| CtK Home | CtK Documents |

Council Duties and Guidelines

CHRIST THE KING CHURCH, Nashua, NH
Duties and Guidelines for the
Congregation Council and Committee Members

TABLE OF CONTENTS

INTRODUCTION TO DUTIES AND GUIDELINES

CHURCH COUNCIL MEMBERS

General Charter

Responsibilities of Church Council Members

Responsibilities of Officers

The President

The Vice President

The Treasurer

The Financial Secretary

The Recording Secretary

Guidelines for Working with Committees

COMMITTEES

Responsibilities of Committee Chairpersons

Meetings and Activities Calendar

STANDING COMMITTEES

The Outreach (Evangelism) Committee
The Congregational Care Committee
The Parish Education Committee
The Stewardship Committee
The Worship and Music Committee
The Finance Committee
The Building and Grounds Committee
The Administration Committee

SPECIAL COMMITTEES
The Audit Committee
The Nominating Committee
The Call Committee
The Executive Committee
The Staff Support Committee
The Personnel Committee

INTRODUCTION TO DUTIES AND GUIDELINES

The following pages describe our responsibilities to the Congregation as a result of our acceptance of the positions for which we were elected. This data was collected from various sources, including the Christ the King (CTK) Constitution and Bylaws, Lutheran publications (Schaller, et al), committee reports, past experiences, etc. This document is intended to help clarify what is expected of us as members of the Church Council and Congregational Committees.

CHURCH COUNCIL MEMBERS

General Charter

Christ the King’s Constitution states that council members will, through the power of the gospel, lead the congregation toward its purpose and mission through their personal worship, witness, learning, service and stewardship.

Responsibilities of Church Council Members

As a council member, you are expected to accept these responsibilities:

- Attend all monthly council meetings. Three unexcused absences are allowed; more than three absences will constitute a forfeiture of your council position

- Notify the Secretary or Executive Committee if you plan to miss or be late to a scheduled meeting;

- Attend all regular and special congregational meetings (regular meetings are usually held in February and October);

- Attend the annual council retreat;

- Participate in open debate at meetings, and support your fellow council members and the decisions made;

- Represent the people of the congregation, not just its programs (remember, you were elected at large);

- Form committees to fulfill the responsibilities of the council;

- Set a good example to the congregation by attending worship services regularly (including mid-week services), and by participating in Sunday Church School and regular Bible study;

Responsibilities of Church Council Members (continued)

- Motivate all members of the congregation to participate in ministries of worship, learning, witness, service, fellowship and support;

- Support inactive members of the congregation through prayer, visitation and caring ministries;

- Recognize the service of other members to congregational and community ministries at least annually;

- Designate standing committees and specify their duties, scope of authority, budgets and accountability;

- Offer other members of the congregation opportunities to serve on special ad hoc committees;

- Make an effort to greet visitors to worship services and assist them with any questions they may have;

- Encourage spiritual and social fellowship among all members through adult and youth activities, care giving programs, etc.;

- Require that every organization of the congregation be accountable to the CTK Mission Statement;

- Coordinate the programs and ministries of the congregation, and direct ministry functions not otherwise specified to various committees;

- Work together to develop and maintain a statement of mission of the congregation, with the input and approval of the membership;

- Oversee the spiritual life, mission and ministry of the congregation so that all may be done according to the Word of God and the CTK Constitution.

Responsibilities of Officers

The President
As President, you will be expected to perform the following tasks:

- Preside at meetings of the Church Council and of the congregation;

- Chair the Executive Committee;

- Consult with the Pastor(s) on special needs of the congregation and its members;

- Coordinate the work of the committees;

- Prepare a report as needed and distribute it to all council members before each council meeting;

- Organize the annual Council retreat;

- Provide an annual report at the end of the calendar year;

- Nominate persons to fill vacancies on Church Council;

- Nominate delegates to synod and conference assemblies;

- Execute letters of call, countersign checks, and sign legal documents on behalf of the congregation.

