CONSTITUTION & BYLAWS
of Dorcas Wills Memorial Baptist Church, Inc.
201 North Robb Street; P. O. Box 112
Trinity, TX 75862
Adopted by the membership on February 29, 2012
Since it pleased Almighty God, by His Holy Spirit, to call certain of His servants to unite here in 1876 under the name Trinity Baptist Church in Christ of Trinity, Texas, for the worship of God, and spread the gospel of Jesus Christ, and He has sustained and prospered this work to the present day; and,
Whereas we, the members of Dorcas Wills Memorial Baptist Church, having searched the Scriptures under the guidance of His Spirit, have recognized the need to reconstitute ourselves to more closely conform to His will for the Church in this age and prepare ourselves for greater efforts in His name;
Now therefore we, the members of Dorcas Wills Memorial Baptist Church, do hereby organize ourselves in accord with the Texas Nonprofit Corporation and adopt this Constitution as our articles of governance, to be interpreted at all times to reflect the character of and bring glory to Jesus Christ, as revealed in the Holy Bible and articulated in the standards set forth in the Baptist Faith and Message (1963) and Covenant of this church.
PURPOSE, STATEMENT OF FAITH, CHURCH COVENANT
1.1 Purpose – This church exists by the grace of God, for the glory of God, in order to make disciples of all nations, through the gospel of Jesus Christ, which shall be the ultimate purpose in all its activities.
This church glorifies God by loving Him and obeying His commands through:
2.Equipping the saints through Bible instruction and study;
3.Proclaiming the gospel of Jesus Christ through preaching and personal evangelism and any other means consistent with the teachings of Holy Scripture;
4.Encouraging, supporting, and participating in missions work, local, domestic, and international;
5.Administering the ordinances of baptism and communion;
6.Encouraging biblical fellowship among believers;
7.Serving other individuals, families, and churches by providing for physical, emotional, and spiritual needs, in the name of Jesus Christ; and
8.Calling fellow churches to biblical faithfulness and purity through instruction and encouragement about the nature of the local church.
1.2 Covenant – 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.
1.We will submit to the authority of Scripture as the final arbiter on all issues (Psalm 119; 2 Timothy 3:14-17; 2 Peter 1:19-21).
2.We will work and pray for the unity of the Spirit in the bond of peace, rejoicing at each other’s happiness and with tenderness and sympathy bearing each other’s burdens (Ephesians 4:1-16; Romans 12:15; 1Corinthians 12:26).
3.We will not forsake the assembling of ourselves together, working together to sustain the ministries of prayer, teaching, fellowship, worship, service and evangelism in order to edify the body of Christ (Acts 2:42-47; Hebrews 10:19-25; Titus 3:14).
4.We will work together for the continuance of a faithful evangelical ministry in this church, as we sustain its worship, ordinances, discipline and doctrine (Psalm 141:5;Matthew 18:15-20; 28:19-20; 1 Corinthians 5; 11:17-34; Titus 2:1; Hebrews 12:5-11).
5.We will contribute cheerfully and regularly to the support of the ministry, the expenses of the church, the relief of the poor and the spread of the gospel throughout all nations (Matthew 24:14; 2 Corinthians 8-9).
6.We will take seriously the responsibility of Christian freedom and refrain from actions that could present a stumbling block to another, denying all ungodliness and unworldly lusts and remembering that, as we have been voluntarily buried by baptism and raised from the symbolic grave, so there is on us a special obligation now to lead a new and holy life (Romans 6-8; 1 Corinthians 8; Ephesians 4:17-32).
7.We will, when we move from this place, as soon as possible unite with some other church where we can carry out the spirit of this Covenant and the principles of God's Word.
May the grace of the Lord Jesus Christ, and the love of God, and the fellows of the Holy Spirit be with you all. (2 Corinthians13:14). Amen.
NAME, MEMBERS, POLITY
2.1 The Name of this body of believers shall be known as the Dorcas Wills Memorial
Baptist Church (DWMBC), Trinity, TX.
2.2 The Members of the church are baptized believers shown as church members on the church records.
2.3 Equality of Membership – Each member has equal rights, privileges and responsibilities with every other member.
2.4 Autonomous, Democratic Process – The church is an autonomous body and operates through the democratic process of the members under the Lordship of Jesus Christ.
2.5 Authority Reserved to the Members – Except to the extent this Constitution expressly vests authority in someone other than the members of the church, all authority is reserved in the members.
2.6 Polity – This Constitution, Bylaws and Policies and Procedures Manual shall be the recognized guide of this church, subject to conformity with the Holy Bible. Every member of this church shall have the right to appeal to the church in regular conference and the decision thereby reached pursuant to the voting requirements as set forth in the church bylaws shall be final and binding.
GOVERNMENT, BUSINESS MEETINGS
3.1 Government – This body acknowledges Jesus Christ, God’s Son, as its only Head, Ruler and Lord. The majority of the congregation present at the business meeting while seeking the Lord’s leadership and acting in the light of their interpretation of the Holy Bible in regular monthly or special called business meetings, shall determine the policies and activities of the church. The latest edition of “Roberts Rules of Order,” shall be the guide in determining the procedures to follow in a regular or special called business meeting.
