Dear Church,
Your church board has asked me to share with you concerning their new role as leaders, which they will readily admit is taking some time and effort to adjust to as well.
Their PURPOSE and MISSION is the same, “To boldly proclaim the transforming love of Christ through acts of mercy, grace, and unconditional love.” They are ‘Disciples of Jesus empowered by the Holy Spirit living out His Word and set apart for Him’. Their vision is to ‘Reach, include, disciple, and send individuals and families into the community demonstrating and proclaiming the PURPOSE and the MISSION’. As Jesus told His disciples, which is still true today, “The harvest is plentiful but the workers are few. Ask the Lord of the harvest, therefore, to send out workers into his harvest field.” Matt 9:37-38.
What I would like to do is show you the assignment each of the board members has committed to so you can see the work they are doing, and hopefully recognize an opportunity for you to join them in their ministry tasks. I won’t be able to show you all nine (9) in this article but will in the weeks ahead. Thank you for taking the time to read over what they are attempting to accomplish and praying about joining with them in ministry.
PERSONNEL & POLICY TEAM – Purpose & Responsibilities
Purpose: To provide direction and decision-making for employee policies, compensation and benefits, legal compliance, performance management, recognition, and staff development for SFNAZ in cooperation with the senior pastor, and/or designee.
Board Member: Roger Long
Interim Administrator Team Partner: Wayne Kalbfleisch
SPECIFIC DUTIES:
- Professional staff are employed in accordance with the Manual of the Church of the Nazarene. Nominated by the Senior Pastor, approved by the District Superintendent, recommended by the Personnel team, and elected by the church board.
- Non-professional staff are nominated by the Senior Pastor, recommended by the Personnel team, and elected by the church board.
- Review employment in an annual informal meeting with the Personnel and Policies team for the purpose of affirmation and ongoing communication with church leadership.
- Starting salary and wages will be established by the Church board upon recommendation of the Senior Pastor and the Personnel team.
- Salaries and wages will be reviewed annually during budget preparation, and recommendations for the Church board’s approval will be submitted by the Personnel and Stewardship teams.
- Paid time off for new employees will be given credit for part-time or full-time comparable experience in other places of employment in the Church of the Nazarene. Credit for experience in secular employment will be considered by the Personnel team on a case-by-case basis.
- The Personnel team shall be notified of all professional development leave.
- Work in an advisory capacity with the Senior Pastor in understanding the personnel needs of the church.
- Give support and counsel in working out staff/employee/contractor/volunteer issues. The response should be in keeping with the best interests of the church and reflect concern for the health, welfare, and potential effectiveness for ministry of the staff member and his/her family.
- Study staff needs and recommend to the church board, in cooperation with the Senior Pastor, additional personnel needs as they develop.
- Oversee the fulfillment of staff positions in accordance with the church policies.
- Work out salary and benefit adjustments during the year, as needed, and recommend salaries and benefits to the Stewardship team for the coming year in ample time for budget preparation.
- Perform salary, benefit, and job responsibility reviews annually to assure adequate compensation ranges are established for staff and projected growth in income is projected for years of service and budget adjustments.
- Keep personnel policies current by approving changes in policies as necessary, and updating the policy manual as appropriate.
- In cooperation with the Senior Pastor, prepare and revise all job descriptions for personnel.
- Keep a record of all compensation agreements for staff and benefit options.
- Handle such matters as receptions for outgoing personnel, welcoming of new personnel, observation of work anniversaries, acknowledgment of birthdays, anniversaries, the birth of a child, educational accomplishments, ordination advancements, etc.
- Work with the Senior Pastor in establishing the annual performance review process for staff and oversee the completion and communication back to the board regarding such reviews as appropriate.
- Conduct informal periodic reviews (in between 5-year reviews conducted by District Superintendent) with Senior Pastor to gauge ministry fulfillment, calling to local church, advocacy needs, and address any concerns. The nature of these reviews should be of encouragement, support, problem-solving, and confidential, open communication from the senior pastor to the church board. If any areas of conflict or concern are to be addressed between the congregation and Senior Pastor, the District Superintendent should be consulted prior to review and invited into discussion for mediation and accountability.
