CHURCH OPERATIONS MANUAL
HORNBECK FIRST BAPTIST CHURCH
Revised June 24, 2007
Church Operations Manual
Church policies and procedures shall be described in the Church Operations Manual. The manual shall be kept in the church office and on the church’s website; a copy will be made available to any member of the church upon request. Changes in policies and procedures may be initiated by the Pastor or any other church member by contacting the Policies and Procedures Committee. This committee will then review the suggested changes and bring their recommendations to the church body at a scheduled business meeting.
Fiscal Year
The fiscal year of the church shall begin September 1 and end August 31.
Church Finances
It is the policy of First Baptist Church of Hornbeck, Inc., to keep the congregation informed of financial needs by means of the weekly bulletin, announcements from the pulpit, or other means as necessary. The purpose of this information is not to coerce or pressure anyone into giving but rather to provide avenues for giving as the Lord provides. Each believer is to give according to their ability with a cheerful heart through tithes and offerings.
Because giving is done unto the Lord, it is critical that the local church handle the tithes and offerings with care and wisdom both for the glory of the Lord and for the testimony of the church. With this view in mind, the following outlines the policies of handling financial decisions:
(1) All paid staff shall be paid a salary commensurate to their duties and abilities.
(2) All gifts given as a designated gift will be used as designated. If any special gifts are given with the directions to use it in whatever area has the greatest need, the Stewardship Committee will decide how that gift will be used. All other gifts will go into the general fund.
(3) The local church has the privilege and responsibility to provide financial support for those in service for the Lord. All of those supported must hold a doctrinal view in agreement with the doctrinal statement presented in the Constitution and Bylaws. The Pastor or any other church member may recommend to the Stewardship Committee which people and ministries First Baptist Church of Hornbeck will support. The congregation will then act on the Stewardship Committee’s recommendation at a scheduled business meeting. A simple majority vote will be required for approval.
Accounting Procedure
A system of accounting that will adequately provide for the handling of all funds shall be the responsibility of the pastor, church treasurer and the financial/church secretary
The church treasurer shall be nominated each year by the Nominating Committee at the beginning of each church fiscal year.
The treasurer will be responsible for auditing all financial records and will sign all checks, unless an extenuating circumstance exists.
Tithes and offerings shall be properly recorded on the books of the church by the financial secretary
Plate offerings shall be initialed by two ushers.
Budget
The Stewardship Committee, after consultation with department heads, shall prepare and submit to the church for approval an inclusive budget. This budget will indicate by item the amount needed and sought for all local and world-wide expenses. Department heads shall submit their respective budget requests to the Stewardship Committee on or before June 15.
A receipt shall be presented which lists items purchased for church use. Receipts shall be presented to the church secretary within 30 days after purchase unless the purchase occurs in August. Items purchased in August will need to be submitted by August 31 so the expenditure will be recorded in the church year for which it occurred.
A department director or the Pastor shall bring before the Stewardship Committee for study any anticipated expenditure involving over $250.
Revivals
The revival evangelist shall receive a minimum of $100 per service plus travel expenses, where applicable. The worship leader/team will receive a minimum of $60.00 per service plus traveling expenses, where applicable.
If the total love offerings collected do not provide $160 for each scheduled service, the remaining amount needed to meet this obligation shall be provided from Church funds.
All love offerings collected during the revival will be divided at a rate of 60% for the revival evangelist and 40% for the worship leader/team.
Separate checks shall be issued for the love offering and travel expenses. Travel expenses shall include mileage, room, and meals and shall be calculated according to current Internal Revenue Service Travel Regulations.
All travel shall be discussed with and pre-approved by the Church Pastor, or his designee, prior to encumbrance by each traveler.
Regularly Scheduled Meetings/Dates
Church year.................. September 1 to August 31
Sunday School................ 9:45 am
Morning Worship.............. 11:00 am
Discipleship Training........ 5:00 pm
Evening Worship.............. 6:00 pm
Choir Practice (Wednesday)... 6:00 pm, or as scheduled
Prayer Meeting (Wednesday)... 7:00 pm
Business Meeting............. Second Sunday night of each month
Worship services shall be open for all people wishing to attend and shall be conducted under the direction of the Pastor or church appointed individual.
