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MIDDLETON BAPTIST CHURCH CONSTITUTION January 21, 2004 Article 1 NAME The name of this Church shall be the Middleton Baptist Church, Middleton, Nova Scotia. Article 2 POLITY (The form of government under which the church operates.) The members of this Church shall constitute the final authority for all matters pertaining to the Church. Unless otherwise stated: 1. A quorum shall consist of thirty (30) members; 2. All members in good standing are entitled to a vote; 3. A simple majority vote, at a duly called meeting of the Church, shall legally commit the Church unless otherwise indicated. Article 3 AFFILIATION This Church shall be a member of the Annapolis-Digby Association of the Convention of Atlantic Baptist Churches and shall unite with other member churches in giving and receiving counsel and assistance in mutual councils, in the transfer of members and in everything conducive to the harmony and prosperity of the Church. Article 4 PURPOSE The purpose of our Church, under the guidance of the Holy Spirit, is to hear and respond to the proclamation of God’s Word through worship, edification, admonishment and encouragement in order to represent Christ by ministering to the community and the world in its need and to win others to Christ. Article 5 RECEPTION OF MEMBERS Persons may be received into membership by any of the following methods, subject in each case to an interview and recommendation by Church Pastor and by members of the Board of Deacons, and the vote of the Church. A. By baptism: Any person who confesses Jesus Christ as Saviour and Lord, and who is in agreement with the doctrines and practices of this Church, may be received into membership following baptism by immersion. Any person who by reason of infirmity is unable to follow our regular form of baptism by immersion, may be received into full membership by public profession of faith. B. By letter: A person who professes a commitment to Jesus Christ and is in accord with the doctrines and practices of this Church may be received on the basis of a letter of dismissal and recommendation from another church of like faith. C. By experience: Members of Baptist churches, having been baptised in our regular form and giving satisfactory evidence of Christian character, yet being unable, for satisfactory reason, to obtain a letter of transfer from another church, may, by vote of the Church, become a member. D. Associate membership: A member of a non-Baptist church who worships with us may become an associate member of our fellowship with all of the rights and privileges of the Church, except for the right to vote on questions affecting the doctrine of the Church or its status within the Baptist denomination. E. Restoration: Any person who has lost membership for any reason may be restored to membership upon recommendation of the Board of Deacons, Church Pastor and vote of the Church. Article 6 REVISION OF MEMBERSHIP Names shall be removed from the membership roll of the Church in cases of death, the granting of a letter to join a sister Baptist church, a written request for removal, direct evidence of membership in another church, direction by vote of the Church for non-attendance and failure to respond to correspondence. The membership roll shall be reviewed annually by the Pastor, Chair of Council, and Clerk of the Church who shall maintain an accurate record of active, non-active and non-resident members, and who shall report their decision to the Church. Article 7 ORGANIZATION A. Officers: The officers of this Church shall be the Senior Pastor, Chair of the Board of Deacons, Chair of the Council, Church Clerk, Church Treasurer and Director of the Sunday School. Officers shall be Church members. B. Congregational Church Meetings: 1. ANNUAL CHURCH MEETING: The date of the Annual Business Meeting of the Church shall be set by the Council and be held not later than the first Wednesday in February. This meeting will receive the annual reports of individual officers, boards and committees and transact other Church business. Notice of this meeting shall be given from the pulpit on the two Sundays before the meeting is to be held. 2. SPECIAL MEETINGS may be called by the Pastor, Chair of Board of Deacons, Clerk, Chair of Council, Chair of Pulpit/Search Committee, or at the written request of not fewer than ten members of the Church. Notice of such meetings, together with a statement of their purpose, must be given from the pulpit on the two Sundays before the meeting is to be held. 3. EMERGENCY MEETINGS: An emergency meeting may be held to deal with matters of extreme urgency, excluding personnel matters, the agenda being limited to this matter only. Holding such a meeting would require the unanimous consent of the membership present. 4. MEETINGS FOR THE RECEPTION AND TRANSFER OF MEMBERS may be called without prior notice. C. Voting: 1. Every active member of the Church has a vote. In matters pertaining to the calling of a pastor, denominational allegiance or sale/purchase of property, voting members shall be at least sixteen years of age. A two-thirds majority shall be required to carry such a motion. 