- In collaboration with the Senior Pastor recommendations regarding professional development for office support staff (ex. training for bookkeeper or administrative assistant
- In collaboration with the Senior Pastor establish and regularly evaluate job descriptions of both Associate Pastors and Support Staff
- Coordinate regular Senior Pastor review with the District Superintendent. Initial review after two years of service, subsequent reviews every four years (per manual).
- Review and update church policies and procedures
- Bi-annual review (every two years) of the effectiveness of board structures
As you can see, it’s a big responsibility and one Roger and Wayne have embraced and made some significant changes and upgrades to. Allow me to share two more.
STEWARDSHIP (FINANCE) TEAM – Purpose & Responsibilities
Purpose: Oversee church-approved budget, review monthly financial reports, assist in the preparation of overall budget, and provide support and oversight to all church financial matters.
Board Members: Jana Shea and Dan Gunther
Interim Administrator Team Partner: Wayne Kalbfleisch
SPECIFIC DUTIES:
- Conduct monthly meetings with the Finance team to examine financial reports and recommend implementation of budget controls as needed.
- Present the monthly financial reports to the Senior Pastor and church board at board meetings.
- Review the results of the annual audit and oversee recommendation changes as appropriate.
- Review policies related to financial receipts and deposits, purchasing, accounting, etc.
- Recommend policy changes as needed and ensure that policies are implemented.
- Ensure proper checks and balances regarding accountability and procedures for cash management.
- Develop the annual church budget in conversation with pastoral staff based on ministry goals.
- Review the property and liability insurance coverage as needed with the Senior Pastor.
- Ensure church bills are paid in a timely manner.
- Oversee payment of Northwest District obligations using the “Funding the Mission” web application
- Assist bookkeeper and treasurer in overseeing and coordinating communication with outside payroll services
- Oversight and coordination of raising and distribution of tithes and offerings
- Tithes & offering regular reporting and messaging to the congregation
- Planned & Deferred Giving (Faith Promise, roof fund, special projects, life income gifts)
- Coordination and planning of capital campaigns
- The board Treasurer will automatically be a part of this team, whether an elected board member or if appointed by the board. Appointed treasurers would not have voting privileges on the church board.
FACILITIES TEAM – Purpose & Responsibilities
Purpose: Provide care and upkeep of church facilities and equipment. Mindfully consider the health and safety of all who use our facility, with an intentional awareness of first impressions for visitors and guests.
Board Members: Dwight Hille and Lance Marquardt
Interim Administrator Team Partner: Wayne Kalbfleisch
SPECIFIC DUTIES:
- Inspect the buildings, grounds, church furniture, and equipment to keep them in good condition, clean, and neat. (Including all mechanical, electrical, and plumbing systems involved in the operation of the property)
- Communicate with the church staff regarding annual inspections, cleanings, and general maintenance (including but not limited to the fire alarm, security system, window cleaning, etc.)
- Conduct a physical inventory and evaluation of all furniture and equipment in a form adequate to support an insurance claim in the event of a disaster.
- Work with staff, volunteers, and contractors to ensure that repairs are made at a reasonable price, keeping in mind quality workmanship and materials.
- Maintain policies related to the off-site use of furniture, fixtures, and equipment.
- Monitor building, including roof, parking lot, and grounds. Report to the Finance team any damage for insurance purposes.
- Recommend labor-saving devices that increase efficiency and save money.
- Develop a plan to accomplish the upkeep of church property and building maintenance. Provide long-term projections and cost analysis for major building/ground renovation/repairs.
- Recommend policies and policy changes regarding the building, property, and grounds.
- Oversee grounds maintenance and volunteer needs.
- Review policies concerning the use of buildings and grounds by organizations and other groups for activities not related to our church programs.
- Review annual budget preparation related to church facilities in partnership with the Finance Team.
- Produce monthly reports to the Board at board meetings
- Transportation & Vehicles – coordinate church-owned vehicle maintenance, evaluate future vehicle needs and develop and review vehicle usage policy.
- Work with the Finance Team to oversee the purchase of future vehicles.
- SFNTOS Theater Organ Society Relationship
- Maintain and update facility wish list
- Review signage annually evaluating the effectiveness for new visitors to the facility (aka wayfinding)
- IT/Technical support
Thank you for taking the time to read through the roles and responsibilities. Even if you didn’t see how you could possibly assist them, hopefully, you now have a better idea of how to pray for them and their respective teams. Thank you for your continual support and encouragement. May the Lord continue to bless His church.
Pastor John