note the nature, date, terms and amount.
_____
_____
* If you answered “yes” to any of these statements, please provide further explanation and
information on any related-party transactions. Attach additional pages if necessary.
______________________________________________________________________________
____________________________________ ____________
(Print name and affix Signature) (Date) Form #205, 18 Jan 2012, Page 2 of 2 (Change 2 package, 5/4/12)
147
Fairfield Glade First Baptist Church
5160 Peavine Road, Fairfield Glade, TN 38571
931-484-6927
CONSTITUTION/BYLAWS: REVISION REQUEST FORM (Additions, Amendments and/or Corrections)
Date of Request:
Unit Name (if applicable):
Name of person or chair requesting change:
Change/Revision requested: (For clarification, a copy of the current section of the Constitution
may be attached in addition to specific changes being requested.)
Change requested:
Reason for requested change:
Please submit this completed form to any member of the Constitution/Bylaws Committee or to
the Church Secretary.
You will be informed regarding action taken on your request.
Approved: __ Denied: __ Revised: ________ Date:
Reason (if denied): ______________________________________________________________
______________________________________________________________________________
Form #210, 9 Sept 2011 This form is assigned to Administrative Team.
148
Fairfield Glade First Baptist Church
5160 Peavine Road, Fairfield Glade, TN 38571
931-484-6927
CREDIT CARD SIGN-OUT SHEET WHEN OBTAINING AND RETURNING
CREDIT CARD
Name Date
Taken
Company Name Amount Charge to
Acct#
Return
Date
Form #220, 9 Sept 2011
149
Fairfield Glade First Baptist Church
5160 Peavine Road, Fairfield Glade, TN 38571
931-484-6927
CREDIT CARD USE REQUEST (Also, use this form if an order is being phoned in)
When this form is signed by the Team Leader, the credit card will be released for use.
(Get credit card from the church secretaries.)
Date:
Team:
Requested By:
Approved by: Date:
(Team Leader)
Items Bought:
TOTAL PRICE CHARGED: $_________________
For which activity:
Charge to Account #
When transaction is complete: ATTACH RECEIPT TO THIS FORM AND GIVE TO
CHURCH TREASURER.
Form #230, 9 Sept 2011 This form is assigned to the Administrative Team.
150
Fairfield Glade First Baptist Church
5160 Peavine Road, Fairfield Glade, TN 38571
931-484-6927 e-mail: [email protected]
Office Hours 9:00 a.m. – 2:30 p.m. Mon-Thurs; 9:00 a.m. – 1:00 pm Friday
CUSTODIAL/ROOM REQUEST FORM
NAME OF EVENT:
NAME OF REQUESTING ORGANIZATION/PERSON:
ADDRESS:
_____________________________________________________________________________________________
Phone # E-mail:
Church Member: Non Member:
DATE OF EVENT: TIME FROM: TO:
DAY OF EVENT:
Daily Weekly Monthly Other
NUMBER OF PEOPLE INVOLVED:
ROOMS REQUESTED: (See map on the back of this form for room numbers)
Sanctuary , Kitchen , Fellowship Hall ,
Choir Room , SS Classroom (list) Upper , Lower ,
Library , Restrooms (upper level) , (lower level) ,
Other Areas
If setup is needed (tables/chairs, etc.), please attach a drawn schematic.
SPECIAL INSTRUCTIONS:
Form #240, 9 Sept 2011 (Page 1 of 2) This form is assigned to the Administrative Team.
151
Custodial/Room Request Form (con’d)
SOUND/LIGHTING NEEDS:
(CD’s/Videos/DVD’s/Microphones/Etc)
SET-UP NEEDED TO BE COMPLETED BY: DATE:
TIME:
SECURITY NEEDED: YES ___ NO ___ KEY NEEDED: YES ___ NO ___
FOR OFFICE USE ONLY
STAFF MEETING: DATE: __ ___ ________
BY
APPROVED ______ DISAPPROVED ______
REASON OF DISAPPROVAL:
CUSTODIANS NOTIFIED: DATE:
BY:
(Fred Kawicki) (Dick Schroeder – G&M)(Ron Baker)
KITCHEN COMMITTEE NOTIFIED: DATE:
BY:
(Paul & Kay Forsythe)
SAFETY AND SECURITY COMMITTEE NOTIFIED: DATE: ___________
BY:
(Paul Forsythe)
SOUND/LIGHTING COMMITTEE NOTIFIED: DATE:
BY:
(Dane Bryant)
AIR CONDITIONING/HEAT (Ben Ogletree) DATE:
BY:
ORGANIZATION/PERSON NOTIFIED: DATE:
BY:
Please return this completed form to the Church Office ASAP.
