HANDBOOK FOR CHURCH COUNCIL MEMBERS

Note: This is a draft edition of the 2008 edition.  All Council members receive a printed edition.   

 

Revised January 2008

 

Mount Cross Lutheran Church

102 Camino Esplendido

Camarillo, CA 93010-1717

Phone: 805-482-3847

Fax: 805-482-9555

E-mail: office@mountcross.com

Web: www.mountcross.com

 

 

WELCOME

 

On behalf of the Lord of the Church and the members of the Mount Cross, thank you for your willingness to serve as one of the leaders of this congregation.

      The first thing Jesus did after his inaugural address (“The time is fulfilled, and the Kingdom of God is at hand; repent and believe the Gospel.”  Mark 1:15) was to ask people to help him with the spread of this Kingdom and its Good News (“Follow me, and I will make you fish for people.” Mark 1:17).  The Holy Spirit has called us to be a congregation of believers who want to remain faithful to the commission Jesus has given us.  As a Council member, your task is to help us stay true to our calling and commissioning.

      This handbook has been prepared to acquaint you with how Mount Cross is organized and to explain your responsibilities as a Council member.

      If the answer to one of your questions is not contained in these pages, please ask it.  The answer may appear in the next addition of the Handbook.

      Thanks!

 

 

GETTING ORIENTED

 

To get acquainted with why Mount Cross exists as a Christian congregation and how it has been organized, the first thing you should probably do is read the Constitution, By Laws and the Continuing resolutions.  You will find these documents further back in this handbook.

      Just in case you don’t feel like reading the entire Constitution right now, here are a few sections you should read now (you can save the rest for later).

      Chapter II.  Confession of Faith  This is a good summary of the foundations of Scripture and tradition on which the Constitution is based.

      Chapter IV. Statement of Purpose  This is the basic job description of our congregation.  As a Council member, one of your responsibilities is to see that we remain true to our calling.

      Chapter XI.  Officers  This chapter helps to explain how the Council is organized.

      Chapter XII.  Congregational Council  This chapter describes in general the structure and responsibilities of the Council and its members.

      By-Laws II.  Congregational Council  The Constitution keeps things basic.  The By-Laws, which are easier to change, are where the detail of the council structure is described.

      Continuing Resolutions  Continuing Resolutions are the way the constitution allows the council to modify its structure quickly and easily to meet changing needs.

ORGANIZATIONAL CHART

 

JESUS CHRIST, Head of the Church

“Christ is the head of the body, the church; he is the beginning,

the first-born from the dead, that in everything he might be pre-eminent.” Colossians 1:18 

 

 

 

You may be familiar with the term “hierarchy.”  Power is at the top. 

 

It is different in the church.  Christ gives power to those out in front, in the places where you have been called to do ministry in your everyday life. 

The work of church leaders is to provide support to those engaged in daily ministry-in-life.

 

 

 

CONGREGATIONAL MEETING

(Constitution, Chapter X)

 

CONGREGATIONAL COMMITTEES

(Constitution, Chapter XIII)

Nominating Committee

Mediation Board

Call Committee

 

 

CHURCH COUNCIL

(Constitution, Chapter XII)

 

 

AREAS OF COUNCIL RESPONSIBILITY

 

Committees: 

+ Welcoming  + Caring    

+ Worship & Music

+ Fellowship  + Property    

+ Service & Missions

+ Learning & Youth

+ Stewardship  + Endowment

+ House Missions    

+ Budget & Finance

+ Personnel

+ Mutual Ministry 

+ Strategic Planning

 

 

ELECTED COUNCIL REPRESENTATIVES

Youth & CDC Board

 

 

PASTORS

(Constitution, Chapters IX)

 

COUNCIL COMMITTEES

(Constitution, Chapter XIII)

Executive Committee

Audit Committee

 

NON-CALLED

STAFF

(Constitution, Chapter XII)

Church Secretary     Organist

Choir directors     Preschool Director

Preschool staff

 

 

 

 

COUNCIL BASICS

 

The general month-to-month leadership of the congregation and the tasks not exclusively reserved for the Congregational Meeting (see C5.03., page 20) are the responsibility of the Church Council.

