Policy and Procedures Manual
First Baptist Church Jacksboro, Texas

Purpose of the Manual
The purpose of the Church Policy and Procedures Manual is to provide structure and guidance in governing: Ministerial staff members, church officers, other church employees, committees, and church program organizations; the day to day operations of the church; and to help facilitate the objectives, purpose, and mission of the church. 
Due to periodic additions, revisions, or deletions that may be necessary, the Policy and Procedures Manual shall remain a flexible document.  (See Article Eleven of the By-Laws:  CHURCH POLICY AND PROCEDURES MANUAL).

Section One
PERSONNEL
The following policies and procedures provide general guidelines and standards for all church ministerial staff members and other church employees. 
All ministerial church staff members and other church employees shall provide leadership to help the church accomplish its purpose of proclaiming the Gospel to believers and unbelievers, and to represent Christ through the church and in the community. (See Article Four of the Constitution:  PURPOSE OF THE CHURCH).
In fulfilling their assigned personnel duties and responsibilities, all ministerial staff members and other church employees are expected to adhere to the following standards of conduct:
-Hold in confidence information concerning church members’ personal and confidential matters; financial contributions; or any other circumstance of which a staff member or employee may have knowledge regarding an individual’s confidentiality, due to the staff member’s or employee’s assigned duties.
-Demonstrate a life style that is above reproach, recognizing that staff member and employee activities are naturally observed by church members and the general public.

Classification of Personnel
Ministerial Staff:  All church staff members shall be classified as ministerial staff; which includes the positions of Pastor, and other ministerial staff.  The ministerial staff are those who by divine calling, religious education, training, or experience are uniquely qualified to fill specific positions on the church staff.  (See Article Two of the By-Laws:  Pastor & Ministerial Staff).
Other Church Employees:  Other church employees shall be utilized to assist in carrying out the day to day functions of the church.  (See Article Three of the By-Laws:  OTHER CHURCH EMPLOYEES).
All ministerial staff and other church employees shall work under the direct supervision of the Pastor.

Salary and Benefits
The Finance Committee, Insurance Committee, and Personnel Committee shall work in cooperation in making joint recommendations regarding the remuneration and benefits of the ministerial staff and other church employees. 
In addition, all ministerial staff and other church employees shall be subject to the following guidelines regarding:  Pay periods; days off; vacation; holidays; professional time away; leaves of absence; insurance; and retirement.
Pay Periods:  Pay periods shall be on a weekly basis, and paychecks shall be issued on Friday.
Days Off:  The Pastor and Personnel Committee shall work in cooperation to establish a work schedule that provides two days off, each work week, for full time employees.  However, with the exception of closing for the lunch hour, the weekly work schedule shall allow the church office to be staffed from 8:00 a.m. - 5:00 p.m., Monday through Friday. 
Vacation:  A two week paid vacation shall be granted for one to five years of employment.  A three week paid vacation shall be granted for six or more years of service.  Unused vacation time shall not be carried over to the following year. 
***Notation for ministerial staff vacation time:
No vacation time should necessitate any ministerial staff members’ absence of two consecutive Sundays.
If needed, the church shall pay for pulpit supply.

