The Big Easy Metropolitan Community Church
STANDARD OPERATING PROCEDURES
DRAFT
I. Financial Policies
A. These operating procedures have been developed to safeguard Church assets, provide accurate and reliable accounting data, promote operational efficiency and encourage adherence to UFMCC standards.
B. Offerings/donations/receipts to the Church shall be counted by at least two members of the board of directors, staff or others designated by the board of directors.
1. All individual tithes and donations are to be held in the strictest confidence.
2. Offerings shall be removed from the sanctuary by a member of the Board of Directors and at least one other person. Offerings shall remain in joint custody of those officials until count is completed and both have signed a record of the count, which will become a part of the permanent financial records. As part of this process, all checks should be restrictively endorsed, a bank deposit slip is to be completed and all cash and checks are to be placed in a sealed envelope.
3. The bank deposit shall be made by a member of the board of directors or staff — either in person on the following business day or by placing it in the bank's night depository following a service.
4. Bank receipts for deposits should be verified against the count sheets by a member of the board or staff other than the counters or treasurer(s).
5. No two spouses, significant others, and/or persons in a romantic or dating relationship may count financial offerings simultaneously.
C. The treasurer(s) shall present financial statements, bank reconciliation data and attendance figures to the board of directors and the congregation (through posting) on at least a monthly basis.
1. Monthly financial reports shall include beginning and ending cash and fund balances, due and unpaid bills, and all receipts and disbursements.
2. The treasurer(s) shall keep the board of directors and the pastor informed of financial activities, especially problems, in the most expedient manner.
3. The treasurer(s) shall present annual financial report summary to the congregation at scheduled congregational meetings and shall prepare a budget for approval by the congregation based upon input from the pastor and board of directors.
4. The treasurer(s) may be supported by a bookkeeper and the discretion of the Board of Directors.
D. The treasurer(s) shall maintain up-to-date and accurate finance and attendance records.
1. These records shall include, but not be limited to:
a. Records of all disbursements made by check, cash, and debit card.
i. Checks require two authorized signatures, and the payee may not be one of those to sign the check.
ii. Cash disbursements are to be supported by appropriate receipts or notations on count sheets signed by board members.
iii. A check register will be kept current and balanced against the monthly bank statement. This reconciliation should be performed monthly.
b. Files containing copies of all reports, count sheets, invoices, receipts, bank statements, etc.
2. Church financial records shall be retained for at least five years. Asset records shall be retained for five years after the assets are disposed of.
3. Church financial records (other than individual tithe and offering records) shall be made available for inspection by the congregation at reasonable times.
E. Monthly tithe reports and quarterly reports to the UFMCC Board of Pensions shall be completed and given to a board or staff member for mailing to the fellowship, Region or board of pensions after the last worship celebration of the appropriate month and prior to the 10th of the following month. In addition, checks for other bills shall be supplied to board members at that time and should be mailed or delivered to appropriate parties by a board or staff member other than the treasurer(s).
F. Petty cash funds may be authorized by the board of directors.
1. Disbursements from such funds may be made by one individual authorized by the Board of Directors.
2. A written record of all cash transactions from petty cash funds will be prepared by the person responsible for the fund and accounted for at least monthly. Appropriate receipts for all cash paid from a petty cash fund must be obtained and kept.
3. The person authorized to make disbursements from a petty cash fund shall be responsible for maintaining, in cash and receipts, the total amount of the petty cash fund.
G. The treasurer(s) is (are) responsible to the board of directors, the moderator of the board and the Region and Fellowship authority.
H. The treasurer(s) shall provide at least two (2) weeks written notice of unavailability/resignation to either the pastor of the clerk of the board of directors.
I. The treasurer(s) shall not have access to the post office box or other mail receptacle of the Church.
II. Spending Priorities
A. Cash shall be expended in the following order of priority:
1. Tithes to the Fellowship.
2. Pastor's salary.
3. Building expenses.
4. Other expenses, as determined by the Board of Directors.
B. A majority of the board may agree to temporarily circumvent these policies if a "financial emergency" exists and the strict adherence to these priorities could result in excessive penalties on payments due to creditors, loss of building lease, violation of the pastor's contract, etc. In such an event, the board shall make all efforts to catch up on any payments that should have been made under the priorities in this section as soon as possible.
