Expenditure Authorization Schedule
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General Guidelines
(1) All expenditures must be in accordance with the approved budget, unless approved otherwise by the Board of Elders. (Note: The budget is a guideline and not an authorization to spend.)
(2) Expenditure authorization is to be obtained ”before” an expense is incurred. An exception is made for regular monthly expenditures (e.g. utility and telephone bills).
(3) A voucher is required to be completed before cash disbursement. (Vouchers are available in the side room.)
(4) All expenditures are to be supported by a receipt or appropriate documentation. Sign and date the voucher when submitting for payment approval. Be certain that the expense description is clear enough for a third party to understand (e.g. an auditor).
(5) The appropriate authority is to approve the expenditure by signing and dating the voucher.
(6) Persons are not to approve payments of more than $50 to themselves. Submit vouchers above this amount to an authorized person.
(7) If in doubt about church expenditures, please ask for clarification from the church treasurer or a member of the Board of Elders.
Authorization
A. All expenditures must be in accordance with the following general authorization:
(1) Expenditures in the amount of $100 or less may be approved by the commission chairman, Deaconate chairman, member of the pastoral staff, or member of the Board of Elders.
(2) Expenditures in excess of $100 and up to $500 must be approved by the appropriate commission chairman or Deaconate chairman, and the elder representative. (Note: Special guidelines may be needed for pastoral staff.)
(3) Expenditures in excess of $500 must be approved by the appropriate commission chairman, Deaconate chairman, or member of the pastoral staff, and the Board of Elders.
(4) All expenditures from the Capital Improvement Account must be approved by the Board of Elders.
B. Special authorization is granted for the following expenditures:
(1) Members of the pastoral staff may approve payments from the Benevolent Account in amounts up to $300.
(2) The Deaconate chairman can also approve payments up to $300, but requires consultation with a member of the pastoral staff. Amounts exceeding $300 require the approval of the Board of Elders.
(3) All office related expenditures up to $100 may be approved by the office manager. Expenditures in excess of $100 and up to $500 must be approved by the office manager and a member of the pastoral staff.
(4) Expenditures up to $100 under the budget category "Staff and Leadership," other than those that are office related, may be approved by members of the pastoral staff. Amounts in excess of $100 and up to $500 must be approved by two members of the pastoral staff or by a member of the pastoral staff and the Stewardship Commission elder.
(5) All building supplies and repairs expenditures up to $100 may be approved by the Facility Caretaker. Expenditures in excess of $100 and up to $500 must be approved by the Facility Caretaker and the Facilities Commission chairman, Facilities Commission elder, or a member of the pastoral staff.
C. The following are regular expenditures the church treasurer or elder(s) with check signing authority are authorized to approve:
(1) Staff payroll
(2) Payroll taxes and Workmen's Compensation,
(3) Utility expenses
(4) Property taxes
(5) Regular missionary support
(6) Designated missionary support
(7) Petty cash reimbursements
(8) Postage expense
D. The church treasurer or elder(s) with check signing authority are authorized to approve expenditures of special projects approved by the Board of Elders.
E. Members of the pastoral staff or members of the Board of Elders are authorized to approve payment of honorariums that are consistent with the approved Honorarium Schedule.
Approved: _____________________
Related Topics: Administrative and Organization
Facilities Commission
Related Media(sample)
Purpose
To oversee the maintenance and repair of the church property. The commission will perform and delegate various tasks to completion as it relates to the church facilities. Responsibilities are both individual and corporate.
Structure
The Facilities Commission shall consist of at least five members, including a chairman appointed by the Board of Elders and an elder representative. The number of persons to serve on this commission shall be determined by the commission chairman and the elder representative.
Assign liaison of specific delegated responsibilities to various members of the commission:
Custodial Interface
Heating and Lighting
Building Maintenance and Repair
Rental House and Missions House Oversight
Church Vehicles
Responsibilities
General Areas
1. The assigned elder and the commission chairman will guide the direction and spiritual quality of this commission through guidance, example and prayer.