3.2 Meetings – The church shall have regular monthly business meetings and special called business meetings as deemed necessary.
STATEMENT OF FAITH AND DENOMINATION COOPERATION
4.1 Statement of Faith – Our church subscribes to the doctrinal statement of the Baptist Faith and Message as adopted by the Southern Baptist Convention in 1963. The Holy Bible is the inspired Word of God and is the basis of any statement of faith. We band ourselves together as a body of baptized believers in Jesus Christ, personally and corporately committed to sharing the good news of salvation to lost mankind.
4.2 Denominational Cooperation – This church shall cooperate with the local Neches River Association, the Baptist General Convention of Texas, and other State Conventions as deemed proper, and the Southern Baptist Convention.
5.1 Voting – Each active member present at a regular or special meeting shall be entitled to cast one vote (for discussion on membership refer to Bylaws, Article 1).
5.2 Simple majority – Except as provided elsewhere in this article, the act of a simple majority of active members present shall be sufficient to conduct all church business.
5.3 Two-thirds majority – The vote of at least two-thirds majority of active members present shall be required to amend the Bylaws.
5.4 Three-fourths majority – A vote of at least three-fourths majority of active members present and voting shall be required to call a ministerial staff member or amend the Constitution.
5.5 Other majorities – By vote of a simple majority of active members present, a vote greater than a simple majority vote can be required to approve any subsequent matter to be voted upon.
Any part of this Constitution may be amended by three fourths vote of the members present and voting at a special meeting called for that purpose, provided copies of the amendment have been presented to the church, in writing, at least one week prior to the vote by the Constitution and Bylaws Committee, any church member or organization.
Dorcas Wills Memorial Baptist Church, Inc.
201 North Robb Street; P. O. Box 112
Trinity, TX 75862
Adopted by the membership on July 18, 2012
Dorcas Wills Memorial Baptist Church, a Texas non-profit corporation, adopts these bylaws under the authority of the Holy Bible to further the purpose of the church:
1.1 Qualifications – To qualify for membership in this church, a person must be a believer in Jesus Christ, having repented of sin, given evidence of regeneration, been baptized by immersion in the name of the Father, of the Son and of the Holy Spirit in obedience to Christ, following his or her regeneration, and wholeheartedly believes in the Christian faith as revealed in the Holy Bible. Each member must agree to submit to the teaching of the Holy Bible and must promise to keep the commitments expressed in the Church Covenant (Constitution, Article 1.2).
1.2How Members are Received
A.Baptism – Any person confessing faith in the Lord Jesus Christ, giving evidence of a regenerate heart and adopting the views of faith and practice held by the church may, upon baptism by immersion, be admitted into fellowship and membership of the church.
B.Letter – Members from another church of like faith and practice may be received into membership by a letter of dismissal from their respective churches.
C.Statement – Those who have been baptized by immersion upon profession of faith and practice, but because of extenuating circumstances have no letter of dismissal, may be received into membership by giving satisfactory evidence of a regenerate heart, Christian conduct and scriptural faith.
D.Watchcare – A person who wishes to be under the authority and ministry of this church but does not become a member because of health or other issues may petition to be a watchcare member. The ministerial staff shall make recommendation to the church family for approval following investigation of circumstances. Watchcare membership does not allow the person to participate or vote in business affairs of the church, nor to hold any appointed or elected office.
E.Reinstatement – In the event a person has been excluded from active membership for cause deemed sufficient by the church, that person can be reinstated provided the person gives sufficient evidence to the church of his or her repentance or change in conditions necessary for active membership. Should there be dissent as to any candidate, such dissent shall be referred to the pastor and/or the deacons for investigation and the making of a recommendation to the church within thirty days. An affirmative vote of a majority of those members present and voting shall be required to elect such a candidate for membership (for voting procedures refer to Constitution, Article 5).
1.3 How Members are Terminated
b)Dismissal to another church of like faith and practice
c)Exclusion by action of the church (see Bylaws, Article 3)
d)Deletion from church rolls – After church action, the church may remove a member from the church rolls upon the members written request or after becoming affiliated with a church of another faith or denomination.
1.4 Inactive Members- Any member in good health who has been absent from church for one year or more without showing interest by communication or support shall be placed on an inactive membership roll after diligent effort has been made to communicate with the member. Such communication efforts shall be reported and recorded in the church business meeting minutes. The church shall place the inactive members in a designated place in a separate section of the church records. Their contact information is to be included, if available, in order that efforts to contact them can be made.
1.5 Restoration- Persons on the inactive roll may be restored to active membership by becoming active in the church for at least one quarter of a year in worship services and general activities. Should there be dissent as to the restoration of any candidate, the church shall follow the procedure as outlined in the “Reinstatement” clause above (see Bylaws, Article 1.2.e).
MINISTERIAL STAFF OFFICERS, GENERAL OFFICERS, DEACONS
The church will have as many ministerial staff, general officers and deacons as are necessary to carry out the functions of the church. Specific duties of the ministerial staff and general officers will be performed in accordance with the DWMBC Policies and Procedures Manual.