2. Voting may be open or written, as decided by the Chair or called for by the meeting, depending on the circumstance and/or the importance of the item. 3. Ordinary rules of parliamentary procedure shall apply to all meetings (as noted in Appendix “A”). D. Tenure of Office: Members of all boards and committees, unless otherwise stated by the constitution, shall be appointed for a period of three years, and may be re-appointed after a lapse of one year. An effort should be made to avoid placing a person on more than one board. All boards and committees are required to meet within two weeks following the Church’s Annual Business Meeting to elect a chairperson, and the other officers and, where applicable, a representative to Church Council and an alternate. This initial meeting shall be called by the incumbent chairperson or, in his/her absence, the incumbent council representative from the board or committee. E. The Senior Pastor shall be an ex-officio member, of all boards and committees, with the exception of those appointed to consider matters relating to him/herself. F. Changing the Constitution: The constitution may be changed or amended at any regularly called business meeting of the Church by a two-thirds vote of members present, provided notice of such proposed changes or amendments has been given from the pulpit at least two Sundays prior to the meeting. Proposed amendments shall be made available in writing two Sundays in advance of the meeting. G. Miscellaneous 1. Elected members of the following Boards and Committees shall be Church members: Deacons, Trustees, Finance, Christian Education, Pulpit/Search and Nominating. 2. The chair of a meeting should have a set agenda for the meeting. 3. Boards and committees shall prepare an annual budget of funds required for the coming year and present it to the Board of Finance in time to be incorporated into the preparation of the total annual Church budget. Article 8 OFFICERS A. Pastors: DUTIES: The pastors shall provide ministry which will best equip the church for its service within the church family and to the world outside. THE SENIOR PASTOR, in cooperation with the official boards and committees, shall be responsible for the general leadership of the Church. He/she shall be accountable to the church body, through the Board of Deacons. His/her duties shall include the preaching and teaching of the gospel, the conduct of services of worship and prayer, the administration of the ordinances, the pastoral care of members and adherents, and in general, the spiritual interest of the church. He/she will normally attend the meetings of those boards and committees which work in his/her area of responsibility. THE ASSOCIATE PASTOR shall, under the direction of the Senior Pastor, assist in the ministry and general spiritual leadership of the Church. He/she shall fulfill specific responsibilities as outlined in the ministry description set by the Senior Pastor, Board of Deacons, approved by the Church Council and agreed to by the Associate Pastor. OTHER PASTORAL STAFF, such as Youth Pastor(s), Student Assistant(s) etc. may be called as determined by Church Council and approved by a majority of the Church members at a duly called business meeting. These staff members shall work under the leadership of the Senior Pastor as outlined in the ministry description set by the Senior Pastor, Board of Deacons, approved by the Church Council and agreed to by the candidate. TERM OF OFFICE: Either the pastor(s) or the Church may terminate the pastoral relationship by giving three months notice in writing or by some mutual arrangement. Such notice by the Church shall be given only after a two-thirds affirmative vote of the Church at a duly called business meeting, having been advised of the nature of the business two weeks prior to the meeting. B. Chair of Deacons The Chair of Deacons shall be elected at the first Deacons’ meeting of the new year. He/she shall preside at all Deacons meetings and shall be available for regular consultation with the Senior Pastor on all matters relating to the spiritual life of the Church. C. Chair of Council The Chair of Council shall be elected at the first Council meeting of the new year. He/she shall preside at all regular and specially called business meetings of the Church and all Council meetings and shall be available for regular consultation with the Senior Pastor on all business matters of the Church. D. Clerk: The clerk shall be elected annually and shall keep an accurate account of all business transacted by Church meetings. He/she shall take charge of all records and papers belonging to the Church. He/she shall obtain/prepare Baptisimal and membership certificates, letters of admission and/or letters of dismissal, as duly approved by the Church body. E. Treasurer: The treasurer shall keep an accurate account of all receipts and expenditures, shall have charge of the funds of the Church, shall keep a bank account for the same and make payments only when authorized by the Church or Council, except for regular budgeted expenses. The treasurer shall present to the Church a monthly summary of giving, a financial report to all regular Council meetings, and a year-end report to the Audit Committee in sufficient time for audit and approval at the Annual Business Meeting. F. Director of Sunday School The Director of Sunday School shall have general charge of the Sunday School and shall work in cooperation with the pastors and Board of Christian Education in policy making