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Verse of the Day

Constitution

 

 

Constitution

&

By-Laws

of

Bybee’s Road Baptist Church

Updated July 20, 2011

  1. PREAMBLE

 

Being led by the Holy Spirit we declare and establish this Constitution to preserve and secure the principles of our faith and to govern the body in an orderly manner.  This Constitution will preserve the liberties of each individual church member and the freedom of action of this body in its relation to other churches.

  1. NAME

 

This body shall be known as the Bybee’s Road Baptist Church located in Fluvanna County, Troy, VA.

 

  1. VISION STATEMENT

 

We seek to help individuals connect with Jesus Christ and with one another by being a growing, outwardly focused, transforming presence in our world.

IV.                                                                     MISSION STATEMENT

 

Our mission is to glorify God by being a loving Christian community that reaches out to all people through worship, spiritual growth, proclamation of the Good News of Jesus Christ, and ministry to needs in our world.

 

  1. STATEMENT OF FAITH 

 

The Holy Bible, the inspired Word of God, is the basis for this church’s statement of faith. This church subscribes to the doctrinal statement of the Baptist Faith and Message as adopted by the Southern Baptist Convention in 1963 (Website http://vbmb.org/resources.htm). We believe in and support the Doctrine of the Priesthood of the Believer.

 

  1. CORE VALUES

 

Bybee’s Road Baptist Church is a Christian faith community whose foundation is Jesus Christ.  We believe God has called our church to proclaim the good news of Jesus Christ in our community and around the world. Desiring to be responsive to the different ways God brings people together for redemptive purposes, we have identified commonly held values that define our distinctiveness and unify our collective efforts.

WORSHIP – The worship of God is  foundational for Christians and for our faith community.

PROCLAMATION—Our church is accountable to God to proclaim the Good News  of Jesus Christ with a
sense of urgency in our community and around the world.

SPIRITUAL GROWTH—Christians are to grow and mature spiritually through Bible study, discipling ministries, and practicing the disciplines of the Christian faith.

MINISTRY—Using our God-given gifts to serve others, our church is a visible presence of Christ in the world.

RELATIONSHIPS—Loving relationships must permeate our church inspiring us to value times of Christian fellowship, to care for one another, and to become a unified faith community.

STEWARDSHIP—Each member is responsible before God to invest time, talents, and financial resources to build up the body of Christ and to empower our church’s witness in the community and around the world.

EXCELLENCE—In our desire to  honor God and inspire and attract people, we will pursue excellence in all our endeavors.

FLEXIBILITY-God’s call is dynamic and our church is to remain flexible and responsive to the leadership of the Holy Spirit.

 

  1. CHURCH COVENANT

 

A covenant is a promise or undertaking between at least two persons—each person agreeing to fulfill certain obligations.  Our church adopts a covenant in which each member commits himself/herself to fulfill certain obligations to God and to each other for the advancement of our church and to assist each other to become more Christ-like.

Having been led as we believe by the Spirit of God, to receive the Lord Jesus Christ as our Savior, and on the profession of our faith, having been baptized in the name of the Father, and of the Son, and of 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.

We engage, therefore, by the aid of the Holy Spirit, to present our bodies as living sacrifices, holy, acceptable unto God.

We will not be conformed to this world, but be transformed by the renewing of our minds, that we might prove what is that good and acceptable and perfect will of God.

We will be kindly affectionate one to another with brotherly love.  We will continue regularly in prayer.

We will bless those who persecute us, we will rejoice with those that rejoice, and weep with those who weep.

We will provide things honest in the sight of all men.

We strive to come together to that oneness in our faith and in our knowledge of the Son of God; to become mature people reaching to the very height of Christ’s full stature.

POLITY AND RELATIONSHIPS

This church is a free and autonomous body of believers.  It is subject to no other outside governing body. It recognizes and sustains the obligation of mutual counsel and cooperation which are common among Baptist churches. We cooperate with and support the Central Virginia Baptist Association, the Baptist General Association of Virginia, the Cooperative Baptist Fellowship, the Southern Baptist Convention and the Baptist World Alliance.  We support and help with various volunteer activities of local churches and organizations in so far as practical.

THE BY-LAWS OF BYBEE’S ROAD BAPTIST CHURCH

ARTICLE I.  MEMBERSHIP

 

Section 1.  QUALIFICATIONS:

The membership of this church shall consist of such persons as confess Jesus Christ to be their Savior and Lord and who, (1) after due examination by the church as to their Christian experience and, if coming from other churches, as to their letters of dismissal and recommendations or satisfactory substitutes, (2) have been accepted by vote of the church, (3) have completed the New Members (Inquirer’s) Class, (4) have been baptized and (5) enter into its covenant.

Section 2. DUTIES:

Members are expected, first of all, to be faithful in all duties essential to the Christian life; and also to attend habitually the services of the church, to give regularly for its support and its causes, and to share its organized work.

Section 3. RIGHTS:

Such members as are in full and regular standing, and do not hold letters of dismissal, and such only, may act and vote in the transactions of the church.

Section 4. TERMINATION:

The continuance of membership shall be subject to the principles and usages of Baptist polity, and especially as follows:

(1)  Any member in good and regular standing who desires a letter of dismissal and recommendation to any other Baptist church is entitled to receive it upon request.

(2)  If a member in good standing requests in writing to be released from his/her covenant obligations to this church for reasons which the church may finally deem satisfactory, after it shall have patiently and kindly endeavored to secure his/her continuance in its fellowship, such request may be granted and his/her membership terminated.

(3)  Should a member become an offense to the church and to its good name by reasons of immoral or unchristian conduct, the church may terminate his/her membership, only after faithful efforts have been made to resolve the problem by the Personnel Committee according to the guidelines set forth in the Church Personnel Manual in effect at that time.

Section 5.  RESTORATION:
Any person whose membership has been terminated may be restored by vote of the church.