Holidays:  The church offices shall be closed in observance of the following holidays:  Labor Day; Thanksgiving (Thursday and Friday); Christmas Day; New Years’ Day; Memorial Day; July 4th; and Good Friday.  If an observed holiday falls on a Saturday, the ministerial staff and other church employees shall have the proceeding Friday off.  If a holiday falls on a Sunday, the ministerial staff and other church employees shall have the following Monday off.
Professional Time Away:  The Pastor and Personnel Committee shall work in cooperation regarding the need for time away for ministerial staff to participate in revivals, conferences, or conventions; and other training opportunities for ministerial staff and other church employees.
Sick Leave:  Time off with pay for illness shall be subject to the following schedule:
            -Employed less than one year:  Five days.
            -Employed one to three years:  Ten days.
            -Employed over three years:  Fifteen days.
The allowable number of sick leave days shall be based on a calendar year, and unused sick leave days shall not be carried over to the following year. 
In the event an employee needs more days for sick leave, than is indicated on the Sick Leave schedule, a recommendation from the Personnel Committee will be required.
Maternity Leave:  A leave of up to 90 days, without pay, shall be granted for maternity leave.  Any unused sick leave for the year, as well as vacation time, may be applied to a maternity absence.
Condolence Leave:  A three day condolence leave, with pay, shall be granted following the death of an immediate family member.
Insurance:  Life insurance shall be provided as follows:
Term Life insurance shall include coverage for ministerial staff, their spouse and child/children as follows:
$100,000 Pastor; $50,000 Spouse; $5,000 Child/Children.
Life insurance is not included for other church employees.
Insurance coverage may be modified to accommodate the needs and circumstances of each employee.  The Finance Committee, Insurance Committee, and Personnel Committee shall work in cooperation to determine the insurance benefit options that shall be provided to individual employees.
A complete and detailed record of the selected life insurance benefits shall be kept in the personnel file of each employee.
Retirement:  Coverage under the Annuity Board of the Southern Baptist Convention plan shall be provided.  However, due to the need for flexibility regarding each employee’s personal circumstances; the Finance Committee; Insurance Committee, and Personnel Committee shall work in cooperation to determine the retirement plan that shall be provided to the individual employee.

Section Two
 CHURCH COMMITTEES
As authorized by the church, Standing Committees and, as needed, special committees shall serve to carry out the objectives, purpose, and mission of the church.  (See Article Four of the By-Laws:  CHURCH COMMITTEES). 
All Standing Committees and special committees shall work cooperatively together, as needed.

Administrative Committees
Administrative Committees shall include:  Building and Grounds; Finance; Insurance; and Personnel.  No Administrative Committee member shall serve consecutive terms on the same committee.  (There shall be a one year break in service before a member can serve on the same Administrative Committee).   
Building and Grounds Committee:  This committee shall be composed of six members with one-third of the committee members rotating off each year.  The Building and Grounds Committee shall be responsible for:
-Providing for the upkeep and maintenance of all church properties, including the parsonage, parking lots, vacant lots, and other grounds.
-Surveying all church facilities and making recommendations for building and/or property needs, repairs, or improvements.
-Working with the custodial staff to ensure adequate supplies and tools are available for the proper maintenance of the facilities and grounds.
-Keeping a current inventory of all furnishings and equipment.  (A copy of the inventory shall be kept on file in the church office).
-Providing budgetary needs to the Finance Committee.
Finance Committee:  This committee shall be composed of six members with one-third of the committee members rotating off each year.  Also, the Church Treasurer shall serve as an ex-officio member of the Finance Committee.  The Finance Committee shall be responsible for:
-Ensuring the planning, development, and recommendation of the proposed annual operating budget for the church.
-Presenting to the church a proposed annual operating budget.  This presentation shall occur each November, prior to the beginning of a new fiscal year.  (See Article Eight of the By-Laws:  Fiscal Year).
-Supervising and administering the annual operating budget.
-Reviewing and recommending, if necessary, needed adjustments and/or amendments to the annual operating budget.
-Developing and annually reviewing internal controls for church receipts, deposits, and expenditures.  (Written copies shall be included as a supplement to the Policy and Procedures Manual).
-Examining and inspecting the church’s financial records and accounts on an ongoing test basis.
-Consider the need for recommending that the church undergo an external audit.
Insurance Committee:  This committee shall be composed of three members with one-third of the committee members rotating off each year.  The Insurance Committee shall be responsible for:
-Supervising the procurement of all insurance coverage involving church properties and liabilities.
-Coordinating other insurance needs, as submitted by various committees; specifically life insurance for personnel.
-Supervising the settlement of insurance claims, as needed.
-Ensuring that all insurance policies are current, and that all policies are secured and on file in the church office.
-Working with the Trustees to ensure the church has adequate legal protection, as needed.
-Providing budgetary needs to the Finance Committee.
Personnel Committee:  This committee shall be composed of six members with one-third of the committee members rotating off each year.  The Personnel Committee shall be responsible for:
-Assessing the need for additional ministerial staff and/or other church employees.
-Assisting the Pastor and the church in matters related to the selection of personnel, personnel management, conflict resolution, and administration.  (See Article Three of the By-Laws:  OTHER CHURCH EMPLOYEES).
-Developing and annually reviewing specific job descriptions, job qualifications, and duties for ministerial staff and other church employees.  (Written copies shall be included as a supplement to the Policy and Procedures Manual).
-Developing and annually reviewing the remuneration of pulpit supply and other ministerial services.  (Written copies shall be included as a supplement to the Policy and Procedures Manual).
-Providing budgetary needs to the Finance Committee.