      Church Council meetings are usually held on the 2nd Tuesday of every month at 7:00 PM, usually in the Parish Life Center.

      The usual Council meeting agenda includes;

Devotions (led by one of the members),

Approval of minutes,

Treasurer’s report

Pastors’ reports

Other reports as needed.  All committees and boards are expected to submit written reports to

Council. If there are special items that require reporting and/or action at the council meeting, time

will be given during for additional comment or action beyond what the written report provides.

Action items.

Adjourn with the Lord’s Prayer.

 

Please try to submit items for the Church Council meeting agenda to the President (in writing, by phone or by e-mail) as early as possible.

      All committee reports are sent to the Church Council "Web Page" on the Internet. You can find this by going to: www.mountcross.com/ and then clicking on the Church Council link on the left side of the screen.  Council members can print their own copies of these reports as they need them. An agenda for each meeting will be posted on the website.  If you do not have access to the Internet at home, you can make arrangements to use a computer at church.  If you prefer, printed copies can be prepared for you and left in your folder in the blue Council box.

      As soon as they are ready, please e-mail or leave in the church office all reports and especially action items for consideration at the next Council meeting.  Minutes and reports received by the church secretary on or before Noon of the Friday before the next Council meeting will be posted as they are received.  Minutes and reports received after that date will be posted as time allows.

      Maintaining good communication is always a challenge. Please e-mail or give a copy of all minutes and reports for the church secretary so that a permanent record can be kept. Please also make sure that subcommittees are kept up to date on developments, especially the ones that affect them directly.

      The Constitution and By-Laws allow the Council great flexibility in how it organizes to meet needs. Continuing Resolutions are the means by which the Council can define its structure in an easy to change manner. A running collection of these structure modifications will be maintained following the Constitution and By-Laws. Continuing Resolution 94.01-94.11 place authority for most month-to-month items in the hands of the Boards. The President will endeavor to keep off the Council agenda any items that should be handled by one of the Boards.

      One of the most important functions of the Church Council is described in C12.07. of the Constitution:

      The duties of the Congregational Council shall include the following: a) to lead this congregation in stating its mission, to do long-range planning to set goals and priorities, and to evaluate its activities in light of its mission and goals; b) to seek to involve all members of this congregation in worship, learning, witness, service and support (see illustration on front cover); c) to oversee and provide for the administration of this congregation to enable it to fulfill its functions and perform its mission.

CONTINUING RESOLUTION 2008.1 - Council Structure And Responsibilities For 2008

 

A. Church Council members:

Linette Angelastro

Curt Bensen

Bob Brundage

Paul Fickenscher

Josh Graziani

Diana Hagen

Herb Holler

Rick Mann

Jean Scott

Keith Selbrede

Michael Fickenscher (Youth)

Barbara Spandrio (CDC)

 

B. Officers:

2008 President: Rick Mann

2008 Vice President: Keith Selbrede

2008 Recorder: Josh Graziani

                     

C. Financial Officers:

2008 Treasurer: Bob Winters

2008 Financial Secretary: Jenny Christensen

 

D. Standing Committees. 

 

·        Budget & Finance Committee

2008 Chair or Liaison: Herb Holler

 

1.      Receive requests for annual budget from staff and the leadership of the congregation.

2.      Prepare congregation’s annual budget, for presentation to the January Council meeting and final approval at the Annual Meeting.

3.      Monitor the budget during the year and report to Council.

4.      Prepare a budget report for the congregation’s newsletter every-other-month (e.g. odd months).

5.      Suggested budget building timeline:

October 1 – Solicit budget requests from staff, Council members, Committee chairs, etc.

October & November – Shape preliminary budget

December Church Council meeting – present first draft of next year’s budget

January Church Council meeting – present final draft of budget to be recommended to the Annual Meeting for approval.

6.      Advise the Treasurer on the investing of church funds.

7.      Advise the Treasurer on policies and procedures for disbursement of church funds (purchase orders, etc.).

8.      Work with the Memorials Committee in disbursing memorial funds.

 

·        Caring Committee

2008 Liaison: Diana Hagen

 

1.      Care and concern for the members of our church.

2.      Monitor attendance records, keeping track of those who are not attending so that their inactivity might be brief.

