Fellowship Presbyterian Church Policy and Procedure Guide for Sexual Misconduct

Fellowship Presbyterian Church

Manual of Administrative Operations: Policies, Procedures, and Organization By-Laws 2015

February 7, 2015

Fellowship Presbyterian Church Manual of Administrative Operations: Policies, Procedures, and Organization By-Laws Approved by Session January 22, 2015 with an additional change February 7, 2015

Published November 17, 2011 Revised June 27, 2013 Revised February 7, 2015

Fellowship Presbyterian Church Manual of Administrative Operations: Policies, Procedures, and Organization By-Laws Approved by Session January 22, 2015 with an additional change February 7, 2015

Table of Contents

Section 1 Session Session ...... 7 Officers Duties and Responsibilities ...... 8 Ruling Elders Defined...... 8 Session Self Governance Policy ...... 9 Ministry Team Chairperson(s) ...... 9 Trustees’ Duties and Responsibilities ...... 10 Deacons’ Duties and Responsibilities ...... 11 Five Practices of a Fruitful Congregation ...... 12 Officer Nomination Team Guidelines ...... 13 Receiving New Members ...... 15 New Member Information Form ...... 16 Sexual Misconduct Policy ...... 17 Inclement Weather Plan ...... 39

Section II Administration Ministry Team

Human Resources Policies and Procedures ...... 42 Hiring Policies ...... 44 Employment Questionnaire ...... 48 Confidential Employment Reference ...... 51 Contract Agreement with Fellowship Presbyterian Church ...... 52 Job Descriptions ...... 53 Employee Performance Review and Forms ...... 78 Office Operations ...... 83 General Office Operation Policies ...... 84 Office Hours...... 84 Copier/Printer Use ...... 84 Computer Use ...... 84 Office Supplies ...... 84 Church Office Staff ...... 84 Calendar Requests ...... 85 Staff and Ministry Mailboxes ...... 85 Bulletins and Special Programs ...... 85 Technology Policy ...... 86 Responsibilities of the Technology Ministry Team ...... 87 Technology Usage Policy ...... 87 Technology Guidelines ...... 88 Web Page ...... 89

Fellowship Presbyterian Church Manual of Administrative Operations: Policies, Procedures, and Organization By-Laws Approved by Session January 22, 2015 with an additional change February 7, 2015

Table of Contents Media Release Form ...... 90 Website Input/Change Request Form ...... 91 Facilities Policy ...... 92 Facilities Use Policy ...... 93 Church Usage Request Form ...... 98 Church Wedding Policies ...... 99 Application for a Church Wedding ...... 103 Wedding Facilities Request ...... 104 Wedding Coordinator Procedures ...... 106 Use of the Dorothy B. Johnson Fellowship Hall ...... 107 Pavilion Use Policy ...... 108 Pavilion Use Agreement ...... 109

Section III Christian Education Ministry Team Discipleship Training ...... 110 Guidelines for Children and Youth ...... 112 Senior High Youth Group ...... 114 Senior High Youth Group By-laws ...... 115 Process for Approval of Youth Outings and Activities ...... 118 Authorization Application for Youth Outings and Activities ...... 119 Youth Activity Permission ...... 121 Presbyterian Women Constitution and By-laws ...... 123 Presbyterian Men Constitution and By-laws ...... 132

Section IV Earth Care Ministry Team

Earth Care Policy and Procedures ...... 138

Section V Evangelism Team Duties and Responsibilities ...... 145 Discipleship Outreach Bus Ministry Guidelines ...... 146 Outreach Bus Ministry Agreement for Team Members ...... 151 Promoting the Outreach Bus Ministry ...... 152 Information on Bus Riders ...... 153 Attendance Record ...... 154 Outreach Ministry Safety Procedures ...... 156 Bus Rider’s Permission Form ...... 160 Incident/Accident Report Form ...... 151

Fellowship Presbyterian Church Manual of Administrative Operations: Policies, Procedures, and Organization By-Laws Approved by Session January 22, 2015 with an additional change February 7, 2015

Section VI Property and Maintenance Ministry Team Responsibilities ...... 164 Bus Usage Policy and Procedures ...... 166 Bus Operation ...... 167 Passenger Conduct ...... 167 Driver Qualifications … ...... 168 Bus Trip Request Form ...... 170 Bus Driver Application Form ...... 171 Bus Trip Log ...... 172 Church Vehicle Safety Rules ...... 173 Section VII

Stewardship and Finance Ministry Team

Stewardship and Finance Ministry Team ...... 175 Accountability for Reporting of Church Contributions ...... 176 Policy and Procedures ...... 177 Criteria for Donations ...... 179 Voucher Form Guidance ...... 180 Payment Voucher ...... 181 Annual Budget Request Guidance ...... 182 Stewardship and Finance Annual Budget Request Form ...... 183 Reevis Beecher Hill Benevolent Fund ...... 187 Reevis Beecher Hill Confidential Benevolent Request Form ...... 190 Information on Financial Reviews ...... 191

Section VIII Witness and Service Ministry Team Tablecloth Policy ...... 193 Kitchen Policies ...... 194 Church Courtesy Guidelines ...... 195 Funeral Policy and Planning Guide ...... 197 Emergency and Disaster Response Policy ...... 208 Safety Inspection Checklist ...... 216

Fellowship Presbyterian Church Manual of Administrative Operations: Policies, Procedures, and Organization By-Laws Approved by Session January 22, 2015 with an additional change February 7, 2015

Section IX Worship Ministry Team Worship Service ...... 223 Ministry Specific Information ...... 223 Pulpit Supply ...... 224 Liturgists ...... 225 Acolytes ...... 226 Bulletins / Programs ...... 227 Guidelines for Preparation of Sunday Bulletin ...... 228 Altar Flowers ...... 229 Church Seasons and Special Events ...... 230 Sacraments ...... 230 Music Ministry ...... 230 Children’s Church Policy ...... 234 Usher Board By-laws ...... 245 Worship Ministry Team Information Form ...... 249 Worship Service/Event/Workshop...... 250

Fellowship Presbyterian Church Manual of Administrative Operations: Policies, Procedures, and Organization By-Laws Approved by Session January 22, 2015 with an additional change February 7, 2015

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Fellowship Presbyterian Church Manual of Administrative Operations: Policies, Procedures, and Organization By-Laws Approved by Session January 22, 2015 with an additional change February 7, 2015

Section I

SESSION

Fellowship Presbyterian Church Manual of Administrative Operations: Policies, Procedures, and Organization By-Laws Approved by Session January 22, 2015 with an additional change February 7, 2015

OFFICERS OF FELLOWSHIP PRESBYTERIAN CHURCH DUTIES AND RESPONSIBILITIES

I. SESSION

The session is responsible for governing the congregation and guiding its witness to the sovereign activity of God in the world, so that the congregation is and becomes a community of faith, hope, love and witness in according with (IAW) Book of Order (BOO) G-3.02 – G-3.0205.

Session shall:

A. Provide that the Word of God may be truly preached and heard (IAW) BOO G- 3.0201a and W-1.4004

B. Provide that the sacraments may be rightly administered and received (IAW) BOO G-3.0201b.

C. Nurture the covenant community of disciples of Christ (IAW) BOO G-3.0201c.

D. Maintain a regular and continuing relationship to higher councils (presbytery, synod, and general assembly) by

(1) Electing a ruling elder as commissioner to the presbytery

(2) Nominating members for ministry team assignments on higher councils

E. Meet monthly to conduct the business of the church and participate in special called meetings

II. RULING ELDERS DEFINED

As there were in Old Testament times elders for the government of the people, so the New Testament church provided persons with particular gifts to share in discernment of God’s Spirit and governance of God’s people. Accordingly, congregations should elect persons of wisdom and maturity of faith, having demonstrated skills in leadership and being compassionate in spirit. Ruling elders are so named not because they “lord it over” the congregation (Matt. 20:25), but because they are chosen by the congregation to discern and measure its fidelity to the Word of God, and to strengthen and nurture its faith and life. Ruling elders, together with teaching elders, exercise leadership, government, spiritual discernment, and discipline and have responsibilities for the life of a congregation as well as the whole church, including ecumenical relationships. When elected by the congregation, they shall serve faithfully as members of the session. When elected as commissioners to higher councils, ruling elders participate and vote with the same authority as teaching elders, and they are eligible for any office. BOO G-2.0301

Fellowship Presbyterian Church Manual of Administrative Operations: Policies, Procedures, and Organization By-Laws Approved by Session January 22, 2015 with an additional change February 7, 2015

Elders shall:

A. Serve as convener and have oversight of assigned ministry team(s)

B. Serve as liturgist for Sunday worship

C. Establish and nurture an undershepherd ministry. The pastor shall serve as undershepherd to the active ruling elders and their families.

D. Attend session meeting in accordance with the bylaws and commitment to serve as an active elder.

E. Approve vouchers for financial reimbursement

III. SESSION SELF-GOVERNANCE POLICYs

The session will govern with an emphasis on (a) collectively discerning and doing the will of God, (b) strategic vision more than congregational maintenance, (c) strategic leadership more than administrative detail, (d) being purpose driven, (e) the future rather than past or present, and (f) proactivity rather than reactivity. The session will:

A. Deliberate in many voices, but govern in one.

B. Cultivate a team spirit and a sense of group responsibility.

C. Empower and equip the congregation to join God in God’s work in the congregation and in the world. The session’s major focus will be on the intended long term impacts and results outside the congregation that God wants to achieve in the world.

D. Enforce upon itself whatever discipline is needed to govern with excellence and obedience to the will of God. Continual board development will include orientation of new members in the session’s governing process and periodic training for process improvement. The session will allow no officer, individual, or Ministry Team of the session to hinder or be an excuse for not fulfilling its commitments.

IV. MINISTRY TEAM CHAIRPERSON(S)

Session may appoint laypersons to serve as chairperson of ministry teams/organizations to assist ruling elders in performing their duties and maintaining continuity in programs as ruling elders rotate off session. Appointments shall be for two years.

Fellowship Presbyterian Church Manual of Administrative Operations: Policies, Procedures, and Organization By-Laws Approved by Session January 22, 2015 with an additional change February 7, 2015

Ministry Team chairperson(s) may:

A. Convene ministry team meetings in the absence of the convener or with the knowledge of the convener

B. Assist with the agenda and minutes of ministry team meetings

C. Track ALL ministry team approved actions until completion

D. Assist with executing approved programs

E. Attend session meetings to provide ministry team reports upon request of convener

F. Monitor the ministry team’s budget

G. Perform duties as requested by the convener or session

V. TRUSTEES

Trustees act in accordance with G-4.01 ( BOO).They shall have the following power: to receive, hold, encumber, manage, and transfer property, real or personal, for the congregation, provided that in buying, selling, and mortgaging real property, the trustees shall act only after the approval of the congregation, granted in a duly constituted meeting; to accept and execute deeds of title to such property; to hold and defend title to such property; to manage any permanent special funds for the furtherance of the purposes of the congregation, all subject to the authority of the session and under the provisions of the Constitution of the Presbyterian Church (USA). The powers and duties of the trustees shall not infringe upon the powers and duties of the session or the board of deacons.

Trustees shall:

A. Be responsible for annual review and negotiation of appropriate insurance coverage for church property

B. Sign, along with the clerk of session, for a safety deposit box

Fellowship Presbyterian Church Manual of Administrative Operations: Policies, Procedures, and Organization By-Laws Approved by Session January 22, 2015 with an additional change February 7, 2015

VI. DEACONS

Deacons act in accordance with G-2.02 -The Ministry of Compassion and Service

Deacon Defined

The ministry of deacon as set forth in scriptures is one of compassion, witness, and service, sharing in the redeeming love of Jesus Christ for the poor, the hungry, the sick, the lost, the friendless, the oppressed, those burdened by unjust policies or structures, or anyone in distress. Persons of spiritual character, honest repute, exemplary lives, brotherly and sisterly love, sincere compassion, and sound judgment should be chosen for this ministry.

A deacon’s ministry is of compassion and service.

Deacons shall:

A. Administer the Reevis Beecher Hill Benevolent Fund

B. Maintain a deacon’s undershepherd list

C. Visit with members upon request to ascertain their needs. When deemed necessary, and with the member’s permission, communicate needs to the pastor.

D. Distribute altar flowers to the sick upon request

E. Attend scheduled quarterly (third Sunday in Jan., Apr., Jul, and Oct.) and called meetings of the Board.

Fellowship Presbyterian Church Manual of Administrative Operations: Policies, Procedures, and Organization By-Laws Approved by Session January 22, 2015 with an additional change February 7, 2015

FIVE PRACTICE OF A FRUITFUL CONGREGATION

Passionate Worship-with intense desire and fervent spirit, we honor God for who God is and what God has done with the purpose of connecting people to God. This type of worship is not performance but rather devotion and celebration expressing our love of God.

Radical Hospitality- we offer the absolute utmost of ourselves, our creativity, and our abilities to offer the gracious invitation and welcome of Christ to others. We pray, plan, and work to invite others and help them feel welcome and to support them in their spiritual journeys.

Intentional Faith Development- we deliberately and purposefully engage in Bible studies, daily devotion, church school classes, small groups, and retreats to mature in our faith and in our knowledge and love of God.

Risk-taking Mission and Service- we cooperate with God in moving out of our comfort zone to engage in work in the church, community, and world that alleviates suffering and injustice to improve the conditions of others in the name of Christ.

Extravagant Generosity- we joyfully and sacrificially give and share of all that we have in order to make a positive difference for the purposes of Christ.

Approved by Session April 25, 2013 Approved by the Congregation on October 20, 2013

Fellowship Presbyterian Church Manual of Administrative Operations: Policies, Procedures, and Organization By-Laws Approved by Session January 22, 2015 with an additional change February 7, 2015

OFFICER NOMINATING TEAM GUIDELINES Letter to the Congregation for Nomination of Officers

Dear ______:

Grace and peace to you in the strong and sufficient name of Jesus.

The Nominating Team is charged with the task of engaging a process of prayerful discernment to bring before the congregation the best candidates for spiritual leadership. Inasmuch as God speaks through the whole congregation, we invite you, the congregation, to join us in this vital process.

We are looking for men and women who are willing and able to lead, empower, and equip the members of the congregation to fulfill our goal of Reaching, Growing, and Sending people with Christ. According to Acts 6:1-7, these men and women should be in good standing, full of the Holy Spirit, and full of wisdom. This passage of Scripture shows the connection between prayerful, Spirit-filled leadership and effective mission. When the seven leaders are selected, verse 7 tells us “the Word of God continued to spread; the number of disciples increased greatly in Jerusalem, and a great many priests became obedient to the faith.” In other words, the church grew deeper in the faith and larger in numbers. Choosing the right leadership is critical to a congregation’s ability to carry out its mission.

Please find enclosed a recommendation form for candidates for spiritual leadership. Three recommendations can be made for session, three for the board of deacons, and one for the board of trustees. Please return the completed form on or before Sunday, June 2, and place it in the box in the narthex marked Recommendations for Spiritual Leadership.

Thank you for your prayerful participation.

In Christ,

Chair Nominating Team

Fellowship Presbyterian Church Manual of Administrative Operations: Policies, Procedures, and Organization By-Laws Approved by Session January 22, 2015 with an additional change February 7, 2015

RECOMMENDATION FORM FOR SPIRITUAL LEADERSHIP

Session

1. I believe ______is called by God to be an elder and to serve on session. I believe he/she is fit for this ministry for the following reasons:

a. b. c. 2. I believe ______is called by God to be an elder and to serve on session. I believe he/she is fit for this ministry for the following reasons:

a. b. c. 3. I believe ______is called by God to be an elder and to serve on session. I believe he/she is fit for this ministry this for the following reasons:

a. b. c.

Board of Trustees

1. I believe ______is called by God to serve as a trustee. I believe he/she is fit for this ministry for the following reasons:

a. b. c. Board of Deacons

1. I believe ______is called to be a deacon. I believe he/she is fit for this ministry for the following reasons:

a. b. c.

FPC Form 1-1

Fellowship Presbyterian Church Manual of Administrative Operations: Policies, Procedures, and Organization By-Laws Approved by Session January 22, 2015 with an additional change February 7, 2015

RECEIVING NEW MEMBERS

Approved by Session September 25, 2014

Two active elders and the moderator can meet with and receive new members on behalf of session. Minutes will be recorded and provided to the clerk of session. The New Member Reception Form shall be completed by new members.

Fellowship Presbyterian Church Manual of Administrative Operations: Policies, Procedures, and Organization By-Laws Approved by Session January 22, 2015 with an additional change February 7, 2015

FELLOWSHIP PRESBYTERIAN CHURCH 3406 Meridian Street Huntsville, Alabama 35811

New Member Information Form Date______1. Is Jesus Christ your lord and savior?

2. Do you want to become a member of Fellowship?

3. Have you been baptized?

4. Name and address of the church where you hold membership.

Name of church:______

Address:______

5. Your name and contact information. Name:______Address:______Telephone #:______E-mail:______

6. General Information: Birthday: Month______Day_____ Wedding Anniversary, if applicable: Month______Day______

After service, we will meet with you to explain the new member assimilation process to you. Congratulations and welcome to the Fellowship Presbyterian Church family!

(PROVIDE THIS FORM TO THE CLERK OF SESSION FOR PERMANENT RECORDS ALONG WITH THE MINUTES OF THE MEETING.)

Approved by Session May 22, 2014; Revised December 11, 2014. FPC Form 1-2

Fellowship Presbyterian Church Manual of Administrative Operations: Policies, Procedures, and Organization By-Laws Approved by Session January 22, 2015 with an additional change February 7, 2015

SEXUAL MISCONDUCT POLICY Procedure Guide for Sexual Misconduct

The Book of Order states: All councils shall adopt and implement a sexual misconduct policy. G-3.0106.

Approved by Session June 27, 2013

Fellowship Presbyterian Church Manual of Administrative Operations: Policies, Procedures, and Organization By-Laws Approved by Session January 22, 2015 with an additional change February 7, 2015

Forward

Policy in this guide was taken directly from the Presbyterian Church (USA) Sexual Misconduct Policy and Procedures. Modifications were made to comply with Alabama State Codes for Child Abuse and Sexual Misconduct, and procedures were tailored for Fellowship Presbyterian Church.

Fellowship Presbyterian Church Manual of Administrative Operations: Policies, Procedures, and Organization By-Laws Approved by Session January 22, 2015 with an additional change February 7, 2015

Fellowship Presbyterian Church Policy and Procedure Guide for Sexual Misconduct

I. Policy Statement

Fellowship Presbyterian Church (USA) opposes any form of sexual misconduct by the pastor, church officers, members, lay staff, non-member employees, and volunteers.

Distribution: Copies of this policy and its procedures shall be made available to all pastors, church officers, members, lay staff, non-member employees, and volunteers. This policy and its procedures shall be made available to persons who accuse others of misconduct, including those who are or claim to be victims of sexual misconduct, and their families.

II. Standards of Conduct As [God] who called you his holy, be holy yourselves in all your conduct; …Tend the flock of God that is in your charge, …not under compulsion but willingly, …not for sordid gain but eagerly . . . not lord it over those in your charge, but be examples to the flock. …You know that we who teach will be judged with greater strictness. 1 Peter 1:15; 5:2-3; Jas. 3:1, NRSV

The ethical conduct of all who minister in the name of Jesus Christ is of vital importance to the church, because through these representatives an understanding of God and the gospel’s good news are conveyed. Their manner of life should be a demonstration of the Christian gospel in the church and in the world.

Definitions:

Sexual misconduct is the comprehensive term used in this policy to include:

Child sexual abuse, including, but not limited to, any contact or interaction between a child and an adult when the child is being used for the sexual stimulation of the adult person or of a third person. The behavior may or may not involve touching. Sexual behavior between a child and an adult is always considered forced, whether or not it is consented to by the child. In the Presbyterian Church (USA), the sexual abuse definition of a child is anyone under age eighteen.

Sexual abuse as defined in the Book of Order: “Sexual abuse of another person is any offense involving sexual conduct in relation to (1) any person under the age of eighteen years or anyone over the age of eighteen years without the mental capacity to consent; or (2) any person when the conduct includes force, threat, coercion, intimidation, or misuse of ordered ministry or position” (Book of Order, D-10.0401c).

Fellowship Presbyterian Church Manual of Administrative Operations: Policies, Procedures, and Organization By-Laws Approved by Session January 22, 2015 with an additional change February 7, 2015

Sexual harassment as defined for this policy includes the following: unwelcome sexual advances and requests for sexual favors. Other verbal or physical conduct of a sexual nature constitutes sexual harassment when: a. submission to such conduct is made either explicitly or implicitly a term or condition of an individual’s employment or their continued status in an institution; b. submission to or rejection of such conduct is used as the basis for employment decisions affecting such an individual; c. such conduct has the purpose or effect of unreasonably interfering with an individual’s work performance by creating an intimidating, hostile, or offensive working environment; or d. an individual is subjected to unwelcome sexual jokes, unwelcome or inappropriate touching, or display of sexual visuals that insult, degrade, and/or depict sexually exploited men, women, or children.

Rape or sexual contact by force, threat, or intimidation. Sexual conduct that is injurious to the physical or emotional health of another, including offensive, obsessive or suggestive language or behavior, unacceptable visual contact, or unwelcome touching or fondling.

Sexual malfeasance defined as the broken trust resulting from sexual activities within a professional ministerial relationship that results in misuse of office or position arising from the professional ministerial relationship.

Misuse of technology: use of technology that results in sexually harassing or abusing another person, including texting or emailing suggestive messages and images to persons with whom one has a ministerial relationship. It is never appropriate to view pornography on church property. When this includes a person under the age of eighteen, it is considered child abuse. There is never an expectation of personal privacy when using technological equipment owned by a church or church entity or within the context of ministry. (See Appendix A for additional definitions.)

In accordance with the current Alabama Mandatory Child Abuse and Neglect Reporting Law of Alabama (Code of Alabama; Title 26: Infants and Incompetents), the basic principles of conduct guiding this policy are as follows:

§26-14-1. Definition: For the purposes of this document, the following terms shall have the meanings respectively ascribed to them by this section:

(1) Abuse: Harm or threatened harm to a child’s health or welfare. Harm or threatened harm to a child’s health or welfare can occur through non-accidental physical or mental injury, sexual abuse or attempted sexual abuse, or sexual exploitation. “Sexual abuse” includes the employment, use, persuasion, inducement, enticement, or coercion of any child to engage in, or having a child assist any other person to engage in any sexually explicit conduct or any simulation of the conduct for the purpose of producing any visual depiction of the conduct; or the rape, molestation, prostitution, or other form of sexual exploitation of children, or incest with children as those acts are defined by Alabama law. “Sexual exploitation” includes allowing,

Fellowship Presbyterian Church Manual of Administrative Operations: Policies, Procedures, and Organization By-Laws Approved by Session January 22, 2015 with an additional change February 7, 2015 permitting, or encouraging a child to engage in prostitution and allowing, permitting, encouraging, or engaging for obscene purposes. (2) Neglect: Negligent treatment or maltreatment of a child, including the failure to provide adequate food, medical treatment, supervision, clothing, or shelter. (3) Child: A person under 18 years old. (4) Duly constituted authority: The chief of police of a municipality or municipality and county; or the sheriff, if the observation of child abuse or neglect is made in an unincorporated territory; or the Department of Human Resources; or any person, organization, corporation, group, or agency authorized or designated by the Department of Human Resources to receive reports of child abuse and neglect, provided that a “duly constituted authority” shall not include an agency involved in the acts or omissions of the reported child abuse or neglect.

§26-14-2. Purpose of section. In order to protect children whose health and welfare may be adversely affected through abuse and neglect, the legislature hereby provides for the reporting of such cases to the appropriate authorities. It is the intent of the legislature that, as a result of such efforts, and through the cooperation of state, county, local agencies and divisions of government, protective services shall be made available in an effort to prevent further abuses and neglect, to safeguard and enforce the general welfare of such children, and to encourage cooperation among the states in dealing with the problems of child abuse.

§26-14-3. Mandatory reporting. (a) All hospitals, clinics, sanitariums, doctors, physicians, surgeons, medical examiners, coroners, dentists, osteopaths, optometrists, chiropractors, podiatrists, nurses, school teachers, and officials, peace officers, law enforcement officials, pharmacists, social workers, day care workers or employees, mental health professionals, members of the clergy as defined in Rule 505 of the Alabama Rules of Evidence, or any other person called upon to render aid or medical assistance to any child, when the child is known or suspected to be a victim of child abuse or neglect, shall be required to report, or cause a report to be made of the same, orally, either by telephone or direct communication immediately, followed by a written report to a duly constituted authority. (b) When an initial report is made to a law enforcement official, the official subsequently shall inform the Department of Human Resources of the report so that the department can carry out its responsibility to provide protective services when deemed appropriate to the respective child or children. 1. Sexual misconduct is a violation of the role of pastor, employee, volunteer, counselor, supervisor, teacher, and advisor of any kind who are called upon to exercise integrity, sensitivity, and caring in a trust relationship. It breaks the covenant to act in the best interests of parishioners, clients, co-workers, and students. 2. Sexual misconduct is a misuse of authority and power that breaches Christian ethical principles by misusing a trust relation to gain advantage over another for personal pleasure in an abusive, exploitative, and unjust manner. If the parishioner, student, client or employee initiates or invites sexual content in the relationship, it is the pastor’s, counselor’s, officer’s, or supervisor’s responsibility to maintain the appropriate role and prohibit a sexual relationship.

Fellowship Presbyterian Church Manual of Administrative Operations: Policies, Procedures, and Organization By-Laws Approved by Session January 22, 2015 with an additional change February 7, 2015

3. Sexual misconduct takes advantage of the vulnerability of persons who are less powerful to act for their own welfare, including children. It is antithetical to the gospel call to work as God’s servant in the struggle to bring wholeness to a broken world. It violates the mandate to protect the vulnerable from harm.

III. Intervention: Church Response to Allegations of Sexual Misconduct

A. Principles Alleged victims of sexual misconduct are assured of confidentiality of any allegations they make. Fellowship has the duty to inquire into the allegations and, if the allegations are proven, to correct the behavior of the member, officer, or employee and ensure the safety of others in the community. The governing council (session) will appoint an administrative commission to hear the allegations of sexual misconduct. The governing body may also take measures to prevent future occurrences of harm through education and policy. B. Reporting Requirements 1. Reporting Sexual Misconduct Congregation: If the person who is accused of committing sexual misconduct is a member, elder, deacon, volunteer, or employee of the congregation, the report of allegations should be made to the pastor, the clerk of session, or the chair of the Human Resource Ministry Team. If the accused is a member or officer of the church, the church will respond by using the procedures set forth in the Rules of Discipline of the Book of Order. If the accused is a non-member employee, or volunteer, the governing council (session) will appoint an administrative commission. Anyone may report allegations of sexual misconduct to the pastor, personnel ministry team, governing council (session), or a person of responsibility in the congregation, presbytery or synod. Allegations of sexual misconduct against pastoral staff will be reported to the presbytery or synod. Allegations of sexual misconduct against lay staff and volunteers will be reported to the pastor and/or the governing council (session). Allegations of sexual abuse with minor children and vulnerable adults must be reported to the pastor and local legal authorities in accordance with Alabama’s Mandatory Child abuse and Neglect Reporting Law, Code of Alabama, Title 26, Infants and Incompetents, Chapter 14, Reporting of Child Abuse or Neglect. The church governing council (session) will provide written notification of allegations within forty-eight hours to the presbytery and insurance carrier, as appropriate, 2. Receiving Reports of Sexual Misconduct Reports of allegations of sexual misconduct will occur in a variety of ways. The first person to learn of an incident of sexual misconduct should not undertake an inquiry alone or question either the victim or the accused unless the incident is divulged in the process of pastoral care, counseling, or a therapy session. If the victim is hesitant to talk to “higher authorities,” the person who has received the initial report has a special pastoral responsibility to build trust and willingness to speak with the accuser, lest the church be unable to respond because no one is able to give firsthand information.

Fellowship Presbyterian Church Manual of Administrative Operations: Policies, Procedures, and Organization By-Laws Approved by Session January 22, 2015 with an additional change February 7, 2015

The person receiving the initial report of allegations of sexual misconduct shall determine what the relationship of the person accused of sexual misconduct is with the PC(USA) and shall make sure that the allegations of offense are filed with the governing body with jurisdiction over the person accused. This may be done by the person alleging harm or by any member of the PC(USA).

If the report is made orally, the person receiving the report of allegations should request that the person making the report of allegations place it in writing. A report of allegations of sexual misconduct in writing from a member of the PC(USA) alleging another member or officer of the PC(USA) committed an offense must be acted on according to the Rules of Discipline of the Book of Order. If the clerk of session or stated clerk receives a report of allegations in writing from a nonmember of the PC(USA), alleging another member or officer of the PC(USA) committed sexual misconduct, the report also should be acted on according to the Rules of Discipline of the Book of Order. If the person who makes the report is unwilling or unable to place it in writing, any member of the PC(USA) may make the written statement that will automatically trigger the Rules of Discipline of the Book of Order.

3. Mandatory Reporting of Child Abuse

a. Elders and Deacons

All elders and deacons are required to report knowledge of child abuse to the civil and ecclesiastical authorities according to the guidelines for sexual misconduct in this policy.

Knowledge of harm or the risk of harm while one is in service to the church (related to the physical abuse, neglect, and/or sexual molestation or abuse of a minor or an adult who lacks mental capacity) shall be reported to ecclesiastical and civil legal authorities by an elder when (1) such information is gained outside of privileged communication; or (2) she or he reasonably believes that there is risk of future physical harm or abuse.

A deacon shall report to ecclesiastical and civil legal authorities any knowledge gained in the course of service to the church, of harm, or the risk of harm, related to the physical abuse, neglect, and/or sexual molestation or abuse of a minor or an adult who lacks mental capacity when (1) such information is gained outside of privileged communication; or (2) she or he reasonably believes that there is risk of future physical harm or abuse

b. Christian Educators

All Christian educators are required to report knowledge of child abuse to the civil and ecclesiastical authorities according to the Book of Order. The Book of Order requires that Christian educators shall report to ecclesiastical and civil legal authorities any knowledge gained in the course of service to the church, of harm, or risk of harm, related to the physical abuse, neglect, and/or sexual molestation or abuse of a minor or an adult who lacks mental capacity when (1) such information is gained outside of privileged communication; or (2) he or she reasonably believes that there is risk of future physical harm or abuse.

Fellowship Presbyterian Church Manual of Administrative Operations: Policies, Procedures, and Organization By-Laws Approved by Session January 22, 2015 with an additional change February 7, 2015

c. Teaching Elders

All teaching elders are required to report knowledge of child abuse to the civil and ecclesiastical authorities.

A teaching elder shall report to ecclesiastical and civil legal authorities knowledge of harm, or the risk of harm, related to the physical abuse, neglect, and/or sexual molestation or abuse of a minor or an adult who lacks mental capacity when (1) such information is gained outside of a confidential communication or (2) she or he reasonably believes that there is risk of future physical harm or abuse.

All persons covered by this policy have an additional duty to report knowledge of child sexual abuse to the employing entity, supervisor, or governing body representative. All persons should be informed of, and must comply with, state and local laws regarding incidents of actual or suspected child sexual abuse. These reports should be made immediately upon receiving the information.

For teaching elders the provision strives to balance the duty to protect children from future harm. The duty of a teaching elder is to hold in confidence any information revealed to him/her during the exercise of pastoral care in any ministry setting.

For elders, deacons, and Christian educators, the provisions strive to balance the duty of an officer of the church to protect children from harm and any secular duty the officer may have to hold in confidence any information revealed as a result of a secular relationship such as attorney/client, counselor/client, or physician/patient. The secular duties will be a function of secular law of the state of Alabama.

C. Responding

Allegations of sexual abuse with minor children and vulnerable adults must be reported to the pastor and local legal authorities in accordance with Alabama’s Mandatory Child Abuse and Neglect Reporting Law, Code of Alabama, Title 26, Infants and Incompetents, Chapter 14. Reporting of Child Abuse or Neglect immediately upon receipt of abuse allegation. Congregation officers, council (session) members, pastoral and lay staff, and volunteers will cooperate with any denominational investigation of allegation of pastoral conduct.

Allegations of sexual misconduct against lay staff, employees, and volunteers and volunteers of the congregation will be investigated, handled with discretion and confidentiality, and adjudicated by the Human Resource Ministry Team when directed by council (session) or council (session) appointed commission in order to rectify, heal, and promote dignity. The ministry team of women and men shall consist of the pastor, one council member (session), and two members at large from the congregation. The Ministry Team/commission shall report its findings and recommendation to the Human Resource Ministry Team and the church council (session).

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The accused will be informed of the accusation and removed from contact with the accuser until the investigation is concluded.

Victims may have the support of a trained advocate through the process.

The accused has the right to know the nature and substance of the allegations.

The alleged victim and the accused will be informed of the investigation and its outcome.

1. Accused Covered by Fellowship Presbyterian Policy

When an allegation of offense of sexual misconduct has been received by the clerk of session or other church official, the clerk of the governing body will report to the governing body that an offense has been alleged and that the governing body will proceed according to the procedures set by Fellowship Presbyterian Church (USA). The governing body should begin a prompt inquiry into the allegations. Delay may cause further harm to the victim and/or the accused.

Governing bodies and entities must cooperate with civil authorities in an investigation of child sexual abuse or other criminal sexual misconduct. Church disciplinary proceedings cannot interfere with a criminal investigation by civil authorities and may have to be suspended until these are completed.

The session has original jurisdiction in disciplinary cases involving members, elders, and deacons of the church only over its own members. A presbytery has original jurisdiction in disciplinary cases involving teaching elders. A presbytery may dissolve a pastoral relationship when scripture imperatively demands it. However, a presbytery may only place a minister on administrative leave when allegations of child abuse have been received and the presbytery has followed the Book of Order procedures to conduct its risk evaluation to determine whether or not a minister member accused of child abuse should be placed on administrative leave (D-10.0106). It is recommended that the permanent judicial commission (PJC) members who will conduct this risk evaluation based upon the allegations and a hearing should also take into account secular legal advice.

When a church officer renounces jurisdiction, the clerk shall report the renunciation at the next meeting of the governing body and shall record the renunciation in the minutes of the governing body. The status of any pending charges may be shared with the governing body at that time.

2. Accused Not Covered by Fellowship Presbyterian Policy

When the governing body or any entity of Fellowship receives an accusation of sexual misconduct against a non-member employee or volunteer, the procedural response of the governing body or entity will be guided by the written personnel policies of the governing body or entity. The session will be responsible for any inquiry. 25

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Session will respond to the allegation of sexual misconduct and will do the following:

a. Determine whether or not the allegation gives rise to a reasonable suspicion of sexual misconduct by the accused.

b. If so, gather additional information necessary to make a decision about correcting the behavior.

c. Determine any remedies, including limiting ministry, suspension, or termination.

d. Inform the victim and the accused of the remedy.

e. In all cases, the session shall prepare a written report, which shall be included in the permanent personnel file of the accused. The accused shall be allowed to attach any written statements to said documents for permanent inclusion in the permanent file.

All procedures shall follow the guidelines set forth by Fellowship Presbyterian Church. See Appendix B, Meeting the Needs of All Involved.

3. Governing Body or Entity Record Keeping

Session should keep detailed records of its actions and minutes of its deliberations and its conversations with the accuser, the accused, and other parties involved. Such records will be kept confidential as far as possible. In Case # 208-6, the General Assembly Permanent Judicial Commission (GAPJC) interpreted the Rules of Discipline to say that a governing body or entity may share the contents of inquiry reports with other governing bodies or entities of the PC(USA) when necessary. The clerk of session will maintain the records while the inquiry is in process.

IV. Prevention and Risk Management

Youth Activities General

No activity or event will be held for children/youth at private homes in the name of Fellowship Presbyterian Church.

Responsibilities and Guidelines

Leadership, staff, volunteers, and the congregation have a responsibility to provide for the safety and wellbeing of children/youth.

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Parents are entirely responsible for their children and youth who are not in a scheduled activity such as choir rehearsal, Bible Study, Sunday School, or Children’s Church. Children and youth will not be in unsupervised areas in the building or on church grounds.

No staff member or volunteer ever convicted of a sexually-related crime is eligible for service in a position with direct contact with children.

Any staff member or volunteer who is a survivor of child abuse in the past must meet with the pastor and have session’s approval prior to service in a position with direct contact with children.

Supervisory Policies and Procedures

There will be chaperones for both genders at any church-sponsored youth activity, when young people of both genders are participating in the activity. Men will not chaperone girls’ activities without a woman present, and women will not chaperone boys’ activities without a man present.

Two Adult (age 21 or older) Rule (TAR) –minimum of two (2) adults in a setting or activity or activity regarding children or youth. In cases where an adult has a legitimate reason to be alone with a child/youth (i.e. counseling, visitation), all workers should obtain the consent of the child’s parent or guardian prior to being alone with the child/youth.

Badges or signing in and out sheet shall be used for children during activities at the church.

Adults shall be present with teenage volunteers.

Any youth leader is responsible for addressing suspicious behavior or any behavior that may be contrary to church policy and to document and report such occurrences in accordance with the policies set forth in this document.

A. Implementation

The General Assembly urges all governing bodies and related entities, including colleges, universities, and theological institutions, to establish policies and procedures that make it a violation of the employer’s work rules to engage in sexual misconduct and to encourage reporting of sexual misconduct. Session will take appropriate steps to inform members, employees, volunteers, and students of the standards of conduct and the procedures for an effective response when receiving a report of sexual misconduct. (See Appendix C, FPC Form 1- 3, Report of Suspected Sexual Misconduct.)

B. Liability and Insurance

Fellowship Presbyterian Church can be held liable for harm caused by sexual misconduct of an officer, minister, or employee based on a number of legal theories. Session should take such potential liability into consideration when establishing hiring and supervisory practices.

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Session will regularly inform its liability insurance carriers of the activities and programs it operates or sponsors and of the duties and responsibilities of officers, employees, and volunteers. The standard insurance policy should usually be enhanced by endorsements to cover specific exposures such as camps, day-care operations, shelters, or other outreach programs. Fellowship Presbyterian Church will obtain an endorsement to its general liability insurance policy specifically covering sexual abuse and molestation. Such coverage may provide for legal defense expenses and judgments in civil suits brought against the church or entity, its officers, directors, or employees.

