Proposed Bylaw Changes |
Please read the following document about proposed changes to the Church's bylaws. Please prayerfully consider, and plan to attend the Congregational Meeting on June 8th |
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Bylaws
of the
Lutheran Church of the Good Shepherd
Salinas, California
These proposed bylaws amend the obsolete 1986 bylaws and are aligned with corresponding sections of the current 1995 Constitution. This amendment eliminates provisions no longer serving a useful purpose or which contradict our current practice, clarifies other provisions, incorporates additional provisions where appropriate, makes terminology consistent with the Constitution, introduces gender-neutral language, and appends lists of standing committee duties and responsibilities as continuing resolutions.
These bylaws were unanimously recommended by the Council on 4/15/08 and will be submitted for approval at a special congregational meeting on 6/8/08. Changes and additions are indicated in red.
Chapter 8. MEMBERSHIP
C8.05.01 A confirmed member who does not, for a period of one year, partake of Holy Communion, support the church with his/her offerings, and does not appear to desire to participate in the life and worship of the congregation shall be encouraged by all means possible: visitation, prayer, and other forms of communication, to resume active membership. If, during the second year, the confirmed member does not actively participate, his/her name shall be removed from the membership roster of the congregation but be retained on a responsibility list as one who is in special need of the congregation’s prayer and concern.
C8.05.02 A child, neither of whose parents or guardians is a member of the congregation, may be removed from the roster of baptized members if he/she fails to participate in the life and worship of the congregation.
Chapter 9. THE PASTOR
C9.12.01 The parochial records of the congregation shall be and remain the property of the congregation. The pastor shall be responsible for the maintenance of those records. Upon the termination of service to the congregation, the pastor shall have brought the records up to date prior to departure.
Chapter 10. CONGREGATION MEETING
C10.01.01 In February of each year the annual meeting shall receive reports from all the organizations and committees of the congregation. Such reports, including a financial statement for the previous calendar year, shall be submitted in writing to the pastor not less than ten days before such meeting.
C10.01.02 In November of each year the congregation shall elect members to fill the expiring terms on the Council and the unexpired term of anyone who has resigned or moved away. They shall also elect a Nominating Committee for the following year. In addition to the candidates submitted by the Nominating Committee, additional nominations may be made by members of the congregation, provided they have secured the consent of the nominee. The election shall be by written ballot with ballots counted by at least three voting members. Results of the election shall be announced when known and published the following Sunday.
C10.01.03 At the congregational meeting in November, the congregation shall receive a financial statement through October of the current year and approve a budget for the following year.
C10.04.01 The current roster of voting members shall be available at each meeting of the congregation for the purpose of determining a quorum.
C11.01.01 The President shall preside over meetings of the Executive Committee, the Council, and of the congregation. He/she shall speak on behalf of the congregation at baptisms, confirmations, and acceptance of new members and shall discharge all other duties connected with his/her office.
C11.01.02 The Vice President shall preside over meetings of the Staff Support and Personnel Committees. In the absence of the President, he/she shall assume
all the duties of the President, and shall have such additional duties as may be determined by the Council.
C11.01.03 The Secretary shall write and sign all official letters for the congregation and keep a file of all correspondence. He/she shall authenticate all records by
his/her signature. He/she shall have available at each meeting a copy of the Constitution, the bylaws, standing rules, and a list of the voting members of
the congregation. In the absence of the President and the Vice President, the Secretary shall be the presiding officer. The Secretary shall keep a
careful and authentic record of the proceedings of all Council meetings, congregational meetings and any special meetings, and shall make a copy of them available to the church office. He/she shall be able to furnish the exact wording of a motion which is pending before the group. He/she shall keep the attendance record of all Council members and shall notify the President when a member has been absent from two or more consecutive meetings of the Council without valid excuse.
