Policies & Procedures
Thank you for taking the time to read this booklet containing many of the key policies and procedures for ministry at Grace Bible Church. These have been thoughtfully and prayerfully established and amended from time to time to help make the ministry operate smoothly. This booklet has been prepared to help our members and friends become familiar with our policies so we can serve Christ together with a minimum of miscommunication. If you have additional questions, please feel free to contact any of the elders.
CONTENTS
FINANCIAL:
STAFFING:
FACILITIES:
GENERAL:
BENEVOLENCE FUND POLICIES AND PROCEDURES
IN GENERAL
These policies have been drawn up in an effort to protect the pastoral staff from the consequences of making financial decisions regarding benevolence.
PURPOSE
To manage a benevolence fund and distribute said funds to needy individuals on a case-by-case basis.
PROCEDURE
Maintain an Elder-appointed committee of people who shall:
- manage the fund in an independent bank account entitled Grace Bible Church Benevolence Fund.
- deal with benevolence requests based on these written policies and procedures.
- inform the Body about status of the Fund and to seek additional gifts that will keep the fund alive.
GUIDELINES
The Elders will establish a start-up fund which will be replenished through designated offerings from the congregation.
When dealing with a benevolence request the team shall:
- discern the difference between helping someone in difficult times and underwriting their irresponsibility or particular lifestyle.
- discern the difference between “need” and “convenience”, e.g. if someone requests money for housing while they are currently housed with no threat of being homeless, ask the question, “Is this really a need or is this for convenience?”.
- provide financial instruction any time money is provided, i.e. basic financial planning, reference a simple money management book, etc.
- provide vouchers as opposed to money whenever possible.
- not provide money to people who are not a part of this fellowship, i.e., non-members or those not in regular attendance. Those requesting assistance who are not members of the church shall be instructed concerning the importance of church membership.
- consider assistance, other than the providing of money, to non-members and those not in regular attendance on a case-by-case basis.
- have authorization to grant interest-free loans with payoff established before funds are disbursed.
- counsel the applicant to seek assistance in the following order of priority:
- Family (relatives),
- Home Fellowships,
- Benevolence Committee.
- if the Home Fellowship can help or should know of a need, communicate to pertinent Home Fellowship leader the name(s) of their members who are in need.
- not, as a committee, refer any applicant to state or federal government agencies for financial assistance.
- seek to counsel an applicant about terminating assistance from any state or federal government agencies as soon as possible if the applicant is receiving same.
- make decisions based on a quorum of committee members. A quorum of committee members consists of any two (2) committee members.
- understand that all decisions made by the quorum of committee members should be made outside of the presence of the person(s) requesting assistance.
- maintain complete confidentiality regarding benevolence discussions except for pertinent information to the Elders and or Home Fellowship leaders.
e:word\1leaders\policies&procedures\benevolence.doc 2.2 adopted 11/94 rev.12/04
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BOOKKEEPING POLICIES AND PROCEDURES
RECEIVING FUNDS
The offerings shall be taken out of the box(es) on Sunday after the services. There shall be two persons, not from the same family, who shall count the offering. These two shall fill out their portion of an Offering Report and turn it in with the deposit to the financial secretary.
The financial secretary will then be responsible to prepare the funds for deposit and to make the deposits. The financial secretary will fill out his/her portion of the Offering Report. The pastor will review these reports making sure they reconcile each week.
The financial secretary shall keep confidential giving records for donors. These records will be made available to the donors by the end of January each year for income tax purposes.
MISSIONS
Missions budget allotments are dispersed on or before the 25th of each month.
COMPENSATION
Checks are to be made on/before the 25th of the month.
PETTY CASH
As cash is taken out, a signed IOU for the amount taken shall be put in.
Then either cash and/or receipts totaling the amount taken shall be returned to petty cash.
Petty cash shall contain $250.00.
Whenever funds are below $50.00, the fund shall be replenished.
When replenished, a breakdown of expenses must accompany the check stub for appropriate expense allocations. Copy to bookkeeping at month end.
e:word\1leaders\policies&procedures\bookkeeping.doc 1.2 rev. 10/03
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FINANCIAL PROCEDURES FOR MEN’S, WOMEN’S,
AND YOUTH MINISTRY
Because we do not want cost of ministry events to keep people from participating, we must keep costs down to a minimum. We want things to be nice, but we do not want “nice things” to overshadow the point of ministry or to allow ministry events to become financially prohibitive for some families. (Remember, a family with three or four family members that is asked to pay four to six dollars is going to have to shell out between $12.00 - $24.00. This is simply more than some people can comfortably afford.)