C. Employment Practices

1. Record Keeping

Accurate record keeping is an essential part of hiring and supervision practices of congregations. The Human Resources Ministry Team (HRMT) of Fellowship Presbyterian will maintain a personnel file on every employee, except the minister(s). The file should contain the application for employment, any employment questionnaires, background checks, references, responses, and all other documents related to an employee’s employment, except records which may be required by law, to be kept in separate files.

2. Prescreening Applicants

Fellowship Presbyterian will establish thorough and consistent hiring practices. If an applicant is unknown to Fellowship, session will confirm the applicant's identity by requiring photographic identification, such as a driver's license. HRMT should perform a background check, including a national criminal background check, on all applicants who may have interaction with children and youth. Part of pre-employment screening will include specific questions related to discovering previous complaints of sexual misconduct. See Appendix D of this Sexual Misconduct Policy for general information and Section 2, of this operation manual for FPC Form 2-1, Employment Questionnaire and FPC Form 2-2, Confidential Employment Reference Form

3. References

Session is responsible for contacting references of prospective ministers; HRMT is responsible for contacting references of prospective employees or volunteers. A written record of conversations or correspondence with references should be kept in the minister or employee's personnel file. (See Section 2 of this operation manual FPC Form 2-2, Confidential Employment Reference Form In dealing with ministers when transferring from one position to another, the governing body could delegate responsibility for previous employer reference checks to the synod executive, executive presbyter, or to the authorized persons who would report to the Ministry Team on Ministry or Ministry Team on Preparation for Ministry. The person authorized by session to give a reference is obligated to give truthful information regarding allegations, inquiries, and administrative or disciplinary action related to sexual misconduct of the applicant. If false or misleading information is given by the applicant, or relevant information is withheld, the applicant should be eliminated from consideration. Applicants should be informed of negative comments regarding sexual misconduct and shall be given an 28

Fellowship Presbyterian Church Manual of Administrative Operations: Policies, Procedures, and Organization By-Laws Approved by Session January 22, 2015 with an additional change February 7, 2015 opportunity to submit additional references or to give other evidence to correct or respond to harmful information obtained from a reference.

V. Educating and Training- Awareness

Since the issue of sexual misconduct has become an ever more present reality, an emerging need exists to educate and train a variety of persons. Persons needing this specific education include ministers, volunteers, officers, nonprofessional and professional staff, ministerial candidates, professionals who will be working with this issue within the denomination, members of the congregation, and governing body staff including supervisors, employees, and stated clerks. Education for these persons and groups will be different on a group-by-group basis. A primary requirement for all persons should be common knowledge regarding professional and ministerial boundaries, according to the Fellowship Sexual Misconduct policy.

Fellowship will make sure that all employees are well acquainted with, understand, and abide by its policy and procedures. Fellowship will offer additional training and resources, such as a workshop during a staff meeting, lunchtime discussion groups, congregational dinners, or articles and books. Any professional (therapists, attorneys, advocates, mediators, arbitrators) used by session should have access to experts qualified in the field of sexual misconduct, if they themselves are not. Documentation of attendees at training sessions will be kept by the clerk of session. Training or refresher training must be conducted annually. (See Appendix E, FPC Form 1-4, Implementing Policy of Sexual Misconduct Acknowledgement of Receipt of Written Policy/Training, of this Sexual Misconduct Policy.)

An annual review of this policy and procedures will be conducted by session.

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Appendix A

Definitions

Accused is the term used to represent the person against whom a claim of sexual misconduct is made.

Accuser is a term used to represent the person claiming knowledge of sexual misconduct by a person covered by this policy. The accuser may or may not have been the victim of the alleged sexual misconduct. A person such as a family member, friend, or colleague may be the accuser.

Church, when spelled with the initial letter capitalized, refers to the Presbyterian Church (U.S.A.). Church when spelled with the initial in lowercase refers to local churches. The word congregation is used loosely for members and participants.

Employee is the comprehensive term used to cover individuals who are hired or called to work for the Church for salary or wages.

Entity is the term used to refer to any program or office managed by a board, ministry team, council, or other body whose membership is elected by a governing body.

Governing Body is a representative body composed of elders and Teaching Elders, sessions, presbyteries, synods, and the General Assembly. A governing body may establish entities such as day-care centers, conference centers, camps, or homes for the aged. A governing body may have both church members and nonmembers as employees.

Inquiry is the term used in the Rules of Discipline to determine whether charges should be filed based upon allegations of an offense received by a governing body. See Book of Order, D- 10.0000.

Mandated Reporter is described by some states’ laws as a person who is required to report any and all suspected incidents of child abuse, including child sexual abuse that comes to their attention. State laws vary from defining “all persons having knowledge” as mandated reporters to specifying very limited lists of professions whose members are required to report.

Persons Covered by this policy includes church members, church officers, ministers, and nonmembers who are employees or volunteers of the General Assembly of the PC(USA). All other governing bodies or entities of the General Assembly are urged to create a sexual misconduct policy using the guidelines set out in this policy.

Response is the action taken by the governing body or entity when a report of sexual misconduct is received. It may include (1) inquiry into facts and circumstances, (2) possible disciplinary action (administrative or judicial or both), (3) pastoral care for victims and their families and others, and (4) pastoral care and rehabilitation for the accused and care for their families.

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Secular Authorities are the governmental bodies--whether city, county, state, or federal--who are given the responsibility to investigate, criminally prosecute, and/or bring civil charges against individuals accused of sexual crimes or offenses against adults and children.

Secular Law is the body of municipal, state, and federal laws and is often referred to collectively as civil and criminal law. Prohibited behavior addressed by this policy may result in criminal and/or civil charges filed under secular law.

Victim is a person claiming to have been harmed and/or abused by a person covered under this policy.

Volunteer is the term used for those who provide services for the General Assembly of the PC(USA). Volunteers include persons elected or appointed to serve on boards, ministry teams, and other groups. For purposes of this policy, volunteers are treated the same as employees.

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Appendix B Meeting the Needs of All Involved

In cases of sexual misconduct there are needs that have to be met for the good of all persons, groups, and entities. To ensure that the governing body is ready to meet the variety of needs present, an independent response coordination team may be named. This team will not investigate the allegation or in any way function as an investigating ministry team for disciplining members or officers, but should confine itself to coordinating a process that will meet the specific needs of victims and their families (if any), the accused and family (if any), employing entities, congregations, and governing bodies:

A. The Needs of the Victim

The governing body, employing entity, and response coordination team should assure that adequate treatment and care are available for alleged victims of sexual misconduct and their families. Sometimes, the victim or family is so angry and alienated from the church, that offers of help may be perceived as insincere or as attempts of a cover-up. If the victim or family at first refuses, the church should continue to offer help. Above all the church should not act in a self- protective manner by ignoring the victim and their families. The extent of the damage to the victims of sexual misconduct will vary from person to person, and is influenced by such factors as the degree or severity of abuse, the age and emotional condition of the victim, human dynamics, and the importance of one’s religious faith. The governing body, entity, and response coordination team is to assume in all cases that the victim has been wounded by the experience. Feelings of guilt, shame, anger, mistrust, lowered self-esteem, unworthiness, and feelings of alienation from God, self, the religious community, and family are frequent injuries suffered by victims. It is important for the response coordination team to be sensitive to the victim’s pain and need for healing, and to act by making appropriate pastoral care available. The following are some of the needs of the victim:

1. To be heard and taken seriously. From the time that the victim is first able to indicate that sexual misconduct has occurred, that person should receive immediate attention and serious consideration from all church representatives.

2. To receive pastoral and therapeutic support. The victim may require spiritual and professional assistance as a result of sexual misconduct. The response coordination team should offer to help arrange for such support from a pastor and therapist, if the victim desires. Discussions with such people would be confidential, privileged conversations.

3. To be informed about church process and progress with regard to the accusation. One member of the response coordination team should be the church contact person for the victim. Frequently, this contact person will give the victim information as to what is happening in the church as a result of the accusation.

4. To receive legal advice. The response coordination team should suggest that the victim might benefit from independent legal advice. (Legitimate claims might be more

Fellowship Presbyterian Church Manual of Administrative Operations: Policies, Procedures, and Organization By-Laws Approved by Session January 22, 2015 with an additional change February 7, 2015 effectively pursued and flimsy or false claims discouraged.) If requested, the response coordination team should suggest ways in which independent legal advice can be obtained.

5. To be assured of an advocate of one’s own choosing. A victim may need continuing moral support from one individual who is present while the church process deals with the accusation. This advocate may be a relative, friend, or someone suggested by the response coordination team. This advocate could speak for the victim, if necessary.

• To be assured that justice will be pursued. The victim needs to be told by the response coordination team, and shown by the processes of the church, that justice is being pursued through fact-finding, truth-telling, confrontation, and agreement that may include removal or temporary exclusion of the accused from office or adjudication of the complaint.

• To receive healing and reconciliation. In addition to specific forms of restitution mentioned above, the victim needs to receive a sense of healing and reconciliation with all concerned—the self, the family, the church and, ideally, the accused. The response coordination team can help bring this about using the church’s processes and resources. While the above are needs of the victim, one recognizes that all of these needs may also not be met through a reasonable handling of a specific case, but may only occur over a lengthier period of time. All of these needs, however, should be taken seriously and compassionately, and the rights of the victim respected.

B. The Needs of the Accused

The governing body or entity shall offer treatment and care for the accused as well as alleged victims and families. If the accused is a minister, this is the primary responsibility of the Ministry Team on ministry (Book of Order, G-l1.0501). Feelings of guilt, shame, anger, mistrust, lowered self-esteem, depression, unworthiness, and feelings of alienation from God, self, the religious community, and family are often experienced by the accused. In addition, there may be fear of job loss, incarceration, and indignation if an allegation is false. When a person is found not guilty of charges of sexual misconduct, it is important for the governing body or entity to see that the decision is disseminated as widely as possible within their power, unless doing so would further injure the person accused.

1. Personal Care

Whether the allegations about the accused are eventually found to be true or not, the accused deserves to be treated with Christian kindness and respect. The response coordination team may suggest that the accused seek spiritual support or professional counseling. People in staff positions, such as presbytery executives or stated clerks, should not engage in personal counseling of the accused because of their potential involvement in disciplinary process.

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2. Economic Security and Care for Family of Accused

When an allegation of sexual misconduct has been made against a minister, the economic security of the accused is directly threatened, along with reputation, career, and family relationships. Again, the Ministry Worship Team can be of assistance. The response coordination team may alert the Ministry Team on ministry to the possible spiritual, emotional, and financial needs of the family of the accused and recommend expert resources.

C. The Needs of a Congregation in a Context of Sexual Misconduct

The governing body, employing entity, and response coordination team should be aware of the problems a congregation or employing entity may experience following allegations of sexual misconduct by a minister, employee, or volunteer. The allegations may polarize the congregation or organization, damage morale, create serious internal problems, and even limit the trust a congregation may place in succeeding pastors. Efforts should be taken to recognize and identify the problems and heal any damage that may be done to the congregation or organization. When there is sexual misconduct on the part of a minister, non-ordained staff, or volunteer in a particular congregation, a number of needs unique to that congregation will emerge since sexual misconduct impacts congregations in different ways. Therefore, these needs will not necessarily emerge in the same sequence in each situation. Depending on the parties involved in the sexual misconduct, some of the needs may not emerge. In any event, those managing the church’s response to the sexual misconduct will want to know that the following needs may emerge:

1. Pastoral Care

Members and staff of the congregation will need pastoral care. If it is the pastor who is involved in the sexual misconduct, care will need to be provided by another member of the ordained staff (if the church is a multiple-staff church) or by a trained interim pastor. If the pastor leaves as a result of sexual misconduct, in extreme cases a trained interim pastor or consultant in sexual misconduct may need to work with the congregation for an extended period of time. If it is not a pastor who is involved in the sexual misconduct, then the pastor will provide the needed care for the congregation. The pastor, if not previously trained in this specialty area, will need to consult with denominational specialists who will advise him or her how to proceed and any anticipated problems.

2. Information About the Case

Members of the congregation will need opportunities both to receive and give information. If a case of sexual misconduct becomes a matter of public knowledge within a congregation and if a pastor has been found guilty of sexual misconduct, the interim pastor or consultant may hold appropriate meetings with individuals, small groups, or with the whole congregation. Such meetings should provide information about sexual misconduct in general, Presbyterian polity and our judicial process, and how others who may have been victimized may be heard and ministered to. If the offender is not the pastor, then the pastor may perform these 34

Fellowship Presbyterian Church Manual of Administrative Operations: Policies, Procedures, and Organization By-Laws Approved by Session January 22, 2015 with an additional change February 7, 2015 functions. At such meetings, one may expect members to vent their feelings. An opportunity for this to happen should be provided. If this venting does not take place, then it may create serious problems for the future of the congregation, for future pastors, and for the governing body.’ Dynamics may differ somewhat in racial ethnic churches, but no empirical studies have yet demonstrated different dynamics. 3. Resource Persons

In light of the above needs, the following are several resource persons whose services would be valuable to a congregation in the context of sexual misconduct: a trained interim pastor, a Ministry Team on ministry representative knowledgeable in polity and the effects of sexual misconduct in the church, a consultant or therapist with knowledge and experience in dealing with sexual misconduct, an attorney who can discuss legal aspects of a case, an insurance agent who can advise the congregation about their exposure to liability or coverage. It is the responsibility of the governing body to establish policy and its procedures governing cases of sexual misconduct in that jurisdiction. The PC(USA) policy and its procedures are intended to guide the development of governing body policy and procedures.

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Appendix C

Report of Suspected Sexual Misconduct

This form shall be filed with the appropriate supervisor, office, or administrator of an entity who is required to file it with the constituting authority or its response coordination team (See section on Subsequent Reporting in this policy and its procedures.)

Report of Suspected Sexual Misconduct Reported by:______

Name______Title______Address______City, State, and Zip Code ______Home Telephone ______Cell Telephone______Date of Report:______Person suspected of misconduct: Name______Title______Address______City, State, and Zip Code______Telephone______

Other person(s) involved (witness or victims): Name______Title ______Age______Sex______Address______City, State, and Zip Code______Telephone ______Report of Suspected Sexual Misconduct Describe incident(s) of suspected sexual misconduct, including date(s), time(s), and location(s): ______

Identify eyewitnesses to the incident, including names, addresses, and telephone numbers, where available: ______FPC Form 1-3

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Appendix D

Employment Procedures

Each "Employing Entity" should have already established and implemented entity personnel policies that include employment procedures for the search, selection, and call of entity staff. The employment procedures should spell out the process to be followed during the election of chief administrative officers and other staff, the appointment of exempt and nonexempt staff, and the call of Teaching Elders, chief administrative officers, and elected staff. These employment procedures should also include candidate/applicant reference checks prior to employment. Employing entity personnel policies should contain a clearly defined grievance process, a periodic performance review process, and a section that prohibits sexual misconduct (including sexual harassment). These provisions should be applicable to all full-time, part-time, temporary, and interim staff. The personnel policies should also provide for confidential communication channels whereby staff members can voice concerns or apprehensions without fear of retribution. Church wide and public advertisement of vacant positions as a part of an employing entity's search procedures to fill vacant positions is required of General Assembly entities and related bodies and is recommended as a guideline for governing bodies by the church wide personnel policies as well as the Church wide Plan for Equal Employment and Affirmative Action. In support of this policy and its procedures on sexual misconduct, all vacant positions of religious leadership forwarded to publications for advertisement, distributed to units of the church, as well as posted on local bulletin boards will include the following statement:

"The Presbyterian Church (U.S.A.) is an equal opportunity employer. In addition the church has a strong policy opposing sexual harassment or abuse. References and records will be checked during the employment process."

This statement will also be included in all information distributed through the Personnel Referral Services of the Church Vocations Ministry Unit.

The following forms are included in Section 2, Administration: FPC Form 2-1, Employee Questionnaire; and FPC Form 2-2, Confidential Employee References. Form 1-3, Report of Suspected Sexual Misconduct, is for gathering basic information to be passed along to the appropriate person or group handling sexual misconduct cases for a unit or other entity. Form 1-4, a form for Implementing Policy of Sexual Misconduct, is to be used by each employing entity as it distributes its sexual misconduct policy to employees and others.

As required by acceptable personnel procedures, an employee handbook should be written, published, and distributed to each employee of church employing entities. All existing personnel policies and employee handbooks should be updated to include a sexual misconduct policy. It is advisable to seek legal advice as other governing bodies, related bodies, and entities develop and publish policy and procedures on sexual misconduct using this General Assembly policy as a guide. All forms should be checked for compliance with state laws.

Fellowship Presbyterian Church Manual of Administrative Operations: Policies, Procedures, and Organization By-Laws Approved by Session January 22, 2015 with an additional change February 7, 2015

Appendix E

Implementing Policy of Sexual Misconduct Acknowledgement of Receipt of Written Policy/Training (pastor, church officers, members, lay staff, non-member employees and volunteers) I hereby acknowledge that I received on______(date), a copy of the "Fellowship Presbyterian Church (U.S.A.) Policy and Procedure Guide for Sexual Misconduct.” I have received training/read the policy, understand its meaning, and agree to conduct myself in accordance with the policy.

NOTE: A similar acknowledgement WILL be signed annually and at the time amendments to the policy are made and distributed. Signatures:

1 ______32 ______2 ______33 ______3 ______34 ______4 ______35 ______5 ______36 ______6 ______37 ______7 ______38 ______8 ______39 ______9 ______40 ______10 ______41 ______11 ______42 ______12 ______43 ______13 ______44 ______14 ______45 ______15 ______46 ______16 ______47 ______17 ______48 ______18 ______49 ______19 ______50 ______20 ______51 ______21 ______52 ______22 ______53 ______23 ______54 ______24 ______55 ______25 ______56 ______26 ______57 ______27 ______58 ______28 ______59 ______29 ______60 ______30 ______61 31 ______62 FPC Form 1-4

Fellowship Presbyterian Church Manual of Administrative Operations: Policies, Procedures, and Organization By-Laws Approved by Session January 22, 2015 with an additional change February 7, 2015

FELLOWSHIP PRESBYTERIAN CHURCH (FPC) INCLEMENT WEATHER PLAN

PURPOSE: This inclement weather plan has been prepared to provide Fellowship members with the necessary information on whom, how, and when notification of service changes will be coordinated and made public by church leadership.

WHO MAKES DECISION AND PUBLIC NOTIFICATION? The pastor and session are responsible for service cancellation. The final decision to cancel FPC services/programs is the pastor’s after consultation with elders.

NOTIFICATION OF CLOSING: Fellowship will make every attempt to make decisions concerning Sunday service by 7:30 a.m. on Sundays. This decision to cancel or postpone will be based on the weather predictions made by the National Weather Service. When these predictions indicate that travel to and from Fellowship during scheduled services could present dangerous situations or other safety problems, Fellowship's pastor will coordinate with as many elders as possible before the final decision is made.

The decision will be announced as follows:

PLAN “A” - All morning services and afternoon and evening activities are cancelled and the facilities are closed.

PLAN “B” - All morning services are as scheduled but evening activities are cancelled.

PLAN “C” – All morning services are scheduled, but if weather clears, afternoon activities will take place.

PLAN “D”- For any mid-week activities, decisions will be made no less than three hours before a scheduled activity.

For community activities or events that are not sponsored by Fellowship, the leader responsible will coordinate with the convener of Property and Maintenance (for access to the facilities only), make the decision, and notify those individuals involved three hours before the scheduled starting time, if possible.

Once the decision is made, the appropriate PLAN will be communicated to Fellowship's members via:

PhoneTree: Notification by the Pastor, Administration Convener, Secretary, or Clerk of Session.

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Email: Notification by the church secretary, who will email members.

Internet: The Webpage Master or the Clerk of Session will post announcement at www.fpc- pcusa.org.

Television channels: WAAY 31; WHNT 19; WAFF48; WZDX Fox 54

Radio: WAHR 99.1; WEUP 103.1; WJOU 90.1; WJAB 90.9;

Phone: Phone calls will be placed to active Elders, who will then call those in their undershepherd group. Please make an effort to contact any visitors (to include guest ministers), friends, and unconnected attendees to notify them of changes in the service schedule.

If there is NO cancellation announcement by Fellowship, all services and activities will be held as scheduled.

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Section II

ADMINISTRATION MINISTRY TEAM

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Human Resources Policies and Procedures

Fellowship Presbyterian Church Manual of Administrative Operations: Policies, Procedures, and Organization By-Laws Approved by Session January 22, 2015 with an additional change February 7, 2015

HUMAN RESOURCES POLICIES AND PROCEDURES

I. INTRODUCTION

PURPOSE:

The purpose of the Human Resources Policies and Procedures Manual is to set forth the policies and procedures that serve as guidelines for all personnel (paid, appointed, and volunteers) of Fellowship Presbyterian Church. It is not intended that these policies and procedures be restrictive but that they assist in the implementation of employment practices built on Christian principles and characterized by fairness and equity.

A. ROLE OF HUMAN RESOURCES SUB-MINISTRY TEAM:

 Recruits, interviews, and recommends to the Administration Ministry Team (AMT) new staff members as needed, except for the Minister of the Word and Sacrament (Teaching Elder)  Develops and revises job descriptions as necessary to reflect current policies for recommendation to the Administration Ministry Team  Serves as a liaison to the church staff members  Identifies the need for additional staff positions, correlates with church programs, and makes recommendations to the Administration Ministry Team  Develops and implements a plan for jointly evaluating duty performance  Makes recommendations for staff members’ salary adjustments, when appropriate, to the Administration Ministry Team, who shall consult with the Stewardship and Finance Ministry Team  Encourages and facilitates professional development for church staff members  Investigates, collects data, and recommends to the Administration Ministry Team the release of a staff member if necessary  Ensures background checks are completed on all employees  Ensures compliance with US Government laws to verify employment eligibility is adhered to  Develops an employee handbook, which includes the Sexual Misconduct Policy

This Sub-Ministry Team will report its recommendations and findings to the Administration Ministry Team, who shall then report to session for approval.

B. COMPOSITION OF THE HUMAN RESOURCES SUB-MINISTRY TEAM

The Human Resources Sub-Ministry Team will be composed of members appointed by session from the general congregation, with preference given to experience in human resources. Session will also consider individuals who have volunteered their time and talents through the annual stewardship campaign. The expectation of employee privacy in personnel matters necessitates appointment rather than volunteering for this team. 43

Fellowship Presbyterian Church Manual of Administrative Operations: Policies, Procedures, and Organization By-Laws Approved by Session January 22, 2015 with an additional change February 7, 2015

II. HIRING POLICIES

A. Written position descriptions that accurately reflect staff responsibilities will be developed by the Human Resources Sub-Ministry Team and included in the Manual of Administrative Operations of Fellowship Presbyterian Church. The descriptions must be approved by session prior to their inclusion in the Manual of Administrative Operations: Policies, Procedures, and Bylaws. B. Confidentiality of applicant information shall be strictly maintained at all times.

III. EXEMPT AND NON-EXEMPT

A. The Fair Labor Standards Act (FLSA) of June 25, 1938, established the minimum wage and maximum hours and defined the classes of work which shall be designated as “exempt.” Under the act, “exempt” employees shall not be entitled to the earning of, accrual of, or credit for overtime and/or compensatory time. For Fellowship Presbyterian Church only the pastor is exempt.

B. “Nonexempt” refers to employees entitled to the earning of, accrual of, or credit for overtime and/or compensatory time. A non-exempt employee is paid for all hours worked. Overtime must be approved by the designated supervisor prior to working beyond the approved work week. Most employees covered by the FLSA are non-exempt.

IV. PROBATIONARY PERIOD

A. The first ninety (90) days of employment in a non-exempt position will be considered as a probationary period. During that time employment may be terminated at any time for cause such as excessive absences, tardiness, or unsatisfactory work performance. An employee whose employment is terminated during such times is not eligible to receive severance pay or pay in lieu of notice.

B. During the probationary period of employment, the full-time employee is eligible for three (3) days sick leave and absence for jury duty. If absent for any other reason, pay will be deducted for the time missed.

V. WORK HOURS

A. Work hours for full time non-exempt employees are forty (40) hours per week. For the time worked over forty (40) hours, the rate paid is one and one half times the regular hourly rate. Exempt employees are not paid overtime wages for hours worked in excess of 40 hours per week.

B. If the normal working hours for a non-exempt employee are less than full-time, forty (40) hours per week, their pay rate for all hours worked up to a forty (40) hour week will be paid at the regular hourly rate.

Fellowship Presbyterian Church Manual of Administrative Operations: Policies, Procedures, and Organization By-Laws Approved by Session January 22, 2015 with an additional change February 7, 2015

VI. BENEFITS

Part-time employees are not eligible for benefits listed in Section VI.

A. Pension

Full time employees working for forty (40) hours per week or more are eligible to be enrolled in the Presbyterian Church (PCUSA) pension and medical plan with dues paid by Fellowship Presbyterian Church.

B. Health Insurance

Medical insurance for full-time employees and dependents is available to participants in the plan provided by the Board of Pensions.

C. Vacation Leave

All full-time exempt employees are entitled up to a maximum of four (4) weeks of vacation per year. Accrued unused vacation cannot be carried over for use in the succeeding year.

D. Sick Leave

Full-time employees are eligible for one (1) sick-leave day per month, accruable to a total of twelve (12) days per year. At the conclusion of their employment, an employee will not be paid for unused sick leave.

Part-time employees may be authorized to work a flexible schedule during the work week to accommodate absenteeism for personal and family emergencies or other personal business.

E. Holidays

The following paid holidays will be observed: New Year’s Day, Martin Luther King Holiday, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, Christmas Eve, and Christmas Day. Any recommended changes will be forwarded to the Administration Ministry Team for review and submission to session for approval.

F. Worker’s Compensation Insurance

The Worker’s Compensation Laws of Alabama shall cover all eligible employees.

G. Unemployment Insurance

The State of Alabama’s Unemployment Insurance, if permitted, shall cover all employees.

Fellowship Presbyterian Church Manual of Administrative Operations: Policies, Procedures, and Organization By-Laws Approved by Session January 22, 2015 with an additional change February 7, 2015

H. Leave of Absence with pay for Full-Time Employees

1. Jury duty as required 2. Personal and family emergencies or other personal business (a maximum of three (3) days annually) 3. Upon the death of an immediate family member (husband, wife, parent, parent-in- law, child, brother, sister, grandparent, guardian) the employee will receive full pay for absence from the day of death up to and including the day of burial. This leave shall not exceed five working days.

I. Leave of Absence Without Pay

It is the policy of Fellowship Presbyterian Church that an employee may be granted, on request, unpaid leave of absence up to 60 days for maternity, convalescence, paternity, family, child recuperation, or similar personal situations. If additional time is needed, it will be reviewed by the Human Resources Ministry Team case-by-case.

VII. GRIEVANCES

A. Any problems arising from employment or conditions of employment are to be directed to the Human Resources Sub-Ministry Team, and if not resolved, the employee may appeal to session.

B. If the Administration Ministry Team fails to provide an acceptable solution to the problem, the employee may appeal to session to negotiate a resolution. The decision of session is final.

C. If accusations of race, gender or age discrimination, or sexual harassment are alleged against a church employee, such accusations shall be immediately addressed by session.

VIII. TERMINATION

A. Dismissal may take place by written notice from session.

B. Voluntary resignation

An employee may voluntarily leave his/her position upon providing a written two (2) weeks notification to the chair of the Human Resources Sub-Ministry Team.

C. For the dissolution of Minister of the Word and Sacrament (Teaching Elder) relationship, see the Book of Order (G-20901-2.0905).

Fellowship Presbyterian Church Manual of Administrative Operations: Policies, Procedures, and Organization By-Laws Approved by Session January 22, 2015 with an additional change February 7, 2015

IX. ANNUAL PERFORMANCE REVIEW

Every employee shall receive an annual performance review with the designated supervisor or his/her designee and the Human Resources Sub-Ministry Team. The mid-year review should be conducted by the supervisor. Developmental sessions with the supervisor should identify strengths and areas needing improvement, which will support the annual performance review.

X. ANNUAL COMPENSATION REVIEW

A. The Human Resources Sub-Ministry Team is responsible for recommending to the Administration Ministry Team all salary recommendations, which shall be referred to the Stewardship and Finance Ministry Team for recommendation to the session. Salary levels shall be maintained so that they are consistent with the position’s description responsibility, responsive to changes in the cost of living, and reflective of the church’s compensation standards. Salary for non-exempt employees shall be in keeping with the requirements of federal laws related to minimum wages.

B. The Human Resources Sub-Ministry Team Chair and Supervisor shall conduct an annual performance review prior to the development of the annual budget.

XI. EMPLOYMENT FORMS

FPC Form 2-1, Employment Questionnaire, and FPC Form 2-2, Confidential Employment Reference, shall be used for personnel actions. (NOTE: Both Forms were previously adopted by Session on June 27, 2013 as part of the Sexual Misconduct Policy.)

XII. EMPLOYEE CONTRACT AGREEMENT FPC Form 2-3, Contractual Agreement with Fellowship Presbyterian Church Program is the approved contract agreement for employees.

Fellowship Presbyterian Church Manual of Administrative Operations: Policies, Procedures, and Organization By-Laws Approved by Session January 22, 2015 with an additional change February 7, 2015

Employment Questionnaire Page 1 of 3

Name: ______Last First Middle

Street Address: ______

______City State Zip

Business Phone:______Home Phone: ______Cell Phone______

Have you ever been known by any other name? ____ Yes___ No___

If yes, please provide other name(s): ______

Employment Record (List current and previous employers for the last five years)

Employed by:______

Street Address: ______

______City State Zip Supervisor:______Phone:______Supervisor's Title ______Employed from (month/year) to ______(month/year)______Why did you leave?______

Employed by:______

Street Address: ______City State Zip Supervisor:______Phone:______Supervisor's Title ______Employed from (month/year) to ______(month/year)______Why did you leave?______

FPC Form 2-1 48

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Page 2 of 3

Employed by:______

Street Address: ______

______City State Zip Supervisor:______Phone:______Supervisor's Title ______Employed from (month/year) to ______(month/year)______Why did you leave?______

Has a civil, criminal, or ecclesiastical complaint ever been sustained against you alleging sexual misconduct by you? □ YES □ NO

Have you ever resigned or been terminated from a position for reasons relating to allegations of sexual misconduct by you? □ YES □ NO

If so, indicate the date, nature and place of these allegations, and the name, address, and telephone number of your employer at that time. ______

Have you been required to receive professional treatment, physical or psychological, for reasons related to sexual misconduct to you? □ YES □ NO

I certify that (a) no civil, criminal, ecclesiastical complaint has ever been sustained or is pending against me for sexual misconduct; (b) I have never resigned or been terminated from a position for reasons related to sexual misconduct. ______Signature Date

Note: If you are unable to make the above certification, you may instead give in the space provided a description of the complaint, termination, or the outcome of the situation and any explanatory comments you care to add.

FPC Form 2-1

Page 3of 3

Fellowship Presbyterian Church Manual of Administrative Operations: Policies, Procedures, and Organization By-Laws Approved by Session January 22, 2015 with an additional change February 7, 2015

Release The information contained in this questionnaire is accurate to the best of my knowledge and may be verified by the employing entity. I hereby authorize (Name of Employing Entity) to make any and all contacts necessary to verify my prior employment history and to inquire concerning any criminal records or any judicial proceedings involving me as a defendant. By means of this release I also authorize any previous employer and any law enforcement agencies or judicial authorities to release any and all requested relevant information to (Name of Employing Entity)______.

I have read this release and understand fully that the information obtained may be used to deny me employment or any other type of position from the employing entity. I also agree that I will hold harmless the employing entity or judicial authority from any and all claims, liabilities, and cause of action for the legitimate release or use of any information.

Signature______

Witness______

FPC Form 2-1

Fellowship Presbyterian Church Manual of Administrative Operations: Policies, Procedures, and Organization By-Laws Approved by Session January 22, 2015 with an additional change February 7, 2015

Employment Reference

Record of All Face-To-Face or Telephone Reference Checks

This form will used to keep a record of all face-to-face or telephone reference checks. Additions that have to do with sexual misconduct or child abuse may be needed by the entity to justify to a court of law that they have done reasonable and prudent screening before hiring a person for a position within that entity.

1. Name of applicant:______

2. Reference or church contacted (if a church, identify both the church and person contacted):______

3. Date and time of contact:______

4. Person contacting the reference or church: ______

5. Method of contact (phone, letter, personal conversation): ______

6. Summary of conversation (summarize the reference's remarks concerning the applicant's fitness and suitability for the position, any convictions for or actions pending related to sexual misconduct, sexual harassment or child abuse):______

Name______Title______

Signature______Date______

FPC Form 2-2

Fellowship Presbyterian Church Manual of Administrative Operations: Policies, Procedures, and Organization By-Laws Approved by Session January 22, 2015 with an additional change February 7, 2015

Contractual Agreement with Fellowship Presbyterian Church: Program: ______

______Year

As per this agreement, you will provide services (Appendix B) and be paid as listed below. Your employment is on an “as needed basis” and the Fellowship Presbyterian Church (FPC) has the right to discontinue your service with or without cause at anytime. You will NOT be eligible for benefits in the area of health insurance. This is a PART-TIME Position. As a result, you will NOT accrue any Sick Leave, Personal Leave or other leave during this employment period. At the conclusion of the dates listed below, I understand my services will be terminated.

Employee name: ______Position: ______Location: Fellowship Presbyterian Church Starting Date of Employment Period: ______Ending Date of Employment Period: ______Approximate Hours Scheduled Per Week: ______Rate of Pay (Annually): $ Please read instructions below: I have my own personal e-mail account and plan to use it to receive notifications My personal e-mail address is: ______(please print carefully!)

______Employee (Date)

______Supervisor (Date)

______Clerk of Session (Date)

______Pastor (Date)

FPC Form 2-3 52

Fellowship Presbyterian Church Manual of Administrative Operations: Policies, Procedures, and Organization By-Laws Approved by Session January 22, 2015 with an additional change February 7, 2015

Fellowship Presbyterian Church

Job Descriptions

Fellowship Presbyterian Church Manual of Administrative Operations: Policies, Procedures, and Organization By-Laws Approved by Session January 22, 2015 with an additional change February 7, 2015

POSITION DESCRIPTION

Teaching Elder/Minister of the Word and Sacrament

SUMMARY:

The Teaching Elder / Minister of the Word and Sacrament leads the church and helps the membership perform the tasks of worship, education, ministry, and missions.

The Teaching Elder / Minister of the Word of Sacrament is leader of the Word and Sacrament ministries in the church. As such, he/she works with session to lead the church in performing its tasks to engage in fellowship, worship, education, and Christian growth. Christian growth is a total life response to the word of Jesus Christ in all activities, and includes witnessing and service to believers and non-believers.

RESPONSIBILITIES:

I. PREACHING AND TEACHING

The Minister of the Word and Sacrament provides a preaching and teaching ministry that creates the foundation of biblical and doctrinal truths and equips members to live as the Body of Christ in the world and to do the work of ministry. Activities include:

 Preparing sermons and preaching at the worship services  Leading the congregation in worship at the stated services  Participating in teaching, planning, and Bible study  Coordinating with the Director of Music in planning worship services  Offering new member training to new converts and new members  Leading church membership to prepare for and participate in revival meetings, Bible and doctrinal studies, and other spiritual growth opportunities

II. MINISTER OF THE WORD AND SACRAMENTAL MINISTRY

The Teaching Elder / Minister of the Word and Sacrament is responsible for providing Minister of the Word and Sacrament ministries to the membership and for training others to be involved in personal or individual ministries of the church. This pastoral care involves visitation in homes and hospitals. Activities include the following:

 Administering Baptism and the Lord’s Supper  Visiting members and non-members to provide pastoral care  Visiting the unchurched to lead them to Christ  Providing crisis ministry to members as needed  Conducting weddings and funerals  Providing counseling services upon request

Fellowship Presbyterian Church Manual of Administrative Operations: Policies, Procedures, and Organization By-Laws Approved by Session January 22, 2015 with an additional change February 7, 2015

 Participating fully in representing Fellowship in the larger Church, including the North Alabama Presbytery and, upon invitation, the higher councils of the PCUSA  Representing Fellowship in appropriate community and ecumenical events, activities, and organizations

III. ADMINISTRATION

The Teaching Elder / Minister of the Word and Sacrament works with session, church ministry teams, and the staff in planning, coordinating, implementing, and evaluating the work of the church. He/she provides supervision through the designated session convener for the church secretary, Director of Music Ministries, and custodian.

Activities include:

 Meeting regularly to plan activities  Giving supervision for the preparation of the weekly bulletin  Offering leadership training at appropriate intervals for the purpose of

a. Developing and nurturing members for leadership b. Encouraging members to accept leadership roles

 Assisting in the development of long-range plans and goals for the church in conjunction with session  Attending meetings with session ministry teams

IV. MISSION

Develop and implement comprehensive mission activities that show our love and compassion for Jesus Christ and our neighbors in the following ways:

 Engage session in planning and implementing local, regional and global mission projects, and programs  Encourage church members and groups to become involved in mission programs and projects  Make members and groups, as volunteers and paid staff, aware of mission projects and programs available through our denomination’s mission opportunities, both short term and long term  Make youth and young adults aware of special mission opportunities designed for their age group

Fellowship Presbyterian Church Manual of Administrative Operations: Policies, Procedures, and Organization By-Laws Approved by Session January 22, 2015 with an additional change February 7, 2015

CRITERIA

The following characteristics will provide a basis for selecting persons for this position, reflecting requirements of the Book of Order and the Ministry Team on Ministry of North Alabama Presbytery:

 A committed Christian dedicated to facilitating spiritual growth and maturity in self and others  Maturity, interpersonal leadership, and counseling skills  Commitment to appropriate confidentiality as it relates to the church membership, church organizational operation, and other governing bodies  Experience as a Teaching Elder / Minister of the Word and Sacrament  Other characteristics deemed appropriate based on the changing needs of the church

POSITION HOURS:

The position is full time and requires the number of hours needed to accomplish the job. Weekly office hours will be established and posted.