and administration of the Sunday School program. He/she shall be responsible for staffing in consultation with the Board of Christian Education, arranging for substitute teachers, chairing teachers meetings and representing the Sunday School on the Board of Christian Education. Article 9: COUNCIL A. The Council shall consist of the following members: Church Clerk; Church Treasurer or Assistant Treasurer; Director of the Sunday School; Chair or representative of the Board of Finance, the Board of Deacons, the Board of Trustees, the Board of Christian Education, the Mission Committee, the Floral Committee, the Planning Committee, the Music Committee, the Social Committee, the Nominating Committee; President of the Baptist Women’s Club; President of the Men’s Fellowship; Presidents of each of the Women’s Missionary Societies; a representative of the Youth Group; a representative of the ushers; a representative of the tellers, and six other members appointed at large. Only Church members shall be eligible to serve on Council. If one member holds more than one of the above offices, he/she shall notify the Church Secretary which organization he/she represents and the other organization(s) shall appoint a representative to Council. A Chair and Vice-Chair shall be elected from these members at the first regular meeting of Church Council after the Annual Business Meeting of the Church. The Council shall hold regular meetings on the first Wednesday of March, June, October and December. Special meetings of Council may be called by the Chair or Vice-Chair as required. B. Responsibilities The Council shall be responsible for the smooth functioning of the regular work of the Church between the Annual Business Meetings. It shall have power to make decisions; appoint such committees as are not otherwise provided for; fill vacancies on Boards (other than Deacons) and standing committees or of any office of the Church; appoint Delegates and Representatives to Convention, Association, assemblies and councils; hear reports of the work of the boards, committees, and officers of the Church; approve expenditures which are not in the budget, and attend to all other such matters as fall within the province of the Annual Business Meeting of the Church. The disposal or acquisition of property, the calling or receiving the resignation of a pastor and the question of the affiliation of this Church with other church bodies, shall be discussed at a special business meeting of the Church, and the Church itself shall decide upon such matters. The decisions of Council shall take precedence over all other boards and committees. Any member of the Church may sit in at any meeting of the Council but shall not be entitled to make, second or vote on any motion. The Council shall authorize the payment of all bills of the Church, except routine matters as referred to in the duties of the Treasurer and repairs ordered by the Trustees. The Council shall appoint ad hoc committees as required, and these shall have representation on Council without vote. Eight members of the Council shall constitute a quorum. C. Following the Annual Business Meeting of the Church and prior to the first regular meeting of the Church Council, all organizations eligible for membership on Church Council as designated in A. above shall meet to appoint their representatives and alternates. They shall notify the Church Secretary of these appointments prior to the first Church Council meeting. In the event that one of the above named Council Members is unable to attend a Council meeting, the designated alternate may attend in his/her place. Article 10: BOARDS A. Board of Deacons The Board of Deacons shall consist of not more than twelve members. Members shall be elected for a term of three years and are eligible for re-election after one year of retirement. Members elected to fill unexpired terms of one year or less shall be eligible to serve an immediate further full term. The deacons shall act as counsellors and assistants to the Pastor, caring for sick and needy members, advancing the spiritual interests of the Church, attending the funds that have been collected for benevolent purposes, preparing and passing the elements of the Lord’s Supper, arranging assistance at the ordinance of baptism and providing for the conduction of worship services in the absence of the Pastor, including times of interim pastorship. Matters of Church discipline shall be handled by the senior pastor and Board of Deacons, following the Biblical model set out in Matthew 18:15-17, Galatians 6:1 and 2Corinthians 2:5-11. Deacons, along with the Senior Pastor shall be responsible for developing and reviewing ministry descriptions for all pastoral staff. Deacons may, from time to time, conduct a performance review of the Pastors. Along with the pastor(s), they will make up the Committee on Evangelism. Deacons, in conjunction with the pastor(s) are also responsible for lookout and visitation. The purpose of this group is to arrange visits for the sick and needy, welcome visitors to our services, keep itself informed regarding newcomers to our Church as well as members and adherents who might be in need of social assistance or spiritual counsel and to endeavour to promote good fellowship among the members of the Church and congregation. Honorary Deacons may be elected for