2.1 Membership requirement- All ministerial staff and general officers of the church must be members of the church.
2.2 Ministerial staff- The number of ministerial staff members to be retained shall be as many as deemed necessary by the church to carry on the purpose and functions of the church, i.e., the pastor, associate pastor(s), minister of music, education, administration and/or youth.
2.3 General Officers- A general officer must be a member in good standing of the church, and they shall be elected by and accountable only to the church. A general officer should be one who is vitally interested and involved in the affairs of the church through heading up a ministry function, and is not a staff member. General officers shall include, but not be limited to the following: Deacons, trustees, church clerk, treasurer, assistant treasurer (if deemed needed by the church), Vacation Bible School director, Sunday school director, department directors and teachers, director of women’s ministry, contributions recorder/secretary, bus ministry director and directors of other ministry programs as the church deems necessary.
Any member consistently guilty of conduct by which the name of our Lord Jesus Christ may be dishonored, opposing the welfare of the church, and not abiding by the Church Covenant, shall be subject to the discipline of the church, according to the instructions of our Lord in Matthew 18:15-17 and the example of other Scripture. Therefore, church discipline should ordinarily be contemplated after individual private admonition has failed.
Church discipline can include (1) admonition by the pastor, individual church members, or the congregation as a whole, (2) suspension from communion for a definite period, (3) deposition from office, and/or (4) excommunication (see Matthew 18:15-17; II Thessalonians 3:6, 14-15; 1 Timothy 5:19; I Corinthians 5). The church may terminate a person’s membership by a three-fourths vote, but only after due notice of hearing, and after every effort has been made to bring such member to change his or her ways and live pleasing to God.
3.1 Purpose of Church Discipline
1.For the repentance, reconciliation, and spiritual growth of the individual disciplined (see Hebrews 12:1-11; Luke 17:1-4; Titus 1:13-14).
2.For the instruction in righteousness and good of other Christians, as an example to them (see I Corinthians 15:33; I Thessalonians 5:14; written to the whole church, not just to leaders, I Timothy 5:20).
3.For the purity of the church as a whole (see Ephesians 5:27; II John 10).
4.For the good of our corporate witness to non-Christians (see Ephesians 5:11; I John 3:10).
5.Supremely for the glory of God by reflecting His holy character (see Matthew 5:16; John 15:8; Romans 2:24; 15:5-6; II Corinthians 6:14-18).
STATEMENT ON MARRIAGE AND SEXUALITY
We believe that the term “marriage” has only one meaning and that is marriage which sanctioned by God joins one man and one woman in a single, exclusive union, as delineated in Scripture (Genesis 2:18-25; Matthew 19:1-12).
We believe that God intends sexual intimacy to only occur between a man and a woman who are married to each other. We believe that God has commanded that no intimate sexual activity be engaged in outside of a marriage between a man and a woman (Exodus 20:14, 17; Matthew 5:27-30; Hebrews 13:4).
We believe that any form of sexual immorality, such as adultery, fornication, homosexuality, bisexual conduct, bestiality, incest, pornography or any attempt to change one’s sex, or disagreement with one’s biological sex, is sinful and offensive to God (Romans 1:24-28; 1 Corinthians 6:9-11; 1 Timothy 1:8-11).
We believe that in order to preserve the function and integrity of the church as the local Body of Christ, and to provide a biblical role model to the church members and the community, it is imperative that all persons employed by the church in any capacity, or who serve as volunteers, should abide by and agree to this Statement on Marriage and Sexuality and conduct themselves accordingly (1 Corinthians 5).
We believe that God offers redemption and restoration to all who confess and forsake their sin, seeking His mercy and forgiveness through Jesus Christ (Luke 15; 1 John 1:5-2:6).
We believe that every person must be afforded compassion, love, kindness, respect, and dignity. Hateful and harassing behavior or attitudes directed toward any individual are to be repudiated and are not in accord with scripture nor the doctrines of the church (John 8:1-11; 2 Corinthians 2:5-11).
4.1 Regular Meetings – The regular business meetings shall be on the schedule prescribed in the DWMBC Policies and Procedures Manual.
4.2 Special Called Meetings – Special called meetings can be achieved in emergency circumstances or urgent church matters following guidelines as detailed in the DWMBC Policies and Procedures Manual.
Any part of these Bylaws may be amended by a two-thirds vote of members present and voting at a special meeting called for that purpose, provided copies of the amendment have been presented to the church in writing at least one week prior to the vote by the Constitution and Bylaws Committee, any church member or organization.
THE POLICIES AND PROCEDURES
Dorcas Wills Memorial Baptist Church, Inc.
201 North Robb Street; P. O. Box 112
Trinity, TX 75862
Adopted by the membership on July 9, 2014
BUSINESS MEETINGS AND QUORUM
When met in regular monthly or special business meetings the membership of DWMBC shall determine the policies and activities of the church. “Robert’s Rules of Order” (latest edition) shall be the guide in determining the procedures in a regular business meeting.
1.1Presiding – The moderator of the business meetings should be the Pastor, should he desire. If not, a moderator for the business meeting shall be elected by the church in the September business meeting to be effective the following January. In the absence of the Pastor/moderator, the Chairman of the Deacons shall officiate.
