SHADY GROVE PRESBYTERIAN CHURCH

5530 Shady Grove Road, Memphis, Tennessee 38120

Manual of Administrative Operations

2018

 

This manual of administrative operations was developed by the session in accordance with the Book of Order G-3.0106 and is designed to provide members of the session and the congregation with a general knowledge of the structure to administer the mission of Shady Grove Presbyterian Church, Memphis, Tennessee.  Annual review and revision of this Administrative Operations Manual shall be accomplished during the first quarter of each year.

 

 

CONTENTS

 

Church staff

Mission Statement

Presbyterian Church (USA)

Membership

Presbyters

Session

Clerk of Session

Congregational Meetings

Session Committees/Teams

         Personnel Committee

         Worship Committee

         Nurture Committee

         Formation:  Outreach Committee

         Formation:  Education Committee

         Building & Grounds Committee

         Nominating Committee

         Finance Committee

Drug Free Workplace

Sexual Misconduct Policy

Child and Youth Protection Policy

 

APPENDICES

 

Bylaws

Personnel policies

Presbyterian Women

Internal Accounting Controls

Internal Control Checklist

Shared Space Partners

Facility Use Agreement

Wedding guidelines

Designated Gift Policy

Policy for Accepting Donations of Furniture, Fixtures, Equipment and Real Estate

Job descriptions

 

 

 

CHURCH STAFF

Office Phone 683-7329

 

Rev. Will Christians          Pastor

1893 Snowden Avenue                                   Cell – 1-269-512-2018

Memphis, TN 38107                                      wbchristians@gmail.com

                                                               will@shadygrovepres.org

 

Kevin Gray                                                 Music Director

5005 Chickasaw Road                                    Cell – 337-6933

Memphis, TN 38117                                      grayoftheivories@aol.com

 

Carolyn Dodson-King                                     Children’s Director

441 Alexander St.                                        Cell – 486-5217

Memphis, TN 38111                                      cdodsonking@gmail.com

 

Tim Prudhomme                                          Sexton

1365 Agnes Place                                         Cell – 1-347-205-7705

Memphis, TN 38104                                      tim@shadygrovepres.org

 

Angie Wagner                                              Office Manager/Accountant

1175 East Crestwood Drive                             Cell – 356-0649

Memphis, TN 38119                                      angie@shadygrovepres.org

 

Christopher Williams                                     Youth Director

7911 Annes Circle Drive                                 Cell – 236-6315

Cordova, TN 38018                                       chris.williams1207@yahoo.com

 

Kendall Rust                                               Child Care Attendant

4408 Sequoia Road                                       Cell – 848-6616

Memphis, TN 38117                                      kendallrust27@gmail.com

 

Sarah Poston                                               Nursery Helper

1041 Colonial Road                                       Cell – 604-4398

Memphis, TN 38117                                      bubblebug1998@gmail.com

 

 

 

 

 

 I.  Mission and Purpose

 

         A.  Our Mission is to open ourselves to God-seekers and to feed, nurture, and provide refuge for those in need.

         B.  Our Purpose is to care about others and our well-being with love.

         C.  Our Values are:  Commitment, Community, Compassion, Diversity, Integrity, Joy, Lead, Learn, Love, Nurture, Pursuit of Faith and Social Consciousness.

 

II. The Presbyterian Church (USA)

 Shady Grove Presbyterian Church is a congregation of the Presbyterian Church (USA) and is nurtured, guided, and governed by the session, the Presbytery of the Mid-South, the Synod of Living Waters, and the General Assembly of the Presbyterian Church (USA) and its Constitution.  Should any provision of this Manual of Administrative Operations conflict with the Constitution of the Presbyterian Church (USA), the Constitution of the Presbyterian Church (USA) shall prevail.

 Shady Grove utilizes the unicameral form of government and the session has the responsibility to nurture, guide, and govern the membership.  To assist in this responsibility the session has designated several committees for the accomplishment of the mission of the church.  These committees will be chaired by an active Ruling Elder and membership on the committees is open to all members of the congregation. 

III. Membership

         A.  New Members (W-4.0204)

                  1.  Received by public profession of faith, reaffirmation of faith, or certificate of transfer. 

                  2.  Examined and received by the session

                  3.  Presented in worship.

         B. Categories of membership (G-1.04)

                  1. Baptized Member – a person who has received the Sacrament of Baptism and who has been enrolled as a baptized member by the session but who has not made a profession of faith. 

                  2. Active member – an active member is a person who has made a profession of faith in Christ, has been baptized, and has been received into membership.

                  3. Affiliate Member – a member of another congregation of this denomination or of another denomination or Christian body, who has temporarily moved from the community where the congregation of membership is situated, has presented a certificate of good standing from the appropriate council or governing body of that congregation, and has been received by the session    as an affiliate member.

         C.  Membership Roll – (G-3.0204a) there shall be rolls of baptized, active, and affiliate members.

                  1. The session shall delete names from the roll of the congregation upon the member’s death, admission to membership in another congregation or presbytery, or renunciation of jurisdiction.

                  2. The session may delete names from the roll when a member so requests, has moved, or otherwise ceased to participate actively in the work an worship of the congregation for a period of two years.

 IV. Presbyters

         A. Nominating Committee – (G-2.0401) Ruling elders shall be nominated by a committee selected by the congregation, drawn from and representative of its membership.  Congregations may provide by their own rule for a congregational nominating committee provided that the committee shall consist of at least three active members of the congregation, and shall include at least one ruling elder currently serving on the session.  The pastor shall serve ex officio and without vote. 

         B. Inclusiveness and representation – (F-1.0403)  The nomination and election of ruling elders shall express the rich diversity of the congregation’s membership and shall guarantee participation and inclusiveness.

         C.  Ruling elders shall be elected by the congregation at a meeting of the congregation.

         D.  When persons have been elected to the ordered ministry of ruling elder, the session shall provide a period of study and preparation, after which the session shall examine them as to their personal faith; knowledge of the doctrine,  government, and discipline contained in the Constitution of the church; and the duties of the ministry.  The session shall also confer with them as to their willingness to undertake the ministry appropriate to the order.  If the examination is approved, the session shall appoint a day for the service of ordination and installation.

 V. Session – (G-3.0201)  The session is the council for the congregation.  It shall be composed of those persons elected by the congregation to active service as ruling elders, together with all installed pastors and associate pastors.

         A.  Organization

                  1.  There shall be from nine (9) to eleven (11) ruling elders who shall be elected to serve terms of no more than three (3) years on the session,  and may be eligible for reelection according to congregational rule.  However, no ruling elder shall be eligible to serve more than six (6)      consecutive years, and a ruling elder who has served six consecutive years shall be ineligible for election for at least one year.  Election shall be to classes as nearly equal in number as possible, with the terms of only one class ending each year.  Terms of ruling elders will expire when their          successors have been ordained and installed.

                  2.  At least one elder shall be assigned to each of the regular session committees as a representative to the session.

         B. Notice – there shall be reasonable notice given of all special meetings

         C. Quorum – (G-3.0203) Sessions shall provide by rule for a quorum for meetings; such quorum shall include the moderator and either a specific number of ruling elders or a specific percentage of those ruling elders in current service on the session.  The current rule requires one-half of session members, including moderator, to constitute a quorum.

         D. Moderator – (G-3.0104) The pastor of a congregation shall be the moderator of the session of that congregation.

         E. Clerk – (G-3.0104) The clerk of the session shall be a ruling elder elected by the session for such term as it may determine.

         F. Commissioners to other Councils – (G-3.0202)  The session shall elect ruling elders to serve as commissioners to other councils of the church.  Commissioners to presbytery should preferably be elected for one year.

         G. Meetings of the session

                  1. The session shall hold stated meetings at least quarterly.

                  2. The moderator shall call a special meeting when he or she deems necessary or when requested in writing by any two members of the session.

                           a. The business to be transacted at special meetings shall be limited to                               items specifically listed in the call for the meeting.

                           b. There shall be reasonable notice given of all special meetings.

                           c. The session shall also meet when directed by presbytery.

                           d. Meetings shall be conducted in accordance with the latest edition of                                Robert’s Rules of Order except when it is in conflict with the

                               Book of Order.  The session may also make use of processes of discernment in their deliberations prior to a vote as agreed upon by the body.

         H.  Electronic Session voting (by E-Mail, fax, phone, or other means) may be conducted on those issues which require action before the next Stated Session meeting.  All Ruling Elders will be provided an opportunity to vote, even if they do not have the primary means of electronic communication.  Since the opportunity for discussion is central to Presbyterian Government, only issues which are not expected to generate debate should be submitted for electronic voting.  If one or more Ruling Elders object to the electronic form of voting on a particular issue, the vote will be suspended, and the issue will be taken up at a Stated or Called Meeting.  All electronic votes conducted will be affirmed at the next Stated Meeting.  The Moderator must approve conducting the electronic vote.  The Clerk of Session will be the initiator of all electronic votes and will be responsible for communication of vote results.

         I.  Session responsibilities

                  1.  Provide that the Word of God may be truly preached and heard.

                  2. Provide that the Sacraments may be rightly administered and received.

                  3. Nurture the covenant community of disciples of Christ. 

                  4. Participate in the life of the whole church through participation in other councils.

                  5. Maintain required rolls and registers

                  6. Prepare and adopt a budget and determine distribution of the congregation’s benevolences and shall provide full information to the congregation.

                  7.  Elect a treasurer.

                  8.  Shall review annually the minister’s terms of call and shall propose for congregational action such changes as the session deems appropriate.

        

VI. Clerk of Session G-3.0104

         A. The clerk of the session shall be a ruling elder (not necessarily an active ruling elder) elected by the session for such term as it may determine.    

         B. Primary duties of clerk

                  1. Record the minutes of the session

                  2. Keep rolls of membership and attendance of the session

                  3. Preserve the records of the session

                  4. Furnish extracts to other governing bodies when required

                           a. Once each year the minutes are to be submitted to presbytery for                                  their review.

                           b. Providing statistical data for review

                  5. Preparing and executing annual membership roll review with session

                  6. Assist the Pastor in preparing the agenda for session meetings

         C. Source – HANDBOOK FOR CLERKS OF SESSION IN THE PRESBYTERIAN CHURCH              (U.S.A.) by Frank Walmsley.

VII. Meetings of the Congregation (G-1.0501)

         A. The congregation shall hold an annual meeting and may hold special meetings as          necessary, for any or all of the purposes appropriate for congregational consideration.  The business to be transacted at special meetings shall be limited to items specifically listed in the call for the meeting.

         B. Meetings of the congregation shall be called by the session, by the presbytery, or by the session when requested in writing by one fourth of the active members on the roll of the congregation. 

         C. Public notice of the time, place, and purpose of all meetings of the congregation shall be given on the preceding two Sundays.  The meeting may be convened following the notice given on the second Sunday.

         D. All active members of the congregation present at either annual or special meetings are entitled to vote. 

         E. A quorum in congregational meetings shall consist of 25 eligible voters or 10 percent of the congregation, whichever is greater. 

         F. The installed pastor shall ordinarily moderate all meetings of the congregation.  If it is impractical for the pastor to preside, he or she shall invite another minister of the Word and Sacrament who is a member of the presbytery or a person authorized by the presbytery to serve as moderator.  If there is no installed pastor, or the installed pastor is unable to moderate and/or name another moderator, the presbytery shall make provision for a moderator.

         G. The clerk of session shall serve as secretary for all meetings of the congregation.   If the clerk of session is unable to serve, the congregation shall elect a secretary for the meeting.  The secretary shall record the actions of the congregation in minutes of the meeting.  The session shall read, correct, and approve the minutes of each congregational meeting at its next scheduled meeting.  The minutes shall then be attested by the Moderator and the clerk and shall be entered into the minute book of the session.