 

 ARTICLE II. CHURCH OFFICERS AND PAID HELPERS

  1. PASTOR

 

  1. The pastor is to be chosen and called by the church whenever a vacancy occurs.  The election shall take place at a meeting called for that purpose of which at least one week’s public notice shall be given.  A Pastor Search Committee consisting of 5 members elected by the church shall make recommendations, each of which shall constitute a nomination.  This committee shall bring for consideration of the church only one person at a time.  This shall not be construed as preventing any member from making other nominations.  Election shall be by ballot, an affirmation vote of three-fourths of those present being necessary to a choice. Absentee ballots will only be accepted from resident active members.  The pastor, thus elected, shall serve until the relationship is terminated.  A pastor who feels the call
    to another area of service is required to give a 30-day notice, in writing, to the church.
  2.  If all efforts to resolve conflict according to the provisions of the Church Personnel Manual have failed, a pastor can be dismissed from his duties at any regular business meeting of the church, or at a special business meeting called for that specific purpose provided that a one week’s public notice has been given to the congregation. A quorum of 20% of the total resident membership must be present for the meeting and an affirmation vote of three-fourths of those present being necessary for dismissal. Vote will be by ballot.  Absentee ballots will only be accepted from resident active members.  If the church, after due consideration and prayer, decides a pastor is unable to fulfill the pastoral duties then a severance pay package will be considered at that time.  The pastor will not be expected to fill the pulpit or perform pastoral ministries during that period.
  3.  The pastor shall have primary responsibility for the church and shall abide by the “Covenant Between Bybee’s Road Baptist Church And Its Pastor.”  The pastor shall be subject to the conditions set forth in the Church Personnel Manual which is in effect at that time.
  4.  The pastor shall preside at all meetings of the church, except as hereinafter provided.
  5.  The pastor shall be an ex-officio member of all committees of the church, except for the Personnel Committee.

 

  1. PAID STAFF

 

When needed, paid staff, (with the exception of the Pastor), shall be hired by the Personnel Committee, and shall be governed by the provisions of the Church Personnel Manual in effect at that time. Salary shall be determined by the Personnel Committee with the approval of the Stewardship Committee.

3.                                                                                                  DEACONS

 

Section 1.  NUMBER, ELECTION, TERMS OF SERVICE:

(1)  The church shall maintain a deacon to member ratio of at least one deacon to thirty-five members, with a minimum of seven deacons. It shall be pertinent for the church to promote to Deacon Emeritus any deacon who by reason of age or infirmities shall, after honorable service, be no longer able to render active service.  A Deacon Emeritus has the privilege of giving counsel but may not vote on matters brought before the deacons for consideration.

(2)  The Nominating Committee shall present candidates for the Deacon Fellowship.  Deacons shall be elected for terms of four years.  When a deacon’s term of office has expired, the office shall be declared vacant until a successor is duly elected.  Deacons who have served four years shall be ineligible for re-election for a period of one year.  In case of death or removal or incapacity to serve, the church may elect to fill the unexpired term.  Only those deacons that have been elected as herein provided may serve as deacons of this church.

 

Section 2.  DUTIES:

 

In accordance with the meaning of the Word and the practice of the New Testament, deacons are to be the servants of the church.

(1)  They are to be zealous in guarding the unity of the Spirit within the church in the bonds of peace.

(2)  They shall advise or act as an advisory council to the pastor in all matters pertaining to the welfare and work of the church.  With the pastor, they are to consider and formulate plans to fulfill the mission of the church according to the Mission Statement found in the constitution of this church.

(3)  By proper organization and method among themselves they are to establish and maintain personal fraternal relations with all members of the church.

(4)  The Deacon Fellowship shall be represented on the General Stewardship Committee, as hereinafter provided.  (See Article IV, Sections 1 & 2.)

(5)  The chairperson of the Deacon Fellowship will serve on the Memorial Committee.  (See Article III, Section 5, Paragraph 8.  ) and the Worship Committee.

(6) The Deacon Fellowship shall select one deacon to serve on the Personnel Committee (See Personnel Committee duties).

 

Section 3.  METHOD OF PROCEDURE:

 

(1)  The Deacon Fellowship shall be organized as a unit for the consideration of all larger problems and general policies and shall regularly meet on the first Tuesday evening of each month.  They may organize themselves into such committees as their wisdom may direct for efficiency in service.

(2)  They shall apportion the membership of the church among themselves or make plans whereby the entire membership may have the benefit of the ministry of the Deacon Fellowship.

 

4.  MODERATOR

 The moderator shall be the pastor.  In the absence of the pastor, the chairperson of the Deacon Fellowship shall preside; or in the absence of both, the clerk shall call the church to order and a moderator pro-tem shall be elected.

 

5.  CLERK

 The clerk shall be elected annually.  He/she shall keep in a suitable book a record of all the actions of the church, except as otherwise herein provided.  He/she shall keep a register of the names of members, with dates of admission and dismissal or death, together with a record of baptism.  For those not in attendance at the business meeting, he/she shall also notify all persons of their election or appointment.  He/she shall issue letters of dismissal voted by the church, preserve on file all communications and written official reports, and give legal notice of all meetings where such notice is necessary, as indicated in these by-laws.  The clerk shall also serve on the Memorial Committee (see Article III, Section 5, Paragraph 8).  The clerk shall serve as a member of the Constitution/History Committee.

 

6.  TREASURER

 

The church shall elect annually a church treasurer.  The church shall maintain legal bonding for the treasurer.  It shall be the duty of the treasurer to receive, preserve and pay out all monies, or items of value given to the church.  The treasurer shall maintain at all times an itemized account of all receipts and disbursements.  Payment of bills for local work and expenses shall be made promptly by check, and all funds received for denominational or other causes shall be remitted at least monthly by check.  He/she shall otherwise support the church’s plan of finance as stipulated in Article IV.  A report of the financial condition of the church shall be made at each quarterly business meeting and to the stewardship Committee at each of its meetings.  An itemized annual report shall be made at the end of each church year.  All reports made to the church by the treasurer shall be entered upon the church records by the clerk.  All books, records and accounts kept by the treasurer shall be considered the property of the church.  The books shall be open to inspection at all times by any member of the church.  All checks written by the church shall be co-signed by the treasurer and/or individual(s) designated by the Stewardship Committee. The Treasurer shall serve as a member of the Stewardship Committee.