Fellowship Presbyterian Church Manual of Administrative Operations: Policies, Procedures, and Organization By-Laws Approved by Session January 22, 2015 with an additional change February 7, 2015

JOB TITLE: Director of Music Ministry

SUMMARY: The Director of Music Ministry functions under the supervision and direction of the pastor and Worship Ministry Team convener. The Director of Music Ministry may conduct and play for one or more choirs by providing music for worship services and church events. The director recruits, trains, motivates, and nurtures participants in using their talents and spiritual gifts. The Director of Music Ministry develops, coordinates, and presents seasonal and special musical and dramatic programs in accordance with the liturgical calendar. This is an at-will position and benefits cannot be accrued.

ESSENTIAL DUTIES:  Attends and plays for all worship services and church events (funerals, programs, etc.) except those assigned to other music personnel  Supervises all other music personnel (Pianist, Children’s/Youth Choir Director, Assistant Children’s/Youth Choir Director, and Praise Dance Coordinator)  Plans and conducts various genres of music in coordination with the pastor and lectionary readings  Attends all staff meetings as requested  Maintains a music library for all adult music programs  Makes music available to other musicians  Arranges for storage space for all music programs  Keeps music areas clean (i.e. choir area, practice area) while ensuring that hymnals and other music are properly stored  Purchases music and supplies for the music ministry in consultation with other staff  Recruits members to participate in the music programs  Oversees the care and maintenance of choir robes and music equipment  Submits budget recommendation to the Worship Ministry Team  Recruits and trains members for the adult choir  Ensures that a musician is available for fourth and fifth Sunday in the absence of the Children’s/Youth Director  Provides musical selections for Sunday bulletin to the church office no later than noon on Wednesdays

RELATIONSHIP/CHARACTERISTIC REQUIREMENTS To have successful job performance, an individual must:

 Work in close harmony with pastor and Worship Ministry Team and be able to interpret, and implement their worship objectives and desires into meaningful and musically inspiring services

 Work in a professional manner with pastor, pianist, Children’s/Youth Choir Director, the Assistant Children’s/Youth Choir Director, Praise Dance Coordinator, and the Youth Ministry Team 57

Fellowship Presbyterian Church Manual of Administrative Operations: Policies, Procedures, and Organization By-Laws Approved by Session January 22, 2015 with an additional change February 7, 2015

 Have general knowledge of the Presbyterian Directory for Worship (found in the PCUSA Book of Order), particularly the first (3) three chapters

 Be deeply committed to, and active in, the Christian faith

 Recognize that “worship” means above all to glorify God

 Display a pleasant personality and be comfortable appearing before large audiences

 Understand the oversight, management, and direction of a variety of Christian musical styles/groups

 Possess a commitment to excellence

 Demonstrate effective communication skills

 Demonstrate a willingness to learn and work within the Presbyterian form of church management

 Manifest the capability of developing and implementing realistic goals and seeing them through to completion

 Exhibit interpersonal and effective communication skills with individuals as well as with groups and large audiences

 Illustrate the ability to read and play music

EDUCATION/EXPERIENCE: A Bachelor’s Degree in music or its equivalent is required and 2-4 years of choral experience in a medium-sized church are preferred. A combination of education, training, and experience in music with documented experience in performance and in successfully conducting musical groups and presenting comprehensive musical/dramatic productions may be substituted. Training as a director of a music ministry and experience directing adult and children’s choirs are preferred.

Qualified candidates should possess skill in working in children and adult environments, conducting ability, organ and piano playing, vocal technique, creative thinking, and have strong communication and interpersonal skills.

ANNUAL REVIEW: An annual review will be conducted to evaluate the employee’s performance.

Fellowship Presbyterian Church Manual of Administrative Operations: Policies, Procedures, and Organization By-Laws Approved by Session January 22, 2015 with an additional change February 7, 2015

JOB TITLE: Pianist/Director of Inspirational/Gospel Choir

SUMMARY: The Pianist/Director of the Inspirational/Gospel Choir functions under the supervision and direction of the Director of Music Ministry, the pastor, and the Worship Ministry Team. The Pianist/Director of the Inspirational/Gospel Choir may conduct and play for one or more choirs by providing music for worship services and church events. The Pianist/Director of Inspirational/Gospel Choir recruits, trains, motivates, and nurtures participants in using their talents and spiritual gifts. The Pianist/Director of the Inspirational/Gospel Choir develops, coordinates, and presents seasonal and special musical and dramatic programs in accordance with the liturgical calendar. This is an at-will position and benefits cannot accrue.

ESSENTIAL DUTIES:  Attends and plays the piano/organ for the first, second, and third Sunday worship services and other special services as requested  Plays and directs the Inspirational/Gospel Choir on third Sundays  Schedules and conducts rehearsals in preparation for third Sunday services  Plans and conducts various genres of music in coordination with the pastor and lectionary readings  Attends all staff meetings as requested  Maintains a music library for the Inspirational/Gospel Choir in cooperation with the Director of Music Ministry  Recommends music and music supplies for the music program in consultation with other music staff  Recruits and trains members to participate in the Inspirational/Gospel Choir  Provides musical selections for third Sunday bulletin to the church office no later than Wednesdays by noon

RELATIONSHIP/CHARACTERISTIC REQUIREMENTS To have successful job performance, an individual must:

 Work in close harmony with the Director of Music Ministry, the Pastor, and Worship Ministry Team and be able to interpret, and implement their worship objectives and desires into meaningful and musically inspiring services

Fellowship Presbyterian Church Manual of Administrative Operations: Policies, Procedures, and Organization By-Laws Approved by Session January 22, 2015 with an additional change February 7, 2015

 Have a general knowledge of the Presbyterian Directory for Worship (found in the PCUSA Book of Order), particularly the first three (3)chapters

 Be deeply committed to, and active in, the Christian faith

 Recognize that “worship” means above all to glorify God

 Possess a pleasant personality and be comfortable with appearances before large audiences

 Exhibit a commitment to excellence

 Manifest effective communication skills

 Show a willingness to learn and work with the Presbyterian form of church government

 Illustrate the capability of developing and implementing realistic goals and seeing them through to completion

 Have interpersonal skills and effective communication skills with individuals as well as with groups and large audiences

 Exhibit the ability to read and play music

EDUCATION/EXPERIENCE: A combination of education, training, and experience in music with documented experience in musical performance and in successfully conducting musical groups and presenting comprehensive musical/dramatic productions may be substituted for a B. A. or Masters degree in music.

ANNUAL REVIEW: A review will be conducted each year to evaluate the employee’s performance.

Fellowship Presbyterian Church Manual of Administrative Operations: Policies, Procedures, and Organization By-Laws Approved by Session January 22, 2015 with an additional change February 7, 2015

JOB TITLE: Children’s and Youth Choir Director

SUMMARY: The Director of Children and Youth Choirs functions under the supervision and direction of the Director of Music Ministry in coordination with the pastor and the Worship Ministry Team. The Children’s/Youth Choir Director will play for and assist the Director of Music Ministry in the development and coordination of seasonal and special musical and dramatic programs as requested. The Children’s/Youth Choir Director will establish and maintain a professional relationship with the pastor, Director of Music Ministry, Praise Dance Coordinator, and the Youth Ministry Team. The Children’s/Youth Choir Director will report to the Director of Music Ministry, who will serve as a liaison between the Children’s/Youth Choir Director and the Worship Ministry Team and pastor This is an at-will position and benefits cannot be accrued.

ESSENTIAL DUTIES:  Coordinates all children and youth music activities  Plays for and directs the children’s/youth choir  Selects music for worship on fourth Sunday in coordination with the pastor  Directs, plays for, and/or leads the children’s/youth choir at approved educational activities  Selects music and provides leadership for approved special youth events in coordination with the Youth Ministry Team  Plays for and assists the Director of Music Ministry in the development and coordination of seasonal and special musical and dramatic programs as requested  Schedules and conducts rehearsals in preparation for fourth Sunday service  Provides musical selections for church bulletin no later than noon on Wednesday  Maintains proper music etiquette and control of the children’s/youth choir  Recommends acquisition of music and supplies to the Director of Music Ministry  Arranges the attire for children’s/youth choir in conjunction with Youth Ministry Team  Keeps music areas clean and ensures the proper storage of materials  Performs duties as appropriate and assigned  Notifies the Director of Music Ministry in anticipation of absence  Trains and motivates participants in using their talents and spiritual gifts

RELATIONSHIP/CHARACTERISTIC REQUIREMENTS: To have a successful job performance, an individual must:

 Work in a professional manner with the pastor, Director of Music Ministry, Praise Dance Coordinator, and the Youth Ministry Team

 Demonstrate documented experiences in music performance and successfully playing for musical groups and musical/dramatic productions

Fellowship Presbyterian Church Manual of Administrative Operations: Policies, Procedures, and Organization By-Laws Approved by Session January 22, 2015 with an additional change February 7, 2015

 Be deeply committed to, and active in, the Christian faith

 Recognize that “worship” means above all to glorify God

 Possess a pleasant personality and be comfortable with appearances before large audiences

 Illustrate a comprehensive understanding of the oversight, management, and direction of a variety of Christian musical styles/groups

 Exhibit a commitment to excellence

 Manifest effective communication skills

 Show a willingness to learn and work with the Presbyterian form of church government

 Demonstrate a general knowledge of the Presbyterian Directory for Worship (found in the PCUSA Book of Order), particularly the first three (3) chapters.

 Illustrate the capability of developing and implementing realistic goals and seeing them through to completion

 Have interpersonal skills and effective communication skills with individuals as well as with groups and large audiences

 Exhibit the ability to read and play music (Playing by ear is a desirable talent.)

EDUCATION/EXPERIENCE: A bachelor’s degree or equivalent achievement in music is desirable along with three years of experience. Training as a Children’s/Youth Choir Director and/or experience directing for youth or children’s choirs are required. To sight-read and to transpose at sight as well as to improvise are required. A calm personality, sense of humor, respect for children’s artistic work, and enjoyment of their company are required.

ANNUAL REVIEW: An annual review will be conducted to evaluate the employee’s performance.

Fellowship Presbyterian Church Manual of Administrative Operations: Policies, Procedures, and Organization By-Laws Approved by Session January 22, 2015 with an additional change February 7, 2015

JOB TITLE: Assistant Director of Children’s/Youth Choir

SUMMARY: The Assistant Director of the Children’s/Youth Choir works under the supervision of the Director of the Children’s and Youth Choir in consultation with the Director of Music, the Worship Ministry Team, and the pastor. The Assistant Director of the Children’s/Youth Choir will be responsible for directing the children/youth in services on fourth Sunday or any church service involving the youth choir. The assistant director’s job shall include approved seasonal and special music and dramatic programs. This is an at-will position and benefits cannot be accrued.

ESSENTIAL DUTIES:  Assists with scheduled rehearsals  Assists Children’s and Youth Choir Director at approved educational/musicals other than regular church service  Trains and encourages youth in vocal preparation  Convenes and practices with the youth in the absence of the Children’s/Youth Choir Director  Coordinates with sound technician prior to worship as needed  Performs other duties as appropriate and assigned

RELATIONSHIP/CHARACTERISTIC REQUIREMENTS: To have successful job performance, an individual must:  Work collaboratively with the Director of the Children’s/Youth Choir, the Youth Ministry Team, and the Director of Music Ministry in the absence of the Director of the Children’s/Youth Choir to create a dynamic and high quality youth program

 Be deeply committed to, and active in, the Christian faith

 Recognize that “worship” means above all to glorify God

 Possess a pleasant personality and be comfortable with appearances before large audiences

 Be committed to excellence

 Possess effective communication skills

EDUCATION/EXPERIENCE: Candidate should have at least three (3) years of experience in music programs and be able to read music. Playing a musical instrument is not required, although training as a pianist is desired.

ANNUAL REVIEW An annual review will be conducted to evaluate the employee’s performance. 63

Fellowship Presbyterian Church Manual of Administrative Operations: Policies, Procedures, and Organization By-Laws Approved by Session January 22, 2015 with an additional change February 7, 2015

JOB TITLE: Early Service Musician

SUMMARY: The Early Service Musician will work under the supervision and direction of the Director of Music Ministry and be responsible for leading the early morning worship services. This is an at-will position and benefits cannot be accrued.

ESSENTIAL DUTIES:  Coordinates music for the early morning worship service  Plays for and directs the praise team  Selects music for worship on first through fourth Sundays  Trains and motivates the praise team in using their talents and spiritual gifts  Schedules and conducts rehearsals in preparation for early worship services  Provides musical selections for the church bulletin by Wednesday morning in conjunction with the pastor and Director of Music Ministry  Teaches proper music etiquette to the praise team  Recommends music and supplies to the Director of Music Ministry  Suggests the attire for the praise team  Keeps music areas clean and ensures the proper storage of materials  Performs duties as appropriate and assigned  Notifies the Director of Music Ministry in anticipation of absence  Provides a substitute list of musicians to the Director of Music Ministry

RELATIONSHIP/CHARACTERISTIC REQUIREMENTS To have successful job performance, an individual must:

 Have a general knowledge of the Presbyterian Directory for Worship (found in the PCUSA Book of Order) particularly the first (3) chapters

 Work in a professional manner with the pastor, Director of Music Ministry, praise team members, and any other members

 Demonstrate documented experiences in music performance and in successfully playing for musical groups and musical/dramatic productions

 Be deeply committed to, and active in, the Christian faith

 Recognize that “worship” means above all to glorify God

 Possess a pleasant personality and be comfortable with appearances before large audiences

 Illustrate a comprehensive understanding of the oversight, management, and direction of a contemporary style of music

Fellowship Presbyterian Church Manual of Administrative Operations: Policies, Procedures, and Organization By-Laws Approved by Session January 22, 2015 with an additional change February 7, 2015

 Exhibit a commitment to excellence

 Manifest effective communication skills

 Show a willingness to learn and work with the Presbyterian form of church management

 Illustrate the capability of developing and implementing realistic goals and seeing them through to completion

 Have interpersonal skills and effective communication skills with individuals as well as with groups and large audiences

 Exhibit the ability to read and play music (hymns and contemporary music)

 Be able to play music “by ear”

EDUCATION/EXPERIENCE: One to two years of experience is required or its equivalent of training and experience. Experience in directing or playing for praise teams is desirable.

ANNUAL REVIEW: An annual review process will be conducted each year to evaluate the employee’s performance.

Fellowship Presbyterian Church Manual of Administrative Operations: Policies, Procedures, and Organization By-Laws Approved by Session January 22, 2015 with an additional change February 7, 2015

JOB TITLE: Early Service Musician/Assistant Director of Children’s/Youth Choir Approved by Session June 7, 2014

SUMMARY: The Early Service Musician will work under the supervision and direction of the Director of Music Ministry and the Director of the Children’s/Youth Choir. He (or) she will be responsible for music for the early morning worship services and assist in directing the children/youth in services on fourth Sundays or any church service involving the youth choir, which shall include seasonal and special music and dramatic programs. This is an at-will position and benefits cannot be accrued.

ESSENTIAL DUTIES:  Coordinates music for the early morning worship service  Plays for and directs the praise team  Selects music for worship on early morning and youth Sundays  Trains and motivates the praise team in using their talents and spiritual gifts  Schedules and conducts rehearsals in preparation for early worship services  Provides musical selections for the praise team for the church bulletin by Wednesday morning  Maintains proper music etiquette and control of the praise team  Recommends music and supplies to the Director of Music Ministry  Keeps music areas clean and ensures the proper storage of materials  Notifies the Director of Music Ministry in anticipation of absence  Assists with scheduled rehearsals regarding children/youth  Assists Children’s and Youth Choir Director at approved educational/musicals other than regular church service  Trains and encourages youth in vocal preparation  Convenes and practices with the youth in the absence of the Children’s/Youth Choir Director  Coordinates with sound technician as needed prior to worship  Performs other duties as appropriate and assigned

RELATIONSHIP/CHARACTERISTIC REQUIREMENTS To have successful job performance, an individual must:

 Work in a professional and collaborative manner with the Pastor, Director of Music Ministry, the Director of Children’s/Youth Choir, Praise team members, and any other members as deemed appropriate to create dynamic and high quality programs

 Perform musical duties in the absence of the Director of Children’s/Youth Choir

 Possess documented experiences in music performance and successfully playing for musical groups and musical/dramatic productions

 Be deeply committed to, and active in, the Christian faith 66

Fellowship Presbyterian Church Manual of Administrative Operations: Policies, Procedures, and Organization By-Laws Approved by Session January 22, 2015 with an additional change February 7, 2015

 Recognize that “worship” means above all to glorify God

 Have knowledge of the Presbyterian Directory for Worship (found in the PCUSA Book of Order) particularly the first (3) chapters

 Possess a charismatic personality and be comfortable with appearances before large audience

 Possess a comprehensive understanding of the oversight, management, and direction of a contemporary style of music

 Possess a commitment to excellence

 Possess a willingness to learn and work with the Presbyterian form of church management

 Possess the capability of developing and implementing realistic goals and seeing them through to completion

 Possess interpersonal skills and effective communication skills with individuals as well as with groups and large audiences

 Possess the ability to read and play music (hymns and contemporary music)

 Must be able to play music “by ear”

EDUCATION/EXPERIENCE: Experience directing/playing for praise teams is desirable. The ability to sight-read and to transpose at sight as well as to improvise is required. A calm personality, sense of humor, and respect for all genres of music are needed. The applicant must have at least three (3) years of experience in music programs and be able to read music. Training as a pianist is highly desired.

ANNUAL REVIEW: An annual review will be conducted each year to evaluate the employee’s performance.

Fellowship Presbyterian Church Manual of Administrative Operations: Policies, Procedures, and Organization By-Laws Approved by Session January 22, 2015 with an additional change February 7, 2015

JOB TITLE: Early Service Percussionist Change approved by Session, December 29, 2013

SUMMARY: The early service percussionist will work under the supervision and direction of the Director of Music Ministry as well as the early service musician and be responsible for primarily, but not limited to, playing at the early morning worship services.

This is an at-will position and benefits cannot be accrued.

ESSENTIAL DUTIES:  Coordinates music for the early morning worship service with the early service musician  Plays for the praise team as deemed appropriate  Plays music for worship on first through fourth Sundays  Supports the praise team in using their talents and spiritual gifts  Recommends music/supplies to the Director of Music Ministry or early service musician  Keeps music areas clean and ensures the proper storage of materials  Performs duties as appropriate and assigned  Notifies the Director of Music Ministry and/or early service musician in anticipation of absence

RELATIONSHIP/CHARACTERISTIC REQUIREMENTS To have successful job performance, an individual must:

 Have a general knowledge of the Presbyterian Directory for Worship (found in the PCUSA Book of Order) particularly the first (3) chapters

 Work in a professional manner with the pastor, Director of Music Ministry, early service musician, praise team members, and any other members

 Demonstrate documented experiences in music performance and in successfully playing for musical groups and musical/dramatic productions

 Be deeply committed to, and active in, the Christian faith

 Recognize that “worship” means above all to glorify God

 Possess a pleasant personality and be comfortable with appearances before large audiences

 Illustrate a comprehensive understanding of the oversight, management, and direction of a contemporary style of music

 Exhibit a commitment to excellence

 Manifest effective communication skills 68

Fellowship Presbyterian Church Manual of Administrative Operations: Policies, Procedures, and Organization By-Laws Approved by Session January 22, 2015 with an additional change February 7, 2015

 Show a willingness to learn and work with the Presbyterian form of church management

 Illustrate the capability of developing and implementing realistic goals and seeing them through to completion

 Have interpersonal skills and effective communication skills with individuals as well as with groups and large audiences

 Exhibit the ability to read and play music (hymns and contemporary music)

 Must be able to play music “by ear”

EDUCATION/EXPERIENCE: Documented experience as a percussionist is required.

ANNUAL REVIEW: An annual review process will be conducted each year to evaluate the employee’s performance.

Fellowship Presbyterian Church Manual of Administrative Operations: Policies, Procedures, and Organization By-Laws Approved by Session January 22, 2015 with an additional change February 7, 2015

JOB TITLE: Church Secretary (Revised February 6, 2015)

SUMMARY The church secretary provides secretarial and administrative support requiring execution of established policies and procedures to the pastor and auxiliary staff by exception.* The work performed is often a segment of a process, procedure, or a project undertaken with minimum supervision. This is an at will, part-time position, and no benefits accrued.

The church secretary shall report to the pastor.

ESSENTIAL DUTIES

 Types correspondence for the pastor as needed  Consults with the pastor regarding prioritizing work  Prepares special event bulletins upon request and the weekly church bulletin, which includes composing and typing announcements, reproducing, and folding  Mails weekly worship bulletin, newsletters, and other materials to homebound church members and, upon request, to other members  Receives all incoming telephone calls, screens calls for appropriateness, and refers calls in timely manner to the proper staff person or entity based on caller request or caller need.  Activates the phone tree and manages the calling lists  Assists in the preparation, production, and distribution of ministry correspondence as deemed appropriate by supervisors  Assists in the preparation, production, and distribution of minutes, programs, publications, and other materials required by the church staff and church ministry teams  Maintains information and records regarding office supplies and purchases  Enters data, maintains database information in an accurate and timely manner regarding members and visitor records, miscellaneous information, reports, and attendance  Maintains church master calendar, manually and electronically, and membership filing system  Schedules building usage in accordance with established policy and approval by the Administration and Property and Maintenance Ministry Teams.  Receives and distributes mail to appropriate persons, ministry teams, or church auxiliaries  Performs other related duties as needed, including special assignments from various ministry teams upon the approval of the pastor and the convener of Administration MT  Maintains neat appearance of office space, including putting away supplies when they are received and discarding paper boxes.

JOB REQUIREMENTS/CHARACTERISTICS

 Work amicably with many different personalities  Manage multiple tasks calmly and professionally  Work independently and complete assigned tasks by deadline with minimum supervision 70

Fellowship Presbyterian Church Manual of Administrative Operations: Policies, Procedures, and Organization By-Laws Approved by Session January 22, 2015 with an additional change February 7, 2015

 Maintain office equipment by performing minor maintenance such as replacing toner cartridges, removing paper jams, and loading paper  Illustrate keyboarding skills  Possess experience with computers and software, particularly Microsoft Office Suite  Maintain the confidentiality of any information that becomes available  Have awareness of, and be in personal accord with, the mission of Fellowship Presbyterian Church  Interacts with all visitors to the office in a welcoming, calm, gracious, helpful manner Clear speech (or speaking voice) and acceptable mastery of spoken English

STANDARDS OF PERFORMANCE

 Prompt and effective preparation of correspondence and documents  Courteous and efficient telephone and email etiquette  Neatness, accuracy, and timeliness of performance  Timeliness of bulletin preparation, materials, and reports  Gracious, welcoming, and helpful manner in greeting office visitors

EVALUATIONS

 Performance evaluations will be conducted bi-annually by the pastor, who will also canvas session members who have substantial interaction with the secretary, and the convener of Administration Ministry Team,

WORK WEEK

 This is a part-time position. Work hours will be determined by a mutually agreed upon schedule of 20 - 25 hours per week. Salary will be established during the annual church budgeting process.

TIME AWAY

 This is a part-time position. The pastor or his designee may approve reasonable work- hour adjustments to address family emergencies.

* Exceptions for auxiliary staff can be performed upon the approval of the convener of Administration MT.

Fellowship Presbyterian Church Manual of Administrative Operations: Policies, Procedures, and Organization By-Laws Approved by Session January 22, 2015 with an additional change February 7, 2015

JOB TITLE: CHURCH SEXTON (Revised June 8, 2011)

SUMMARY:

The church sexton provides cleaning and custodial duties, both routine and periodic, as required to maintain the church building and offices in high states of cleanliness and sanitation.

The church sexton shall report to the Property & Maintenance (P&M) Session Convener.

This is not an hourly paid position; working hours are determined based on time required to perform the duties and responsibilities of the position.

This is an at-will position and benefits cannot be accrued.

ESSENTIAL DUTIES:

 Vacuum, sweep, and damp mop floors  Clean and clear debris from all entrances and exits to the church  Dust weekly all areas of the church, including furniture  Clean bathrooms and fixtures, sanitize commodes and floors as required  Inspect weekly the stairwell to balcony and balcony areas for cleanliness  Restock all bathrooms with required supplies  Spot-clean carpets according to protocol provided by P&M  Monitor and requisition cleaning/custodial supplies as needed  Clean windows, windows sills, and dust window blinds at least quarterly  Dust monthly all library books and shelves  Vacuum cloth seats monthly and spot clean upholstered chairs as needed  Arrange/re-arrange furniture as directed by Property and Maintenance Ministry Team  Assist with set ups as required/directed for church functions  Replace light bulbs as needed  Notify Property and Maintenance or office staff about damages or needed repairs as observed  Sweep outside entrances and walkways to church building, especially during inclement weather that may cause hazardous conditions  Turn off all inside lights and secure building when leaving

JOB REQUIREMENTS/CHARACTERISTICS:

 Ability to perform work in harmony with Fellowship Presbyterian Church leadership and members  Ability to accomplish duties with minimal or no supervision required 72

Fellowship Presbyterian Church Manual of Administrative Operations: Policies, Procedures, and Organization By-Laws Approved by Session January 22, 2015 with an additional change February 7, 2015

 Illustrate spiritual growth and maturity in personal demeanor  Able to work alone and with others to carry out duties and responsibilities.  Acknowledge the facility as a House of God, and model appropriate behavior  Experience in building sanitation (Church custodial experience is desirable.)

STANDARDS OF PERFORMANANCE:

 Prompt and effective performance of all assigned tasks in timely manner  Courteous and kind in responding to church’s request  Scheduling duties and accomplishing tasks by appointed time  Positive attitude toward duties and others with whom work is done  Confidence in ability to perform at standards set

EVALUATIONS:

 Performance evaluations will be conducted annually by the Property and Maintenance Ministry Team Convener or Chair, and session

Fellowship Presbyterian Church Manual of Administrative Operations: Policies, Procedures, and Organization By-Laws Approved by Session January 22, 2015 with an additional change February 7, 2015

Bus Operator Job Description (Approved by Session December 11, 2014) Details Required Education: High School Required Experience: None State-issued driver’s license to be verified

CPR and First Aid Certification or willingness to obtain desirable

Description The successful applicant will be responsible for providing safe passenger transportation. He or she will need to have a valid Alabama driver's license, a clean driving record, no DUI/reckless driving convictions for the last five years, and have a background without criminal activity. A pre-employment drug screening is also required. The applicant must be at least twenty-three years of age at the time of application submission. If hired, the person must maintain a safe and violation-free driving record. Other responsibilities include:

 Successfully performing scheduled pick-up of all clients on time and safely delivering them to their destinations within a reasonable time frame  Proper documentation of activities  Conducting pre-trip and post-trip inspections to ensure proper operating condition of vehicle and on-board equipment  Ensuring the safety of all passengers by use of appropriate on-board restraints  Ensuring a safe and clean vehicle condition at the start and end of each shift  Adjusting to variables in normal working conditions, including adverse weather, traffic and construction, passenger problems, accidents, and trip changes  Providing excellent customer service, including assistance in boarding and deboarding the bus  Responding appropriately during an emergency  Diffusing difficult situations and maintaining order onboard vehicle to reduce the opportunity for injury to passengers, self, or other employees  Employing all techniques of defensive driving to minimize the risk of preventable and non-preventable accidents and/or passenger injuries  Protecting passengers and securing vehicle in the event of accident or injury and communicating effectively with ministry team convener/chairperson

Required Knowledge, Skills, and Abilities:

 Possess acceptable hearing and visual capabilities in order to monitor the environment  Ability to read, write and communicate effectively in English  Ability to navigate the service area through the use of maps and/or on-board directional equipment  Ability to remain calm in emergency situations and ensure the safety of all passengers and employees

Fellowship Presbyterian Church Manual of Administrative Operations: Policies, Procedures, and Organization By-Laws Approved by Session January 22, 2015 with an additional change February 7, 2015

 Ability to provide excellent customer service  Ability to demonstrate professional demeanor and appearance  Ability to adhere to attendance policy

Fellowship Presbyterian Church Manual of Administrative Operations: Policies, Procedures, and Organization By-Laws Approved by Session January 22, 2015 with an additional change February 7, 2015

Service Leader Job Description (Approved by Session December 11, 2014)

Details Required Education: High School Required Experience: No previous experience required

Description The successful leader should be a living example of one who "loves God and loves neighbor." It is important for a leader to listen well, communicate with people of all ages, and demonstrate a genuine love for and maintain good rapport with children and young people. The leader should offer an atmosphere to the children, youth, and adults that will teach, nurture, and help them develop as individuals and as Christians. He or she must have a background free of criminal activity. The leader must be at least twenty-three years of age and have taken the Sexual Misconduct training. Other responsibilities include:

 Being an advisor / resource for all children, youth and adults  Communicating with parents if their children are disruptive to the program (in keeping with the code of conduct)  Maintaining Bus Book of family information of riders  Ensuring children arrive in class and are picked up after class  Ensuring the safety of all passengers by use of appropriate on-board restraints  Providing excellent customer service, including assistance in boarding and deboarding the bus  Responding appropriately during an emergency  Diffusing difficult situations and maintaining order onboard the vehicle to reduce the opportunity for injury to passengers, self, or other employees  Assuring proper use and care of church property by children, youth, and adults  Reporting concerns to the Evangelism Team Convener or Chairperson  Protecting passengers and securing vehicle in the event of accident or injury and communicating effectively with ministry team convener/chairperson

Required Knowledge, Skills, &Abilities:

 Possess acceptable hearing and visual capabilities in order to monitor the environment  Be in good physical and mental health  Ability to work and communicate with parents, children, youth and adults.  Ability to have an effect on the faith development of the children and young people and to play a key role in their connectedness to the Fellowship church community  Ability to read, write and communicate effectively in English  Ability to navigate the service area through the use of maps and/or on-board directional equipment  Ability to remain calm during emergency situations and to ensure the safety of all passengers and employees 76

Fellowship Presbyterian Church Manual of Administrative Operations: Policies, Procedures, and Organization By-Laws Approved by Session January 22, 2015 with an additional change February 7, 2015

 Ability to provide excellent customer service  Ability to demonstrate professional demeanor and appearance

** Teachers are not responsible for children who choose not to attend class and whose behavior does not meet the code of conduct

** CPR and First Aid Certification (or willingness to obtain) are desirable. Some adults on the bus will possess these skill sets.

Fellowship Presbyterian Church Manual of Administrative Operations: Policies, Procedures, and Organization By-Laws Approved by Session January 22, 2015 with an additional change February 7, 2015

Employee Performance Review Guidance and Forms

Fellowship Presbyterian Church Manual of Administrative Operations: Policies, Procedures, and Organization By-Laws Approved by Session January 22, 2015 with an additional change February 7, 2015

Annual Review Process

The following is a framework for the Annual Review Process

1. The supervisor will complete the Supervisor’s Narrative on the Annual Review and Professional Development Form prior to meeting with the employee and the Supervisor’s Review Conference Form.

2. The supervisor will establish a time to conduct the Annual Review Conference in consultation with the employee.

3. The employee will complete the Self-Assessment and bring it to the Annual Review Conference.

4. At the Annual Review Conference, the supervisor will allow the employee to share the results of their Self-Assessment (strictly voluntary).

5. The supervisor will share results from the Supervisor’s Review Conference Form (All items will have been scored prior to the conference with the exception of items requiring supportive documentation.).

6. The employee will provide supportive documentation for items with asterisks and the supervisor will score these areas during the conference.

7. The supervisor will give the employee a summation of performance via the Supervisor’s Narrative on the Annual Review and Professional Development Form.

8. Professional development goals will be established as a result of data collected via the Supervisor’s Review Conference Form, Supervisor’s Narrative, and the employee’s input.

9. A Professional Development Plan will be established by the employee and should be in direct correlation to the established Professional Development Goals.

10. A Professional Development Plan follow-up will be completed by the employee at the end of the year and brought to the Annual Review Conference.

11. The Annual Review Process will start over.

Fellowship Presbyterian Church Manual of Administrative Operations: Policies, Procedures, and Organization By-Laws Approved by Session January 22, 2015 with an additional change February 7, 2015

Fellowship Presbyterian Church Performance Review for Church Employees Page 1 of 2

Employee: ______Date: ______

Job Title: ______Years of Experience ______

Rating Factors S I NI U

ATTITUDE 1. ( Interest in work, willingness to meet job requirements and accept suggestions enthusiastically) RELATIONSHIPS WITH OTHERS 2. (Shows tack and courtesy, ability to get along with others) PERSONAL FITNESS 3. (Physical capacity for work, appearance, personal habits) DEPENDABILITY 4. (Degree to which work is accomplished without close supervision, punctuality, regular attendance on the job and remaining on the job during assigned hours) KNOWLEDGE 5. (Knowledge of methods, materials and duties of the position, and other basic information concerning the church/building) ADAPTABILITY 6. (Willingness to learn, perform under changes and in emergencies, grasp details) WORK HABITS 7. (Organization of work, care of equipment, safety, diligence and initiative) JUDGEMENT 8. (Soundness of decisions, common sense and comprehension of differences between important and trivial) QUALITY OF WORK 9. (Accuracy, completeness, thoroughness, neatness of work performed) QUANTITY OF WORK 10. (Amount and promptness of work completed) S-Satisfactory I-Improving NI- Needs Improvement U- Unsatisfactory

FPC Form 2-4

Fellowship Presbyterian Church Manual of Administrative Operations: Policies, Procedures, and Organization By-Laws Approved by Session January 22, 2015 with an additional change February 7, 2015

Performance Review Page 2 of 2

Comments by Supervisor (NI or U ratings must be explained):

Comments by Employee:

Recommendation by Supervisor:

Employee’s Statement: I acknowledge that I have examined this evaluation and have had an opportunity to discuss it with my immediate supervisor. I understand that my signature does not necessarily mean that I agree with the evaluation.

______Employee Signature Date

______Supervisor Signature Date FPC Form 2-4

Fellowship Presbyterian Church Manual of Administrative Operations: Policies, Procedures, and Organization By-Laws Approved by Session January 22, 2015 with an additional change February 7, 2015

Fellowship Presbyterian Church Performance Review Mid-Year Assessment

Areas of Strength/Celebration:

Areas of Growth:

Comments by Employee:

Comments by Supervisor:

Employee Signature: ______

Supervisor’s Signature: ______

FPC Form 2-5

Fellowship Presbyterian Church Manual of Administrative Operations: Policies, Procedures, and Organization By-Laws Approved by Session January 22, 2015 with an additional change February 7, 2015

Office Operations

Fellowship Presbyterian Church Manual of Administrative Operations: Policies, Procedures, and Organization By-Laws Approved by Session January 22, 2015 with an additional change February 7, 2015

General Office Operations Policies

I. OFFICE HOURS OF OPERATION A. The church office shall be opened with clerical/administrative support Monday – Friday at a minimum of four (4) hours daily or as directed by session. B. Office hours for church staff shall be posted.

II. COPIER AND PRINTER USE A. The use of copier/printer is reserved for official church business and the promotion of ministry at Fellowship Presbyterian Church. B. Personal use of copier/printer equipment is strictly prohibited. C. Facilities or room reservation does not entitle members or groups to access copier/printer equipment.

III. COMPUTER USE A. Use of the church office computer other than approved staff members is strictly prohibited. B. Limited public access is provided through a secondary computer and is approved by the Technology Ministry Team. The use of the computer is password protected. Use is limited to church/ministry related business.

IV. OFFICE SUPPLIES A. General office supplies are purchased for the use of church business and its associated and official ministries. The church office budget includes all office supplies for staff and general ministry use. B. Personal or non-ministerial use of church office supplies is strictly prohibited. C. The stamp machine is used for all general church mailing and infrequent mailings by official church ministries. The use of the stamp machine for personal mailing is strictly prohibited. D. Office supplies will be purchased only by individual(s) designated by the Administration Ministry Team. E. Church stationary and envelope usage is limited to official church ministries.

V. CHURCH OFFICE STAFF A. The church office staff will channel communication to the appropriate staff member/session convener/chairperson, organization or ministry team and prioritize urgent information. B. The church office staff will schedule appointments in accordance with pastoral staff availability.

Fellowship Presbyterian Church Manual of Administrative Operations: Policies, Procedures, and Organization By-Laws Approved by Session January 22, 2015 with an additional change February 7, 2015

VI. CALENDAR REQUESTS A. The church office staff will receive requests for church usage, verify facilities availability, disseminate requests to the appropriate session convener for approval, and notify requestor of the final decision. B. The church office staff will maintain the master and web calendar of events.

VII. STAFF AND MINISTRY MAILBOXES A. Individuals may communicate to staff and ministry leaders by using mailboxes in the church office. B. All ministry leaders of office church ministries will receive a mailbox in the office. It is the sole responsibility of staff and ministry leaders to regularly check their personal mailbox for important messages and updates. All urgent requests given to the church office will be sent by email or phone.

VIII. BULLETINS AND SPECIAL PROGRAMS A. The church office staff will prepare Sunday bulletins and special programs. Input to the Sunday bulletin must be received not later than noon Wednesday. Special programs must be submitted at least two weeks prior to the event. B. Announcements submitted for the Sunday bulletin must be submitted not later than noon on Wednesday. Announcements will be reviewed for their appropriateness and a determination made to insert or post the announcement on the public bulletin board. Priority will be given to new or special events/activities of the church. Submitting an announcement is not a guarantee that it will be an insert in the bulletin. C. Announcements soliciting charitable contributions of any kind must be approved by the pastor or session prior to inserting in the bulletin. (See Section IX, Worship of this manual for Guidelines for Preparation of Sunday Bulletin.)