Form #240, 9 Sept 2011 (Page 2 of 2) This form is assigned to: Administrative Team.
152
Note: This form is a PDF. Printed copies are available in the church office.
Form #250, 9 Sept 2011
DRIVER INFORMATION – VEHICLE INSURANCE
153
Fairfield Glade First Baptist Church
5160 Peavine Road, Fairfield Glade, TN 38571
Phone: 931-484-6927 Fax: 931-707-5185
EMPLOYMENT APPLICATION
Prospective employees will receive consideration without discrimination because of race, creed,
color, sex, age, national origin, handicap or veteran status.
PERSONAL INFORMATION:
Date:
Last Name: First Name: MI:
SS #:
Street Address:
# of Years at this address:
City: State/Zip:
Day Phone: Evening Phone:
Position Desired:
Are you legally eligible for employment in the United States? Yes No
Once approved, when would you be available to begin work?
Will you work overtime is asked? Yes No
EDUCATION: Post-graduate studies:
(college, business, trade or technical) (go to next level if not applicable)
Name and location of school:
Course of Study:
Number of years completed:
Did you graduate? Yes ___ No ___
Degree or diploma:
Form #260, 9 Sept 2011 (Page 1 of 4) This form is assigned to Administrative Team.
154
Employment Application (con’d)
High School:
Name and location of school:
Course of Study:
Number of years completed:
Did you graduate? Yes ___ No ___
Degree or diploma:
Elementary School:
Name and location of school:
Completed? Yes ___ No ___
Certificate or diploma:
EMPLOYMENT HISTORY:
Please give accurate, complete, full-time and part-time employment history. Start with your
present or most recent employer.
1. Company Name:
Address:
Name of Supervisor:
Job and title:
Describe your work:
Work telephone number:
Employment dates:
From: (beginning) month/year To: (ending) months/year
Weekly pay (Starting) and (ending)
Reason for leaving:
Form #260, 9 Sept 2011 (Page 2 of 4)
155
Employment Application (con’d)
2. Company Name:
Address:
Name of Supervisor:
Job and title:
Describe your work:
Work telephone number:
From: (beginning) month/year To: (ending) months/year
Weekly pay (Starting) and (ending)
Reason for leaving:
Please attach extra sheets if needed to include additional work experience or a résumé.
* * * * * *
Have you ever drawn worker’s compensation? Yes ___ No ___
PERSONAL REFERENCES: (List three; not former employers or relatives)
List Name, Address and Phone Number:
1.
2.
3.
Are you currently or have you in the past undergone treatment for drug or alcohol dependency?
Yes ___ No ___
Do you have a current TN driver’s license? Yes ___ No ___ License #
Has your driver’s license ever been suspended? Yes ___ No ___ If yes, please state the
reason
Form #260, 9 Sept 2011 (Page 3 of 4)
156
Employment Application (con’d)
Have you ever committed, been arrested for, charged with, under probation for, convicted of, or
pleaded guilty or nolo contendere to (a) sexual or physical abuse, (b) molestation, or (c) felony
crime? Yes ___ No ___
If yes, please explain.
Form #260, 9 Sept 2011 (Page 4 of 4)
157
Fairfield Glade First Baptist Church
5160 Peavine Road, Fairfield Glade, TN 38571
931-484-6927
EMPLOYMENT APPLICANT STATEMENT
The information contained in the application is correct to the best of my knowledge. I authorize
any references or businesses listed in this form to give you any information (including opinions)
they may have regarding my character. In consideration of the receipt and evaluation of this form
by Fairfield Glade First Baptist Church in Fairfield Glade, TN, I hereby release any individual,
church, charity, employer, reference, or any other person or organization, including record
custodians, both collectively and individually, from any and all liability for damages of whatever
kind or nature that may at any time result to me, my heirs or my family, on account of
compliance, or any attempts to comply, with this authorization. I waive any right that I may have
to inspect any information provided about me by any person or organization identified by me in
this form.