Special Services
Revival services and any other church meetings which will be essential in the promotion of the objectives of the church shall be placed on the church calendar at a church council meeting.
Business Meetings
Regularly scheduled business meetings will be held the second Sunday night of each month, at the discretion of the pastor/moderator, or as circumstances dictates.
In order to have a more orderly, streamlined business meeting, a pre-approved business meeting agenda will be prepared and posted publicly for each meeting by the church clerk.
Items to be brought up should be given to the moderator by Sunday the week before the Sunday night business meeting. Items of business that are not on the agenda and need to be addressed before the next regularly scheduled business meeting will be handled through a called meeting.
Special Called Business Meetings
Special business meetings may be called by the pastor/moderator to consider matters of significant nature. The church clerk will publicly post an agenda. One regular meeting notice, given on Sunday morning, Sunday night, or Wednesday night announcing the subject, date, time, and location must be given for the special called business meeting. The called meeting cannot take place before the next scheduled church meeting, unless extreme urgency renders such notice impractical.
Quorum
A quorum consists of those members present at the business or a special called business meeting.
Parliamentary Rules
Roberts Rules of Order, Revised, is the authority for parliamentary rules of procedure for all business meetings of the church.
NOTE: The remaining sections of the Church Operations Manual were approved by the church family at the January, 2009, regular business meeting.
COMMITTEES AND COORDINATING GROUPS
The Pastor will serve as an ex-officio member of all committees and councils.
SECTION I
CHURCH COUNCIL
The primary function of the church council shall be to assist the Pastor in developing and implementing church goals and objectives; to review, schedule and coordinate program plans recommended by church officers, organizations and committees; and to assist in the planning, coordinating, and implementation of revivals and other church-wide spiritual development events.
All matters agreed upon by the council, calling for action not already authorized by the church, should, when necessary, be presented to the church for approval.
This council shall meet at least quarterly and at other times as necessary.
The church council, unless otherwise determined by a vote of the church, shall have as regular members the Pastor, Assistant Pastor, Chairman of Deacons, Church Treasurer, Church Clerk, Director of Music, Sunday School Director, Church Training Director, WMU Director, Brotherhood Director, Missions Coordinator, Standing Committee Chairpersons, Youth Leader, and all Department Directors.
SECTION II
CHURCH COMMITTEES AND DUTIES
A. STANDING COMMITTEES:
Standing Committees of FBC Hornbeck include the Committee on Committees, Nominating Committee, Personnel Committee, and Stewardship Committee
In April of each year the church will elect by secret ballot a Committee on Committees which will be composed of two deacons and four other church members.
The Committee on Committees will be responsible for nominating personnel to fill committee positions on all Standing Committees and Special Committees.
Each of these standing committees will consist of at least two deacons and four other church
members. No one may serve on more than one standing committee at a time. Members of these committees may serve no longer than three consecutive years on the same committee. The two members who have been on a committee for the longest period of time should be the first to rotate off. Ideally, no more than two new members will need to be elected or appointed each year.
The Committee on Committees will report to the church at the regular May business meeting of the church and present the members of the standing committees to be voted on by the church. Once the committees have been elected, they will convene immediately to do their work. The Nominating and Stewardship Committees will make their report at the regular August business meeting of the church.
A quorum for a standing committee shall consist of four (4) of the six (6) members. The elected chair of each standing committee shall be responsible for notifying each committee member of the meeting prior to the scheduled meeting.
The Committee on Committees will report to the church at the regular August business meeting of the church and present the members of all other committees to be voted on by the church. These committees will begin their work on September 1.
The responsibilities of the nominating, personnel, and stewardship committees shall begin after the May business meeting and continue until new members are elected to these committees at the May business meeting the following year.
Committee on Committees
The Committee on Committees shall consist of 6 members.
Purpose: To recommend members to serve on each church-related committee and evaluate the functions of committees.
Duties:
1. Select and recommend to the church, church members to serve on all committees
2. The nomination of the standing committees (Personnel Committee, Nominating Committee, and Stewardship Committee) should be completed in order for the
Committee on Committees to make a report at the regular May business
meeting.
3. The Committee on Committees should have the nominations for all other
committees completed to present at the regular August business meeting.