1.2Parliamentary Procedure – Unless otherwise provided in these bylaws, if parliamentary procedure issues are raised, the most recent edition of Robert’s Rules of Order shall be followed in the conduct of meetings. A person well versed in Robert’s Rules of Order should be elected as parliamentarian, and be present at business meetings to assure all business is done in correct order.
1.3Quorum – Twenty-five members present and voting shall constitute a quorum to conduct business at any regular or special meeting.
1.4Notice of Meetings – Notice of any regular meeting shall not be required, except that the church may agree to a different time for any regular meeting or meetings. Notice of any meeting, at which a matter requiring three fourths majority is to be presented shall be given at a Sunday worship service at least 14 days prior to the meeting. The notice shall include a brief description of the matter requiring the three-fourths majority.
1.5Regular Meetings – The regular monthly business meeting shall be on the Wednesday evening following the second Sunday of each month unless the church agrees to a different time.
A.Items for consideration must be included in the agenda by presenting in writing to the church clerk, pastor, or moderator at least 5 days prior to the scheduled business meeting. All reports, recommendations, and motions brought to the business meeting are to be presented in writing to the church clerk before presentation.
B.No item may be presented at the regular business meeting that is not included in the Business Meeting Agenda or as an amendment for consideration to the Business Meeting Agenda. Only items of business that emanate as a result of a committee or staff report will be considered, unless the moderator deems it necessary to be considered.
C.Items of emergency may be presented from the floor for consideration during the business meeting.
D.Any expenditure request (for building and grounds) beyond emergency situations (ex. Air, heat, and other immediate needs) shall be presented to the Building and Grounds Committee.
The church must approve the proposed expenditure.
E.Any recommendations involving church expenditures needs to be coordinated with the Budget and Finance Committee. The Church must approve the proposed expenditure.
F.Employees or staff members and their families will not be permitted to attend church business meetings or committee meetings during times when questions regarding their personal employment, pay, benefits or discipline are open for discussion and are subject to vote by the church. This should apply to all staff members or employees and their respective families without exception.
1.6- Monthly or Yearly Calendar – Meetings, Events, and Deadlines shall be met as listed in the Calendar Section at the end of this manual.
MINISTERIAL STAFF DUTIES
2.1 Pastor – It shall be the duty of the Pastor to conduct the public worship service and preach at the appointed time and regular place of worship; to serve as moderator of the business meetings if so desired, to serve as chairman of the Calendar Committee, to administer the ordinances, watch over the church membership, promote the temporal and spiritual welfare of the church, to have special watch care over all of its affairs, to have a passionate interest in the work of the Kingdom, and to perform the various duties pertaining to his office as set forth in the Word of God. He shall serve as ex-officio member of all committees of the church. He shall be church staff supervisor. Should any questions arise relative to the routine responsibilities or privileges of the church staff, the pastor shall make the decision.
2.2 Other Ministerial Staff – Duties of other ministerial staff shall be defined by the Pastor and Personnel Committee. Such duties are to be documented in the Ministerial Staff Personnel Manual. See appendix.
A.A Baptist transferring his membership to DWMBC who has been duly elected and ordained, and has served as an active Deacon at his previous church, may be considered for the active Deaconship in this church after being a faithful member for a minimum of 6 months. After this period, the Chairman of the Deacons and the Pastor may interview him with the church’s requirements and the Scriptural requirements for a deacon and determine if he meets all the qualifications to serve as a deacon in this church. If they feel he does qualify and if he desires to serve, the Deacon Body may recommend to the church that he be recognized as an active deacon in this church.
B.In accordance with the meaning and practice of the New Testament, Deacons are to be servants of the church. The task of the deacons is to serve with the Pastor and the Church Staff in performing the following responsibilities; 1) to proclaim the gospel to believers and unbelievers, 2) to care for church members and other persons in the community, 3) to lead the church to engage in worship, education, proclamation, ministry, and fellowship.
C.Each January the Deacon Body will determine its goals and tasks for the new year. Deacons will be polled to determine whether they wish to be active or inactive during the year.
D.The Election of Non-Ordained Deacons:
1.The deacon officers and the pastor will meet during the first half of September each year to review the strength of the Deacon Body. If a determination is made that additional deacons should be elected and ordained, this group will recommend to the Deacon Body the number of deacons to be elected and after prayerful consideration, the Deacon Body will determine those considered to be worthy deacon candidates. The spiritual qualifications to be followed in selecting the deacon nominees are found in First Timothy 3:8-13 and Acts 6:1-7. After selection by the Deacon Body, the pastor and deacon chairman will meet with the selected deacons and their wives and ask them to prayerfully consider his serving as an active deacon. Those agreeing to serve will be presented to the church body for approval on or before the last Sunday in October. Ordination services for the newly elected deacons will be held on a Sunday evening in November and the new deacons will assume their responsibilities as active deacons following their ordination.
E.Deacon Officers consisting of the Chairman, Vice Chairman and Secretary, will be elected each year by the Deacon Body during the month of December and will assume their responsibilities on January 1.
