Personnel Policies

I. Personnel Policies

A. Church Employee Categories

1. Ministry Staff- This includes Full-Time and Part-Time/Bi-Vocational employees. These positions relate to the primary ministries of the church. They include, but are not limited to:

a. Pastor

b. Minister of Education

c. Minister of Music

d. Minister of Youth

e. Children’s Minister

2. Support Staff- This includes Full-Time and Part-Time employees. These positions relate to the support of the ministry. They include, but are not limited to:

a. Secretaries

b. Pianist

c. Organist

d. Nursery Workers

e. Custodian/Maintenance

f. Kitchen Employees

3. Terms and Conditions- The following terms and conditions of employment shall apply to all employees except the Pastor:

a. Probationary Period: A period of ninety (90) days shall apply to new employees. This allows the church and staff to determine a new employees suitability and compatibility.

b. Regular Employee: Employees who have been on paid staff more than ninety (90) days and who work a forty (40) hour week.

c. Fixed Schedule Part-Time/Bi-Vocational: Employees who have been on paid staff more than ninety (90) days and who regularly work at least 20 hours per week but less than a full-time schedule. These employees work a fixed schedule of days and hours and may be either hourly or salaried.

d. Flex Schedule Part-Time/Bi-Vocational: Employees who have been on paid staff more than ninety (90) days and who regularly work at least 20 hours per week but less than a full-time schedule. These are salaried employees and work a flex schedule of days and hours.

e. Temporary Part-Time: Employees who do not normally work on a regular schedule or who may be employed for a relatively short period of time.

4. Federal and State Forms- The following records are required by federal and state law:

a. All employees, both full-time and part-time/bi-vocational are required by federal and state law to have the following completed forms on file with the church: W-4, G-4, I-9. Any change in withholding status should be reported to the Treasurer.

b. All new employees shall complete a Georgia New Hire form which will be submitted to the state by the Treasurer.

c. Employees receiving a housing allowance as part or all of their employment compensation shall complete a Housing Allowance form which will be kept on file by the Treasurer. The employee shall update this form as their housing criteria changes.

B. Employment Procedures

1. Establishing a new staff position- A new staff position may be established in one of two ways:

A. Included in the new proposed church budget and approved by the church in conference.

B. Recommended by the Church Council. The following sequence shall occur:

1. A recommendation may be made to the Church Council or the Church Council may initiate the proposal. If the Church Council approves the recommendation it is passed to the Personnel Committee.

2. The Personnel Committee will:

a. Investigate and validate the need for the position.

b. Prepare a position description for the new position.

c. Determine a maximum salary and submit it to the Finance Committee for approval.

d. Present the proposal to the church in conference.

2. Filling a staff position (new or existing):

The Personnel Committee shall:

a. Recruit for each vacant position with the exception of the Pastor.

b. Review and/or amend the position description as appropriate.

c. Develop a selection criteria based on the job, experience, and educational requirements of the position.

d. Conduct a pay/benefit study if needed.

e. Advertise the position as appropriate.

f. Review all applicants/applications.

g. Interview applicants.

h. Select best applicant.

i. Conduct a background check.

j. Set salary appropriate for selected applicant up to the amount approved by the church.

k. Offer job and hire selected applicant.

(Note: The Personnel Committee has the authority to hire without presenting the applicant to the church for approval.)

C. Termination Procedures

1. Voluntary Termination

Two (2) weeks written notice by the staff and thirty (30) days written notice by the pastor must be given prior to the effective date of resignation. Failure to make proper notification could result in the loss of any accumulated benefits.

2. Involuntary Termination

a. Any church employee may be terminated involuntarily for unsatisfactory performance, failure to support church programs, failure to adhere to established personnel procedures or behavior unbecoming a Christian (as determined by vote of the church).

b. Staff may be terminated by the Pastor with the approval of the Personnel Committee.

c. Staff terminated involuntarily will be given two (2) weeks notice and may be given up to three (3) months severance pay and benefits as determined by the Personnel Committee.

d. The Pastor may be terminated by the following process:

1. The Deacons shall meet with the pastor and seek to resolve the issue(s).

2. If that is unsuccessful, the Deacons will meet with the Church Council and together they will attempt to resolve the issue(s) with the pastor.

3. If that is unsuccessful, the Deacons may take the matter before the church in conference and the church will vote on the termination. If this is to occur at a regularly scheduled conference, notification shall be made at both worship services on the Sunday preceding the conference.

4. If the church votes to dismiss the Pastor, he shall be given thirty (30) days notification and may be given up to three (3) months severance pay and benefits as determined by the Deacons. 5. All of these actions shall be conducted with much prayer and in a spirit of Christian love and kindness following the examples of our Lord and Savior.

3. Waiver of Notification Period

The two (2) weeks and thirty (30) days notification period may be dispensed with by mutual consent of the staff or pastor and the church.

D. Other Employment and Interim Positions

1. A Ministry Staff full-time employee may not be employed in another job (inside or outside the church) without the written consent of the Pastor.

2. The Pastor may not be employed in another job without the written consent of the Deacons.

3. The Personnel Committee and the Pastor may employ an interim or supply staff worker in the event that a staff position is vacated.

E. Lines of Authority

1. The Pastor will supervise all staff members with the exception of Pianist and Organist.

2. The Minister of Music will supervise the Pianist and Organist.

F. Pay Policies

1. Staff members may elect to be paid weekly or monthly. Pay periods will end on Saturday for those paid weekly and the last day of the month for those paid monthly.