The Vice President
As Vice President, you will be expected to perform the following tasks:

- Assume the duties of the President as needed in the President’s absence;

- Serve on the Executive Committee;

- Convene the Nominating Committee, possibly acting as Chair;

- Chair the Budget Committee;

- Act as parliamentarian at council meetings and meetings of the congregation;

- Chair or serve as liaison to one of the standing committees.

The Treasurer
As Treasurer, you will be expected to perform the following tasks:

- Supervise the financial records and investments of the congregation;

- Provide the church council with a monthly statement of income and expenses compared to budget;

- Countersign all checks;

- Deliver an annual financial report to the congregation;

- Recommend in writing financial policies and procedures for cash management, annual budgeting, and fund accounting;

- Report on the financial condition of the congregation in the church newsletter.

The Financial Secretary

As Financial Secretary, you will be expected to carry out the following duties:

- Direct the counting, depositing, and recording of all contributions, gifts and bequests received, and of all fees collected;

- Reconcile each deposit to the contributors’ records;

- Issue income statements to all contributors on December 31^st at a minimum;

- Keep individual giving records confidential. Disclosure should be made only to

the Executive Committee (including the Pastor), but only when adequate justification can be made;

- Prepare an annual report to the congregation and the Stewardship Committee.

The Recording Secretary

As Recording Secretary, you will be expected to perform the following tasks:

-- Record the proceedings of all congregational and church council meetings, mzking copies available to all members upon request; -- Retain secretarial records to be filed permanently in the church office, and keep a personal duplicate set of records to be turned over to your successor; -- Keep attendance records for each council meeting. Advise the council President of absentees and their reason for absence; notify members having two unexcused absences; -- Select a council member to lead devotions for each council meeting; -- Announce all congregational and council meetings and arrange for a meeting place; -- Maintain membership records and prepare a directory of church council and committee members; -- Maintain congregational meeting attendance lists and make the roster of voting members available at each congregational meeting; -- Assist the Council President with agenda items calling to attention matters deferred or referred to committees for further study and recommendations; -- Maintain a register of congregational and church council resolutions and policies; -- Execute letters of call to pastors and sign all legal documents on behalf of the congregation; -- Be responsible for the safekeeping of all official congregational documents (e.g., deeds, mortgages, articles of incorporation, tax returns, etc.); -- Compile and distribute the annual report of the congregation and the congregational report of the ELCA; -- Notify the Nominating Committee of all offices to be filled 90 days prior to the congregational meeting at which elections take place; -- Maintain a status of incorporation for Christ the King with the State of New Hampshire. Guidelines for Working with Committees

The work of committees will be more productive and satisfying if Church Council members will observe the following guidelines for working with committees:

-- Select committee members who have a real interest in the particular ministry of the committee and who will work together as a team. Consult Time and Talent Sheets to find interested members. Don’t overlook new members and those who have never served; -- Select individuals based on their gifts, talents skills and experiences--direct members to participate in areas where they can offer the most. Encourage members of the congregation to serve where they feel most comfortable; -- Get the entire congregation involved with some element of your ministry. Don’t burn out over-achievers--the larger the congregational participation, the greater the opportunity; -- Give thanks when thanks are due. All committees deserve recognition for their service to the congregation, and will serve with more joy and creative spirit when they are appreciated; -- Set achievable goals and create subcommittees when necessary; -- Give directions precisely and concisely. The initial communication and clarification of the assignment may be key to a committee’s successful completion of its assignment; -- Give committee members responsibility for their assignment and the freedom to carry it out. The moral of the committee will be immediately weakened if the Church Council assigns a task and then does part of the job for the committee or dictates its procedure; -- Expect results. Make it clear that being on the committee means more than attending a meeting. Ask for progress reports, evaluate committee work, indicate needs and challenges, and provide assistance when asked, but look to the committee for decisions and action; -- Scale your expectations to the size of the congregation, but don’t be satisfied with mediocrity. Always enhance the quality of ministry and challenge the congregation to new, achievable heights; -- Form a strong committee organization and delegate responsibility fairly and evenly--don’t attempt to carry the full responsibility of the committee yourself; -- Be concerned with the quality of ministry and avoid fabricated and self-serving expectations at all cost; -- Finance special action committee expenses through means other than the church budget; -- Prevent standing committees from acting as long range planning committees. COMMITTEES