3.2 Clerk – At the annual September meeting, the church shall elect a Church Clerk to serve for one year. The Nominating Committee recommends the clerk. It shall be the duty of the clerk to keep accurate minutes of the business proceedings of the church, including the reception and dismissal of members; keep a complete roll of the members of the church and their addresses; issue letters of dismissal upon church approval, and request letters for those coming for membership on “promise of a letter”, prepare the Annual Association Letter; conduct correspondence when requested by the church; call the moderator’s attention to any church action under consideration which is contrary to previous action; see that all officers, members of committees, and messengers are notified of their election or appointment if they have not been recommended by the Nominating Committee or Committee on Committees, and remind the moderator of any action that should be taken at any meeting; to be present at the invitation time in each worship service (or secure someone else in their absence) to assist those making decisions or applying for church membership. The Clerk shall deliver immediately to his/her successor all books and records pertaining to his/her office. All reports, recommendations, and motions brought to the business meeting are to be presented in writing to the Clerk before presentation.
3.3 Treasurer – At the annual September meeting, the church shall elect a Church Treasurer, if needed or necessary, who will be recommended by the Nominating Committee to serve for one year. The Treasurer shall be custodian of all monies contributed to the church. Disbursements shall be as indicated by approval of the church in a business meeting, or as approved in the annual budget for such expenditures except in emergencies when funds may be spent without church approval, if approved by the Church Treasurer. At each monthly business meeting the Treasurer shall present a printed report of receipts and disbursements showing the financial condition of the church. If considered necessary by the church and elected by the church an Assistant Church Treasurer shall present a report of funds that pertain to areas for which he/she is responsible. All checks must be signed with two signatures. The following officers holding these positions will be authorized for the primary signatures: Church Treasurer, Assistant Church Treasurer, Chairman of Budget and Finance, Chairman of Deacons and Vice-Chairman of Deacons. The Financial Secretary/Administrative Assistant may co-sign with any of the above listed officers.
3.4 Contribution Recorder – The contribution Recorder shall receive from the money counters, all envelopes with contributions to the church, keep a record of checks not in envelopes contributed to the church, and shall keep a record of all contributors and the amount of their contributions to the church. The Contributions Recorder is to keep records of contributions to the church in confidence. These records are to be kept for five years.
3.5 Bus Ministry Director – At the annual September business meeting, the Committee on Committees shall submit the name of the Chairman of the Bus Ministry Committee to serve as Bus Ministry Director for one year. He/she shall secure a driver for each church van to pick up and return home persons who need transportation to and from Sunday School and Church. The Bus Ministry Committee must grant approval for use of any church owned bus or van. No one is to drive the church owned bus or van unless reported to and approved by our insurance company. The Machinery and Equipment Committee is responsible for the maintenance of the church vehicles. The Chairman of the Bus Ministry is responsible for bringing to the church recommendations for the Bus Ministry.
3.6 Church Council – The Council shall be composed of the Ministerial Staff and the heads of the organizations. It shall be responsible for the planning, coordinating and evaluation of all program organizations of the church in conjunction with church staff members. The Council will recommend to the church different program organizations as needed
3.7 Library Staff – The Library Staff shall consist of the Librarian, Assistant Librarian, and five staff members. Each member shall be appointed by the Librarian and voted on by the church. This staff shall oversee the operation of the Library. They shall make available to all members and workers of the church, books, literature, visual aids and equipment to assist in making the ministry of our church more effective. Each member shall be permanent and be trained in all library functions. If a member resigns, the Librarian will select another person to serve on the staff subject to vote and approval of the church.
3.8 Trustees – There shall be three (3) trustees. At the annual September meeting the church shall elect one person to serve as a Trustee for (3) three years. The Trustees shall be recommended to the church by the nominating committee. A Trustee is eligible to be chairman of the Trustees after serving on the committee for two consecutive years. They shall meet and report to the church as necessary. They shall have charge of all legal records and business papers of the church. They shall have signatory authority to execute legal documents pertaining to the purchasing, selling, mortgaging, leasing or transferring of any property of the church after such actions have been authorized by specific vote of the church body. They shall have signatory authority for any loan agreement documents associated with church building programs as approved by the church body. The church as a corporate entity has all legal and liability responsibilities associated with the documents signed by the trustees thus removing them personally from any of these responsibilities unless such actions are taken without church approval.
3.9 General Officers and Teachers – General Offices and Teachers shall take office September 1st, following their election. Their duties shall be to follow as closely as possible the most current book published by the Southern Baptist Convention regarding the position to which they have been elected. They shall be expected to secure the book and become familiar with its contents. Except in cases of extreme emergencies, all officers are to submit a written notice of resignation to the church prior to the resignation.
3.10 Sunday School Non-Member, Guest Speaker, or Substitute Teacher – The Sunday School Leadership may occasionally solicit the service of a non-church member as a guest speaker or substitute teacher. This guest speaker/substitute teacher and the material being presented must be coordinated with the Department Director and approved by the Sunday School Director, Minister of Education, or Pastor. If a substitute teacher is not available, the appropriate Department Director may solicit a qualified church member to teach.