2. Checks will be issued on Sunday (the last Sunday of the month for monthly pay periods).

3. Federal Withholding, Social Security, Medicare and State Withholding taxes will be deducted from all employees salary, as they qualify, except ordained ministers who elect to exempt themselves or pay these taxes on their own.

4. Workers Compensation insurance will be provided for all employees as required by state law.

5. Raises and benefits for the Pastor will be reviewed at least annually by the Deacons and a recommendation made to the Finance Committee by June 15^th. Recommendations may be made at other times as appropriate.

6. Raises and benefits for all other staff will be reviewed annually by the Pastor and Personnel Committee and recommendations presented to the Finance Committee by June 15^th.

7. The Treasurer will prepare a W-2 earnings statement for all employees as required by law.

8. Employees electing to participate in the Southern Baptist Convention Annuity Board retirement plan, health benefits plan or life insurance plan will have these amounts deducted from salary and sent to the Annuity Board each month.

G. Benefits For Full-Time Staff

1. Regular Days Off

a. Ministry Staff members will be allowed two (2) days off per week, not to include Sunday. Only one day will be taken between Monday and Friday and must be scheduled on a permanent basis with exceptions being scheduled at least one (1) week in advance. Days off not taken may not be accumulated.

b. Support Staff members will be scheduled off Saturday and Sunday of each week.

2. Annual Leave/Vacations

a. Annual Leave is any personal leave the employee desires to take. It is earned and used for the calendar year, January 1-December 31.

b. Annual Leave is accrued by the month. A change in leave status during a month is effective the following month.

c. Annual Leave is accrued based on length of service as follows:

Up to1 year: 6 days (½ day per month). No more than 1 Sunday may be taken off.

1-3 years: 12 days ( 1 day per month). No more than 2 Sundays may be taken off.

3-15 years: 18 days (1½ days per month). No more than 3 Sundays may be taken off.

15+ years: 24 days (2 days per month). No more than 4 Sundays may be taken off.

d. Annual Leave may be used in ½ day increments if desired.

e. A maximum of twenty (20) days Annual Leave may be carried over to the next year.

f. Annual Leave may be used before it is earned. However, only the amount of Annual Leave that will be earned that year, plus any carryover leave, may be used during the year.

g. Use of Annual Leave must be approved in advance by the Pastor.

h. Use of Annual Leave by the Pastor must be approved in advance by the Deacons.

i. Credit for Annual Leave steps/increments will be given for previous paid ministry staff experience in the following manner:

1. Those with previous Full-Time service will be credited 1 to 1. (One year/month credit for each year/month employed in a previous paid ministry staff position.)

2. Those with previous Part-Time/Bi-Vocational service will be credited ½ to 1. (½ year/month credit for each year/month employed in a previous paid ministry staff position). The Pastor, however, will be given 1 to 1 credit for previous Bi-Vocational service as a pastor.

j. Any unused accrued Annual Leave will be paid to the staff member upon either voluntary or involuntary termination. The payment rate will be: monthly salary + monthly housing ÷ 30 × number of days of unused leave.

3. Sick Leave

a. Sick leave is to be used for incapacity of the employee, such as, illness, doctor’s appointment or other medical conditions which prevent the employee from performing their duties.

b. Sick Leave is earned at the rate of 12 days per year (1 day per month) regardless of length of service.

c. Sick Leave may be used before it is earned, however only the amount of Sick Leave that will be accrued that year may be used during the year.

d. Sick Leave may be used in ½ day increments if desired.

e. Use of Sick Leave must be approved by the Pastor.

f. Use of Sick Leave by the Pastor must be approved by the Deacons.

g. Unused Sick Leave may not be carried over to the next year.

h. Any unused accrued Sick Leave will not be paid to the staff member upon either voluntary or involuntary termination.

4. Holidays

The following Holidays will be given each year and the church office will be closed these days. When the holiday falls on a Saturday or Sunday, adjustments will be made for a day-in-lieu-of for that holiday.

New Year’s Day

Memorial Day

Good Friday

Independence Day

Labor Day

Thanksgiving Day and the following Friday

Christmas Eve (Support Staff only)

Christmas Day

5. Annuity Board Retirement Plan

All employees are eligible to participate in the Southern Baptist Convention Annuity Board retirement program. The amount of participation will be withheld from salary and sent to the Annuity Board each month.

6. Health Insurance

HMO health coverage through the Southern Baptist Annuity Board will be provided, or up to that amount will be covered if employee elects private coverage.

7. Life Insurance

Basic Life Insurance will be provided for employee. Additionally, for the Pastor, each family member will be provided coverage.

8. Revivals and Speaking Engagements

Each year, four (4) weeks, including Sundays (not consecutive), may be taken to serve as guest minister for a revival or leader or participant in training conferences, classes, conventions, etc. This, as well as, consecutive Sundays must be approved by the Pastor, or by the Deacons for the Pastor. Unused time cannot be carried over to the following year.

9. Military Leave

Military leave (paid leave), not to exceed two (2) weeks, will be granted for service in the National Guard or Reserves.

10. Maternity Leave

A leave of absence up to twelve (12) weeks may be taken for the birth or adoption of a baby. The church shall continue only insurance benefits during such leave. No salary will be paid during the leave of absence. However, any leave taken as Sick Leave and/or Annual Leave will be paid. Additional time with or without pay may be granted by the Personnel Committee.

