Church Officers, Program Organizational Leaders, and Standing Committees Handbook

For just as we have many members in one body and all the members do not have the same function, so we, who are many, are one body in Christ, and individually members one of another. Since we have gifts that differ according to the grace given to us, each of us is to exercise them accordingly… (Romans 12:4-6, NASB)

INTRODUCTION

As a member of FBC Nettleton, you are part of a body of believers who are organized for the fulfillment of the Great Commission: to make disciples of all people by going, baptizing, and teaching. Membership in the church is not about being served, having privileges, and demanding rights. Rather, it is about serving one another, taking personal responsibility, and giving sacrificially of our time, talents, and treasures.

There are some basic commitments each committee member should make:

  • Personal spiritual growth.
  • Weekly attendance in worship & Sunday School.
  • Giving a tithe of your income.
  • Using your spiritual gifts, talents, abilities, and skills in ministry.
  • Sharing the gospel with the lost.

COMMITTEE PURPOSE AND PRACTICES

Being elected as a committee member at FBC serves two purposes:

  • It makes sure our church’s mission is carried out effectively.
  • It provides an opportunity for personal and spiritual growth. You give of your time, energy and effort. In return, you will come to better understand the mission of the church, grow spiritually, learn new skills, and be encouraged by the knowledge you are making a positive difference.

Expectations

There are certain expectations that are placed on your as an elected committee member:

  • Support the mission and staff of the church.
  • Being on0time to & participate in meetings.
  • Regular weekly attendance in worship & Bible study.
  • Tithing.
  • Being prepared and responsible to fulfill your assigned tasks.

Your attitude and example are critical as a committee member. You will have opportunities to promote harmony by sharing positive news, correcting misinformation, resolving conflict, encouraging discussion, and displaying a positive attitude and gracious spirit toward staff, office personnel, and fellowship church members.

Meetings

Committee members should be familiar with how to run meetings. Meetings should begin on time and end on time. It is always best to begin with a brief devotion and/or Scripture reading and prayer. Every meeting should have a purpose and agenda. Every member should respect one another and express their opinions honestly and concisely. Personal attacks should never be tolerated. Value each person’s contribution. Encourage creative problem-solving. Always keep written minutes of the meeting and any decisions/recommendations that are made. A permanent copy should be kept by the committee and another copy turned into the church office. Each committee should meet at least quarterly. A committee must have a quorum (more than half the committee) to conduct business. Every meeting should be run in a Christlike, prayerful way!

Communication

Committee member should practice effective communication. The goal is to send the right message to the right people at the right time and place in the right media to be heard, understood, and acted upon.

  • No activity or event should be scheduled and/or promoted without first checking with the church office.
  • Minutes of meetings should be turned into the church office after each meeting.
  • The pastor, staff, and other affected groups should be “kept in the loop” concerning committee business. The pastor serves as ex officio member of each committee. No committee decision should be a surprise to the staff.
  • Any committee recommendation to be voted on should be presented in a quarterly business or a specially called business meeting for that purpose.

WHY CHURCH COMMITTEES?

Church committees help the church be a good steward of its challenges and resources. Committees handle details that keep ministries from becoming disorganized and chaotic. Churches delegate responsibilities to committees for several reasons.

  1. Committees help streamline church business by keeping time expended to a minimum. Imagine the entire church having to decide every detail of building maintenance. This is called a “committee of the whole” and it is very time-consuming, ineffective, and a cumbersome structure.
  2. Committees help the church effectively utilize membership expertise and talent. Every member brings to the church interests and skills which can be used to facilitate the mission and ministries of the church.
  3. Committees help members to mature in ministry and leadership skills and attitudes. Members working together in the service of a common purpose and vision will naturally mature in faith. Committees provide and excellent opportunity to focus and practice on healthy group dynamics and relationships.
  4. Committees allow the church to do administrative work more effectively.
  5. Committees help the church tackle concerns that emerge periodically. New technology is one example. Personnel issues are another. Committees can do review, research, monitoring, and decision-making more easily than an entire congregation.
  6. Committees provide a healing ministry. Committees can help defuse tensions and emotions in difficult situations. In a small-group setting, potential divisive issues are discussed more easily and with less tension and emotion. Committees are a forum for resolving problems.
  7. Committees help the church stay in focus. If every person in the church tried to know about every aspect of the church life in detail, we would spend all of our time on things that are not primary things. Committees free us by working on the details of one area or ministry and allowing us to do ministry and keep our focus on Jesus and what He wants to do in and through he of us.