Responsibilities of Committee Chairpersons

The responsibilities of committee chairpersons include the following:

-- Schedule committee meetings and activities (see the following section titled ‘Meetings and Activities Calendar’); -- Prepare agendas for meetings; -- Organize the committee with assistance from other committee memebers; -- Attend committee meetings; ensure that doors are locked and lights turned off after committee meetings held at the Church; -- Lead all committee meetings; -- Begin committee meetings with prayer; -- Participate in group discussions at meetings; -- Resolve differences between committee memeber; -- Bring discussions to a conclusion; -- Present challenges to the committee members; -- Relay messages to members of the committee, council and the congregation; -- Prepare committee reports for the Church newsletter as appropriate; provide an annual report at the end of the calendar year; -- Prepare committee reports and distribute to all council member by the Sunday before each council meeting. The report should contain the status of committee activities, and list any action or discussion requested or council; -- Submit to the Executive Committee or the President any items for the council agenda by the Sunday before each council meeting; -- Follow up on committee actions; -- Represent the committee at Council meetings. Meetings and Activities Calendar

Please follow these procedures when scheduling committee meetings and activities:

1. Inform the Church Secretary of all scheduled meetings and activities;

-- at least one week in advance, checking to see that the chosen date doesn’t conflict with other scheduled meetings or activities; -- so they can be listed in the bulletin and/or newsletter, allowing interested people an opportunity to attend.

2. Inform the Church Secretary where the meeting will be held:

-- at someone’s home, the parsonage, or at the church; -- if at church, check to see that a room is available.

Meetings "okayed" through the church office and Pastor are recorded on the monthly planner posted in the church office. This also helps our sexton ensure that rooms are setup and ready for meetings.

STANDING COMMITTEES

The outreach (Evangelism) Committee

Mission

To identify and support the spiritual and physical needs of the non-CTK members. Our mission is also to inform the congregation of the ministry of the larger church, both ecumenical and Lutheran.

Areas of Endeavor and Effort

Spiritual

- Bible study
-- Inviting the unchurched to participate with our congregation
-- Ecumenical outreach--the Episcopal Covenant

Physical

-- Community benevolence
-- Cash, goods
-- Activities - time donation
-- Worldwide relief

Educational

-- About CTK (Internal)
-- About outside concerns and projects (External)

Responsibilities of Committee Members

All members of the Outreach Committee are responsible for the following tasks:

-- Encourage congregational participation in ecumenical dialogue with local community churches and the community itself, including areas of shared ministry; -- Educate the congregation concerning mission opportunities in the local area and through the Synod and national church; -- Coordinate events open to the community which witness to the Good News and the congregation’s ministry; -- Oversee the distribution of Bibles and devotional materials to non-members through the scripture stand; -- Encourage and enable the members of the congregation to participate in servant ministries beyond our own congregation; -- Provide for internal and external communications to the congregation and the community, including correspondence, newspaper advertising, orad signs, neighborhood canvassing and publicity; -- Telephone visitors to the Church and in conjunction with the pastor, call on them as needed The Congregational Care Committee

Mission

To identify and support the spiritual, social, and physical needs of CTK members.

Responsibilities of Committee Members

The members of this committee are responsible for performing the following tasks:

-- Provide for spiritual and social fellowship, including adult and youth activities; -- Support inactive members through prayer, visitation, and caring ministries; -- Provide a voice to the Church Council for Sarah Circle and other circles, organizations and Bible Study groups; -- Help coordinate special celebrations, including funding, transportation, banquet, housing, etc.’ -- Coordinate the coffee hours following worship service, special meals, congregational meetings, etc.; -- Recognize the service of members to congregational and Commjnity ministries on at least an annual basis; -- Provide for an audio tape ministry of worship services and special programs for shut-ins, the sick, and those in need; -- Coordinate the activities of project Compassion, including visiting the sick and shut-ins, meals for families in need, physical labor for the elderly and those in need, prayer chain, cradle roll, etc; The Parish Education Committee

Mission

To support the educational needs of the members of CTK and of visitors; to nurture spiritual growth of all age groups.