11. Jury Duty

Employees are encouraged to cooperate in civic responsibilities. Employees on Jury Duty will receive full pay in addition to jury compensation.

12. Study Leave

Upon completion of each ten (10) years of service at Union Baptist Church, full-time Ministry Staff become eligible for Study Leave. The Pastor may be granted up to twelve (12) weeks leave, in addition to other time off, with full pay and benefits to engage in study. Other full-time Ministry staff members may be granted up to nine (9) weeks leave, in addition to other time off, with full pay and benefits to engage in study. The Pastor and/or Deacons may secure an interim supply for the Pastor on leave. The Personnel Committee may secure an interim supply for other Staff members on leave. A Study Leave agenda must be approved by the Pastor for staff members, and by the Deacons for the Pastor.

H. Benefits for Part-Time/Bi-Vocational Staff

Staff with Fixed Schedule

1. Annual Leave/Vacations

a. Annual Leave is any personal leave the employee desires to take. It is earned and used for the calendar year, January 1-December 31.

b. Annual Leave is accrued by the month. A change in leave status during a month is effective the following month.

c. Annual Leave is accrued based on length of service as follows:

Up to1 year: 3 days (1/4 day per month).

1-3 years: 6 days ( ½ day per month).

3-15 years: 12 days (1 day per month).

d. Annual Leave may be used in ½ day increments if desired.

e. A maximum of twenty (20) days Annual Leave may be carried over to the next year.

f. Annual Leave may be used before it is earned. However, only the amount of Annual Leave that will be earned that year, plus any carryover leave, may be used during the year.

g. Credit for Annual Leave steps/increments will be given for previous paid ministry staff experience in the following manner: Those with previous Full-Time or Part-Time/Bi-Vocational service will be credited 1 to 1 . (1 year/month credit for each year/month employed in a previous paid ministry staff position).

h. Use of Annual Leave must be approved in advance by the Pastor.

i. Any unused accrued Annual Leave will be paid to the staff member upon either voluntary or involuntary termination. The payment rate will be: monthly salary + monthly housing ÷ 30 × number of days of unused leave.

2. Sick Leave

a. Sick leave is to be used for incapacity of the employee, such as, illness, doctor’s appointment or other medical conditions which prevent the employee from performing their duties.

b. Sick Leave is earned at the rate of 6 days per year (½ day per month) regardless of length of service

c. Sick Leave may be used before it is earned, however only the amount of Sick Leave that will be accrued that year may be used during the year.

d. Sick Leave may be used in ½ day increments if desired.

e. Use of Sick Leave must be approved by the Pastor.

f. Unused Sick Leave may not be carried over to the next year.

g. Any unused accrued Sick Leave will not be paid to the staff member upon either voluntary or involuntary termination.

3. Holidays

The following Holidays will be given each year and the church office will be closed these days. When the holiday falls on a day the employee is scheduled off, there will be no day-in-lieu-of given for that holiday.

New Year’s Day

Memorial Day

Good Friday

Independence Day

Labor Day

Thanksgiving Day and the following Friday

Christmas Eve (Support Staff only)

Christmas Day

4. Jury Duty

Employees are encouraged to cooperate in civic responsibilities. Employees on Jury Duty will receive full pay in addition to jury compensation.

5. Annuity Board Retirement Plan

6. Health Insurance

There is no health coverage provided.

7. Life Insurance

There is no life insurance coverage provided.

8. Revivals and Speaking Engagements

Two (2) weeks, including Sundays (not consecutive), may be taken to serve as guest minister for a revival or leader or participant in training conferences, classes, conventions, etc. Consecutive Sundays must be approved by the Pastor.

9. Military Leave

Military leave (paid leave), not to exceed two (2) weeks (including no more than 2 Sundays), will be granted for service in the National Guard or Reserves.

10. Maternity Leave

A leave of absence up to twelve (12) weeks may be taken for the birth or adoption of a baby. No salary will be paid during the leave of absence. However, any leave taken as Sick Leave and/or Annual Leave will be paid. Additional time with or without pay may be granted by the Personnel Committee.

Staff with Flex Schedule

Staff working a flex schedule are free to establish their own work hours with approval of the Pastor. However, these employees are expected to be in attendance at all regular Bible Study and Worship times (Sundays and Wednesday nights), as well as times their areas of responsibility are scheduled to meet (example: choir practice for Minister of Music). Additionally, flex schedule employees are expected to be present for special events scheduled by the church, such as revivals, Easter Sunrise service, Christmas Eve service, etc. These occasions will be determined by the Pastor.

1. Annual Leave/Vacations

a. Annual Leave is any personal leave the employee desires to take. It is earned and used for the calendar year, January 1-December 31.

b. Annual Leave is accrued based on length of service as follows:

Up to1 year: 2 days (any combination of Wednesdays or Sundays)

1-3 years: 4 days (any combination of Wednesdays or Sundays)

3-15 years: 6 days (any combination of Wednesdays or Sundays)

15+ years: 8 days (any combination of Wednesdays or Sundays)

c. Use of Annual Leave is based on a typical two (2) day work week at church (Sunday and Wednesday). For a flex schedule employee to take off a week, Sunday thru Saturday, would require use of 2 days Annual Leave. Or to be absent any Sunday or Wednesday would require 1 day annual leave. Days on which special events are scheduled by the church, as determined by the Pastor, would also require use of annual leave to be absent. Annual Leave may be used in ½ day increments on Sunday.

d. Use of Annual Leave must be approved in advance by the Pastor.

e. Annual Leave is use-or-lose and may not be carried over to the next year except by approval of the Personnel Committee.

f. Annual Leave may be used before it is earned. However, only the amount of Annual Leave that will be earned that year may be used during the year.

g. Credit for Annual Leave steps/increments will be given for previous paid ministry staff experience in the following manner: Those with previous Full-Time or Part-Time/Bi-Vocational service will be credited 1 to 1. (1 year/month credit for each year/month employed in a previous paid ministry staff position).