C11.01.04 The Treasurer is the official custodian of the congregation’s funds. He/she must keep an accurate record of all funds collected and be able to furnish a statement at any time showing the congregation’s financial condition. The Treasurer is also the congregation’s disbursing officer, responsible for all aspects of the semi-monthly payroll and for issuing checks that have been properly requested and approved. He/she shall prepare a monthly report of income and disbursements for the Council and an annual report for the congregational meeting. He/she shall assist the Council in preparing a budget and shall have the books ready for audit as soon as possible after the end of the year. The Treasurer may be bonded.
C11.01.05 The Financial Secretary shall have charge of the recording and bookkeeping of all monies given to the church, and the accounts so kept shall balance with those of the Treasurer. He/she shall collect and tabulate financial pledges and report the total pledged amount as input for the annual budget. He/she shall prepare and mail individual quarterly and annual statements to the contributing members of the congregation. The Financial Secretary is not a member of the Executive Committee.
C12.01.01 The Council shall be composed of 14 elected members. Each standing committee identified in section C13.06.01 shall have two representatives on the Council.
C12.04.01 In addition to the duties and responsibilities provided in the Constitution, the Council shall:
a. Secure necessary staff other than the pastor(s), such as administrative assistant, business administrator, church musician, parish education director, parish secretary, parish worker or youth worker, intern, custodian, etc., and fix and review annually their salaries.
b. Review annually the salary of the pastor(s) and make adjustments from time to time within the limits of the total budget approved by the congregation.
c. Receive reports regularly from the Treasurer to ascertain that the expenditures are within the budget approved by the congregation.
d. Prepare a budget for submission to the congregation in November of each year.
e. Assure itself that the Treasurer and others who have access to the funds of the congregation are adequately bonded.
f. Appoint annually an Audit Committee.
g. Be responsible for the buildings and premises of the congregation. Should groups or individuals not associated with the congregation desire to use such property, application shall be made to the Council for its approval. Coordination of routine facility use by approved groups is delegated to the office staff.
h. Have authority between meetings of the congregation to choose delegates to any group or meeting in which the congregation is entitled to representation.
i. Exercise discipline in accordance with the provisions of this Constitution and its bylaws.
j. Publish yearly a list of all committees, boards, and officers.
k. Establish and appoint special and ad hoc committees as needed.
Chapter 13. CONGREGATION COMMITTEES
C13.01.01 The Executive Committee shall prepare an agenda for each meeting of the congregation and of the Council, and shall act on behalf of the Council for any urgent matters that arise between Council meetings.
C13.02.01 The Nominating Committee shall nominate at least one candidate for each position to be filled on the Council and shall secure the consent of each candidate. The Nominating Committee shall also nominate five or more candidates to serve on the Nominating Committee for the following year and shall secure the consent of each candidate. The pastor shall serve as convener and as an advisory member. The list of nominees shall be announced to the congregation in conjunction with the announcement of the date and time when the elections are to take place. Should a Council position be vacated during the year, the Nominating Committee shall nominate one or more candidates to fill that unexpired term. The Council shall fill any vacancy that occurs on the Nominating Committee.
C13.03.01 The Audit Committee shall audit the fiscal records of the congregation and report its findings in writing to the annual meeting.
C13.04.01 The Personnel Committee is chaired by the Vice President and consists of other members of the Executive Committee, the chair of the Stewardship and Finance Committee, and a representative from each standing committee responsible for one or more paid staff positions. The Personnel Committee develops personnel policies, ensures that there is a job description for each staff position, oversees a process for annual performance and salary reviews, and makes wage and salary recommendations to the Council.
C13.05.01 Any voting member is eligible to serve on a Call Committee, except current officers of the congregation. The Call Committee should, to the degree possible, reflect the diverse demographics of the congregation in terms of age, gender, and ethnicity. In order to guarantee at least gender balance, the congregation shall elect three men and three women to the Call Committee, but the Council may fill any vacancy that subsequently occurs. In order to broadly share this important role, no individual should serve on two consecutive Call Committees.