Should I be approved to work at Fairfield Glade First Baptist Church, I agree to be bound by the
Bylaws and Policies of the Church, and I will refrain from any unscriptural conduct in the
performance of my services on behalf of the church.
Applicant’s Signature: Date:
Print Name:
Witness Signature: Date:
Print Name:
Form #270, 9 Sept 2011 This form is assigned to Administrative Team.
158
Fairfield Glade First Baptist Church
5160 Peavine Road, Fairfield Glade, TN 38571
931-484-6927
EMPLOYEE CRIMINAL RECORDS CHECK AUTHORIZATION
I hereby give my permission for the Fairfield Glade First Baptist Church of Fairfield Glade, TN,
to obtain information relating to my criminal history record through any agency, entity or
organization having such information. The criminal history record, as received from the
reporting agencies, may include arrest and conviction data as well as plea bargains and deferred
adjudications. I understand that this information will be used, in part, to determine my eligibility
for an employment/volunteer position with this organization. I also understand that as long as I
remain an employee or volunteer here, the criminal history records check may be repeated at any
time.
I, the undersigned, do, for myself, my heirs, executors and administrators, hereby remise, release
and forever discharge and agree to indemnify Fairfield Glade First Baptist Church of Fairfield
Glade, TN, and any agency, entity or organization reporting such criminal history (including
without limitation, any police department or the TN Department of Safety, the Federal Bureau of
Investigation, and/or the Tennessee Department of Corrections and each of their officers,
directors, employees, representatives, members, attorneys and agents harmless from and against
any and all causes of action, suits, liabilities, costs, debts and sums of money, claims and
demands whatsoever, and any and all related attorneys fees, court costs, and other expenses
resulting from the investigation of my background in connection with my application to become
a volunteer worker or staff member).
Applicant’s Signature: Date:
Print Name:
Address: Phone:
Print maiden name if applicable:
Print all Aliases (or other names used):
Social Security Number:
Date of Birth:
Form #280, 9 Sept 2011 This form is assigned to Administrative Team.
159
Fairfield Glade First Baptist Church
5160 Peavine Road, Fairfield Glade, TN 38571
931-484-6927
EQUIPMENT CHECK-OUT FORM
Date Name/Group Equip/Qty Due
Date
Return
Date
Initial
Form #290, 9 Sept 2011 (Portrait view)
160
Fairfield Glade First Baptist Church
5160 Peavine Road, Fairfield Glade, TN 38571
931-484-6927
EQUIPMENT CHECK-OUT FORM
Date
Name/Group
Equipment &
Quantity
Due Date
Return
Date
Initial
Form #290, 9 Sept 2011 (Landscape view)
161
Fairfield Glade First Baptist Church
5160 Peavine Road, Fairfield Glade, TN 38571
931-484-6927
KEY REQUEST FORM
I am requesting a key to the following church door subject to the review and approval of the
Church Leadership Council.
Requestor’s Name ________________________________________ Date _____________
Door or facility for which a key is requested: _____________________________________
How long will the key be needed? ______________________________________________
Briefly state the need for the key assignment:
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
If a key assignment is granted, I agree that I will not duplicate or knowingly allow a duplicate to
be made from the assigned key.
Signed: _________________________________
====================== For Church Leadership Council use ===============_===
Church Leadership Council review date: _________________
Church Leadership Council action: Approved ___ Rejected ___ Deferred ___
Decision comments: __________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
____________________________________ Decision Date: _____________________
Council Chair
Notification Date: ___________________
Form #300, 9 Sept 2011
162
Fairfield Glade First Baptist Church
5160 Peavine Road, Fairfield Glade, TN 38571
931-484-6927
PLEASE SIGN FOR
KEYS (VAN & BUS) TAKEN FROM CHURCH OFFICE
Date Name and Phone Number Key Number Date
Taken Returned
Note: Keys are located in the Church Office in the Key Box. A Church Secretary will need to be
present to retrieve them.