2. Sick Leave

a. Sick leave is to be used for incapacity of the employee, such as, illness, doctor’s appointment or other medical conditions which prevent the employee from performing their duties.

b. Sick Leave is earned at the rate of 3 days per year (1/4 day per month) regardless of length of service.

c. Use of Sick Leave is based on a typical two (2) day work week at church (Sunday and Wednesday). To be absent for illness any Sunday or Wednesday would require use of 1 day sick leave. Days on which special events are scheduled by the church, as determined by the Pastor, would also require use of sick leave to be absent for reason of illness. Sick Leave may be used in ½ day increments on Sunday.

d. Sick Leave may be used before it is earned, however only the amount of Sick Leave that will be accrued that year may be used during the year.

e. Use of Sick Leave must be approved by the Pastor.

f. Unused Sick Leave may not be carried over to the next year.

g. Any unused accrued Sick Leave will not be paid to the staff member upon either voluntary or involuntary termination.

3. Holidays

There are no holidays granted

4. Health Insurance

There is no health coverage provided.

5. Life Insurance

There is no life insurance coverage provided.

6. Revivals and Speaking Engagements

Two (2) weeks, including Sundays (not consecutive), may be taken to serve as guest minister for a revival or leader or participant in training conferences, classes, conventions, etc. This, as well as, consecutive Sundays must be approved by the Pastor.

7. Jury Duty

Employees are encouraged to cooperate in civic responsibilities. Employees on Jury Duty will receive full pay in addition to jury compensation.

8. Military Leave

Military leave (paid leave), not to exceed two (2) weeks (including no more than 2 Sundays), will be granted for service in the National Guard or Reserves.

9. Maternity Leave

10. Annuity Board Retirement Plan

I. General Policies for All Employees

1. Other Periods of Absence

a. A leave of absence without pay for a staff member may be granted if approved by the Pastor, Personnel Committee and the church. A leave of absence may not be granted for more than 45 days.

b. A leave of absence without pay for the Pastor may be granted if approved by the Deacons and the church. A leave of absence may not be granted for more than 45 days.

c. School attendance for a staff member during normal working hours may be approved by the Pastor and Personnel Committee.

d. School attendance for the Pastor during normal working hours may be approved by the Deacons.

2. Dress Code

The dress code for staff members will be determined by the Pastor.

3. Performance Review

There will be an annual performance review of each staff employee. The Pastor will perform the review for the staff except the Pianist and Organist, which will be performed by the Minister of Music. The performance review of the Pastor will be conducted by the Deacons. These reviews will be done in conjunction with, but separate from, the annual review of salary and benefits which is to be presented to the Finance Committee by June 15^th of each year.

4. Staff Meetings

Staff members are expected to attend all scheduled staff meeting.

5. Pulpit Supply

The church will pay the pulpit supply on all authorized absences of the Pastor as established by these Personnel Policies. Any other absence, which requires a pulpit supply, will be paid for by the Pastor.

6. Employee Background Checks

A background check shall be conducted for any potential employee before they are hired.

7. Personal Conduct

All employees are to display the highest moral and ethical character. Their lives should be characterized by Christian standards in both personal and public arenas.

II. Job Descriptions

PASTOR

PRINCIPAL FUNCTION: The pastor is responsible to the church to proclaim the gospel of Jesus Christ, to preach the biblical revelation, to engage in pastoral care ministries, to provide administrative leadership in all areas of church life, and to act as the chief administrator of the paid staff.

RESPONSIBILITIES

1. Plan and conduct the worship services; prepare and deliver sermons; lead in observance of ordinances.

2. Lead the church in an effective program of witnessing and in a caring ministry for persons in the church and community.

3. Visit members and prospects.

4. Conduct counseling sessions; perform wedding ceremonies; conduct funerals.

5. Lead the church in planning, organizing, directing, coordinating, and evaluating the total program of the church.

6. Work with Deacons, church officers, directors, and committees as they perform their assigned responsibilities.

7. Act as moderator of church business meetings (see “By-Laws, Church Conference” for absence of Pastor).

8. Cooperate with denominational leaders in matters of mutual interest and concern; keep the church informed of denominational development; represent the church in civic matters.

9. Serve as chief administrator of the paid church staff; supervise the work of assigned paid staff workers.

10. Ensure that all candidates for baptism have been examined regarding their conversion.

11. Ensure that new members are instructed in the duties and privileges of membership.

12. Serve as “ex-officio” member of all church organizations and committees.

13. May attend the meetings of the Southern Baptist Convention, Georgia Baptist Convention and Flint River Baptist Association. Any expense for such attendance will be worked out by the church.