C13.05.02 The Call Committee shall elect from its own membership a chair and a secretary, and shall be guided by the process established by the Sierra Pacific Synod. With the support of the Council, the Call Committee shall have primary responsibility for developing a “congregational profile,” for communicating with the Office of the Bishop, for interviewing candidates, and for presenting to the congregation a recommendation to extend a call. The Call Committee shall keep the Council and congregation informed of its progress and shall coordinate with the Council prior to negotiating a compensation package.
C13.06.01 The main work of the congregation shall be planned and coordinated by the following standing committees:
a. Church in Society.
b. Education.
c. Evangelism and Fellowship.
d. Property Management.
e. Stewardship and Finance.
f. Worship and Music.
g. Youth.
C13.07.01 Each standing committee shall:
a. Elect from its own membership a chair and a secretary.
b. Conduct regular meetings, not less than once a month, at such time and place as the committee may determine.
c. Invite others to share in the ministry of the committee.
d. Report regularly to the Council on its activities and to the congregation at the annual meeting.
C13.07.02 Other duties specific to each standing committees shall be documented in continuing resolutions.
Chapter 14. ORGANIZATIONS WITHIN THE CONGREGATION
C14.01.01 The local unit of the Women of the Evangelical Lutheran Church in America (WELCA) is an organization, both of this congregation and of the synodical and churchwide women’s organizations. Its purpose is to help women grow in faith, affirm their gifts, support one another in their callings, engage in ministry and action, and promote healing and wholeness in the church, the society, and the world. The local WELCA unit is open to all women of the congregation and other women who subscribe to its purpose.
C14.01.02 The local WELCA unit elects its own leadership, determines its own program, and maintains its own fiscal resources. The WELCA president or her designee shall have seat and voice at Council meetings and shall give a report at the annual congregational meeting.
C13.07.A08 The Committee on Church in Society is composed of two elected representatives to the Council and other interested members of the congregation.
In addition to the common duties listed in section C13.07.01 of the bylaws, the Committee on Church and Society shall:
a. Think, plan, stimulate, coordinate, and supervise the ministry of social concerns in the congregation.
b. Attempt to discover unmet human needs, both within the congregation and throughout its neighborhood and larger community, and to devise ways of meeting those needs by involving Christians in the fulfillment of social concerns.
c. Help the members of the congregation understand the issues that concern the community, nation, and world and the bearing of Christian faith upon them.
d. Survey the needs of the congregation and community to see what social problems most call for action.
e. Take appropriate action upon the needs discovered and help other members of the church become involved in acting upon them, both as individuals and as the corporate community of faith.
f. Cooperate with other church and community agencies in their study, education, service, and action.
g. Stimulate and coordinate volunteer activity in the area of social services within both the congregation and the community.
h. Serve as the congregation’s link to synod and national committees on social service, research and social action, special ministries, and metropolitan ministry.
C13.07.B08 The Education Committee is composed of two elected representatives to the Council and other interested members of the congregation.
In addition to the common duties listed in section C13.07.01 of the bylaws, the Education Committee shall:
a. Develop and administer an effective teaching ministry that includes the training of teachers and leaders.
b. Provide opportunity for study of the Bible and the Christian faith by every member of the congregation.
c. Determine policy for the congregation’s teaching ministry, supervise and coordinate all teaching in the congregation.
d. Coordinate Sunday school for all ages, children’s church, the church library, cradle roll, Vacation Bible School and mid-week children’s ministry programs.
e. Seek to extend the congregation’s teaching ministry into members’ homes by assisting parents to fulfill their teaching responsibilities as family leaders.
f. Serve as the congregation’s link to synod and national committees on parish, college and seminary education.
C13.07.C08 The Committee on Evangelism and Fellowship is composed of two elected representatives to the Council and other interested members of the congregation. The committee is assisted by the pastor and other individuals who have been trained as Volunteers in Ministry.