III. Travel Expenses
A. Travel expenses must be preapproved by the Board of Directors.
B. The federal per diem rate is authorized for meals, tips and other miscellaneous expenses.
C. Travelers will be reimbursed for approved registration, transportation, per diem, and lodging expenses (if such expenses were not prepaid by Church funds) within 60 days of the receipt of a written travel report, which should include receipts for all expenses, the dates and purpose of travel and a brief explanation of daily travel expenses. Check Request Forms may be obtained from the treasurer(s).
D. When funds are available, the Church shall prepay authorized registration, transportation and lodging expenses for those who are to be traveling at Church expense. When travel expenses are paid in advance, the traveler is responsible for obtaining all appropriate receipts (hotel bills, airline ticket receipts, etc.) and supplying them to the treasurer within 10 days of the conclusion of travel. Prepayment of expenses must be approved by the Board of Directors.
E. Reimbursement for mileage while on church business will be paid at the federal mileage rate for round trips of 50 miles or greater, pending approval by the Board of Directors.
IV. Credit Cards
A. Credit cards may be issued to any individuals authorized by the board of directors.
1. At a minimum, card holders should include the pastor.
2. Other board members, volunteers or ministry leaders may be authorized to have church credit cards – based on an evaluation of needs by the board.
B. Applying for and opening any credit card account must be authorized by a vote of the board of directors.
1. The board should review all of the financial institution’s policies related to the account and should attempt to obtain the best deal for the church (including, but not limited to, avoiding cards with annual fees and obtaining the best possible interest rates).
2. The account should be obtained in the church’s name (as a business account) and guaranteed by the church’s credit. Guaranteeing or obtaining such accounts by an individual (or secured by an individual’s credit) should be avoided.
C. The balance on the credit card account should be paid in full each month to avoid interest charges (or late payment charges) – unless the board authorizes an extension for a major purchase.
D. Cards issued on the church’s account must be used only for official church business.
1. All holders of credit cards must sign an agreement acknowledging that they understand all policies for use.
2. Any misuse of credit cards will result in revocation of the card issued to an individual and may also result in additional disciplinary or legal action.
3. Individuals will be expected to repay any unauthorized charges made by them.
4. Individuals are expected to safeguard the integrity of the account.
a. They agree to immediately report a lost or stolen card to the treasurer or pastor, who will immediately contact the credit card company.
b. They agree to be responsible for any fees for fraudulent charges made as a result of their failure to immediately report loss of the card.
c. They agree not to loan the card issued to them to anyone else.
E. Credit cards may be used for the purchase of routine supplies and expenditures, subject to the following limitations:
1. Transactions with a combined total in excess of $200 must be authorized by the Board of Directors.
2. Card holders must not exceed a total of $200 in charges in any monthly period, unless authorized by the board of directors.
3. Items such as conference expenses, which are budgeted and generally would exceed these limits, still must be authorized by the board prior to charges being made.
F. The treasurer will be responsible for tracking the total of monthly charges made by all card holders and ensuring that the total does not exceed the account’s credit limit.
1. To facilitate that process, individuals must supply receipts for any purchases to the treasurer immediately (within one week).
a. The receipt should be accompanied by a check request/charge form that gives details on the charges and their purpose.
b. In cases where a receipt is not available immediately (such as a phone or Internet order where a printed receipt arrives with an order shipped to the church), the individual should still supply the check request/charge form within one week that gives details on the total charges and purpose. The receipt should be supplied as soon as it arrives.
2. Should the church approach the predetermined minimum balance, the treasurer shall inform all card holders, as well as any members of the board who are not card holders, as soon as possible.
a. Charges on the account will cease at that time.
b. Charges may resume when sufficient payments have been made to the credit card company and the treasurer determines it is practical to do so without exceeding the credit limit.
V. Inclusive Language
A. It is policy of UFMCC and this Church to practice inclusive language as approved by the General Conference. Church staff, board members and worship leaders shall endeavor to use inclusive language in all situations.
VI. Calendar
A. An official calendar shall be kept by the pastor or other person designated by the pastor or board of directors and be made available to the congregation.