2. Implement, uphold and carry out the church's facilities policy. Recommend changes as deemed advised.
Specific Areas
Oversight of the Facilities Caretaker:
1. Responsibilities include interviewing and recommending the hiring and/or discharging of an individual in this position. Also, responsibilities include preparing a list and schedule of duties for the caretaker. The church administrator, communicating and reporting to the Facilities Commission, will represent this commission in carrying out direct supervision in explaining and training the Caretaker as to the duties and standards expected. The church administrator will also be responsible to make frequent inspections of the church facilities to assure schedules and standards are being properly carried out. In the absence of the church administrator, an appointed member of the Facilities Commission will carry out the above responsibilities.
2. Development of a Heating and Lighting Strategy to Conserve Energy: Establish a lighting plan and schedule for the interior and exterior lighting. Utilize the central control computer in carrying out this strategy. The church administrator, or an appointed member of the Facilities Commission in the absence of an administrator, will directly oversee the proper carrying out of this energy conservation strategy.
3. Building and Equipment Maintenance and Repair: Set up schedules for the proper maintenance of church equipment. Coordinate the repair of equipment as required. Inspect all of the church facilities on a regular basis in order to record condition of property. Schedule regular work parties when deemed necessary. All of these responsibilities will be coordinated with the church administrator, if there is one present.
4. Representative to Tenants in Church-Owned Property: Appoint a commission member to be the liaison between the church and the tenant for matters pertaining to agreement of rent, collection of rent, repairs, and painting of the property. Coordinate with the Missions Commission to schedule missionary tenants in the missionary house.
5. Supervision of Church Vehicles: Arrange to test and provide a list of qualified drivers to the insurance company. Inspect and test vehicles for needed repairs. Schedule all required maintenance procedures on a regular basis. Review insurance coverage on an annual basis. Set up rules for the use of the vehicle for those authorized to drive.
6. Building and Liability Insurance: Assure adequate coverage to cover any recently purchased equipment, building additions, vehicles, or other special insurance coverage.
7. Biannual Inventory of all Church Personal Property.
8. Coordination of the Purchase and Installation of New or Replacement Equipment: Responsibilities include the recommendation, coordination and supervision of any remodeling or improvement projects on any of the church facilities.
9. Fire Safety Inspections: Appoint a member of the Facilities Commission or the church administrator to test fire alarm system on the approved schedule plan. Assure that all fire preventative measures are properly and adequately in place at all times. Periodic inspections of the church facilities for fire hazards will also be carried out.
10. Maintenance of Adequate Security Protection.
11. Preparation of an Annual Activities Report: This will be incorporated as part of the Board of Elders' Annual Report to the congregation.
12. Publicity of Activities and Planned Events.
Areas Needing Approval of Elder Council
1. Budget Expenditures Outside of Approved Budget: Also includes any expenditures over the established guidelines.
2. Actions that will Affect the Congregation-at-Large.
3. Items Other Than Routine Maintenance and Upgrading of Real and Personal Church Property.
Relationship with Other Ministries
Within the Church
1. Pastor of Administration
2. Church Members
3. The Facilities Commission shall make an effort to conform to the guidelines set down in Col. 3:12-14, 17 in its relationship with members of the body.
The Facilities Commission shall function with the attitude that its members are overseers/servants caring for the assets of the Lord that have been loaned to SBC for ministry.
Outside Organizations
1. The Facilities Commission shall conduct itself business in such a manner as to not bring reproach on the name of Jesus Christ. Business should be done in such a manner as to bring positive unsolicited recommendations from one business to another in dealing with SBC.
2. Local Government Representatives: The Facilities Commission will be expected to interface with representatives as may be required from time to time (i.e., the Fire Department, the Building Department, etc.)
Related Topics: Administrative and Organization
Sample Request for Building Use
Related Media(Complete and return to church office five working days before date of use.)
Personal Information:
Today’s Date: ___________________ Date(s) Needed: ______________________________
Function: _______________________ Bldg. Open from: _____________ to ____________
Person in Charge: ___________________ Meeting from: ____________ to ____________
Group/Person Requesting Use: ___________________________________________________
Home Phone ____________________ Work Phone ____________________
Person making request is responsible for cleanup; if different, please list person’s name on next line:
Person responsible for cleanup: ________________________________________________
Home Phone ____________________ Work Phone ____________________
Areas Needed: (Circle area(s) needed)
|
Auditorium |
Library |
Sound Room |
|
Fellowship Room |
Nurseries |
Youth Building |
|
Grandma's Attic/Bride's Room |
Room 103 (Basement) |
Other |
|
Kitchen |
Room 200 (Upstairs) |
Supplies or Equipment Needed: (e.g. markers)
________________________________________________________________________________
________________________________________________________________________________
________________________________________________________________________________
Audio/Visual Equipment Needed: (Overhead, projector, podium)
________________________________________________________________________________
________________________________________________________________________________
________________________________________________________________________________
Will you need sound system? Yes _________ No ________ (Operated by person in charge of this area.)