         H. Meetings shall be conducted in accordance with the BOOK OF ORDER, Chapter Three, G-3.0105, when applicable, or according to ROBERT’S RULES OF ORDER.

         I.  All congregational meetings shall be opened and closed with prayer.

         J.  Business proper to congregational meetings

                  1. Electing elders    

                           a. When elders are being elected, full opportunity shall always be given to the congregation for nominations by any active member of the church present at the meeting.  Persons to be nominated from the floor shall have given prior permission to be nominated and declared assent to serve if elected, or, if present, shall be asked to declare willingness to serve.

                           b. In officer election when the number of nominees equals the number of ruling elders to be elected, the congregation may vote by voice vote or show of hands.  When the number of nominees is greater than the number of elders to be elected, the congregation may vote by secret ballot.  A majority of all the active members present and voting shall be required to elect.

                  2. Calling a pastor, co-pastor, or associate pastor

                  3. Changing pastoral relationships (terms of pastor’s call) or requesting, consenting to, or declining to consent to dissolution.

                  4. Buying, mortgaging, or selling real property

                  5. Requesting presbytery to grant an exception to terms for ruling elders

                  6. Approving a plan for the creation of a joint congregational witness, or amending or dissolving the joint congregational witness

 

SHADY GROVE PRESBYTERIAN CHURCH

 

PERSONNEL COMMITTEE

 

Personnel Committee – membership of this committee shall consist of at least  one Ruling Elder currently serving on the session and other interested members of the congregation.     

         1.  Assist the Clerk of Session in the annual review, publication, and distribution of the Manual of Administrative Operations.

         2.  Annually review Personnel procedures and job descriptions.

         3.  Provide for the annual review of the work and compensation of all church employees.

         4.  Provide for the annual review of the work and compensation of the Pastor.

         5.  Present personnel recommendations (including compensation) to the Session.

         6.  Arbitrate any and all personnel problems.

        

       SHADY GROVE PRESBYTERIAN CHURCH

WORSHIP MINISTRY TEAM

 

PURPOSE:

 

The Worship Ministry Team shall provide for the worship of the people of God, including the preaching of the Word, the sharing of the Sacraments, and the music program, in keeping with the principles in the Directory for Worship.  It will be sensitive to worship needs of all persons wherever they are in their faith journey.

 Membership of this Team shall include at least one active Ruling Elder and other members of the congregation at large.  The Pastor, Session Clerk, Music Director, and Office Manager will serve as ex officio members of this team. 

 This Team shall meet in months when Stated Session meetings are held, and at other times as needed.

 

RESPONSIBILITIES:

 To establish the time, place, and appropriate Order of Worship for regular Sunday worship services, as well as special services of worship:

 

1.         Plan and coordinate special services of worship in consultation with the Pastor and Session.  These might include, but not be limited to, Christmas Eve, Ash Wednesday, Maundy Thursday, and Good Friday.

2.         Provide for lay readers to assist the Pastor in the leadership of Sunday worship.

3.         Schedule and train volunteers for Children’s Chat during the worship service, in consultation with the Pastor.

4.           Establish policy and guidelines for weddings and funerals, and review such guidelines yearly.

5.         Assist the Pastor in arranging Pulpit Supply.

6.         Develop methods to distribute Sunday sermons to individuals who cannot attend regular Sunday worship.          

7.           Carry out periodic evaluation of the congregational worship services.

 

To supervise the celebration of the Sacraments:

 

1.              Prepare elements for Communion each Sunday.

2.              Provide for worship volunteers to serve Communion each Sunday.

3.              Assist Pastor in providing Communion to homebound members when requested.

4.              Prepare and assist in Baptism ceremonies.

 

To provide the proper setting for the conduct of public worship:

 

1.         Maintain flower calendar.

2.           Provide for the care and maintenance of the Sanctuary, including stocking the pews with welcome pads, handouts, Bibles and hymnals; preparing and maintaining any paraments or vestments for the Sanctuary; dressing the altar; and arranging decorations for special worship services.

3.         Provide for ushers, assign duties, and provide for the training of ushers.

4.           Oversee the issuance of worship bulletins for adults and children each Sunday.

5.           Maintain equipment for acolytes who carry the light during the service.

6.         Oversee and coordinate the issuance of member and visitor name tags.

 

To oversee the music program of the church:

 

1.           Recommend to the Session the appointment of a Director of Music Ministry and Organist, and support and assist those persons in their service.

2.           Provide choir director(s) for adult and children choirs, as necessary.

 

To provide for the continuing education of our congregation regarding the rich worship life of the Presbyterian and Reformed tradition:

 

1.         Provide for the instruction of parents presenting their children for the Sacrament of Baptism, in consultation with the Pastor.

2.         Work with the Formation Team and Children/Youth Ministry to assure worship education is being incorporated into adult, youth, and children programming, including Sunday School and confirmation classes.

 

SHADY GROVE PRESBYTERIAN CHURCH

THE NURTURE TEAM

PURPOSE:

The Nurture Team ministers to needs within the congregation, praying and caring for members and their families, and encourages members of the congregation to pray and care for each other. The Nurture Team also coordinates refreshments and meals around regular gatherings of the faith community.  In collaboration with other teams, particularly the Formation Outreach Team, the Nurture Team also helps coordinate the congregation’s interfaith ministries.

Membership of the Team shall include at least one Ruling Elder and other members of the congregation at large. 

The Team ordinarily meets once a month, with occasional exceptions.

RESPONSIBILITIES:

A  Member Care

  1.         To keep track of joys and concerns within the congregation, and to share them as appropriate with the larger congregation.

            2.         To regularly pray for, and to encourage others to pray for, members and their families as they experience needs and as they celebrate joys.

            3.         To respond in specific, practical ways to meet needs of members and their families, including emergency and crisis situations, and to draw upon other members and all available resources in order to address needs that arise.

            4.         To visit, to call, to bring food, to send messages, to provide transportation, to help arrange events, and in every concrete and feasible way to make God’s caring Presence known to every individual in the congregation, and to be present as the hands and feet of Christ in our midst.

            5.         To maintain a monthly greeting card ministry in which one Team volunteer each month sends cards celebrating birthdays, offering congratulations, articulating prayers, expressing sympathy, and otherwise offering support and encouragement to members and their families.

            6.         To offer Team members’ presence, and to encourage other church members’ presence, at funerals and memorial services involving members and families of members, when appropriate and feasible, to share with the congregation information about such services. 

            7.         To make budget recommendations and administer budget expenditures related to member care, including but not limited to expenses associated  with the card ministry and including a discretionary fund in partnership with the pastor.

 B.  Food Ministry

         1.         To coordinate Wednesday night dinners and other meals during special seasons of the year, and to involve as many members as possible in planning, promoting, and implementing such events.

            2.         To plan, promote, and provide educational and inspirational programs associated with dinners and special meals, as needed.

            3.         To plan, promote, and provide recreational and member-bonding opportunities in association with certain meals, such as game nights.

            4.         To coordinate after-worship refreshments in the narthex on Sunday mornings.

            5.         To coordinate delivery of food for members and their families in appropriate situations.

            6.         To make budget recommendations and administer budget expenditures related to the church’s food ministries.

 

C.  Interfaith Ministry

            1.          To nurture the church’s relationships with other communities of faith.         

            2.         To collaborate with other ministry teams, particularly Formation Outreach, of fellowship, interfaith dialogue, and interfaith service events.

            3.          To encourage the church to live out our purpose - to care about others and our own well being with love.

 

 

SHADY GROVE PRESBYTERIAN CHURCH

 

FORMATION:  OUTREACH

 

Formation:  Outreach - this committee will provide opportunities for witness in the community and the world.  This committee will develop and implement imaginative techniques for personal evangelism and outreach aimed at the larger Memphis community and world, as well as an outreach to newcomers and other  visitors to the church.

         1.  Membership of this committee shall include at least 1 active Ruling Elder and other members of the congregation at large. 

            2.  This committee will meet in months when Stated Session meetings are held, and at other times as needed.

            3.  Responsibilities

                        a. Reach out into the larger community by offering opportunities for the congregation to minister to the needs of the world through community action and social concern.  Cooperate not only through the outreach of our denomination, but with other organizations – locally, nationally, and globally – in meeting the needs of persons, groups, and nations.

                        b. Motivate the members of the congregation to assume individual and corporate responsibility for witness to Christ through the Global Mission of the Church.

                        c. Liaison with the Education committee on programs and personnel issues.

                        d. Creatively approach the opportunity to present ourselves as a Church home to the people of Memphis and neighboring communities.

                        e. Assess the opportunities for evangelism and the needs of people who are unchurched, within the reach of our congregation.  Follow through on those opportunities and work on meeting those needs.

                        f. Provide support and oversight to other committees as they carry out evangelism efforts for the church (i.e. increasing attendance in worship and participation in Faith Formation: including and involving all members in the full life of the congregation, etc.).

                        g. Provide recommendations to session for disbursement of proceeds and budgeted monies for specific programs; Shady Grove Presbyterian, Kiva Micro loads, Saturday night supper at Grace St. Luke’s.

            4.  Ministries and Programs

                        a. Race for Grace – revenue from this annual 5K and 1 mile fun run goes to support projects that are making a difference in Memphis.  Our goal is to spread the word about these organizations, help them raise funds,  and encourage members of the congregation to become involved in their activities.

                        b. Prizm Ensemble – builds diverse community through chamber music education, youth development and performance. 

                        c. Sister Supply – provides pads, tampons, and underwear for women who are homeless and/or living in poverty.

                        d. Our Own Voice – Our Own Voice Theatre Troupe is a non-profit organization working to empower people marginalized by mental illness and striving to engage our community in dialogue about mental health.

                        e. Mustard Seed – a fair trade store whose goal is to support artisans all over the world by buying and selling their goods at a fair price.

                        f. Saturday Supper – once a month volunteers meet at St. Luke’s United Methodist Church to provide meals for those in need.

                        g. Memphis Interfaith Coalition for Action and Hope (MICAH) – Shady Grove is one of the founding members of this organization which is committed to pursuit of justice through action. 

                        h. Room in The Inn/Memphis – Shady Grove is providing some start-up funding and will partner with Neshoba Unitarian Universalist Church in this ecumenical organization intended to provide relief for the homeless.

                        i. KIVA micro loan program

                        j. University Cluster of Churches Foodbank UCC

                        k. Community rewards program for Kroger and Super Lo

 

        

 SHADY GROVE PRESBYTERIAN CHURCH

 FORMATION:  EDUCATION

 Purpose:  To foster religious education and faith formation for children, youth, and adults of Shady Grove Presbyterian Church (SGPC) and to ensure a safe, loving nursery for infants and toddlers.

Organization and Meetings

The membership of this shall include at least one active elder, other members of the congregation at large, and teachers. The Pastor serves as an advisory member of this team.

The Education Team shall meet monthly during regularly scheduled SGPC team meetings and as necessary for discussion and decision-making.

Responsibilities

RELIGIOUS EDUCATION:

  1. Oversee the Sunday School programs and other religious education and faith formation needs within the church and develop programs when appropriate

  2. Recruit teachers

  3. Provide teachers with necessary materials and training

  4. Approve units of study, fellowship activities, and special events such as retreats and mission events

  5. Promote camps and conferences for all ages

  6. Provide connection and communication between teachers, the session, other teams, and the pastor

  7. Maintain a list of all teachers and substitutes, age level, and curriculum

 

NURSERY

  1. Participate in the hiring of Nursery teachers

  2. Ensure that nursery workers are on hand when necessary

  3. Provide a safe, clean, and well-equipped nursery

 

CHILDREN’S CHAT

  1. In conjunction with Worship Team, provide guidelines and materials to volunteers.

 

 

 Shady Grove Presbyterian Church

Guidelines for Director of Youth Ministry/

Director of Children’s Ministry

 

The Director of Youth Ministry shall:

 

  • attend monthly Education Team meetings and present a report of youth activities, concerns, and plans.