COMMITTEE MEMBER/CHAIR RESPONSIBILITIES

Member Responsibilities

  1. Know the purpose, duties, and members of the committee.
  2. Be present and on time for meetings.
  3. Participate in discussions honestly and respectfully.
  4. Contribute to the planning and achievement of activities/projects.
  5. Complete assignments as agreed upon.
  6. Keep the committee chair informed about progress on assignment; report at committee meetings.

Chair Responsibilities

  1. Know the purpose, duties, and members of the committee.
  2. Lead the committee to request and administer budget line-item(s).
  3. Plan the agenda of committee meetings.
  4. Lead meetings.
    • Each meeting should have a purpose.
    • Each meeting should have an agenda.
    • Each meeting needs resources.
    • Each meeting needs to be followed-up.
    • Each meeting needs to be reported.
  5. Supervise the work of the committee secretary.
  6. Assign responsibilities to committee members for follow-through actions.
  7. Lead the committee to:
    • Set goals & schedule activities & projects.
    • Develop a plan of action & determine resources needed.
    • Complete goals and projects.
  8. Report committee actions/recommendations to the staff and business meetings.
  9. Collaborate with church staff, officers, office personnel, deacons, church council, and other committees as necessary.

 FBC COMMITTEE POLICIES & PROCEDURES SUMMARY

  • FBC has both standing and special committees. Standing committees rotate membership. Special committees do not rotate membership and are assigned a specific task and/or ministry.
  • The Nominating Committee beginning in May will select members for committees, officers, and teachers. This will be reported to the church during the July quarterly business meeting, and voted on the following Sunday morning.
  • No husband and wife may serve on the same committee with the following exceptions: Children’s Committee, Youth Committee, Host & Hostess, and Greeters.
  • All standing committees will have multiples of 3 for membership (3, 6, 9) with each member serving a 3-year term and one-third rotating off each year. Terms begin in September and end in August.
  • The committee’s task must be approved by the church and listed on the committee job description.
  • Committees serve at the pleasure and under the authority of the congregation.
  • Each committee should meet during September to review its job description, elect a chairperson, schedule future meetings (at least one per quarter), and set goals. This information is to be reported to the church office.
  • A committee member must inform the chair is he/she will miss a meeting.
  • Any expenditure over $100, other than fixed expenditures, should be cleared with the Budget & Finance Committee, then, if needed, approved by the church during a regular business meeting or a specially called business meeting for that purpose.
  • Committees with Church Budget line-items must submit an annual request to the Budget & Finance Committee.
  • The committee chair is expected to bring a report and/or recommendation to the church at the quarterly business meetings.

COMMITTEES

All committees shall be recommended by the Nominating Committee and elected by the church. All committee members must be members of First Baptist Church of Nettleton, MS. No member of the church is eligible to hold more than 2 elective offices or serve on more than 2 committees. All committees will serve on a rotation system of three years each with one-third rotating off each year, with the exception of “Open” committees who do not rotate. The following committees shall be elected:

Activities Committee

This committee shall be composed of at least three members and church hostesses. It shall seek to serve the entire church in seeing that all recreational activities are well planned and that they contribute to the ultimate objectives of the church. Plan an annual budget and present it to the Budget and Finance Committee.

Audio, Visual, and Computer Tech Committee

This is an open committee which functions to operate sound and light equipment during church services and programs, record church services and programs, report repair or purchasing needs, plan annual budget and present it to the Budget and Finance Committee, and work with library on visual aids.

Baptismal Committee

This committee shall be composed of at least six members: three men and three women. It is the responsibility of this committee to see that baptismal robes are in good condition; to see that the baptistery is properly filled; to set out robes, towel, etc. for candidates; to meet candidates at the appointed time and show them to the dressing rooms; to assist the Pastor in designing proper order when there are a number of people to be baptized; to assist candidates from the baptistery to the dressing rooms; to assist candidates in dressing, remaining until all have left the dressing room. A male member should help any male candidate and a female member should help any female candidate. A male member should be designated to help the Pastor both before and after the ordinance so that a minimum of time is needed for his dressing.