VII. Building Use
A. The building shall be used in accordance the terms of The Big Easy MCC’s lease with St. Matthew United Church of Christ. The remainder of the policies listed below are in effect unless they directly contradict those of the lease terms.
B. The primary purposes of the facilities in use by BEMCC are to conduct Church worship services, Church business, and Church activities.
C. BEMCC would like to make its facilities as readily accessible as possible for all compatible uses, but the Pastor, Board of Directors, and Congregation reserve the right to refuse such use without statement of reason or cause.
D. Use of the facilities will be governed by policies established by the Board of Directors, local/state/national laws and ordinances, and any applicable insurance policy restrictions.
E. All uses of the building should be in keeping with the Church’s ministries and priorities.
1. No illegal activities will be allowed or tolerated.
2. Sales of any products, services, or other goods on church property must first be approved by the Pastor and the Board of Directors.
3. Any activities or groups that may detract from church worship services or other church activities will be suspended (or will not be approved).
F. All requests for use must be compared to the church calendar and the existing schedule of ongoing events before any decisions are made. If actual or potential scheduling conflicts exist:
1. Official Church functions always take precedence over other activities.
2. Existing scheduled activities/groups should receive priority over new requests.
3. Scheduled activities/groups that need to be changed as to location, date, or time to accommodate Church functions should receive at least two weeks’ notice of the change.
a. Accommodations of alternative space in the building should be offered, if possible.
b. For groups paying periodic fees, no fee should be levied for times when the group cannot be accommodated because of a conflicting Church activity.
4. If a scheduling conflict cannot be clearly resolved based on these priorities, it should be brought to the Board of Directors for a decision.
G. Requests for activities to be held in Church facilities should be directed to the Pastor, the Building Coordinator, or the Clerk of the Board of Directors.
1. Individuals or duly authorized representatives of a group requesting use of Church facilities must complete a written application and sign a building use agreement before any request for use will be considered.
a. The application should state, at a minimum, the proposed dates and hours of use, whether the event/activity is a one-time occurrence or will be ongoing, the proposed purpose of the event/activity, and any other pertinent details.
b. The person(s) signing a building use application must agree to be individually responsible for any damage to, destruction of, or theft of church property that occurs as a result of the actions of the individual(s), the group, or their guests.
c. The individual or group must agree to remove all trash related to the event/activity from the building, to clean up any messes made in any areas of the building, and to leave all furniture and equipment as they found them.
d. Payment of the appropriate damage deposit must accompany the application for the application to be considered.
2. Applications must be appropriately approved before the event/activity may be officially scheduled or held.
a. The Pastor may approve and schedule all requests for Church activities on the premises.
b. The Pastor or person designated by the Pastor may approve all uses of Church facilities.
VIII. Building Keys
A. Church building keys may be issued to persons who have a legitimate reason for gaining access to the Church for ministry tasks.
B. All persons with building keys must sign a “Key Policy and Agreement” form (See Appendix for Copy of Form), which outlines the policy on building keys and the alarm system.
C. The Board of Directors, Pastor and/or Building Coordinator must authorize the issuance of all keys and ensure that appropriate forms are completed before keys are issued.
D. The Board will designate a person from its membership or the Building Coordinator to organize key distribution and key records. This person will also be responsible for maintaining Master Keys in the Church office safe, for ensuring printed and computer records on key holders are up to date and for the making of necessary copies of said keys for distribution.
IX. Church Computer/Church Correspondence
A. The Church computer, Church Internet and Church e-mail system shall be used for Church business only.
B. All corporate church e-mail correspondence shall be considered “open” information.
C. All corporate church e-mail correspondence shall require the name(s) of persons sending such correspondence.
D. E-mail correspondence shall not be used as a tool of communication when said communication involves conflict(s) between persons or leaders, or issues of conflict in the Church. Should such issues arise, said persons in conflict shall be required to follow the Direct Dealing guidelines of the Communication Policy of BEMCC.
X. Reports
A. At the regularly scheduled annual congregational meeting, a written annual report will be presented by the Pastor. In addition, a written financial summary will be provided by the treasurer.