  • collaborate with the Education Team to determine appropriate curricula.

  • develop monthly social/fellowship events (Volunteering, Family, All Youth, High School only).

  • communicate details of upcoming events to parents, and youth. The primary communication method for youth events is Groupme. There will be two communication groups: (1) Parents and All Youth and (2) High School.

  • Communicate all planned absences at least two weeks in advance via the Parents and All Youth Groupme and all unscheduled absences as soon as possible via the Parents and All Youth Groupme.

 

The Director of Children’s Ministry shall:

 

  • attend monthly Education Team meetings and present a report of recent children’s activities, concerns, and plans.

  • collaborate with the Education Team to communicate Godly Play curriculum.

  • communicate details of upcoming events to parents and the congregation via the church newsletter and emails and the Sunday bulletin.

  • Communicate all planned absences at least two weeks in advance via an email to the education team and the pastor.

 

 

 SHADY GROVE PRESBYTERIAN CHURCH

 

BUILDING AND GROUNDS COMMITTEE

PURPOSE:

This Committee will preserve the beauty and dignity of the buildings and grounds of Shady Grove Presbyterian Church.  In addition to this general maintenance function, this Committee will be responsible for all tools and equipment owned by the Church.  Any repairs or other work required on the buildings, grounds, or equipment will be scheduled by this Committee in cooperation with the Church Sexton and Office Manager.

 Membership of this Committee shall include at least one active Ruling Elder, the Church Sexton, and other members from the congregation at large. 

 This Committee shall meet monthly on the first Sunday unless otherwise determined by the Ruling Elder and at other times as needed.  Urgent and nominal matters may be discussed and determined by email.

 

RESPONSIBILITIES:

To provide for the management of the property inside the church building:

1.              Create and maintain an inventory of all Church property – furniture, fixtures, office equipment, electronic equipment, etc.

2.         Inventory property at least every other year.

3.         Provide for the disposal of obsolete and/or non-repairable equipment after consulting with groups affected.

4.         Authorize any and all lending of property, and see that proper records are maintained.

 

To work with the Church Office Manager in seeing facilities are maintained:

1.              With the Church Office Manager, oversee the work of the Church Sexton in the performance of his/her duties and report any abnormalities to the Session for their consideration and/or action.

2.              Arrange for general upkeep/repair (such as painting) of property to maintain the beauty and appearance.

 

To arrange for the management of property outside the Church Building:

1.              Arrange for general upkeep/repair (such as painting) of outside property to maintain the beauty and appearance.

2.              Arrange for and oversee lawn care.  Recommend any and all contracts to the Session for approval.

 

To advise, recommend or reject any requests for changes – temporary or permanent – to the Church buildings and/or grounds.  Recommendations or rejections will be presented to the Session for final decision.

 

To plan and coordinate volunteer help on activities such as “All Church Work Days”.

 

To maintain and update shared space partner policies and to recommend new contracts for significant  periods of time or space to the Session.  (see appendix) 

 

To be responsive to congregational or staff suggestions or criticisms regarding Church property and/or its condition.

 

The Building and Grounds Committee will work with other Committees to fulfill the mission of the Church.  The  Committee will review these responsibilities annually and recommend any changes to the Session.

 

 SHADY GROVE PRESBYTERIAN CHURCH

 

NOMINATING COMMITTEE

 

Nominating Committee - According to G.2.0401 and its Bylaws, Shady Grove Presbyterian Church will have a Congregational Nominating Committee.  This committee shall be elected by the congregation and shall include both women and men, giving fair representation to all age groups, of all racial ethnic members, and of persons with disabilities who are members of the congregation.  The Nominating Committee shall meet the following criteria:  (1) the minimum size of the committee shall be at least three persons; (2) at least one member of the committee shall be an elder currently serving on session; and (3) a majority of those   persons on the committee who are eligible to vote shall consist of persons not currently serving on session.

Members of the committee shall be chosen by the Congregation.  A Ruling Elder currently serving on session shall serve as moderator of the committee.  The Nominating Committee shall be elected by the congregation annually.  The Pastor shall be a member of this committee, serving ex officio and without vote.  The Nominating Committee is responsible for nominating Ruling Elders, for nominating candidates for other elected church offices, and for nominating candidates for the members of the Nominating Committee for the next year.

The Nominating Committee will convene as requested by the Session to fill vacancies.

So that training for new Ruling Elders can be conducted in an orderly fashion, the Nominating Committee should meet regularly once it has been convened, and should assemble a set of Ruling Elder nominees promptly.  The Nominating Committee will inform the Session that the slate of nominees has been secured as soon as it has completed its work.  The Session will then call a congregational meeting for the purpose of acting on the report from the Nominating Committee.

Though the Nominating Committee is not directed as to how it must do its work, nominations will be made based on the general constitutional requirements of the form of government as well as the particular needs of the Session of Shady Grove Presbyterian Church.  With the exception of the Moderator, each Nominating Committee shall be free to organize itself as it deems most appropriate and shall establish for itself principles of nomination which are consistent with, but not limited to, the broader outline of requirements noted in our form of government.

When elections are held, full opportunity shall always be given to the congregation for nomination from the floor of the congregational meeting by any active member of the congregation.  A majority of all the active members present and voting shall be required to elect.

 

 

 

 SHADY GROVE PRESBYTERIAN CHURCH

 

FINANCE COMMITTEE

 

Finance Committee – (G-3.0205) – will generally be composed of the pastor, the office manager/accountant, and the church treasurer.

         1. The session shall prepare and adopt a budget and determine distribution of the congregation’s benevolences.  It shall authorize offerings for Christian purposes and shall account for the proceeds of such offerings and their disbursement.  It shall provide full information to the congregation concerning its decisions in such matters.

         2. Treasurer – (G-3.0205) The session shall elect a treasurer for such term as the session shall decide and shall supervise his or her work.

         3. Sessions may provide by rule for standard financial practices of the congregation, but shall in no case fail to observe the following procedures:

                  a. All offerings shall be counted and recorded by at least two duly appointed persons;

                  b. Financial books and records adequate to reflect all financial transactions shall be kept and shall be open to inspection by authorized church officers at reasonable times;

                  c. Periodic, and in no case less than annual, reports of all financial activities shall be made to the session or entity vested with financial oversight.

         4.  Benevolences

                  a. Pledges and loose offerings

                  b. Designated gifts

                  c. In-kind gifts

 IX.  Drug Free Workplace

         A.  It is the Church’s policy that any location at which Church business is conducted, whether at this or any other site, is declared to be a drug-free workplace.  This means all employees are absolutely prohibited from unlawfully manufacturing, possessing, or using controlled substances in the workplace.  Any employee violating the above policy will be severely disciplined, up to and including termination for the first offense.

         B.  The following is a partial list of controlled substances:

                  1. Narcotics (heroin, morphine, etc.)

                  2. Cannabis (marijuana, hashish)

                  3. Stimulants (cocaine, etc.)

                  4. Depressants (tranquilizers)

                  5. Hallucinogens (PCP, LSD, “designer drugs”, etc.)

         C.  Employees have the right to know the dangers of drug abuse in the workplace,  the Church’s policy about them and what help is available to combat drug problems.  In case of a workplace injury, drug and alcohol testing may be required.

 

SHADY GROVE PRESBYTERIAN CHURCH

POLICY AND PROCEDURES ON SEXUAL MISCONDUCT

Effective May 14, 2018

 

Policy Statement

It is the policy of Shady Grove Presbyterian Church that all members, officers, employees, and volunteers are to maintain the integrity of ministerial, employment, professional, and volunteer worker relationships at all times.  Sexual misconduct and harassment/abuse is not only a violation of the principles set forth in scripture, but also of these relationships, and will not be tolerated.

 

Purpose

Shady Grove Presbyterian Church adopts this policy on sexual misconduct for the following purposes: 

 1.  To set and enforce standards of ethical behavior consistent with Scripture, the Book of Confessions and secular law;

 2.  To provide procedures for inquiry and effective response to allegations of the breach of duty of emotional, spiritual, and physical care and protection of other persons incumbent on all who represent the church in any way;

 3.  To serve as a guide for the application of the powers of the session under the Constitution of the Presbyterian Church (U.S.A.), Part Two, the Book of Order, as specifically found in the Form of Government;

 4.  To serve as a guide for prevention of sexual misconduct;

 5.  To demonstrate pastoral concern for accusers, victims of alleged sexual misconduct, survivors of such misconduct, as well as those accused or guilty of sexual abuse; and

 6.  To serve the peace, purity, and unity of the Church.

 

Definitions

 Sexual misconduct is an abuse of authority and power, breaching Christian ethical principles by misusing a trust relationship to gain advantage over another for personal gratification in an exploitative and unjust manner.  It is the comprehensive term used in this policy to include sexual abuse of children or adults, rape or sexual assault, and sexual harassment.  Categories of sexual misconduct are described below:

 1.  Sexual abuse occurs whenever a person in a position of trust engages in a sexual act, sexual contact, or sexual behaviors with another person to whom he or she owes a professional responsibility.  Such abuse shall include, but not be limited to, the following:   

a. Sexual acts or sexual contact with a minor;       

         b. Sexual acts or sexual contact involving inducement, threat, coercion, force, violence, or intimidation of another person;

         c.  Sexual acts or contact between Teaching Elders (Pastors) and persons with whom they have a professional or pastoral relationship.  This includes consensual relationships.  Sexual relationships even when consensual are not acceptable regardless of whether pastoral care is involved.  The inherent imbalance of power between the Teaching Elder (Pastor) and a congregant undermines the validity of such consent;

         d. Sexual acts or sexual contact with another person who is incapable of appraising the nature of the conduct or physically incapable of declining participation in, or communicating unwillingness to engage in, that sexual act or sexual contact;

         e. Sexual acts or sexual contact arising from the administration to another person of a drug or intoxicant which substantially impairs the ability of that person to apprise or control the nature of the conduct; and,

         f. Compelling another person to view child or adult pornographic media or websites.

 

2.  Child sexual abuse includes, but is not limited to, any contact or interaction between a child under 18 years old and an adult when the child is being used for the sexual stimulation of the adult person or of a third person.  The behavior may or may not involve touching.  Child sexual abuse between an adult and a child is always considered forced whether consented or not consented to by the child.  Child sexual abuse is a crime in all states and must be reported to civil authorities and the Stated Clerk of the presbytery.  Anyone who knows or has reason to suspect that child abuse has occurred or is occurring is a mandated reporter under state law.

 

3.  Rape or sexual assault is a crime in every state and will be reported to civil authorities and to the Stated Clerk of the presbytery.

 

4.  Sexual harassment includes any sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexually offensive nature when:  a) submission to such conduct is made either explicitly or implicitly a term or condition of an individual’s employment or their continued status in an institution in either a professional or volunteer capacity; b) submission to or rejection of such conduct by an individual is the basis for employment decisions affecting that individual; or c) such conduct has the purpose or effect of unreasonably interfering with an individual’s work or volunteer performance by creating an intimidating, hostile, or offensive working environment.  Sexual harassment can consist of a single intense or severe act or multiple persistent or persuasive acts.  Sexual harassment may include, but is not limited to:  sexually oriented jokes or humor; sexually demeaning comments; verbal suggestions of sexual involvement or sexual activity; questions or comments about sexual behavior, unwelcome or inappropriate physical contact; graphic or degrading comments about an individual’s physical appearance; express or implied sexual advances or propositions; display of sexually suggestive objects or pictures; repeated requests for social engagements after an individual refuses.