Responsibilities of Committee Members

Activate and motivate all members of the congregation to participate in ministries of worship, learning, witness, service, fellowship and support;

-- Coordinate the events and activities of the Youth Group with the youth advisor -- Organize and coordinate the yearly Vacation Bible School including teachers, advertising, enrollment, etc.; -- Provide, with the Church School Superintendent, a Sunday School education program for the children and adults, including defining curriculum, special projects, fellowships and various needs; -- Cooperate and act as liaison to the Church Council and Congregation for the Chapel School. The Stewardship Committee

Mission

To educate and motivate members of CTK to understand their role as caretakers of God’s creation and as stewards of the resources with which God has blessed them.

Responsibilities of Committee Members

Members of the Stewardship Committee are responsible for these tasks:

-- Encourage members of the congregation of all ages to proportionate Biblical stewardship; determine the proportion of congregational income to be committed to ELCA mission support and benevolence; -- Authorize appropriate extra-budgetary appeals and fund raising events for the congregation from sources both inside and outside of the congregation; -- Organize and plan stewardship activities and programs with emphasis on grace giving. Distribute yearly time and talent sheets to members, assimilate the data and provide the names to the various Church committees. The Worship and Music Committee

Mission

To create worship experiences which nurture and enhance spiritual growth, and to oversee their faithfulness to Lutheran theology.

Responsibilities of Committee members

All members of the Worship and Music Committee are responsible for the following tasks:

-- Approve modifications to the worship service as recommended by the Worship Committee in consultation with the Pastor; -- Provide readers, ushers, acolytes, an Altar Guild, a Music Director, choirs, choir directors, and an organist for worship services, and to coordinate their duties and activities; -- Provide instrumentalists and singers and plan special activities during the various seasons of the church year; -- Support the Altar Guild in maintaining the sanctuary, including housekeeping duties, cleaning vestments and linens, and purchasing worship service supplies; -- Provide for guest Pastors and organists during vacations, illnesses and time of vacancy. The Finance Committee

Mission

To oversee the financial resources of CTK.

Responsibilities of Committee Members

The responsibilities of committee members include the following:

-- Prescribe a process for developing the annual budget and recommend the budget to the congregation; -- Authorize, with the approval of the Church Council, expenditures, loans, or use of restricted funds up to $5,000 in excess of budgeted funds in any one year; -- Prepare the adopt with the Church Council a capital budget for improvements or major repairs; -- Provide a capital growth fund in a foundation, trust, or endowment to receive bequests, special or deferred gifts to the congregation; -- Approve all depositories of congregational funds; -- Consolidate all fund of the congregation and its organizations into a unified budget using a voucher system for disbursements; -- Form a budget committee consisting of the Vice President (who will act as chair), Treasurer, Financial Secretary, and two non-council members to be elected by the Church Council. The Building and Grounds Committee

Mission

To maintain, repair and improve the physical properties of Christ the King.

Responsibilities of Committee Members

The members of the Committee are responsible for performing the following tasks:

-- Maintain all church buildings and premises including equipment and furnishings; -- Maintain records of CTK’s physical assets, maintenance performed on assets, and estimated replacement dates; -- Inform the congregation of the condition of church facilities, including deterioration and damage, and recommend maintenance, replacement and new purchases for the facilities as needed; -- Recommend guidelines for use, usage fees, and/or restrictions on the use of congregational facilities by outside groups to the council; -- Direct the activities of the Church Sexton including cleaning and minor maintenance of church facilities and the ordering of supplies; -- Organize and encourage congregational participation in cleaning, maintenance and improvement projects for the church; -- Coordinate the activities of outside services including snow removal, landscaping and trash pickup, periodically requesting quotations/bids to ensure competitive pricing; -- Act as the main contact for the Pastor regarding major maintenance and repair needs of the parsonage; -- Perform fire and safety inspections at least annually, with or without the assistance of the local fire department; -- Inspect the premises regularly with the Administration Committee with a view to sound maintenance, safety, accessibility, insurance, and building code compliance. The Administration Committee

Mission

To maintain policies and procedures governing the day-to-day operations of CTK.