4. The Committee on Committees should also adopt and facilitate a process for
filling any committee vacancies that occur during the year.
5. There may be other committees needed by the church to carry out specific tasks.
Upon authorization by the church this committee will be responsible for working
with the person or persons who recommended the new committee to establish a
statement of purpose and duties for the new committee. The committee on
committees will recommend back to the church the statement of purpose,
duties and nominees for the new committee during a scheduled business
meeting.
Nominating Committee
The Nominating Committee shall consist of 6 members.
Purpose: To lead the church in filling all church leadership positions.
Duties:
1. Enlist and recommend church program organization leaders and general church
officers including the church treasurer to the church body for approval.
2. Assist department leaders in identifying and enlisting qualified persons to fill
church elected positions of leadership in their respective organizations.
Personnel Committee
The Personnel Committee shall consist of 6 members.
Purpose: To assist the church in matters related to staff employee personnel administration.
Duties:
1. Survey the need for additional church staff positions.
2. Develop and update, as necessary, job descriptions for all staff personnel.
3. Recruit, interview and recommend to the church new staff personnel as needed.
4. Develop and recommend to the Stewardship Committee salary schedules and
benefits for all staff members.
5. Listen to any complaints, problems or grievances that staff members may have.
6. Work with and coordinate vacations, days off or any other needs of all church
staff.
7. Conduct an evaluation of all paid staff personnel every year.
Stewardship Committee
The Stewardship Committee shall consist of 6 members.
Purpose: To develop and recommend an overall stewardship information plan and administer the
gifts of the church members using sound principles of financial management.
Duties:
1. Work with church staff, committees, department heads, teachers and workers in
the development of a budget.
2. Present a budget to the church for approval. After church approval,
administration of the budget becomes the responsibility of the Stewardship
Committee.
3. Work with all department heads and other church-related workers in the spending
of church approved funds.
4. Consider all request for money, budgeted or non-budgeted.
5. Hear requests for extra financial expenditures and/or budget revisions and make recommendations to the church.
6. Advise the church on financial undertakings as to soundness and effect on
financial structure and credit standing of the church.
7. Review the monthly financial report submitted by the treasurer and present it
monthly to the church.
8. Consider all requests for additional special offerings.
9. Work with appropriate committee to evaluate the need for a loan when special
requests are made. If a loan is deemed necessary, the committee will research
and prepare recommendations for the church body to consider.
B. SPECIAL COMMITTEES
Baptism Committee
This Baptism Committee shall consist of at least 4 members
Purpose: The committee is responsible to ensure the provision of appropriate, well-maintained
facilities, equipment and materials necessary for baptism. Assist the candidates in
preparing for and the pastor in administering baptism.
Duties:
1. Develop budget needs for baptism expenses as requested by the Stewardship
Committee.
2. Work with the Pastor and candidate in determining the date for baptism.
3. See to it that all necessary baptismal equipment and facilities are available and in
order prior to each baptismal service.
4. Be sure the baptismal pool is properly filled and the temperature is at the desired
level.
5. Meet the person(s) to be baptized at the appointed time and show them to their
dressing rooms. Answer questions and see that each candidate has a robe and
towel.
6. Assist each person into and out of the pool and into his or her dressing room. Give
each person some privacy in dressing. Remain with the person until they are dressed
and ready to leave.
7. Arrange for used garments, towels and supplies to be prepared for the next service.
8. Maintain safety in the baptismal equipment.
Bereavement Food Committee
This committee shall consist of at least 10 members.
Purpose: The committee is responsible for coordinating the preparation, delivery and assisting
with food for families in need during time of sickness or death.
Duties
1. Develop budget needs for bereavement/food expenses as requested by the
Stewardship Committee
2. Establish times and dates for preparing food with each family.
3. Remain at the food delivery location and help in serving the food if necessary.
4. Establish the amount and frequency of assistance for each family.
5. Locate as many church members as necessary to assist in food preparation and delivery.
6. If necessary, provide home care while the family is at the funeral home, funeral or
hospital.
7. Contact other churches to participate as needed.
Church Benevolence Committee
This committee shall consist of 5 members: 1 deacon, WMU director, brotherhood director, youth director, and one at-large member. The church treasurer shall serve as an ex officio member.