 

 Reporting

 

Anyone receiving reports of alleged sexual misconduct should bring them to the attention of the Pastor and/or Clerk of the Session.  If one of those persons is the alleged responsible official, the report will be brought to the other initially.

 

Because the Session cannot control to whom the accuser of sexual misconduct will speak first, it is important that officers, employees, and persons highly visible to church members and visitors understand how reports of incidents are channeled to the proper person.  This policy statement will be published to the congregation and visitors. 

 

The first person to learn of an incident of possible sexual misconduct should not undertake an inquiry and/or investigation alone. Rather, that person should report the matter to the attention of the Pastor and/or Clerk of Session for further action. 

 

Confidentiality of reports of sexual misconduct will be protected to the greatest extent possible.

 

Retaliation against anyone who makes a report of sexual misconduct or who participates in any investigation regarding such a report will not be tolerated.

 

Investigation and Prompt Appropriate Action

 

All reports of sexual misconduct will be investigated and receive prompt and appropriate remedial action.

 

After receiving reports of alleged sexual misconduct, church officials will take necessary and appropriate actions to stop misconduct if occurring, investigate promptly, and implement steps to ensure that misconduct does not recur if necessary.

 

Investigations of allegations of sexual misconduct will be completed by an investigative committee approved by the session.  This committee will consist of at least two persons and include a male and a female.  At a minimum, the committee will schedule a private meeting with the person making the complaint.  The committee will listen objectively and advise on confidentiality and the terms of this policy.  The committee will obtain all relevant information and interview persons with potentially relevant information.  The committee will evaluate such gathered information and recommend a plan of action.  The committee will create a brief summary report with its findings and recommendations attaching all supporting documentation related to its investigation and recommended actions.  The committee will maintain confidentiality as per the terms of this policy.

 

After receiving this information, the appropriate church officials will enforce this policy and take appropriate remedial action which may include disciplinary charges under the Rules of Discipline in the Book of Order.

 

Record Keeping  

 

The church will maintain detailed records of reports, investigations, and responsive actions.  The Clerk of Session, or designee, will maintain the records while the inquiry is in progress. 

A copy of the summary report submitted by the investigative committee including all supporting documentation and any actions taken will be kept in the appropriate files of the church.  A copy of the summary report will be kept in the accused personnel file, if any, and given to the accuser and the accused.

 

Confidentiality

 

Reports of alleged sexual misconduct should never be allowed to circulate without concern for the integrity and reputation of the accuser, the victim of alleged conduct, the accused, those with relevant information, and the church.  Confidentiality by the church and those investigating will be maintained to the greatest extent possible; however, at some point during the investigation it may be necessary to provide identifying information to those involved or those who may have relevant information. Reports, investigations, and appropriate remedial actions concerning sexual misconduct, and records of such, shall be dealt with as matters of highest confidentiality both before and after they have been submitted to appropriate authorities within the church.

 

 

 

Prevention and Training

 

Church officials and employees periodically will be provided with training regarding sexual misconduct prevention.  Records of such training will be kept by the church.  All church employees will receive appropriate pre-employment screening to avoid the occurrence of sexual misconduct during employment.

 

 

 

 

 

 ACKNOWLEDGMENT OF RECEIPT

 

I hereby acknowledge that I received on ______________(date) a copy of the “Policy and Procedures on Sexual Misconduct” of Shady Grove Presbyterian Church and that I have read the policy, understand its meaning, and agree to conduct myself in accordance with the policy.                  

 

 

 

                                                               ­­­­­­­­­­­­­­­­_________________________________

                                                                        (Signature)

 

 

 

 SHADY GROVE PRESBYTERIAN CHURCH

CHILD AND YOUTH PROTECTION POLICY

Effective June 10, 2018

 

I.  Policy Statement

 Shady Grove Presbyterian Church (PCUSA) and its employees and volunteers are committed to the safety, welfare, and protection of all children and youth participating in the programs and activities of the church.  In an effort to minimize the possibility that any child or youth (meaning all those under the age of 18) will be subjected to physical, sexual, or emotional abuse, Shady Grove has established policies and procedures that seek to balance the security and welfare of children and the legitimate expectations of privacy of church staff and volunteers.

 II. Scope of the Policy

 This policy applies to all Pastors, Ruling Elders, Employees, Officers, members, and volunteers of Shady Grove Presbyterian Church.

 III. Policy Intent

A.  To provide safe and secure environments for children and youth.

 B.   To protect children and youth from any incident or conduct that might cause physical, emotional, spiritual or sexual harm while participating in activities and events of Shady Grove Presbyterian Church.  Such prohibited behavior includes, but is not limited to:  sexual abuse or exploitation of children or youth, rape or sexual assault, sexual harassment, verbal, emotional and/or spiritual abuse, abuse of authority or power, breaching Christian ethical principles by misusing a trust relationship to gain advantage over another for personal gratification.  The forms of prohibited behavior may include physical contact, gestures, spoken words, and/or written contact.

 C.  To guide Shady Grove Presbyterian Church in the required conduct of its employees and volunteers in children’s and youth programs with the goal of preventing incidents and allegations of abuse.

 D.  To protect adult employees and volunteers from unwarranted allegations of child abuse.

 E.  To provide a mechanism to deal with reported concerns and take appropriate subsequent actions.

IV. Purpose

 For purposes of this policy, “child abuse” is any action (or lack of action) that endangers or harms a child’s physical, psychological or emotional health and development.  Child abuse occurs in different ways and includes the following:

 A.  Physical abuse – any physical injury to a child that is not accidental, such as beating, shaking, burns, and biting.

 B.  Emotional abuse – emotional injury when the child is not nurtured or provided with love and security, such as an environment of constant criticism, belittling and persistent teasing.

 C.  Sexual abuse – any sexual activity between a child and an adult or any non-consensual sexual activity between a child and another child, including activities such as fondling, exhibitionism, intercourse, incest, and pornography.

 D.  Neglect – depriving a child of his or her essential needs, such as adequate food, water, shelter, and medical care.

 V.  Components of the Policy

 A.  Screening and selection of workers - All paid staff and all scheduled volunteers of Shady Grove Presbyterian Church who work with children or youth shall be screened to rule out any record of prior abusive behavior.  Each paid position shall have a job description that defines the responsibilities of the position and provides information on supervision and evaluation.  Scheduled volunteers are those who supervise or have custody of minors on a scheduled or recurring basis.

 

         1. Paid Employees:  Before hiring any paid employees for a position which includes              supervision or the custody of minors, Shady Grove Presbyterian Church shall:

                  a. Personally interview the applicant.

                  b. Contact the applicant’s references.

                  c. Explain this Child Protection Policy and have the applicant authorize a background screening prior to employment.

                  d. Conduct a background screening that shall include the following:

                           (1) Verification of Social Security Number;

                           (2) A criminal records screening in jurisdictions where the applicant                                     had previously lived;

                           (3) A driving records screening if the position duties involve driving others.

                  e. Obtain a negative (or negative dilute) result on a pre-employment drug screen if a drug screen is thought to be advisable.

2. Volunteers:  Before assigning a volunteer duties which include the supervision or custody of minors, Shady Grove Presbyterian Church shall:

                  a. Interview the volunteer.

                  b. Explain this Child Protection Policy and have the applicant authorize a background screening prior to volunteering.

                  c. Conduct a background screening that shall include the following components:

                           (1) Verification of Social Security Number;

                           (2) A criminal records screening in jurisdictions where the applicant                                     had previously lived;

                           (3) A driving records screening if the position duties involve driving others.

                  d. Obtain a negative (or negative dilute) result on a pre-employment drug  screen if a drug screen is thought to be advisable.

 

         3. Emergency volunteers:  Occasionally volunteers may be needed in an emergency to temporarily fill in for a regularly scheduled volunteer or employee who works with children and/or youth.  In this case Shady Grove Presbyterian Church will make every effort to select volunteers from among those who have been previously screened.

 

All background screening authorizations and results shall be maintained and kept in locked confidential file at the office of Shady Grove Presbyterian Church.  Adverse actions reported through the background screening shall be conveyed by the Office Manager to the entity(s) responsible for the position.

 It is the responsibility of each employee and volunteer covered by this policy to report to the Clerk of the Session or Pastor as soon as possible any subsequent arrest, conviction, treatment or proceeding that would have been disclosed in the background screening process.  An employee’s or volunteer’s failure to report any such subsequent development will be considered to be in violation of this policy.  Information disclosed or which is discovered before or after employment or volunteer service begins does not automatically require adverse action against an applicant, employee, or volunteer.  Rather, a variety of factors such as the nature of the position, the nature of the information disclosed or learned, and the age of the applicant, employee or volunteer when the incident or conduct occurred.

 B.  Training and Supervising Workers - These practices shall be followed in an effort to prevent any physical, emotional, spiritual or sexual harm to children or youth.

1. Conduct training:  Children and youth workers and volunteers shall regularly  review this policy and be encouraged to attend additional training regarding children and youth safety.

2.  Maintain the “two adult” rule:  Ordinarily two adults shall be present during all activities involving one or more minors.  Every effort should be made for both adults to remain present during all activities.  Any meeting where two adults cannot be present for the vast majority of time requires parental and/or program supervisor notification.  Private conversations between an adult and a        child or youth should take place within sight of others.  Counseling sessions with a minor should be held in a place where they are in view of others.  Parental consent or notification of the program supervisor is advised in any situation where an adult worker will be alone with a minor.

                  a. Schedule adequate supervision:  In addition to following the two-adult rule, adult supervision shall be maintained before and after events until all children and youth are in the custody of their parents or another person authorized by their parents.  In instances where youth may drive or carpool to the activity, adult leaders shall remain at the program event until the last youth leaves.

                  b. Approve overnight chaperones:  All chaperones for overnight activities must be approved in advance by the responsible staff person and be in compliance with this policy.

                  c. Report suspicious behavior:  Any inappropriate conduct or relationships between adult workers and children and/or youth shall be reported immediately in accordance with the reporting procedures outlined below.

 

C.  Reporting Obligations

 Pursuant to this policy, any staff member, worker (paid or volunteer), teacher, aid, or other adult participant in a Shady Grove Presbyterian Church sponsored program or event involving children or youth shall report any incident, activity, behavior or evidence noticed that reasonably appears to indicate that child abuse has occurred or may occur.  Persons making reports shall not be identified, without their permission, except as necessary, in connection with any potential or pending legal action or criminal investigation.  Reports should be made to the event coordinator, the program supervisor, the Clerk of the Session or the Pastor.

 If there is reasonable cause to believe a child is being abused, the church will immediately make a report to the Tennessee Department of Children’s Services or to local law enforcement, as required by Tennessee State Law.

 D.  Response to Allegations

         1.  All allegations shall be investigated and taken seriously.

2.  All allegations shall be handled forthrightly with due respect for privacy and confidentiali

3.  The victim will be cared for and not held responsible in any way.

4.  Full cooperation will be given to church and civil authorities under the guidance of legal counsel and in accordance with the Presbyterian Church USA Book of Order.