Service Committees
Service Committees shall include:  Banking; Committee on Committees; Evangelism; Flower; Hostess; Library; Nominating; Nursery; Ordinance; Technology and Multi-Media; Transportation; Usher; and Youth.
Banking Committee:  This committee shall be composed of six members with one-third of the committee members rotating off each year.  The Banking Committee shall be responsible for:
-Ensuring the administration of church receipts, deposits, and expenditures; as per internal controls established by the Finance Committee.
Committee on Committees:  This committee shall be composed of six members with one-third of the committee members rotating off each year.  The Committee on Committees shall be responsible for:
-Surveying the church membership regarding individual member’s interests, abilities, and willingness to serve on the Standing Committees.
-Selecting and enlisting church members to serve on the Standing Committees.  (See Article Four of the By-Laws:  Standing Committees).
Evangelism Committee:  This committee shall be composed of the Pastor, Ministerial Staff, and Deacon Officers.  The Evangelism Committee shall be responsible for:
-Promoting evangelism among the church membership.
-Providing leadership for visitation and witnessing endeavors.
-Providing budgetary needs to the Finance Committee.
Flower Committee:  This committee shall be composed of six members with one-third of the committee members rotating off each year.  The Flower Committee shall be responsible for:
-Providing seasonal floral arrangements for the auditorium.
-Purchasing new arrangements as needed.
-Coordinating decorations for special events, or memorials, in the church building.
-Providing budgetary needs to the Finance Committee.
Hostess Committee:  This committee shall be composed of twelve members with one-third of the committee members rotating off each year.  (If, needed, or requested, members of this committee may serve consecutive years).  The Hostess Committee shall be responsible for:
-Coordinating the use of the kitchen and Fellowship Hall for banquets, meals for bereaved families, receptions, and special meetings. 
-Consulting with the Pastor, ministerial staff, and church program organizations to determine food needs for church activities.
-Providing budgetary needs to the Finance Committee.
Library Committee:  This committee shall be composed of three members with one-third of the committee members rotating off each year.  The church librarian shall serve as an ex-officio member of the Library Committee.  The Library Committee shall be responsible for:
-Maintaining a schedule of operation for the library.
-Promoting the use of the library through organization, media, displays, and reports.
-Processing new books and maintaining an accurate record of books on file.
-Establishing and reviewing library policy and procedures.  (Written copies shall be included as a supplement to the Policy and Procedures Manual).
-Providing budgetary needs to the Finance Committee.
Music Committee:  This committee shall be composed of six members: Two being elected by the church to serve two year terms with one rotating off each year; The Minister of Music, who shall serve as the chairman; Church Organist; Church Pianist; and the Choir President.  The Music Committee shall be responsible for:
-Assisting the Minister of Music in the overall function of music ministries.
-Assisting the Minister of Music in planning and delegating responsibilities for special programs.
-Enlisting participants in the music ministry of the church.
-Providing budgetary needs to the Finance Committee.
Nominating Committee:  This committee shall be composed of six members with one-third of the committee members rotating off each year.   The Nominating Committee shall be responsible for:
-Selecting, enlisting, and recommending church members for the following offices:   Church Clerk; Church Treasurer; and Trustees.
-Selecting, enlisting, and recommending church members for the following positions:  Sunday School Director; Sunday School Teachers; and Church Librarian.
Nursery Committee:  This committee shall be composed of six members with one-third of the committee members rotating off each year.  The Nursery Committee shall be responsible for:
-Coordinating the availability of nursery services with the various church program organizations and ministries.
-Ensuring adequate supplies, materials, and equipment are available for nursery services.
-Establishing and reviewing nursery policy and procedures.  (Written copies shall be included as a supplement to the Policy and Procedures Manual).
-Providing budgetary needs to the Finance Committee.
Ordinance Committee:  This committee shall be composed of six members with one-third of the committee members rotating off each year.  The Ordinance Committee shall be responsible for:
-Preparing for the Ordinance of the Lord’s Supper: 
-Secure and prepare the bread and grape juice.
-Prepare the table, trays, and linen cloths.
-Clean and store communion materials after use.
-Preparing for the Ordinance of Baptism: 
-Ensure the baptistery, dressing rooms, baptismal garments, and towels are ready for use.
-Meet and assist the candidates for baptism before, during, and following the baptism.
-Clean and make ready baptistery facilities and materials for the next baptism.
Technology and Multi-Media Committee:  This committee shall be composed of three members with one-third of the committee members rotating off each year.  The minister of music shall be an ex-officio member of the Technology and Multi-Media Committee.  The Technology and Multi-Media Committee shall be responsible for:
-Ensuring all audio, video, and technology equipment are in good condition and working order.
-Enlisting and training volunteer technicians to operate the audio, video, and technology equipment.
-Ensuring that technicians are available to operate the appropriate equipment, as needed, for each church service, program, or event.
-Providing budgetary needs to the Finance Committee.
Transportation Committee:  This committee shall be composed of six members with one-third of the committee members rotating off each year.  The Transportation Committee shall be responsible for:
-Providing general maintenance, care, proper licensing, and safety inspections of church owned vehicles.
-Establishing and reviewing policy and procedures for the operation and use of church owned vehicles.  (Written copies shall be included as a supplement to the Policy and Procedures Manual).
-Providing budgetary needs to the Finance Committee.
Usher Committee:  This committee shall be composed of six members with one-third of the committee members rotating off each year.  The Usher Committee shall be responsible for:
-Greeting people prior to the Sunday morning worship service, and handing out Church Bulletins.
-Providing for additional seating when needed.
-Enlisting ushers to assist in the collection of offerings.
Youth Committee:  This committee shall be composed of seven members.  The Minister of Youth will serve as chairman; one High School Sunday School teacher; one Middle School Sunday School teacher; two adult church members will serve two year terms, with one member rotating off each year; one high school student member; and one middle school student member.  The Youth Committee shall be responsible for:
-Leading, directing, and promoting the ministry of the church as it relates to students.
-Assisting the Minister of Youth in planning, promoting, and sponsoring youth ministry related activities, events, and programs.
-Enlisting other adults that are willing and capable of working with students.
-Providing budgetary needs to the Finance Committee.