 Budget & Finance Committee

This committee shall be composed of three members with the Church Treasurer and Assistant Church Treasurer serving as ex officio members. This committee shall prepare and recommend the annual budget. It shall be presented at a regular business meeting and made available to church membership prior to the beginning of each fiscal year and at least one week prior to being voted on. This committee shall exercise budget control of the church finances and shall meet at least quarterly for review of the budget against actual income and expenses. This committee shall advise organization heads, committee chairpersons, and church staff of expenditures under their jurisdiction which vary considerably from budget items. The committee shall consider financial needs not in the budget and make recommendations for the church to okay them.

 Bus & Van Committee

This committee shall be composed of three members. It is the responsibility of this committee to be sure van and bus are in proper condition for use; keep key and give to designated driver; keep records of trips and mileage; keep schedule of van and bus use; and plan annual budget and present it to the Budget and Finance Committee.

 Children’s Committee

This is a committee composed of three members, which functions to: Be responsible for coordinating activities for the Children’s Ministry; plan educational and recreational activities for children; present calendar ideas to the Church Council for inclusion on the Church Calendar; promote spiritual and numerical growth of the Children’s Ministry; plan annual budget and present it to the Budget and Finance Committee; administer the Children’s Ministry line item in the church budget with input from the Pastor and/or Children’s Minister; serve as a planning and support team for the Children’s Minister.

 Church Property & Grounds Committee

This committee shall be composed of six members with the responsibilities of assisting the church in matters related to all property, grounds, and space. Its work includes such areas as maintaining all properties for ready use, recommending the use of properties, recommending employment of maintenance personnel and assigning responsibility to the appropriate person for supervision. This committee shall meet quarterly and inspect the physical properties and make recommendations to the church on repairs and purchases. The committee shall also plan an annual budget and present it to the Budget and Finance Committee.

 Constitution & By-Laws Committee

This committee shall be composed of three members with the responsibility to review the constitution and by-laws every three years or as needed for updating; present any changes to the church for action by the congregation.

 Decoration & Flower Committee

This is an open committee with the responsibility of securing, arranging, and disposing of floral arrangements for church services; securing a floral arrangement for the funeral of a deceased member; decorating for special events; it shall also plan an annual budget and present it to the Budget and Finance Committee.

 Hostess Committee

This is an open committee with the responsibility of formulating and recommending to the church, policies for the kitchen; for supervising all church banquets, dinners, and fellowships unless otherwise determined; seeing that the kitchen is adequately supplied at all times.

 Insurance Committee

This committee shall be composed of three members with the responsibility of checking, at least annually, the total values of all church properties and provide the proper insurance coverage at the best price; make necessary inspections of all properties; to inform the church of all conditions that may need attention to make risk favorable from an insurance standpoint; determine that the church is protected with comprehensive public liability, burglary and safe insurance, bonds and any and all forms of insurance that may be deemed necessary at all times; to plan an annual budget and present it to the Budget and Finance Committee.

 Lord’s Supper Committee

This is an open committee with the responsibility of preparing the elements and equipment for the observance of the Lord’s Supper and for the care of the utensils and cloths.

Music Committee

This is an open committee with the responsibilities of assisting the Worship Pastor in developing the music program of the church, working with him on plans, procedures, and programs; assist in providing pianists and choristers when and where necessary; determine need for, and procurement and maintenance of musical instruments; to plan an annual budget and present it to the Budget and Finance Committee.

Nominating Committee

The Nominating Committee shall consist of six members. The committee shall have the responsibility through the year of nominating to the church persons to serve in the various capacities, vacated from time to time by removal, death, expiration of term of office, or failure to function. The Nominating Committee shall contact each person before placing their name on a position. They shall seek to follow the leadership of the Lord in selecting persons for all the positions needed. They shall impress upon those persons the need for willingness and commitment to serve the Lord before accepting the position. At the July (2nd Quarter) business meeting the Nominating Committee shall recommend the list of church officers, teachers, and committee replacements for the coming year. The reports of the Nominating Committee shall be suggestive only, and any member of the church will have the privilege of nominating from the floor.