Form #310, 9 Sept 2011
163
Fairfield Glade First Baptist Church
5160 Peavine Road, Fairfield Glade, TN 38571
931-484-6927
KITCHEN EQUIPMENT USE REQUEST
Requested by
Date to be removed
Date to be returned
Item(s)
Approved by _________________________________ (Kitchen Committee Member)
Form #320, 9 Sept 2011 This form is assigned to: Communications/Fellowship Team.
Fairfield Glade First Baptist Church
5160 Peavine Road, Fairfield Glade, TN 38571
931-484-6927
KITCHEN EQUIPMENT USE REQUEST
Requested by
Date to be removed
Date to be returned
Item(s)
Approved by _________________________________ (Kitchen Committee Member)
Form #320, 9 Sept 2011 This form is assigned to: Communications/Fellowship Team.
164
Fairfield Glade First Baptist Church
MINISTERIAL PERFORMANCE APPRAISAL
Name: Position/Title: Appraisal Date: Date:
Performance Areas Level Achieved:
(Poor 1 2 3 4 5 Excellent/Outstanding)
Comments
1) Planning/Organizing: Work is well organized, ______________________________
Coordinates work for optimum efficiency. ______________________________
______________________________
2) Empowered: Identifies and utilizes God-given ______________________________
gifts in pursuit of his/her calling. ______________________________
______________________________
3) Evangelism/Outreach: Visits regularly, shares ______________________________
the Gospel, makes outreach a priority. ______________________________
______________________________
4) Innovation: Constantly seeks improvement, ______________________________
initiates action and is a self-starter; flexible ______________________________
and adaptable. ______________________________
5) Dependability/Reliability: Honors and keeps ______________________________
commitments. Work can be relied upon for ______________________________
thoroughness and accuracy. ______________________________
6) Teamwork: Supportive of all programs, ______________________________
integrates and cooperates with other staff to ______________________________
enhance success. ______________________________
7) Job Knowledge and Performance: ______________________________
Demonstrates thorough knowledge of ______________________________
fundamentals and performs job effectively. ______________________________
8) Interpersonal Relations: Works well with ______________________________
others. Priority to serve and help others. ______________________________
Maintains a high degree of both Christian ______________________________
ethics and confidentiality.
Form #330, 9 Sept 2011(Page 1 of 2)
165
Ministerial Performance Appraisal (con’d)
9) Financial Accountability: Develops and ______________________________
recommends a budget in support of approved ______________________________
goals and objectives. Controls expenditures ______________________________
within budget allocations.
10) Achievement- Achieved stated goals and ______________________________
action plans for this position. ______________________________
______________________________
Note: A rating of 1 or 5 requires detailed narrative below supporting this rating
Fairfield Glade First Baptist Church
Ministerial Performance Appraisal
Rating Narrative
Employee: ____________________________________
Form #330, 9 Sept 2011 (Page 2 of 2)
166
Fairfield Glade First Baptist Church
5160 Peavine Road, Fairfield Glade, TN 38571
931-484-6927
PAYMENT VOUCHER (For reimbursement of funds)
Approved by:(Team Leader)
Date:
Pay To:
Address:
Invoice # Date:
Amount: $
CHARGE TO ACCOUNT:
Please give this completed form to Church Treasurer.
(RECEIPT MUST ACCOMPANY THISVOUCHER) Form #340, 9 Sept 2011
This form is assigned to: Administrative Team.
Fairfield Glade First Baptist Church
5160 Peavine Road, Fairfield Glade, TN 38571
931-484-6927
PAYMENT VOUCHER (For reimbursement of funds)
Approved by:(Team Leader)
Date:
Pay To:
Address:
Invoice # Date:
Amount: $
CHARGE TO ACCOUNT:
Please give this completed form to Church Treasurer.
(RECEIPT MUST ACCOMPANY THISVOUCHER)
Form #340, 9 Sept 2011
This form is assigned to: Administrative Team.