7.  REPRESENTATIVE TO THE EXECUTIVE COMMITTEE OF THE CENTRAL VIRGINIA BAPTIST ASSOCATION

 

The representative shall be elected annually to represent Bybee’s Road Baptist Church on the Executive Committee of the Central Virginia Baptist Association.  He/she shall attend all Associational Executive Committee meetings.  He/she shall automatically serve as a messenger to the Central Virginia Baptist Associational meeting.  He/she is expected to report to the church regarding activities and decisions made by the Executive Committee of the Central Virginia Baptist Association.

 

8.  TRUSTEES

 

There shall be three trustees elected by the church for an indefinite period of service. They shall hold in trust the property of the church, but shall have no power to buy, sell, mortgage, lease or transfer any property without a specific vote of the church authorizing such action.  The trustees shall also serve on the Memorial Committee.  (See Article III, Section 5, Paragraph 8.)

9.  OFFICERS OF CHURCH ORGANIZATIONS

 

All organizations and committees of the church shall be under church control.  All officers shall be elected by the church and shall report regularly to the church.  It is understood that the pastor is an ex-officio member of all organizations of the church.  The pastor’s leadership is to be recognized in all of them.

 

  1. CHURCH COUNCIL

 

The purpose of the Church Council is to help the church:  (1) determine the focus and scope of its ministry and mission; (2) use resources wisely; (3) identify priorities; (4) coordinate the church calendar of activities; and (5) enrich fellowship.  The major functions of the Church Council relate to planning, coordinating, and evaluating the total work of the church.  This body is assigned the following duties:

(1)  Formulate and recommend to the church suggested church objectives and goals.

(2)  Develop and recommend to the church action plans for reaching church goals.

(3)  Prepare the annual church calendar of activities.

(4)  Review and coordinate suggested program plans and actions by the church staff, church officers, organizations, committees; and provide for adequate communication among staff, officers, and organizations and committees.

(5)  Review and report as appropriate to the church the use of resources in terms of the needs of church programs as they work toward the achievement of the objectives and goals of the church.

(6)  Evaluate program achievements in terms of church objectives and goals, and report evaluations to the church.

MEMBERSHIP:  The membership of the Church Council includes:  Clergy Leadership, Directors of church organizations, the chairperson of the Deacon Fellowship and the chairperson of each committee.  The pastor shall serve as chairperson.

MEETINGS:  A monthly meeting may be necessary.  However, the Church Council is required to meet once in every business quarter of the church calendar.

 

ARTICLE III. COMMITTEES

 

Section 1.  ELECTION AND TERMS OF OFFICE:

All officers and committees shall be nominated by the Nominating Committee and elected by the church annually unless restricted by these by-laws.

 

Section 2.  STANDING COMMITTEES:

Duties of committees shall be found in Appendix A.

Section 3.  SPECIAL COMMITTEES:

(1)  Pastor Search Committee (as stipulated in Article II Paragraph 1).

      A Pastor Search Committee is formed by having the members of the congregation provide 7 names of individuals who they would like to have serve on the committee.  

From those names 5 individuals (beginning with the person with the highest number of votes and proceeding down the
line until 5 have agreed to serve) will be asked to make up the committee.  If one spouse agrees to serve on the committee, the other spouse will not be eligible to serve, even though they have received enough votes to do so. No church employee may serve on the committee; however spouses of employees are eligible to serve.

(2)  Other special committees may be elected as necessary by the church, or assembled by the pastor in consultation with the Deacon Fellowship, with such duties as may be designated.

Section 4.  NOMINATING COMMITTEE:

The Nominating Committee shall consist of five (5) persons appointed by vote of the church at the annual business meeting.

(1)  This committee is responsible for selecting, interviewing and presenting to the church for election, nominations for all church positions requiring volunteers unless otherwise provided for in these by-laws.  After the committee’s report, any church member may offer nominations from the floor, provided that the persons being nominated have previously given their consent to the nomination.

(2)  At the April business meeting the Nominating Committee shall place before the church, nomination for all Directors for the ensuing year.  Upon the election of these organizational directors by the church, they are expected to assist the Nominating Committee to obtain necessary workers for their organizations.

(3)  The Nominating Committee shall bring to the church nominations for general officers, workers and committee members at the July quarterly business meeting, or by a called business meeting if necessary.

(4)  The Nominating Committee is responsible for providing all committee members a current copy of said committee duties.

(5)  The Nominating Committee is responsible for nominating replacements for vacated or new positions as needed.

 

Section 5.  MEMORIAL COMMITTEE:

The purpose of the Memorial Committee is to give the church guidance concerning memorial gifts to the church.

The major functions of the Memorial Committee are as follows:

(1)  Make recommendations to the church about the wise application of memorial gifts.

(2)  Communicate to contributors and potential contributors the identified needs of the church.

(3)  Study proposed gifts to ensure they are not entangled with burdensome demands.

(4)  Educate the membership concerning the need to establish wills.

(5)  Place U.S. flags on the graves of all veterans of military service before Memorial Day weekend and remove them promptly after Memorial Day.

(6)  Prepare a list of the previous year’s deceased members to be read in worship on the Sunday of Memorial Day weekend.

(7)  Work closely with the Stewardship Committee to properly record and acknowledge memorial contributions.

8)  The committee shall consist of the following persons:

Chairperson of the Deacon Fellowship

Clerk

Chairperson of the Stewardship Committee

Chairperson of the Properties (Building and Grounds) Committee

Trustees

 

ARTICLE IV. CHURCH FINANCE

 

Section 1.  THE STEWARDSHIP COMMITTEE:

 

The Stewardship Committee of the church shall consist of the Deacon Fellowship or representation thereof, the Treasurer,  the director from each of the organizations of the church, and three elected members, who are not active deacons, from the congregation.   The three elected members shall serve for a term of three years.  Elected members who have served three years shall not be eligible for re-election for a period of one year.  The initial three members shall be elected to one, two and three year terms.