Responsibilities of Committee Members

The responsibilities of the committee members include the following:

-- Provide an operational manual and training opportunities for each Church Council member and officer. The manual will contain the Constitution and By-Laws, directory, minutes, resolution registry, organization chart, and position descriptions for each staff position and standing committee at a minimum; -- Appoint or assign a planning function to recommend long-range plans to the Church Council and to evaluate present programs. In addition, work closely with the Building and Properties and Building Expansion Committees as appropriate; -- Preserve the historical archives of the congregations, appoint a congregational historian, prepare and distribute a written history of the congregation, and celebrate anniversaries and historic events; -- Organize random fire drills during Sunday School; -- Prescribe a policy for building and premises security including distribution of keys, fire extinguishers, burglar alarms, smoke and heat detectors, and responsibility for locking the buildings following various events, especially on evenings and weekends; -- Inspect the premises regularly with the Building and Grounds Committee, checking for sound maintenance, safety, accessibility, and compliance with insurance and building codes; -- Provide, with the approval of the Church Council and Personnel Committee, procedures, work statements, job descriptions, and policies for holidays, sick time, and vacation for staff members other than the Pastor(s); -- Recommend a policy for the protection of computer-based data; -- Prepare, with the approval of the Church Council and Staff Support, the annual compensation package for the Pastor(s); -- Obtain in appropriate property, liability and workers’ compensation insurance coverage for the congregation; -- Work with the Church Secretary and Pastor(s) as needed regarding office procedures. SPECIAL COMMITTEES

The Audit Committee

The responsibilities of the committee members include the following:

-- Adopt a written audit procedure for both income-expense and balance sheet transactions; -- Inspect all insurance policies for adequacy of coverage and report findings to the congregation; -- Follow generally accepted audit procedures; -- Report your findings to the congregation in the annual report, which will be signed and dated by each member of the committee. The Nominating Committee

The responsibilities of the committee members include the following:

-- Convene at the request of the Church Council and elect a chairperson from the committee members who will call and preside at subsequent meetings; -- Nominate one or more candidates for each office, council position, and elected committee position to be filled; -- Ask candidates to serve the full term of office if elected; -- Announce the nominees and their qualifications to the congregation with the notices of the regular or special congregational meeting. The Call Committee

The responsibilities of the committee members include the following:

-- Notify the district bishop who will assist in providing interim pastoral service and implementing the call process when a pastoral vacancy occurs; -- Study the congregation’s mission and pastoral needs; -- Gather descriptive information about the congregation; -- Receive recommendations of nominees from the district bishop or district call committee for study; -- Interview pastoral candidates and furnish them with information about the congregation and its mission; -- Submit lists of candidates to the congregation at a special meeting. The Executive Committee

The responsibilities of the committee members include the following:

-- Be chaired by the President with the Vice President and Pastor(s) as members; -- Consult with the district bishop if the resignation of the Pastor is requested; -- Meet prior to meetings of the Church Council to plan the agenda and discuss matters of importance; -- Fulfill the intended function of any committee in its absence; -- Meet as needed to address special concerns. The Staff Support Committee

The responsibilities of the committee members include the following:

-- Meet quarterly or on notice of the convener designated by the Church Council; -- Provide support for the Pastor(s) and all other staff members as specified in the Letter of Call, including such matters as housing, health, continuing education, pensions, salaries, communications, etc.; -- Recommend needed changes in staff support to the Church Council or Executive Committee; -- Meet with staff both individually or in groups, as required; -- Meet at least once a year with the entire staff in attendance. The Personnel Committee

The responsibilities of the committee members include the following:

-- Meet as needed to discuss issues raised by or regarding lay employees of the congregation; -- Review at least semi-annually the performance of non-called employees of the congregation, and make recommendations to the Church Council regarding salary; -- Review and update job descriptions periodically’; -- Ensure compliance with the policies of the State Department of Labor.

| CtK Home | CtK Documents |

Christ the King Lutheran Church, 3 Lutheran Drive, Nashua, NH 03063 (603) 882-6142
If you have problems with this web page contact: webmaster@ctknashua.org