Fellowship Presbyterian Church Manual of Administrative Operations: Policies, Procedures, and Organization By-Laws Approved by Session January 22, 2015 with an additional change February 7, 2015

Technology Policy

Fellowship Presbyterian Church Manual of Administrative Operations: Policies, Procedures, and Organization By-Laws Approved by Session January 22, 2015 with an additional change February 7, 2015

RESPONSIBILITIES OF THE TECHNOLOGY MINISTRY TEAM

The Technology Ministry Team will:

 Review proposed technology prior to purchase in an effort to ensure compatible integration into existing system  Review all technology equipment lease/rental/service contract agreements  Provide problem determination and source identification of IT equipment  Install and/or manage the installation of all computer hardware/software  Provide documented procedures for providing data input and change requests to the website  Restrict and support only hardware/software approved by session  Update hardware/software as required to provide technology capabilities approved by session  Provide appropriate training and professional development to FPC staff and/or members to ensure timely implementation and effective use of technology

Technology Usage Policy

DEFINITION The term technology as used in this policy is intended to have a broad interpretation. Technology as used herein references the computer itself along with all of the accessories and peripherals used in connection with the computer, including but not limited to:

 The workstations (both desktop and portable), printers, scanners, and other peripherals  Local area networks (both wired and wireless), including wiring, hubs, routers, transmitters/receivers and other devices  Servers, including instructional lab servers, CD-ROM servers, video servers, file and print servers, database servers, internet proxy caching servers  A Wide Area Network  Telephone systems, including primary systems, integrated voice response/management systems, automatic dialing systems  Video capturing, broadcast, receiving and distribution systems  Teleconferencing systems  Application software packages which result in the creation and maintenance of an operational database  Energy management and security monitoring systems  Radio systems  Office copier, imaging, and document management systems  Intercom  Facsimile systems

Fellowship Presbyterian Church Manual of Administrative Operations: Policies, Procedures, and Organization By-Laws Approved by Session January 22, 2015 with an additional change February 7, 2015

PURPOSE  To establish and maintain guidelines and procedures for appropriate technology utilization and infusion into the ministry of the church  To improve church operations and provide ministries of outreach to the sick and shut-in  To provide technological information for improved decision making and increased church productivity

TECHNOLOGY GUIDELINES Technology use must be in support of church ministries and consistent with the vision, mission, and purpose of the church. All technology users are to adhere to acceptable use practices and any other acceptable use guidelines devised by Fellowship Presbyterian Church (FPC) Technology Ministry Team as sanctioned by the Session. 1. Computer accounts are to be used only by the authorized owner of the account for authorized purposes. 2. The illegal or unlicensed installation or use of copyrighted software for use on computers owned or operated by FPC is prohibited. 3. Any use of computers for commercial or for-profit purposes is prohibited (unless approved via the FPC Technology Ministry Team and/or Session). 4. Users shall not intentionally seek information on, obtain copies of, or modify files, other data, or passwords belonging to other users, or misrepresent other users on the computer network. 5. All communications and information stored on computers owned or operated by FPC shall be considered property of FPC. 6. No use of the computer shall seek to disrupt the use of computers by others. The computers shall not be destroyed, modified, or abused in any way without express permission of FPC Technology Ministry Team and/or the Session. 7. Malicious use of the computer to develop programs that harass other users or infiltrate a computer and/or damage the software components of the computer is prohibited. 8. Antisocial behaviors (harassment, discriminatory remarks, etc.) are prohibited on the computers. Computers will not be used to access internet sites or to run programs which are offensive, illegal, or otherwise not suitable or proper for use in FPC. 9. Use of computers to access files dangerous to the integrity of individual computers (i.e. viruses) is prohibited. 10. FPC reserves the right to remove users’ files without notification. 11. FPC employees/members will be subject to disciplinary/legal action or denied further access to computers for violation of this policy. FPC will not defend or provide assistance to any employee or member who breaches any law governing computer usage or software usage.

Fellowship Presbyterian Church Manual of Administrative Operations: Policies, Procedures, and Organization By-Laws Approved by Session January 22, 2015 with an additional change February 7, 2015

WEB-PAGES 1. All persons developing or maintaining web documents are responsible for complying with the FPC technology guidelines. 2. Permission is required when an individual is identified by name in a picture included on the web page. (See FPC Form 2-6, Media Release Form in this policy.) 3. Web page documents should not include an individual’s phone number, address, or complete names of any family members and/or friends. 4. Web publishing of email addresses is restricted to staff members or to a general, group email address. 5. Web pages may not contain links to on-line chat areas. 6. Web pages may not contain links to text, images, movies, or sounds that contain pornography, obscenity, or language that offends or tends to degrade others. 7. All publications must comply with all state, federal, and international laws relative to copyright, intellectual property rights, and legal uses of network computers. 8. Publications must include a statement of copyright when appropriate and indicate that permission has been received when including copyrighted materials. 9. Changes/updates to the webpage must be submitted through the appropriate convener using FPC Form 2-7, Website Input/Change Request Form

Fellowship Presbyterian Church Manual of Administrative Operations: Policies, Procedures, and Organization By-Laws Approved by Session January 22, 2015 with an additional change February 7, 2015

Fellowship Presbyterian Church Media Release Form

The Media Release Form is required for all photographs published/posted in public media-- for example, newsletter, flyer and website

I hereby assign and grant Fellowship Presbyterian Church (3406 Meridian Street Huntsville, Alabama 35811), the right and permission to use and publish the photographs/film/video tape/electronic representation and/ or sound recordings made of the below listed person(s). This release will be in effect from the date of signature until it is revoked by the parent, guardian or signed party. I hereby release, and hold harmless, all parties of (Fellowship Presbyterian Church) from all liability for such use and publication.

I hereby authorize the reproduction, sale, copyright, exhibit, broadcast, electronic storage, and/or distribution of said photographs/film/video tapes/electronic representation and or sound recordings without limitation at the discretion of the Fellowship Presbyterian Church (including the chartering organization), and I specifically waive the right to any compensation I may have for any of the foregoing.

Name:______

Affiliation with Fellowship Presbyterian Church:______

Parent Name:______

Address:______

Home Phone:______

Email Address:______

I agree to the above and authorize the use of photographic images for myself and/or my child.

Signature of Parent/Guardian and Date: ______

I do not agree to the above. I do not authorize the use of photographic images for myself and/or my child. ______

Signature of Parent/Guardian and Date: ______FPC Form 2-6

Fellowship Presbyterian Church Manual of Administrative Operations: Policies, Procedures, and Organization By-Laws Approved by Session January 22, 2015 with an additional change February 7, 2015

Fellowship Presbyterian Church Website Input/Change Request Form

Input Data Type (circle one) Input Source (circle one)

PDF Form Thumb Drive MS Word Text CD ROM JPEG Pictures Email Attachment (To Webmaster)

File Name:______

Check One:  New Web Site Information  Update to Existing Web Site Information (specify)  Replace Existing Web Site Information (specify)

Requester’s Name: ______Desired Date: ______

Phone #: ______

Webmaster: Comments: ------

------

Circle one: Approved Denied

Expected Implementation Date: ______

Webmaster’s Signature: ______Date:______

Changes should be submitted through the appropriate ministry team convener. Approved by Session September 25, 2014

FPC Form 2-7

Fellowship Presbyterian Church Manual of Administrative Operations: Policies, Procedures, and Organization By-Laws Approved by Session January 22, 2015 with an additional change February 7, 2015

Facilities Policy

Fellowship Presbyterian Church Manual of Administrative Operations: Policies, Procedures, and Organization By-Laws Approved by Session January 22, 2015 with an additional change February 7, 2015

Facilities Use Policy

I. FACILITIES USE PURPOSE

It is our desire that the property and facilities that God has entrusted to us are used to serve the cause of Jesus Christ, His people, our neighbors, and our community. We want these properties and facilities to experience maximum use for the greatest service according to our vision and mission statements.

II. FACILITIES USE PRIORITIES

The use of facilities, grounds, and equipment shall be confined to Christian organizations, educational and social service agencies, and other character building functions whose work is in harmony with the purpose and mission of Fellowship Presbyterian Church.

First Priority Activities: Fellowship Presbyterian Church-sponsored activities planned by the church and its members primarily for the congregation or for outreach.

Second Priority Activities: Fellowship Presbyterian Church member activities planned by members of the congregation but not planned primarily for the people of the church.

Third Priority Activities: Organizations and community service activities involving no specific Christian affiliation; however, the activities do not conflict with the principles of Fellowship Presbyterian Church.

III. SCHEDULING, INSURANCE, AND PAYMENT PROCEDURES

Scheduling Procedures All activities of the church requiring usage of the building shall be scheduled with the secretary in the church office after review of the facilities’ policy on the FPC website. The secretary will check space availability. Then, all inquiries will be directed to the Property and Maintenance convener. All persons wishing to use the church must complete FPC Form 2-8, Church Usage Request Form. The date on which the form is received will establish the priority of the request when there is more than one request for the same space at the same time. Church Usage Request Forms shall be available in the church office and on the Fellowship Presbyterian Church (FPC) website. For Second and Third Priority Activities, usage forms must be submitted at least (60) days prior to the date of the activity with a $25.00 reservation fee by check made payable to Fellowship Presbyterian Church. The reservation fee is non-refundable. The reservation fee must accompany the application form for it to be considered complete. Property and Maintenance will notify the prospective user within (10) days, and the Stewardship and Finance Ministry Team will define the applicable fees. The reservation fee will be returned if the application is denied. When the request is approved by Property and Maintenance, the date is confirmed and placed on the master calendar. All related fees must be paid in full no later than (7) days prior to the activity. Cancellation within (48) hours of the activity will result in the forfeiture of 25% of the total amount received, less any reservation fees.

Fellowship Presbyterian Church Manual of Administrative Operations: Policies, Procedures, and Organization By-Laws Approved by Session January 22, 2015 with an additional change February 7, 2015

Insurance Organization/member activities classified under the second and third priority above are required to have a liability insurance policy. Certificate of Liability and Property Damage insurance coverage MUST be on file prior to the date of the event by all outside groups to Fellowship Presbyterian Church for the purpose of covering liability and property damage or accidents that might occur on church property. Submission of Certificate of Insurance or the signing of a Hold Harmless Agreement is required. An organization/member failing to submit proof of insurance or sign a Hold Harmless Agreement will not be permitted to use church property.

Payment Guidelines

Members

Use this section to indicate the church facilities you wish to reserve. Check all that apply, transfer the indicated cost to the column to the right, and then add the numbers in that column to indicate the total cost. NOTE: The indicated fees cover four hours; additional time may incur additional costs (see policy).

FACILITY USE FEE SCHEDULES MEMBER USAGE FEES: ______Sanctuary (including rehearsal) No charge ______Fellowship Hall (rehearsal) No charge ______Kitchen (staging only) $50 $______Classroom #1 No charge ______Classroom # 2 No charge ______Classroom #3 No charge ______Church musician (organ or piano) $ 125* $______Sexton $ 75* ______Sound Technician $ 60* TOTAL $ ______*These items are to be paid by check directly to the individuals involved.

Building fees are not charged for Fellowship Presbyterian Church member-sponsored events, but donations will be accepted. Those in charge of the event must assume responsibility for clean-up; otherwise a fee of $50.00 will apply. Tablecloths must be cleaned and returned within 5 days. Weddings are covered under a separate schedule.

NON-MEMBER FEES: For non-member/organization sponsored events, the fees for up to a four (4) hour period are listed below. Sanctuary ………………..…$200.00 Fellowship Hall … .…….……$ 120.00 Kitchen food preparation …..$200.00 Kitchen -staging ….………….$ 100.00 Classroom ………………….$ 25.00 Pavilion ………………………$ 100.00 Sound Technician ………….$ 60.00 Sexton………………………..$ 75.00 94

Fellowship Presbyterian Church Manual of Administrative Operations: Policies, Procedures, and Organization By-Laws Approved by Session January 22, 2015 with an additional change February 7, 2015

Additional fee(s) based on hourly rates above will apply if activity exceeds the time limit. Weddings are covered under a separate schedule. Tablecloths belonging to Fellowship are not available for non-member/organization events.

In addition, for non-member organization-sponsored events, a refundable $100.00 security deposit is due at the time of approval. If an active member of the church is part of your group, and assumes responsibilities for the premises, the security deposit will be waived. Inspection by the Property and Maintenance Convener or appointee will occur within 24 hours following use, and the security deposit will be returned within ten (10) workdays. If facilities are deemed damaged or misused, the security deposit shall be forfeited.

All remaining fees must be paid in full no later than (7) days prior to the activity. Cancellation within (48) hours of the activity will result in the forfeiture of 25% of the total amount received, less any reservation fees.

IV. GENERAL FACILITIES USE GUIDELINES

Respect for Facilities: The church facilities should be treated with respect at all times and every effort should be made to leave them in as good or better shape than they were found. Rooms must be returned to their original arrangement. The user must remove all items associated with their program immediately following the event. The user will be held responsible for any damage done to church property, and the user assumes liability for injuries to persons attending the event and for damages or loss of user's property.

Offices and Supplies: Participants shall not enter the church offices or use church supplies, phones, fax machine, copy machine, computers or any other church equipment not noted on the Application for Use of Facilities form or without express permission of the person in charge. Loaning of Equipment: The loaning of church property is not permitted.

Use of Audio-Visual Equipment: All audio-visual equipment may be used only by a trained technician and with prior arrangements as designated on the Application for Use of Facilities form. Programs in the sanctuary that require the use of the sound system must have one of the church's sound technicians on duty. This service will be included in the usage fee.

Organ and Piano Use: The organ and piano shall be available for practice and special events to persons from within Fellowship Presbyterian Church at no charge. Use of these instruments must be scheduled through the music director. The musical instruments are to be played only by approved Fellowship Presbyterian Church musicians or musicians specifically approved by the Director of Music Ministry or persons designated by session.

Candle Use: Use of dripless candles is allowed only in designated areas and must be approved by the Property and Maintenance convener.

Moving Furniture/Equipment: If furniture or equipment is to be moved, it must be done with 95

Fellowship Presbyterian Church Manual of Administrative Operations: Policies, Procedures, and Organization By-Laws Approved by Session January 22, 2015 with an additional change February 7, 2015 the permission of the Property and Maintenance convener to maintain the quality of the building’s furniture and equipment and prevent damage.

Decorations: All decorations in the facilities and on the grounds must be approved by the Property and Maintenance convener. No items may be affixed to any surfaces without the consent of the Property and Maintenance convener.

Banned Items: The following items are not allowed in or on church property: weapons, alcoholic beverages, tobacco products, controlled substances, drugs, or anything that would distract from a Christian atmosphere.

Food Use: Approval to serve food must be granted on the Application for Use of Facilities form. No food or drink is permitted in the sanctuary.

Facilities Event Supervision: All activities in the facilities must be well supervised in order to ensure participant safety and proper treatment and care of the property. The individual named in charge on the Application for Use of Facilities form will be responsible for proper behavior of the group and care of the facilities. Priority groups two and three are required to have a designated church member or staff member responsible to ensure proper care, security, and lock-up of the facilities as needed.

Time Limitation: Use of the church after 9:00 p.m. must be requested and approved through the application process.

Minors: When children are in attendance, they must be under the control of their parents or adults at all times and are not permitted to roam freely on church property. All children’s or youth activities shall be supervised by a minimum of two (2) adults over the age of 21 at all times.

Safety: Safety and respect for the facilities are very important. Running or any rowdy activity is not appropriate at any time unless it is part of an organized and approved activity. Any activities that may be potentially harmful or unsafe are also not allowed. Exit signs must remain visible at all times. Capacity limits for each room must be followed in order to comply with fire code. Willful violation of any guidelines or regulations could lead to the loss of eligibility to use the facilities.

V. USE OF THE KITCHEN

Guidelines for use of this space will be provided to each group approved and will also be posted in the kitchen. The kitchen shall be under the general supervision of the Property and Maintenance Ministry Team. Church members or other groups are required to leave the kitchen in proper order according to the Kitchen Rules Checklist. The kitchen must be left clean. Failure to comply will result in forfeiture of kitchen deposit. Breakage or damage of property or equipment must be reported to the chairperson of the Property and Maintenance Ministry Team

Fellowship Presbyterian Church Manual of Administrative Operations: Policies, Procedures, and Organization By-Laws Approved by Session January 22, 2015 with an additional change February 7, 2015 and may result in additional charges. Only church auxiliaries will be allowed to sell prepared food from the kitchen in accordance with Madison County Health Department Policies.

VI. These guidelines are provided for use in conjunction with Section ll, Facilities Use Priorities. When used by first, second, and third priority parties, the following procedures will apply.

 Remove all leftovers from the area  Clean all used dishes and all utensils properly  Clean all kitchen sinks  Clean oven, top range eyes, and grill  Remove only the items you brought into the kitchen  Remove garbage and trash from kitchen and place in outside dumpster  Replace trash and garbage containers with new liners

 If the oven is used, a fee of $25.00 will be charged (if cleaned by designee).  Sweep and mop floor.

When the kitchen is used by second and third priority activities the following procedures will apply.

 Must be a licensed caterer  Must have and present a certificate of insurance or be bonded  Must have and provide own utensils  Must remove all utensils brought in upon departure  Must provide for own kitchen supplies, i.e., dish clothes and towels  Must provide for own table arrangements and table linens  Pay a fee of $25.00 if the oven is cleaned by designee  Sweep and mop floor.

VII. FACILITIES LOCK-UP AND SECURITY

A lock-up and security checklist will be provided to the identified responsible person at the time of application approval. A custodian or other authorized church representative must be present and responsible for securing the building for all Third Priority Activities.

Any or all persons requesting use of part or all of these facilities agree to all the rules and regulations set out in this policy. If you have questions about this Facilities Use Policy, please contact the church office.

Fellowship Presbyterian Church Manual of Administrative Operations: Policies, Procedures, and Organization By-Laws Approved by Session January 22, 2015 with an additional change February 7, 2015

CHURCH USAGE REQUEST FORM FELLOWSHIP PRESBYTERIAN CHURCH 3406 Meridian Street ● Huntsville, AL 35811 ● 256 539-2418 ● FAX 256 5392492

Current Date______

*Sponsoring Organization/Group______*NON-CHURCH FUNCTIONS: If you elect to have the Sexton setup or rearrange for your activity/function, a $50.00 fee is required. Contact Person______Phone No.______Contact Person______Phone No.______Purpose of Activity______Activity Start & End Time ______A.M./P.M. until ______A.M./P.M. **Building access Time ______A.M./P.M. until ______A.M./P.M. **Building access time is for preparation and cleanup, if applicable Date(s) Requested:______□ Weekly Reoccurring Event □ Monthly Reoccurring Event Requested Area(s) of Church □ Sanctuary □ Fellowship Hall □ Resource Room □ Nursery □ Kitchen □ Choir Room □ Computer Room □ Classroom(s) #1______#2______

Furnishing & Media Needs: Number of Chairs______Number of Tables_____ Rectangular______Round______***Number of Tablecloths _____ Rectangular______Round______Sound System Needed □ Yes □ No Computer Needed □ Yes □ No ***Tablecloth Policy: Tablecloths belonging to Fellowship are not available for non-member/organization events unless a Fellowship member is the sponsor and assumes responsibility. Tablecloths must be returned clean (drycleaned or washed) on hangers and hung in the choir room within 5 days unless notified that the return is shorther than 5 days because of another event.

FOR OFFICE USE ONLY □ Approved □ Not Approved (Reason)______Administration Ministry Team Convener ______Date______□ Approved □ Not Approved (Reason)______Property & Maintenance Ministry Team Convener ______Date______Total Cost $______Reservation Fee $______Kitchen Deposit $______Balance $______□ Copy furnished to treasurer to verify collection of fees. □ Copy furnished Sexton for setup. THE SESSION RESERVES THE RIGHT TO ADJUST OR WAIVE FEES FOR NONPROFIT ORGANIZATIONS. Approved by Session February 27, 2014 FPC Form 2-8

Fellowship Presbyterian Church Manual of Administrative Operations: Policies, Procedures, and Organization By-Laws Approved by Session January 22, 2015 with an additional change February 7, 2015

Church Wedding Policy

Fellowship Presbyterian Church Manual of Administrative Operations: Policies, Procedures, and Organization By-Laws Approved by Session January 22, 2015 with an additional change February 7, 2015

WEDDING POLICY INTRODUCTION

We are pleased that you have selected Fellowship Presbyterian Church for the consecration of this important event in your life. In order to achieve a harmonious relationship in the preparation for your event, the following policies and procedures have been established.

GENERAL

The facilities available for these types of events include the sanctuary, the fellowship hall, and classrooms. The bride and her attendants may dress in those rooms designated in the educational wing by the Special Events Coordinator. The groom and his attendants may use the choir room, if desired.

Weddings will not be scheduled in conflict with Fellowship Presbyterian Church activities and events. Weddings will not be scheduled on Sunday. It is recommended that applications be submitted at least six (6) months prior to the date of the activity. The reservation deposit must accompany application upon its initial submission. Fellowship Presbyterian Church will provide confirmation for the proposed date. Cancellation within four months of the confirmed date will result in forfeiture of the deposit. All fees must be paid no later than three (3) weeks prior to the scheduled date. Failure to comply with the following provisions will result in cancellation of the reservation for the facilities.

NO SMOKING, ALCOHOL BEVERAGES, OR DRUGS IN ANY FORM ARE PERMITTED ON THE PREMISES OF FELLOWSHIP PRESBYTERIAN CHURCH.

Fellowship Presbyterian Church cannot be held responsible for lost articles or valuables left unattended in any area of the church or its facilities. Wedding parties are asked to be mindful of the sanctity of the sanctuary. Applicants will be held responsible for damages incurred.

Schedule of fees for weddings: To reserve the church and confirm the date requires a reservation fee of $100.00 and a security deposit of $150.00. The security deposit may be refunded if there is no damage and the time limit and checklist are adhered to. Separate checks are required for deposits.

MINISTER

Anyone who desires to be married by the pastor of Fellowship Presbyterian Church should, if possible, contact the church office at least four (4) months prior to the wedding date. This will enable the church to plan for this event in its schedule. Also, it will give the pastor an opportunity to arrange premarital counseling sessions with the couple. These sessions are necessary for anyone planning a Christian marriage.

The pastor of Fellowship Presbyterian Church shall officiate at all weddings unless special arrangements are made at the time of application for a “minister of choice.” If this is the case, the

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Fellowship Presbyterian Church Manual of Administrative Operations: Policies, Procedures, and Organization By-Laws Approved by Session January 22, 2015 with an additional change February 7, 2015 pastor will extend an invitation to the other minister. If the pastor, in good conscience, is not convinced of the propriety of the marriage, he or she will not perform the ceremony.

SANCTUARY

The Pulpit, Cross, Baptismal Font, and Communion Table are symbols of faith. They speak visibly of the truths of our faith. Requests to remove or conceal any of these items with decoration will not be allowed. Decisions on decorations must be made with consultation of the Minister or Special Events Coordinator. The Sacrament of Holy Communion is a public expression of our faith and is always extended to all believers present and not just to the wedding couple. “Celebration of the Lord’s Supper at marriage service requires the approval of the session, and care shall be taken that the invitation to the Table is extended to all baptized present.” Book of Order W-4.9003.

Flowers, plants, or decorations may add to the beauty of the ceremony, but should also enhance the sacredness and dignity of the sanctuary and the spiritual nature of the wedding.

Pews may be decorated with bows tied with ribbons or attached by a non-abrasive plastic clamp. The use of nails, tacks, screws, glue or tape is prohibited on all furniture or any part of the facilities woodwork. No carpentry work is allowed. Clear any questions through the Special Events Coordinator in advance. If there is damage to church property, the party will be held financially responsible.

To prevent wax drippings, only mechanical candles may be used in all candelabras. Bridesmaids may carry candles but only in protective globes. The Special Events Coordinator of Fellowship Presbyterian Church must approve all globes. Protective materials may be required under candles if the Special Events Coordinator feels this is necessary.

The throwing, scattering, and dispersing of live flower petals in the sanctuary, narthex, or outside area are prohibited. No food or drink is allowed in the sanctuary or narthex at any time.

MUSIC In accordance with the Code of Ethical Standards and Practices of the American Guild of Organists and the Presbyterian Association of Musicians, Fellowship Presbyterian Church endorses the following policy regarding music personnel: The bride and groom may designate a qualified musician(s) for their wedding or request the services of the staff musician(s) at Fellowship Presbyterian Church. However, the Director of Music must approve the designated musician(s) during the initial planning stages of the wedding.

The wedding is a worship service. Should you desire assistance in the selection of appropriate music, the church musician(s) and/or pastor will be available to assist you. Secular music is not permitted.

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VIDEOGRAPHERS AND PHOTOGRAPHERS

All photos requiring the use of flash should be taken before or after the service, not during it. In no instance will the photographer be allowed to interrupt the mood of the worship in the sanctuary. Under no circumstances will pews be used to secure additional lighting or height for the photographer. Waste products from photography must not be laid on the church furniture, in the pulpit, choir stand, or on the carpet. It is permissible for the videographer to video services from the balcony.

SOUND TECHNICIANS

The operation of church audio/visual equipment is restricted to the Church Audiovisual Ministry Team or their designated representative(s). A sound technician will be provided by Fellowship for all services in the sanctuary.

REHEARSAL

You are encouraged to have your wedding coordinator bring to the rehearsal a diagram of where the wedding party is to stand.

RECEPTION

The Fellowship Hall may be used for receptions and dinners. A diagram for tables and chairs placement must be provided at least two weeks prior to the event. Again, no tacks, glue, masking tape or nails may be used on any of the furniture or walls. Any equipment brought in for the reception must be removed immediately after the reception. In order to maintain order in the kitchen, garbage must be bagged and placed in large designated cans in or near the kitchen. Dish towels, dishcloths, etc. should be furnished by the applicant or the caterer. Permission must be granted for any item(s) used from the kitchen, and if permission is granted, the item(s) must be left clean and orderly.

TIME LIMITATIONS

A time frame of up to four (4) hours will be allotted to decorate and prepare the sanctuary for the wedding. A time frame of two (2) hours is allowed for the rehearsal. If a dinner follows in the Fellowship Hall a total of no more than three (3) hours will be allowed. A time frame of two (2) hours is allowed prior to wedding start time. A timeframe of one (1) hour is allowed for the wedding. A timeframe of two (2) hours will be allowed for removal of all decorations and clean up after the wedding. The wedding party must remove all items associated with their wedding from the sanctuary and fellowship hall immediately following the event. Exceeding the time limitation may result in forfeiture of security deposit and may incur an additional $150.00 fee for each hour thereafter.

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Fellowship Presbyterian Church Application for a Church Wedding

Name of bride and groom ______

Date requested:______Time of day requested: ______A.M./P.M.

Is the bride or groom a member of Fellowship Presbyterian Church? ___Yes; _____No If neither of you is a member of Fellowship Presbyterian Church, please state briefly the reasons you are requesting to be married here:

Information on the Bride Information on the Groom Name ______Name ______Address ______Address______

Home phone ______Home phone ______Work phone ______Work phone ______Cell phone ______Cell phone ______E-mail ______E-mail ______

Denominational Affiliation (We are PCUSA) Denominational Affiliation (We are PCUSA) ______Church name & city (if not Fellowship) Church name & city (if not Fellowship ) ______

Clergy to co-officiate with our pastor (see policy) Name______

Pastor’s church affiliation ______

PLEASE COMPLETE THE WEDDING FACILITIES REQUESTED FORM THAT FOLLOWS.

NOTICE: This application must be filled out completely and returned to Fellowship Presbyterian Church no later than two weeks after the tentatively reserved wedding date in order for the application process to proceed. A refundable deposit of $100 and (by separate check) a security deposit of $150 (refundable if there is no damage and the exit checklist is completed satisfactorily) must accompany this application form in order for it to be considered complete. FPC Form 2-9

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WEDDING FACILITIES REQUEST Page 1 of 2

Use this section to indicate the church facilities you wish to reserve. Check all that apply, transfer the indicated cost to the column to the right, then add the numbers in that column to indicate your total cost. NOTE: The indicate fees cover four hours; additional time may incur additional costs (see policy.)

FEE SCHEDULES MEMBER USAGE FEES: ______Sanctuary (including rehearsal) No charge ______Fellowship Hall (rehearsal) No charge ______Kitchen (staging only) $50 $______Classroom #1 No charge ______Classroom # 2 No charge ______Classroom #3 No charge ______Church musician (organ or piano) $125* $ ______*

Required: Church Wedding Coordinator $ 125* Sexton $ 75* ($150.00 with reception) Pastor $ 150* Sound Technician $ 75*

TOTAL $ ______NON-MEMBER USAGE FEES: ______Sanctuary (including rehearsal) $400 $______Fellowship Hall (rehearsal) $150 $ ______Fellowship Hall (reception) $150 $ ______Kitchen (staging only) $200 $ ______Classroom #1 $ 50 $ ______Classroom #2 $ 50 $ ______Classroom #3 $ 50 $ ______Church musician (organ or piano) $125* $ ______*

Required: Church Wedding Coordinator $150* Sexton $ 75* ($150.00 with reception) Pastor $ 150* *These items are to be paid by check directly to the individuals involved.

FPC Form 2-10

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Page 2 of 2

AFFIDAVIT

We, the undersigned, being the bride and groom whose wedding is proposed to be held at the Fellowship Presbyterian Church of Huntsville, Alabama, do hereby state and affirm that we have received a copy of the wedding policy of the church, and that we have read and understood it in detail. We solemnly pledge that we will abide by it in full and assure that all members of our wedding party, families, guests, vendors, and representatives will comply with the policy in all of its particulars. We pledge to see that our wedding coordinator, decorator, and photographer in particular understand and will follow the policy. If we do not adhere to the time limitations, additional fees may apply. The church is not responsible for items left after the wedding.

Bride ______Groom ______Date ______

FPC Form 2-10

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Fellowship Presbyterian Church Manual of Administrative Operations: Policies, Procedures, and Organization By-Laws Approved by Session January 22, 2015 with an additional change February 7, 2015

THE WEDDING COORDINATOR PROCEDURES

SUMMARY

The Fellowship wedding coordinator will be a paid by the event sponsor operating under the Property and Maintenance Ministry Team of the Fellowship Session. The salary for this function is $150.00 per event and will not be an expense to Fellowship Church; this will be funded by the wedding party as a part of the facilities usage fee. This is a paid-by-event position and benefits cannot be accrued.

ESSENTIAL DUTIES

●Receive wedding couple or their representative(s) and serve as host to escort them through the facilities; point out to them what is available for their use for the enhancement of their activity

●Make positive presentation to enhance good points of the areas they are interested in using for a set period of time

●Be knowledgeable of the church usage policy, and answer all questions pertaining to the guidelines, which were received from the church secretary in their entirety, highlighting usage time, moving of equipment, and damages

●Be present at all activities (rehearsals, photo shoots, rehearsal/reception dinner, and wedding); a male from Property and Maintenance will also be present for assistance and to secure the facilities when the activity is completed.

●Conduct an after-action inspection of church property and equipment to confirm no damages were noted. The inspection will be a joint effort by the wedding coordinator, Property and Maintenance person, and the responsible wedding party representative. Any damages must be reported and annotated during this joint inspection, and terms of settlement must be made at this time.

●Remind the responsible wedding party representative, at the completion of the event, of the allotted time; inform them of the time remaining to clear decorations and equipment out of the sanctuary. The wedding party may elect to leave their rental equipment in one of the alcoves in the narthex of the church until the first business day of the following week. Our facilities are secured at the end of each service; however, electing to leave items will be at the couple’s own risk.

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USE OF THE DOROTHY B. JOHNSON FELLOWSHIP HALL

General Statement: If used by second and/or third priority parties, a certificate of insurance is required. Table linens may be used only by a Fellowship member who takes responsibility for their cleaning and return within 5 days.

Name of organization or individual: ______

Contact Person:______Phone #______

Purpose of Activity:______

Date (s) Requested:______Time Requested:____

Person Assigned By Property and Maintenance:______

Beginning of Activity: ______A.M./P.M. End of Activity:______A.M./P.M.

 Tables in order   Tables Clean   Chairs around table 

When set-up is requested of the church sexton, a diagram must accompany the Church Usage Request form.

FPC Form 2-11

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PAVILION USE POLICY

No fee is currently charged for use of the pavilion; however, donations are encouraged and welcomed.

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FELLOWSHIP PRESBYTERIAN CHURCH 3406 Meridian Street Huntsville, Alabama 35810

PAVILION USE AGREEMENT This agreement by and between Fellowship Presbyterian Church, 3406 Meridian Street, North, Huntsville, AL., and ______(“USER”) will take effect on _____day of User’s Name User’s Complete Address ______, and end on ___ day ______. WHEREAS, Fellowship Presbyterian Church owns premises located Day Month, Year, Time Day Month, Year, Time premises located at 3406 Meridian Street, North, Huntsville, Alabama, which is normally used for church ministry related activities, and WHEREAS, User desires to use the “Pavilion” for the purpose ______State purpose of use and WHEREAS, FPC has agreed to allow User to use the “Pavilion” provided that the following terms and conditions are met.

IT IS THEREFORE AGREED BY AND BETWEEN THE PARTIES: 1. FPC agrees to let user use the above described pavilion for the above described purpose. Fellowship Presbyterian Church contact person is______, telephone number; and User’s contact person is ______,telephone number______for coordination of all activities related to the use of the Pavilion of the date (s) specified. 2. User agrees to pay FPC ______for the use of the Pavilion. Said amount must be paid prior to use of Pavilion. 3. User agrees to leave the pavilion is the same or better conditions then before it was used. 4. User agrees that it will not use the “Pavilion” for any unlawful purposes, and will obey all laws, rules, and regulations of all governmental authorizes while using the above described facilities. 5. User agrees to abide by any rules or regulations for the use of the “Pavilion” that are attached to this agreement. 6. User agrees to hold harmless, indemnity and to defend FPC (including FPC agents, employees, and representatives) from any and all liability for injury or damage including, but not limited to, bodily injury, personal injury, emotional injury, or property damage which may result from any person using the above described premises, its entrances and exits, and surrounding areas, for User’s purposes, regardless of whether such injury or damage results from the negligence of FPC (including FPC’ agencies, employees, and representatives) or otherwise. 7. User agrees to be responsible for preparing for use and returning to the pre-use condition all areas of the “Pavilion” which the User will use, including entrance and exits. 8. User agrees to conduct a visual inspection of the “Pavilion,” including entrances and exits, prior to each use, and warrants that the “Pavilion” will be used only if it is in a safe condition. 9. User agrees that it will not assign any of its rights under this agreement, and any such assignments will void this agreement at the sole option of FPC. 10. FPC and User agree that any disputes arising under this agreement will be resolved via a mutually acceptable alternative dispute resolution process. If FPC and User cannot mutually agree upon such a process, the dispute will be submitted to a third party for arbitration. 11. This document contains the entire agreement of the parties and supersedes all prior written or oral agreements relating to the subject matter.

Date this ______day of ______, ______Day Month Year FPC REPRESENTATIVE PERSON TO USE “PAVILION” ______Signer’s Name Signer’s Name ______Position with FPC

FPC Form 2-12

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Section III

CHRISTIAN EDUCATION MINISTRY TEAM

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DISCIPLESHIP TRAINING

The Building on Solid Stone (B.O.S.S.)

“Everyone then who hears these words of mine and acts on them will be like a wise man who built his house on rock. The rain fell, the floods came, and the winds blew and beat on that house, but it did not fall, because it had been founded on rock.” Matthew 7:24-25

The B.O.S.S. (building on solid stone) experience is designed to equip and empower disciples to cultivate a lifelong relationship with Jesus Christ. The main objective is to assist disciples in cultivating a daily walk with the Lord, grounded in and guided by scripture and prayer.

1. New Member Orientation 2. Experiencing God 3. MasterLife 4. Disciple's Prayer Life

The books listed above (2-4) provide strong grounding in building a strong personal relationship with Christ and in charting one’s personal Christian life in the home, church, and the community.

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Fellowship Guidelines for Children and Youth

The following guidelines are important to our commitment to prevent abuse of our children and youth (ages three – eighteen years old). These guidelines are not listed in order of importance.

1. The “Two Adult” Policy: This policy states that no fewer than two unrelated adults will be present at all times during any church-sponsored program, event or ministry involving children and youth. However, it is expressly understood that Sunday school classrooms will not always be staffed with two unrelated adults. When classrooms are not staffed with two unrelated adults, a “roamer” will be used who will move in and out of the classrooms during the program, event or ministry.

2. Policy against child abuse: Children and youth ministries support and maintain a zero tolerance against child abuse and neglect, including physical or emotional abuse, sexual abuse, negligent treatment, or maltreatment. It is against the law and against policy for any person/volunteer, male or female, to physically, sexually, or emotionally abuse or neglect any child. We will neither condone nor tolerate:

a. Infliction of bodily injury upon any child or physically or sexually abusive behavior towards a child.

b. Physical neglect of children, including failure to provide adequate safety measures or care and supervision in relation to church activities.

c. Emotional mistreatment of children, including verbal abuse and/or attacks.

ALL forms of abuse and neglect must be reported and investigated. All persons shall report any incident to the Administration Team immediately via written report by completing the incident report form located in the office.

3. Volunteer age requirement: It is desired that all workers or volunteers with the children be at least twelve years old or older. If there is a youth who wishes to volunteer with the children ministry who is less than twelve years old, such volunteers must have written parents’ permission and will be paired with an adult leader.

4. The Restroom Policy: A volunteer should check the restroom before the child enters. One volunteer is required to take children to the appropriate restroom. All children who wish to participate in the children’s ministry should be potty trained

5. First Aid/CPR Training: All workers and volunteers who work with youth will be encouraged to obtain training in basic CPR and first aid. The church will provide all workers and volunteers with information on where such training may be obtained. However, the church will not pay the costs of such training unless advance approval is obtained from the session.

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6. Alcohol, Drugs and Tobacco: Alcohol and recreational drug and tobacco use are prohibited on any church-sponsored program, event, or ministry involving youth or children.

7. Seatbelts: Seatbelts will be worn by all participants, but especially by youth and children, during any church-sponsored event that requires transportation in a car.

8. Driver’s License and Insurance: Workers and volunteers who agree to transport youth or children on any church-sponsored event must have a valid driver’s license in order to drive any youth or child on the church-sponsored event. In addition, workers and volunteers should not transport youth or children in a vehicle unless they have liability insurance on the transport vehicle. Whenever possible, drivers should be adults over the age of 21. However, it is understood that drivers under the age of 21 may be used from time to time, especially if the event is a day trip within a reasonably short distance from the church.

9. Permission forms and Emergency Contact information: Children and youth participating in church-sponsored events or activities outside the church premises are required to provide permission forms, which contain a general grant of permission for the child or youth to participate in the event or activity, authorize supervising adults to seek emergency medical care if necessary, and provide information on whom to contact for the child or youth participants in the event of an emergency. The absence of a completed form will prohibit a youth from participating in a church-sponsored youth activity or event. The primary goal is to inform parents, guardians and hosts that emergency contact information should be made available to those supervising youth events.