 

Section 2.  DUTIES OF THE STEWARDSHIP COMMITTEE:

(1)  This committee shall supervise the raising of all money in the church and have supervision over the expenditure of the same, which includes the preparation of the annual budget.

(2)  Payments of all expenditures such as supplies, materials and services shall be made by the church treasurer when so authorized by the church, or by the Stewardship Committee which has received such authorization from the church.

(3)  Said Stewardship Committee shall provide for an annual audit of all books and accounts to the church.

(4)  The Stewardship Committee has the responsibility for administration of all business transactions and record keeping
concerning the cemetery.

(5)  The Stewardship Committee shall maintain a record of each member’s contributions given throughout the year, both Unified Budget and special gifts.  The Committee shall provide a copy of this record to each member for tax purposes at the end of the year.  These are to be mailed no later than January 31st of each year.  The committee shall notify family members when gifts are received in memory of a deceased member of their family.  The committee shall be responsible for ordering financial record keeping supplies.  The committee shall be responsible for the distribution of the contribution envelopes to each member of the church for the new year.  The committee shall provide envelopes to all new members.  The chairperson of the Stewardship Committee shall serve as a member of the Memorial Committee.  (See Article III Section 5 Paragraph 8.)

(6) A member of the Stewardship Committee shall serve on the Personnel Committee (see Duties Personnel Committee in Appendix A).

 

Section 3.  RECEIPTS, DISBURSEMENTS, AND RECORDS:

(1) All money collected by any organization of the church shall be duly recorded by said organization and forwarded to the church treasurer.

(2) Receipts from all sources shall be properly recorded in separate bookkeeping entries, deposited in a local expense account (Unified Budget) or a cemetery account.  From these accounts shall be paid all expenses (according to Article IV, Section 2, Paragraph 2).   Individuals may designate the manner in which their gifts shall be disbursed.

(3) All receipts and expenditures for any and all purposes shall be forwarded to the treasurer and shall be recorded properly on the books of the church.

(4)  Special offerings may be sought by the church or by any of its organizations only upon the approval of the church after recommendation of the Stewardship Committee.  Individuals may make special offerings at any time as the Spirit of God may move them.

(5)  All payment to the church for which individual credit is expected must be made by personal check or by use of envelopes provided for that purpose.

 

ARTICLE V.  MEETINGS

 

Section 1.  FOR WORSHIP:

  1.  Public services shall be held on every Sunday that conditions permit.
  2.  The Lord’s Supper shall be celebrated on the first Sunday in each quarter and/or at such other times as the church may determine.
  3.  Occasional religious meetings may be scheduled by the pastor at his discretion.

 

Section 2. FOR BUSINESS:

 

(1)  At any of the regular meetings for worship the church may without special notice act upon the acceptance of members, or upon the dismissal of members to other churches, and upon the appointment of messengers (i.e. denominational and associational meetings), but not upon other business.

(2)  The pastor may, and shall, when requested by the Deacon Fellowship, Trustees, or any standing committee, call from the pulpit special business meetings, the particular purpose(s) of the meeting being clearly stated in the notice, at least one week prior to the meeting.

(3)  Business meetings shall be held at 7:00 PM on the third Wednesday of each quarter of the calendar year.  The first business meeting of each year shall be considered to be the Annual Meeting and shall be the meeting at which all committees and other church organizations present their annual reports.

(4)  Election of officers shall be conducted according to Article II, Number 9 and Article III, Section 4.

(5)  At all meetings 10% of the resident membership shall be necessary to constitute a quorum for the transaction of business except in the case of the call or dismissal of a pastor when 20% of total resident membership must be present.

 

ARTICLE VI. DISCIPLINE

 

Section 1.  Should grievances arise among members, members/pastor, members and/or pastor or other paid staff, discipline and/or resolution of these grievances is governed by the provisions of the Church Personnel Manual in effect
at that time. All such proceedings shall be pervaded by a spirit of Christian kindness and forbearance, but should an adverse decision be reached, the church may proceed to admonish or declare the offender to be no longer in the membership of the church.

 

ARTICLE VII. AMENDMENTS

 

At any regular business meeting of the church, assuming the presence of a quorum (see Article V, Section 2, Paragraph 5), the Church Constitution and By-Laws may be amended, altered or repealed by a two-thirds affirmative vote of the members in attendance and entitled to vote.  However, written notice of intent to change the Constitution and/or By-Laws shall be given to the church by listing the date, time, place and purpose of the meeting in the Sunday worship service bulletin for two Sundays prior to the date of the business meeting to present recommended changes to the document(s).

Copies of the Constitution and By-Laws showing recommended changes shall be made available to any member requesting a copy.

FOR HISTORICAL
REFERENCE ONLY

We have endeavored to remain true to the original articles of faith in this document therefore we include the unedited “1832 Covenant” as a matter of reference and historical value.

THE CHURCH COVENANT OF
BYBEE’S ROAD

1832

The Church of Christ at Bybee’s Road in Fluvanna County, being baptized on the profession of our faith hold the following creed and bind ourselves to the Lord and each other through the aid of divine grace to try to conform to the following duties so far as we find them enjoined on us from God’s Word.

Art. 1st.  We believe in one God the maker of all things visible and invisible.

Art. 2nd.  We believe in one Lord Jesus Christ the only begotten of the Father who is coequal with the Father, that He became incarnate in order to expiate and make atonement for sin.

Art. 3rd.  We believe in the Holy Ghost who is coequal with the Father and the Son neither made nor begotten but preceding.

Art. 4th.  We believe in the election of Grace and in the Free Justification of the soul by the imputed righteousness of Christ and of the final perseverance of the Saints in grace.

Art. 5th.  We believe in progressive work of sanctification by the power of the Holy Ghost, and of the resurrection of the dead, and a final judgment both of the righteous and the wicked.