167
Fairfield Glade First Baptist Church
5160 Peavine Road, Fairfield Glade, TN 38571
931-484-6927
PERFORMANCE EVALUATION
Employee: ____________________________________ Date: _____________________
Position: _______________________________ Time In Position: ___________________
Evaluation Period: From __________________ To _______________________________
Evaluator: _______________________________ Position __________________________
Criteria For Ratings:
The standard for this evaluation is the job description for this position
1 – Performs far below job expectations for this item. *
2 – Item needs improvement. *
3 – Meets job requirements for this item.
4 – Occasionally exceeds job requirement for this item.
5 – Outstanding performance. *
* Requires detailed narrative supporting this rating (use page 2).
Ratings:
1. Understands job
2. Productivity
3. Quality of Work
4. Reliability
5. Attendance
6. Cooperation
7. Suitability for Job
8. Discipline
9. Personal Appearance
10. Creativity
11. OVERALL RATING
Recommendations: (check one below)
Continue Present Position Should be Released
Should be Promoted To:
Salary +Increase/(Decrease) (Optional) (Amount or % of recommended increase/decrease) ___________
Form #350, 9 Sept 2011 (Page 1 of 2)
168
Fairfield Glade First Baptist Church
PERFORMANCE EVALUATION RATING NARRATIVE
Employee: ____________________________________
Form #350, 9 Sept 2011 (Page 2 of 2)
169
Fairfield Glade First Baptist Church
5160 Peavine Road, Fairfield Glade, TN 38571
931-484-6927
PHONE TREE REQUEST
Date Submitted
Committee:
Requested by:
Date Needed:
Text:
Form #360, 9 Sept 2011 This form is assigned to: Communications/Fellowship Team.
170
Fairfield Glade First Baptist Church
5160 Peavine Road, Fairfield Glade, TN 38571
931-484-6927
POLICIES AND PROCEDURES MANUAL CHANGE FORM
TEAM and UNIT
UNIT LEADER
DATE SUBMITTED
Attach copy of existing page(s) and indicate revisions, additions or deletions. Give form and
attachments to P&P Committee.
Reviewed, edited and formatted by P&P Committee
Chair Date
Change Number and Date
Reviewed by Administration Team
Chair Date
Approved by Church Leadership Council
Chair Date
Revisions implemented to Master Copy by:
(name) Date
Revisions to Library Copy by:
(name) Date
Revisions implemented to Associate Pastor copy by:
(name) Date
Revisions to Pastor copy by:
(name) Date
Revisions to web site by:
(webmaster) Date
Form #365, 4 May 2012, This form assigned to Administration Team, P&P Committee
Change 2 Package, 4 May 2012.
171
172
Fairfield Glade First Baptist Church
5160 Peavine Road, Fairfield Glade, TN 38571
931-484-6927
SAFETY AND SECURITY WORK ORDER
Date: Name:
Work Requested:
Approved by Safety and Security: Yes ___ No ___ Date:
Work Assigned to: Date:
Work Completed:
Work Inspected and Approved by: Date:
May use the space below for further information, drawings, etc.
Form #370, 9 Sept 2011
173
Fairfield Glade First Baptist Church
5160 Peavine Road, Fairfield Glade, TN 38571
931-484-6927
SUNDAY SCHOOL ATTENDANCE TALLY SHEET
DATE: _______________________ WEEK #: _____________________
Classes Members
Present
Visitors New
Members
Total
Present
Total
Contacts
Agape AD1
Berean AD2
Builders AD3
Challengers AD4
Encouragers AD5
Grace AD6
Men’s AD7
Seekers AD8
Maranatha AD9
College & Career – Bill
Putnam’s Class
Couriers
Consider The Lilies
Cornerstone
Senior Youth Y2
Junior Youth Y1
Older Children CLD3
First & Second Grade
CLD1
Preschool PS1
Nursery
General Officers GO
TOTALS:
Enrollment _________________ Attendance Last Week ____ _____
Attendance Last Year __________ _____ Form #390, 9 Sept 2011
174
Fairfield Glade First Baptist Church
5160 Peavine Road, Fairfield Glade, TN 38571
931-484-6927
SUPPLY ORDER REQUEST
Date:
Team:
Requested By:
Approved by: Date:
(Team Leader)
Vendor/Company:
Items Needed:
Description Quantity Price
Total $:
For which activity:
Charge to Account #
When completed, please place this request in the Church Secretary’s box.