10. Orientation and Acknowledgment: Each year the church will offer an orientation for all workers and volunteers who work with youth and children. The orientation will include a review of the church’s policy and guidelines for youth and children’s ministries. Procedures for reporting and investigating incidents or complaints regarding inappropriate behavior, misconduct, or alleged violations of the Policy will also be reviewed. All leaders, workers and volunteers in youth and children’s ministries shall provide a signed acknowledgment form indicating they have reviewed the church’s Policy, are familiar with its provisions and goals, and agree to give their best effort to the ministry and to adhering to the guidelines established

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SENIOR HIGH YOUTH GROUP

Purpose: The purpose of the Senior High Youth group is to grow in Christ together through mentoring and nurturing activities. We seek to design our time together so that we can encounter Jesus in the things we do and in each other. Therefore we will talk, work, and play in a manner honorable to Christ, realizing that Jesus is someone who loves us, has a sense of humor, and serves others.

Our Creed: I am a student seeking to be a scholar. The standard is excellence today and tomorrow. I am disciplined, focused, and on time. I am organized, respectful, and responsible. I will faithfully enrich my relationship with Christ in order to reach my full God-created potential. I am on a mission to elevate myself, my community, and humanity.

Mission: The Senior High Youth Group is designed to help spiritually train and equip teens in a fun and godly atmosphere to discern the glory of God. The attention given to young people enables them to reach their full God-created potential by promoting both healthy development and faith growth. Table fellowship and programs are the vehicles by which we accomplish these goals, but they are not the focus. The Senior High Youth group is affirming some traditional objectives through activities that consistently enrich our relationship with Christ:

 Meet monthly for a time of faith development, fun, and service  Share table fellowship with a family-styled meal  Develop our gifts of music and appreciation for the arts  Provide opportunity for deeper spiritual formation and faith development  Prepare youth to discover unique individuality by seeking God’s plan for their life  Sponsor seasonal retreats to deepen bonds of fellowship and faith  Attend regional/national conferences and go on mission trips outside the Huntsville area  Engage in international conference/mission experience every 4-6 years  Connect youth with leadership development opportunities of the larger church (Presbytery, General Assembly, ecumenical bodies)

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Fellowship Presbyterian Church Youth By-Laws Senior High Youth Group

ARTICLE I - Name The name of this organization shall be the Fellowship Presbyterian Church (FPC) Youth and Senior High Youth Group.

ARTICLE II - Purpose The purpose of the senior high youth group is to meet Jesus Christ together. We seek to design our time together so that we can encounter Jesus in the things we do and in each other. Therefore we will talk, work, and play in a manner honorable to Christ, realizing that Jesus is someone who loves us, has a sense of humor, and serves others.

ARTICLE III - Membership Any 8th grade student, high school student, or college student who attends Fellowship Presbyterian Church shall be eligible for membership.

ARTICLE IV - Officers A. The officers of this organization shall be president, vice-president, secretary, treasurer, and chaplain.

B. Officers shall perform the duties provided in this section and such other duties as are prescribed for the office in these bylaws and in the adopted parliamentary authority. I. The president shall a. Preside at all meetings of the youth group b. Appoint chairpersons of ministry teams c. Fulfill such other duties as may be assigned by the youth group or the Board of Directors. II. The vice-president shall a. Perform the duties of the president in the absence of or at the request of the president; b. Fill the unexpired term if a vacancy occurs in the office of president c. Fulfill such other duties as may be assigned by the youth group, the Board of Directors, or the president. III. The secretary shall a. Record the minutes of all meetings of the youth group; b. Be the custodian of all documents, including youth group bylaws, special orders, and standing rules c. Conduct correspondence as directed by the youth group, the Board of Directors or the president; d. Maintain records of attendance e. Send a call of the meeting to each youth group member, which includes a copy of the previous youth group meeting minutes 115

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IV. The treasurer shall a. Collect and record all dues and assessments b. Act as chairperson for all fundraising ministry teams c. Fulfill such other duties as may be assigned by the youth group, the Board of Directors, or the president.

ARTICLE V – Election Election of officers shall occur each year in May unless otherwise specified. A member must be classified as active at the May meeting to be eligible for any office. All members must attend at least three regular meetings in succession and at least half of the youth scheduled activities to be declared an active member. A vacancy in any office, except president, shall be filled by the Board of Directors.

ARTICLE VI - Meetings Regular meetings of this organization shall be held monthly on the fourth Sunday. A quorum shall consist of members present.

ARTICLE VII - Board of Directors A. The Board of Directors shall be composed of the Senior High Youth Director, Children’s Ministry Team, and a youth member.

B. The Board of Directors shall: 1. Make recommendations to the youth group 2. Declare an office vacant 3. Maintain a bank account for the group 4. Perform such other duties as are specified in these bylaws.

C. Quarterly meetings of the board of directors shall be held on Friday unless otherwise agreed to by the Board of Directors.

ARTICLE VIII - Dissolution In the event of the dissolution of the youth group, the assets shall be liquidated and distributed to Fellowship Presbyterian Church Operating Account youth line item in accordance with government regulations. No funds shall inure to the benefit of individual members.

ARTICLE IX - Parliamentary Authority The rules contained in the current edition of Robert’s Rules of Order Newly Revised shall govern the organization in all cases to which they are applicable and in which they are not inconsistent with the bylaws of Fellowship Presbyterian Church.

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ARTICLE X - Amendment A. These bylaws may be amended at any regular meeting of this organization by a two-thirds vote, provided that the amendment has been submitted in writing at the previous regular meeting or submitted with the call to the meeting. B. Any amendments to these bylaws necessitated by amendments to the Fellowship Presbyterian Church Bylaws or Presbyterian Church Book of Order shall be automatically effected by the youth group and reported to the membership in writing following the adoption of such amendments by Fellowship Presbyterian Church USA.

Adopted July 25, 2011

All Fellowship organizations having financial accounts will be audited annually. (Approved by Session June 27, 2013).

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PROCESS FOR APPROVAL OF YOUTH OUTINGS AND ACTIVITIES

At a Called Session Meeting on August 24, 2011, the Session approved the Authorization Application for Youth Outings and Activities Form for ALL youth and children’s activities in the name of Fellowship. The ministry team convener, the Clerk of Session, and moderator must sign the form prior to an activity.

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AUTHORIZATION APPLICATION FOR YOUTH OUTINGS AND ACTIVITIES

Date submitted ______Describe the proposed activity:

Proposed date: ______Day of the week ______Time frame ______

Location: ______

Means of transportation ______

Adult leaders involved (including volunteers & church staff) ______

______

Total cost $______Cost to the church budget $ ______Cost paid from other sources $ ______Identify other sources ______

SIGNATURES: Primary adult supervisor(s) ______MINISTRY TEAM AUTHORIZATION Date received by Ministry Team: ______

This is to certify that the ( ) Christian Education Ministry Team ( )Worship Ministry Team reviewed this application on (date) ______and ( ) recommends ( ) does not recommend it to the Session for approval.

SIGNATURES: Ministry Team Elder ______Chairperson ______SESSION ACTION Date received by Clerk of Session ______

This is to certify that the Session of Fellowship Presbyterian Church reviewed the Ministry Team recommendation on (date) ______and ( ) approved ( ) did not approve the request. SIGNATURES: Clerk of Session ______Moderator ______FPC Form 3-1

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FELLOWSHIP PRESBYTERIAN CHURCH YOUTH ACTIVITY PERMISSION

Parents/guardians must grant permission for children/youth to participate in programs away from Fellowship Presbyterian Church when parents/guardians are not providing transportation.

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FELLOWSHIP PRESBYTERIAN CHURCH YOUTH ACTIVITY PERMISSION Page 1 of 2 Activity______Date______

I/We, the parents/guardians of the child, ______Understand the nature of the planned youth activity.

I/We, understand that permission to participate in this activity will only be granted with the completion of this activity form by a parent or guardian.

I/We understand that transportation will be provided to this event. I/We understand all rules and expectations of my/our child. We are in accord with the purposes of and procedures governing this activity. I/We hereby grant permission for my/our child to participate. I/We understand that adequate and appropriate supervision will be provided at all times during this activity.

I/We recognize, however, that unanticipated situations and problems can arise during any activity, which situations or problems are not reasonable within the control of the supervising advisor or volunteers. We further agree to release and hold harmless Fellowship Presbyterian Church and any other entity partnering with this organization, this agents, officers, members advisors, and volunteers from any and all liability, claims, suits, demands, judgments, costs, interest and expense arising from such activities, including any accident or injury to the child and the costs of medical services.

In the event of an injury requiring medical attention, I ______Hereby grant permission to the advisors to attend to the medical needs of my child. If the injury warrants further medical attention, I expect every effort will be made to contact me to receive my specific authorization before action is taken.

If efforts to contact me are unsuccessful, I grant permission for necessary medical treatment to be given. In addition, I hereby give my permission to the advisors to take my child to the physician, hospital if an accident or serious illness occurs while participating in the activity and I cannot be contacted.

In the event a child must return to Huntsville for reasons of health, accident, failure to conform to rules established by the Fellowship Youth Program, we agree to accept full responsibility for the cost of medical care, transportation and other incidental expenses.

This activity permission slip serves as a contract between the child, parents and Fellowship Church Youth Program. With signatures below, all parties involved agree to the guidelines of this activity. ______Date______Print Child’s Name Print Parent’s Name ______Date______Child’s Name Signature Print Parent’s Signature FPC Form 3-2 121

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Page 2 of 2

Emergency Contact Information:

Name of Child: ______

Name of Parent/Guardian:______

Address:______

Home Phone:______Work Phone:______Cell Phone:______

Additional Emergency Contact Information:

Name:______

Relationship:______

Address:______

______

Home Phone:______Work Phone:______Cell Phone:______

FPC Form 3-2

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THE CONSTITUTION AND BY-LAWS of the PRESBYTERIAN WOMEN in FELLOWSHIP PRESBYTERIAN CHURCH

CONSTITUTION

ARTICLE I- NAME

The name of this organization shall be Presbyterian Women in Fellowship Presbyterian Church.

ARTICLE II- PURPOSE

The purpose of this organization shall be:

Forgiven and freed by God in Jesus Christ And empowered by the Holy Spirit, We commit ourselves: To nurture our faith through prayer and Bible study, To support the mission of the Church worldwide, To work for justice and peace, and To build an inclusive, caring community of women who strengthen the Presbyterian Church (U.S.A.) and witness To the promise of God’s kingdom.

ARTICLE III – MEMBERSHIP

Membership shall be of three (3) types: Regular, Associate, and Charter. Any member who was with the organization at the time of its inception shall be classified as a charter member. Any member of the organization who is accepted for membership subsequent to the time of its inception shall be designated a regular member. Any member who moves outside the service area of this organization shall be designated as associate member. Membership is open to any woman member of Fellowship Presbyterian Church.

ARTICLE IV – LEADERS

The elected leaders of this organization shall include a moderator, vice moderator, recording secretary, treasurer, historian, moderator of the search committee, chaplain, circle chairpersons, and standing committee chairpersons, hereafter known as the Coordinating Team. 123

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ARTICLE V – ELECTION

A. The leaders and standing committee chairpersons shall be elected according to By-law IV, Term of Office. Election shall be held annually in April, with leaders taking office in September.

B. The Search Committee shall determine the method of voting.

C. The Coordinating Team shall be responsible for the planning of all gatherings.

ARTICLE VI-MEETINGS

This organization shall hold three gatherings per year: September, December and March.

A. The September or Fall Gathering shall be a planning meeting, designed to evaluate the goals of the previous year and to set goals and objectives for the new year.

B. The December Gathering shall be devoted to Bible study, followed by activities social in nature. (Only urgent business will be addressed.)

C. The March Gathering will include Bible study as well as business, particularly that related to women’s day observance activities.

ARTICLE VII-AMENDMENTS

Any article or portion thereof of this constitution may be amended or revised at any regularly scheduled gathering of the organization by a 2/3 majority vote of the members present and voting, providing a copy of the proposed change(s) has been submitted to the moderator and provided the moderator has sent a copy to each member at least 30 days prior to a regular gathering.

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BY-LAWS

THE BY-LAWS FOR FELLOWSHIP PRESBYTERIAN WOMEN LAW I-PARLIAMENTARY AUTHORITY

The proceedings of this organization shall be governed by Robert’s Rules of Order.

LAW II-MEMBERSHIP DUES

Section I: The membership dues for charter and regular members of this organization shall be $24.00 per year. Dues are to be collected by the circle chairpersons and forwarded to the treasurer after each circle meeting.

Section II: Additional taxation for the purpose of perpetuating the purpose of this organization may be levied at the discretion of the membership.

LAW III – ELIGIBILITY TO HOLD OFFICE

Any woman holding membership in the Fellowship Presbyterian Church shall be eligible to hold office in the Presbyterian Women.

LAW IV TERM OF OFFICE

Section I: The term shall consist of two years. A leader may succeed herself one time, thus serving no more than 4 years in the same office. The treasurer may be excepted.

Section II: The Moderator and Vice Moderator shall be elected bi-annually during even years, i.e. 2000.

Section III: The Circle Chairpersons and Chairperson of Presbyterian Women Concerns shall be elected annually.

Section IV: The Treasurer, Historian, Chaplain, Chairpersons of Community Involvement, Mission Opportunities, and Courtesy Committee shall be elected during odd years, i.e. 1999.

Section V: The Recording Secretary, Moderator of Search Committee, and Chairpersons of the Resource Committee, and the Personal Faith and Family Life Committee shall be elected during even years, i.e. 2000. 125

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LAW V-DUTIES OF LEADERS

MODERATOR

It shall be the duty of the moderator to give administrative guidance in the total structure and program of Presbyterian Women. She shall:

1. preside over meetings 2. enforce the by-laws 3. appoint committees 4. serve as ex-officio member of all committees except the search committee when it functions as the Nominating Committee 5. serve as a liaison between the Session and PW 6. serve as the official spokesperson for pw 7. receive communications on behalf of the organization and serve as a direct link to Presbyterian Women in the Presbytery 8. exercise all powers and duties which pertain to the office of the Moderator

VICE MODERATOR

It shall be the duty of the vice moderator to perform all duties of the office of Moderator in the absence of or at the request of the Moderator. Specifically she shall:

1. coordinate the activities of the circles 2. assign new members of the church to circles 3. supervise the division of the membership into circles 4. stimulate interest and growth in circles 5. visit and seek to activate inactive women

RECORDING SECRETARY

The recording secretary shall:

1. record the proceedings of all meetings of PW 2. notify circle chairpersons of all activities of PW and of any other business that they need to communicate to their circles 3. keep a record of attendance at pw meetings; 4. be responsible for all correspondence of PW as directed by the Moderator

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TREASURER

The treasurer shall:

1. receive and keep an account of all monies 2. serve as chairperson of the finance/budget committee 3. deposit all funds of Presbyterian Women and make all disbursements 4. purchase all materials needed by the circles or Presbyterian Women unless otherwise directed by the moderator or pw in its general session 5. submit a written financial report to PW at its annual meeting in September

HISTORIAN

The historian shall:

1. compile and keep an up-to-date history of Fellowship Presbyterian Women; 2. submit to the North Alabama Presbytery Women Historian a history update by February 1, of each year; 3. develop and/or maintain a scrapbook of PW activities; 4. act as or seek out someone to serve as PW Photographer; 5. display scrapbook and other items during annual gatherings.

MODERATOR OF SEARCH COMMITTEE

The moderator of the search committee shall be responsible for spearheading the duties and responsibilities assigned to the search committee.

CHAPLAIN

The chaplain shall plan devotional services for gatherings of Presbyterian Women.

DUTIES OF CIRCLE CHAIRPERSONS AND COMMITTEES

CIRCLE CHAIRPERSONS

The circle chairpersons shall:

1. preside over the business meetings of the circles 2. keep circle members informed of the activities of PW 3. be responsible for getting members to host circle meeting and moderate lessons 4. keep vice moderator informed of circle activities, problems, etc. 5. report all monies collected in circle meetings or raised by circles to the treasurer. 127

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MISSION OPPORTUNITIES (Ecumenical Mission)

The mission opportunities committee shall:

1. plan the activities of the Birthday Offering 2. coordinate the selected Presbytery Mission Opportunities Project 3. be responsible for disaster relief nationally and internationally 4. plan and execute a mission opportunity program during the PW fiscal year 5. keep PW abreast of church wide and global concerns, such as peace and hunger 6. plan the activities of the Thank Offering – October/November

COMMUNITY INVOLVEMENT (Christian Community Action)

The community involvement committee shall:

1. be responsible for disaster relief locally 2. solicit/distribute food and other commodities to combat poverty 3. encourage participation in and development of programs and activities designed to support the youth in the community 4. become informed about work being done by other church groups and secular organizations and, where appropriate, encourage PW to become involved

PERSONAL FAITH AND FAMILY LIFE

The personal faith and family life committee shall:

1. encourage family prayer and devotions 2. plan the Christmas Joy Offering activities 3. keep Presbyterian Women abreast of the religious activities of the community 4. interpret the work of Church Women United and encourage involvement 5. hanging of the Greens

BUDGET AND FINANCE COMMITTEE

The budget and finance committee shall prepare the annual budget for Presbyterian Women to be presented at the September gathering.

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PRESBYTERIAN WOMEN CONCERNS

The Presbyterian Women Concerns Committee shall:

1. coordinate Presbyterian Women’s efforts to beautify the church 2. address those problems that no one else seems to be willing to address 3. plan Presbyterian Women’s Weekend activities

COURTESY AND REFRESHMENT

The courtesy and refreshment committee shall:

1. plan and prepare refreshments and entertainment for activities as requested by PW 2. coordinate courtesies extended to Presbyterian Women as outlined in the guidelines.

SEARCH COMMITTEE

The search committee shall:

1. be responsible for leadership training 2. arrange the election of leaders and committee chairpersons as specified in the by-laws 3. divide the term of office (see by-laws, Law IV – Term of Office) 4. be responsible for amending the Constitution and By-Laws

RESOURCE COMMITTEE

The resource committee shall:

1. spearhead the fund raising activities of Presbyterian Women 2. keep a current file of available resources and promote their use 3. plan an activity to show support and appreciation for the student members of Fellowship Presbyterian Church who are pursuing a baccalaureate or associate degree 4. present a twenty-five dollar ($25.00) love token to high school graduates

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LAW VI-COORDINATING TEAM

The coordinating team of this organization shall:

1. meet to transact the business of the organization during the interim period between gatherings 2. determine all expenditures of the organization 3. require a report of the financial records of this organization at the annual gathering 4. conduct an annual review and evaluation based on goals of the year just completed 5. set goals and objectives for the new program year

LAW VII-COMMITTEES

Special committees may be established at the discretion of the moderator.

LAW VIII-AMENDMENTS

These by-laws may be amended or revised at any regular gathering of the organization by a 2/3 majority vote of those present and voting, providing a copy of the proposed amendment(s) has been submitted to the moderator and providing the moderator has sent a copy to each member at least 30 days prior to a regular gathering.

Revised December 1998 Revised February 2001

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CONSTITUTION/BY-LAW CHANGES

Article/Law______DATE:______

Rationale: ______

Article/Law______DATE:______

Rationale: ______

All Fellowship organizations having financial accounts will be audited annually. (Approved by Session, June 27, 2013).

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THE CONSTITUTION OF FELLOWSHIP PRESBYTERIAN MEN

Date: December 21, 2013. All previously dated or undated copies are hereby declared obsolete. ARTICLE I - NAME

The name of this organization shall be Fellowship Presbyterian Men.

ARTICLE II - PURPOSE

The purpose of this organization shall be to create, maintain and extend throughout the home, church and community high standards of Christian, moral, civic and ethical character. ARTICLE III - MEMBERSHIP

SECTION I: Membership shall be of three types as follows: (a) Charter, (b) Regular and (c) Associate.

SECTION II: Any member that was with the organization at the time of its inception shall be classified as a charter member.

SECTION III: Any member of the organization that is accepted for membership subsequent to the time of its inception shall be designated regular members.

SECTION IV: Any member who moves outside the service area of this organization shall be designated as an associate member.

SECTION V: All males who hold membership at Fellowship Presbyterian Church are considered members of this organization with all rights, privileges, and obligations of membership.'-' ; - \,,~ ARTICLE IV – OFFICERS AND DUTIES

The elected officers of this organization shall include a president, vice-president, secretary, treasurer, chaplain, and historian with the duties commonly associated with that office. The above list of elected officers shall be called The Executive Committee of this organization.

ARTICLE V - ELECTIONS SECTI0N I: The officers of this organization shall be elected annually at the October meeting of the organization by a majority of the members present and voting.

SECTION II: Officers shall be elected for a term of one year and may succeed themselves once.

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SECTION III: A Nominating Committee shall be elected by the membership to present a slate of officers to the membership.

ARTICLE VI - MEETINGS

This organization shall meet monthly on the third Saturday at a time and place determined by the members. The last meeting of the calendar year shall be designated as the organization's annual meeting.

ARTICLE VII - AMENDMENTS

Any By-Law, Article, or portion thereof of this constitution may be amended or revised at any monthly meeting of the organization by a 2/3 majority vote of the members present and voting, provided a written copy of the proposed amendment has been submitted to membership at least one month (4 weeks) prior to the time of final consideration.

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THE BY-LAWS OF FELLOWSHIP PRESBYTERIAN MEN

LAW I – PRELIMINARY AUTHORITY The proceedings of this organization shall be governed by Robert's Rules of Order.

LAW II - MEMBERSHIP DUES

SECTION I: The annual membership dues for regular members of this organization shall be $200.00 per member. Dues are to be collected by the secretary and forwarded to the treasurer as collected at each meeting.

SECTION II: Additional taxation for the purpose of perpetuating the purposes of this organization may be levied at the discretion of membership.

LAW III - ELIGIBILITY TO HOLD OFFICE

Any person holding regular membership in Fellowship Presbyterian Men and is financial with the same shall be eligible to hold office.

LAW IV - TERM OF OFFICE

SECTION I: The president, vice-president, secretary, treasurer, chaplain and historian shall be elected for terms of one year and may succeed themselves in office at the discretion of the organization

SECTION II: The second Sunday in January following the October election, officers shall be duly installed and immediately assume the responsibility of the office to which each was elected.

SECTION III: The non-elected, appointed officers shall serve no longer than the term of the office of the President who appoints them.

LAW V - DUTIES OF OFFICERS

The officers of this organization shall perform such duties and make such reports as customary pertaining to their respective offices, and shall perform such other duties as may be required by the organization.

SECTION I: The president shall be the chief executive officer of this organization. It shall be his duty to preside over the meetings and the Executive Committee meetings, to prepare and submit a business agenda, to prepare and submit reports on the work of the organization at the annual meeting. He shall be ex-officio member of all committees:' He shall perform such other duties as designated by the organization. 134

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SECTION II: It shall be the duty of the vice-president to perform the duties of the president in the event of his absence or his inability to perform his duties, to serve as Chairman of the Program Committee, and to perform such other duties as may be designated by the organization.

SECTION III: It shall be the duty of the secretary to keep an accurate record of the proceedings of the organization, to keep an accurate record of the membership, to keep an accurate record of the proceedings of the Executive Committee, to serve as custodian of all records of the organization, to collect membership dues, assessments and other contributions authorized by the Fellowship Presbyterian Men's organization, document such financial income, and provide these monies to the treasurer and to perform such other duties as may be designated by the organization.

SECTION IV: It shall be the duty of the treasurer to receive and disburse the finances of the organization subject to the control of the membership. He shall receive, disburse, and keep an accurate account of all money of the organization, depositing it in the name of the organization as directed by the organization, and make payments only when authorized by the organization. He shall submit an annual report showing receipts and disbursements at the annual meeting. He shall perform such other duties as may be designated by the organization.

SECTION V: It shall be the duty of the chaplain to open and close all meetings of the Executive Committee and the organization with prayer. He shall recommend a spiritual development program to the body and conduct devotion at monthly meetings. He shall perform such other duties as may be designated by the organization.

SECTION VI: It shall be duty of the historian to collect, archive and maintain an electronic file of all significant activities of the organization, including but not limited to, minutes of monthly meetings, Special programs, elections, officers, man- of-the-year, etc. He shall serve as custodian of all records of the organization.

LAW VI - EXECUTIVE COMMITTEE

The Executive Committee of this organization shall meet at least monthly to prepare an agenda for the regular monthly meeting. It shall also meet when necessary to formulate a recommendation to the body prior to a called meeting of the membership. It shall assist the president in preparing an annual report, which will include an annual financial audit.

LAW VII - COMMITTEES

Special committees may be established and appointed by the president, with prior approval of the membership.

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LAW VIII - AMENDMENTS

These By-Laws may be amended or revised at any regular meeting of the organization by a 2/3 majority vote of members present and voting, providing a copy of the proposed amendment has been submitted to the president and provided the president has sent a copy to each member at least four (4) weeks (28 days) prior to final consideration by the membership.

LAW IX – STANDING COMMITTEES

SECTION I: The Men’s Day Committee elected by the membership shall have the responsibility for planning a complete program of activities to recommend to the membership for celebration of Men’s Day.

SECTION II: The Scholarship Committee elected by the membership shall have the responsibility of recommending a policy to the membership that includes activities for sustaining funds for scholarships for graduating seniors who are members of Fellowship Presbyterian Church and recommending procedures for awarding such scholarships, including the amount and related activities.

SECTION III: The Man-of-the-Year Committee elected by the membership shall have the responsibility for recommending to the membership a policy for selecting from among its members a candidate for man-of-the-year from Fellowship, including qualifications of a successful candidate. Procedures to be followed for participating in the National competition.

SECTION IV: The Program Committee elected by the membership shall have the responsibility for recommending a program of work for the organization for the year. This recommended program of work shall be presented to the membership by the December monthly meeting each year and shall be implemented, with any changes, by vote of the membership.

SECTION V: The Nominating Committee shall be elected by the membership at its January monthly meeting and shall have the responsibility for submitting a slate of officers to the membership not later than its September monthly meeting of each year.

SECTION VI: The Budget and Finance Committee elected by the membership and working in conjunction with the Program Committee and the Executive Committee shall develop and present to the body a working budget by the January monthly meeting, including any ways and means required to meet the goals of the proposed budget. The membership shall, with any necessary changes, vote on and adopt a working budget for the year.

SECTION VII: The Audit Committee elected by the membership shall, in cooperation with required church committees, perform and report to the membership results of an audit of financial transactions of the organization in keeping with standard auditing procedures. The results of the audit shall be submitted to the president not later than the November monthly meeting of each year and to the membership by the December monthly meeting. 136

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SECTION VIII: The Hospitality Committee, elected by the membership, shall be responsible for formulating and presenting to the membership a comprehensive policy for extending courtesies to members, their families, etc. in appropriate situations. Once such policy is adopted by the body, the committee will bear responsibility for executing such policy.

Approved December 21, 2013 Update Approved January 17, 2015

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Section IV Earth Care Ministry Team

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Fellowship Earth Care Policy Approved by Session September 25, 2014

“The Lord God took man and put him in the Garden of Eden to work it and take care of it.” Genesis 2:15

A. Introductory Statement: The Social Justice and Peacemaking Unit of the Presbyterian Church (U.S.A.), in consultation with congregations and presbyteries across the denomination, developed a five-part resolution as a model for mobilizing congregations to respond to the General Assembly’s “CALL TO RESTORE THE CREATION.” The resolution was simplified to a four-part pledge in 2010. Churches applying to be an Earth Care Congregation must have the Earth Care Pledge affirmed by their session and signed by the clerk. The Session of Fellowship Presbyterian Church, USA, affirmed this pledge, and it was signed by the Clerk of Session on January 23, 2014. Fellowship Presbyterian Church was first certified as an Earth Care Congregation in March 2014. This ECC initial certification is good through March 2015. B. PC(USA), Environmental Ministries Earth Care Pledge: Peace and justice is God’s plan for all creation. The earth and all creation are God’s. God calls us to be careful, humble stewards of this earth and to protect and restore it of its own sake for the future use and enjoyment of the human family. As God offers all people the special gift of peace through Jesus Christ, and through Jesus reconciles all to God, we are called to deal justly with one another and the earth. Fellowship Presbyterian Church is committed to the following vision and mission in fulfilling the Earth Care pledge: 1. In our worship and discipleship at Fellowship Presbyterian Church, we will celebrate God’s grace and glory in creation and declare that God calls us to cherish, protect and restore the earth. 2. In education, we will seek learning and teaching opportunities to know and understand the threats to God’s creation and the damage already inflicted. We will encourage and support others in findings ways of keeping and healing the creation in response to God’s call to earth-keeping, justice, and community. 3. Our facilities will be managed, maintained, and upgraded in a manner that respects and cherishes all creation, human and non-human, while meeting equitably the needs of all people. In our buildings and on our grounds, we will use energy efficiently, conserve resources, and share what we have in abundance so that God’s holy creation will be sustainable for all life and future generations. Our outreach will encourage public policy and community involvement that protects and restores the vulnerable and degraded earth as well as oppressed and neglected people. We will be mindful that our personal and collective actions can positively or negatively affect our

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1. Mission Statement: To serve Jesus Christ by being good stewards of the Earth. 2. Goals Statement: a. To examine what the Holy Bible says about our relationship to, and responsibility to care God’s creation b. To encourage Christian earth care ethics c. To reach out to others interested in caring for the earth d. To encourage our children and pass on to them a Christian earth care ethic e. To provide an avenue of spirituality for connecting to God by attending to God’s creation

B. Organization of the Earth Care Ministry Team

1. The Earth Care Ministry Team is a standing Session ministry team since Earth Care functions cross all ministry teams. The Earth Care Team performs two major functions: a. Congregation-wide function: The Earth Care Ministry Team is responsible for selecting and completing one earth care action in each of the four earth care congregation program components (education, facilities, outreach, and worship) to meet the needs and interests of FPC members, friends, and visitors. The Earth Care Ministry Team will complete the following earth care actions in the four components to satisfy this requirements:

(1) Earth Care Public Information Program (education and worship component). (2) Earth Care Church Recycling Program (facilities component). (3) Earth Care Community Involvement Program (outreach component).

b. Session ministry teams support function: The Earth Care Ministry Team is responsible for working cooperatively with all Session ministry teams by advising and assisting the ministry teams in the selection and completion of selected and/or assigned earth care actions in the four earth care congregation program components (education, facilities, outreach, and worship).

C. Earth Care Ministry Team: The Earth Care Ministry Team consists of six (6) volunteers . The ministry team includes

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2. Earth Care Staff Administrative Officer. 3. Earth Care Specialist/Education and Worship. 4. Earth Care Specialist/Outreach. 5. Earth Care Specialist/Facilities: Buildings and Grounds. 6. Earth Care Specialist/Facilities: Church Operations

D. Earth Care Ministry Team Duties and Responsibilities

1. Earth Care Ministry Team Leader: a. Preside over monthly meetings of the Earth Care Ministry Team and report to session quarterly b. Attend stated Session meetings, as needed, and present earth care action and information items at stated Session meetings c. Prepare and present annual earth care action plan and budget requests to Session for approval d. Prepare and present ECC certification application forms to Session for approval e. Monitor the work of all Earth Care Ministry Team volunteer personnel f. Coordinate the annual end-of-year FPC Earth Care Program evaluation survey g. Attend monthly meetings of ministry teams (Christian Education: Golden Charmers, Presbyterian Men, Presbyterian Women, and Children and Youth; Worship: Usher Board, Choirs, and Flower teams, Communion Guild and Acolytes; Administration: Human Resources, Information Technology, Facility Usage and Office Operations; Property and Maintenance: Ground and Building Maintenance, Inventory Management, Bus Maintenance, and Church Usage; Witness and Service: Courtesy, Food Distribution, Retirement, and Emergency Disaster Response; Evangelism: Outreach and Campus Ministry; Stewardship and Finance: Planning and Budgeting and Endowment) to keep them up-to-date on all earth care actions undertaken by Session ministry teams. These ministry teams will also be encouraged to appoint an earth care action coordinator or oversee decisions made by organization ministry teams; and to encourage the teams to assist the Earth Care Ministry Team in completing congregation-wide earth care programs. h. Make presentation to the Boards of Deacons and Trustees as required i. Represent Session at external meetings, conferences, etc., related to FPC’s Earth Care Congregation Program j. Perform other duties as assigned by Session

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c. Serve as official photographer for all earth care actions performed at FPC by the Earth Care Ministry Team, other Session ministry teams, and FPC organization ministry teams d. Communicate with all Earth Care Ministry Team staff members using modern information technology systems e. Perform other duties as assigned by the Earth Care Ministry Team Leader f. Provide official documents to the clerk of session

3. Earth Care Specialists (General Duties and Responsibilities) a. Coordinate all earth care actions with assigned Session ministry team b. Advise assigned Session ministry teams on the selection of earth care actions for completion; the preparation of an earth care action plan; and periodic up-dates for submission to the Earth Care Ministry Team Leader under the signature of the ministry team Session convener c. Assist assigned Session ministry team in completing selected earth care actions d. Assist assigned Session ministry team in completing the annual evaluation of the earth care congregation program component of assigned ministry team

4. Earth Care Specialist/Education and Worship (education and worship) a. Coordinate the congregation-wide Earth Care Public Information Program (education and worship components) e. Work with the Christian Education, Evangelism, and Worship Ministry Teams

5. Earth Care Specialist/Outreach. a. Coordinate the congregation-wide Earth Care Community Involvement Program (outreach component) b. Work with Evangelism and Witness and Service Ministry Teams

6. Earth Care Specialists/Facilities (Building and Grounds) and Facilities a. The two specialists shall be responsible for coordinating the congregation-wide Earth Care Recycling Program (facilities component). b. The two specialists are to work as a team and work with Administration, Property and Maintenance, Stewardship and Finance, and Witness and Service Ministry Teams. Overall, Session conveners will be responsible for any action under his/her purview.

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E. Expected Outcomes: The FPC Earth Care Congregation Program is expected to achieve the following outcomes: 1. Education component: Eighty percent (80%) of all members and visitors participating in Fellowship Presbyterian Church’s Christian education will be provided opportunities to engage in earth care related teaching, learning, and application activities that include Bible studies, daily devotion, church school classes, small group discussions, or family activities to mature their faith in and their knowledge and love of God. 2. Facilities component: All of Fellowship Presbyterian Church’s facilities will be managed, maintained, and upgraded in such a manner that each change or modification thereto will yield a positive return (+1 or greater) on the church’s financial investment in energy conservation, heating and cooling, lighting, water use and water conservation, purchase and reuse of products, food consumption, cleaning products, use of buildings and grounds, and storm water management. 3. Outreach component: The majority of FPC members and clients will respond positively toward our outreach actions in getting out into God’s creation, witnessing to corporate lifestyle changes, engaging in public policy awareness and advocacy, standing with others, spreading the word, and other special outreach earth care actions. 4. Worship component: Eighty percent (80%) of all members and visitors participating in Fellowship Presbyterian Church’s earth care worship services will celebrate God’s grace and glory in creation through passionate worship to include prayers, hymns, readings, sermons, etc.

F. Annual Earth Care Congregation Program Evaluation 1. An annual evaluation of the FPC’s Earth Care Congregation Program will be conducted at the end of each re-certification year, usually during the month March. 2. This evaluation will be limited to the four components of the Earth Care Congregation Program (education, facilities, outreach, and worship); and the specific earth care actions listed in the annual earth care action strategic plan. 3. The results achieved will be based on the four major expected outcomes listed above. Also, the results of the evaluation will be made available to the FPC congregation. The narrative of the assessment will include specific earth care actions where the expected outcomes were achieved, and what actions will be taken to maintain the same level or higher levels of achievement. The narrative will also address specific earth care actions where the expected outcomes were not achieved and will indicate what actions will be taken to address and correct the deficiencies.

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Section V EVANGELISM MINISTRY TEAM

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EVANGELISM MINISTRY TEAM Duties and Responsibilities

The committee shall:

1. Coordinate Fellowship’s involvement in the Campus Ministry Association’s activities at area colleges and universities

2. Coordinate Sunday afternoon Fellowships initiated by the Team

3. Maintain Care Notes display rack

4. Coordinate visitation ministry for new and prospective members

5. Coordinate and assist with all functions related to evangelism training

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FELLOWSHIP PRESBYTERIAN CHURCH

DISCIPLESHIP OUTREACH BUS MINISTRY GUIDELINES

Approved by Session on December 11, 2014

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Manner of Operation for Bus Workers I. The Purpose of the Outreach Bus Ministry A. Witnessing will be our way of life. God has afforded us a great opportunity to use the outreach bus ministry to build relationships with people in the community to carry out the Great Commission. We will

●Bear witness of God’s saving grace to the community and to all ages through ministries that are grounded in scripture ●Encourage a personal relationship with God in Jesus Christ, empowered through systematic Bible study and theologically sound worship experience ●Address human, social and spiritual needs of our community, seeking to bring wholeness and unity through ministries of the church. ●Develop a supportive environment in which all may seek and experience God and participate in worship regardless of race, creed, color, or ethnicity ●Foster understanding and respect among people of various faiths, traditions, and creeds, reflecting the love of Jesus Christ.

B. The Practice of the Outreach Bus Ministry is to

●offer an opportunity for churched and unchurched children and adults to ride the bus to worship service ●secure parents’ permission in case of minors ●attempt through the Sunday school and worship service to explain the gospel ●provide physical nourishment through the Sunday morning breakfast ●follow-up with all participants in explaining the plan of salvation ●provide a personal contact to assist with the spiritual walk for spiritual growth

II. Plan The Evangelism and Christian Education Ministry Teams will be fully prepared with spiritual development training that is appropriate and progressive for all age groups.

Workers for the Outreach Bus Ministry

I. Ministry must always start with prayer, whether it is the initial meeting, subsequent meetings of the team, initial contact with prospective riders or each time the bus is in operation to execute the mission.

II. Witnessing is a way of life. Those who are asked to work with the program must be willing to follow the example set by Jesus: Go and make disciples and serve God.

III. The bus outreach ministry shall be organized in teams of four. Each team will have a tour of duty of three months.

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IV. A male and female should be assigned to work on each bus trip. One person will drive the bus (and must meet the qualifications outlined in Fellowship’s Manual of Administrative Operations in the section entitled Bus Usage Policies and Procedures). The other individual will serve as the Service Leader.

V. The Service Leader will maintain accountability of individuals entering or exiting the bus. Children will be closely monitored until they are safely in the presence of parents or guardians or a responsible church member (e.g. a Sunday school teacher). Information that must be maintained appears later in this document in the section entitled “Information on Bus Riders.”

VI. Workers will supervise children at all times. Children will not be allowed to wonder alone in hallways or classrooms.