XI. Executive Sessions
A. Executive sessions may be called at the discretion of the Moderator and/or Board. Executive Sessions will be closed to all persons except Board members and the individual(s) directly involved in the matter to be discussed. Executive Sessions shall be held to discuss personnel issues, issues regarding the discipline of members, bequests or requests for financial assistance, or matters regarding the critique, removal or resignation of personnel. The discussion that takes place in Executive Session is confidential information, and Board Members must hold these discussions in confidence. Written record of the discussion that takes place in Executive Session will be made at the discretion of the Board of Directors and the Regional Elder.
XII. Phone or E-mail Polls
A. A phone or e-mail poll shall be considered an official meeting of the Board of Directors of BEMCC and shall be governed according to the UFMCC and BEMCC Bylaws, Article VIII.C.3.
B. A phone or e-mail poll shall be limited to emergency issues that cannot wait until a scheduled Board meeting, and shall not have financial consequences that exceed $500.
C. All members of the Board of Directors must be notified simultaneously and given at least 24 hours to respond prior to a decision being made, unless the emergency is a matter of life or limb.
XIII. Historical Records
A. Historical records shall be kept according to the following guidelines:
1. Financial records – 5 years
2. Clerk’s records – 3 years
3. General office records – 2 years
4. Copies of all board meeting minutes, congregational meeting minutes, and yearly financial statements shall be kept indefinitely.
B. All Church records shall be maintained at the Church office, according to the following guidelines:
1. 1 copy on the hard disc of the main Church computer
2. 1 paper copy in the Church office filing cabinet, organized
3. Bimonthly back-up of all document computer files, kept in the Church office fire-proof safe
4. 1 additional copy of all financial records, kept on reliable electronic storage, at the treasurer’s residence.
XIV. Job Descriptions: Board of Directors
A. Qualifications: All members of the Board of Directors must be active members (members in good standing) for at least six months prior to running for election at a congregational meeting. Each person should be spiritually gifted in areas related to property, personnel and/or financial management. Each shall be dedicated to fulfilling the mission and purpose of the Church as defined by the congregation and led by the Pastor. A member of the Board of Directors may not hold any other positions that require election by the Congregation, be a Deacon, or hold a paid staff position concurrently with their membership on the Board of Directors.
B. Removal From Office: By majority vote, any Board of Directors member may be removed from the Board for disloyalty, unbecoming conduct, or dereliction of duty according to the Bylaws, SOPs and the UFMCC Code of Conduct. By majority vote of the Board of Directors, a member of the Board may be removed for reasons of a pattern of non-attendance and/or non-participation in Board of Directors meetings and duties.
C. General Responsibilities: The Board of Directors is elected by the congregation to represent and be accountable to the voice and witness of the congregation, as it acts to govern the body for The Big Easy Metropolitan Community Church between congregational meetings, in accordance with the Bylaws, Standard Operating Procedures of the UFMCC, the Region 2, and BEMCC.
D. The following are the basic duties of the Board of Directors:
1. The Board of Directors will handle all matters pertaining to the Articles of Incorporation or other documents of legal organization, Church property, finances, and the physical affairs of the spiritual community of BEMCC.
2. The Board of Directors has the responsibility for raising, collecting, counting, and disbursing funds, keeping accurate financial records, and making the required financial reports to the congregation, the UFMCC, and Region 2. The Board of Directors serves as the Board of Trustees for all property owned by the Church. These duties may be assigned to the Treasurer at the direction of the Board, and acceptance of the Treasurer.
3. The Standard Operating Procedures of BEMCC will be created, maintained, and revised by the Board of Directors. Acceptance of, amendments to, and alterations are approved by a majority vote.
4. The Board of Directors is empowered by the congregation of BEMCC to interpret and facilitate the enforcement of all Bylaws and Sop’s.
5. The Board of Directors serves as BEMCC’s Bylaw committee and is required to present all amendments or alterations of the Bylaws for approval by the congregation at a duly convened congregational meeting.
6. The Board of Directors serves as the Pastoral Search Committee upon the event of a vacancy of a Pastor. The Board of Directors may appoint other members of the congregation to serve on a Pastoral Search Committee with them.
a. The meetings and deliberations of the Pastoral Search Committee are confidential, as are the identities of all applicants for the position of Pastor. The Pastoral Search Committee shall use as a reference the UFMCC Pastoral Search Process as a guide in their deliberations and activities. The Pastoral Search Committee will report the progress being made on the selection of a Pastor as appropriate to keep the congregation informed. The Pastoral Search Committee will select a suitable candidate by majority vote. The candidate must be presented to the congregation for approval at a special congregational meeting called for that purpose.