(For Office Use Only)
Rec’d in Church Office _____________ By: ____________________ Completed: ___________
Form #400, 9 Sept 2011
175
Fairfield Glade First Baptist Church
5160 Peavine Road, Fairfield Glade, TN 38571
931-484-6927
TAPE/CD REQUEST FORM
SERVICE DATE: 9:00 AM 10:30 AM 6:00 PM Sunday 6 PM Wed Prayer Service
(Circle One)
SPEAKER TOPIC
NAME OF REQUESTER TELEPHONE
ADDRESS
(Please complete and submit to an usher, member of the staff, or the church office)
Recorded by Bob Lunn
Form #410, 9 Sept 2011
This form is assigned to: Music/Worship Team.
Fairfield Glade First Baptist Church
5160 Peavine Road, Fairfield Glade, TN 38571
931-484-6927
TAPE/CD REQUEST FORM
SERVICE DATE: 9:00 AM 10:30 AM 6:00 PM Sunday 6 PM Wed Prayer Service
(Circle One)
SPEAKER TOPIC
NAME OF REQUESTER TELEPHONE
ADDRESS
(Please complete and submit to an usher, member of the staff, or the church office)
Recorded by Bob Lunn
Form #410, 9 Sept 2011
This form is assigned to: Music/Worship Team.
176
TIME SHEETS
Time Sheets are in Excel. The following examples are shown for illustrative purposes only.
TIME SHEET – FINANCIAL SECRETARY
TIMESHEET FAIRFIELD GLADE FIRST BAPTIST CHURCH
Financial Secretary
Name:
Dates From To
Date
Payroll Classification M TU W TH F SA SU M TU W TH F SA SU Total Hours
Financial Secretary
TOTAL
Employee signature
Form #420, 9 Sept 2011
177
TIME SHEET – INSTRUMENTALISTS (Per Diem Musicians)
TIMESHEET FAIRFIELD GLADE FIRST BAPTIST CHURCH
Instrumentalists 5160 Peavine Road, Fairfield Glade, TN 38571
931-484-6927
Per Diem: Practice $20.00/Service $20.00
Name:
Dates From To
(Place a Check mark on the day that you performed service)
Date
Payroll Classification TH F SA SU M T W TH F SA SU M T W Total
Practice Session
Worship Service
Other Service
GRAND TOTAL
__________________________
Employee signature Approved
Form #430, 9 Sept 2011
178
TIME SHEET – SECRETARIES
TIMESHEET FAIRFIELD GLADE FIRST BAPTIST CHURCH
Secretaries 5160 Peavine Road, Fairfield Glade, TN 38571
931-484-6927
Name:
Dates From To
Date
Payroll Classification TH F SA SU M T W TH F SA SU M T W
Total Hours
Pastor's Secretary
Secretary
TOTAL
Employee signature
______________________________
Approved
Form #440, 9 Sept 2011
179
Fairfield Glade First Baptist Church
5160 Peavine Road, Fairfield Glade, TN 38571
931-484-6927
TRAVEL EXPENSE REIMBURSEMENT REPORT
Name: __________________________ Week of:
Purpose of Travel: ________________________________________________________________
Travel Expense Mon Tues Wed Thurs Fri Sat Sun Weekly
Summary
Date
From
To
To
To
Auto Mileage
At ____ per mile
Tolls/Parking
Purpose of Ministry
Name of Person
Purpose of Ministry
Meals
Breakfast
Lunch
Dinner
Telephone
Postage
Tips
Daily Total
Total
Expenses
Total for
Payment
Date: _____________________ Signature: ___________________________________
Approved By: ______________________________________ Date: _______________
Signature: _____________________________________________________________
11/3/2011 Form #450
This form assigned to Administrative Team.