Art. 6th.  We believe in water baptism by immersion and that believers are the only subjects of the said water baptism.

Art. 7th.  We believe that discipline belongs to God’s House and that it was instituted by Christ for the health and benefit of His Church.

Art. 8th.  We believe that it is the duty of all church members to fill their seats in God’s House, to lend their aid to the congregation on the discipline of God’s House to glorify God in His Church.

Art. 9th.  We believe that it is the duty of all church members to adorn the doctrine of Christ by a godly walk and in chaste conversation and that practical religion, such as prayers, public and private, watching, fasting, feeding the hungry, clothing the naked, supporting the gospel and attending all the ordinances of Christ.  To bear one another’s burdens and so fulfill the law of Christ.

Art. 10th.  We believe it is the duty of all church members to abstain as much as possible from evil company such as may lead them in the way of lamentation.  To shun all appearance of evil and to try to keep themselves unspotted from the world.

Art. 11th.  We believe it is the duty of all church members to adorn themselves in modest apparel to avoid suspicion of naughtiness and to live soberly, righteously and godly in this present world.

 

APPENDIX A

BYBEE’S ROAD BAPTIST
CHURCH COMMITTEE DUTIES

 

GENERAL GUIDELINES FOR EACH COMMITTEE

 

EACH COMMITTEE

1.   Shall meet with the pastor for their first meeting (at least) and discuss their duties.

2.   Shall select a chairperson.  The chairperson’s responsibilities include initiating, scheduling and presiding over meetings.  The chairperson is automatically a member of the Church Council (see Article II, Section 3, Paragraph 10).

3.   Shall hold regular meetings and check to see that its duties are being performed satisfactorily.

4.   Shall decide on a budget request for the church year, January 1st through December 31st, and the chairperson will be responsible to turn this request into the Stewardship Committee by September 1st of each year.

5.   After the organizational meeting at the beginning of each church year, the name, address and telephone number of the chairperson shall be submitted to the Constitution/History Committee so that an updated list of committees/chairpersons can be kept.

 

SPECIFIC DUTIES FOR EACH COMMITTEE

 

BAPTISM COMMITTEE

1.   See that the baptismal pool is clean and adequately filled (at least 36”) and heated (approximately 100 degrees) before time for baptismal services.

2.   Turn off the heater before entering pool.

3.   Drain the pool after use.

4.   Assist candidates with any necessary dressing or undressing before and after service.

5.   See that all wet towels and clothing are taken from the dressing areas after baptism.  Make sure baptismal robes are clean and ready at all times.

6.   See that any water is wiped up from the floors.

 

CHRISTMAS/DRAMA COMMITTEE

1.   By September 15th, the chairperson of this committee is responsible for coordinating all activities during the Christmas celebration with the Church Council and the chairpersons of the following committees:  Flower/Decorating, Music and Fellowship/Social.

2.   Select and order appropriate materials to use in Christmas celebration (i.e. props, plays, etc.) and delegate responsibility to appropriate persons.

3.   Take care of all necessary preparations, rehearsals, clean up, and have programs typed to hand out to the congregation.

4.   Be responsible for preserving reusable materials by proper packaging, labeling, and storing.

 

COMMUNION COMMITTEE

The Communion Committee shall consist of at least three members who shall be chosen by the Nominating Committee.  They shall serve a one year term and may succeed themselves.

The Communion Committee shall be responsible for, or may select someone to be responsible for the purchase, preparation and clean-up of the elements required to observe the Lord’s Supper at all times and occasions that the church observes communion.  If someone is selected by this committee to be responsible for a communion time, the committee shall be responsible for reminding that person to be certain that the Lord’s Supper is observed when it is scheduled.

This committee shall work closely with the Worship Committee to assure that the Lord’s Supper is prepared according to the dictates of the worship service of which it will be part.

 

CONSTITUTION/HISTORY COMMITTEE

This committee shall consist of the church clerk and three other members who will serve for three-year terms.

The duties of the Constitution/History Committee:

1.   Maintain records of church events by submitting a quarterly report at church business meetings.  Whenever possible, pictorial accounts should be maintained.

2.   Provide for and maintain displays of significant historical relics with appropriate identification tags.

3.   Store with the Virginia Baptist Historical Society significant record books (i.e. copies of church roll, baptismal dates, etc.)

4.   Keep an updated computer disk of the Constitution & By-Laws so that a current copy can be provided whenever needed.  (The first year, this committee will begin by recording on computer disk the revised Constitution & By-Laws passed on August 1993 and all additions made since that time.  After that, all additions will be added to the disk at the time they are passed by the congregation.) With each revision, a notation shall be made on the appropriate Constitution & By-Laws section as to the page number of the revision.

5.   Review duties of all committees in October of each year, and at any other times when questions arise concerning duties, and make recommendations for changes when necessary.  Provide each member of that committee a copy of the new list of duties when changes occur.

6.   Review Constitution & By-Laws annually and make recommendations for changes when necessary.

7.   Be well informed on the Constitution & By-Laws so that they can ensure that matters are taken care of in compliance with it at all business sessions.

 

FELLOWSHIP/SOCIAL COMMITTEE

 

1.   Plan and organize all church-wide meals.  Coordinate with Christmas Program Committee when planning Christmas events.

2.   See that kitchen is equipped with adequate plates, cups, utensils, cooking ware, tablecloths and napkins.

3.   Remove old items from refrigerator and throw away.

4.   Defrost refrigerator and clean oven periodically.

5.   Set up tables.

6.   Clean up facilities after meals.

7.   Inform any group who uses the kitchen and fellowship hall of  proper preparation and clean up.

8.   Provide ice for all church-wide meals.

9.   The chairperson, during the week preceding any social event for which this committee shall be responsible, shall notify all committee members by phone or personal contact of the time and needs of that event.

10. Any member of this committee who volunteers the service of the committee for any event shall be responsible for immediately reporting the date, time and services needed for the event to the chairperson so that proper arrangements can be made.