 Both the victim and the accused shall be treated fairly and with dignity.  The care and safety of minors is of foremost priority.  The accused should not be confronted until the child’s safety has been ensured.  As soon as a report is made, the accused should be temporarily removed from his or her duties pending resolution of the matter.  Paid workers may be suspended with or without pay.  This policy is intended to assure families and those working with children and youth within the Shady Grove Presbyterian Church programs and events that abuse shall not be tolerated in any form—physical, emotional, spiritual, or sexual.  Effective prevention will reduce the risk of harm to our children and youth, and the threat of legal liability for our church and its leaders.  The aim of these guidelines is to assure a safe, loving, and welcoming experience for all children and youth, and will reflect the spirit of the ministry of Jesus Christ. 

 As people called to convey God’s love to young people and develop trusting nurturing relationships with them, Shady Grove Presbyterian Church recognizes the great responsibility we have to be accountable before God, the church, and the community for the safety and well-being of children and youth.  Shady Grove Presbyterian Church also recognizes that by establishing guidelines and maintaining standards for interaction with young people will improve our ministry.  Thus, failure to adhere to these guidelines and standards by any employee or volunteer working with young people may result in appropriate remedial action up to and including dismissal from their position of employment or volunteer service. 

 

 

 ACKNOWLEDGMENT OF RECEIPT

 

I hereby acknowledge that I received on ____________________(date) a copy of the “Child Protection Policy of Shady Grove Presbyterian Church and that I have read the policy, understand its meaning, and agree to conduct myself in accordance with the policy.

 

 

 

 

                                                      ­­­­­­­­­­­­­­­­­­­­­_______________________________________

                                                                        (Signature)

 

 

 

 

 

 

 

 

 BYLAWS

FOR

SHADY GROVE PRESBYTERIAN CHURCH

MEMPHIS, TENNESSEE

Revised April 15, 2018

 

I.  CONSTITUTION

 

Shady Grove Presbyterian Church of Memphis, Tennessee, being a particular congregation of the Presbyterian Church (U.S.A,), recognizes that the Constitution of said Church is, in all its provisions, obligatory upon it and its members.

 

II. CONGREGATIONAL MEETINGS

 

1.  The congregation shall hold an annual meeting and may hold special meetings as necessary, for any or all of the purposes appropriate for congregational consideration.  The business to be transacted at special meetings shall be limited to items specifically listed in the call for the meeting.

 

2.  Meetings of the congregation shall be called by the session, by the presbytery, or by the session when requested in writing by one fourth of the active members on the roll of the congregation. 

 

3.  Public notice of the time, place, and purpose of all meetings of the congregation shall be given on the preceding two Sundays.

 

4.  All active members of the congregation present at either annual or special meetings are entitled to vote. 

 

5.  A quorum in congregational meetings shall consist of 25 eligible voters or 10 percent of the congregation, whichever is greater. 

 

6.  The installed pastor shall ordinarily moderate all meetings of the congregation.  If it is impractical for the pastor to preside, he or she shall invite another minister of the Word and Sacrament who is a member of the presbytery or a person authorized by the presbytery to serve as moderator.  If there is no installed pastor, or the installed pastor is unable to moderate and/or name another moderator, the presbytery shall make provision for a moderator.

 

7.  The clerk of session shall serve as secretary for all meetings of the congregation.  If the clerk of session is unable to serve, the congregation shall elect a secretary for the meeting.  The secretary shall record the actions of the congregation in minutes of the meeting.

 

8.  Meetings shall be conducted in accordance with the BOOK OF ORDER, Chapter Three, G-3.0105, when applicable, or according to ROBERT’S RULES OF ORDER.

 

9.  All congregational meetings shall be opened and closed with prayer.

 

III. SESSION

 

1.  There shall be from nine (9) to eleven (11) ruling elders who shall be elected to serve terms of no more than three (3) years on the session, and may be eligible for reelection according to congregational rule.  However, no ruling elder shall be eligible to serve more than six (6) consecutive years, and a ruling elder who has served six consecutive years shall be ineligible for election for at least one year.  Election shall be to classes as nearly equal in number as possible, with the terms of only one class ending each year. 

 

2.  At least one elder shall be assigned to each of the regular session committees as a representative to the session.

 

IV. ELECTION OF OFFICERS

 

1.  Ruling elders shall be nominated by a committee selected by the congregation, drawn from and representative of its membership.  Congregations may provide by their own rule for a congregational nominating committee provided that the committee shall consist of at least three active members of the congregation, and shall include at least one ruling elder who is currently serving on the session.  The pastor shall serve ex officio and without vote. 

 

V.  AMENDMENTS

 

The above Bylaws can be amended by a three-fourths vote of the session.

 

 

 PERSONNEL POLICIES

A.  Personnel Administration

         1.  This written statement of policies and procedures pertinent to current personnel                 practices of Shady Grove Presbyterian Church is available at all times to all staff members.

         2.  Staff will be informed of personnel policies, practices and procedures which the                 church is developing or reconsidering.

         3.  A personnel record for each employee is maintained and protected against review or use by unauthorized persons.  The record will contain either a completed application form or a brief statement outlining the employee’s previous employment experience and education; references; contracts or agreements;  evaluations; salary history including pension, benefits, and bonuses; and, leave accounting.

B.  Job Descriptions

         1.  Job descriptions will be located in the Appendix of this Manual.

         2.  Job descriptions will be reviewed annually by the Personnel Committee of the Session.

C.  Salary Plan – the Personnel Committee of the Session is responsible for recommending all salaries to Session.  Following action of the Session, the Personnel Committee will notify each employee.

D.  Staff Evaluations

         1.  Staff evaluations will be performed by the chair of the session committee with oversight responsibility and the Pastor

                  a. Chair of Personnel Committee

                           (1) Pastor

                           (2) Office Manager

                  b. Chair of Building and Grounds – Sexton

                  c. Chair of Worship – Director of Music/Pianist/Organist

                  d. Chair of Formation:  Education

                           (1) Youth Director

                           (2) Children’s Director

                           (3) Child Care Attendant

                           (4) Nursery Helper

         2.  The evaluation form will be filled out with an overall rating and a developmental                        plan and forwarded to the Pastor no later than October 15th of each year.

         3.  The Pastor will review the evaluation form and may add comments no later than October 30th.

         4.  The Pastor and Chair of the Session Committee will schedule a meeting with the employee no later than November 15th.

         5.  The employee will be given an opportunity to respond to the evaluation.

         6.  The completed evaluation form should be sent to the Chair of the Personnel Committee no later than November 30th.

E.  Leave

         1.  The Pastor’s leave will be specified in the call.

         2.  Vacation - a vacation with pay is provided for all employees for rest, relaxation, health, and work effectiveness.

                  a. Each request for vacation/time off will be made in written form.  Staff members will present requests at the staff meeting in the month immediately preceding the month in which vacation/time off is needed. The Pastor will review each request and will refer the request to the       Personnel Committee for review.  When approved, the signed request will be returned to the staff member.

                  b. A part-time salaried employee will receive vacation pay in proportion to the number of hours the employee is engaged to work per week.  For example, an employee who is engaged to work twenty hours per week will receive two (20 hour) weeks of paid vacation after one year of continuous employment.

         3.  Sick Leave

                  a. A part-time salaried employee will receive compensation during absences due to ordinary illness in proportion to the number of hours the employee is engaged to work per week.  For example, an employee who is engaged to work twenty hours per week will be eligible for up to forty hours compensation.

                  b. A part-time salaried employee with a current contract will receive leave as specified in that contract. 

                  c. Extended illness shall be referred to the Personnel Committee.  The Personnel Committee shall address all such situations on an individual non-precedential basis that reflects the love of Christ.

         4.  Holidays

                  a. Part-time employees will be paid for one of the following holidays if that holiday falls on a normal workday for that employee.  A part-time employee who works less than eight hours a day will be paid an equivalent number of hours for a paid holiday that falls on a normal workday for that employee.

                           (1) New Year’s Day

                           (2) Martin Luther King, Jr. Day

                           (3) Easter

                           (4) Memorial Day

                           (5) Independence Day

                           (6) Labor Day

                           (7) Thanksgiving Day

                           (8) Day after Thanksgiving

                           (9) Christmas Eve

                           (10) Christmas Day

                  b. If unable to take one of the above holidays due to work responsibilities,  another day shall be substituted.

         5.  Death in Immediate Family

         If a regular full-time or regular part-time employee is absent from work because of a death of a spouse or child, he/she will be allowed up to one calendar week off    without loss of pay; for other immediate family member three days.  Other immediate family includes parents, spouse’s parents, siblings or their spouse, spouse’s siblings or their spouses.  Any additional time off will be counted as annual vacation.

         6.  Jury Duty

A regular full-time or regular part-time employee performing jury duty will be paid at his/her regular rate for the time lost from regular work while so serving.

         7.  Insurance

         All church employees who drive personal vehicles on church business shall provide the church a copy of their driver’s license and insurance card.

PRESBYTERIAN WOMEN

 Purpose – Forgiven and freed by God in Jesus Christ, and empowered by the Holy Spirit, we commit ourselves to:

A. Nurture our faith through prayer and Bible study. 

         1. In the late winter/early spring of each year, representatives from the Churchwide Coordinating Team of Presbyterian Women gather as a Bible study committee to select a topic and an author for upcoming Presbyterian Women/Horizons Bible studies. 

         2. On the first Tuesday of each month the Presbyterian Women of Shady Grove Presbyterian Church meet for this Bible study.  There are morning and evening groups.

B. Support the mission of the church worldwide.

         1.  Beginning in 1922 with the Woman’s Auxiliary and continuing through the Women of the Church, United Presbyterian Women, and Presbyterian Women in the PC(USA), Presbyterian women have a long tradition of caring for others and helping those in need.

         2. An annual Birthday Offering is collected to contribute to specific mission projects. 

C. Work for justice and peace.

D. Build an inclusive, caring community of women that strengthens the Presbyterian Church (USA) and witnesses to the promise of God’s kingdom.

 

 

Shady Grove Presbyterian Church

INTERNAL ACCOUNTING CONTROLS

 Internal accounting controls are measures utilized by our church to safeguard assets from waste, fraud, and inefficient use.  They are designed to promote and protect sound financial practices.

 The Minister and Session share the responsibility for setting a tone and standard of accountability and conscientiousness regarding the church’s assets and responsibilities. The Session fulfills that responsibility in part by approving the aspects of the internal control accounting system.

 The following areas need to be considered for control risks:

 

  • Cash receipts

  • Cash disbursements

  • Petty cash

  • Fixed assets


Internal Control Basics

 

Segregation of duties is essential.  Those who count money on Sunday mornings should never include persons who handle disbursements or record financial transactions. This means the Church Accountant should not be on the counting committee or reconcile the bank statements.

 Two unrelated counters always present.  At least two unrelated individuals should always be present when handling and counting church offerings until it has been locked in the safe.

All disbursements made by check.  All disbursements (except for limited petty cash) should be made by check. No blank checks should be issued. Ideally the person approving purchases should not be the person who prepares checks for payment.

No blank checks or checks made payable to “cash”.  No check should be written payable to cash. It is essential to always be able to identify what funds are used for.

Payments made from original invoices.  Payments should be based on original invoices and/or supporting documentation.

Limit authorized check signers. The number of authorized check signers should be limited. Two signatures should be required on checks over $200.00. The Minister should never be authorized to sign checks.

Bank statement reviewed by someone who does not handle cash.  Ideally bank statements should be reconciled by someone other than the Church Accountant who writes checks.  At a minimum someone else should at least receive and review the bank statements before giving them to the Church Accountant for reconciliation.

Use church budget efficiently. Expenditures should be consistent with a planned budget. All expenditures should be authorized by appropriate persons. Unanticipated expenses should be approved by the Session as appropriate. Otherwise, it opens the way for the Church Accountant to become the “gatekeeper” for church money.