We do not want to create a bookkeeping nightmare to keep track of dinners and other similar events. Larger-scale events such as retreats and camps will run through the church books. Rather than run the funds from these events through the church books we will do all we can to keep them on a cash basis, asking folks to pay in cash rather than accepting checks written to the church.
Each team will administrate its own cash account.
Each event will have the cash left over from the previous event to help get the next one going.
Getting sign-ups and advanced payment (selling tickets in advance) will help provide the necessary funds to make the event happen.
When possible set a “maximum per family” for those with large families.
Those not experienced at planning and shopping for group activities are encouraged to seek assistance from those who are. This will also help keep costs down. Contact the church office for the names of experienced planners and shoppers.
Having to work within a budget will be an incentive for the teams to keep costs down and to make each event as close to self-supporting as possible.
Those who cannot afford to pay for dinners are invited to come anyway. Because retreats cost considerably more money and are clearly extra-curricular in nature, participants must pay or make special arrangements for a payment plan. Scholarships may be set up if some individuals pay extra or if extra money is in the account. The church cannot be expected to provide scholarships for retreats.
e:Word\1leaders\policies&procedures\financial procedures.doc 1.1 12/04
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PURCHASING POLICIES AND PROCEDURES
PRE-APPROVAL
All church purchases must be approved by the pastor or by a staff elder or two lay elders. The appropriate form itemizing what items are to be purchased, where they are to be purchased, and an approximate total cost is required for pre-approval.
CHURCH CHECKS
Upon approval of a purchase, a church check with two signatures will be issued. The “Payable to” line shall be filled in. If the exact amount is not known, an approximate amount must be given for bookkeeping purposes.
The check will be stamped “NOT TO EXCEED $__________”.
When the purchase is made, appropriate receipts must be turned in along with the exact amount of the purchase.
REIMBURSEMENTS
When possible, church purchases shall be by church check. Reimbursement checks made out to individuals shall be avoided, except where necessary.
Only pre-approved purchases are subject to be reimbursed. Requests for reimbursements must be accompanied by proper receipts.
e:Word\1leaders\policies&procedures \purchasing.doc 1.1 adopted 9/10/94 rev.12/04
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STAFFING POLICIES FOR ALL MINISTRIES
IN GENERAL
The following are qualifications for anyone desiring to minister in any capacity at Grace Bible Church. These requirements reflect the high standards set forth by Christ for His church. They are not established for the purpose of excluding any individual from ministry. It is hoped that rather than being disqualified from service, one would desire to make any necessary changes in one’s life, not only in order to serve, but more importantly to be right with God.
The Bible teaches that it is an honor to serve in the house of the Lord, no matter what position one may hold. (Psalm 84:10-11) Although a teacher needs greater theological understanding than one who cleans the facilities, both must understand and hold to the basic moral and life style requirements in order to enjoy the privilege of serving.
QUALIFICATIONS
Must have received Jesus Christ as Savior and show evidence of a commitment to His Lordship.
Must not be given to drunkenness or other substance abuse.
Must be a teachable person, willing to follow the direction of appropriate leadership.
If married: Must not be in the midst of a separation or divorce proceedings. There may be exceptions if it is determined that a person is being divorced against their wishes and/or for unbiblical grounds, or is divorcing with biblical grounds. This determination will be made by the Elders.
If divorced: Being divorced does not disqualify a person for ministry.
If single: Must not be in a live-in relationship with a person of the opposite sex, even if that relationship is not a romantic relationship. We must avoid the appearance of evil.
PLEASE NOTE
Grace Bible Church does not wish to exclude anyone from attending and worshiping with us based on any of the issues that might temporarily exclude them from serving. It is Grace Bible Church’s hope and prayer that as people continue to attend services they would grow in their understanding of Biblical Christianity and seek to make the necessary life style decisions that will not only qualify them for service, but be pleasing to God.
Because the Body of Christ is committed to helping those facing difficult life situations, if a person does not currently meet the qualifications for ministry listed above, that person is welcome and encouraged to continue worshiping at Grace Bible Church while working through his or her related difficulties and to reapply at a later date.
e:word\1leaders\policies&procedures\allministries.doc 1.3 adopted 8/13/94 rev. 12/04
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STAFFING POLICIES FOR THOSE WHO WORK WITH CHILDREN
IN GENERAL
These policies are established for the purpose of protecting our children, their families, church workers, and the church.