11. The chairperson of this committee shall also serve on the Worship Committee.

 

FLOWER/DECORATING COMMITTEE

 

1.   Maintain basic decorations throughout the year.

2.   Use fresh flowers whenever possible.

3.   Rotate artificial flower arrangements so that there is a different arrangement each Sunday or at least every other Sunday.

4.   Be responsible for seasonal decorations, such as Easter (Easter lilies) and Christmas (Christmas tree in fellowship hall for Christmas dinner, Baptistry, candles in windows, etc.).  Christmas decorations should be in place by the first Sunday of December.

5.   Maintain fresh look of flowers for such occasions as revivals when flowers are left from night to night.

6.   Throw out old flowers, arrangements and remove seasonal decorations.

 

LIBRARY COMMITTEE

1.  Promote use of the library. (Use special announcements in bulletin and book displays.)

2.  Catalog books and master tapes.

3.  Maintain an orderly and attractive environment in the book storage area.

4.  Maintain accurate record of books on loan and send reminders regarding overdue books.

5.  Maintain regular library hours.

6.  Take advantage of associational and state training sessions.

7.  Purchase new books and audio/video tapes.

 

MEDIA COMMITTEE

 

1.   Maintain and operate audio-visual equipment including the sanctuary public address system.

2.   Record all worship services and special events.

3.   Purchase and duplicate tapes for distribution.

4.   Pass master tapes on to librarian for cataloging after duplication and pass duplicated tapes onto persons who are
responsible for distribution.

5.   Maintain schedule of operators for coverage of all services and post copy next to recording equipment.

6.   Ensure that an operator is on duty for every event.

7.   Chairperson shall serve on the Worship Committee.

 

MUSIC COMMITTEE

1.   Assist music director in the purchase of music.

2.   Keep musical instruments tuned and in proper working order by providing for an annual professional evaluation.

3.   Organize Christmas caroling.  Coordinate with Christmas/Drama Committee when planning Christmas caroling to avoid a conflict of time/date.

4.   See that robes are cleaned, repaired or replaced if needed.

5.   Actively recruit choir members and maintain graded choirs.

6.   Survey church for persons who can play instruments and lead special choir groups (i.e. children, youth, men, etc.).

7.  The chairperson of this committee shall also serve on the Worship Committee.

 

PERSONNEL COMMITTEE

 

PURPOSE:

Under the guidance of the Holy Spirit, assist the church in matters relating to personnel administration and management.

 

MEMBERSHIP:  

The Personnel Committee shall consist of a member of the Deacon Fellowship, a member of the Stewardship Committee and three (3) elected members from the congregation.  The three (3) elected members shall serve for a period of three years.  The initial three members shall be elected to one, two and three year terms.  Elected members shall not be eligible for re-election for a period of one (1) year after having served a full term.  No paid employee or his/her spouse is eligible to serve.

 

DUTIES:

1.   Continually survey the need for paid church staff positions and report such needs to the church.

2.   Prepare and maintain a handbook of church staff job descriptions for all paid employees, including the position of pastor.

3.   Recruit, interview and hire paid church employees (excluding the position of pastor).

4.   Serve as a liaison between members of the church and church staff in conflict  resolution as well as a liaison between members according to the provisions set forth in the Church Personnel Manual in effect at that time.

5.   Monitor the application of personnel policies and procedures and deal with personnel problems, including corrective action and/or dismissal.

6.   Conduct annual performance evaluations of the pastor and all paid employees by October 1st of each year.

7.   Recommend salaries and benefits, where applicable, for all employees of the church.  This material shall be submitted to the Stewardship Committee for budget preparation before being presented to the church.

8.   Present reports concerning personnel matters at regular business meetings and at other times, if necessary.

 

PROPERTIES (Buildings and Grounds) COMMITTEE

1.   Oversee the care of the church and cemetery lawn, including removal of withered flowers from cemetery.

2.  Keep picnic shelter tables painted and in good repair.

3.   Keep a visual spot check on church maintenance once a week.

4.   Be responsible for major parsonage maintenance and also maintenance of other church properties and equipment.

5.   The chairperson shall serve on the Memorial Committee.  (See Article III, Section 5,    Paragraph 8).

 

PUBLICITY COMMITTEE

1.   Send announcements concerning special events to the Religious Herald, the associational paper and local papers.  Use pictorial accounts wherever possible for announcements and flyers.

2.   Maintain church lawn sign and road signs.

3.   Utilize bulletin boards to promote special events.  Utilize morning worship services for promotion.

4.   When appropriate, prepare and mail flyers of special events to area residents.

5.   Develop a strategy for welcoming newcomers to the community utilizing church brochure and other community information.

 

USHER COMMITTEE

DUTIES:

1.   Be at the church entrance approximately 15 minutes prior to worship services to distribute bulletins and to greet
members/visitors arriving for Worship Service.

2.   Escort members and guests to their seats on occasions when seating is scarce.

3.   Be willing to take up the collection during Worship Service and,  if called upon, to present a brief offertory prayer.

 

WORSHIP COMMITTEE

 

PURPOSE: The Worship Committee is responsible for planning and coordinating the worship ministry of our church.  The committee will work closely with the Pastoral Staff to develop services that support and enhance the church worship
experience.

 

DUTIES:

The Worship Committee will:

1.  Be responsible for establishing worship themes for special days (Father’s Day, Mother’s Day, Graduation,  Homecoming / Revival, etc.), planning the use of Worship elements such as drama, music, readings, plaques, certificates, media, etc., to enhance special worship themes.

2. Encourage the formation of ensemble groups,  choirs, and instrumental groups.

3. Encourage the use, within worship, of the artistic gifts of individual members of the community.

4. Meet as necessary to plan worship one year in advance and then, as needed, to evaluate past worship experience and to ensure that worship plans are enabled each week.  Worship plans are posted, updated, and shared through all available communications media.

5.  Exhibit openness to new ideas and be willing to listen to feedback, and be a sounding board to our fellowship for the enhancement of our worship experiences.