Facilities Policies & Guidelines
and
Building Clean-Up and Set-Up Guidelines are attached.
PLEASE READ CAREFULLY AND COMPLY WITH ALL GUIDELINES.
For Office Use
Highlight areas of use on Policies and Guidelines, and attach this sheet to front of user's copy.
Non-Member Use:
Deposit Paid ____________ Total Fees ____________ Balance Due __________
Request Form, Policies & Guidelines given to:
Handed to: ______________________________________________________________________
Mailed to: ______________________________________________________________________
Faxed to: ______________________________________________________________________
Comments: _______________________________________________________________________
_________________________________________________________________________________
_________________________________________________________________________________
Date entered on Master Calendar? _______________________________________________
A/V Personnel Contacted: _____________________________________________________
If Wedding, Clothes Closet Personnel notified of date: Yes _______ No ______
Keys
Key(s) issued? ___________ To: ________________________________________________
Date Key(s) Returned _________________________________________________________
Office Personnel ______________________________________________________________
Original given to Building Superintendent? ____________________________________
Related Topics: Administrative and Organization
Sample Facilities Policies & Guidelines
Related MediaPLEASE READ CAREFULLY AND COMPLY WITH ALL POLICIES AND GUIDELINES.
Adult (18 years or older and out of High School) supervision is required to use the Youth or main facilities.
Facilities Policies
APPROVED BUILDING USE: __________ facilities are to be used for _________-approved purposes only.
SECURITY: Our facilities are protected by an alarm system which is monitored by the provider of the system. ALARMS ARE OFF BETWEEN THE HOURS OF 8 A.M. AND 8 P.M. UNLESS BUILDING IS IN USE.
BUILDING ACCESS - The building is accessible through the Church Office between the hours of 8:30 a.m. and 3:00 p.m. Monday through Friday except holidays. If access is required at other times, arrangements should be made through the Church Office during normal business hours (231-9342).
For Building Use, You May Need the Following:
1. Door code to the East end of the old Sunday School wing. All access to the building other than normal business hours will be made through this door. DO NOT GIVE THIS CODE TO CHILDREN!
2. Sign out a key to the requested room(s). RETURN KEY TO CHURCH OFFICE WHEN THROUGH!
3. Before leaving, MAKE SURE ALL DOORS ARE CLOSED AND LOCKED (INCLUDING FRONT AND SIDE DOORS TO AUDITORIUM).
Use of Building: (ALL meetings: leadership, music, rehearsals, use of tape room, Jr./Sr. High, etc.)
1. PERMISSION: NO USE OF THE BUILDING IS PERMITTED WITHOUT ADULT SUPERVISION (18 YEARS OR OLDER AND OUT OF HIGH SCHOOL) IN THE YOUTH OR MAIN FACILITIES.
2. SCHEDULING: Use of the building must be scheduled FIVE WORKING DAYS IN ADVANCE ON THE MASTER CALENDAR THROUGH THE CHURCH OFFICE (231-9342 - 8:30 A.M. - 3:00 P.M. WEEKDAYS).
3. SET-UP AND CLEAN-UP: PERSON IN CHARGE OF MEETING IS RESPONSIBLE FOR FOLLOWING FACILITIES POLICIES AS WELL AS SET-UP AND CLEAN-UP GUIDELINES.
4. COFFEE AND REFRESHMENTS: ENTIRELY THE RESPONSIBILITY OF PERSON IN CHARGE of scheduled meeting. Coffee and refreshments are presently NOT INCLUDED in the budget; therefore, we request that you PROVIDE YOUR OWN.
5. CANCELLATIONS: In the event of cancellation, it is important to CONTACT THE CHURCH OFFICE as soon as possible (phone from 8:30 to 3:00 p.m. weekdays; recorder after hours.)