This policy sheet is in addition to the policy sheet entitled: “STAFFING POLICIES FOR ALL MINISTRIES.”
This policy sheet is necessary due to the sad fact that child abuse and sexual molestation has happened even in churches. Besides the fact that these policies are necessary to assure legal protection for the church, we MUST PROTECT OUR CHILDREN!
Those who have a heart for the Lord who want to work with minors will understand and gladly cooperate with these policies. Those who do not understand the seriousness of the matter, do not want to be bothered, or have something to hide will likely not want to go through the screening process.
SCREENING
Before a person may work with or supervise children or youth activities of any kind, at or in connection with the ministry of Grace Bible Church, he or she MUST:
Have been a regular attendee at Grace Bible Church for a minimum of three months.
Fill out a CONFIDENTIAL MINISTRY PROFILE APPLICATION.
Be approved by the Elders.
SUPERVISION
Two Adult Rule
There shall be no time at which minor children are to be supervised by only one adult. This means that there must be at least two adults in every classroom, and/or at every church-sponsored function. Teenage aids do not count as adults.
This means that if one member of a teaching team is ill or unable to be in the classroom, an approved substitute MUST be brought in, even if the teacher can handle the class alone.
Teachers shall be instructed to use every reasonable effort to avoid being alone with a child.
Younger Children
- All nursery workers must be female.
- All workers in the 2-3-year-olds’ class must be female.
- The 3-5-year-olds’ class must have at least one female worker.
- Only female workers shall take children to the bathroom or assist in personal matters of that nature.
TRAINING
In addition to having teachers/workers read and accept these policies, Grace Bible Church will provide ongoing education about these issues.
REPORTING
If any children or youth worker suspects child abuse or sexual molestation, he or she must report it immediately to pastoral staff.
Every effort to protect the privacy of the person reporting questionable behavior will be made.
All such reports will be fully investigated and appropriate action will be taken.
CHURCH ATTENDANCE
Because teachers need continued personal enrichment if they are to be able to enrich the lives of their students, and because teachers need to be a good example, it is assumed that children’s ministry workers:
will attend services when they are not scheduled to teach, and
will make every effort to attend the other service on the weeks they do teach.
Those who cannot maintain consistent church attendance, in addition to coming when they teach, may be asked to withdraw from teaching until such time as they can maintain consistent church attendance.
e:word\1leaders\policies&procedures\children.doc 1.4 adopted 8/13/94 rev.12/04
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FACILITY / EQUIPMENT USE POLICIES
FACILITIES
Anyone desiring to use church facilities for any reason must fill out the FACILITIES USE REQUEST form available in the church office. This is necessary for scheduling. The Elders reserve the right to refuse a request for use of the church facilities, and to charge use fees.
EQUIPMENT / FURNITURE
Equipment and furniture belonging to Grace Bible Church shall not be taken from the facilities for any use other than church functions. Using church furniture and equipment for church functions still requires permission from the Elders. Any furniture borrowed must be returned before the next regularly scheduled church function (i.e., Sunday services or midweek service).
e:word\1leaders\policies&procedures\facility.equipment.doc 1.1 adopted 12/93 rev.8/02
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RULES, REGULATIONS AND POLICIES
REGARDING USE OF CHURCH FACILITIES
- Use or possession of intoxicants and/or narcotics in church facilities or on church property is prohibited. Smoking is not permitted in church facilities.
- Quarreling and fighting, profane language, obscenity, and gambling or games of chance shall not be permitted in church facilities or on church property.
- No church facilities shall be used after 11:00 p.m. unless approval has been granted.
- Adequate adult supervision and sponsorship is required of all groups using church facilities.
- Church furniture and/or equipment shall not be moved by anyone who is not a church employee without the permission of the employee “in charge.”
- No equipment, material, or supplies shall be removed from the facilities.
- Persons or organizations using church facilities shall be responsible for ALL SETUP and CLEANUP (unless other arrangements have been made) and damage to church facilities and equipment beyond normal wear.
- Grace Bible Church, its officers, and employees will assume no responsibility for properties left on church premises.
- Any use of church facilities for non-church purposes shall comply with county ordinances and all state and local fire, health, and safety laws.
- Any permit granted for use of church facilities may be revoked by the Elders at their discretion.