MEMBERSHIP: The committee shall consist of the Pastor, Chairperson of Deacon Fellowship, Media Chairperson, Music Leaders (Contemporary, Traditional, Youth, Children & Ensemble), Youth Director, Mission Education Leader, Chairperson of the Music Committee, Chairperson of the Fellowship Committee, in addition to one member from each worship service being held who will be selected by the Nominating Committee for a term of 2 years and who will be eligible to succeed themselves.

 

 

APPENDIX B

BYBEE’S ROAD BAPTIST CHURCH

DUTIES OF DIRECTORS AND OTHER GROUPS

CHILDREN AND YOUTH COUNCIL

Purpose:  To cast the vision of the student ministry at Bybee’s Road Baptist Church by meeting monthly for prayer and planning of youth events and activities.

 

Who: The council should consist of the following:

  • Pastor
  • Director of Student & Family Ministries
  • Sunday School teachers from K-12
  • Two students who have completed 7th grade  (preferably male and female) chosen by DSFM
  • Two ad hoc members (chosen by the Nominating Committee for 2 year terms).  Ad Hoc members only serve a specific purpose. They will help mentor and cast a vision/mission for our youth.  They should have an interest in youth development and preferably have experience as youth directors/leaders.

There should never be less than 2 students.  When student attendance reaches 30 we will add another student (1 student on council for every 10 students in attendance).

When: The council should meet once a month.

What:

  1. Prayer and short devotional.
  2. Planning and review of plans for the next one to five years. Big picture and vision casting.  What do we want our youth group to be in the next 1-5 years, not just do?  Large events (overseas mission trips, large out-reach events).
  3. Review and plan events for the next year (retreats, day trips, fundraisers, camp, mission trips.
  4. Determine logistics of events and activities in the coming month. What needs to be done to prepare, who will do it.
  5. Plan and structure weekly events including curriculum for Sunday School, Wednesday night, Sunday night.  Plan what we want to teach and learn and pick curriculum.
  6. Review tasks assigned to members at conclusion of meeting.
  7. Prayer

Positions needed:

Chair—Director of Student & Family Ministries — Moderates the meeting.  The chair will also be a member of the Church Council.

Secretary—Takes minutes. STUDENT

Chaplain—Lead devotional or find a member to lead.  STUDENT                              (Approved 4-19-2011)

DIRECTOR OF MISSION EDUCATION MINISTRY

Purpose:

Under the guidance of the Holy Spirit, promote the Christian growth and involvement of the congregation in the area of missions.

Duties:

1.   Plan, organize and facilitate the development of the missions program of the church.

2.   Obtain and study publications and other written materials relating to mission studies, mission training and educational
opportunities for both home and foreign mission activities.

3.   Inform the pastor and congregation of possible ministry activities appropriate for our church, as well as provide information regarding ongoing mission programs and educational opportunities.

4.   Meet with the Church Council to recommend specific mission endeavors and to solicit approval for formal presentation to the church.

5.   Aid in organizing and presenting mission study programs.

6.   Encourage the establishment of age appropriate mission study groups and support all mission study endeavors.

7.   Aid in recruiting volunteers for mission trips or ministries.

8. Promote associational, state and foreign mission offerings and assume responsibility for encouraging congregational participation by mission related announcements.

9. Director shall serve on the Stewardship Committee.

 

DIRECTOR OF STUDENT AND FAMILY MINISTRIES

 

Key Attributes—Everything else can be taught, but the attributes listed below are essential:

  1. Loves the Lord and can express his/her faith well.
  2. Loves the Church.
  3. Loves to be with and to relate to students and their families.
  4. Understands and models team ministry.
  5. Is willing to receive coaching, outside training, and on-the-job training.
  6. Faith is founded in a theology of the cross (grace-oriented) and lives a faith-filled and faithful life in response to God’s grace. In
    other words, this person models the Gospel.
  7. Supports our church’s covenant/theology (1963 Baptist Faith and Message).
  8. Is a director and not just a doer.

Position Justification—The Bible regularly mentions caring for students and providing them with a solid biblical foundation.  This position will seek to help parents fulfill this responsibility.  Due to the numbers of students and families currently (and anticipated) in our community, a staff position is warranted that focuses solely on this need.

Accountability—The Director of Student and Family Ministries (DSFM) is directly accountable to the Pastor, the Pastor’s designee, or in the absence of a pastor, the Personnel Committee.  He/She shall be a team player and will work in cooperation with other staff and church leaders.  There will be a six month evaluation after the position is filled and then the position will be evaluated annually or as specified in the personnel policies.

Vision—The DSFM recruits, trains and develops leaders and ministry teams that will intentionally help produce committed disciples of Christ and provides general spiritual and emotional care for the students and families participating in this ministry. The goal is to equip parents, mentors, and other adults as well as youth with leadership skills to do the ministry.  The job is to build on God’s vision, equip families for their ministries, direct the ministries, and support the doers of ministry. He/She selects/approves age-relevant materials and techniques/methods to communicate biblical truth to students.  The position requires someone who has a solid understanding of student needs and how to meet them.  The DSFM will develop strong, spiritual disciplines (i.e. personal prayer, devotional life, daily reading of Scripture, faithful and regular attendance at worship, and develop a prayer support team).

Scope—The DSFM is a part-time position that has responsibility for the oversight of student and family ministries and outreach (grades 6-12).  The target for weekly time commitment is 15 hours. During some intense events (summer trips, lock-ins, etc.) more time will be required.