3.      Phone calls & visits to inactive members.

4.      Referrals to Pastor and/or Stephen Ministry.

5.      Support in time of need:

Stephen Ministry (recruiting and training Leaders and Ministers, receiving referrals for care, assigning Stephen Ministers)

Sunshine Ministry for those who just need a little visit to make them feel connected

6.      Support to families with special needs.

7.      Re-vitalize our Prayer Support Ministry.

8.      Distributors of Communion to home bound or hospitalized.

9.      Food and other assistance after a death, surgery, etc.

10.  Card and phone call ministry.

11.  Use of church van for rides to church.

12.  Special needs related to the pastor’s sabbatical.

 

·        Child Development Center (CDC)   

2007-08 Representative: Barbara Spandrio

 

1.      Represent the ministry of the Child Development Center

2.      Bring to the Council and back to the CDC Board items of concern, information, action, etc.

 

·        Endowment Committee

2008 Liaison:  Bob Brundage

 

1.      Guide the congregation in the creation and maintenance of an endowment fund according to motion passed at the January 19, 2003 Annual Meeting and the by-law passed at the April 27, 2003 Congregational Meeting.

2.      Help to provide education for the congregation on the matter of charitable giving, wills and estates, etc.

3.      Advise the congregation regarding the sound investment of its own resources.

4.      The documents relative to the formation of the Endowment Fund and Committee are found on the Council’s web page: www.mountcross.com/endow.htm

 

·        Evangelism Committee

2008 Chair or Liaison: vacant

 

1.      Letting people know about the Good News and about Mount Cross:

Advertising (newspaper, yellow pages, direct mail, World Wide Web)

Canvassing the neighborhood

Intentional welcoming presence at CDC events: Back-To-School Night, Christmas program, Spring Sing, etc.

2.      Other ways to extend “compassionate outreach.”

3.      Helping the transition from visitor to confirmed member, including:

Working with the pastors to arrange orientation visits

Letters of transfer from other Lutheran churches

New member applications and identification of sponsors

Bring names to the Council for approval as confirmed members

New member reception

Guide sponsors in assisting new confirmed members to become rooted in the life of the church

Reports to Council – new member follow-up

 

·        Welcoming (Sub-Committee of Evangelism)

2008 Chair: Paul Christensen

1.      Attention to visitors to our church

2.      While they are here for the first time – The ministry of Greeters

3.      Follow-up after their first visit – Sunday Visitation/Contacts

 

·        Fellowship Committee

2008 Chair: vacant

2008 Liaison: Josh Graziani

 

The recreational and social life of the congregation including, but not limited to:

1.      Annual Meeting (helping with the meal portion of the program)

2.      Regular all-church fellowship events (for example: Fourth of July Fellowship

3.      Film forums

4.      Retreats

5.      Sports

6.      Bread Breakers

7.      Crossbeams

8.      Adult Fellowship

 

·        House Missions (Small Group Ministries)

2008 Chair: vacant

 

1.      Provide support for our current small group Bible study and fellowship groups

2.      Create new groups, including women’s study/fellowship groups formerly guided by WELCA

3.      Assist new confirmed members in identifying a small group to join or creating new ones

 

·        Learning & Youth Committee

2008 Chair: vacant

2008 Liaison: Paul Fickenscher

Youth Council Rep: Michael Fickenscher  

 

1.      Oversee the learning & youth ministries of the congregation including:

2.      Maintaining the church library

3.      Sunday School

4.      Fun With Faith

5.      Vacation Bible School

6.      Adult Education (Sunday mornings, Bible studies, other learning opportunities)

7.      Teacher training

8.      Safeguarding God’s Children

9.      Ministry to middle school and senior high age youths.

10.  Ministry to College age young people

 

·        Mutual Ministry Committee

2007 Chair: President of the Congregation: Rick Mann

 

1.      More than just support to the pastors, this committee looks at the mutuality of the ministry of pastors and congregation.