VII. All workers must receive training from the Administration Ministry Team on Fellowship’s Sexual Misconduct Policy.

VIII. Bus outreach ministry teams should begin their routes in time for riders to arrive no later than 7:50 a.m. for early morning worship, no later than 9:30 a.m. for Sunday school, or no later than 10:50 a.m. for 11:00 a.m. worship.

IX. Each team shall be provided a list of riders’ names and phone numbers to be used prior to the start of the day in case a route is cancelled for some reason.

Training the Team

I. After enlisting workers for the bus ministry, it is important to train them so they will feel confident. Training will also help workers to become more productive on their route, encourage congregation participation, and increase knowledge of the program that may inspire others to assist.

II. A semi-annual meeting of the outreach bus ministry team is encouraged for the purpose of disseminating updated information, discussing problem areas, reassigning workers, etc.

III. Training shall be conducted to familiarize all parties with the Discipleship Outreach Bus Ministry Manual.

IV. Annual training on the Sexual Misconduct Policy shall be mandatory.

V. Workers shall review the Fellowship Presbyterian Children and Youth Activity Permission Form as well as the Vehicle Safety Rules. When necessary, recommendations for changes to the rules may be brought to session by the Evangelism Ministry Team.

VII. Bus disciplinary procedures shall be established, reviewed, and revised as needed.

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VIII. Training will include members of the Evangelism, Christian Education Ministry, and Worship teams since they assume responsibility for riders once inside the church for Sunday school, children’s church, or other activities.

Protection for the Church

In addition to the Sexual Misconduct Policy training, the information below should be disseminated and discussed among workers.

I. Introduction:

With more and more cases of child abuse charges being levied against churches, these are a few basic guidelines to keep our church and ministry safe.

When churches are taken to court over accusations, the following three items legally help to define the church’s actions:

-Written Records -Written Rules for Workers -Screening of all Workers

When an accusation is brought against a person by a child, seemingly, the courts no longer believe the person. They believe the child. In court, expert witnesses will be called to prove that “children don’t lie.”

-Your Word vs. Child’s Word = Child Wins -Your Defense = Written Records!!! -Your Word + Written Records vs. Child’s Word = You Win!

II. What Kind of Written Records Do You Need?

A. Attendance records both on the bus and in the classroom B. Written records from each classroom and bus every week of any incidents involving discipline problems, threats by children, or suspicious behavior. The records would include a detailed description of what took place, worker, witnesses, and riders who saw the incident. C. These records should be kept on file indefinitely

III. Written Rules for Workers

A. Semi-annual training is required. B. Questions shall be solicited and clarified. C. The Outreach Bus Ministry Agreement for Team Members shall be signed by each worker.

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IV. Screening of all Workers

Each worker will fill out a screening form listing former places of service, any criminal charges and results, and a list of references. If a person has a misdemeanor for fishing without a license, for example, it would not be held against him/her when applying for the Bus Driver position.

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Outreach Bus Ministry Agreement for Team Members

I ______agree to work with the Outreach Bus Ministry Team and abide by the guidelines established by the team and approved by session.

I pledge to attend both initial and semi-annual training (as scheduled).

I pledge to be faithful in executing the duties and responsibilities for which I have volunteered to support this ministry.

I would like to be assigned to the following Outreach Bus Ministry Team Schedule:

[ ] Jan.-Mar.

[ ] Apr.-Jun.

[ ] July.-Sep.

[ ] Oct.-Dec.

I pledge that if for any reason, I am unable to fulfill these duties; I will immediately notify the Evangelism Ministry Team convener or chairperson to schedule a replacement.

______(Signature) (Date)

FPC Form 5-1

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Promoting the Outreach Bus Ministry

Promotion is the use of excitement to get people assembled for one reason--that we might give them the gospel. Promotion is not a bribe.

I. Promotional materials

A. Conduct annual reviews of the year’s focal programs that help people see what the Lord is doing at Fellowship. Update the Church Information Brochure where such programs are listed. The brochure serves a dual purpose: 1) It provides information to visitors on church functions and on becoming a member; 2) It is an information source for targeted recruitment efforts.

B. Purchase of promotional items such as pens, etc. in accordance with planned annual budget.

II. Prepare promotional flyers. ●Prepare and distribute flyers beginning at least a month prior to an event. ●Flyers should be concise and to the point. ●Use good graphics to make the promotion look attractive. ●Include a scripture verse to be used for memorization for the riders.

III. Events to Promote and Employ the Bus Ministry:

●Promotional opportunities are planned events funded through the budgetary cycle, which is submitted to the Stewardship and Finance Ministry Team not later than the third Monday of October. Budgeted items must include activity, date, and estimated costs.

●The Back-to-School Program is a major annual promotion event targeting all grades and local college students.

●Plan and budget at least one activity that will specifically include parents/guardians of bus riders who are minors.

●Other promotional activities may include emphasis on free Sunday morning breakfast (except on fifth Sundays), picnics, ice cream or pizza Sundays, Valentine’s Day Party, Vacation Bible School, Back-to-School Programs, Christmas, and other celebrations.

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Information on Bus Riders Part I

Name______Age_____ Date of Birth______Grade (Used to assign Sunday school class.)______

Name of Parent or Guardian (for minors only) ______

Address______

______

Home phone number______Cell number______

Emergency contact information: Name______

Address______

______

Part II

Do you have a church home (if yes please list)? ______

Have you accept Jesus Christ as your personal savior? ______

Have you been baptized? ______

Part III

A copy of the Fellowship Presbyterian Church Youth Activity Permission Form (Fellowship’s Manual of Administrative Operations) must be completed by parent/guardian and attached. A copy of this form and the permission form will be kept on file at the church at all times. Permission can be granted for the entire year; the form should be completed at the initial visit with prospective riders and parents/guardians.

FPC Form 5-2

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Part IV

Attendance Record Name______The attendance record is important to establish need for follow-up with each rider.

Sundays: 1st 2nd 3rd 4th 5th Special Events Remarks

Jan. Feb. Mar. Apr. May Jun. Jul. Aug. Sep. Oct. Nov. Dec.

FPC Form 5-3

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Selecting Bus Routes

I. A community canvas of neighborhoods shall be conducted to identify the largest concentration of potentially unchurched people (e.g. residential areas, public housing authority, apartment complexes, mobile home parks, areas with a high concentration of low-income households, military installations, and college campuses).

II. Initial data shall consist of the names of potential riders interested in participating in the ministry. Areas where other churches are already sending buses will not be neglected. A simple form shall be utilized to collect data that concisely identifies the purpose of the bus ministry, solicits interest, and gathers contact information for follow-up.

III. Every effort shall be made to embrace diversity and to identify other ethnic and racial groups.

IV. The team will work to carefully select routes based on potential riders and team availability.

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Maintaining an Outreach Bus Book and Utilization

The Bus Book shall contain information on each family who rides the bus. 1. Information A. The name, age, birth date, and school grade of each rider B. The parent or parent’s name (s) C. The address and phone number of each family D. Permission slip signed by parents for children to ride the bus to the church facility or specific church activity 2. Information shall be utilized to: A. Identify what Sunday School class the rider will attend. B. Identify those that have accepted Christ as their personal savior. C. Follow-up with riders interested in becoming saved and baptized D. Recognize birthdays E. Familiarize the driver and service leader with the names of each rider

Bus Outreach Ministry Safety Procedures

1. The doors of the bus must be shut when the bus is in motion.

2. Driver and passengers must wear their seat belts while the bus is moving.

3. An adult is required to stand outside the bus to provide guidance when it backs on or off the church property.

4. There should never be a key left in the ignition of the bus. The driver must take the key with him/her if there is a mechanical problem or the key may be given to a person placed in charge. Under no circumstance should keys be left in the ignition.

5. When a bus run is completed, all windows must be up, doors shut, and the bus must be immaculately cleaned out, regardless of the condition you found the bus.

6. If there are ever any reports of unsafe driving by any drivers, whether hired or church members, these incidents must be reported to the bus ministry coordinator. Our ultimate goal is absolute safety for the ministries of our church.

7. Every service leader assigned to the bus team must be involved in ensuring that children arrive in class.

8. Every service leader will be assigned to pick up children after class.

9. Periodically, service leaders should scan the building and premises, helping to get stray riders into class. This is absolutely necessary.

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10. Drivers must not pick-up children on the street whose parent(s) or guardian(s) has not been visited or signed a permission slip.

11. All bus reports are required to be ready for turning in as the bus arrives. The service leader should have most of the information already filled out on the report so that he/she merely has to put the rider total and the last few figures on the report after the pick-ups are made. All attendances and visiting hours on the back of the bus report and much of the information on the front of the report can be filled out before the bus leaves for the morning pick-up. It is imperative that attendances are accurately marked.

12. There can be no eating or drinking on the bus by workers or riders. Treats may be given as riders exit the bus to go into their house.

13. If it is ever discovered that a rider is missing, immediately call the Evangelism Ministry Team convener or chairperson and be prepared to give them the emergency contact information of the bus rider.

14. In dropping riders off after church, if the driver discovers an extra rider, the driver will not haul him/her around for the duration of the route, but immediately call the Evangelism Ministry Team convener or chairperson to alert them about the situation and to receive instructions on how to proceed.

15. Bus workers should never aggressively hug children; wherever possible avoid touching children in any way. If children show a natural affection by hugging, quickly hug the child around the shoulder or pat him/her on the head. Use as little physical contact as possible so it will not be misinterpreted by any observer.

16. Never rough up a child in any way. Do not jerk them around. If a child becomes uncontrollable, place arms around the child and try to hold him/her and restrain. Never physically strike a child in any way. If the driver or service leader feels angry, where they might lose their temper, they must call for somebody else to help ease the situation.

17. If any riders must cross the street coming to the bus or going back to their house, the service leader must cross the street and walk alongside them. The service leader shall be the first person to cross into the street. Particularly be careful of younger children who do not understand the importance of having an adult walk them across the street. Workers should always be first off the bus, making sure everything is safe as riders cross the street.

18. The bus should not drive away from the home until the rider is safely inside his or her house. Do not leave children standing on the street or in their yard. When necessary, utilize the emergency contact number to ensure the rider’s safety.

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Also, inform the Evangelism Ministry Team convener or chairperson about what took place so if he/she is contacted by an upset parent, he/she is knowledgeable about the situation. In such situations, an incident form must be completed.

20. Always let parents know why a child is being suspended and the length of the suspension. The convener or a person so designated should work with the parents and emphasize that improved behavior must be observed as the rider starts coming back on the bus.

21. Avoid promising a rider awards, prizes, or treats and not following through. It is better not to promise anything than to promise it and not keep the promise. Overpromising makes the individual and Fellowship Presbyterian Church appear to be liars when the child is not given what is promised.

22. There should be no socializing on the bus lot on Sunday. Expeditiously escort passengers into the building and remain on task.

23. Make sure that one bus person, whether driver or worker, is on the bus before the children are released from Early Morning, Sunday school, or eleven o’clock worship. Bus damage and injuries can result if a trained worker is not on the bus when the children arrive and begin to climb aboard.

24. Workers should periodically plan to visit the homes of those of regularly use the bus. When visits are unsuccessful, the visitor will leave a note to alert the family that a member of the Evangelism Ministry Team stopped by. Visitors will also make callbacks on regular riders that are not home when the visit occurred.

25. Workers are never to haul riders in their personal vehicles. Workers should never allow themselves to be in a situation where they could be falsely accused of questionable behavior.

26. Workers must never allow riders to sit too close to them or on their lap; a false impression could be created.

27. Only adult bus workers should take children to class and pick them up. Parents will be promised that the children will be under adult supervision at all times and this promise must be kept.

28. Children under three years of age must be accompanied by a parent or guardian. All children over the age of three must be potty trained.

29. Service leaders shall assume responsibility for any other workers’ behavior on the bus.

30. In a situation where children of different ages ride together and the parent insists on keeping them together, the older child(ren) shall remain paired with the younger.

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31. Riders should not bring electronic devices to Sunday School (headphones, smart phones, Ipod, tablets, etc.). Fellowship Presbyterian Church shall assume no responsibility for lost, stolen or broken items.

32. Gang paraphernalia, apparel with explicit language, and inappropriate clothing, will not be permitted on the bus. The service leader shall find a way to tactfully address the issue and, if time permits, allow the rider an opportunity to remedy the situation.

33. Service leaders will have a bus book that is up-to-date, including parent’s names, address, phone number, birthdates, attendance record, and salvation and baptism date, if applicable.

34. Riders will not be allowed to stand while the bus is moving.

35. Teenagers should never be allowed to take children to class or pick them up unless they are assisting an adult bus worker who is supervising.

36. The driver or service leader shall report any minor mechanical problems, scrapes, or accidents immediately to the Evangelism Team convener/chairperson.

37. Drivers will observe city speed limits. On interstates, no bus speed should exceed 65 mph.

38. Any time a bus worker is going to be absent, the Evangelism Team convener/ chairperson will be immediately notified.

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FELLOWSHIP PRESBYTERIAN CHURCH 3406 Meridian Street Huntsville, Alabama 35811

Bus Rider’s Permission Form This form is to be completely filled out and signed by parents or legal guardian before a child may ride the bus.

Please Print: Parent or Guardian Name ______Address ______Apt No. ______City ______Zip Code_____ Home Phone # ______Cell #______

Please list all children of your household who have permission to participate in the Fellowship Presbyterian Church Bus Program. FIRST NAME LAST NAME M F AGE DOB

Do any of the above have any known allergies? □Yes □ No If yes, please list the allergen, including the name(s) of medication(s) to which they are allergic:

Do any of the above have medical conditions that the staff should be aware of? □Yes □ No If yes, please list the name(s) and medical condition(s):

I hereby give my permission for all the children listed above to ride the bus, participate in activities, and attend the Fellowship Presbyterian Church. I understand that my child(ren) may be photographed and such photos may be duplicated and utilized at the discretion of the church. I understand that my child(ren) will be under adult supervision at all times. I further understand that in signing this permission slip, I release and hold harmless Fellowship Presbyterian Church, its officers, trustees, employees, and any other volunteers from any liability, past or future, fully and completely. I further authorize emergency medical assistance in the event that I cannot be reached.

Parent or legal Guardian Signature ______Date______Bus Staff Use Only □ New □ Update Route ______Community ______Apartment Complex______FPC Form 5-4 160

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Fellowship Presbyterian Church (PCUSA) Incident/Accident Report Form Must be filled out by Church Ministry Team convener/chairperson Form must be kept on file.

Person completing Report: ______Date: __Time:______

INCIDENT Type of Incident: Behavioral Injury Accident Mechanical Other

Location: Date: Time:

PEOPLE Person(s) Involved: _____Gender ______Age ______

Person(s) Involved: _____Gender Age ______

Member Staff Visitor/Group If member of Outside Group, is Waiver and Release on file? Yes No Witness (es) to incident/accident: Name __Contact info:______Name ______Contact info:______Name __Contact info:______

Describe the incident/accident:

What actions were taken after the incident/accident:

FOR CHILDREN/YOUTH PROGRAMS

Were parents notified? Yes No

Who contacted the parents ______Time:______

Staff person in charge at time of incident: ______

Staff to participant ratio at time of incident: ______

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SAFE SANCTUARY POLICY INCIDENT

If this incident involves alleged child or vulnerable adult abuse:

Was the appropriate state agency notified? Yes No Date/Time:______

Person Making Report ______

State Agency Contact Name ______Phone Number:______

Person Making Report ______Person Contacted:______

FPC Form 5-5

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Section VI

PROPERTY AND MAINTENANCE MINISTRY TEAM

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PROPERTY AND MAINTENANCE

SCOPE: Provide for management of church property.

RESPONSIBILITIES: Provide for all facets of management of church property, including grounds, buildings, and equipment.

DESCRIPTIONS OF TASK TO BE PERFORMED:

1. Makes provision for church building and equipment as needed

a. Ensure that church facilities are prepared for all scheduled worship services, a single focal point of the committee

b. Make provisions for church ministries and auxiliaries to gain access to church building and equipment as required

2. Provides custodial care for church buildings and grounds

a. Supervise and maintain the cleanliness and condition of the interior and exterior of the buildings

b. Make provisions for care and maintenance of the church grounds

3. Renovates or repairs church buildings when needed

a. Performs preventive maintenance, such as replacing hardware and material as required

b. When approved by the session, make renovations to preserve and enhance the function of the facility

4. Provides for landscaping, maintenance, and care of the church grounds

a. Provides assistance in landscaping and maintaining the church grounds

b. Provides for parking lot lights as well as building exterior lights

5. Provides for purchase of church property and liable insurance

a. Evaluates the type, coverage, and terms of the insurance proposal

b. Makes recommendations to the session for determination of exact requirements for Fellowship Church

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6. Develops policies related to the use of church property

a. Participates in developing church usage policies with other members of the church Session.

b. Executes and enforces church usage policies

c. Maintains a calendar of church usage and activities

7. Provides liaison with others when responsibility for property management is delegated to them

a. Inventories and manages church property

b. Ensures all church property is accountable, secure, and maintained when in possession of authorized persons

8. Provide policy and guidelines relating to security and compliance

a. Develops and implements church security practices and policies

b. Provides for security training for all persons authorizing keys to the church

c. Controls and issues church keys to authorized persons as defined by Session

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Fellowship Presbyterian Church

BUS USAGE POLICY AND PROCEDURES

3406 Meridian Street North Huntsville, Alabama 35811

Reverend Gregory J. Bentley, Pastor Phone: 256.539.2418 Fax: 256.539.2492 Fellowship Presbyterian Church 166

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BUS USAGE POLICIES

USAGE STATEMENT

The church bus is intended to provide transportation for the church family to support the programs and ministries of Fellowship Presbyterian Church. The bus will NOT be made available to any group or individual not covered in the above statement. Exception will be considered for other churches in the North Alabama Presbytery.

REQUESTING AND SCHEDULING THE BUS

Request for the bus should be made at least two (2) weeks in advance with the Transportation Ministry Team.

Reservations will be approved on a first-come, first-served basis.

The requesting group is responsible for fuel and driver costs.

BUS OPERATION

Prior to the trip the driver MUST COMPLETE a PRE-TRIP INSPECTION of the bus (see attached)  Release forms should be signed and completed for all under-age youth and children riding the bus (from church office)  Food and drink are acceptable, PROVIDING THE BUS IS RETURNED IN THE SAME CONDITION.  Seat belt usage is required at all times during the operation of the bus.  The bus should be refueled before returning to the church. In the case of groups using the vehicle on a daily basis, it must be refilled when the gas gauge is below 3/4 mark (regardless of how many miles driven)  The organization or group using the bus is responsible for securing a driver from the approved list of drivers and completing a reservation form.

PASSENGER CONDUCT

 All users of the church bus are expected to conduct themselves in a manner that exemplifies Christian principals.  The church reserves the right to deny use of the bus to passengers whose conduct becomes detrimental to the safety of the group.

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 Vandalism or property damage will be paid for by the PERSON or GROUP responsible for the damage and constitutes reason to DENY use of the bus for future trips.  Trip sponsors and adult supervisors shall have sole responsibility for passenger conduct.  No smoking, dipping, or use of tobacco products are allowed on the bus.  No alcoholic beverages or illegal drugs are allowed on the bus  No obscene languages or gestures are allowed on the bus.

DRIVER QUALIFICATIONS

All drivers must be approved via our insurance company. Potential drivers must submit information regarding their date of birth and driver’s license information. This information will be gathered on both regular and substitute drivers. A background check will be run, including the driving record, and any violations in the last three years.

The Administrative office will maintain a list of approved drivers for the church bus. Individual drivers must meet current insurance requirements and provide a copy of their current Alabama license prior to operation of the bus. No DUI (driving under the influence), reckless driving convictions in the last five years, and no more than two moving violations in the last five years will be acceptable

A CDL license is NOT required for this size vehicle (15 passengers).

Driving tips while on the road:  Require all passengers to remain seated at all times and eliminate distracting activities.  Monitor all gauges regularly.  Listen for unusual noises.  Be aware of changing driving conditions.  If on a trip, make regular rest stops. Reaction time increases when a driver is tired or behind the wheel for an extended period.  Have two approved drivers for longer trips.  Travel with cellular phone and a list of emergency contacts.  Obey posted speed limits.  Use defensive driving skills; keep your eyes moving; be courteous to other drivers; use caution; plan ahead; maintain proper following distances; be prepared for the unexpected.

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In case of an emergency:  Remain calm.  Assess conditions of all passengers.  Keep all injured persons comfortable, but do not move them.  If possible, move vehicle from roadway.  Administer first aid, if you have had the proper training.  Call for an ambulance, the police department, or the fire department (use 911 if available). If phone contact is unavailable, send someone for help or stop a passing vehicle for assistance.  Contact the church office or Transportation Ministry Team immediately.  Write down the names and telephone numbers of any witnesses.  If possible, take a picture of the accident scene.  Use the disposable camera to document the damage or incident.  Cooperate with police and fire department investigators.

The driver is responsible for completing ALL forms required by law enforcement as well as providing information needed for a copy to the church.

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Requested Information

Trip Destination Date(s) Church Group:

Purpose of trip:

Estimated Mileage: Driver(s):

NAME DL# DOB: NAME DL# DOB: NAME DL# DOB:

Cell Phone #(s): Name:______

(Used) During Trip Area Code #:______Phone #:______Emergency Contact: Name:______Phone #______

Approved Drivers: Yes ( ) No ( ) Bus Use Approved: Yes ( ) N o ( )

Signed: Gas Tank full? Yes ( ) No ( )

Vehicle returned in proper condition: Bus Clean? Yes ( ) No ( )

Yes ( ) No ( )

COMMENTS:

FPC FormFPC 6-1 Form 3-2fpc

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BUS DRIVER APPLICATION FORM Yes ( ) No ( ) Are you a member of Fellowship Presbyterian Church?

Name (LAST) FIRST MIDDLE BIRTHDATE / / / STREET ADDRESS CITY ZIP CODE

HOME PHONE NUMBER; DRIVER LICENSE NUMBER

CELL PHONE NUMBER CHURCH GROUP

REASON FOR DRIVING THE BUS:

Yes Yes ( ) No ( ) Do you have a current, valid Alabama driver license (class “D” or larger size vehicle)? Yes ( ) No ( ) Do you have five or more years of driving experience? Yes Yes ( ) No ( ) Within the last five years, have you been convicted of reckless driving? Yes Yes ( ) No ( ) Within the last five years, have you had more than two moving violations?

List references, including names, phone numbers, and other contact information.

DECLARATION (Please read carefully): I declare that all answers on this application are true. If approved, I will comply with all bus policies published by the Fellowship Presbyterian Church Transportation Ministry Team. ______APPLICANT’S SIGNATURE DATE

MINISTRY TEAM USE ONLY ( ) APPROVED ( ) NOT APPROVED Signed: ______

FPC Form 6-2

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FELLOWSHIP PRESBYTERIAN CHURCH

BUS TRIP LOG

Date Driver’s Name Destination /No. of Passengers Mileage Mileage Start End ______

______

FPC Form 6-3

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FELLOWSHIP PRESBYTERIAN CHURCH VEHICLE SAFETY RULES Page 1 of 2 Driver’s Name: ______Date: ______Trip Destination: ______Number of Passengers: ______

Emergency Contact: ______Telephone Numbers: ( ) ______Mileage Start: ______Mileage End: ______

In what condition did you find the bus?

Gas Tank Full? Yes __ No __ Bus

Clean? Yes __ No __

What condition did you leave the bus?

Gas Tank Full? Yes __ No __ Bus Clean? Yes __ No __ Comments:

Driver’s Signature: ______Driver’s Safety Checklist: (Record or report any problems to the Transportation Ministry Team.) Before entering the vehicle, walk around the vehicle and inspect its overall condition. Check condition of tires and if they are properly inflated (60-65 PSI). Look under the vehicle for any fluid leaks. Look behind the vehicle for any obstructions. Verify spare tire, jack, first aid kit, hazard kit, fire extinguisher, and disposable cameras are in the vehicle. Look under the hood for any loose wires or hoses. Check the levels of washer fluid, oil, transmission, and power steering fluid. Start the vehicle. Have someone stand outside and test the lights, turn signals, and brake lights. Look for any broken lights.

FPC Form 6-4

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Page 2 of 2

Test the brakes by putting the vehicle in gear while holding your foot on the brake.

□ Test the parking brake by putting the vehicle in gear with the parking brake engaged. Test the horn, wipers, fans, and defroster. Make sure you have unobstructed views of all windows and mirrors. Test the emergency door, buzzer, and lights. Check that all seats have seatbelts and they are in good condition and the passengers are using them. Do not exceed the maximum passenger limit for the vehicle.

FPC Form 6-4

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Section VII

STEWARDSHIP AND FINANCE MINISTRY TEAM

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Accountability for Reporting of Church Contributions

PURPOSE: Clarify duties and responsibilities for fiscal accountability.

GUIDANCE:

BOO G-3.0113 Finances

“Each council shall prepare and adopt a budget to support the church’s mission within its area.

A full financial review of all financial books and records shall be conducted every year by a public accountant or ministry team of members versed in accounting procedures. Reviewers should not be related to the treasurer(s). Terminology in this section is meant to provide general guidance and is not intended to require or not require specific audit procedures or practices as understood within the professional accounting community.”

BOO-G-3.0205 Finances

“In addition to those responsibilities described in G-3.0113, the session shall prepare and adopt a budget and determine the distribution of the congregation’s benevolences. It shall authorize offerings for Christian purposes and shall account for the proceeds of such offerings and their disbursement. It shall provide full information to the congregation concerning its decisions in such matters.

The session shall elect a treasurer for such term as the session shall decide and shall supervise his or her work or delegate that supervision to a board of deacons or trustee. Those in charge of various congregational funds shall report at least annually to the session and more often as requested. Session may provide by rule for standard financial practices of the congregation, but shall in no case fail to observe the following procedures:

a. All offerings shall be counted and recorded by at least two duly appointed persons, or by one fidelity bonded person;

b. Financial books and records adequate to reflect all financial transaction shall be kept and shall be open to inspection by authorized church officers at reasonable times;

c. Periodic, and in no case less than annual, reports of all financial activities shall be made to the session or entity vested with financial oversight.

Fellowship’s By-Laws--Stewardship and Finance

(3) (e) Stewardship and Finance. The ministry team shall develop, implement, and administer an effective fiscal management system.

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POLICY AND PROCEDURES:

a. Authorization to receive funds.

(1) Stewardship and Finance (S&F) Ministry Team has overall responsibility for procedures and accountability for reporting ALL financial contributions to Fellowship Church.

(2) A financial recorder, other than the session elected treasurer, will be appointed by session or the S&F Ministry Team to account for and record contributions received.

(3) Session has approved bank accounts for Presbyterian Men, Presbyterian Women, Youth Program, Usher Board, Golden Charmers, and the Diaconate Board’s Reevis Beecher Hill Benevolence Fund. Only contributions to those organizations will be accepted by the financial recorder.

(4) Contributions made to the Presbyterian Men, Presbyterian Women, Reevis Beecher Hill Benevolence Fund, Youth Programs, Usher Board, and Golden Charmers will be reported quarterly, not later than ten (10) days after the end of the quarter by elected or designated treasurers to the financial recorder.

(5) Special donations require session approval: Members are encouraged not to designate funds for a special cause unless approved by session. These funds will be reported to the financial recorder. A registered list and transaction are to be provided to the treasurer and financial recorder, respectively. Only designated treasurers of approved organizations/auxiliary are authorized to collect funds in the name of Fellowship Presbyterian Church.

b. Methods of receiving funds.

(1) Stewardship and Finance will provide printed pew envelopes with contribution categories for members.

(2) Members will use pew envelopes for all contributions. The ministry team cannot guarantee accuracy of member financial statements unless contributions are annotated on pew envelopes.

(3) Preferably, members should write a check for each category of contribution and record cash contributions on the pew envelopes. If this is impossible, then it is preferred that no more than two designated contributions should be on one check.

(4) When there are concerns about the reporting of contributions, the financial recorder will verify contribution(s) by reviewing the pew envelopes; members may be asked to submit cancelled check(s) to verify their contributions.

(5) Contributions received through the mail and other means are submitted by the treasurer to the financial recorder for recording.

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(6) All checks for contributions shall be recorded on deposit slip (amount and last name of donor) for cross reference purposes.

(7) The Clerk of Session provides names of new members to S&F convener, who will in turn provide the list to the financial recorder.

(8) The Stewardship and Finance Ministry Team computerizes the recording of contributions. c. Procedures for notifying congregation on policy

(1) Publish procedures in Fellowship’s Operation Manual: Policy, Procedures and Organization Bylaws.

(2) Keep congregation informed of procedures using newsletter and Sunday bulletin.

Approved by Session on August 23, 2012 and revised February 27, 2013.

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STEWARDSHIP AND FINANCE MINISTRY TEAM CRITERIA FOR DONATIONS

Established: May 22, 2003; Revised October 24, 2003; Revised January 12, 2012

Categories Identified for Donations A. Educational Institutions (Universities/Community Colleges/Technical Schools/ Colleges & K-12 1. The facility of learning must be certified by the State of Alabama and recognized by the governing body of this church and in the community 2. Donations, sponsorships, advertisements and purchases shall not exceed $200.00 per request. Recipients are not eligible for the next two calendar years, unless session establishes an annual gift to the particular institution. Total awards in this category must not exceed $400.00 per year. 3. Session shall evaluate the worthiness of the request/s. Evaluations shall take into account need, community relations, etc. Special consideration shall be given to denominational institutions of higher learning.

B. Religious Affiliations 1. The church or auxiliary must be recognized by the members of session and the community as a place of worship or an affiliate thereof. 2. Donations, sponsorships, advertisements, and purchases shall not exceed $200.00 per request within a calendar year. Total awards in this category must not exceed $400.00 per year. 3. Session or their designate shall evaluate the worthiness of the request based on need, goodwill, community relations, or other similar qualities. Special consideration shall be given to Presbyterian affiliations.

C. Organizations 1. The organization shall be recognized by Fellowship’s session and the community as one of moral and ethical character. At the current time, no recommendation is made for contributions to fraternities and sororities. 2. Donations, sponsorships, advertisements, and purchases shall not exceed $100.00 per request within a calendar year. Total awards in this category must not exceed $200.00 per year. . 3. A line item in the budget shall be established for donations or sponsorships to organizations and the distribution shall be on a first come, first served basis.

D. Individuals (Members & Non-Members) Requests from church members and non-members will be forwarded to the Reevis Beecher Hill Benevolence Fund.

Note: All donations are based on availability of funds. The recommendation is that $1,000.00 be annually allocated.

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VOUCHER FORM GUIDANCE Session Approved January 12, 2012

The voucher form attached can be used for direct payment or reimbursement of church expenses. A church member may use the form to request direct payment or reimbursement for the purchase of church-related items such as office supplies, property and maintenance cleaning supplies, or new equipment for the building. A staff member may use the voucher for direct payment or reimbursement of expenses pursuant to an acceptable reimbursed plan.

Vouchers should be submitted no later than two weeks from the date of purchase.

Direct Payment Example. A choir director may request direct payment to a vendor who is part of his/her accountable reimbursement plan. The form is completed by the choir director, the original invoice or bill is attached (preferably the original), the necessary authorizations are obtained (that is, signature of person authorized to approve the expense), and the completed form is submitted to the treasurer for payment. The choir director should keep a copy.

Reimbursement Example. The secretary purchases and pays for office supplies. He/she will complete the form, asking that reimbursement be made to him/her for the purchase of materials and will attach the original receipt(s). The secretary obtains the necessary authorization signature and submits the completed form to the treasurer for payment. The treasurer will remit the amount to the secretary. The secretary should keep a copy of the receipts.

In each case, it will simplify the treasurer’s job if the person submitting the voucher notes the budget line item on the request form and does not put more than one request on the form; for example, if there are two or more requests being made by the same individual or from the same line item, then each request should have a separate voucher form. Finally, all receipts should be attached without unnecessary staples or folding so that the treasurer can check for accuracy with little or no difficulty.

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FELLOWSHIP PRESBYTERIAN CHURCH 3406 Meridian Street North Huntsville, Alabama 35811 (256) 539-2418

PAYMENT VOUCHER

Date______

TO: The Treasurer of Fellowship Presbyterian Church

PAY TO:______$______

The amount of ______dollars and ______cents

FOR:______

( ) Supporting Documentation Attached (Receipts)

Identify Activity/Purchase______

Additional Comments______

______

Submitted by: ______

( ) Approved ( ) Not Aproved______Signature of Convener or Ministry Team Chairperson

Justification for non-approval:______

______□□□□□□□□□□□□□□□□□□□□□□□□□□□□□□□□□□□□□□□□□□□□□□□□□□□□□□□□□□□□□□□□□□□□□ DO NOT WRITE BELOW THIS LINE ______

POSTED TO THE ACCOUNT OF: ______

CHECK #______Voucher Form Revised September 26, 2011. Effective date November 17, 2011

FPC Form 7-1

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STEWARDSHIP AND FINANCE ANNUAL BUDGET REQUEST FORM GUIDANCE

This completed form should be presented to the Stewardship and Finance Ministry Team’s convener or chair on or before the third Sunday in October of each year. The ministry team’s convener is primarily responsible for seeing that the form is received by the stewardship and finance group.

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STEWARDSHIP AND FINANCE ANNUAL BUDGET REQUEST FORM YEAR: ______Page 1 of 4

It’s that time again…budgeting! It is time to start the process of budgeting for Fellowship Presbyterian Church ministries for the year _____. Ministry team convener/chair, please fill out the necessary information and submit to the chair of Stewardship & Finance or a member on this team.

Please review the following information in developing your budget request: (1) Use your current budget as a guideline (2) You will receive a ministry team/ministry expense report in October (3) No budgets automatically carry forward; all ministry team/ministries planning to spend money must submit a budget request. (4) Provide timing of expenditures if not spread out evenly throughout the year. (5) Budget requests should specifically meet your goals. Ministry team activities should support Fellowship’s approved Vision/Mission Statements below.

Mission Fellowship is called to make disciples by leading people into a personal relationship with God through Jesus Christ and equipping them for the work of ministry in the church, community, and world.

Vision Fellowship is a Christian ministry that glorifies God and transforms humanity by doing justice, living mercy, and walking humbly with God.

FPC Form 7-2

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Page 2 of 4 Planning and Objectives Name of ministry team/ministry

Statement of ministry team/ministry goals for coming year

Ministry Budget Request Please use the worksheet to itemize, explain and total your budget requests. Itemization is required. Total Ministry Budget Request

Total Capital Improvement Requests

SIGNATURE OF MINISTRY TEAM/MINISTRY CONVENER/CHAIR______

Account Requested Proposed Approved

Capital Improvement Total (if applicable) Total This space for Finance Ministry Team/Team use only

Process:  Finance Team Reviewed  Elders Reviewed Approved______

Copied for: Finance Team Ministry Team/Ministry Convener Given to Ministry Team/Ministry Convener

Entered: Excel Budget Worksheet______FPC Form 7-2

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Worksheet for Ministry Team Ministry Expenditures Page 3 of 4

Please use these tables to itemize your requests. Please write the totals in the appropriate block on the first sheet of this form.

Identify Date for Annual Funds Requested Ministry *Session Priority Expense/Activit Calendar of Event(s) Team Approved y Approved

Yes No Amount (√)

Total to Front Page *Session approval will be granted when S&F submits budget to the session. FPC Form 7-2

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General Maintenance Page 4 of 4

Use this table to request capital improvement items. If a capital improvement item is approved, it will be check marked and a requisition for the item may be turned in on or after the date. Priority General Facility & Ground Maintenance (i.e. ,supplies, Date Amount lawn care) Requested

Total to Front Page Capital Improvement

Priority Furniture/Equipment/Major Repair Items Date

Total to Front Page FPC Form 7-2

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______Fellowship Presbyterian Church Reevis Beecher Hill Benevolent Fund Policy and Guidelines ______Purpose of this Document 1. Establish and outline an objective, unbiased process for the evaluation of requests for assistance from the Benevolent Fund of Fellowship Presbyterian Church (FPC). 2. Provide written requirements and criteria for receiving assistance from the Benevolent Fund 3. Describe the request, approval and disbursement process

Oversight and Accountability 1. The Deacons, under the oversight of Session shall have responsibility for overseeing the administration of the Benevolent Fund. 2. All benevolent activities are managed by the Benevolent Fund Ministry Team (BFMT) consisting of three active Deacons, one from each class. The ministry team shall determine who will receive disbursements from the Benevolent Fund, in what amount and for what duration. 3. The BFMT will inform the Board of Deacons and submit a report to the Stewardship and Finance Ministry Team about income and disbursements on a quarterly basis. A full financial review of all financial books and records shall be conducted annually by a public accountant or committee of members versed in accounting procedures. Reviewers should not be related to BFMT members with signature authority.

Source of Funding 1. The regular source of income for the Benevolent Fund is the designated 1st Sunday of each month offering. Distinctive envelopes will be made available to the congregation and their use explained. 2. Gifts intended for the fund can simply be designated as such at the time the gift is given. Members of the congregation, however, will not be encouraged to give to the fund in lieu of giving to the general fund of the church. 3. Monies designated for the fund must conform to the Book of Order for Presbyterian Church (USA). G 6.04.02 A ______Contributions to the Fund 1. All gifts to the Benevolent Fund must be unconditional and without personal benefit to the donor. 2. Contributions to the Benevolent Fund may not be earmarked or otherwise designated for particular purposes or recipients. The leadership at FPC may choose, at its discretion, to decline certain contributions that are designated or earmarked.

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3. Donors making contributions to the Benevolent Fund subject to these conditions may be able to deduct their contributions if they itemize deductions on the federal income tax return. The leadership at FPC recommends that donors consult their individual tax advisor or CPA concerning the appropriate tax treatment of contributions made to the Fund.

Guidelines for Disbursement: A. General Guidelines 1. The Benevolent Fund is intended to be a means of assistance during the time of a crisis or other hardships. 2. Assistance from the fund is intended to be a one-time gift. In unusual circumstances, the BFMT may decide to help more than one time not to exceed $500 in a twelve (12) month period. 3. Under no circumstances is a gift from the fund to be considered a loan. No gift may be repaid, either in part or in full, in money or in labor. 4. To the extent possible, and at the discretion of the BFMT, checks written and disbursed from the Benevolent Fund shall be made directly to the party or entity to whom payment is due (i.e. utility, Landlord, etc.) and not given directly to the individual or family requesting assistance. 5. The Benevolent Fund will maintain a separate bank account. All BFMT members are authorized check signatories of which two (2) signatures are required for each issued check.