14. Secure evangelists, Bible study leaders and other personnel as appropriate.

15. Secure supply preacher when absent from the pulpit.

16. In conjunction with the Deacon body, examine candidates for Deacon and ministry ordination.

MINISTER OF MUSIC

PRINCIPAL FUNCTION: The Minister of Music is responsible to the church, supervised by the Pastor, for the development and promotion of the music program of the church.

RESPONSIBILITIES

1. Direct the planning, organizing, conducting, and evaluating of a comprehensive music program including choirs, vocal and/or instrumental ensembles.

2. Supervise the work of assigned paid staff workers.

3. Cooperate with the church process to enlist and train leaders for the church music ministry, including graded choir workers, song leaders, and accompanists for the church education organizations.

4. Lead in planning and promoting a graded choir program; direct and coordinate the work of lay choir directors; direct adult, youth, and other choirs as needed.

5. Serve as a member of the Church Council; coordinate the music program with the organizational calendar and emphases of the church.

6. Assist the pastor in planning all services of worship.

7. Responsible for approval of music and musicians for weddings.

8. Arrange and provide music for weddings, funerals, special projects, ministries, and other church-related activities upon request.

9. Plan, organize, and promote choir tours, mission trips, camps, festivals, workshops, clinics, and programs for the various choirs.

10. Supervise the maintenance of the music library, materials, supplies, musical instruments, and other equipment.

11. Keep informed on music methods, materials, promotion, and administration.

12. Prepare an estimated annual music budget and administer the approved budget.

13. Cooperate with denominational leaders in promoting activities of mutual interest.

14. Perform other duties as assigned by the pastor.

MINISTER OF YOUTH

PRINCIPAL FUNCTION: The Minister of Youth is responsible to the church, supervised by the Pastor, for planning and administering a Youth program and for assisting church program organizations in developing a comprehensive program of Youth education. Youth activities shall be focused toward developing Christian growth, guidance and maturity.

RESPONSIBILITIES

1. Counsel with church program organization leaders in planning, conducting, and evaluating a youth education ministry and in enlisting appropriate youth workers.

2. Conduct special training projects for youth workers in proper relationship to discipleship programs.

3. Advise in the use of program materials, equipment, supplies, and space by youth groups in all church program organizations.

4. Plan and conduct special projects (such as camps and retreats) for youth program organization groups.

5. Work with organization leaders to coordinate visitation for the youth department and lead workers to visit prospects and absentees.

6. Develop a proposed budget for youth ministry and administer it when approved.

7. Work with program leaders and teachers and appropriate staff members to resolve philosophical, procedural, and scheduling problems in the youth division.

8. Serve as a member of the Church Council.

9. Perform other duties as assigned by the pastor.

MINISTER OF OUTREACH

PRINCIPAL FUNCTION: The Minister of Outreach is responsible to the church, supervised by the Pastor, for the development, promotion and leading of the outreach program of the church.

RESPONSIBILITIES

1. Set up and coordinate a system to retrieve all visitor cards after services.

2. Make copies of cards and distribute to the appropriate individuals. This includes: Sunday School teacher, outreach team, and Pastor. The Pastor and Sunday School teacher should receive visitor cards by Sunday evening so contacts can be made the first of the week.

3. Draft letter that will be signed by the Minister of Outreach and the Pastor and be mailed on Monday.

4. Set up a weekly evening visitation program. The Minister of Outreach should:

a. Be at the church prepared to lead visitation

b. Organize into teams those that come for visitation.

c. Make visitation assignments for participants.

d. Important: Have materials and visits prepared before individuals arrive. Good organization is essential for successful outreach.

5. Meet with the Sunday School Director and plan, at a minimum, quarterly meetings with the Sunday School teachers. The objectives of these meetings are to:

a. Encourage and hold teachers accountable for making contacts of their class members.

b. Encourage teachers to hold class fellowships at least quarterly.

CHURCH CLEANING

When members or non-members of this church use the facilities for weddings, showers or other events, that person(s) is responsible for cleaning the facilities used. If that person(s) would like for the cleaning contractor or some other qualified person(s) to do the cleaning then that person(s) is responsible for scheduling and paying for the extra cleaning.

Because ministers (including elected or appointed leaders, employees, volunteers, and authorized ministers) often deal with individuals who are emotionally and psychologically fragile or otherwise personally vulnerable, it is imperative that those engaged in the ministry of this church maintain their own psychological, emotional, and spiritual health and that they have adequate preparation and education for helping those individuals they seek to serve in ministry. It is the policy of Union Baptist Church to encourage its leaders, authorized ministers, employees, and volunteers to nurture safety, within ministerial relationships, by being attentive to self-care, education, and the importance of referring those in need to supportive and helpful resources. It is also expected that those engaged in providing ministry will complete and submit the disclosure form accompanying this policy.

C. Youth Protection Policy

Union Baptist Church is committed to creating a safe and healthy environment in which young people can learn about and experience God's love. In order to ensure this, each volunteer will be examined by the Program Director for that ministry and the Pastor. It is the policy of this church to provide adequate supervision for all youth activities. We also expect all employees or volunteers who work with minors to complete and sign the disclosure form that accompanies this policy or a similar one.

D. Definitions

Minister: a person engaged by the church to carry out its ministry. Minister includes elected or appointed leaders of the church, employees, and volunteers, as well as authorized ministers.

Ministerial relationship: the relationship between one who carries out the ministry of the church and the one being served by that ministry.