Related Topics: Administrative and Organization
Sample Set-Up & Clean-Up Guidelines
Related MediaSample Set-Up & Clean-Up Guidelines
Our goal is to present a clean and orderly appearance of __________________________to the glory of God. These guidelines are given for a consistent maintaining of the building. We greatly appreciate your help in working toward this goal.
REMEMBER
- Other people or groups also use these facilities.
- Food left out, not cleaned up or taken to dumpster DRAWS BUGS!
Set-Up Guidelines
1. PERSON OR GROUP IN CHARGE of the meeting is COMPLETELY RESPONSIBLE FOR THE SET UP of the meeting room(s).
2. COFFEE AND OTHER REFRESHMENTS are presently NOT INCLUDED in the budget; therefore, we request that you PROVIDE YOUR OWN.
Clean-Up Guidelines
1. SUNDAY SCHOOL ROOMS: Please leave chairs folded and against wall. In rooms with small chairs, either stack on tables or line against wall. Pick up trash, clean up spills from drinks or food. Take trash out to the dumpster in back parking lot on day used.
2. ALL OTHER ROOMS: Pick up trash, clean up spills from drinks or food. Straighten chairs and tables. Take trash to dumpster in back parking lot on day used. LEAVE ROOM AS YOU FOUND IT!
3. NURSERIES: On day used, empty diaper pails and take to dumpster. Spray diaper pails with disinfectant and replace liner (located in cabinets). Clean up spills from drinks or food. Laundry guidelines are posted in each nursery.
4. KITCHEN: Clean up all spills of drinks or foods. Any dishes used should be washed and put up on the day used. Take trash out to dumpster in back parking lot on day of use.
5. AUDITORIUM: Pick up all trash and clean up all spills of drink or food (from under chairs, tables, etc.). Take trash out to dumpster in back parking lot on day of use. Replace hymnals under chair racks.
6. GRANDMA'S ATTIC/BRIDE'S ROOM: Left as found.
7. FELLOWSHIP ROOM: Left as found.
8. ANYTHING OUT OF ORDER: If anything is found not in working order, and you cannot fix it, notify the Church Office immediately after your meeting.
Related Topics: Administrative and Organization
Sample Building Use Form
Related MediaSample Building Use Form
For Non-_________________Use
Name: ____________________________ Phone: (H) _______________(W) _______________
Address: _______________________________________________________________________
Date Needed: __________________ Time: From _________________ to ________________
Reason for Building Use: _______________________________________________________
Number of People Expected: ____________________________________________________
Information below will be determined by the Building Superintendent who will contact inquirer.
Previously established Non-________ Wedding Fees are shown on the _________ Wedding Policies.
Mandatory Fees:
|
Deposit/Application Fee: |
$50.00** |
|
Janitorial Fee ($17/hour) |
_______ |
|
_____________ Representative ($17/hour) |
_______ |
|
Utility Fee ($6/hour) |
_______ |
|
Sub-Total: |
_______ |
Optional Fees:
|
Audio/Visual Assistant ($17/hour) (Auditorium Only) |
|
|
Sub-Total |
_______ |
|
Mandatory Fees |
_______ |
|
Optional Fees |
_______ |
|
TOTAL FEES |
_______ |
**Due after approval and prior to use; balance due within five working days of date building used. Fees will be adjusted according to actual fees and times. Deposit refundable if no damage occurs.
Fees for Non-__________ May be Waived for the Following Reasons:
1. By Elder approval
2. If the activity meets approved ____________ usage guidelines and can be scheduled during times of normal ___________building use when space is available.
Applicant's Signature: ________________________________________ Date: ___________
Elder Approval/Disapproval: ___________________________________ Date: ___________
Related Topics: Administrative and Organization
Job Description: Secretary/Office Manager
Related Media(sample 1)
Job Responsibilities:
1. CORRESPONDENCE: Respond to individuals needing written communication. Compose letters when requested by the pastoral staff. Send letters to all first-time visitors to the church. Be sure all correspondence is mailed in a timely manner.
2. MAINTENANCE OF OFFICE EQUIPMENT: Operate, clean regularly, and recommend to the supervisor maintenance needs for all office equipment (i.e., copier, folding machine, typewriters, computer, etc.).