2.      On behalf of the congregation and in conversation with the pastors, help them to shape their “Statement” for the coming year.  The Statement outlines the areas where the pastor will give special emphasis or attention in the coming year.  This Statement is supposed to be an agenda item at the Annual Meeting.

3.      Help the pastors develop their Continuing Education Covenant to be sent to the Synod Bishop.

4.      Provide the pastors a confidential sounding board for issues of personal or professional concern.

5.      Provide a forum where, on behalf of the congregation, the committee members might share concerns of the congregation about the congregation’s or the pastor’s ministry.

6.      Development of a sabbatical policy for pastors

7.      Assist pastors in creating their sabbatical plan and help the pastor and congregation carry it out.

 

·        Personnel Committee

2008 Chair: Becky Riley (2007: Paul Christensen)

2008 Liaison: Vice President of the Congregation: Keith Selbrede

 

1.      Develop and maintain job descriptions for all non-called church staff (including Nursery).

2.      Develop and administer a program for staff performance review and evaluation.

3.      Make salary recommendations to the Budget Committee.

 

·        Property Committee

2008 Chair: Gordon Bergh

2008 Liaison: Curt Bensen

 

1.       Oversee the physical property of the church and the maintenance of the physical plant and, in general, the contents.

2.       For background, see CONTINUING RESOLUTION 97.1, Property Committee Mission Statement and Job Description [Council Handbook, page 40 or http://www.mountcross.com/continuing.htm]

3.       Periodic review of church holdings and their value for insurance purposes

4.       Oversee janitorial service contract

5.       Oversee operation and maintenance of church van

 

·        Service & Missions Committee

2008 Chair: Cy Johnson – but wants to step down

2008 Liaison:  vacant

 

Service

1.      Help members participate and serve directly through programs Mount Cross develops and implements

2.      Help members participate and serve indirectly by linking Mount Cross people with existing programs through other agencies.

3.      Participate and/or sponsor programs to inform and educate members and the community regarding social needs or issues

4.      Work with the Caring Committee and new member sponsors to assist new members in finding a place to “serve all people following the example of our Lord Jesus.”

5.      Serve the congregation in soliciting requests for the distribution of funds raised by the annual Make It/Bake It auction (a task formerly performed by the WELCA Board).

 

World Missions

1.      Develop a wider sense of the Church's mission to the world, including: missionary sponsorship, educational events, support activities, prayer concerns

 

·        Stewardship Committee

2008 Chair: Gayle Johnson – but wants to step down

2008 Liaison: Jean Scott

 

1.      Develop year-round stewardship program for the congregation

2.      Prepare the congregation’s annual pledge campaign.  Suggested target dates:

a.       August – set dates for special events: launch of pledge campaign, dinner, receiving of pledges, mailings, newsletter articles, etc.

b.      September – solicit changes in the Time & Talent Report from staff and leadership of the church

3.      Revise stewardship materials and submit to church secretary in timely manner for printing and distribution

4.      Follow-up with those who did not respond to the pledge campaign

5.      Work with Financial Secretary on reports

6.      Incorporate a regular (monthly) form of Stewardship education and/or emphasis (newsletters, worship folders, etc.)

7.      Prepare every-other-monthly stewardship reports for the congregation’s newsletter (e.g. even months)

8.      Work with the Caring Committee and new member sponsors to assist new members in finding a place to put their talents to work in the church and identify the gifts they may have that are not yet being put to use.

 

·        Strategic Planning

2008 Chair: Rick Mann

 

1.      On behalf of the Council and Congregation, develop a strategic (long range) plan for the congregation that addresses such areas as:

a.       the vision and mission of the congregation,

b.      creation of a new mission statement,

c.       exploration of a facilities expansion,

d.      staff expansion,

e.       program expansion.