Sexual exploitation: sexual activity or contact (not limited to sexual intercourse) in which a minister engaged in the work of the church takes advantage of the vulnerability of a participant by causing or allowing the participant to engage in sexual behavior with the minister.

Sexual harassment: repeated or coercive sexual advances toward another person contrary to his or her wishes. It includes behavior directed at another person's sexuality with the intent of intimidating, humiliating, or embarrassing the other person, or subjecting the person to public discrimination. Unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature constitute sexual harassment when:

WORKERS WITH CHILDREN AND YOUNG PEOPLE

This form shall be completed by all who work with children and young people. If the role changes substantially a new form shall be completed. Copies should be retained by the worker, and the church.

Name of worker: ____________________________________

Name of Group you will work with (ex. Sunday School Class):____________________________________

Where they meet: _____________________________ When they meet: _______________________

Age range: _______________

Person to whom you are immediately responsible (ex. Youth Minister): _____________________________

Work you will be doing with this group: ____________________________________________________

Why are you requesting to work in this area? ________________________________________________

________________________________________________________________________________

What is your most recent church membership/attendance before coming to this church? __________________ ________________________________ Location: _________________________________________

Would you be willing for us to contact that church for a recommendation? _______ If no, please explain.___________________________________________________________________________

Do you have any previous experience working in this capacity? __________ If yes, please explain. _________ _________________________________________________________________________________

Have you ever been convicted of a felony? ___________

Have you ever been convicted of a crime involving a minor? __________

Are you willing for Union Baptist Church to conduct a background check? ____________

To be completed by the worker with children/young people: I understood the nature of the work I am to do with children / young people. I have read the guide-lines produced by the church for the protection of children and young people. I understand that it is my duty to protect the children and young people with whom I come into contact. I know what action I am to take if I become aware of abuse.

Signed: ________________________________________ Date: ________________

Signed by Program Director or Pastor: _________________________ Date: ____________

IV. Use of Church Facilities Policy

1. The philosophy underlying policies for building use is that all church facilities shall be used to carry out the basic purpose and mission of the church. Policies should be kept in the spirit of bringing people to Christ.

2. Use of any facility shall be done in conformity with county fire and safety ordinances. These provide for the prohibiting of smoking and overcrowding in church facilities.

3. Moving of furniture will be done only under the direct supervision of a person designated by Union Baptist Church.

4. Regularly scheduled church meetings shall have first priority in building use. Other church related meetings shall have second priority. Outside organizations shall be eligible for building use when facilities are not being used by church groups and when their purpose is approved by the Pastor and at least one (1) Deacon.

5. There shall there be no alcohol present or consumed on church property (inside or outside).

6. There shall be no use of tobacco products inside church buildings or structures.

V. Wedding Policy

1. The philosophy underlying policies for weddings is that a Christian emphasis be encouraged and that members relate the ceremony to Christian family commitment.

2. All weddings shall be scheduled on the master church calendar with a first-come, first-serve basis. Non-members of this church are expected to pay the rental fee within one (1) week after scheduling the event.

3. Guest ministers shall be approved by the pastor, and guest organists shall be approved by the Minister of Music.

4. In keeping with the wedding philosophy, church members shall use the facilities without charge. Non-members shall pay a fee of $150.00 for use of the church and/or fellowship hall.

5. An additional fee of $75.00 shall be paid by non-members for the services of the janitor (including rehearsal) since the work will be extra.

6. In keeping with safety regulations, protective materials shall be used with candles, and rice shall not be used inside or outside the buildings.

7. The church wedding consultant shall work with the couple in the development of the wedding plans and the implementation of policies.

Your wedding is a sacred occasion and a service of Christian worship. For these reasons, the following statements will govern your plans for your wedding at this church.

THE PASTOR: The Pastor, as administrator of the policy, will assist you in every way possible. The Pastor will discuss arrangements for pre-marital counseling with you and any other matters relating to the ceremony.

THE MUSIC: Music selected for a wedding service is a very personal and significant part of the ceremony, and individual tastes vary. At the same time, it is important to keep in mind that a church wedding is a worship service, and the music should be in keeping with the reverence that is customarily observed in worship. You should make an appointment with the minister of music immediately after applying for use of the church building. All music and musicians must be approved by the Minister of Music or the Pastor prior to the service. You will he responsible for the payment of all musicians.

THE FLORIST: Moving of furniture will be done only under the direct supervision of the Union Baptist Church wedding consultant. Dripless candles should be used. You will be responsible for repairing any damage to the property. Nails, tacks, or screws may not be put in walls, furniture, or pews. All decorations must be removed immediately after the wedding.

GENERAL CHURCH REGULATIONS

1. No alcoholic beverages may be served on church premises.

2. No wedding or rehearsal will be conducted when any member of the wedding party is under the influence of alcoholic beverages.

3. No rice or confetti may be thrown inside the sanctuary, foyer, fellowship hall, or anywhere in church buildings.

4. Designated rooms for the various members of the wedding party to dress will be provided.

5. The dress of the wedding party shall be in good taste for a religious ceremony.

VI. Funeral Policies

The Christian gospel of peace, hope, and triumph is nowhere brought into sharper focus than at the death of Christians. Although we who believe in Christ sorrow at the death of persons we love, we don*t “grieve like the rest of men, who have no hope. We believe that Jesus died and rose again and so we believe that God will bring with Jesus those who have fallen asleep in him.” (1 Thess. 4:13-14, NIV). The plans Christians make to face death are a testimony of faith.