Purpose: The benevolence committee is primarily responsible for studying the needs of church
families and other persons in the community to which the church ministers. They also need
to formulate a plan for meeting those needs.
Duties:
1. The benevolence committee should establish the amount of and frequency of
assistance to individuals or families to be provided by the church.
2. The committee should locate church members and community persons who can
provide appropriate assistance. The committee can use surveys, conduct interviews,
ask for help from church members, and consult other resource persons in the
community to discover needs.
3. Work with other groups in the church that provide benevolent actions. These groups
may include Sunday school, Woman’s Missionary Union, or deacon family ministry
groups. The benevolence committee may serve as a coordinating group for all
these groups.
4. Recommend budget requests for monies needed for ministering to people. At budget
planning time the committee should make its request to the church for monies. In
some churches benevolence money comes from love offerings.
5. Investigate and administer benevolence resources as needed. In most cases the policy
should be observed that no money is given directly to persons in need. Money may be
used to pay utilities, buy groceries, and so forth; it should seldom be given directly to
individuals.
6.Make reports to the church. Periodically the benevolence committee should report the
types of services provided, the results of the benevolence work, and the amount of
expenditures. A record should be kept of services provided. The church may use a card
to record the name of a person to whom assistance is provided, the social security
number of the person aided, and the type and amount of assistance provided
Church Host/Hostess Committee
The Church Host/Hostess Committee shall consist of at least 10 members both male and female.
Purpose: This committee is responsible for overseeing the preparation for and clean up of the
fellowship area after events that involve the entire church.
Duties:
1. Develop budget needs for maintaining fellowship supplies such as plates, forks,
cleaning supplies, table covers, coffee supplies, etc.
2. Determine how the fellowship hall is to be arranged for church wide fellowship
functions.
3. Decorate the fellowship hall for church-wide fellowship functions
4. Periodically call for and lead in a general clean up of the fellowship hall.
5. Make recommendations to the Property and Space Committee any maintenance or
repairs that need to be made to the fellowship hall.
Computer/Office Equipment Support Committee
This committee shall consist of at least 3 members.
Purpose: The committee will be responsible for overseeing the maintenance, care of office and
computer equipment and recommending to the church the need to purchase new computer
and office equipment.
Duties:
1. Develop budget needs for maintaining and updating of all church office equipment as
requested by the Stewardship Committee.
2. Assist the church staff with questions or problems concerning church office
equipment.
3. Periodically evaluate church office equipment.
4. Recommend to the church any purchase of new equipment.
Constitution and Bylaws/Church Operations Manual Review Committee
This committee shall consist of at least 5 members.
Purpose and duties: This committee should periodically—at least annually--review these
documents. If revisions are necessary, they should be brought to the church for adoption.
Flower Committee
The Flower Committee shall consist of at least 3 members.
Purpose: The committee’s purpose is to provide flowers and related decorations to enhance
congregational worship services held in the sanctuary.
Duties:
1. Develop budget needs as requested by the Stewardship Committee.
2. Determine the need for flowers on special occasions such as Christmas, Easter, etc.
3. Secure, arrange and dispose of flowers.
Lord’s Supper Committee
The Lord’s Supper Committee shall consist of at least 4 members.
Purpose: The committee’s purpose is to assist the congregation in the observance of the Lord’s
Supper through maintaining an inventory of materials, supplies and preparing the elements
for observance of the Lord’s Supper.
Duties:
1. Maintain an adequate inventory of material and supplies.
2. Determine budget needs as requested by the Stewardship Committee.
3. Prepare the elements each time the Lord’s Supper is observed.
4. Prepare and arrange the table and other materials each time the Lord’s Supper is
observed.
5. Oversee the clean-up following the Lord’s Supper.
6. Work with the pastor in developing dates for each observance such as quarterly,
Christmas, Easter, etc.
Media Committee
The Media Committee shall consist of at least 4 members.
Purpose: The committee is responsible for purchase, maintenance, and upkeep of all church audio
and video equipment
Duties:
1. Develop budget needs as requested by the Stewardship committee.
2. Provide personnel for sound systems for each worship service or special event.
3. Maintain expendable media supplies inventory.
4. Recommend to the church any upgrades needed for the audio and video systems.
5. Operate media equipment for church services or special events.
Property and Space Committee
The Property and Space Committee shall consist of at least 6 members.