life on the nomination of the Board of Deacons. Honorary Deacons may attend all regular meetings of the Board and its functions, but will not normally serve communion unless requested. Honorary Deacons have no voting privileges. The Board of Deacons shall submit a recommended list of new members to serve on the Board to the Nominating Committee for the Annual Meeting. The deacons shall be members of the Church chosen from among those who have demonstrated spiritual leadership qualities as outlined in Acts 6:1-7 and 1 Timothy 3:8-12. This list shall be voted upon as a separate motion at the meeting. B. Board of Trustees This board shall consist of nine members, three to be elected at each Annual Business Meeting, to serve for a period of three years. The trustees shall hold the real and personal property of the Church in trust and exercise the functions vested in them by Provincial and other applicable statutes. They shall have authority to carry out minor repairs and to authorize the Treasurer to pay the bills incurred thereby. They shall report to the Church any major needs of repair and maintenance. They shall arrange for the insurance of the Church property as directed by the Church. Janitor service shall come under their supervision. C. Board of Finance The Board of Finance shall consist of twelve members, four to be elected each year, to serve for a period of three years. Its duties shall be: 1. To have general care of the finances of the Church. 2. To present a report to the Church at its Annual Business Meeting and a summary to the Council at its meetings. 3. To request a budget from all Boards and Committees two months prior to the Annual Business Meeting. 4. To prepare a budget for the upcoming year and present it for approval at the Annual Business Meeting. 5. To hold regular meetings (at which the Treasurer or his/her appointee shall be present). 6. To make recommendations to the Church, or to the Council, regarding any matters of a financial nature, including any amendments to the annual budget. D. Board of Christian Education This board shall be responsible to: 1. Oversee and review the educational programs utilized by the Church. 2. Coordinate and staff the various children’s, youth, young adult and adult groups 3. Coordinate training opportunities for group leaders This board shall consist of: Director of Sunday School, Director of Junior Church, Coordinator of Library Resource Centre, a pastor, three members at large with rotating three year terms and representatives of the other ministries for which the Board is responsible. The Chair shall be responsible to solicit budgets from each group leader and submit a whole Christian Education budget to the Board of Finance for approval at the Annual Church Meeting. Article 11: COMMITTEES A. Nominating Committee This Committee shall consist of nine members, three to be appointed each year, each for a period of three years. It shall meet three months prior to the Annual Business Meeting of the Church to compile a slate of suitable nominees for the ensuing year, for presentation to the December Council meeting. B. Audit Committee This committee shall consist of three members, one to be elected each year, for a period of three years. It shall be the duty of this committee to audit the financial statements of the Church Treasurer(s) at the end of the fiscal year and to make a written report of the same in time for inclusion in the Church’s annual report. C. Tellers There shall be twelve tellers, four to be elected each year for a period of three years. The Chief Teller shall be appointed annually from among the twelve tellers. Tellers may be appointed for an additional three year term without a lapse of one year, but may not serve more that two consecutive terms. The monthly teller shall gather up the collections after services, make a record of it in the proper book, deposit it in the bank and notify the Treasurer regarding the same. D. Ushers There shall be at least 24 ushers, supervised by a Head Usher, and organized into four teams of six, each with a Captain. Those appointed for the day are to be on hand one-half hour prior to the church service to care for the seating and comfort of the congregation. Tenure of appointment is unlimited. E. Missions Committee The Missions Committee should be made up of men and women who have a love and vision for the missionary outreach of the Church. This committee shall consist of a pastor and six members (including members of the Women’s Missionary Societies of the Church), each serving a three year term. This Committee shall keep before the congregation the divine injunction to extend the gospel into all the world. The committee will use various means to keep the matter of missions before our people. It will furthermore remind them of our ongoing financial responsibility toward the United in Mission fund and encourage its realization. F. Music Committee This committee shall consist of the Music Director, pianist, directors of all choirs or praise groups, a representative of the senior choir, a representative of the sound system operators and two members-at-large appointed from the congregation. These members shall be appointed for a three year term. Its responsibility shall be, in cooperation with the Pastor, to oversee the ministry of music. The Music Committee shall annually