4.1 Employment – With the exception of Weekday Early Education Ministry (WEEM) workers, all paid personnel are to be secured by the Personnel Committee after approval of the church. Policies regarding salary, duties and nursery regulations as are recommended by the church shall apply to the job and should be made clear to any new employee prior to employment. Salary is regulated by the church budget. Paid employees shall be hired after recommendation of the Personnel Committee, approved by the church and shall be paid the amount stipulated by the church. The employee’s duties will be given to him/her in a written form at the time he/she is hired and maintained in the Personnel Policies (see appendix).
4.2 Vacancy/Termination of Paid Personnel – When a staff member wishes to resign, he/she must submit his/her written resignation to the Chairman of the Personnel Committee at least two weeks before the termination of services, to be read to the church for action. Employees or staff members and their families will not be permitted to attend church business meetings or committee meetings during times when questions regarding their personal employment, pay, benefits, or discipline are open for discussion and are subject to vote by the church. This should apply to all staff members or employees and their respective families, without exception.
4.3 Non-Ministerial Staff/Paid Personnel
A.In the event a non-ministerial staff member is not performing his/her duties and responsibilities at a satisfactory level for the job and needs to be dismissed, the employee and the pastor shall meet with the Personnel Committee to review the areas of concern. The Personnel Committee has the authority to terminate the employee if the findings justify the action.
B.All staff personnel, once hired, are responsible to the Pastor. However, the Pastor will communicate with the Personnel Committee any issues or concerns that might arise.
4.4 Pastor Resignation – The Pastor shall give written notice of his intent to resign a minimum of two weeks prior to his resignation. Any church-owned residence occupied by the pastor should be vacated within thirty days of his resignation and any inventories and items purchased by the resigning pastor with church funds shall be retained by the church.
4.5 Pastor Termination – The Pastor may be terminated if he (1) becomes negligent in his service as Pastor, (2) is proven guilty of any immorality, or (3) his teaching ministry deviates from the faith, as adopted by DWMBC. Any church owned-residence occupied by the pastor should be vacated within thirty days of his termination notice and any inventories and items purchased by the terminated pastor with church funds shall be retained by the church.
4.6 Dismissal of Other Ministerial Staff – In the event of inefficiency, incompetence, insubordination, or any other reason constituting cause for dismissal of a ministerial staff member, the Personnel Committee shall review the facts and evidence and submit a report of their findings to the deacons within 30 days. After bringing the report to the deacons and with their consent, the Chairman of the Personnel Committee shall terminate said ministerial staff member.
4.7 Vacancy of Staff Members/Search Committee
A.Pastor Search Committee – Following the Pastor’s resignation or termination, a Search Committee consisting of seven members shall be nominated by the church. The church will be notified by letter of the date on which the name of the person or persons can be submitted for consideration to serve on the Search Committee. Only one member of a family may be elected to serve. The seven chosen that receive the highest number of votes (including a proportionate mix of men and women) will be contacted by the Chairman of Deacons and Personnel Committee Chairman for screening and willingness to serve. The Search Committee should consider the needs of all the church members in selecting the pastor candidate. The chairperson of the Search Committee will be the person receiving the highest number of votes, and the two of the seven that receive the least number will serve as alternates. If any of the seven nominated desire not to serve, the person or persons with the next highest number of votes will be contacted. The same principal will apply if an appropriate mix of men and women are not nominated. Those that agree to serve will have their names submitted to the Church for approval at a special called meeting. The elected Search Committee will be responsible for securing an Interim Pastor if this is warranted. Any Pastor that agrees to serve as Interim will be presented to the church prior to voting at a special called meeting. The Search Committee will receive church approval of the proposed compensation package prior to submission to any proposed candidate, approved by two-thirds majority. The Search Committee will have approval to increase the church-approved amount by an amount no greater than 10% in order to obtain a new staff member without further approval on salary package. The compensation package will have been reviewed and approved by the Personnel and Budget and Finance Committees prior to presenting to the general membership. Both the call of a Pastor and an Interim Pastor will be by paper ballot. A majority vote of three-fourths of members present will be required for election (or call).
B.Other Staff Position Search Committees – In the event that additional ministerial staff members are needed or a vacancy needs to be filled, a Search Committee shall be elected. This search committee shall be created following the guidelines as set forth in paragraph 4.7 above. Three-fourths of those present and voting must approve the person(s) recommended to serve on the committee.
C.Church ministerial staff personnel and members of their immediate families shall not serve on Pastor Search Committtee or other staff Search Committees. The Pastor Search Committee shall recommend men to be Pastor, considering only one man at a time. A meeting of the church for the purpose of calling a Pastor must have at least a week’s notice prior to a vote. When elected, the Pastor shall hold office until his resignation or termination by the church.
D.The Pastor Search Committee will be responsible for securing a supply person for all Sunday and Wednesday services until a permanent Pastor is called.
COMMITTEES AND COUNCILS
Dorcas Wills Memorial Baptist Church shall maintain various committees to expedite the work of the church. Every person on a committee should be given a list of that committees’ members and duties. All committees may work independently unless it is deemed appropriate to work in conjunction with other relevant committees in the church body. Any committee member who, for a period of three months, fails to perform his or her duties, or make provisions for his/her absence, automatically vacates such office and the church shall replace such committee member. Resignation of committee members shall be in writing to the church and be effective on the date specified in the resignation.