Purpose: The committee will be responsible for overseeing the maintenance and care of the
church facilities and campus. It has the authority to take emergency action when
necessary to provide care and maintenance on all church property, and will make proper
recommendations to the church concerning all building, grounds and equipment related
needs. The committee shall report to the church in regular business meetings whenever
any reportable activity has taken place.
Duties:
1. Inspect all church property, space and equipment periodically. The purpose of
inspecting and inventory is to plan for preventive maintenance work. An inventory of
all property and equipment should be maintained.
2. Make recommendations concerning contractors. Contractors shall be under the
supervision of one person – (To be elected by the committee).
3. Determine budget needs for maintaining church property, space and equipment as
requested by the Stewardship Committee.
4. Review building insurance policies annually.
5. Recommend to the church any changes in the use of facilities and property.
Revival/Evangelism Committee
Evangelism is to be understood as the sharing of the gospel with the intent of reaching the unsaved.
The Evangelism Committee shall consist of five members: the Sunday School director, chairman of deacons, outreach director, youth leader and one member at large.
Purpose: In keeping with the Spirit of Christ and the thrust of the Scripture, this committee shall
study and recommend priorities, goals, and action plans for evangelism within the local
community and worldwide, as it relates to our church.
Duties:
1. Work with the pastor in scheduling revivals and selecting evangelistic personnel for
the revivals
2. Work with the Pastor in setting annual goals for evangelism
3. Provide workshops to train people for specific evangelistic responsibilities.
4. Develop and implement plans for discovering and cultivating evangelistic
prospects
5. Through proper channels, request adequate personnel, calendar time, and
finances to implement church evangelism action plans
Thanksgiving Community Meal Committee
The church office will supply the committee with a list of churches that will be participating.
The Thanksgiving Meal Committee shall consist of at least 8 members.
Purpose: The committee’s purpose is to plan and organize the Community Thanksgiving Meal.
Duties:
1. Plan menu.
2. Organize and involve each individual church in preparation of food.
3. Acquire necessary items (plates, napkins, etc.) for service.
4. Organize and coordinate the cleanup of the kitchen area.
Thanksgiving Decoration Committee
The Thanksgiving Decoration Committee shall consist of at least 4 members.
Purpose: To plan and assure that all decorations are in place for the Community Thanksgiving
Service.
Duties:
1. Determine the decorations needed.
2. Acquire necessary items.
3. Organize and oversee the decoration process.
4. Organize and oversee the cleanup and storage of decorations.
5. Organize and coordinate the return of church furnishings (including tables and
chairs) to their proper location.
Van Committee
The Van Committee shall consist of at least 6 members
Purpose: The committee’s purpose is to maintain the church vans and to coordinate their
use. The committee will also recommend to the church any needed replacement.
Duties:
1. Develop budget needs for proper usage and maintenance of church vans as requested
by the Stewardship Committee.
2. Develop a policy for use of church vans. – (To include guidelines for drivers and
passengers).
3. Develop policy for the maintenance of church vans. – (To include place of scheduled
maintenance needs: oil changes, cleaning, mechanical repairs, etc.)
4. Maintain current inspection stickers and license plates.
5. Ensure there are always two (2) adults when any church van is transporting individuals
who are under the age of 18.
Wedding/Funeral Committee
The Wedding/Funeral Committee shall consist of at least 4 members. One of these members shall be elected by the committee as the Wedding/Funeral Coordinator.
Purpose: To assist the Pastor, funeral home, and families in the implementation of weddings
and funerals.
Duties of the full Wedding/Funeral Committee:
1. Be available at weddings/funerals to help relieve the Pastor and Wedding/Funera
Coordinator with the responsibility of locking/unlocking buildings, answering
questions, adjusting heating/cooling units, etc.
2. Be responsible for making sure all contractual obligations and rules are adhered to.
Duties of the Wedding/Funeral Coordinator:
1. Meet with the person/family reserving the facilities for weddings or funerals and go
over the Use of Church Facilities for Wedding Documents or the Use of Church
Facilities for Funerals Documents with them.
2. Coordinate activities with appropriate church personnel—janitor, media personnel,
etc.