Personnel Committee

This committee shall be composed of 5 members: 1) Chairman of Deacons, 2) Church Treasurer, 3) Church Member, 4) Church Member, 5) Church Member.

The term for the church members shall be for 3 years, with one church member rotating off each year. The three church members on the Personnel Committee shall be nominated by the Nominating Committee and approved by church vote.

This committee shall have the responsibilities of recruiting, interviewing, and recommending to the church the personnel for all employed positions of the church other than the pastor and ministerial staff. No employee nor member of his family may serve on this committee. As the church authorizes additional salaried personnel, this committee shall have the responsibility of recommending the personnel to fill these authorized positions. Job descriptions shall be prepared prior to hiring of personnel. The committee shall be familiar with the function and work of all personnel including the pastor. The committee shall recommend proposed salaries of ministerial and non-ministerial personnel. It shall also study and make recommendations where needed on such items as hospitalization, insurance, retirement plans, vacations, and holidays for employed personnel. This committee shall be responsible for providing and maintaining job descriptions for all personal within the “Ministerial and Non-Ministerial Handbook.”

Search Committee

    1. Pastor Search Committee. Pastor Search Committee will be an “as needed” committee. This committee will be made up of 7 members. These committee members must be church members, elected by the church in the following manner: Church members will be asked to list 7 nominations for this committee on a secret ballot, during a Sunday morning service. These nominations will be tallied and the top 7 persons receiving nominations will make up the committee. If one of the top 7 persons wishes not to serve, the next person in line will be asked serve. (This election process follows the deacon election process.)
    2. Other Church Staff Search Committee. Search Committees for other church staff will be the same as Pastor Search Committee with the exception of this committee will have 5 members. The election process will be the same as the election process for the Pastor Search Committee.

Security Team Committee

This committee shall be composed of three members with the responsibility of recruiting members to serve as members of the security team to ensure that the congregation feels safe and secure during all services; make recommendations to the church on safety protocols and procedures; make sure the security team members undergo yearly firearms qualifying; provide training opportunities for security team members; also be responsible for the “Security Team Handbook.”

Ushers/Greeters Committee

This committee shall be composed of 3 members with the responsibility of instructing and assigning ushers and greeters for all services; to check to see if offering plates and other needed aids are in order.

It will be the responsibility of Ushers to take up the offering during all services.

It will be the responsibility of Greeters to:

  • Greet people and provide each person with an order of worship.
  • Seat people according to their wishes or as seats are available.
  • Take care of reserved sections for special guests.
  • Give directions and answer questions as needed.
  • Greet people at the close of the service. Introduce visitors to leaders and to members nearby.

Youth Committee

This committee shall be composed of three members with the responsibility to work with the Youth Pastor on the coordination of activities for the youth; work with, support, encourage, advise, and help Youth Pastor; meet monthly to discuss and plan activities and events pertaining to spiritual and numerical growth of the Youth Ministry; plan annual budget and present it to the Budget and Finance Committee; administer the Youth Ministry line item in the church budget with input from the Youth Pastor.

COORDINATORS/DIRECTORS

All Coordinators and Directors shall be recommended by the Nominating Committee and elected by the church. All Coordinators and Directors must be members of First Baptist Church (Nettleton, MS). No member of the church is eligible to hold more than 2 Coordinator or Director offices. All Coordinators and Directors will serve on a yearly basis.

The following Coordinators and Directors shall be elected:

Associational Executive Member

This person shall represent the church at the Associational Executive Committee meetings, and are to keep the church informed on work of the Association pertaining to the church.

 Bereavement Meal Coordinator

This person, when notified of a death in the church family, will access ministry needs; notify members of the need for food to be provided at the deceased’s home or the Fellowship Building; enlist volunteers to help deliver food or serve food.

Children’s Church Coordinator

This person will select materials to be used in teaching the children, with the approval of the Pastor, and supply volunteers with those materials. They will also enlist volunteers to help teach Children’s Church every week and develop a schedule for volunteers to be submitted to the placed in the weekly bulletin.