In addition to the common duties listed in section C13.07.01 of the bylaws, the Committee on Evangelism and Fellowship shall:
a. Identify and recommend goals and objectives for the evangelism and fellowship ministries of the congregation.
b. Seek out the unsaved and unchurched in the community and design ways to challenge them so that they may come to a personal faith in Jesus Christ and enter the fellowship of the Church.
c. Work closely with the Education Committee regarding the children attending from unchurched homes, seeking to win the parents for the Lord and His Church.
d. Plan and coordinate news releases, neighborhood mailings, and other publicity regarding evangelism and worship activities.
e. Through Volunteers in Ministry, seek out inactive members of the congregation and encourage them to return to active participation and Christian fellowship in the life and work of the Church.
f. Seek to faithfully sustain and develop the spiritual life of all members in Christ, deepening and enriching the spirit of Christian fellowship, exercising meaningful participation within the mission of the Church, and seeking new commitments to Jesus Christ within all areas of life.
g. Minister the gospel of Jesus Christ to members who may be disabled or have special physical, emotional, psychological, mental, or spiritual needs.
h. Minister to members serving in the Armed Forces.
i. Seek to make witnessing and serving primary functions that flow out of the faith and worship life of the congregation, thus giving reality and relevance to our profession of faith in a living God.
j. Stir up the congregation’s attitudes, call for cooperation, and motivate the congregational structures toward consistent evangelism in all elements of the congregation’s life.
k. Set in motion the forces and programs which will cause the congregation as a whole, rather than merely the Committee itself, to fulfill the responsibilities of evangelism.
l. Serve as the congregation’s link to synod and national committees on evangelism.
m. Periodically evaluate the congregation’s overall evangelism program to seek and recommend better ways of ministering to the whole person.
n. Develop, plan, and coordinate fellowship activities within the congregation, such as Sunday coffee hour, the annual picnic, Lenten soup suppers, and other fellowship events.
C13.07.D08 The Committee on Property Management is composed of two elected representatives to the Council and other interested members of the congregation.
In addition to the common duties listed in section C13.07.01 of the bylaws, the Committee on Property Management shall:
a. Be responsible for the care, maintenance, repair, replacement, and improvement of all physical properties of the congregation.
b. Inspect all real property in full detail at least annually.
c. Develop and maintain an inventory of major equipment and furnishings, including estimates of replacement value for insurance purposes.
d. In coordination with the Stewardship and Finance Committee, review contracts for real property, property rentals, and equipment leases or acquisitions.
e. Arrange for the disposal of equipment and furnishings that are worn out or no longer needed.
f. Provide input for the annual congregational budget related to the operation, care, and maintenance of church facilities.
g. Call to the attention of the Council and/or congregation any large, necessary repairs or improvements to facilities.
h. Set policy for use and scheduling of the facilities by outside groups.
i. Oversee the role and work of a custodian.
j. Coordinate occasional volunteer workdays at the church.
k. Assist the Personnel Committee in recommending periodic adjustments to wages for the custodian and custodian assistants.
C13.07.E08 The Committee on Stewardship and Finance is composed of two elected representatives to the Council, the Treasurer, the Financial Secretary, the treasurer of the local WELCA unit, and other interested members of the congregation.
In addition to the common duties listed in section C13.07.01 of the bylaws, the Committee on Stewardship and Finance shall:
a. Help all members of the congregation to live more joyful and purposeful lives by acknowledging everything as a gift from God and by serving as good stewards of God’s good gifts.
b. Encourage members to share generously of their time, talents, and treasure for service in the church and for ministries beyond the congregation.
c. Develop and maintain an inventory of skills, experience, and interests of individual members in order to enlist as many members as possible in the work of the church.
d. Provide an annual opportunity for members to make a faith commitment of monetary support to the congregation.
e. Inform the congregation of ministry opportunities through the Sierra Pacific Synod and the ELCA national church body.