Christians ought to assemble, not to mourn the dead, but to confess our faith in a living Lord. Since the funeral is a service of worship, it should be a witness to hope and fellowship.

On the basis of this affirmation, the statements below are offered for the guidance of our own members in the matter of funerals:

1. When a death occurs in the church family, the pastor should be called immediately. This call will give you the benefit of the pastor*s solace and experience in making funeral arrangements.

2. The pastor will help the family select the hymns, Scriptures, and other elements of the funeral service to ensure the centrality of the theme of our victory over death through faith in our Savior.

3. In order that worshipers may center their thoughts on the comfort and strength God provides, a memorial service may be held without the physical remains of the deceased (which may be committed to the earth prior to the service).

4. Because the funeral service is regarded as a function of the body of Christ, no fees of any kind are charged for the use of the church*s facilities or its personnel.

VII. Wednesday Evening Meal Policy

The purpose of the Wednesday Night Meal is to provide a ministry in the following manner:

A. Ease the burden of preparing a meal at home and then getting to church for those who work.

B. Provide an outreach tool for the unchurched in our community.

C. Provide a time of fellowship around a meal.

D. Provide a nutritious, balanced and tasty meal at a reasonable price.

Reasonable efforts will be made for this to be a financially self-sustaining program. However, it is understood that may not always be attainable. Making a profit will not be a goal of this ministry.

1. The Fellowship Director will establish a team/teams with a team leader to prepare each meal.

2. The Fellowship Director will provide the menu a minimum of eight (8) days in advance to the person responsible for the Sunday bulletin.

3. The menu for the meal will be placed in the bulletin or pew holder on the Sunday prior to the meal and on the church web site.

4. The deadline for reservations is Sunday night if using the paper reservation form and Tuesday if using the on-line reservation at www.ubcg.org.

5. Standing reservations may be made with the Fellowship Director.

6. If a reservation is made (weekly or standing) and not cancelled prior to the meal, payment is expected. This may be waved by the Fellowship Director in extenuating circumstances.

7. Hours of service are 5:30-6:30 PM. The Fellowship Hall will be closed at 6:45 PM to allow time for cleaning.

8. Food purchasing will be determined by the Fellowship Director and Team Leader. Receipts will be turned over to the Treasurer.

9. Money from meal will be turned over to the Treasurer and will be deposited in the general fund of the church. The Treasurer will maintain an accounting of the Wednesday Night meal income and expenditures. This will be included on the Treasurer’s report at church conference.

10. The Fellowship Director and Treasurer will maintain a system of record keeping when money is transferred each Wednesday after the meal. Amounts of cash and checks will be shown and each party will initial for the transfer of money.

11. A food purveyor may be engaged for certain loan equipment and for bulk and par stock purchasing.

12. Leftover food may be frozen and reused when possible. This will be determined by the Fellowship Director and/or team leader.

13. The Meal Team will dispose of garbage and clean the kitchen and Fellowship Hall.

14. The Fellowship Hall will be closed by 7:00 PM and guests and workers are expected to be in one of the Bible studies or activities that are scheduled.

15. Visitors and guests are welcome. A few extra portions will be prepared each week to accommodate these.

16. “Free Meal Tickets” will be available for the Sunday visitor Welcome packet and for use in the Outreach program.

17. Disposable items will be used for the meal when practicable.

18. The pricing structure for the meal will be:

          $4.00 - Adults: Hot meal (age 13 and above)
          $4.00 - Adults: Salad Bar
          $6.00 - Adults: Hot meal & Salad Bar combo
          $2.00 - Children (5-12 years old; under 5 free)
        $12.00 - Entire Family

VIII. Credit Card Policy

Union Baptist Church may elect to obtain a business credit card for use in conducting business matters of the church. The following rules shall apply to the use of such credit cards:

1. People serving in the following positions will be granted signature authority by Union Baptist Church to use the church credit card.

a. Buildings & Grounds Director

b. Fellowship Director

c. Pastor

d. Senior Adult Director

e. Treasurer

f. Van Director

g. Youth Director

2. People in the following positions will be issued a church credit card to keep in their possession:

a. Building & Grounds Director

b. Fellowship Director

c. Treasurer

3. All those granted signature authority to use the church credit card shall be members of Union Baptist Church.

4. Names may be submitted to and removed from the card issuing authority as they are elected to or removed from the above positions.

5. The church credit card shall be used only for church related expenditures.

6. No purchases for any personal use shall be made with the card.

7. All receipts shall be promptly turned in to the Treasurer after each use of the card with an indication of which budget item(s) each purchase was made.

8. The Treasurer will pay the credit card bill in a timely manner each month so as to avoid interest charges. 9. People in the above positions who were not issued a credit card will be able to obtain one from the Pastor or Treasurer as they have need. This card may be picked up shortly before the need for use and must be returned to the Pastor or Treasurer as soon as practical after use along with all receipts.

10. Any person who has been issued a credit card shall surrender it to the Pastor or Treasurer upon completion of their term of service in the position for which it was issued.

11. The Treasurer shall insure that the names of people in the above positions, and only those names, are current with the card issuing authority.

12. Any violation of this policy by anyone authorized to use the card will result in automatic removal of approval to use the card for a period of at least one (1) year.