3. PREPARATION OF BULLETIN: Keep an up-to-date calendar of events, gather information, type bulletin information in designated format, spell-check, proofread, get pastoral approval, copy and fold weekly bulletins.
4. ADMINISTRATION OF COMPUTER OPERATIONS: Do everything possible to become a proficient computer operator. Supervise all computer-related procedures. Plan overall utilization of computer capabilities. Responsible to see that all changes are kept up-to-date. Generate reports when required by pastoral staff or other members of the church.
5. SECRETARIAL SUPPORT TO PASTORAL STAFF: Help with correspondence, telephoning, and any other tasks that might be done to free them as much as possible to do more important duties.
6. MAINTENANCE OF OFFICE FILES: Keep all files in an orderly manner and prepare filing system directions for other users. Maintain records of baptisms, dedications, weddings, membership and visitor attendance.
7. ADMINISTRATION OF A LOST AND FOUND CENTER.
8. KEYS: Maintain a current list of key holders and provide keys to personnel as needed. Collect keys when people leave.
9. MAINTAIN PETTY CASH.
10. MAINTAIN MASTER CALENDAR.
11. OPEN, DATE, AND SORT INCOMING MAIL.
12. MAINTENANCE OF HOSPITALIZED BOARD.
13. RECEIVES VISITORS TO OFFICE AND RESPONDS TO NEEDS.
14. HANDLES THE TELEPHONE AND ANSWERING MACHINE.
15. INVENTORY CONTROL FOR OFFICE SUPPLIES. Provides an uninterrupted support of total church office operations. Orders supplies as needed.
16. SUPERVISION OF VOLUNTEER OFFICE HELP. Includes recruiting, scheduling, training, and work review.
17. PREPARATION OF THE ANNUAL REPORT. Responsible for setting reasonable deadlines for acquiring
18. reports from the commissions, typing the information received, editing, formatting, proofreading, copying and assembly of reports.
19. BOOKKEEPING. Maintains a complete and systematic set of records of business transactions. Balances books and prepares reports to show receipts, expenditures, accounts payable, and various other items
20. pertinent to the operation of the church.
21. MAINTAIN PERSONNEL RECORDS. To maintain personnel files on all personnel, pastoral and
22. support/office staff, as outlined in Employee Policy.
23. OTHER RECORDS: To maintain records and follow-up on items borrowed from the church, and the collection of money owed to the church (i.e., personal long distance calls, wholesale purchasing cards, etc.).
24. MAINTENANCE OF BULLETIN BOARDS. To maintain orderly bulletin boards with current information.
25. OFFICE PROCEDURE MANUAL. Maintain an Office Procedure Manual so that information as to the
26. function of the church office is kept up-to-date and is easily accessible to others should it be needed.
27. PRINTED MATERIALS: As necessary, update any printed materials so that information is accurate and current (i.e., Application for Assistance, Facility Use Forms, etc.).
Job Requirements and Guidelines
1. Protect the reputation and integrity of others through strict confidentiality.
2. Develop an attitude toward role as a minister of church, not merely office help.
3. Demonstrate a high level of trust. (A violation of trust will result in immediate dismissal.).
4. Display the ability to communicate well, both verbally and written.
5. Create an environment that is inviting to people passing through on a daily basis.
6. When urgent situations arise, your first priority is to the person involved. Identify the need and its degree of urgency. Then refer, counsel, or take a message for one of the pastoral staff members.
7. Develop procedure for handling complaints and problems.
8. Develop procedure for handling visitors during office hours.
9. Cooperation in scheduling and planning to see that the goals and objectives of the church are being realized is necessary. This assumes a firsthand knowledge of current policies, procedures and programs at the church.
10. Keep abreast of church protocol by keeping policies current and drafting needed policies for the pastoral staff to channel to the proper commissions.
Related Topics: Administrative and Organization
Job Description: Secretary/Office Manager
Related Media(sample 2)
BULLETIN
1. Compile information, prepare and copy bulletin for distribution.
2. Include monthly income/expense statement the first Sunday of each month.
3. Make copies of missionary letters so people stay informed.
4. Keep a file copy of each bulletin.
MUSIC
Select congregation songs, schedule instrumentalists and provide them with a list of the songs so they can be prepared.