7. The Board of Directors is responsible for the maintenance, preservation, and safety of all Church records. All Board of Directors meeting minutes and all congregational meeting minutes are to be posted, and made available to any member of BEMCC upon request.
8. All Board of Directors members may be asked by its membership to perform additional assignments and duties.
E. Officer’s Job Descriptions: Basic duties for each of the elected officers of the Board of Directors include, but are not limited to the following:
1. Moderator:
a. The Senior Pastor shall serve as official Moderator of the Board of Directors as long as he/she serves in the position of Senior Pastor.
b. The Pastor is responsible for creating all Board of Directors Meeting Agendas. This responsibility may be delegated. Board Meeting agendas shall be copied, distributed and posted one week prior to the next scheduled Board of Directors Meeting.
c. The Vice-Moderator, as delegated under the direction and supervision of the Moderator, is responsible for supervising the execution of all assigned Board Ministry tasks, and shall ensure that Board Ministry tasks are performed and executed in a timely and professional manner.
d. The Vice-Moderator, as delegated under the direction and supervision of the Moderator, is responsible for the creation and distribution of monthly Board of Directors meetings after approval by the moderator. Board meeting agendas shall be copied, distributed and posted one week prior to the next scheduled Board of Directors meeting.
2. Vice-Moderator:
a. The Vice-Moderator serves as acting Moderator in the absence of the Moderator at all Board meetings and congregational meetings. In the absence of the Moderator and the Vice-Moderator, the Board will choose a member to serve as acting Moderator.
b. The Vice-Moderator is responsible for maintaining all phone notifications and Board voting/poling between Board of Directors meetings.
3. Clerk:
a. The Clerk is responsible for recording and reporting the minutes of all meetings of the Board of Directors and congregational meetings of BEMCC. Meeting minutes shall be copied, distributed and posted one week prior to the next scheduled Board of Directors Meeting.
b. The Clerk is responsible for maintaining the current membership list.
c. The Clerk will maintain all historical Church records, according to the Church Records policy of this Sop’s. This responsibility may be delegated.
d. The Clerk is responsible for official notification of congregational meetings, according to the UFMCC Bylaws. This responsibility may be delegated. The Clerk is responsible for determining if an official quorum is present for all congregational meetings.
e. The Clerk is responsible for the preparation of the information for the semi-annual membership status reviews by the members of the Board of Directors.
f. The Clerk is designated as the official person to accept petitions for a special congregational meeting for the purpose of termination of service of the Pastor.
4. Treasurer:
a. The Treasurer maintains all financial receipts, records, reports, and audits according to the Bylaws and Sop’s of BEMCC.
b. The Treasurer will maintain a copy of the approved annual budget of BEMCC, and will adhere to this budget in disbursements according to the direction of the Board of Directors and the congregation.
c. The Treasurer is responsible for providing a written monthly financial report at each Board of Directors meeting. Reports shall be copied, distributed and posted one week prior to the next scheduled Board of Directors Meeting.
d. The Treasurer will file all employment financial records and taxes for BEMCC to the appropriate governmental agencies.
e. The Treasurer, with the assistance of other Board members, will prepare and distribute biannual financial giving records in July and January of each year and distribute to every individual who has identified contributions to BEMCC.
f. The Treasurer will maintain a rotating schedule for members of the Board to assist with the counting and recording of weekly offerings.
g. Other duties, as assigned by the Board of Directors and accepted by the Treasurer.
XV. Communication Policy
A. Healthy Communication Guidelines.
Maintaining healthy communication in the Church is the responsibility of everyone.
· It requires respect. Respect for one’s self and for other people, equally distributed.
· It admits that people can be, and are different.
· It accepts personal responsibility. Each person is responsible for how they feel, what they say, what they don’t say, their attitude, their opinions, their actions, their behavior.
· It works to create an atmosphere of trust.