IX. Church Business Accounts Policy

Union Baptist Church may elect to enter into business accounts with companies through which the church does a regular business. These accounts may allow the church to receive goods and then be billed on a regular billing cycle. The following rules shall apply to the use of such accounts:

1. Only authorized persons from the church may obtain merchandise from such accounts (ex. Directors or their designee).

2. These accounts shall be used only for church related expenditures.

2. No purchases for any personal use shall be made through these accounts.

3. All receipts shall be promptly turned in to the Treasurer after each use of the card with an indication of which budget item(s) each purchase was made.

4. The Treasurer will pay the account bill in a timely manner each month so as to avoid interest charges.

5. Any violation of this policy by anyone authorized to use these accounts will result in automatic removal of approval to use the account for a period of at least one (1) year.

X. FLOWER POLICY

These are the guidelines for the Flower Director to use in sending flowers from Union Baptist Church. There are two categories for sending flowers:

a. Business use of automobile, up to the current IRS standard mileage rate

b. Business travel away from home: transportation, lodging and meals on overnight trips

c. Convention conference and workshop expenses

d. Continuing education expenses

e. Subscriptions, books and tapes, if related to ministry or employment

f. Entertainment/hospitality expenses, if business connection requirement is met

2. The minister or employee will account for each allowable expense in writing at least every 60 days. Documentation will include the amount, date, place, business purpose and business relationship of person entertained for each expense. A receipt will accompany the documentation.

3. The minister or employee will return advances that exceed actual business expenses within 120 days.

4. Under this accountable arrangement the church will not report reimbursed amounts as taxable income on the minister’s or employee’s Form W-2. The minister or employee should not report reimbursed amounts as income on Form 1040.

XII. Designated Funds Policy

Procedure for establishing a Designated Fund:

1. It shall be the responsibility of the Church Council to establish a Designated Fund for Union Baptist Church.

2. The Church Council shall determine the need for a new Designated Fund and establish that fund if they deem it appropriate.

3. All new Designated Funds shall contain a clause stating, “After one (1) year any remaining monies in this fund shall be placed in the General Fund of Union Baptist Church.”

4. All newly established funds shall be reported to the church at the next conference and recorded in the church minutes

XIII. Use of Church Vehicles Policy

1. Vehicles shall be parked on church premises when not in use.

2. Persons under the age of 21 shall not drive church vehicles under any circumstances.

3. Request for the use of church owned vehicles shall be in writing on forms provided by the church Bus/Van Director.

4. Priority of use of church owned vehicles shall be determined by chronological order of request.

5. Church owned vehicles will be available for use by all church organizations, i.e. any organization whose leaders are elected by the church and/or whose activities are reviewed and scheduled on the church calendar by the Church Council.

6. The church will budget and pay expenses in conjunction with the operation of church owned vehicles.

7. Use of church owned vehicles shall be limited to not more than 8 consecutive calendar days for any one organization for any one purpose unless there are no other request for use for the connecting period of time filed with the Transportation Committee within 10 days prior to the beginning of the 8 day period.

8. Continuous use of church owned vehicles by the same organization for periods exceeding 14 consecutive calendar days shall be approved by the church in business conference.

9. Organizations using church owned vehicles shall be responsible for removing all trash from the vehicle immediately following use, and in any case, shall do so within 48 hours after use. Reasonable effort shall be made to clean the seats and insides of windows if warranted.

10. Food and drinks may be consumed on church owned vehicles if necessary. Use of tobacco in any form is not permitted on church owned vehicles. Gum chewing will be permitted provided appropriate containers for discarded gum are available.

11. Alcoholic beverages, drug substances not prescribed by a physician, firearms, and any other items which may reasonably be considered dangerous that are carried onto church owned vehicles will be confiscated by chaperones. Any person/persons guilty of possession of alcoholic beverages, drugs, or firearms shall be barred from passage on church owned vehicles unless and until action by the church in business conference reestablishes such privilege. Guilt of possession shall be proven by display of such items to the Pastor and/or Chairman of Deacons and the word of the chaperone. The person/persons charged with possession shall have the right to be heard before church business conference provided also that the chaperone who confiscated such items will be present at the same meeting. If criminal laws are broken, the church staff will cooperate fully with law enforcement officials.

12. Chaperones who are not members of Union Baptist church shall be informed of rules governing use of vehicles prior to service as a chaperone.

13. On any trip where miles driven is expected to exceed 100, more than one qualified driver shall accompany the trip. Exceptions to this rule shall be approved by the Bus/Van Director and/or the Pastor and Chairman of Deacons.

14. Maintenance of church owned vehicles, including mechanical performance and appearance, shall be the responsibility of the Bus/Van Director. However, prior to use, the person/persons who will serve as drivers should make a visual inspection of tires, exhaust system, etc. and check fluid levels to assure safe operation prior to and during the trip.

15. Under no circumstances shall any person be allowed to accompany the trip by paying for transportation and thus become a paid passenger. Funds given to defray expenses of the trip shall be considered as contributions and not as transportation fees. “Release of Liability” forms are to be secured from every person to accompany any trip expected to exceed 25 miles total distance driven.

16. When not required for use by Union Baptist Church, church owned vehicles may be made available to other Christian churches or groups. Such use must be approved by the Bus/Van Director and the Pastor and/or Chairman of Deacons. If the use is to exceed 5 consecutive days or to exceed 500 total miles driven, such use must be approved by the church in business conference.