Cash handling procedures should be in writing. Having written policies reduces the chances of abuse and misunderstandings about church finances.

Fidelity bond for all persons handling church monies. Have a fidelity bond to cover staff and volunteers who have responsibility for handling money. Such a bond is a form of insurance that compensates a church if it loses money due to dishonesty of employees or volunteers.

Conduct a regular audit.  This may be an internal audit of church records each year by an audit team of one or more church members with no other role in church financial operations.  (See attached internal control checklist.)  Periodically the church might want to engage services of a professional for a review or an audit.

Document.  Adequate documentation makes it possible to see exactly what transpired, who was responsible and when it occurred. You cannot over document.

Communicate.  This is a basic principle of accountability and it helps keep a proper focus on who the money belongs to. The two things that should be communicated are the Financial Activity (Revenue and Expenses) and Financial Position (Balance Sheet).  Regularly account to church leaders and to the church.  Make communication fit the audience.  Keep it simple but as detailed as needed.

 

Internal Control Checklist

 This checklist should be completed by the end of March each year by members of the church audit team and the results reported to the session.

 General Internal Controls

Performed Yes/No?

Explanation and Action Plan

1. Do the Church Accountant’s activities involve only keeping the records of cash collections and preparing the support for disbursements?

  • The separation of duties is the keystone of a church’s internal control system.

  • Keeping the record keeping function distinct from the cash handling function will go a long way in reducing the church’s risk of misappropriation of funds.

 2. Are facilities locked when not in use?

 3. Are the accounting records safeguarded at all times?  Are computer files backed up and the backup copies properly stored? Are paper records stored at home or in the church safeguarded from being destroyed, altered, or tampered with?

 4. Is the Treasurer reviewing the contribution records on a regular basis?

  • If this is being done by the Treasurer, that individual should not be a member of the counting team.

 5. Are the accounting records and the underlying internal controls audited annually?

  • The auditor can identify and correct any deficiencies before they become standard operating procedures.

  • A written policy of annual audits precludes the Church Accountant from feeling paranoid about the members not trusting him or her.

6. Are new personnel screened?

  • Some screening must occur and may involve as little as a few telephone calls to references, former supervisors, neighbors and so on.

7. Are all employees who have access to cash bonded?

  • Blanket bonds are popular with churches because all employees may be covered. The insurance policy should provide this coverage.

 

Performed Yes/No?

Explanation and Action Plan

8. Is the handling of offerings always controlled by at least two people?

  • The counter schedule should be prepared by the Treasurer and reviewed with each counting team member yearly.

  • The Treasurer should lead an annual review of the counter responsibilities.

9. Is the handling of other receipts of cash always controlled by at least two people?

10. Is cash counted in a secure area?

11. Are all checks received restrictively endorsed as soon as possible?

12. Is cash deposited as soon as possible after receipt?

13. Is all cash received deposited in the bank?

  • Cash receipts should be deposited intact, that is, without being reduced by disbursements.

14. Is cash safeguarded in a safe, lock box, or similar protective container when at the church?

15. Are Sunday morning collection reports given to the Church Accountant for entry into the accounting records?

16. Are incoming-mail and in-office contributions handled by people who are not responsible for the accounting records?

  • If acknowledgements and/or statements of giving are mailed on a regular basis, this may mitigate the risk from not having these duties separated.

17. Are contribution records maintained for members as required by the IRS?

18. Do members receive quarterly contribution statements at least every three to four months?

19. Are members instructed to report any irregularities or errors in their notices of contributions to the Treasurer or Church Accountant?

 

 

 Cash Disbursement Internal Controls

Performed

Yes/No?

Explanation and

Action Plan

20. Are check requests prepared for anticipated disbursements that do not have standing authorization?

21. Has the Church Accountant been provided the annual list of authorized transactions for the year by the finance committee?

22. Are invoices for goods and services approved by a session member on a check request before payment is made?

23. Are invoices checked for accuracy before being paid?

24. Are all disbursements of cash, except for minor items, made by serially numbered checks?

25. Do all check signers inspect all supporting documents before signing?

  • Check requests should not be approved by the same person who is receiving the payment.

  • Check requests for credit card payments should be signed by someone other than the person who made the charges on the credit card.

  • All check requests should be accompanied by an invoice or other supporting documentation.

26. Are at least two signatures required for all checks over a set amount?

  • Prevents one person from being in charge of cash.

  • Blank checks should never be signed.

27. Are supporting documents canceled when checks are issued?

  • Stamp “Paid” on the paperwork. If a voucher check is used, attach the paperwork to the voucher.  Include date paid & check number used for payment on the paperwork.

28. Are all voided checks marked and retained?

29. Is preparing a check to “cash” prohibited?

30. Are blank, unused checks safeguarded at all times?

31. Are expenses always recorded in the correct accounting period?

32. Are transfers among bank accounts properly authorized?

 

 

 Reconciliation Practices

 Performed

Yes/No?

Explanation and

Action Plan

33. Are reconciliations of all bank accounts prepared monthly by a person not involved in writing checks?

  • Monthly reconciliations should be retained for use during the yearly audit of the books.

34. Are account balances in the general ledger and the bank statement reconciled with the amounts presented in financial reports?

35. Has there been an annual review of the old outstanding checks and deposits?

 

 Other Assets

Performed

Yes/No?

Explanation and

Action Plan

 

36. Has there been an annual inventory of the items in the safe-deposit box?

37. Are two signers required for access to the safe-deposit box?

38. Is the balance sheet updated on a quarterly basis to reflect current market conditions?

39. Are scheduled reviews made to determine if insurance coverage is adequate?

 

 

 

 

 

 

 

 Shady Grove Presbyterian  Church

Shared Space Partners

5530 Shady Grove Rd. Memphis, TN 38120 901-683-7329  
Office hours: Monday - Friday 9-2:30 PM

Located on a quiet corner in east Memphis, Shady Grove hosts over thirty community groups. Our fee structure is based on the maintenance costs per square foot. We have three rooms in our Educational building that are available for community use.

Room 1 is a small square room overlooking the courtyard and is $10 per hour.
Room 4 is a larger rectangular room and is $15 per hour.
Our Fellowship Hall accommodates a large number of people and is $60 per hour.

We require a signed contract and a certificate of additional insured. Some pro bono space rentals are available to church members with Session approval. Contact the office at 683-7329 or email us for more information about shared space partnerships.

Worship is at 10:30 am on Sundays. Shady Grove Presbyterian Church is a member of PCUSA.

 

 

 

 

Shady Grove Presbyterian Church

5530 Shady Grove Road • Memphis, TN 38120 • phone: 901-683-7329 • fax: 901-683-7302

 

Facility Use Agreement

- 2 Executed Copies -

                 

___________________________ as representative for __________________________________requests to use Room #____________________ at Shady Grove Presbyterian Church (SGPC) on ________________________ from the hours of _________ until _________ for _________________. Approximately _______ people will attend. This term of this agreement is from ____________ (date) through ____________ (date). A Key    will / will not (circle one) be issued. If issued, the key shall not be duplicated and shall be returned at the end of the term. User   shall / shall not (circle one) store items at SGPC.

 

Special set up instructions (see also attached layout): ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

 

The undersigned agrees to assume all liability for the use of the facility such as cleaning up after use and seeing that no harm is done to the facility, the furniture of the fixtures in or belonging to the facility. The undersigned also agrees that SGPC’s only responsibility is to provide the room or rooms stated in this agreement. The undersigned has inspected the premises and acknowledges that they are free and clear of any defects and understands that SGPC accepts no responsibility for the actions of the group which is using the facility. The undersigned understands that SGPC is not responsible for equipment and/or other property being stored at SGPC.

 

User shall provide SGPC with a Certificate of Insurance naming SGPC as an Additional Insured. User shall at the time of signing this agreement furnish SGPC with a security deposit of $______. This shall be refunded within 10 days after the scheduled use of the facilities provided that no unnecessary wear and tear occurs. User shall pay in advance $______ per meeting / week / month (circle one) for use of facility. A total of $_______ per year.

 

User shall further be responsible for leaving the leased premises in clean and orderly condition, turning off lights, and securing and locking all outside doors after each use.

 

USER AGREES TO HOLD SHADY GROVE PRESBYTERIAN CHURCH (SGPC) HARMLESS FOR ANY PERSONAL INJURY OR PROPERTY DAMAGE RESULTING FROM THE ACTIONS OR ACTIVITIES OF THE USER OR ITS MEMBERS, ASSOCIATES, EMPLOYEES OR AGENTS, AND TO INDEMNIFY SGPC FOR ANY SUCH LOSSES RESULTING FROM SUCH ACTIONS OR ACTIVITIES.

 

User of facility ____________________________          Shady Grove Presbyterian Church (SGPC)

By _______________________________________             By ______________________________________

Title _____________________________________          Title____________________________________

Date _____________________________________             Date____________________________________

 

Print Name_________________________________             Church Member Contact_____________________

Address ___________________________________            

City, State, Zip____________________________

Phone(s) _________________________________

Email       

 

 

 

 

 

 

 

 WEDDINGS AT

SHADY GROVE PRESBYTERIAN CHURCH

SESSION POLICY

 

It is important to remember that a wedding in a church is a religious ceremony. The service is designed to focus on God and the Christian understanding of marriage. It emphasizes that love and marriage are gifts of God. During this service of worship, we give thanks to God for these gifts, we listen to God’s Word through the scriptures and you respond to this Word by making your vows – vows which reflect a deep and lifelong commitment to one another, and the community responds through their prayers for God’s help and guidance.

 

A service recognizing and blessing a previously held civil marriage, and confirming it in the presence of the church, family and friends may be appropriate, if desired by the couple. This would be similar to the marriage service, however would in the opening statements reflect the fact that the couple are already married according to the laws of the State of Tennessee, or some other jurisdiction.

 

The Session of Shady Grove Presbyterian Church has adopted the following policies for Weddings in this congregation of Christ's Church:

 

I. The Church

 

A.      Sacred Nature: Weddings are a sacred rite for Presbyterians, they are not a sacrament. Weddings are to be joyfully conducted with appropriate dignity, within the context of worship. Christian marriage should be celebrated in the place where the community gathers for worship. As a service of Christian worship, the marriage service is under the direction of the minister and the supervision of the session. (BCO W-1.4004-.4006) The Church joins the couple in seeking God's blessings on their marriage. Therefore, weddings shall be conducted in accordance with the standards set forth in the Directory of Worship in the Presbyterian Book of Order.  This includes fitting passages of Scripture, interpreted variously as is appropriate; prayers for the couple, for the families and communities which support them. Music shall be suitable for such a service. "Other actions common to the community and its culture may appropriately be observed when these actions do not diminish the Christian understanding of marriage." (BCO W-4.9004) Marriage service bulletins, at cost, may be arranged, if desired.

 

B.      Floral arrangements and the use of additional candles and candelabra should be consistent with the worship space. By prior arrangement, flowers may be left for Sunday worship, if desired.

 

C.      Questions concerning the provision of music, musicians, or guidance in musical selections, shall be directed to the church organist, director of music or the pastor conducting the service. Upon special arrangement, another qualified musician may be chosen, subject to approval by Shady Grove's music department. Other soloists and musicians are also acceptable within previously stated standards. The Services of the Music Director and Organist are available to provide music for the wedding at the request of the couple. Fees for these services will vary and should be negotiated between the musicians and the wedding couple.

 

D.      The Pastor of Shady Grove Presbyterian Church ordinarily conducts its marriage services. Should there be a desire to invite another clergy person to take part in the service, the request is properly made to our pastor who then issues the invitation. In those occasions where Shady Grove's Pastor does not conduct the service, it is expected that the service will conform to those standards articulated above.