assess the needs of the music ministry programs. The Committee shall make recommendations to the Church Council regarding special needs of the music program of the Church which may arise. G. License to Minister (Recognition of Gifts for Ministry) This committee shall consist of the Senior Pastor and the Board of Deacons. It shall receive all applications of license to preach and, after careful consideration, submit such applications to the Church for approval. H. Parsonage Committee This committee shall consist of two members. It shall work in conjunction with the pastor and spouse in keeping the parsonage properly decorated and in good condition and report regularly to the Board of Trustees. I. Publicity Committee This committee, consisting of four persons, shall ensure that various activities in our church life are given reasonable promotion and publicity. J. Social Committee This committee shall be in charge of coordinating social functions and catering requests, being sub-divided into five groups, with a Sub-chair appointed for each group in addition to the committee Chair. Tenure of appointment is unlimited. K. Floral Committee This committee shall consist of 12 members, four to be appointed each year for a term of three years, with a chair to be appointed each year from among the members. Its duty shall be to provide floral and other appropriate decorations for services in the sanctuary. L. Church Planning Committee This committee shall consist of a member selected annually from Boards of Deacons, Christian Education, Trustees and Finance as well as Pastor(s), Chair of Church Council, and two members at large elected for a three year term. Its responsibility shall be to analyse needs, determine priorities, establish short and long term goals and make recommendations for attaining those goals. The Church Planning Committee is responsible through the Church Council to the Church. M. Pulpit/Search Committees 1. A Pulpit Committee shall be formed when the Church is in need of a senior pastor. It shall consist of seven members - the Church Clerk and a representative of each of the following: Board of Deacons, Board of Christian Education, Women’s Missionary Societies and Church Council as well as two members at large elected at a meeting of the Church. The responsibility of the committee shall be to seek out, interview and present a proposed candidate for the position of senior pastor to the Church membership for its consideration and action. It shall be the policy of this committee to approach only one candidate at a time. A call to a senior pastor shall be extended as a result of a 2/3 majority vote of church members present at a meeting called specifically for that purpose. 2. A Search Committee shall be formed when the Church is in need of pastoral staff other than a senior pastor - e.g. associate pastor(s), youth pastor(s) or student assistants. It shall consist of six members - the Senior Pastor, the Church Clerk and a representative of each of the following: Board of Deacons, Board of Christian Education, Church Council and one member at large elected at a meeting of the Church. (i) The responsibility of this committee shall be to seek out, interview and present a proposed candidate for any pastoral staff position other than that of Senior Pastor to the Church membership for its consideration and action. (ii) A call to an associate pastor shall be extended as a result of a 2/3 majority vote of church members present at a meeting called specifically for that purpose. 3. A Music Director Search Committee shall be formed when the Church is in need of a Music Director. It shall consist of five members - the Senior Pastor, Church Clerk and a representative of each of the following: choirs(s), Music Committee and Church Council. (i) The responsibility of this committee shall be to seek out, interview and present a proposed candidate for the position of Music Director to the Church Council. (ii) The Music Director Search Committee shall present its findings to the Church Council for action or referral to the Church. N. Facility Coordinating Committee Use of the facility should be approved and supervised by a Facility Coordinating Committee made up of a representative from each of the Boards of Deacons, Trustees, and Christian Education. APPENDIX A RULES OF ORDER 1. Every meeting shall be opened and closed with prayer. 2. Immediately after the opening of a meeting these Rules of Order shall be distinctly read from the Chair. 3. A person wishing to speak shall stand and, when recognized by the Chair, shall confine his/her remarks to the question or issue. 4. A person shall not speak more than twice upon a subject until all who wish to speak have had an opportunity to do so and after permission has been given by the Chair. 5. A person shall not interrupt another except to call that person to a point of order. 6. If a person be called to order he/she shall, at the request of the Chair, be seated until the question of order has been decided. 7. When a question is put, the Chair, after announcing the question shall ask: “Are you ready for the question?” If no person wishes to speak, the question shall be put. 8. All business shall be transacted in accordance with parliamentary usage so called, e.g. - Roberts rules of Order.
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