1.1Committee on Committees – a minimum of five persons shall be elected at the July business meeting to serve on the Committee on Committees. The Nominating Committee shall submit nominations to the church for persons to serve on this committee. Terms of service will be from that July meeting to the next July business meeting adhering to the established 3 year rotation (see below). The Committee on Committees will nominate committee members for church approval in the annual September Business Meeting with services to begin January of the following year. Committee membership is established on a three-year rotating basis. The Committee on Committees assigns terms and fills vacancies due to resignations or inactivity to maintain the rotation system. Individuals rotating from committees are not eligible for service on that committee for 12 months. The Committee on Committees, in coordination with the current committee in question, will nominate a chairperson to serve during the year.
5.2 Benevolence Committee – Shall be nominated and elected within the Deacon Body and will consist of a minimum of three deacons. This committee will be responsible for investigating all requests to the church for assistance, including financial and other services, and taking whatever action they determine is appropriate. Expenditures may be made to the amount approved in the annual budget or additional if approved by the church. A report is required for each expenditure and maintained in a confidential file by the church Administrative Assistant. This committee will coordinate with the Ministerial Alliance on benevolence needs of non-DWMBC members. Contributions to the Ministerial Alliance may be made from the budgeted funds of this committee as may be determined by the committee to meet the needs of the affected families or individuals in co-operation with the Ministerial Alliance.
5.3 Budget and Finance Committee – This committee shall be made up of 5 members, who shall be responsible in matters of personal stewardship, including the Treasurer and Chairman of Deacons, who shall be voting members. They shall recommend to the church a budget in the month of November to be distributed to church members the first Sunday of November, discussed at a regular business meeting and voted on at a special called business meeting to be announced at that time. They should consider any matter that has to do with the budget or church finance and bring recommendations to the church, except in the case of emergency situations as discussed in Article 3.3.
5.4 Building and Grounds Committee – There shall be a minimum of ten physically capable persons on this committee. This committee is charged with the responsibility of maintaining all church grounds, driveways, parking lots, yards and gardens owned by the church, the building structures and furnishings owned by the church. This committee will further be responsible for the mechanical, electrical, and plumbing of the buildings owned by the church. Any expenditures beyond emergency situations (i.e. air, heat, and other immediate needs) will be referred for approval through committee recommendation to the church at a regular business meeting.
5.5 Bus Committee – There shall be a minimum of five members on this committee. This committee shall assist the Bus Ministry Director in his/her duties.
5.6 Constitution, Bylaws and Policies Committee – There shall be a minimum of three members in this committee. This committee shall prepare modifications and deletions to the Constitution, Bylaws, and Policies and Procedures in compliance with Articles IV and VI of the Articles of Incorporation. Any amendments to be proposed by the committee are to be formally approved by the church body.
5.7 Church History Committee – This committee will be composed of a minimum of three persons. This committee shall keep record of the events of the church, which are of historical importance. This committee shall write a history of the church every five years, to be read at an anniversary celebration on the Sunday closest to January 23rd, the date of the church’s organization in 1876.
5.8 Church Hostess and Social Committee – There shall be a minimum of five persons to serve as Church Hostess and Social Committee. They shall designate one person to be the committee director. This committee shall prepare or serve meals or refreshments (or see that others prepare and serve meals or refreshments) at all church functions requiring such. They shall recommend to the church, for its approval, social activities and Christian fellowship and shall, upon approval from the church, promote the same
5.9 Floral Committee – There shall be a minimum of five persons on this committee. They shall be responsible for providing flowers in front of the pulpit and decorating for the church wide meals, socials, and fellowships, when needed. Volunteer floral offerings from members of the congregation will be sought with the approval of this committee.
5.10 Insurance Committee – There shall be a minimum of five persons on this committee. They shall be responsible to the church regarding adequate insurance coverage. This includes all facilities, contents, properties, personnel, (excluding medical and other fringe benefits) and church owned vehicles.
5.11 Kitchen Committee – They shall be responsible for proper use and proper cleaning of the kitchen facilities; responsible for inventory of supplies and equipment; responsible for final check of facilities after use by groups; responsible for securing facilities and keys after use.
5.12 Missions Committee – A minimum of five persons shall serve on this committee. This committee shall consider which mission efforts the church will support and make mission goal recommendations to the church for approval as appropriate. They shall be responsible for the promotion of the missions for which the church elects to support. They shall be responsible for the oversight of outreach ministries and missions operated by the church.
5.13 Money Counters – At the annual September business meeting, the Committee on Committees shall submit the names of three persons to serve as money counters. It is desirable that a deacon be named to this committee. The Sunday School Secretary and Assistant Secretary will serve as alternates. The counters shall be responsible for a weekly statement of receipts, which will be made to the Pastor and Treasurer on forms furnished and approved by the church indicating sources and designations of money. This report shall be legible, concise, and signed by at least two counters and must bear the date on which the deposit was made.