VISITOR LETTERS
Prepare and mail letters of welcome to first time visitors.
Sort mail and distribute.
CORRESPONDENCE
Take care of correspondence as needed. Take the initiative in writing missionaries about support increases/decreases, changes in leadership, and other church news unless someone is designated to do this.
MAINTAIN CHURCH CALENDAR
Keep an up-to-date calendar of events to avoid conflicts. This is important so various functions and events are announced well in advance.
PUBLICATIONS
Produce publications such as church directories, annual reports, etc. as needed.
FORMS
Provide forms as needed, i.e., nursery schedule, tape requests, video check-out log, ballots, sign-up sheets for various functions and events, etc.
MEMORIALS
1. Keep records of all memorials.
2. Send a memorial card to the family so they will know about the memorial that was given.
3. Send an acknowledgement card to the one who gives the memorial to the church.
MINUTES
Type minutes of elder, deacon, commission and congregational meetings (if the elders are not doing this themselves). Original is kept in the file and copies made for each elder.
MEMBERSHIP LIST
Maintain a current list of members.
KEYS
Maintain a current list of key holders and provide keys to personnel as needed. Collect keys when people leave.
PETTY CASH
$50 designated for petty cash to be used for office supplies, postage, etc. To reimburse at end of the month, complete voucher and attach all receipts.
MAINTENANCE OF OFFICE EQUIPMENT
Be sure office equipment is operational and clean. Call for service as needed.
MAINTAIN OFFICE SUPPLY INVENTORY
Make sure adequate supplies are on hand including, copy paper, copier supplies, tapes, communion cups, letterheads, envelopes, visitor cards, memorial cards, etc.
TELEPHONE CHAIN
Add new people to telephone chain and run updated lists for callers.
COORDINATE VOLUNTEER OFFICE HELP
Coordinate other office help as the need arises.
FILES
Organize and maintain files. Maintain a database of attenders on computer.
SECRETARIAL SUPPORT FOR PASTOR
Be available to help as needed.
PAY BILLS & BALANCE ACCOUNT
Prepare checks for elder's signature so that bills are paid on time. Balance account when statement arrives. Keep elders informed of balance each month.
GENERAL HOUSEKEEPING
Keep office neat and clean.
Related Topics: Administrative and Organization
Missions Commission
Related Media(sample)
Purpose
The Missions Commission shall be responsible for helping to direct the focus of the church to the outreach into the world's spiritual needs through the ministry of home and foreign missions. They shall accomplish this through the planning and implementing of missionary conferences, missions education and missions projects as may be directed by, or for, the approval of the Board of Elders.
Structure
This commission shall consist of an elder, a chairman, and four or more members as necessary to perform its function in the area of missions. Subcommittees shall be appointed as necessary to implement the goals of the Missions Commission. (NOTE: It is desirable to establish "chairs" of progression for training leading to the Commission Chairman.)
Responsibilities
General Areas
1. The assigned elder and the commission chairman will guide the direction and spiritual quality of this commission through guidance, example and prayer.
2. Implement, administrate, uphold and carry out Emmanuel's missionary policy.
Specific Areas
1. EVALUATION OF MISSIONARY SUPPORT LEVELS AND NEW CANDIDATES. After evaluation, recommend missionary candidates and missionary support levels to the Board of Elders, Periodic review of missionary needs and support levels shall be made.
2. DEVELOPMENT OF AN ANNUAL BUDGET: Prepare an annual budget of missionary support and other expenditures and submit it to the Stewardship Commission as requested. Includes also a Missions Conference budget.
3. ADMINISTRATION OF SPECIAL GIFTS: Review and recommend special gifts such as:
a. emergency help
b. homecoming
c. summer short-termers, and
d. various projects
4. PLANNING AND COORDINATION OF MISSIONARY CONFERENCES: Plan schedules, theme and program activities.
5. ADMINISTRATION OF MISSIONS EDUCATION: Coordinate with Christian Education Commission the planning of missions education within the church body.
6. ADMINISTRATION OF HOSPITALITY ACTIVITIES: Encourage and/or coordinate hospitality activities for the church's missionaries when home. Assist in establishing home meetings.