 

II. The Couple

 

The couple should contact the Pastor and Church Office, as early as possible before the wedding in order that no conflicts arise with the Church Calendar. This also provides sufficient opportunity for appropriate consultation and preparation for the service. Normally, the minister leading the service will provide for pre-marital discussion with the couple the nature of their Christian commitment, the legal requirements of the state of Tennessee, privileges and responsibilities of Christian marriage, the nature and forms of the marriage service, vows and commitments they will be asked to make, the relationship of these commitments and the resources of faith and of the Christian community available to assist in fulfilling their covenant. Such discussion is equally important in a first marriage, a marriage following death of a spouse, and marriage following divorce.

 

Legal Requirements:  It is the responsibility of the couple to fulfill the legal requirements, obtaining the marriage license and any other required certificates. The church cannot assume responsibility nor is it able to provide these documents.

 

III. The Rehearsal

 

The wedding rehearsal provides opportunity for the minister, the couple and the entire wedding party to develop an appreciation for the preparation of the wedding ceremony as at once a sacred moment and a joyous time of worship and celebration in the life of the wedded pair, their friends and families. The following common sense guidelines will help:

 

1. Inform everyone involved of the time and place of the wedding and rehearsal.

2. The couple should confirm the participation of all members of the wedding party.

3. In consideration to everyone's schedules, the musicians, pastor and any rehearsal dinner plans, beginning promptly will lessen everyone's stress and make for an orderly and satisfying preparation for this important celebration.

4. Attire should be appropriate.

5. No one should be under the influence of alcohol. In the interest of both health and safety, Shady Grove Presbyterian Church provides a totally smoke-free environment.

6. If there is someone coordinating the wedding, that individual should plan to meet with the pastor in advance of the rehearsal in order to facilitate and walk through possible configurations for the wedding party. This will greatly improve the flow of the rehearsal.

7. Rehearsals normally require approximately an hour.

 

IV. The Ceremony

 

The Wedding Ceremony has a general format which includes scriptural sentences and a statement of purpose. The intentions of the wedded couple to enter into Christian marriage and exchange vows of fidelity and love are central to the ceremony. Various passages of scripture, interpreted in ways appropriate to the occasion are in order. Prayers shall be offered for the new couple, the communities which support them and for all who seek to live in faithfulness. Implicit is that all of us review and renew our own vows as we seek God's blessings on this new union. The pastor encourages couples to take initiative in working through ceremonies which can be provided in order to provide a service which reflects the scriptures, the understanding of marriage, the poetry and music of the new couple. Music should be carefully thought through. It should direct our attention both to God and to the unique pair that we are asking God to bless in this new union.

Holy Communion, celebration of the Lord's Supper, requires approval of the Shady Grove Session. Care shall be taken that the invitation to the Table is extended to all baptized present. The marriage service may take place during the Service for the Lord's Day upon authorization by the session. It should be placed in the order as a response to the proclamation of the Word. It may then be followed by the Sacrament of the Lord's Supper. (W-2.4040; W-3.3503) W-4.9003.

Dressing Areas: The wedding party will be given access to certain areas set apart from the sanctuary for preparation and dressing.

Photography: Wedding memories are very important. Good photography provides a beautiful record for years to come. There are certain guidelines in which we ask compliance, in keeping with the worship context of the wedding:

1. Pictures or photographic techniques requiring flash, strobe-light or spot lighted pictures should be used only prior to and after the ceremony. We request that there be no flash pictures during the ceremony.

2.Exposure requiring no additional light, taken unobtrusively, may be permitted. Specifically, professional photographers or family members with personal cameras should not move around in the sanctuary during the ceremony snapping "neat angle" shots. If they can be done without distraction, these shots are permissible, upon consultation with the pastor. (note: some of the most unique images remain within the memory of those taking part)

3. Following the service, as the couple leaves the sanctuary down the center isle, flash pictures may be resumed.

4. To the extent possible, reposing of parts of the service will be accommodated for the photographer and family once the congregation has left the sanctuary. This should be done as quickly as possible, that the married couple not be unduly delayed in receiving their guests. A number of wedding party photographs are often taken prior to the service.

The Sanctuary should be left by the wedding coordinators in a condition of readiness for worship upon the conclusion of the wedding. Any damage occurring during the service or reception will be appropriately billed.

Sobriety: Under no circumstances will a person be permitted to participate in a marriage service if they are under the influence of alcohol.

 

V. The Reception

 

The Church Lobby is available for a limited number stand-up (maximum 125) reception with minimum food preparation.

The Fellowship Hall will accommodate approximately 300 standing guests, approximately the capacity of our sanctuary. For a seated dinner, the maximum is about 150 persons. Plans for use of the Fellowship Hall and Kitchen should be coordinated with the church office. If a catering service is used, we expect that it will provide the bulk of the equipment needed for the reception. Coffee urns are available, as are dishwashers, sinks, counter and preparation space. There is a refrigerator and freezer, but they usually accommodate resources used from time to time by the congregation.

 

Shady Grove Presbyterian Church cannot assume responsibility for disbursement to photographers, florists, and caterers. The wedding couple is responsible to assure that those rendering such services understand and abide by these policies.

 

Access: The Sexton, member of the Property Committee of the Session, or Pastor, will be present to lock and unlock the church facilities, take care of preliminary preparations, be available for consultation and facilitate the use of church property.  Aware of the many demands which a wedding places on the future wedded pair, and especially the families, we will do all in our power to make certain that your wedding is memorable, a holy and joyful service, and as pleasant as we can make it for you. We welcome the opportunity to serve those not in the membership of this congregation.

 

VI. Schedule of Fees

 

An advance deposit of $150 is required at the time space is reserved. $100 is designated as a security deposit to assure that the church is left in order following the service. Should the kitchens or Fellowship hall been reserved, this means that a normal clean-up is done by caterers and that the facilities are left in usable order.

 

The facility will be made available prior to the wedding for a one hour rehearsal.  However, if the rehearsal is held on a Friday, you may not be in the building between 6pm and 7pm.  No exceptions.  Also, the rates listed below assume usage of the facility for three hours for a wedding.

 

Upon approval by the property committee, this security deposit of $100 will be returned following the wedding/reception.(revised 8/25/10)

 

The balance of fees should be paid the week prior to the wedding.

 

Use of Facilities:                                                           Members                                Non-Members

Sanctuary Only                                     No Charge                                $500

     Plus $100 custodian fee

 

Sanctuary and Fellowship Hall with Kitchen                No Charge                                $800

     Plus $250 custodian fee

 

 

Professional Fees:

Minister -Pre-marital Counseling, Rehearsal, Ceremony      Voluntary                                          $200

 

Church Organist -Music consultation, rehearsal, Wedding --Negotiated with the Organist and musicians--

All other Shady Grove Services, with the exception of any incurred printing costs, are included in the Facilities fees.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Designated Gift Policy

 

This policy sets forth the conditions under which Shady Grove Presbyterian Church (herein referred to as “Church”) may accept designated gifts.  Subject to this policy, the Church may accept donations from its members and the community who want to donate to the Church and have such donations used to support a ministry of the Church.

Shady Grove Presbyterian Church is a 501(c)3 organization and subject to IRS rules on tax deductible contributions.  For this reason the session has set forth the following rules under which the Church can accept and use designated gifts.

·      Designated funds are established and disestablished by the session to meet the needs of the Church.  All gifts or offerings must be given to an existing fund.  If a donor would like to start a new designated fund, they must request this of the session and it must be approved before the designated funds are accepted.

·      The Church must, by IRS regulations, maintain discretion and control over all contributions and the ultimate determination of how all donated funds are allocated.  Donors are welcome to suggest usage of the designated gift with the understanding that the session has the discretion to determine how best to use all contributions to carry out the Church’s mission and purpose.

·      Gifts designated for individuals or a specific individual are not tax deductible contributions.

·      Designated gifts cannot be given to forward to specific organizations unless a specific organization is named for a special offering which will be for a specific and limited time period.  The Church encourages our members and the community to give directly to the organization they would like to support.

·      Designated funds may be disestablished upon the completion of the designated project or ministry.  Any remaining money in the fund will be used at the discretion of the session based on the needs of the Church.

Additionally, it is the recommendation of the Church that designated gifts should be in addition to the member’s regular offerings.  If a member designates gifts that are not above and beyond their regular offerings, it should be noted that the Church may have a difficult time covering its budgeted expenditures.

Any donations given to the Church will affirm the donor’s agreement with this policy.

 

 

 

 

 

 

 

Policy for Accepting Donations of

Furniture, Fixtures, Equipment and Real Estate

 

 

This policy sets forth the conditions under which Shady Grove Presbyterian Church (herein referred to as “Church”) may accept donations of furniture, fixtures, equipment and real estate.  Subject to this policy, the Church may accept donations from its members and the community who want to donate to the Church and have such donations used to support a ministry of the Church.

Shady Grove Presbyterian Church is a 501(c)3 organization and subject to IRS rules on tax deductible contributions.  For this reason the Session has set forth the following rules under which the Church can accept and use donated items.

The Session will have oversight responsibility for handling the acceptance of donations of furniture, fixtures, equipment and real estate.  The Clerk of Session  will act as facilitator and work with an ad hoc committee of representatives from the appropriate Church team or group affected by the decision of accepting a specific gift.

 

 

Example:

 

If someone inquires about donating a sofa to the youth ministry, the contact should be referred to the Clerk of Session who will create an informal ad hoc committee of youth group representatives who have a direct interest in use of the gift.  This group decides whether or not the gift should be accepted.  The Clerk of Session contacts the person offering the gift, gives them the decision made by the group, and arranges for appropriate follow through.

 

The Session provides oversight for the entire process.

Shady Grove Presbyterian Church

Director of Children’s Ministry

 Church Description: Shady Grove Presbyterian Church (SGPC) strives to honor the greatest commandment to love God and to be a place that is open to all people. The Mission of SGPC is to open ourselves to God-seekers; feed, nurture, and provide refuge for those in need. The Purpose of SGPC is to care about others and our well-being with love.

 Position Description: The primary duty of the Director of Children’s Ministry (DCM) is to oversee all ministries for children at SGPC. At it’s heart, this ministry teaches and instills in our children core values of love, justice, and peace. The DCM will support, guide, encourage, and inspire the children and volunteer leaders from within the congregation. The individual must work closely with the pastor and leadership to coordinate children’s regularly scheduled weekly programming and special event programming throughout the year. The DCM must be accepting and affirming of SGPC’s mission and purpose and must clearly radiate that we are a welcoming congregation for all.