B. Recipients of Assistance 1. Recipients of monies dispersed from the benevolent fund at the direction of the BFMT are: a. Fellowship Presbyterian Church members/immediate family of those members b. Regular attendees of Fellowship Presbyterian Church

c. Members of the community

C. Criteria for Disbursement 1. The Benevolent Fund is maintained for the purpose of ministering to individuals or families during a time of hardship or crisis by temporarily assisting them with their basic needs. 2. Generally, assistance from the Benevolent Fund is intended to cover an individual’s or family’s basic needs which includes but is not limited to: a. Rent/Mortgage b. Food c. Utilities d. Medical emergencies

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______Procedure for Disbursement: a. Source of Request 1. A Benevolence Request Application (BRA) must be completed by the person requesting help or by someone who is assisting the person in need. In either case, the person must be in the presence of a representative of the church.

b. Processing the Request 1. The application may be turned in to the church office for presentation to the Benevolent Fund Ministry Team or turned in to a member of the BFMT. The ministry team will be sensitive to the need for confidentiality.

2. Review of the application shall be done by the BFMT. The review may be by meeting, telephone conference, email, in person, etc. All applications (approved/denied) will be maintained on file for three (3) years. 3. The BFMT informs the individual or family making the request of the decision. The process may take up to one week. ______Monies designated for the fund must conform to the Book of Order for Presbyterian Church (USA).

All Fellowship organizations having financial accounts will be audited annually.

Approved June 14, 2011 at the Stated Session Meeting Revised November 17, 2011 Revised June 27, 2013 Revisions approved at the December 6, 2013 Stated Session Meeting Revisions approved at the January 22, 2015 Stated Session Meeting

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Fellowship Presbyterian Church RBH Benevolent Fund CONFIDENTIAL BENEVOLENCE APPLICATION PERSONAL INFORMATION Name ______Phone ( ) Address ______Email: ______

EMPLOYMENT INFORMATION Employer ______Phone ( ) Employer Address ______Employment Income (Net) $______Paid: Weekly Bi-Weekly Monthly

PREVIOUS ASSISTANCE RECEIVED Have you been helped previously by this Church? Yes No If yes, what was the assistance for (food, rent, utilities, etc.)? ______When did you receive the assistance? ______CURRENT ASSISTANCE NEEDED What is your current need for assistance? Food Utility (Bill) Other (Explain) ______Rent / Mortgage (Bill) Medical Emergency (Bill) ______If you are requesting a bill payment, please supply the following information: Company Name ______Phone ( ) Contact Person or Department ______Address ______Account #______Amount Due $______Your Contribution $______Due Date ______If the payment is past due, have you requested an extension? Yes No If yes, what is the extension due date? ______

NOTICE TO APPLICANT / REQUESTOR: Fellowship Presbyterian Church and its Benevolent Fund Ministry Team (BFMT) members are hereby released, forever discharged, and held harmless from any and all liability, claims or demands for personal injury, sickness or death, as well as property damage and expenses, of any nature whatsoever which may be incurred while the applicant's request is being reviewed, approved, or denied. Furthermore, requester hereby agrees to hold harmless and indemnify said church and its BFMT Members from any financial liability sustained by said acts of the aforementioned church parties. Also, requestor understands assistance is limited to one issuance per year or 12 month period per household unless otherwise permitted.

DIACONAL USE ONLY: Approved Yes No Amount Approved $______If applicable, justification for non-approval ______BMT Member Signature ______Date ______Revised by Diaconate Board and approved by Session January 24, 2013; Revised by Ad Hoc Session appointed team and approved by Session December 6, 2013;Revised by Diaconate Board and approved by Session November 6, 2014. FPC Form 7-3

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INFORMATION FOR FINANCIAL REVIEW

All Fellowship organizations having financial accounts will be reviewed annually by session in accordance with the Book of Order.

In order for the audit committee to successfully review books of accounts at the church, the treasurer of each ministry that has assets or bank accounts should make available the following for the audit committee:  Verification of Deposits  Monthly Bank Statements and reconciliation report  Income-Deposit form or ledger documentation  Monthly income-expense reports. Expenditures validated.  Ensuring voucher system (if applicable) according to the written fiscal policies and procedures  Recommendations for improvement

Audit report should be submitted to session on or before August 31 of each year.

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Section VIII

WITNESS AND SERVICE MINISTRY TEAM

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TABLE CLOTH POLICY

I. GENERAL A. Twenty round cloths, two 8’ cloths, and one 6’ cloth are available for table coverings for events in the Dorothy Johnson Fellowship Hall.

B. The clean tablecloths hang in the choir room.

II. PROCEDURES FOR FELLOWSHIP MEMBERS, MINISTRY TEAMS, AND AUXILIARIES

A. The individual, auxiliary, or the chair of the ministry team sponsoring the event will indicate on the Church Usage Request form the number of cloths needed for an event.

B. The individual, auxiliary, or convener of the Ministry Team is responsible for returning the cloths clean and wrinkle free within five (5) days of their use, unless informed that a shorter turn-around time is necessary. Returned cloths should be hung on hangers in the choir room. Home laundering or professional dry cleaning is acceptable.

C. For cloths lost or irreversibly stained, a full replacement price per cloth will be charged to the auxiliary or the Ministry Team.

III. Fellowship members who sponsor or are involved in non-member events in the Fellowship Hall may use the cloths if they are the responsible party for the event.

IV. Non-Fellowship members, organizations, or auxiliaries who use the fellowship hall when no Fellowship member is sponsoring the activity may not use the church’s tablecloths.

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FELLOWSHIP KITCHEN POLICIES

Fellowship kitchen pantry policy:

-pantry is considered a separate entity from the open kitchen. -use only for storage of cooking ingredients, serving and cooking utensils, and food. -locking the pantry. A key is kept in the office work area in the key box for those who require access.

Fellowship open kitchen policy:

Food: -Preferably, no open food should be stored or left in the kitchen. If food is left over and designated for use at a later date, date should not exceed 7 days from time of storage. All stored food should be covered and labeled. -Any leftover should be promptly removed from the kitchen.

Plastic cups, plates, and utensils for general use are stored in the cabinets and on the counter in the kitchen. (Previously, these general use items were stored in the pantry.

Utensils: -If utensils are brought into the kitchen for work, they should be taken out after the tasks are completed. Home items should not be left in the Fellowship kitchen. If Fellowship kitchen utensils are used, clean them and return them to their proper storage places. -This expectation applies to saucers, cups and plates.

Freezer and Cooler Use:

If food to be used for a later function is placed in the freezer or cooler, please mark it with a note so the owner or organization’s identity will be known. Do not store prepared food in the refrigerator or freezer long term – more than 7 days.

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CHURCH COURTESY GUIDELINES

During significant events of our church life, the church’s Courtesy Ministry Team will extend Christian love on behalf of the Fellowship Presbyterian Church family in the following ways:

I. The Death of a Member (floral not to exceed $100.00) A. Death of a church family member within the community 1. Visit with the family to ascertain what their needs might be. 2. Develop a plan to meet any or all possible requests of the family to include providing a meal.

B. Death of a church family member who resides out of town at the time of their death. 1. Notify the church family of the address where expressions of sympathy may be sent, along with location and time of funeral service or memorial service. 2. Send mailgram or appropriate potted plant to family.

II. Death of a Family Member’s Relative A. Spouse, parents, children, siblings: a floral expression (or other form of expressions not to exceed $50.00) sent to the house if in town; a mailgram or card if out of town. B. Aunt, uncle, other relationships (guardian parent), etc.: a mailgram if out of town; a potted plant if in town.

III. On occasions when illness temporarily or permanently impairs a church family member’s ability to participate fully in the ministry and witness of the church. A. When hospitalized three (3) or more days, send the member a dish garden as an expression of the church family’s Christian compassion. B. If there is a major illness at home, send a potted plant. C. When there is extended illness, the Ministry Team will notify the minister, and the minister and deacons’ team will visit the member to ascertain any special needs they may have, including ways the church can assist.

IV. Celebrations (These significant events shall be coordinated with the Presbyterian Women’s Auxiliary.) A. When weddings occur that involve members of the church family, an engraved Bible or other appropriate gift shall be given to the couple. B. When a baby is born or an adoption occurs, a silver bank or other appropriate gift shall be given to the family.

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V. A Social Hour A. When an active member relocates, a token gift shall be given. B. When a member of the church family graduates from high school, college, technical school, or graduate school, the church will give to the student an appropriate gift to express affirmation of their achievement. C. When a church family member retires from the career of choice, the church will share with them an appropriate expression of our love and appreciation of the accomplishment they have achieved in their career.

VI. Special Church Celebrations A. Church family dinners or fifth Sunday fellowship 1. Plan, coordinate and/or prepare food 2. Assist applicable session Ministry Team as needed B. Christian Education Picnic: Provide assistance as needed C. Other Church Auxiliaries: Provide assistance as needed

VII. Joint Meetings/Fellowships A. Presbytery or Synod: Provide pastries, finger food, or meals as appropriate. B. Thanksgiving Service: Provide appropriate foods as needed. C. Youth, Children, or Seniors: Assist when necessary. D. Easter Sunrise Service: Provide appropriate assistance. E. Watch Night Service: Provide appropriate assistance.

Approved at Session Meeting - April 8, 2001. Amended by Session: January 24, 2010.

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Funeral Policy and Planning Guide

Guide Prepared by Elder Joyce Pettis Temple, Covener Witness and Service Ministry Team October 2011

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Table of Contents

Fellowship Funeral Policy and

Types of Services

Funeral Guide (Suggestions)

Costs and Fees Planning Meeting with Pastoral Staff and Family

General Planning Questions Cover Page of Program Planning the Order of Service Helpful Notes for the Service Order of Service for the Funeral

Writing the Obituary Helpful Notes for Planning the Obituary Pictures of the Deceased

Last Page-of-Program Information

The Reception or the Repast

Reception Table Decoration

Comprehensive Questionnaire (Removable Sheet)

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Fellowship Funeral Policy and Types of Funeral Services

(Policy adopted from the Facilities Usage Policy of the Administration Ministry Team, Fellowship Presbyterian Church)

The resurrection is a central doctrine of the Christian faith and shapes Christians’ attitudes and responses to the event of death. The church offers a ministry of love and hope to all who grieve. [Book of Order, Directory for Worship] Just as the church embraces us in our baptism and throughout our Christian life, so it should embrace us in our death and in our hope of resurrection to eternal life.

Death Notification to Fellowship Upon the death of one of our members, the pastor of the church and the undershepherd ruling elder should be notified as soon as possible. This is best accomplished by contacting the church office.

Types of Services

1. Memorial Service – The Memorial Service is a service where the body is not present. Interment of the remains in a Service of Committal has either preceded the Memorial Service or will take place at a later time.

2. Funeral Service – The Funeral Service is a service where the body is present in either a casket or an urn. The Funeral Service is concluded with a Service of Committal within the sanctuary or at the burial site.

3. Graveside Service – The Graveside Service is a service that takes place at the burial site. The Service of Committal is a part of the Graveside Service.

The Service The memorial, funeral, and graveside services are acts of worship among the Christian community. The purpose of such services of worship is to glorify God, to affirm our belief in the resurrection to life everlasting, and to comfort the bereaved. Although gratitude and honor are to be expressed to God for the life and witness of the deceased, the focus of worship is upon God; therefore, prolonged and undue attention upon the deceased is discouraged. No service will be held on Sunday.

Other Fraternal, Civic, or Military Rites The service shall be complete in itself, and any fraternal, civic, or military rites should be conducted separately. [Book of Order, Directory for Worship] The service of worship is an act of the Christian community in which the wider community is welcome. If other rites take place, these rites shall be conducted apart from the service and place of worship.

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Costs and Fees

There are no charges or fees for use of the church’s facilities or for the services of the pastor. Costs to the family will be for flowers that the family provides at the service and for musicians and vocalists not employed by the church that the family may request. It will be the responsibility of the family to order flowers from the florist of their choice. Any honorarium the family may wish to give pastors, musicians, vocalists, sound technicians, and the custodian, as employees of the church, should be paid directly to the individuals.

Planning Meeting with Pastoral Staff and Family

Contact will be made by the pastoral staff to arrange a planning meeting either at a person’s home or the church. The staff (pastor, ruling elder, director, representatives from the courtesy Ministry Team, and usher board) should attend. Plans for the funeral will be made. (Please see the Comprehensive Questionnaire in this document.)

General Planning Questions:

What date and time will the funeral or memorial service take place at Fellowship?

______Note: Seating the Family. In the sanctuary, upon entry, the family is seated in the wide pews to the left.

Will a family hour be held?

______Yes ______No If yes, please indicate day, date, time, and location: ______

Will the deceased lie-in-state in the sanctuary prior to the funeral?

______Yes ______No

If yes, please indicate the beginning hour, which is normally one hour before the funeral service begins. ______

Do you want the following to serve at the funeral service?

Fellowship ushers Yes___ No ___ If “no,” who is invited to usher? ______

Fellowship Presbyterian men as pallbearers? _____Yes ____No

Fellowship Presbyterian women as flower bearers? _____Yes ____No

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The Cover Page of the Funeral Program

Many styles are available for the front page of the funeral program. However, these details are consistent:

 A title that includes the name of the deceased, for example: In Loving Memory of Mrs. Lucy Haynes, followed by a picture

 Birth and death dates of the deceased, often beside or below the picture

 Day, hour, and year of the funeral (or memorial) service

 Location of the funeral (or memorial) service

 Name of the officiating minister for the service

Planning the Order of Service for the Funeral

Generally, the funeral or memorial service consists of scripture, hymns or songs, solos, tributes to the deceased, and the eulogy. These can be chosen by the family with assistance from the church music director and the minister, as needed. The family will consult with the minister concerning the eulogy, as needed.

Helpful Notes for Preparing the Order of Service:

1. Confirm the persons who will deliver the tributes and be clear about which perspective of the life each person will speak about in order to avoid several people saying the same things. It is also very important to set a time limit for the memories. Suggested time is 2-2.5 minutes, and not more than 3 minutes. Three tributes are normally sufficient.

2. If a soloist is performing, he/she should communicate with the music director concerning any specific music needs. Will a CD, tape, or his/her own musician, for example, be brought in? Special needs must be communicated to the Fellowship Director of Music Ministry as soon as possible to assure that whatever is needed is available and is set up so that the family can have the kind of service it desires.

3. The music director will assist the family in selecting appropriate music. Often, the family requests favorite hymns or songs of the deceased family member.

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Order of Service for the Funeral

Below is a typical order of service that can serve as an EXAMPLE. The family always has flexibility in ordering the service in consultation with the minister.

Prelude by the organist (or designated musicians)

Processional

Words of Comfort

Music ( Hymn [by choir] or solo)

Prayer

Scripture (From Old Testament and New Testament by designated reader(s) who may be relatives or close friends or visiting ministers)

Choral music or solo

Tributes (May be divided into church, family, community, professional)

Hymn or solo (If there are only one or two tributes, this musical selection may follow the eulogy.)

Eulogy

Committal (If it is a memorial service)

Recessional (A hymn may be sung during the recessional or instrumental music may be played.)

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Writing the Obituary

The goal of the obituary is to demonstrate respect and honour for those who have died, while informing those who remain about your relative’s life and death.

General Outline

Two examples of an opening statement:

Example 1: Heaven welcomed a new angel when Lucy Haynes was called to rest on August 25, 2011.

Example 2: Lucy Haynes, longtime business woman and community activist, died Monday, August 25, 2011, after a short battle with heart disease (or after a short illness). She was 50 years old and owner of Just for You florist.

Birth and education details of the deceased

Marital information, if desired

Statements regarding baptism, Christian rearing

Statements about the family life of the deceased (if applicable; if desired)

Professional information and life contributions; organizational and Greek affiliations, if applicable ; retirement, if applicable

Military service and decorations, if applicable

Awards/recognitions received

Special interests or talents of the deceased

Survivors listed with their relationship to the deceased

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Helpful Notes for Planning the Obituary

1. The preceding outline is a general one for writing either a short or lengthy obituary. The order of the information may be changed. Some families prefer a different kind of obituary, one that is like a newspaper article where family members are interviewed and their memories are woven into a lengthier obituary.

2. The length of the average obituary is one page in the program.

3. Fellowship offers the service of having the obituary and the funeral service program proofread before you hand it over to the printer or the funeral home, if the program is printed there.

Family Pictures of the Deceased: Some families include selected pictures of the deceased. If you have good quality pictures, they often help to convey the full life and interests of the deceased to the funeral attendees. The program designer can assist with the best placement of the picture collage, if you choose to include one.

Last Page-of-Program Information

1. In Lieu of flowers: If the family prefers contributions to an organization in lieu of flowers, include clear information and the organization’s address in both the newspaper obituary and on the funeral program, generally on the back page.

2. Flower Bearers: The family can designate any group, i.e., church members, Fellowship Presbyterian Women’s organization, sorority sisters, or fraternity brothers, etc. Be certain that the group has been notified and has agreed to serve.

3. Pallbearers: The family can designate any group, i.e., brothers of the deceased, Fellowship Presbyterian Men, fraternity brothers, and friends of the deceased. Be certain that the group has been notified and has agreed to serve. If the deceased is to be buried, the pallbearers should be able bodied, since they may be expected to transport the coffin from the hearse to the grave at the cemetery.

4. Optional poetry: Sometime a short poem may be included at the bottom of the Order of Service page. The placement of a short poem can also be on the back page of the program, as the family prefers or as space permits.

Place of Interment: The name of the cemetery and its address is printed on the back page of the program.

Note of Thanks or Expression of Gratitude: Often, the family thanks special people— hospital staff, doctors, or nursing home personnel—for their care and assistance.

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The Reception or the Repast In the Fellowship Hall

The Courtesy Ministry Team of Fellowship Presbyterian Church will plan and oversee the reception for family members upon their return from the cemetery. The reception is a courtesy of Fellowship for its deceased members. The family incurs no expenses.

Answering the questions below will help the Courtesy Ministry Team adequately prepare.

1. What style reception does the family prefer? (Check one choice below, please.)

a. Traditional dinner ____Yes (This is understood to be a meat, two vegetables, a salad, bread, dessert, and beverage.)

b. Reception-styled food ____Yes (This choice is understood to be heavy hors d’oeuvres of different kinds, finger food, and beverage.)

2. How many family members are expected to attend the reception? ______

3. Does the family have any other special requests for the reception?

______

Decorations on the Reception Tables

If the deceased member had a favorite cut flower or favorite colors, these flowers or colors may be used on the reception tables. We will try to accommodate your requests, if possible. (The tablecloths are off-white.)

What colors and flowers do you desire in the table decorations? ______

______

Comprehensive Questionnaire for Funeral or Memorial Service at Fellowship

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Please answer the questions below. This sheet will be left with the pastoral staff.

What date and time will the funeral or memorial service take place at Fellowship? ______

Will a family hour be held? ______Yes ______No If yes, please indicate day, date, time, and location: ______

 Will the deceased lie-in-state in the Fellowship sanctuary prior to the funeral? ____Yes ____No

 If yes, please indicate the time, which is normally one hour before the service begins. ______

 Do you want the following to serve at the funeral?

 Fellowship’s ushers? Yes____ No ____ If “no,” who will usher? ______

 Fellowship Presbyterian women as flower bearers? _____Yes _____No

 Fellowship Presbyterian men as pallbearers? ______Yes _____No

Music Selections

 Processional music ______

 First selection ______

 Music after the scripture ______

 Last musical selection, song, or solo ______

 What song or hymn do you want played during the recessional? ______

The Reception or The Repast, Dorothy B. Johnson Fellowship Hall

Answering the questions below will help the Courtesy Ministry Team adequately prepare.

 What style of reception does the family prefer? (Check one choice below, please.)

1) Traditional dinner ____Yes ( a meat, two vegetables, a salad, bread, dessert, and beverage. ) OR

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2) Reception-styled food ____Yes (heavy hors d’oeuvres of different kinds, finger food(s), and beverage.)

 How many family members do you estimate will be served? ______

 Does the family have any other special requests for the reception? ______

Decorations at the Reception: If the deceased member had a favorite cut flower or favorite colors, these flowers or colors may be used on the tables. We will try to accommodate your requests, if possible.

 What colors do you desire in table floral decorations?______

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EMERGENCY AND DISASTER RESPONSE POLICY

Mission: Grace and peace to you from our God and the Lord Jesus Christ. ~ Ephesians 1:2 Fellowship Presbyterian Church, PCUSA recognizes that an emergency can happen to anyone at any time. Those who are not immediately affected should do all that can be done to aid and assist those who are in need. Remember the statement, “but for the Grace of God, there go I.” God gives grace; we do not earn it. But when we help others, we are doing what God would want us to do.

Definitions: Disaster: A disaster would be an event which would result in the total lack of use or the limited use for normal purposes of Fellowship’s building(s) and/or grounds. Events could be caused by one or more of the following: fire, hail, flood, storms, water damage, sink holes, earthquakes, industrial accidents (i.e. chemical spills), terrorist action(s) or any similar activity.

Emergency: An emergency is any situation that must be dealt with immediately after an occurrence to avoid bodily harm, life-threatening or debilitating results to a person, or structural damage to a person’s property or to the property of Fellowship Presbyterian Church. Events could be caused by one or more of the following: fire, hail, flood, storms, water damage, sink holes, earthquakes, industrial accidents (i.e. chemical spills), another person, terrorist action(s) or any similar activity.

Scope: This Emergency and Disaster Response Policy is divided into three Emergency and Disaster (E&D) divisions as follows:

Division 1, Emergency and Disaster at the Church; Division II, Fellowship Church as a Red Cross Designated Disaster Shelter; Division III, Emergency at a Member’s Home.

Personnel: The Emergency Team (ET)—consisting of the ET Chair, a Safety Officer, a member of Property and Maintenance, the Fellowship Shelter Manager, a member of the usher board, and two members of the congregation —will have general oversight for the three divisions. One person from the ET will be assigned per each division to specifically oversee that division, determine that policies are carried out, and report to the ET. The Fellowship Shelter Manager will be responsible for the management of the Disaster Shelter, when it is called into use, and will serve as the liaison between Fellowship Presbyterian Church and the American Red Cross. The ET chair shall serve as chair of the Safety Team.

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EMERGENCY AND DISASTER RESPONSE POLICY

I. Emergency and Disaster at the Church

Posters showing standard emergency procedures should be placed in areas of high visibility.

A. Fire

1. Prevention *1.1. The Safety Officer will arrange for an annual inspection by Huntsville Fire Department 1.2. P&M Team will remove from property any potential fire starting material; remove any build-up of combustible materials such as kitchen grease, etc. 1.3. P&M Team will put in place and/or maintain exit signs and directional indicators from every area of the building (including picnic area). 1.4. P&M Team will put in place and maintain external signs to prevent parking in exit areas and fire lanes. 1.5. Witness and Service Team will provide workshops or sessions to inform church members about the emergency and disaster response policy. 1.6. Witness and Service Team will conduct fire drills at least 2 times per year. 1.7. Witness and Service Team will recruit members to become active members of the Emergency Team(s) (ET). The ET should include one medical or Red Cross first aid trained person. 1.8. Emergency Team (ET) should determine where people are to meet outside the building and designate a “first aid station” site; make sure that all stations are both permanently and easily identified. 1.9. P&M Team should install, maintain and secure fire extinguishers in vulnerable areas of the church building(s) with at least one commercial type to be placed in the kitchen, the audio/video recording area in the balcony and in the picnic areas. 1.10. Safety Officer should install, maintain, and test a fire alarm system for the entire property. 1.11. *Safety Officer should check and change or charge batteries at least 2 times per year. 1.12. Witness and Service Team should utilize a communication network such as a phone tree or church web site, if communication to the membership is necessary during the week. NOTE: For local TV/radio public service announcement network(s), the convener of W&S Team or its designee shall be the sole “spokesperson” (other than pastor) to

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make all public comments or announcements regarding the disaster or emergency. The exact wording and timing of the announcement or comments shall be determined by the pastor and members of Session. 1.13. W&S will put evacuation information in church bulletins when necessary. 1.14. Ushers will make certain that entry ways are kept clear of traffic during services.

2. Fire Event During a Service or Program

2.1. Ushers are to direct people to the nearest exit based on where the people are sitting or standing. 2.2 Ushers and others are to maintain a “counting” of all people in the building. 2.3. Usher should notify pastor or liturgist of immediate need to evacuate the building. 2.4. Usher should remove at least one first aid kit from building during the evacuation. 2.5. Usher should initiate fire alarm if it does not go off automatically. 2.6. Ushers and Emergency Team should conduct three rounds of the building to make sure that everyone has left. Rounds one and two are conducted by designated usher(s) and the third and final round is conducted by a designated person from the Emergency Team (ET). 2.7. Elders are to account for all members of his/her undershepherd List and to notify Emergency Team of missing persons . 2.8. Elders are to determine if medical assistance is needed for their undershepherds and what type of assistance is needed. 2.9. ET member will set up one area for first aid and elderly care (use picnic area if not involved with the emergency) and southeast corner (basketball area) of lot. 2.10 An usher or ET member or designee should wait near the street entrance to the church property to guide the fire truck to the church and to the area of fire. 2.11 Once a call has been made (911) for fire truck to be sent to the church, the call will not be rescinded by anyone.

B. Tornadoes/Thunder Storms

1. Prevention

1.1. Clerk of Session, Chair of Ushers, and Convener of Witness and Service, respectively, will urge all active elders, ushers and members of the Emergency Team (ET)to complete first aid training from Red Cross or from other similar training organizations

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1.2. ET will identify (use signs/mark) places in each area of the church to be used as shelter and determine the number of people each area can comfortably hold/seat. 1.3. ET will conduct tornado/thunder storm drill at least one time per year. 1.4. W&S in consultation with Children’s Church Director will prepare entertainment/busy kits for children (include games and batteries). 1.5. P&M will inspect building for loose building material such as loose siding; inspect windows to make sure that seal is good and that it is free from branches or other clutter that might cause window breakage. 1.6. P & M will inspect grounds for overhanging limbs which may fall onto or damage power source (electrical wiring, telephone) 1.7. P & M will inspect parking lot to keep gutters open and to ensure other areas are free for rain run-off. 1.8. Safety Officer to make sure that first aid kits and fire extinguishers are securely placed in rooms and/or areas to be used for storm shelters.

2. Storm Event During a Service or Program

2.1. Ushers will keep abreast of weather via weather radio or cell phone if storms are threatening. 2.2. Ushers are to direct people to the nearest areas that have been designated as storm or tornado shelter within the building or evacuate the building(s) by using an exit based on where the people are sitting or standing. 2.3 Ushers and others are to maintain a “counting” of all people in the building. 2.4. ET chairperson (or in his/her absence, Chair of Ushers) should determine if and when to evacuate all areas of the building. 2.5. Usher should arrange for at least one first aid kit to be carried to the shelter area or removed from building during the evacuation. 2.6. Usher should initiate fire alarm if it does not go off automatically. 2.7. ET and ushers will conduct three rounds to make sure that everyone is in a secured area or out of building as necessary. Rounds one and two are conducted by designated usher(s) and the third and final round is conducted by a designated person from the Emergency Team (ET). 2.8. Elder will account for all members of his/her Undershepherd List and notify Safety Officer of any unaccounted for persons. 2.9. Elder will urge group to remain together until all clear is given from Safety Officer or on-site city emergency personnel.

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2.10. Elder will determine if medical assistance is needed for their undershepherds and visitors in group and what type of assistance is needed. 2.11. ET will set up one area for first aid and elderly care (if building must be evacuated, use picnic area and southeast corner of lot [basketball area ], if it is not involved with the emergency).

C. Medical Emergencies at Fellowship Church

1. Prevention

1.1. ET Chair or designee will secure and maintain an automatic external defibrillator (AED) and make sure that at least 5 persons are Red Cross/HFD approved or trained to operate it. 1.2. ET Chair and Chair of Ushers will use a rotating schedule to arrange for trained persons to be on duty during regular worship service and other services or programs with an expected large attendance. 1.3. ET Chair and Chair of Ushers will maintain at least 5 fully stocked (Red Cross/HFD approved) first aid kits to be placed in areas such as the kitchen and picnic area. 1.4. Usher chairperson will make certain that at least two Red Cross trained ushers are on duty at all regular church functions.

2. During a medical emergency (several ushers/ET members work in tandem)

2.1. Ushers are to clear the area where the person becomes ill or injured. 2.2. Ushers are to seek medical assistance for the ill or injured person. 2.3. An usher should immediately call 911, and member of the Emergency Team (ET) at Fellowship 2.4. An usher should attempt to locate member(s) of the family or someone who knows a close Member of the family of the ill or injured person. 2.5. At least one member of the Usher Board, ET, or Session should accompany or follow if a trip to the hospital is required. 2.6 An usher or ET member or designee should wait near the street entrance to the church property to guide the emergency medical personnel to the church and to the patient. 2.7 Once a call has been made to (911) for Emergency medical personnel to be sent to the Church, the call will not be rescinded by any Member of the usher board or the emergency Team. If the injured party or family of the injured party decides to rescind the call, the injured party or the family may do so at their own risk.

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D. Disaster to Fellowship Church

1. Elders will record emergency contacts for family units on their undershepherd lists and for unmarried members. In all cases the contact should be local and for couples, a contact in addition to the spouse should be listed. All information will be held in strict confidence, on a need-to-know basis only.) 2. At the first sign that physical damage has occurred at the church, the convener of P&M Team should be notified. The convener of P&M shall make an immediate assessment of the situation and will then contact the pastor and/ or Session, advising that the building is unusable or about to be unusable. 3. The convener of the P&M Team or its designee shall be the spokesperson (other than pastor) to make all public comments or announcements regarding the damage. 4. The pastor and members of Session shall determine the exact wording and timing of the announcement or comments. 5. Session shall make arrangements with a business or another church for the use of their facilities in the event that Fellowship’s building and/or grounds are unusable.

6. Emergency personnel or others will contact the convener of the P&M Team to advise if temporary protective measures tarps, boarding of doors/windows, etc.) are needed to protect the contents of the church building.

II. Fellowship Church as an American Red Cross Designated Shelter

A. W & S shall maintain the Agreement to Become an American Red Cross Designated Shelter. 1. Make sure that all persons who will be involved with the shelter will have received additional training by the Red Cross in mass care and or as a shelter or facility manager. 2. The Fellowship Shelter Manager, the Safety Officer, or the ET Chair will be responsible for receiving the first contact from the Red Cross that an emergency status exists. 2.1. The initial contact person will advise the convener for the Witness and Service Team.

2.2. The convener for the Witness and Service Team will then advise the convener for Property and Maintenance, the pastor, Administration convener, and all other members of Session.

3. The Fellowship Shelter Manager (FSM) must receive appropriate training from the Red Cross before being installed as the Shelter Manager. The FSM will do the initial “walk-through” with the appropriate Red

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Cross representative before Fellowship Church is declared an active Red Cross Shelter, and will complete the final “walk-through” when the Red Cross declares that the shelter is no longer needed. The FSM or designated assistant FSM will be on-site at all times during the period that Fellowship Presbyterian Church is an active designated shelter. 4. the FSM will be responsible for seeing that all Fellowship Church members who serve as a volunteer during the period that the church is a Red Cross shelter will have received the basic Red Cross Volunteer training. The Assistant SFM is encouraged to have completed or to be in the process of completing the Designated Shelter Training. 5. The FSM will maintain a list of members who are trained as Red Cross Volunteers, counselors, caseworkers, medical providers, etc. to assist during the period that the church is operated as a Red Cross Shelter. Make it clear that all information received is to be held in strict confidence, on a need-to-know basis only.

III. Emergencies at a Member’s Home

A. Elders will develop a “Who to Contact in Case of an Emergency” listing for each member on their undershepherd list. It should include both local and out-of-town contacts and the relationship of the emergency contact. Local: phone numbers, residential addresses and place(s) of employment. Out-of-town: home and work phone numbers and places of employment should be included for each name listed. Elders should collect this information from their undershepherds and provide it to the Clerk of Session. The Clerk or the secretary should compile the list, adding member emergency contact information to the directory as it is formatted. When printed, this directory will ONLY be available to the pastor, ushers, deacons, the ET, and the Clerk of Session at all times. The convener of W&S will oversee the collection of emergency contact information by the elders.

B. The Safety Officer, ET Chair (or Chair’s designee) and deacon should immediately contact affected member(s) by phone or a personal visit to determine if there are problems or areas of concern where Fellowship Presbyterian Church can be of assistance. If assistance is needed, one or more of the following actions should be taken: 1. Prioritizing the member’s needs and concerns;

2. Contacting the convener of Witness and Service Team, the chairperson of the Courtesy Team, and the appropriate deacon 3. Accompanying member or member’s family to seek medical assistance. 4 Arranging for transportation to hospital or other care provider(s) for family members who come to help. 5. Making certain that the American Red Cross has been notified of the emergency and determining whether it will be able to help. 6. Assisting where possible in locating immediate and long-term needs such

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as housing, clothing, or food.

C. Fellowship Shelter Manager should: 1. Work in conjunction with the American Red Cross and similar agencies in providing assistance for the affected family; 2. Follow-up to make certain that all referrals were completed or accepted and to check to see if there are any additional problems or concerns.

Grace and Peace to you from our God and the Lord Jesus Christ. Ephesians 1:2

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Safety Inspection Checklist Approved by Session June 27, 2013

DIRECTIONS: The Safety Inspection Team and Witness and Service Team will conduct annual safety inspection using the checklist below. The inspection will be conducted during the first week of each month. A report of non-compliance of items listed below will be prepared and submitted to the convener of the Witness and Service Team for review and action/or recommendations to appropriate Session team (i.e., Chairperson, Property and Maintenance Team) for resolution. All action items not resolved by the designated Session team will be forwarded to the Session for resolution. A copy of each report will be maintained by the Safety Inspection Team, Witness and Service Team, and Session to be filed with all official church documents. The convener of Witness and Service Team will notify the Safety Inspection Team as well as other members of the team of all actions taken by each Session team and/or Session as necessary on each item inspected and found to be in violation of the applicable safety area listed below. . GENERAL SAFETY RULES Unsafe conditions, procedures, and practices must be identified before they can be corrected. Consequently, every member and employee at Fellowship Presbyterian Church (PCUSA) shall be responsible for immediately reporting unsafe conditions, procedures, or practices at the church. Safety is an individual commitment to incorporate safe work practices and rules into every area of everything done at Fellowship. The following rules are established for all members and employees at Fellowship Presbyterian Church. General Office safety/Housekeeping Rules: (a) Report all church related injuries, accidents, illnesses and near-miss situations to your team chairperson as soon as possible. (b) Never do anything that is unsafe in order to complete a task as soon as possible. (c) Use the handrails on steps and other elevated areas. (d) Always inspect equipment before use. Report defects to your team chairperson and other users. Do not use defective equipment or tools. (e) Obey all warning signs and tags. They are posted to point out safety and/or health hazards. (f) Never remove or disable any safety device. (g) Maintain good housekeeping practices in all church areas, inside or outside. (h) Firearms or explosives are prohibited at Fellowship. (i) Horseplay, running and fighting are prohibited. Office/Storage Safety: (a) Keep desk and file drawers closed when not in use. (b) Do not open file or desk drawers above or behind someone without warning them. (c) Use only approved step stools and ladders (do not climb on counters or chairs). (d) Push chairs up to desk or under counter when not in use. (e) Do not carry loads that obstruct your view or loads that are too heavy. Have a prepared place to set loads down. (f) Get help in moving heavy objects. (g) Approach blind areas cautiously. (h) Know the location of emergency exits, and keep aisles to them clear. (i) Assure that all electrical equipment is disconnected before working on it. Housekeeping: Aside for the accident prevention benefits, good housekeeping practices contribute to efficient performance. When tools, equipment, and materials are returned to their proper place after use, they are easier to find and inspect for damage and wear. (a) Wipe up spills immediately, and pick up all objects that should not be on the floor. (b) Keep all areas (inside and outside) of the church clean, neat, and orderly. (c) All aisles, stairways, exits, and access ways should be kept clear.

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(d) Do not place supplies, materials, or other objects on top of lockers or file cabinets; do not place movable containers atop files at a height not visible from the floor. (e) When piling materials for storage, make sure the base is level and firm. (f) Lay extension cords and hoses in such a way as to minimize tripping or obstruction to traffic. (g) Sharp or pointed objects should be stored to prevent persons from coming in contact with them. (h) All packing material should be disposed of immediately. FACILITY SAFETY (NFPA 500: Building Construction Safety Code) Corrections If required: Please Checklist Items Yes No note item # when making corrections 1. Are parking lots well lit? 2. Are external walkways and parking lots well maintained and free of hazards? 3. Are emergency exits clearly marked and accessible? 4. Are stairs and steps in good repair with handrails, treads, and risers in proper portion? 5. Are steps of uniform height and free of slip hazards? 6. Are steps and ramps marked to make them easily visible? 7. Are there slip-free mats and flooring where appropriate? 8. Are full-length glass doors and windows properly marked with decals?

FIRE SAFETY (NFPA101: Life Safety Code)

Corrections, if required: Please Checklist Items Yes No note item # when making correction 1. Are all exit corridors free of storage items, furniture, and equipment thus allowing free access to exits? 2. Are all stairways free of combustible materials and storage items? 3. Are all fire extinguishers accessible? Do they show a charge and have inspection tag? Are security zip tie and pin installed? 4. Are all exit and directional signs present and illuminated? 5. Are building exit doors free of key-operated deadbolts? Do they open easily without special knowledge? Allow free access to the exterior of

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the building? 6. Are office areas organized? Is accessibility to fire exits obvious? 7. Are kitchen areas clean and do aisles allow free access to exit? Range and range hoods cleaned regularly and free of grease build-up? Are grease traps installed? 8. Are main electrical and/or mechanical rooms free of all storage and combustible materials? 9. Is there a minimum three feet of clearance in front of all circuit breakers and doors openings? 10. Are areas around the heating system and water heater free of storage materials? 11. Are paint supplies and flammable liquids stored in flame-proof storage containers and/or cabinets? 12. Are sprinkler heads free of signs of damage, rust, paint, or hanging storage? 13. Are recommended tests run on schedule such as the inspectors fire alarm test and annual fire department inspection? ELECTRICAL SAFETY: NFPA 70: National Electrical Code Yes No Corrections, if required: Please note Checklist Items item # when making correction 1. Are electrical panels clearly marked and have clear access? 2. Do all outlets, switches, and boxes have covers? 3. Is permanent wiring in place with no extension cords? 4. Are exposed wiring and/or extension cords taped or marked to prevent trip hazards? 5. Is all machinery and equipment grounded? 6. Are all mechanical, electrical, and HVAC systems inspected and serviced periodically? 7. Are all electrical outlets in nursery equipped with child safety plugs in each electrical outlet?