Responsibilities—The DSFM has the following responsibilities:

  1. Cast Vision—Promote a church-wide vision of reaching and discipling families toward Christlikeness; accountable to the vision of what God is doing in and through the congregation.  All the ministries in student and family ministry must connect to the vision of the congregation.
  2. Implement Strategy—Promote a strategy that encourages families to worship God, learn and obey His Word, participate in a caring community, win others to Christ, and serve within the body. The DSFM collaborates with church staff and other ministry areas of the church, as appropriate, to coordinate activities with those of the wider church and to help achieve the church’s mission.
  3. Leads the Student Ministries—Responsible to provide direction, spiritual oversight, vision, strategic  development, and coaching for leaders; works with the other student ministry volunteers in the development of a unified strategic plan that includes the following key areas: clearly defined values, mission statement, leadership development, evangelism, disciple-making, mission action, worship, systematic Bible teaching, personal accountability, and evaluation.
  4. Teach—Provide solid teaching of both biblical theology and social issues that directly relate to students and their families.  Assist parents in the development of biblical parenting skills so that young families are being formed spiritually. Not to be the lead Sunday School teacher but have access to the Sunday School classes, may teach Sunday School classes as assigned or as needed.

Shepherd—Maintain regular contact with students (youth in particular) as maybe required. Provide spiritual guidance to students and families—being available on a limited basis to counsel, disciple, pray, or intervene during crisis. Serve as a resource for individual youth for the development of their own faith journey and assist in coping with the challenges of daily life.

  1. Recruit, train, and develop adult leaders—Prepare leaders who have a passion for shepherding and discipling students. Oversee the process for leadership selection and training, maintaining a high standard of excellence in those chosen for student leadership.  This includes seeing that background checks are done when required.
  2. Activities—Plan regular activities for families and students (bike trips, overnight camping, float trips, hikes, father-son events, etc.) for the purpose of relationship building and spiritual enrichment.  This may be limited due to the part-time nature of the position.  Target one youth activity each month.
  3. Cooperation—Promote the general well being of all the ministries related to the families in the church working cooperatively and collaboratively with the leaders in other ministries.
  4. Outreach—Seek to make positive contacts with parents/grandparents of children and youth not attending the church, building bridges for the gospel and extending an invitation to them.
  5. Events—Design and implement outreach, equipping, and education events that serve the community and draw both believing and unbelieving families into closer relationship with Christ and the church (mission and service projects, special seminars, movie nights, training events, etc). This may be limited due to the part-time nature of the position. Target one week-long mission or service project for the youth in the summer and one short-term mission or service project during school months.
  6. Represent—Advocates student issues to the congregation with the objective of making student ministries more visible to and involved with the congregation.  Serves as a liaison with staff and church leaders to ensure that students are integrated into all church ministries as much as possible.
  7. Budgeting—Oversees the development and implementation of the student ministry budget in concert with the Stewardship Committee.
  8. Model--Provides “hands-on” ministry modeling for adult leaders.
  9. Music—Oversees the development of student music opportunities (worship, choirs, etc.) in concert with the Music Director.
  10. Staff Responsibilities—Participates as a member of the ministry staff.  Performs other responsibilities as assigned by the pastor.

Physical requirements—Ability to significantly interact with students,  lead training,    organize curricula, and prepare meeting areas.

Educational and Experience Requirements/Skills—High school or above (college or higher helpful or commensurate experience), strong communications skills, knowledge of the Bible, patience with students and adults.  Previous ministry experience is preferred, but not necessary.

Compensation—As established by the Stewardship Committee.

DUTIES OF SUNDAY SCHOOL DIRECTOR

 

1.   Encourage Bible study and spiritual growth among the membership.

2.   Enlist teachers for Sunday School classes beginning with 1-2 grades through senior adults and general Sunday School officers.

3.   Order and distribute Sunday School literature in conjunction with S.S. Preschool Director.

4.   Order records needed by general Sunday School officers.

5.   Encourage teacher/worker training, both in the church and on association/conference levels.

6.   Prepare and present, in conjunction with Sunday School Preschool Director, a quarterly report of enrollment and attendance for the quarterly business meetings and, in addition, an annual report for the annual meeting.

7.   Hold periodic Sunday School teacher/worker meetings.

8.   Room check Sunday School classes each Sunday morning to see that teachers are in attendance.  Encourage teachers to be in their classrooms at least 15 minutes ahead of time.

9.   Serve on the Stewardship Committee.

10. Serve on the Church Council.

11. Provide church Christmas treat for all ages through youth in conjunction with Sunday School Preschool Director.

 

DUTIES OF SUNDAY SCHOOL PRESCHOOL & EXTENDED CHURCH DIRECTOR

 

1.   Encourage Bible study and spiritual growth among members and teachers.

2.   Enlist teachers/workers for Sunday School classes nursery through 4/5 year olds.

3.   Enlist workers for all extended church groups.

4.   Set up and post yearly teacher/worker schedules for extended church workers at the beginning of each church year.

5.   Actively promote the fact of available nursery care during worship services and encourage parents to utilize this service.

(a)  Two persons should be scheduled and remain in the nursery at all times.

(b)  Youth under thirteen years of age are not eligible to work in the nursery; and those 13-18 are required to be trained by the adult nursery volunteers. Youth are to be responsible for being present on their assigned week.  No cell phones, games, or electronics are allowed during their time of service in the nursery.

(c)  At least one adult twenty-one years or older shall be scheduled at all times.

6.   Order and distribute Sunday School and extended church literature in conjunction with Sunday School Director.

7.   Hold meetings to train workers before beginning of the church year in September.

8.   Encourage teacher/worker training both in the church and on associational/conference levels.

9.   Room check all preschool Sunday School classes each Sunday morning to see that teachers are in attendance.  Encourage teachers to be in their classrooms at least 15 minutes ahead of time.

10. Help Sunday School Director with providing and distributing church Christmas treat.

11. Provide the Sunday School director with enrollment and attendance figures so he/she can prepare and present quarterly and annual reports at business meetings.

12. Hold periodic meetings for teachers and extended church workers to review work and discuss any problems.

13. Serve on the Stewardship Committee.

14. Serve on the Church Council.

15. Be responsible for replenishing nursery supplies:  diapers, baby pads, wipes, linens, etc.

16. Inform workers that when infants occupy beds, the beds should be cleaned after each use, including washing the linens.

17. Supervise weekly cleaning/sterilizing of all equipment (toys, etc.) used by infants, according to adopted procedure.  Post a copy of the cleaning procedure in the nursery and toddler classrooms.

 

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