 

·        Worship And Music Committee

2008 Chair: Linette Angelastro

 

1.      Oversee the planning of all three Sunday morning services plus other special services

2.      Oversee the music ministries of our church, including (but not limited to):

3.      Sanctuary Choir

4.      Bell choir

5.      Contemporary Worship Team

6.      Organist

7.      Children’s choir

8.      Oversee the maintenance and possible enhancement/expansion of the instruments: organ, pianos, bells, etc.

9.      Special concerts (Christmas, etc.)

10.  Altar Guild

11.  Training of worship assistants

12.  Guide the congregation in the introduction of the new worship resource: Evangelical Lutheran Worship

 

 

E. GUIDELINES FOR OUR COMMITTEES

 

·       Core Values, Mission Statement & Ministry Branches – The work that has been done by the Strategic Planning Committee is intended to help the congregation focus its efforts.  We cannot be all things to all people.  As much as possible use our core values, mission statement and ministry branches as a guide for deciding whether to initiate a new program or ministry (or continue one).  If it does not, someone needs to ask whether it is an appropriate area in which the congregation should be moving. 

o       Core Values:

§         Intimacy with God

§         Inspiring Worship

§         Nurturing the Next Generation

§         Compassionate Outreach

§         Caring Community 

o       Mission Statement:

§         To know God through care, compassion and creative worship.

o       Ministry Branches:

§         Worship & Music Committee

§         Learning & Youth Committee

§         Service & Missions Committee

§         Caring committee

 

·        Identity Statements - As we work we will keep our Identity Statements in mind:

1.      Jesus is Lord!

2.      Everyone is welcome.

3.      Love changes people.

4.      Everyone has something to offer.

5.      The world needs what we have.

 

·        Recruiting

1.      As often as possible have people serve on only one committee.  Spread the leadership around.

2.      As often as possible, Council members and committee chairpersons should consult with each other when looking for new people to serve on their committees, so the same person is not recruited for multiple committees.

3.      When looking for people to serve on your committee, please contact the church secretary for listings from the latest Time & Talent Reports that pertain to your area of ministry.  If there are names on the list that have not served before, please make an effort to enlist the help of those newest to the congregation first.

4.      We will work with each other to identify names of those who would be well suited for service in a particular area of ministry.

5.      When looking for people to serve on a committee, do not be limited to the names in the Time & Talent Report.  Many people use it to indicate areas where they are already serving.  Take your church directory and prayerfully walk through the names, asking if a person might have the gifts and interest for serving in your area.  Then make a personal contact.  Many people do not volunteer, but will say yes if asked.

6.      When you ask someone to serve, let them know they are making a commitment for one year.  At the end of the year they will have the opportunity to sign on for another year.

 

·        Meetings

1.      Standing committees will meet as needed to accomplish their tasks.

2.      Standing committees will meet at another time than the 2nd Tuesday of the month and will try to avoid Sunday mornings as a meeting time. 

3.      As soon as possible after each meeting of the committee, minutes of that meeting should be sent to the church secretary for posting on the Council website.

4.      The report for the September meeting of the committee should report on the committee's basic goals for the coming program year.

5.      The report of the January meeting should report on the committee's progress and any mid-course adjustments.

6.      The report of the June meeting should give a brief evaluation of accomplishments and an outline of possible goals for the next year.

7.      As soon as possible after each meeting, any items that need action by the Church Council should be sent to the President of the Congregation for inclusion on the next Council meeting’s agenda.

8.      Committees are encouraged to set 90 minutes as a goal for their maximum meeting length.

9.      All committee chairpersons, if they are not already members of the Church Council, are always welcome to attend Church Council meetings; 2nd Tuesday of each month.

 

·        End Of The Year Matters 

1.      Provide those who serve a gracious way of completing their time of service without feeling guilty.  We don’t want to work those who are currently serving on a committee so long and so hard that they burn out. 

2.      By the start of every Council year (February 1), the chair or liaison should contact the members the committee and:

3.      Thank them for their faithful service over the past year.

4.      Review with them the things accomplished over the past year.

5.      Outline the goals of the committee for this coming year.

6.      Allow them an opportunity to graciously complete their term of service or to stay on for another year.

7.      Prepare a report for the congregation’s Annual report outlining the Board’s goals and objectives achieved in present year and goals for the next year.

 

·        Other Responsibilities of Committee Chair or Liaison:

1.      Keep a current list of those who serve on the committee.

2.      Monitor the work of any sub-committees or task forces.

3.      Make sure that the committee meets.

4.      Make sure the committees meeting minutes are taken and sent to the church secretary