MATERIAL HANDLING SAFETY (29 CFR 1910 Occupational Safety and Health Act) Yes No Corrections, if required: Please Checklist Items Note item # when making correction

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1. Has the lifting of excessive weights been minimized at the church? 2. Have mechanical devices such as carts, dollies, furniture floor sliders, and lifting straps been provided for those who are responsible for lifting materials? 3. Have workers and volunteers been trained in correct lifting and handling techniques before work assignments? 4. Is the distance the object is being moved minimized? 5. Has lifting below knee level been minimized? 6. Has lifting above shoulder level been minimized? 7. Have extended reaches been minimized? 8. Do the workers twist at the waist during lifts? 9. Is help available for heavy or awkward lifts? 10. Have pushing and pulling forces been minimized? 11. Has repetition been addressed during job rotation? 12. Has repetition been addressed during rest breaks? 13. Is the standing/walking surface level, clean, dry, and wide enough? 14. Do materials and parts have handholds?

REMEMBER: ”ALL ACCIDENTS ARE COST BY EITHER AN UNSAFE ACT OR UNSAFE CONDITION.”

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Section IX

WORSHIP MINISTRY TEAM

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WORSHIP MINISTRY TEAM

I. WORSHIP SERVICES A. Ministry Specific Information

B. Children’s Church Ministry l. Participation 2. Additional Resources 3. Accountability

C. Pulpit Supply 1. Honorariums 2. Worship Convener Responsibilities 3. Accommodations, Hospitality, and Travel

D. Liturgists 1. Assignments 2. Eligibility 3. Preparation

E. Acolytes 1. Purpose 2. Requirements 3. Training 4. Schedule 5. Supplies

F. Bulletins/Programs

G. Altar Flowers

H. Church Year/Special Activities

II. SACRAMENTS A. Baptism B. The Lord’s Supper C. Preparation of the Lord’s Supper

III. MUSIC MINISTRY A. Purpose B. Membership C. Rehearsals D. Special Programs E. Music Supply F. Equipment / Library

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IV. USHER BOARD A. Purpose B. Name/ Responsibilities C. Membership D. Finances E. Meetings and Quorum

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I. WORSHIP SERVICES

A. MINISTRY SPECIFIC INFORMATION

The Teaching Elder, as pastor, has certain responsibilities which are not subject to the authority of the session. In a particular service of worship the pastor is responsible for selecting the scripture to be read, preparation and preaching of the Word, offering prayers on behalf of the people and for the people, selecting hymns to be sung, and the use of drama, dance, and other art forms. (W-1.4005a). The pastor shall also confer with the Director of Music Ministry or Choir Coordinators to ensure that musical offerings are appropriate for the particular service (W-1.4005b). The Pastor may also confer with the Worship Ministry Team in planning particular services of worship.

Early Morning Services (8 a.m.) a. Service shall be in accord with Book of Order, PCUSA b. Services may be traditional or non-traditional as prescribed by Session. 11 a.m. Services a. Services shall be in accord with Book of Order, PCUSA. b. Services shall be traditional or non-traditional as prescribed by Session.

Permission must be granted from Session to conduct a special event or activity during either of the regular Sunday Worship Services.

B. CHILDREN’S CHURCH

Children bring special gifts to worship and grow in the faith through their regular inclusion and participation in the worship of the congregation. Considering the children’s level of understanding and ability to respond, (W-3.1004) the session has established Children’s Church in an effort to nurture a child in the Christian life.

1. PARTICIPATION: Children between the ages of 2 and 12 are invited to attend Children’s Church each Sunday.

Children shall be dismissed from the sanctuary at an appropriate time to allow for teaching the curriculum.

The curriculum shall be approved by Session. The approved curriculum is Feasting on the Word Curriculum: Teaching the Revised Common Lectionary, A, B and C.

2. ADDITIONAL RESOURCES: . The Book of Order is Part II of the Constitution of the Presbyterian Church U.S.A.). . Book of Confessions Presbyterian Church (U.S.A.). . The Presbyterian Hymnal (U.S.A.). . African-American Heritage Hymnal

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3. ACCOUNTABILITY An attendance count shall be conducted just prior to and immediately after the children enter/leave the classroom (recess, class trip outside of classroom).

All volunteers must be at least 12 years of age to assist in the classes.

On any Sunday the Lord’s Supper is served, the class will return to the sanctuary at the appropriate time.

NOTE: Refer to CHILDREN’S CHURCH MINISTRY HANDBOOK for additional guidelines governing children and youth.

C. PULPIT SUPPLY

1. HONORARIUMS AND EXPECTATIONS Honorariums for supply pastors are paid per Worship Service unless otherwise arranged. The amount is set by Session. Honorariums are not extended to Fellowship members.

Honorariums for the supply pastor who delivers a sermon and assists in other areas (Holy Communion, burial, or baptism) may be adjusted as approved by Session.

2. WORSHIP CONVENER RESPONSIBILITIES Worship Convener is responsible for the following:

Assisting guest(s) in preparation to supply the pulpit by giving written information about the occasion, theme, and other duties expected during services such as Holy Communion or offertory prayer. Information may be obtained by using the Supply Pastor/Guest Information Form. (See appendix.)

Arranging appropriate honorarium (via treasurer) and making certain that honorarium is given in a timely manner.

Arranging for guest(s) to receive an advanced copy of bulletin or program.

Arranging for guest(s) to be greeted prior to beginning of services/program by liturgist or program coordinator and taken to the Choir Room (holding room) for prayer.

3. ACCOMMODATIONS, HOSPITALITY, TRAVEL Supply pastors who are not residents of the Huntsville area community will be offered housing at a moderately priced hotel, meals, and travel expenses.

The Worship Ministry Team will be responsible for securing and arranging housing, meals, and other accommodations as needed.

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Travel (mileage) will be paid at the rate currently used by the Session.

A Worship Ministry Team member will be responsible for the following guest needs:

Arranging for intra-city transportation

Arranging for certificates, plaques, or other tokens of appreciation

Advising ushers of any special needs of guest(s) required during the services or event (i.e. warm/cold water, bottled water/glass of water)

Arranging for dietary or medical concerns such as food allergies or medication take prior to or after meals

Arranging for the introduction and inclusion of spouse, children, or travel companion

D. LITURGISTS

1. ASSIGNMENTS Liturgists for the 8:00 a.m. and 11:00 a.m. worship service will be assigned by the Worship Ministry Team Convener.

2. ELIGIBILITY Liturgist should be an elder or a deacon, except for Youth Sunday Services, Early Morning Services, and special occasions.

Other individuals may serve as liturgists with prior approval from Session.

3. PREPARATION

Liturgist will arrive early enough to prepare for service/program, including reviewing printed bulletin/program. This includes any biographical data to be used for introductions.

Liturgist will be familiar with material (litany, scripture, hymn title and number, and hymnal being used.

Liturgist will see if musicians and/or program coordinator has any last minute changes prior to start of worship service or program.

Liturgist should see if any announcements have been placed on the podium and test sound podium microphone.

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E. ACOLYTES

1. PURPOSE The purpose of the acolytes is to set the tone for worship services. The candles on the altar are lighted at the beginning of the service as a reminder of God’s presence among us. At the end of the service, the lighters are lit from the candles, and the flame on the candle is extinguished. The acolytes precede the minister in the recession as a reminder that we take the light of Christ into the world with us when we depart.

2. REQUIREMENTS Youth from the third grade forward who are serious in the commitment may train and participate in the program. Serving acolytes should arrive 15-20 minutes early to dress and check equipment. Parents of younger children may assist.

Two (2) adult sponsors are needed to coordinate the schedule; there must be at least one adult (sponsor) present while the acolytes are preparing to serve, serving, and completing service. Coordinators should encourage active and timely participation in the program.

3. TRAINING Training for review must be held at least once a year. Training of new acolytes will take place prior to their serving. Training for new coordinators may be done at the same time in a one-on-one situation. Training material should include acolyte symbolism and duties. Material must be shared with parents and youth coordinators to ensure continuity of training.

4. SCHEDULE The schedule for one month shall be distributed on the last Sunday of every month for the acolytes, their parents, church secretary, pastor and the convener of the Worship Team.

The names and phone numbers of parents/guardians should appear on the schedule for communication if a child might be late or unable to participate. Parents of younger children are asked to notify one of the coordinators at least one (1) week prior to Sunday if any changes or adjustments are required in the schedule (for any reason other than family emergencies).

5. EQUIPMENT / SUPPLIES The mentoring adult coordinator should verify that the candles have oil and the wicks are in working order well in advance of the beginning of the service.

Supplies are kept under the speaker stand in the narthex near the rack, where the lighters and cottas hang. Wicks and surplus oil are stored in the church office work room.

It is recommended that wicks for candle lighters should be purchased from Autom.com.

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because wicks from other sources are larger than the opening on the lighters, thus resulting in wax build-up and rendering the lighters inoperative.

If liquid oil for the candles is ordered from CM ALMY, wicks are free; however, you must ask for them when ordering. The item code for one case of Kerry Liquid is KL2104. Fellowship has an account at CM ALMY (phone number 800.225ALMY.)

Note that UPS will not leave the order at the door. The person placing the order should consider having shipment delivered to a member’s home address.

F. BULLETINS / PROGRAMS

Appropriate bulletins/programs (electronic or printed) should be prepared for each service. The church secretary will print regular bulletins on Thursday of each week. Special programs will be printed as arranged with the church secretary.

The pastor, music director, and worship ministry team will be responsible for the preparation and publication of all bulletins.

All submissions (including announcements) for weekly Sunday services must be submitted to the secretary no later than the Wednesday prior to the Sunday worship.

Any church auxiliary that coordinates special worship events (Presbyterian Women, Presbyterian Men, Golden Charmers, Youth, etc.) MUST make arrangements with the pastor AND Worship Ministry Team Convener OR Worship Team Chairperson to alter layout of the usual Order of Service. This includes scripture, litanies, or use of special program paper.

A rough draft of special bulletins or programs, after approval, should be submitted to the church secretary at least two (2) weeks prior to date of the service. (This allows for preparation and proofing time before final printing).

The final copy of a special bulletin or program should be submitted to the church secretary no later than three working days preceding the Sunday of the planned service or event, unless other printing arrangements have been made.

Organizations requiring off-site preparation, typesetting, and printing of special bulletins/programs will be the responsible for the cost incurred unless approved in advance by the Worship Ministry Team convener.

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G. GUIDELINES FOR PREPARATION OF THE SUNDAY SERVICE BULLETIN Approved by Session June 26, 2014

Physical Appearance of the Bulletin

1. ‘Organ Prelude’ by Jane Doe will be printed on the 11:00 a.m. bulletin (and will return to the service to replace ‘Gathering Music.’)

2. The print style and design of the heading on the bulletin will be decided by the Worship Ministry Team and should not be changed by the secretary without specific direction from the Worship Team convener or chairperson.

3. Include names and functions of Fellowship personnel ONLY on Sundays of service for those people. For example, Jane Doe as pianist would not be printed on the bulletin on fourth Sundays when John Doe is the musician.

Delete lines Susan Smith, Director of Music Ministry and Jane Doe, Director of Inspirational Choir, for example.

4. For the labels Susan Smith, Organist; Jane Doe, Pianist, use smaller font than 14 pitch.

5. Use 14 pitch font for Order of Service and consistently use the same font. 6. Print only the current month of flower donors (instead of printing two months of flower donors.) NOTE Justification: Weekly flower donors are also called when it is their Sunday.

7. Changes or edits submitted to the church secretary from those authorized to make them should be made by the secretary.

Bulletins for Special Program

1. If there is a special program and a special bulletin, i.e. Men’s Day or Older Adult Sunday, after the subcommittee for the special program has consulted with the Worship Ministry Team about the Order of Service, the subcommittee should consider its work finished. Under no circumstance should subcommittees for special programs communicate late changes to the church secretary. The Worship Ministry Team, convener or chairperson has the power of final decision about the Order of Service.

Announcements Printed in the Bulletin

1. Priority will be given to announcements received first except (1) an announcement that comes from session through the clerk or pastor (2) an announcement for program that is not immediately forthcoming , i.e., two months away) may be precluded by announcements of programs happening very soon

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2. Information from the Clerk of Session in the form of an announcement or otherwise should not be altered in any way—format or language—without her/ his consent.

3. Solicitations from non-Fellowship organizations will not be printed in the bulletin. Announcements of special programs from other churches, civic groups, or social groups will not be printed in the bulletin. (They may be given to the liturgist for reading and placed on the bulletin board for informing the congregation.)

4. Minimize or eliminate clip art that accompanies announcements in the bulletin.

H. ALTAR FLOWERS

Customarily two altar arrangements of fresh cut flowers are placed in the sanctuary on each Sunday morning (prior to the beginning of the first service).

The donation of altar flowers may be made by any member and/or in memory of a loved one, for an anniversary, birthday or other special occasions. All members have an opportunity to participate in adorning the sanctuary with flowers during Holy Week, Christmas season or other special days of the church.

Flowers should be in good taste, and if possible, reflect the seasons of the year and/or the appropriate occasion.

The Altar Flowers Team shall serve as a sub-team of the Worship Ministry Team. The chairperson shall be selected by the Worship Ministry Team Convener.

The team shall be responsible for securing donors and reminding donors of their upcoming Sunday or occasion.

An Altar Flower Donor List will be prepared on or before December 1, of each year and a complete list will be published in the newsletter and in the Sunday bulletin during January. Additionally, a list of donors for each specific month will be published during that month.

Floral arrangements cannot be a tax deduction if the individual Purchaser of the flowers designates that they are to be given to a particular person at the conclusion of service.

Unless otherwise noted, flowers that are not designated to be given to a particular person will be given to someone on the sick and shut-in list at the prerogative of the Deacon Board.

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I. CHURCH SEASONS AND SPECIAL ACTIVITIES

God has provided a rhythm of seasons which orders life and influences the church’s Worship. (W-3.2002). Thus, the church observes the following days and seasons:

Advent Christmas Lent Holy Week Easter Day of Pentecost Baptism of the Lord Transfiguration of the Lord Trinity Sunday All Saints Day Christ the King Sunday

In addition, Fellowship has created a cycle of observances. They are as follows: Hanging of the Greens Anniversary Celebration Revival Services

Other special events include concerts, musicals, and workshops,

LITURGICAL CALENDAR As designated by session, the Worship Ministry Team has the responsibility to adorn the sanctuary with the appropriate color of paraments to coincide with the liturgical calendar (PCUSA).

II. SACRAMENTS

A. BAPTISM The Sacrament of Baptism (W-2.3000), the sign and seal of God’s grace and our response, is the foundational recognition of Christian commitment. Barriers of race, gender, status, and age are to be transcended. Barriers of nationality, history, and practice are to be overcome. Baptism is received only once.

For reason of order, Baptism shall be authorized by the Session or administered by a teaching elder or ruling elder commissioned by the Presbytery.

B. THE LORD’S SUPPER The Sacrament of the Lord’s Supper (W-2.4000) is the sign and seal of eating and drinking in communion with the crucified and risen Lord within the community of faith. All the baptized faithful are to be welcomed to the Table, and none will be excluded because of race, sex, age, economic status, social class, handicapping

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condition, difference of culture or language, or any barrier created by human injustice.

The minister and Session are responsible for authorizing all observances of the Lord’s Supper.

The Lord’s Supper is celebrated at least once each month at both Sunday worship services and on other occasions as approved by session.

The Lord’s Supper must be administered by a teaching elder, ruling elder, or deacon.

C. PREPARATION OF THE LORD’S SUPPER A coordinator and two teams (two member teams) prepare the elements. Each team alternates in the preparation every other month.

Teams are expected to communicate with each other and exchange Sundays when there is a conflict with their schedules and they are unable to fulfill their duty. If there is no resolution, the coordinator must be informed in a timely manner.

Each team is responsible for cleaning the cloths and trays used.

The coordinator will assist a team in preparing the elements in the event of an absent team member or he/she will prepare in the absence of the entire team.

The coordinator has the responsibility for purchasing supplies as needed.

III. MUSIC MINISTRY

A. PURPOSE: This ministry has been organized to assist the pastor in providing a variety of musical genre that would provide spiritual as well as educational growth to the congregation through vocal, instrumental music and the performing arts, all embracing Christianity and faith.

B. MEMBERSHIP: Membership is open to persons interested in becoming a part of the music ministry.

Membership is open to both adults and youth who have an interest in exploring the many genres associated with church music.

Members are expected to attend choir or praise team rehearsals as designated by the coordinator.

Member of all choirs and praise teams are encouraged to participate in the Unity Choir on the first Sunday of each month.

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Individual choirs will sing on their designated Sundays at the 11:00 a.m. worship service: First Sunday Unity Choir Second Sunday Chancel Choir Third Sunday Inspirational Choir Fourth Sunday Children and Youth Fifth Sunday Men’s Chorus

The Praise Team will provide music weekly (first - fourth Sundays) at the 8:00 a.m. worship service.

C. REHEARSALS: Each choir or praise team coordinator is responsible for setting the rehearsal schedule for the group he/she directs. This information should be shared with the Director of Music Ministry so that there will be no conflicts in times and days.

D. SPECIAL PROGRAMS: Special programs can be presented by the music ministry during various seasons of the year, i.e. Easter, Christmas, or Black History month. It is expected that the Music Ministry personnel will be prepared to assist with planning and implementation of other special services such as funerals, weddings, christenings, or baptisms.

E. MUSIC SUPPLY: An honorarium will be paid per worship service. The amount will be set by Session.

Honorariums will be arranged in advance of service to be provided and approved by session.

The Director of Music or Music Program Coordinator will provide the supply musician the occasion, theme, and advance copy of the bulletin or program layout.

Supply musicians will be offered moderately priced temporary housing and a meal allowance if needed. Travel mileage will be paid the rate currently used by session.

Intra-city transportation will be provided if needed.

F. EQUIPMENT/LIBRARY: It is the responsibility of the Director of Music Ministry to monitor and schedule maintenance of all musical instruments that are the property of Fellowship Presbyterian Church.

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The organ shall remain locked at all times. Persons desiring to play the organ must make arrangements with the Director of Music Ministry or Director of the Inspirational Choir.

All sheet music purchased through Music Ministry shall be filed in one of the file cabinets located in the choir room. The file cabinets will be locked and a key will be disbursed to those who need one.

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Children’s Church Ministry Handbook Policy for the Protection of Children

Approved by Session June 27, 2013

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Fellowship Presbyterian Church Children’s Church Ministry Handbook Policy for the Protection of Children

Table of Contents

Subject Page SECTION 1: INTRODUCTION About This Handbook Motto Vision Statement Mission Statement

SECTION 2: CHILD ABUSE AND PROTECTION Policy Against Child Abuse Reporting & Investigations Volunteer/Child Protection

SECTION 3: VOLUNTEER GUIDELINES Volunteer Attendance Intoxicants Discipline Volunteer Training

SECTION 4: MINISTRY SPECIFIC INFORMATION

SECTION 5: SAFETY AND SECURITY Security Emergency Procedures

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SECTION 1: INTRODUCTION

ABOUT THIS HANDBOOK The purpose of this handbook is to provide policies and procedures for the Children’s Church Ministry of Fellowship Presbyterian Church and the volunteers who work in that ministry. Changes may be made from time to time in the policies and procedures contained in this handbook without prior written or oral notice.

Fellowship motto/slogan: The loving place that is reaching, growing, and sending people with Christ.

Vision Statement: Fellowship is a Christian ministry that glorifies God and transforms humanity by doing justice, living mercy, and walking humbly with God.

Mission Statement: Fellowship is called to make disciples by leading people into a personal relationship with God through Jesus Christ and equipping them for the work of ministry in the church, community, and world.

SECTION 2: CHILD ABUSE AND PROTECTION

POLICY AGAINST CHILD ABUSE

Fellowship Presbyterian Church Children’s Ministry supports and maintains a zero tolerance policy against child abuse and neglect. Child abuse and neglect include physical or mental injury, sexual abuse, negligent treatment, or maltreatment. Sexual abuse is defined as the use, persuasion, or coercion of any child to engage in any sexually explicit conduct (or any simulation of such conduct) for the purpose of producing any visual depiction of such conduct or rape, molestation, prostitution, or incest with children.

It is against the law and against policy for any volunteer, male or female, to physically, sexually, or mentally abuse or neglect any child. We will neither condone nor tolerate:

Infliction of bodily injury upon any child or physically or sexually abusive behavior towards a child.

Physical neglect of children, including failure to provide adequate safety measures, care, and supervision in relation to church activities.

Emotional mistreatment of children, including verbal abuse and/or verbal attacks.

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REPORTING & INVESTIGATIONS

You are under these obligations as a volunteer:

1. Incident of abuse defined

An “incident of abuse” means any occurrence in which any person: ●Threatened to inflict or has inflicted physical injury upon a child or vulnerable adult, other than by accidental means, or is reasonably suspected to have done so;

●Commits or allows to be committed any sexual offense against a child, youth, or vulnerable adult, or is reasonably suspected to have done so;

●Makes any kind of sexual advance, or makes a request for sexual favors, or engages in sexually motivated physical contact, or is reasonably suspected to have done so;

●Exposes a child, youth, or vulnerable adult to verbal, visual, or physical conduct of a sexual nature, or is reasonably suspected to have done so.

2. Imminent threat In all cases where an imminent threat of continued or actual abuse exists, any witness shall immediately contact a Fellowship staff member to request that immediate steps be taken to ensure the safety of the alleged victim. After the safety of the alleged victim has been secured, the person witnessing or with knowledge of the incident of abuse shall complete a written report of the incident of abuse and submit the report to the Children’s Director (or in his/her absence other appropriate staff or member of Session).

3. Obligation to report to Law Enforcement. (see the Fellowship Misconduct Policy in the Operation Manual - Policies, Procedures and Organization Bylaws, Sexual Misconduct Policy)

4. Internal Reporting Procedure

The person reporting an incident of abuse shall contact the children’s director (or in his/her absence, other appropriate staff or any member of Session). The reporter shall provide information regarding all relevant facts with respect to the incident.

5. Responding to the report

When someone receives a report of an incident of abuse, he or she shall immediately take steps to ensure the safety of the alleged victim. After the safety of the alleged victim has been secured, and after the report has been appropriately documented, the person receiving the report shall immediately contact the Children’s Ministry Director or any member of the Session who will then contact the parents or guardian of the alleged victim to inform them of the incident.

Take all reasonable steps necessary to ensure that the alleged wrongdoer has no contact with the alleged victim pending investigation.

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Take all steps necessary to ensure that the alleged wrongdoer is barred from further work with children, youth, or vulnerable adults pending the investigation.

The written report shall: Identify the alleged victim, the alleged wrongdoer, and all witnesses identified and contacted. Set forth the ●allegations and the steps taken to investigate the allegations. ●facts revealed by each significant witness. ●temporary actions to be taken by the Session as well as a recommendation of additional actions to be taken by the Session.

VOLUNTEER/CHILD PROTECTION

Fellowship intends to ensure the health, safety, and well-being of volunteers and children. As a precaution and to ensure strict accountability from one adult to another, volunteers must follow these rules:

1. Two Volunteer Policy

Two volunteers should remain together with children at all times. If a volunteer needs to leave a group of children an usher must be notified so that the two-volunteer policy can be upheld.

2. Restroom Policy

Volunteers should provide assistance to a child using the restroom or has special needs requiring extra assistance. Only female volunteers will provide this assistance for female children, and only male volunteers will provide this assistance for male children.

Restrooms located between classrooms: One volunteer may provide assistance for a child three years or younger in one of these restrooms, as long as the other volunteer is in the room adjoining the restroom.

Multi-stall restrooms: Two volunteers are required to take children to these restrooms. One volunteer should check the restroom before the child enters, and then, hold the door of the restroom open while the child(ren) goes(go) into a stall. The other volunteer remains in the restroom to provide assistance as needed.

Single-stall restrooms: Two volunteers are required to take children to these restrooms. One volunteer should check the restroom before the child enters. Both volunteers should remain outside the restroom to wait for the child. The door to the single-stall restroom must remain slightly open.

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Fellowship is committed to protecting children in its care and recognizes that appropriate touch is part of a positive, nurturing environment in a healthy children’s ministry. The following guidelines are to be carefully followed by volunteers.

Using good judgment, the following are appropriate ways to touch kids: 1. an arm around the shoulder 2. walking hand in hand 3. carrying small children piggy-back 4. short congratulatory or greeting hugs 5. a brief, assuring pat on the back or shoulder 6. handshakes, high-fives, and knuckles

The following are actions a volunteer should NEVER take: 1. never touch a child in anger or disgust 2. never touch a child in any manner that may be construed as sexually suggestive 3. never touch a child between the navel and the knee 4. never touch a child’s private parts (with the exception of diaper or bathroom procedures)

Physical contact in any form should be above reproach. The personal behavior of staff members and volunteers must foster trust at all times.

Do not force physical contact, touch, or affection on a reluctant child. A child’s preference not to be touched must be respected.

3. Taboo topics

Certain topics of discussion are best left for parents and their children. If you have a question about the propriety of discussing one of these topics, speak with the teacher or leader in charge of the area in which you serve.

1. Satan - if the purpose is to incite undue fear or confusion 2. Hell - if the purpose is to incite undue fear or confusion 3. Denominations 4. Speaking in tongues

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SECTION 3: VOLUNTEER GUIDELINES

VOLUNTEER ATTENDANCE

Fellowship takes seriously the obligations to its children and asks volunteers to abide by the following guidelines. 1. Arrival Volunteers must arrive 30 minutes prior to the event at which they are serving or as otherwise instructed by leadership.

2. Departure Volunteers must remain at the children’s ministry event until the last child has been picked up by a parent or until relieved by another volunteer.

3. Absences Volunteers are responsible for their assigned shifts. Should the need arise for a volunteer to be absent, it is the volunteer’s responsibility to secure a substitute. The volunteer must (1) seek out an approved substitute (from a list provided by their team leader), (2) contact their team leader to inform them of their upcoming absence, replacement status, and the name of their replacement.

INTOXICANTS

Volunteers are prohibited from the use, possession, or being under the influence of alcohol, tobacco, or any illegal drugs while working with or supervising children at Fellowship Presbyterian Church.

DISCIPLINE

Physical discipline, such as spanking, is never permitted. Using physical restraint to prevent a child from doing something disruptive or dangerous is permitted and may, in some instances, be necessary. Affirmation and encouragement are always preferred. Follow these rules for discipline:

1. Consistency Discipline must be consistent to be effective. Do not threaten a consequence without the intention to follow through.

2. Response Make a prompt and individualized response to inappropriate behavior. Correct a behavior the first time and every time.

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3. Resolution Seek to both resolve the conflict and reconcile relationships.

4. Reward Acknowledge and reward positive behavior. Encourage children who are behaving well and following the rules.

5. Preparation Read the lesson before you arrive at your classroom on Sunday. Often the best deterrent to discipline problems is a confident, prepared teacher.

6. Prayer Pray for your kids and your patience consistently. Ask the Lord to guide you throughout the class.

7. Discipline Steps Children are to be disciplined using time-outs and other non-physical methods of behavior management. In employing this procedure, volunteers should observe the following guidelines: a) Verbally redirect the child before physically intervening. With younger children some physical redirection may be necessary (for example, removing a toy from the hands of a child that is hitting another). b) If the behavior does not cease, remove or direct the child away from the group to a corner of the room where the group is meeting (avoid being alone with the child). c) Provide the child with a simple, understandable reason for the time-out, and provide the child with a clear explanation of your expectations. (“Jamie, you didn’t stop hitting Chris when I asked you to, so you need to sit quietly in the blue chair for three minutes.”) In addition, be verbally reassuring, as being removed from the group will likely upset the child. Do not physically hold the child in time-out. d) Follow the rule of thumb that a time-out is ineffective if it lasts longer than one minute for every year of the child’s life (3 years old, 3 minutes). e) Monitor the child through the entire time-out without giving your undivided attention. For longer time-outs give intermittent praise to reassure the child and keep them on task. (“Jamie, you’re doing a great job of sitting quietly – just 2 more minutes.”) f) Praise the child once he or she has completed the time-out and tell them that their reward is being able to rejoin the group. Remind them that repeating their initial behavior will result in further time-out. Follow this with praise.

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VOLUNTEER TRAINING

Ongoing training is an important, effective, and required step in fulfilling your responsibility as a volunteer.

1. New Volunteer Training Each new volunteer shall attend one informational meeting regarding his/her area of ministry.

2. Ongoing Training Volunteers are required to attend any ongoing training sessions as designated by the coordinator or director of his/her area of ministry.

3. Periodic Training From time to time, Fellowship Presbyterian Church will provide training sessions to address specific needs and/or topics of interest for volunteers.

SECTION 4: MINISTRY SPECIFIC INFORMATION

Age requirement

Unless express permission is granted by the Children's Ministry Director, volunteers must be at least 12 years of age to volunteer in the classes.

Children should be counted prior to leaving the classroom as well as upon arrival at the new classroom.

SECTION 5: SECURITY Please follow these rules to make sure our children are safe:

1. Stranger in the Hall Only parents, children’s ministry volunteers, church staff, and children are allowed in the Children’s Church Ministry area. All other adults (including any other church members) should be asked for identification and immediately escorted out of the children’s area. If there are any questions or concerns associated with a stranger in the area, a staff member should be notified immediately to question the stranger.

The two exterior doors in the education wing will be locked when Children’s Church is in session.

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2. Child Custody Issue Due to the nature of child custody laws, volunteers must act diligently in making sure the correct people are picking up their children. Please be aware that only parents with custody of their child may pick up the child. If there are any questions regarding this procedure, please notify a hostess, coordinator, or director for clarification.

EMERGENCY PROCEDURES In case of an emergency, do the following: 1. Medical concerns Immediately report any medical needs or concerns to an usher and the director. The notified person will decide if 911 should be called. The volunteer should remain calm and divert the attention of the other children. The victim should be kept quiet and still. Do not attempt to move a severely injured person unless in imminent danger.

2. Hazardous weather In the event of dangerous weather, volunteers should follow the guidelines of the Fellowship Disaster Preparedness Team. Stay calm. Move your classroom in a quiet and orderly manner to a bathroom or interior wall. Take your notebook with the children’s role. Await further instructions.

3. Fire The first priority in any fire is that the safety of all children and volunteers is maintained during an evacuation. Volunteers should follow the directions below in the event of a fire.

1. How will you know of an alarm? a. Audible sound of alarm b. Flashing strobe lights in every room

2. What do you do? a. Stay calm b. Follow Room Ready Procedures (posted in every classroom) c. Get your notebook

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3. When do you go? a. When ordered to evacuate b. When you are in immediate danger (see smoke or flames)

4. Where do you go? a. Follow evacuation map on classroom clipboard

Parents may stay with you and assist, but they MAY NOT take their child and leave during an evacuation!

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FELLOWSHIP PRESBYTERIAN CHURCH USHER BOARD BY-LAWS

ARTICLE I – NAME

(A) The name of this organization shall be known as Fellowship Presbyterian Church Usher Board. The usher board shall function under the guidance of the Worship Committee.

(B) The governing body shall be the duly elected officers subject to the rules and regulations established by the Session.

ARTICLE II – PURPOSE

To assist the pastor by creating an atmosphere that is professional, comfortable and conducive for the congregation to receive the message.

ARTICLE III – MEMBERSHIP

(A) The usher board membership shall consist of both adults and youth.

(B) Membership shall be granted to individuals in accord with the purposes and objectives of the usher board and open to anyone desiring to serve.

ARTICLE IV – FINANCES

Annual dues shall be thirty-six ($36.00) for adults and should be paid before April 1. Youth are not required to pay dues.

ARTICLE V – MEETINGS AND QUORUM

(A) The usher board shall meet in January, April, July, and October on the 3rd Saturday unless otherwise notified.

(B) A simple majority of the adult membership shall constitute a quorum.

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ARTICLE VI – OFFICERS

(A) Officers elected to the usher board shall be the following: President Vice-President Secretary Treasurer Chaplain Youth Advisor (Appointed by the President)

(B) The duties of the officers shall be as follows:

The President shall:

1. preside over all business meetings and shall perform all duties usually pertaining to the office.

2. act as ex-officio on all standing committees.

3. abstain from voting except in the case of a tie, when he/she shall cast the deciding vote.

4. appoint all committee chairpersons.

5. call special meetings as circumstances dictate.

The Vice-President shall:

In the absence of the president or at the request of the president perform all duties of the president.

The Secretary shall:

1. record the minutes of all usher board business meetings.

2. be responsible for preparing correspondence.

3. keep an accurate account of all monies paid to the usher board, together with the treasurer.

The Treasurer shall:

1. disburse funds approved by the usher board for payment of authorized expenses incurred by the usher board.

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2. keep a record of all monies received and disbursed and submit such records at such time as the usher board may direct.

3. receive all funds of the usher board and deposit such funds in the bank within five (5) days.

The Chaplain shall:

provide the meditation at each meeting.

The Youth Advisor shall:

ensure that the youth group is available in sufficient number at each scheduled time for ushering.

ARTICLE VII – ELECTION OF OFFICERS

(A) The president shall appoint a nominating committee at the July meeting. Officers shall be elected at the October meeting. Officers will be installed at the January meeting and assume duties at once. Officers shall serve for a period of two years.

(B) A member shall be eligible to hold office when he/she has been a member of the usher board for at least one (1) year.

(C) No member shall hold the same office more than two consecutive terms. Filling an unexpired term shall be considered as a term of office, providing the unexpired term of office is less than thirteen (13) months.

(D) When an officer resigns or becomes incapacitated, the president shall appoint a member of the usher board to assume the office.

(E) should an officer fail to attend three (3) consecutive meetings without an excused absence, the president shall appoint a member to fill the office.

ARTICLE VIII – EXECUTIVE BOARD

(A) The Executive Board shall consist of elected officers.

(B) The Executive Board shall meet semi-annually or at the call of the president.

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(D) The Executive Board shall be empowered to act in lieu of the membership in emergency situations, and to report on such business at the next regular business meeting. (E) The minister and chairperson of the worship committee shall be ex- officio members.

ARTICLE IX – STANDING COMMITTEES

(A) Nominating Committee

(B) Debutant Reception Committee

ARTICLE X – AMENDMENTS

These By-laws may be amended by a two-thirds (2/3) vote of members present and voting.

ARTICLE XI – PARLIAMENTARY AUTHORITY

The usher board shall be governed by the By-laws and Robert’s Rules of Order, newly revised edition. These documents shall be readily available for use if the need arises.

ARTICLE XII – ORDER OF BUSINESS

Usher Board Meetings

Call to Order Meditation Approval of Agenda Minutes Treasurer’s Report Committee Reports Unfinished Business New Business Collection of Dues Adjournment

PRESIDENT OF THE USHER BOARD: ______DATE ADOPTED March 23, 1996 Revised 01/14/2015

All Fellowship organizations having financial accounts will be audited annually. (Approved by Session June 27, 2013).

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FELLOWSHIP PRESBYTERIAN CHURCH (PCUSA) WORSHIP MINISTRY TEAM INFORMATION FORM

This form will provide information that we will print in our Worship Service Bulletin, Program Booklet, and Newsletters, and release to Fellowship’s website and other news media. Some information may be edited to fit the allowed space and to provide for privacy. We will try to be as accurate as possible. Please complete and return this form to the address/fax indicated at the bottom of this form. To meet our publication deadline, please adhere to requested submission date. PERSONAL

NAME ______Title First Initial Last Name for Name Badge

CURRENT POSITION (official title) ______

EDUCATION (school(s), degree(s), etc.) Undergraduate ______Graduate ______Post-Graduate ______

PUBLICATIONS ______

PROFESSIONAL EXPERIENCE ______

______

PERSONAL INFORMATION (e.g. family, children, hobbies, etc.) ______

CHURCH AFFILIATION (membership/work) ______

TRAVEL ARRANGEMENTS

Arrival Date ______Departure Date ______[ ] Will travel by car, # of miles ______Miles reimbursed per arrangements. $ ____ [ ] Will travel by air (Use Huntsville Airport) Airline ______Arrival: date______time ____ Departure date______time _____ Number of persons traveling with me: _____ (for convenience only, not reimbursable) Name ______3406 Meridian Street Huntsville, AL 35801 256 539-2418 (Fax: 256 536-2492) email:[email protected]

FPC Form 9-1

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WORSHIP SERVICE/EVENT/WORKSHOP

TITLE:

SCRIPTURE:

SUGGESTED HYMNS:

WORKSHOP DESCRIPTION:

LIST AIDS / EQUIPMENT YOU WILL NEED: Microphone Preference: [ ] Hand held [ ] Lapel [ ] Standing [ ] Other needs (Please be specific): ______

______(We will be limited by church’s ability to support requested services.)

------For Workshops Only ------

WILL YOU NEED ANY MATERIAL REPRODUCED? [ ] Yes If yes, you must submit originals (with instructions) 10 days before Workshop. [ ] No None needed or I will bring at no charge. [ ] Will bring material for the number of expected students. (Copies will be reimbursed per arrangements with coordinating team/group.)

ANY RESTRICTIONS ON CLASS SIZE? NOTE: Classes are usually limited to 30 students. [ ] Yes - Give preferred number of students per class: ______[ ] No limits by me

LIST PUBLICATIONS YOU WOULD LIKE STUDENTS TO READ/REVIEW (from your suggested reading list – title, author, publication date, vol., publisher, etc.)

BOOK SIGNING

If interesting in book signing, you must provide all books and associated material. Book signing is desired [ ] Book signing is not needed [ ] Please provide [ ] tables Please provide [ ] chairs

Please return this form (mail, e-mail or fax) on or before ______, ______, ______.

3406 Meridian Street Huntsville, AL 35801 256 539-2418 (Fax: 256 536-2492) email:[email protected] FPC Form 9-2

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