f. Prepare an annual congregational budget for presentation to the Council and to the congregational meeting.
g. Keep the Council and the congregation informed of the financial status of the congregation.
h. Adopt policies and procedures to ensure the financial integrity of all congregational resources.
i. Coordinate and oversee the counting and depositing of all offerings and other monies received. Teller duties may be delegated to current or former members of the Council, paid church staff, or others with the approval of the Council.
j. Establish and monitor a system for payment of all budgeted or authorized expenditures. This shall be accomplished by completion of a properly authorized check request form.
k. Ensure the prompt relaying of all benevolence gifts to the proper recipients.
l. Encourage memorial and legacy gifts to the mission of the congregation and ensure that the designated purposes of those gifts are honored.
m. Make recommendations to the Council concerning adequate insurance coverage for the congregation.
n. In coordination with the Committee on Property Management, review and when necessary negotiate contracts for real property, property rentals, and equipment leases or acquisitions, and recommend such agreements to the Council.
o. Assist the Personnel Committee in recommending periodic adjustments to salary and benefits for the pastor(s) and paid staff.
C13.07.F08 The Committee on Worship and Music is composed of two elected representatives to the Council, the pastor and music director as staff advisors, and other interested members of the congregation.
In addition to the common duties listed in section C13.07.01 of the bylaws, the Committee on Worship and Music shall:
a. Work with the pastor and music director to plan the music and liturgy for regular and special worship services.
b. Review possible new special services.
c. Consider, propose, and coordinate special music and worship events.
d. Propose music staff, such as organist and choir director.
e. Secure, train, and oversee ushers and acolytes.
f. Oversee staffing and operation of the nursery.
g. Schedule communion assistants and assistant ministers.
h. Be responsible for the Altar Guild and its activities.
C13.07.G08 The Youth Committee is composed of two elected representatives to the Council and other interested members of the congregation. Up to half of the total membership can be youth with full speaking and voting privileges in committee.
In addition to the common duties listed in section C13.07.01 of the bylaws, the Youth Committee shall:
a. Be the voice of the congregation’s concern for its ministry to youth as persons.
b. Promote, guide, and relate youth activities to the total parish.
c. Seek to involve the entire congregation, including specific lay leaders, in ministry to youth.
d. Encourage a broad, meaningful, vital Christ-centered ministry to, with, and through youth: one that includes personal faith fulfillment of the congregation’s mission statement.
e. Guide and assist youth in determining their spiritual gifts and the use of those gifts to the glory of God.
f. Assist youth in determining their life work under God, including consideration of specific fulltime service to others.
g. Identify and interpret the needs and aspirations of local youth.
h. Develop foresight, do long range planning, and make recommendations toward more meaningful and vital youth life, youth ministry, and youth service.
i. Serve as the congregation’s link to synod and national committees on youth.
Old bylaws include this provision under the title “Parish Records”. The other provisions within that part of the old bylaws are well covered within the Constitution or in Chapter 11 of these bylaws.
This gives the Vice President one concrete role that would otherwise probably fall to the President. See section C13.04.01 regarding these committees.
Old bylaws name this officer the Recording Secretary. Although these could potentially be separate functions performed by different persons, the Constitution recognizes only one Secretary.
This sentence is paraphrased from Part VIII of old bylaws. The term “standing committee” distinguishes these primary ministry committees having Council representation from the other committees named in Chapter 13 of the Constitution.
The Personnel Committee is primarily concerned with paid staff other than the pastor(s), whose welfare is the charge of the Staff Support Committee mentioned in our Constitution (and named the Mutual Ministry Committee in the current ELCA model constitution). The Executive Committee fulfills the functions of a Staff Support Committee.
This is a substantive innovation, which is permitted by Section C13.07 of the Constitution. By itemizing specific duties and responsibilities of each standing committee in the form of a continuing resolution, the Council will have the authority to amend those duties for any committee as the need arises. This will permit easier and more frequent future updates.