180
Fairfield Glade First Baptist Church
5160 Peavine Road, Fairfield Glade, TN 38571
931-484-6927
TYPING AND/OR PHOTOCOPY REQUEST
Request Date: Committee:
Requested By: Date Required:
Photocopy (# of copies needed) Special Requirements (Stapled, etc.)
Color of Paper:
(white unless otherwise designated)
Document Requested/Comments:
Or, please attach copy of document to be typed
Form #460, 9 Sept 2011
This form is assigned to: Communications/Fellowship Team.
Fairfield Glade First Baptist Church
5160 Peavine Road, Fairfield Glade, TN 38571
931-484-6927
TYPING AND/OR PHOTOCOPY REQUEST
Request Date: Committee:
Requested By: Date Required:
Photocopy (# of copies needed) Special Requirements (Stapled, etc.)
Color of Paper:
(white unless otherwise designated)
Document Requested/Comments:
Or, please attach copy of document to be typed
Form #460, 9 Sept 2011
This form is assigned to: Communications/Fellowship Team.
181
VACATION USE APPROVAL FORM
Today’s Date: _____________ _______________________________________
Name: ___________________________________________________________
Title: _____________________________________________________________
Beginning/Ending Date of Vacation Requested*:
______________________________ ______________________________
(Beginning Date) (Ending Date)
Employee Signature: ________________________________________________
Supervisor Approval Signature/Date:_____________________ Date: __________
* Advise your supervisor if you have not accrued enough vacation leave to cover your absence.
Form #465, 2 Mar 2012
This form assigned to the Administration Team, Stewardship/Finance Committee
Change 2 Package, 4 May 2012
182
183
Fairfield Glade First Baptist Church
5160 Peavine Road, Fairfield Glade, TN 38571
931-484-6927
VEHICLE RESERVATION (FFGFBC CHURCH-OWNED)
Van _____ Mini-Bus _____
REQUESTOR: (Print)
DATE OF REQUEST
TRIP BEGIN DATE: RETURN DATE:
DRIVER*: 2nd
ADULT
*Driver’s Name is required prior to approval
DESTINATION:
PURPOSE:
BILLING ACCOUNT #/GROUP:
STAFF APPROVAL:
DATE APPROVED:
DATE GROUP NOTIFIED: BY:
Form #470, 9 Sept 2011
This form is assigned to: Administrative Team.
184
Fairfield Glade First Baptist Church
5160 Peavine Road, Fairfield Glade, TN 38571
931-484-6927
VISITOR REGISTRATION – CHILDREN’S MINISTRY
DATE: __________________
NAME _______
AGE GRADE
ADDRESS CITY
STATE _______ ZIP
NAME OF PARENT OR GUARDIAN
PHONE
LIST NAME OF PERSON(S) WHO BROUGHT YOU TODAY:
(CIRCLE ONE: Parent/Guardian/Relative, Friend, Neighbor)
THEIR NAME
DO YOU HAVE ANY ALLERGIES? Yes ____ No _____
IF YES, PLEASE LIST THEM (FOOD, ETC.)
______________________________________________________________________________
DID YOU RIDE IN OUR CHURCH VANS TODAY? YES ____ NO ___
IF NO, WHO WILL PICK YOU UP TODAY?
________________________________________________
THEIR PHONE NUMBER
THEIR ADDRESS (if different from the above) ____________
__________________________________________
Greeter: Please have this form completed and send it with the child to their designated
classroom.
Form #480, 9 Sept 2011
This form is assigned to Preschool/Children’s Team.
185
VOLUNTEER APPLICATION FORM
For the Volunteer Application Form, see Confidential Volunteer Application Form,
Form #200.
186
Fairfield Glade First Baptist Church
5160 Peavine Road, Fairfield Glade, TN 38571
931-484-6927
WEEKLY DEPOSITS
Week ATT
CODE
General Tithes & Offerings 4000
Missions 5610
Other
Total Deposit 1000
Bldg. Fund Deposit 1100
Bldg. Fund YTD
TOTAL DEPOSITS
Form #500, 9 Sept 2011
This form is assigned to the Administrative Team.
187