Section Three
USE OF FACILITY GUIDELINES
As authorized by the church, committee members shall serve to carry out the objectives, purpose, and mission of the church.  (See Article Four of the By-Laws:  CHURCH COMMITTEES and Section Two of the Policy and Procedures Manual:  CHURCH COMMITTEES).
As needed, a special committee that includes the Pastor, ministerial staff, church office secretary, representative/s from the Hostess Committee, and representative/s from the Building and Grounds Committee shall develop and review guidelines regarding the use of church facilities. 
The use of facility guidelines shall include, but are not limited to:
Written documents that provide specific information regarding use of the church kitchen; use of the church fellowship hall; using/borrowing of church materials and equipment; funeral procedures; and wedding procedures.
Copies of the written documents pertaining to the use of facility guidelines shall be included as a supplement to the Policy and Procedures Manual.
Section Four
LICENSED HANDGUN POLICY
Church members who have obtained a concealed handgun license are allowed to carry handguns to church activities, according to the Texas Concealed Handgun License Laws of the State of Texas.

Section Five
ASSOCIATION AND CONVENTION GUIDELINES FOR EXECUTIVE BOARD MEMBERS AND MESSENGERS
The Pastor is automatically a member of the executive board of the Harvest Baptist Association.  The church is allowed one additional executive board member and that individual shall be elected by a majority vote, of the members present at the annual business meeting.
Official messengers to the Annual Meeting of the Harvest Baptist Association shall be elected by a majority vote, of the members present at the Annual business meeting.
If the church desires to have messengers attend either the Baptist General Convention of Texas or the Southern Baptist Convention, those individuals shall be elected by a majority vote, of the members present at the business meeting prior to the respective dates of the convention.
    
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