- The church representative on duty shall have the power to enforce the rules and regulations herein contained.
- Violations of any regulation may be cause for immediate revocation of any permit granted for use of church facilities.
- All applications shall be completed on forms provided by the church, at least ten (10) days prior to the date the requested meeting is to be held.
- All organizations or groups seeking use of church premises must designate an individual who shall be held responsible for the group or organization and for the signing of the application for the use of the church building.
- Applicants shall be responsible citizens, or a responsible association, club, or organization.
- This permit is non-transferable.
- Any tickets printed and sold should carry the term “donation” before the amount.
- A group with authorization for use of the facility is permitted to allow entrance only to persons of the organization.
e:\Word\1Leaders\policies&procedures\facilityuserules.doc 1.3 adopted 8/13/94 rev.12/04
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CHURCH MEMBERSHIP
We affirm the importance of church membership. A Church Membership Packet containing information about uniting with this church as a member is available upon request from one of the elders or from the church office.
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POLITICAL INVOLVEMENT POLICIES
IN GENERAL
Grace Bible Church is a church and not a political organization. Therefore, Grace Bible Church must be discerning about involvement in political issues. We recognize that as Christians, we are also citizens or residents of the United States of America. We believe that Christians should be good citizens, subject to the civil government ordained by God; however, we do not want to allow political activities to come before the spiritual work of the church.
THEREFORE:
- Grace Bible Church will limit political involvement to issues that have direct spiritual implications.
- Grace Bible Church will not endorse specific candidates or parties.
- Grace Bible Church will only make information available concerning candidates as it relates to issues, and then only in a comparative manner.
- Grace Bible Church will make information available, but will not engage in promotion of political agendas.
- Grace Bible Church will make opportunities available for people to get involved if they choose, but shall not burden people with political responsibilities.
- If a monthly issue information packet is to be made available:
- Contents must be approved by the pastor, or the Elders, prior to distribution.
- The decision of the pastor or Elders will be final.
- Only materials screened and pre-approved by the pastor or the Elders will be made available at Grace Bible Church or to its members.
- Information packets will be made available, but will not be distributed in the weekly bulletin or newsletter.
e:word\1leaders\policies&procedures\political.doc 1.2 adopted 5/22/94 rev.12/04
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SOLICITATION & PARTY INVITATION POLICIES
IN GENERAL
The following policies are intended to insure that:
a) members and guests at Grace Bible Church do not feel pressured by financial or business solicitations,
b) members and guests are not shown any favoritism.
FUNDRAISING
There shall be no fundraising on church grounds or using the Grace Bible Church phone directory for activities or organizations not connected with Grace Bible Church. This includes but is not limited to sports leagues, schools, or other ministries.
The Elders shall reserve the right to sanction fundraising for organizations and activities on a church-wide basis. This may include, but not be limited to, youth camps and other ministries.
BUSINESS SOLICITATION
There shall be no solicitation for the purposes of business or profit-making on the church grounds or using the Grace Bible Church phone directory. This includes, but is not limited to, multi-level marketing, party plans, and sales networks.
INVITATIONS
If a person in the church wants to have a party and invite everyone in the church, notification needs to be made to the church office, and appropriate announcements will be made inviting the whole church family.
If a person wants to invite selected persons in the church to a private party, invitations are not to be handed out on church grounds.
This applies but is not limited to weddings, showers, receptions, and birthday parties.
USING CHURCH FACILITIES
Members and friends wishing to use church facilities for parties or meetings of any sort must fill out the Facilities Use Request form available in the church office. This is necessary for scheduling. The Elders reserve the right to refuse a request for use of the church facilities, and to charge use fees.
e:word\1leaders\policies&procedures \solicit.doc 1.3 adopted 11/11/93 rev.12/04
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WEDDING AND BABY SHOWER POLICIES AND PROCEDURES
Because showers are not a part of the ministry of the church, and we do not want to appear to favor one member over another if all were not handled exactly alike, Grace Bible Church shall not sponsor wedding or baby showers. Requests for use of church facilities for showers will be considered by the Elders when an official Facility Use Request form is submitted to the Elders.
e:word\1leaders\policies&procedures\showers.doc 1.3 rev.12/04
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WEDDING POLICIES
A Wedding Policies and Planning Packet containing all necessary information about weddings at Grace Bible Church or performed by pastors at Grace Bible Church is available upon request from the church office.
e:\leaders\policies&procedures\policies book.doc v. 4.0. 12/2004
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