· It requires that we say what we mean, and mean what we say. We tell the truth, in love.
· It avoids shame and blame. It focuses on solutions, rather than problems.
· It puts aside preconceptions and judgments.
· It listens.
· It waits its turn to speak. It does not interrupt someone else.
· It expresses itself in “I” statements. Examples: “I feel…I want…I think…I need”.
· It never talks for someone else.
· It is direct.
· It does not avoid issues. It does not wait for problems to somehow go away.
· It does not gossip. It does not keep secrets. It does not play games. It has no hidden agenda. It does not make personal attacks on the person or performance of others. It avoids drama.
· It deals with one issue at a time.
· It checks to see if what you heard is actually what was said.
· It “hangs in there”, unless the person is being abused. It works towards compromised solutions, rather than trying to be right.
· It keeps the needs of others and the mission and purpose of the Church as its ultimate goal.
B. Steps Of Direct Dealing: (Based of the Gospel of Matthew 5: 23-24; 18:16-17)
Step #1: When a conflict arises in the Church, between myself and another person(s), I will take personal responsibility to make sure that I deal directly with the issue, in a prompt and timely manner. I will not gossip. I will not bring other innocent people into the conflict. I will strive to resolve the conflict, using the Healthy Communication Guidelines of the Church.
Step #2: I will go directly to the person(s), and attempt to resolve the conflict. I will not write a letter. I will not send an e-mail. I will not leave them a voice-mail message on their phone. I will talk to them directly.
Step #3: If we are unable to reconcile, we will request that the Board of Directors assist in mediating the conflict.
Whenever possible, the Board will appoint an outside impartial mediator to assist in resolving conflicts between people in the Church. The Board will make every attempt to approve and provide professional outside mediation when the unresolved conflict is expressed between the Pastor and an elected/appointed leader in the Church.
Step #4: If we are unable to reconcile the conflict, we will request the Clerk of the Board of Directors to put the unresolved conflict on the next regularly scheduled congregational meeting agenda. We understand that the decision of the congregation is final.
(Note: Issues brought before the congregation which have not been dealt with in the above manner will be called out of order at a congregational meeting).
XVI. Procedures For Decision Making:
A. All proposals put before the Board of Directors for its consideration must be in compliance with the Church's mission and purpose. Proposals will be viewed in light of their value to individual spiritual growth, congregational participation, and community involvement.
B. A member or congregant may only represent himself or herself, and the communication he or she wishes to convey. A member or congregant who is said to represent “many others” in the Church – or “they” – will be asked to identify by name these other individuals. If a member or congregant refuses to divulge the name(s) of said persons, the issue is to be considered a non-issue.
C. Should these individuals be identified, these individuals, as well as the person who originally attempted to represent them, shall be required to present the communication they wish to convey.
XVII. Conflicts Of Interest:
A. Any leader, officer or employee shall abstain from involvement, by voting or otherwise participating in the decision-making process, in those situations where that person is deemed to have a conflict of interest. A conflict of interest is deemed to exist where:
1. The person has a substantive interest, whether direct or indirect, in the matter at hand or with the parties involved.
2. The person is a director, officer or employee of the organization being dealt with; or
3. The person's spouse (significant other, and/or persons in a romantic or dating relationship), children, parent or siblings are in relationships 1. and 2. above to the organization or matters at hand.
B. Any Board member, officer or employee shall notify the Pastor of any such conflict of interest. The Pastor shall then notify the Board of Directors.
XVIII. Personal Versus Congregational Issues:
BEMCC accepts that the Church will not be able to meet every personal need of its individual members and congregants. The Board will work to do so, as long as the issue or request does not violate local and denomination Bylaws and Sop’s, does not violate the mission and purpose of the Church, and does not require unreasonable assurances of action that the leadership cannot accept responsibility for in light of the common good of the Church.
If the Board deems that an issue is personal, and it feels that the Church can assist the person in getting his or her needs met, the Board will refer the individual to the appropriate ministry or staff person for assistance.
Congregational issues will be dealt with in Board meetings until resolved to the satisfaction of the congregation.
XIX. Confidentiality:
A. It is the policy of BEMCC that all information regarding the organization and function of the Church is “open” information. Information regarding our Church, which is discussed with any member or congregant, is open to all members and congregants.