7. ADMINISTRATION OF THE USE OF THE MISSIONARY HOUSE: Schedule missionaries for the use of the missionary house owned by the church.
8. COORDINATION WITH THE WOMEN'S MISSIONARY SUPPORT GROUPS AND MISSIONARY CUPBOARD.
9. PREPARATION OF AN ANNUAL ACTIVITIES REPORT: This will be incorporated as part of the Board of Elder's annual report to the congregation.
10. ENCOURAGEMENT OF MEMBERS TO BE INVOLVED WITH THE SPONSORING FAMILIES PROGRAM.
11. COORDINATION OF MISSIONARY CORRESPONDENCE: Publish and distribute missionary correspondence by Missionary Update inserts.
12. SCHEDULING, PLANNING, AND COORDINATION OF MISSIONARY FAREWELLS: Includes farewell services, love offerings and refreshments, missionary presentation times, and recommissioning prayers.
13. MAINTENANCE OF MISSIONARY FAMILY PICTURE DISPLAY.
14. INTERVIEWING OF MISSIONARIES TO ASCERTAIN NEEDS.
15. IMPLEMENTATION OF THE FAITH PROMISE PLAN.
16. COORDINATION WITH THE CHURCH CALENDAR PLANNER FOR ALL COMMISSION RELATED EVENTS.
17. PUBLICITY OF ACTIVITIES AND PLANNED EVENTS.
Areas Needing Approval of the Board of Elders
1. NEW MISSIONARY CANDIDATES TO BE SUPPORTED
2. MONTHLY SUPPORT LEVEL ADDITIONS OR CHANGES
3. SPECIAL PROJECTS FOR FUND RAISING EFFORTS
4. SPECIAL GIFTS FROM MISSIONARY FUNDS: In excess of $500 per item, approval by the Stewardship Commission; in excess of $1000, approval by the Board of Elders.
5. BUDGET EXPENDITURES OUTSIDE OF APPROVED BUDGET: Also includes any expenditures over the established guidelines.
Relationship With Other Ministries
Within the Church
1. OTHER CHURCH DEPARTMENTS: Provide information and encourage other departments of the church in fostering missionary education, understanding, helps, prayer and financial support.
2. THE STEWARDSHIP COMMISSION: Shall negotiate rent and payment directly with missionary families using the missionary house.
3. WOMEN'S MISSIONARY SUPPORT GROUPS: Advise when farewell receptions are to be held so
4. they can assist.
5. FACILITY CARETAKER AND FACILITIES COMMISSION: Advise of special services and set-ups when required.
Outside Organizations
1. Work in harmony with Christian schools and colleges and evangelical mission agencies.
Related Topics: Administrative and Organization, Missions
Missionary Retirement Policy
Related Media(sample)
Sample Bible Church does not consider it part of their responsibility to provide retirement income for their missionaries. This responsibility should be vested with the individual and/or their designated mission agency. Nevertheless, we recognize that many of our missionaries who are currently nearing retirement have no homes and only Social Security to fall back on. This directive elucidates a policy which provides some minimal support for these individuals.
(1) All support for an active missionary will be terminated within three months of retirement, except in cases of special assignment for which it may be extended to one year.
(2) This evaluation requires information regarding the candidates present assets and anticipated retirement income. Evaluation requirements include:
- A letter from the mission agency regarding pension or retirement income for this individual.
- An interview with the missionary regarding his/her financial status. Specific consideration is given to such items as: (a) Savings or retirement accounts; (b) Home or land ownership in the U.S. or abroad; (c) Other considerations which the Missions Commission deems important; (d) Social Security income.
(3) Once a need has been established and funds are available, allotment is subject to approval by the Missions Commission, Elder Board and congregation in the same manner in which approval is obtained in establishing a new missionary account.
(4) Anticipated income from this fund will be limited probably not to exceed 50 percent of their current support.
(5) This Policy is temporary in nature and will provide some relief for missionaries retiring with an income totally incommensurate with present U.S. living standards.
(6) The number of missionaries who will be provided with retirement income will diminish with time. Income from this source will not be available to any missionary who retires more than 15 years from now; therefore, it is expedient that individuals not nearing retirement establish a pension plan of their own, or ensure that their agency has provided them with one.
Related Topics: Administrative and Organization, Missions