 Multimedia Coordinator

This person will provide the church with a list of persons needing multimedia recording of church services and deliver them to those on the list provided to the church.

Men’s Ministry (Brotherhood) Coordinator

This person will be responsible for planning and coordinating Bible studies, events, trips, fellowships, and meals pertaining to the spiritual growth of the men of the church.

Nursery Director

This person shall have charge of the church nursery, provide for nursery workers during the worship and prayer services, revivals, and special services. Nursery workers shall be a minimum of 18 years old. They shall coordinate the policy of the nursery during all services and determine its use. They shall also make recommendations to the church on needed equipment and supplies.

 Senior Adult Coordinator

This person will be responsible for planning and coordinating Bible studies, events, trips, fellowships, and meals pertaining to the spiritual growth of the senior adults of the church.

 Sunday School Director

The Sunday School director serves as the general administrative leader of First Baptist Church Sunday School. This person is responsible for coordinating the work of all Sunday School classes, departments, and other Bible study groups toward the overarching objective of the Sunday School.

Sunday School Secretary

The Sunday School Secretary processes weekly attendance records from all classes–seeks to include every latecomer; works with classes to maintain accurate and up to date master file member and prospect contact information;

transfers, adds, and removes persons from class enrollment according to church policy; works with classes to order, secure, and distribute needed/requested curriculum, resources, and supplies; prepares monthly (and annual) reports about attendance to be reported to the church during regular business meetings.

 Vacation Bible School Director

This person shall work with the pastor in the selection of the materials to be used and choosing a date for VBS to be held. They shall also enlist volunteers as need and exercise use of the VBS line item in the Church Budget. They shall plan annual budget and present it to the Budget and Finance Committee

 Women’s Ministry (WMU) Coordinator

This person will be responsible for planning and coordinating Bible studies, events, trips, fellowships, and meals pertaining to the spiritual growth of the women of the church

 EDUCATIONAL MINISTRIES

First Kids

First Kids ministry is for the kids of the church, where they learn about the Bible and how to apply its truth to their lives, engage in missions and activities, all while growing to be more like Jesus.

Library

The library will serve as a resource center to church members.

Men’s Ministry (Brotherhood)

The Men’s Ministry (Brotherhood) is an ministry for the men of the church, whereby they engage in mission actions, fellowship, prayer, Bible study, and the ongoing task of discipling the next generation of men within the church.

Music Ministry

The purpose of the Music Ministry is to share the gospel of Jesus Christ through song, encourage believers in their walk with Christ, lead the congregation in worship and provide an avenue through which individuals may share their gift and be an integral part of the worship.

Sunday School

The purpose of Sunday School is to engage people in discipleship by building relationships in a faith-based community for learning and teaching God’s word, the Bible; in order to develop a belief in Jesus Christ that can be applied to daily life. This is done through age appropriate classes:

  • Pre-school: Our pre-school is a supporting ministry of our church body in offering care for children from birth through kindergarten.
  • Elementary (Grades 1-6): Our goal is to teach the message of Jesus in ways that a child can understand and to assist parents in furthering their child’s exposure to Bible teaching that is relevant to them.
  • Youth (Grades 7-12): Sunday morning provides a group time for Bible lessons and discussion applicable to their daily life.
  • Adults: Sunday School classes are a great way to get to know other people and to be challenged to learn more about issues that matter to our everyday lives from a Godly perspective. Classes for couples as well as separate classes for men and women are available.

 Vacation Bible School

Vacation Bible School is a ministry designed to reach children of the church and community with the gospel. Through this yearly event (normally one week during the summer) kids learn about the love Jesus has for them through Bible study, games, worship, and missions.

 Women’s Ministry (WMU)

The Women’s Ministry (WMU) is a ministry for the women of the church, whereby they engage in mission actions, fellowship, prayer, Bible study, and the ongoing task of discipling the next generation of women within the church.

 Vertical Youth

Vertical Youth is a ministry for the students (7th-12th Grades) of the church, where they learn about the Bible, grow in Christ, and grow in community with one another. Through Vertical Youth they learn to engage the culture around them through sharing the gospel, going on missions, and living a Christ-like life before their peers.