B. Members will not be bound to keep “secrets” regarding Church issues, and will discourage gossip in the Church by refusing to listen to unsubstantiated information about programs, people or leaders in the Church.
C. A member or congregant may not call another person into “confidentiality” regarding programs, people or leaders in the Church. If asked to do so, they shall inform them that such a request violates the UFMCC Code of Conduct.
D. However, some information is confidential, and it is essential that this information not be shared. The following are considered to be confidential:
1. Pastoral Care Sessions and Deacon Ministry Meetings. (Exceptions to this are listed below).
2. Board of Director’s Executive Sessions, which shall only include:
3. Personnel Issues. These include but are not limited to personnel employment issues, job descriptions, interviews, evaluations and discipline of all employees, lay ministry leaders and the Pastor.
4. Pastoral Search information.
5. Investigation and discussion of issues concerning the discipline of members and congregants. This includes charges of disloyalty, dereliction of duty, antagonistic behavior, and unbecoming conduct of a member or congregant.
6. Bequests and requests for financial assistance
7. Discussion of issues surrounding the critique, removal or resignation of a Pastor.
8. BEMCC membership information and mailing lists. Membership information can be provided only to those who are using it for official Church business. The list may not be sold or given to another organization or individual.
9. Financial giving records, pledge and tithing information, and bequests. This information may only be given to the IRS, the State Department of Internal Revenue, a court of law if the records are subpoenaed, the Board of Directors, and the Stewardship Committee.
E. The following situations will not be deemed confidential, even if they occur in a Pastoral Care Session. The person providing the Pastoral Care is free to share this information with the appropriate authorities or leadership of the Church:
1. Suicide threats or threat of bodily injury to ones’ self or another person;
2. Reports of child or elderly abuse including physical, emotional, and sexual abuse;
3. Sexual exploitation or harassment by a Therapist, Doctor, Clergy, employee, or leader of BEMCC;
4. Information regarding the physical or emotional health of a member or congregant of the Church which requires a broad ranged Pastoral Care program involving multiple staff or leaders;
5. A crisis of life threatening illness or the impending death of a member or congregant of the Church (unless the person has specifically requested this to remain confidential).
F. Any person who is removed or resigns from a leadership or staff position is bound to retain confidentiality for all information gained and discussions held during their tenure. Failure to retain confidentiality may be grounds for removal from the membership of the Church.
XX. BEMCC Code of Conduct:
The membership and Board of Directors of BEMCC shall reference the BEMCC Code of Conduct when considering discipline of its membership and other congregants, according to Article VII of the UFMCC Bylaws. This Code of Conduct has been adapted from the UFMCC Code of Conduct, accepted at General Conference XVII.
BEMCC CODE OF CONDUCT
Unbecoming Conduct:
1. Pattern of public drunkenness or substance abuse.
2. Misappropriation of Church funds or property.
3. Misuse of the powers of a Church leadership position for personal or sexual gain.
4. Any sexual relations with persons below the age of consent.
5. Non-consensual physical abuse or violence.
6. Sexual relations between supervisors and those they supervise or counselors and those who they counsel.
7. Pattern of deceit or dishonesty.
8. Creating a person-centered ministry rather than a Christ-centered ministry, i.e. creating an emotional dependency on the Pastor, a leader or person in the Church, abuse of authority, divisiveness.
9. Knowingly violating the sanctity of another person’s relationship covenant.
10. Inappropriate violation of confidentiality.
11. Sexual harassment, i.e. any sexually related behavior that is unwelcome, offensive, and which fails to respect the rights of others.
Disloyalty:
1. Patterns of deliberate or malicious acts which damage or bring harm to a person, a congregation, or other Church body within the U.F.M.C.C.
2. Initiating or performing a ministry which is unauthorized and unaccountable to the U.F.M.C.C.
3. Undermining the authority and ministry of the Pastor.
Dereliction of Duty:
1. A pattern for deliberate non-attendance of Delegates at the U.F.M.C.C. General or Regional Conferences (a minimum of one conference in two years is required).
2. A pattern of ministry that leaves Churches weakened rather than strengthened.
3. Negligent supervision.
4. Failure to report acts of misconduct.