5.14 Nominating Committee – This committee shall consist of six members including the incoming Sunday School Director. At the June Business Meeting the Sunday School Director should be elected. The Director will then enlist the Sunday School Secretary and Department Directors who will work with him in enlisting the teachers. This slate of Sunday School workers will be given to the Nominating Committee for election at the August Business Meeting. At the annual September business meeting they shall submit the nominations to the church for persons to serve as Church Clerk, Church Treasurer, Assistant Treasurer, (if determined to be needed), and Church Trustees. At the annual September business meeting, the Nominating Committee will also submit the names for the Director of Women’s Ministries. If at any time during the year a position becomes vacant the Nominating Committee will make nomination to the church to fill each vacancy. When vacancies exist, they are to work to fill those vacancies. The Nominating Committee shall also submit a minimum of five nominations to the church for persons to serve on the Committee on Committees in the June Business Meeting.
5.15 Personnel Committee – There shall be a minimum of three persons and no more than five on this committee. It is desirable that a deacon be named on this committee. Pursuant to the Personnel Policies and Procedures Handbook, this committee oversees the ministerial staff, excluding the Pastor. This committee, in cooperation with the Pastor, shall make recommendations to the church for hiring of other paid personnel. Resignations by ministerial and non-ministerial staff personnel are to be presented to the chairman of this committee to be read to the church for action.
5.16 Recreation Committee – There shall be a minimum of three persons on this committee. This committee shall be responsible for proper use and clean-up of recreation facilities, for inventory of supplies and equipment; responsible for final check-up of facilities after uses by a group; responsible for securing facilities and keys after use.
5.17 Remembrance Committee – There shall be a minimum of three persons on this committee. They provide food, flowers, and other comforts to those in the church who have lost loved ones. If requested, they will provide lunch for the family when a funeral service is held at the church.
5.18 Scholarship Committee – There shall be a minimum of three persons on this committee. They shall be given oversight of contributions, special offering and budget requests for scholarships. Applications for scholarships will be reviewed by this committee and recommendations presented to the church at a business meeting. Church approval will be required to award scholarships. This committee will constitute a bonafide scholarship award entity.
5.19 Staff Appreciation Committee – There shall be a minimum of five persons on this committee, one of which will be a deacon. This committee shall be responsible for planning activities associated with the recognition and expression of appreciation to church staff each year. It is preferable that this recognition occur during the month of October.
5.20 Stewardship Committee – There shall be a minimum of five persons on this committee who believe in and will work with the pastor and other leaders of the church to promote scriptural stewardship, tithing, and systematic giving to the church on the part of the entire membership of the church.
5.21 Technical Services Committee – There shall be a minimum of five persons on this committee. They shall be responsible to coordinate use, care, storage, transportation, minor repairs or replacement of audio and visual equipment used in programming and worship. New purchases will require church approval.
5.22 Ushering and Welcoming Committee – There shall be six persons on this committee. This committee shall endeavor to maintain a friendly atmosphere and orderliness in all services of the church. It shall assist in greeting newcomers with a cordial welcome, give them a church bulletin, register them and do all things possible to make their visit to our church a pleasant one. They shall seat the congregation, be alert to provide the most comfort possible to the congregation, and avoid unnecessary disturbances. This committee shall take the offering during the worship services. The manner in which the offering is taken shall be in cooperation with the Pastor. The chairman of this committee shall see that the ushers are provided in advance for all worship services. They shall be located by the elevator, the back of the church, and at the nursery door to greet and assist visitors.
5.23 Youth Committee – The Youth Committee shall be composed of one deacon, one church member at large and Sunday School Department Director from the youth department. The Pastor and /or Minister of Youth will serve as ex-officio members. The adults on the committee shall consider input of the Youth Council. This committee shall work with the Minister of Youth setting requirements and guidelines for youth trips. These requirements will also include the safety needs of the youth including an adequate number of responsible sponsors. This committee shall work with the Minister of Youth regarding the budget and other financial needs to benefit the youth through special projects and offerings. They shall organize and promote outreach towards the youth in our community.
5.24 Weekday Early Education Ministry (WEEM) Committee – The Weekday Early Education Ministry Committee shall consist of five persons who shall be active members of the sponsoring organization – DWMBC. Ex- officio members shall include the WEEM Director, a deacon (chosen by the deacon body), the Pastor, and a church secretary. The church will elect one Committee member each year to take office on October 1 of that year, replacing one retiring committee member. The WEEM Committee shall meet monthly at a regular appointed time and more often when the need may arise. Special meetings may be called by the Committee Chairman. If an urgent need arises between regular meetings, this need may originate from the Pastor, Director of the WEEM, or at least two committee members.
5.25 Wedding Coordinator – The Wedding Coordinator(s) shall oversee the planning and completion of all weddings and /or buildings use activities. See CHURCH FACILITIES USE AND UTILIZATION GUIDELINES AND PROCEDURE HANDBOOK.
Any part of the Policies and Procedures may be amended by a simple majority vote of members present and voting at a special called meeting for that purpose, provided copies of the amendment have been presented to the church in writing at least one week prior to the vote by the Constitution and Bylaws Committee, a church member, or member of an organization.