● This is a part-time, 10-hour per week position. Hours may be flexed to meet the needs of the church, the staff, and the church season

● Approximately 7 hours weekly will be spent on planning and preparation and 3 hours per week will be spent implementing programs and curriculum

● Salary: $10,000 annually

● Benefits: N/A

● Reports to: Pastor, Formation Team

KEY RESPONSIBILITIES

Children’s Worship Experience

● Collaborate with pastor to create worshipful time and space for young children during the Sunday

morning worship hour (i.e. prepare and enrich young children’s worship with the whole church)

● Create special programs for children that align with church calendar (for example,

Christmas pageants, Easter activities)

● Collaborate with pastor and worship team to prepare children to participate in worship

activities and to play an active role as acolytes and readers

● Provide support for volunteers preparing children’s sermons

● Communicate with parents and families about children’s ministry and programming

and collaborate with the nurture team and pastor to provide outreach/care to families as needed

Children’s Programs

● Develop regularly scheduled and special programs for children and families throughout the year

● Recruit and train volunteers to assist with children

Other Duties

● Develop budget for submission to the session and responsibly steward resources

● Attend staff meetings

● Attend Formation Team meetings and Session meetings where appropriate

● Contribute to SGPC’s social media and other communications

 

QUALIFICATIONS

Personal

● Has a personal, active, and growing relationship with God through Jesus Christ

● Is energetic, warm, and able to share God’s love with children, youth, and families

● Is comfortable with visiting and listening to those involved with this ministry

● Is able to balance work and personal life

● Is physically capable of sustained activity with young people

 Professional

● Has knowledge and experience in Biblical interpretation, child-development, faith-development, and religious educational theory and practice

● Experience and ability with music and drama programs preferred

● Maintains confidentiality (where appropriate) and is accountable with the church’s budget and resources

● Seeks opportunities for professional growth

● Understands Presbyterian theology and polity

 

Education/Experience

● Bachelor’s degree in related field or appropriate background and experience

● Experience working with children and/or youth (Christian education or children’s ministry

Shady Grove Presbyterian Church

Director of Youth Ministry

 

Church Description: Shady Grove Presbyterian Church (SGPC) strives to honor the greatest commandment to love God and to be a place that is open to all people. The Mission of SGPC is to open ourselves to God-seekers; feed, nurture, and provide refuge for those in need. The Purpose of SGPC is to care about others and our well-being with love.

Position Description: The primary duty of the Director of Youth Ministry (DYM) is to oversee all ministries for youth at SGPC. At it’s heart, this ministry teaches and instills in our youth core values of love, justice, and peace. The DYM will support, guide, encourage, and inspire the youth and volunteer leaders from within the congregation. The individual must work closely with the pastor and leadership to coordinate youth’s regularly scheduled weekly programming and special event programming throughout the year. The DYM must be accepting and affirming of SGPC’s mission and purpose and must clearly radiate that we are a welcoming congregation for all.

● This is a part-time, 10-hour per week position. Hours may be flexed to meet the needs of the church, the staff, and the church season

● Approximately 7 hours weekly will be spent on planning and preparation and 3 hours per week will be spent implementing programs and curriculum

● Salary: $10,000 annually

● Benefits: N/A

● Reports to: Pastor, Formation Team

 

KEY RESPONSIBILITIES

 

Youth Worship Experience

● Create special programs for children that align with church calendar (for example, Christmas pageants, Easter activities)

● Collaborate with pastor and worship team to prepare children to participate in worship activities and to play an active role as acolytes and readers

● Communicate with parents and families about youth' ministry and programming and collaborate with the nurture team and pastor to provide outreach/care to families as needed

Youth Programs

● Create a vibrant and active youth group

● Select and develop regularly scheduled and special programs for youth (Bible studies, mission projects/trips, worship, fellowship)

● Develop regularly scheduled and special programs for youth and families throughout the year

● Recruit and train volunteers to assist with youth

Other Duties

● Develop budget for submission to the session and responsibly steward resources

● Attend staff meetings

● Attend Formation Team meetings and Session meetings where appropriate

● Contribute to SGPC’s social media and other communications

 

QUALIFICATIONS

Personal

● Has a personal, active, and growing relationship with God through Jesus Christ

● Is energetic, warm, and able to share God’s love with children, youth, and families

● Is comfortable with visiting and listening to those involved with this ministry

● Is able to balance work and personal life

● Is physically capable of sustained activity with young people

 

Professional

● Has knowledge and experience in Biblical interpretation, child-development, faith-development, and religious educational theory and practice

● Experience and ability with music and drama programs preferred

● Maintains confidentiality (where appropriate) and is accountable with the church’s budget and resources

● Seeks opportunities for professional growth

● Understands Presbyterian theology and polity

 

Education/Experience

● Bachelor’s degree in related field or appropriate background and experience

● Experience working with children and/or youth (Christian education or children’s ministry preferred)

Shady Grove Presbyterian Church

Job description: Sexton

Reports To: Pastor and through the Business Team

Hours of Work: This is a part time 30-hour position. Hours may be flexed to meet the needs of the church, the staff, and the incumbent.

Salary Range: $15K-$30K

Benefits: $10K

Position Purpose: The primary duty of this position is to maintain clean, water-tight,

and functional buildings, spaces, systems, and grounds ready for use for church, special

functions, and lessee use. Lead and accomplish the repair of problems: plumbing,

electrical, HVAC using basic knowledge of those technologies, painting, and sheet-rock.

Deploy knowledge of gardening including planting of seasonal plants and care of flowers

and shrubs; work to maintain a community garden. Maintenance of audio and video

equipment is expected.

Qualifications: A high school diploma or GED equivalent; two year’s experience with

building and grounds maintenance, professional cleaning, and electrical, plumbing, and

HVAC repair and maintenance; driver’s license in good standing and proof of vehicle

insurance; ability to climb ladders and lift more than 50 pounds; gardening and

landscaping experience.

Key Responsibilities:

 Maintain floors, dust furnishings, clean restrooms, and wash windows on a scheduled basis.

 Replenish paper and soap supplies in all buildings as required; use a schedule.

 Clean church entrance, sidewalks, and parking areas by schedule.

 Empty trash and refuse; place trash bins at curb by collection schedule.

 Prepare facilities for special use (move furniture, set-up furniture and/or equipment at the request of the pastor, office manager, Presbyterian Women, Worship Team, or legitimate church organization, etc.

 Ensure that physical set-up is accomplished for regularly scheduled events and use.

 Engage in constructive communication with pastor, office manager, Business Team, and interested parties on a daily basis for recent requests to cover new assignments; report problems encountered during conversation.

 Establish and maintain email and phone lists to abet communication.

 Assist with set-up and clean-up when facilities are used for weddings and receptions (with compensation expected by church policy).

 Manage janitorial supply inventory and restock as needed; stay within the yearly supplies budget.

 Assess maintenance needs and repairs, acquire and evaluate bids to complete the repairs, hire contractors with approval from the Business Team; establish schedules of repair, compliance, and maintenance.

 Accept and participate in Business Team initiatives and meetings.

 Coordinate art gallery repairs after show, instructing artists in the repair procedures and expectations; provide the materials required for amelioration of show-place walls.

 Participate in weekly staff meetings, provide perspective, fulfill the vision of the church.

 Oversee and program HVAC system keeping the facilities comfortable for use; establish a schedule for maintenance of the systems.

 Work with the Business Team and perform any other related and appropriate duties assigned by the Business Team, pastor, or office manager.

 Perform any other related and/or appropriate duties as requested by pastor, Business Team, or office manager.

Shady Grove Presbyterian Church

Job description: Church Accountant/Office Manager

 

Reports To: Pastor, church treasurer (unless this position is one and the same), and through the team structure.

Hours of Work:  This is a full-time position.  Posted office hours are 9 am to 3 pm. Hours may be flexed to meet the needs of the church, the staff, and the incumbent.

Salary: $46,900 annually

 Benefits: No benefits, if part-time (benefits to be negotiated should the position become full-time after an acknowledged, documented discussion with church leadership).

 Position Purpose: The primary duty of the church accountant position is to perform accounting duties for the pastor, treasurer, Session, Session teams and ministries, and create and compile financial reports to benefit the church and its allied activities, with the oversight of the pastor, church treasurer, and the Business Team.  The primary duty of the office manager position is to perform administrative duties for the pastor, Session, Session teams, ministries, and create and compile marketing, appeal, and graphic design work to benefit the church and its allied activities.  In the event two people are necessary to fulfill these job descriptions in the future, they may be separated into two part time positions.

 Qualifications: Five years demonstrated experience with an associate’s degree or advanced experience in equivalence. Proficiency in computer software tools including basic and advanced applications, including accounting. Strong interpersonal skills, proficiency in handling multiple and disparate tasks, flexibility in the acceptance of multiple tasks is expected. Confidentiality is expected. Collaboration and cooperation is expected. Works with minimum supervision and with a “can-do” approach and facilitates the concept of a team-based approach. Applies advanced accounting principles and is able to explain and defend alternative methods

 Key Responsibilities for Church Accountant:

·       Handle and record accounts payable and receivable.

·       Prepare and send all invoices; inform the appropriate parties of any account receivable more than thirty days delinquent.

·       With the confidential oversight of the church treasurer, monitor pledges and distribute quarterly statements to congregants. Answer all inquiries from congregants regarding discrepancies or other pertinent issues regarding personal pledges/statements. Retain and protect confidentiality at all times.

·       Pay bills through on-line bill pay methodology.

·       Coordinate bank distribution of a payment by check system.

·       Prepare, calculate, file reports, and deliver the weekly deposit integrating the Sunday offering/weekly deposit directly into a spreadsheet which lists each separate giving unit to provide for an accurate and easy to use, end of year pledge tally that includes special offerings. Submit a monthly report to the church treasurer.

·       Convert pledges and result records to Realm format; backs-up this system.

·       Prepare regularly scheduled accurate accounting of Sunday contributions.

·       Prepare, calculate, compile, and maintain accurate budget, ledger, current account, operations, maintenance, human resource, reconciliation, and outreach financial statements and reports to illustrate current conditions.

·       Participate in annual budget discussions.

·       Project future impact of financial considerations.

·       Be able to demonstrate a working knowledge of the church’s cash flow and account relationships.

·       Co-ordinate the preparation of employee payroll, entering pay and benefit changes and required IRS documentation including W-2s.

·       Integrate the information compiled from previously listed requirements into coherence for the benefit of the pastor, staff, Session, and teams upon reasonable request.

·       Coordinate annual (minimum) audits with unbiased third parties in coordination with the Business Team.

·       Other duties assigned as deemed necessary by the pastor, Session, and/or teams.

·       Posting receipts and disbursements of all accounts according to the church’s system.

·       Preparation of monthly bank reconciliation statements.

·       Preparation of monthly financial reports for team or Session or the church treasurer’s use.

·       Preparation of annual statements.

·       Preparation of monthly, quarterly, and annual government and denominational reports.

·       Providing pledge cards and envelopes through the mail as required by church members, otherwise, provide for pick-up at church.

·       Issuance of paychecks to salaried staff on the basis of the pay arrangement accorded to the staff member.

·       Retention and updating of personnel files.

·       Work with the church teams and perform any other related and appropriate duties assigned by the teams, pastor, or office manager.

·       Perform any other related duties reasonably and appropriately assigned.

 

Key Responsibilities for Office Manager:

·       Receive visitors, contractors, lessees, and deliveries.

·       Receive and route telephone calls, directing the calls and inquiries to the appropriate persons or providing information regarding church activities as knowledgeable.

·       Maintain files for the church regarding team and committee activities, contracts, and repairs.

·       Manage the office, including compiling and coordinating the order and purchase of all supplies.

·       Oversee the maintenance and repair of office equipment.

·       Maintain an activity calendar for church and lessee activities.

·       Collect and compile information to assemble and produce the church weekly bulletin for use during services. This responsibility includes inserts, team activities, illness reports, a listing of Sunday service responsibilities, an activity calendar update, and the dissemination of other pertinent information.

·       Prepare the layout, copy, and folding of the Sunday bulletin.

·       Prepare the layout, copy, and folding of inserts for the Sunday bulletin.

·       Prepare and print special programs for special events, special activities, Evensong, holidays, etc.

·       Communicate program and coordinate set-up and other special requirements to the church sexton.

·       Liaise with potential and actual lessees of church property.

·       Coordinate and prepare meeting minutes, if required or requested, and correspondence of the various church teams and/or committees or subcommittees deemed necessary by team chairpersons or the Session.

·       Prepare the church communications and SGPC Presbyterian Women’s directory and supplements annually or as reasonably requested.

·       Provide design services as requested by the pastor or the Session in support of church business: inserts, graphics, web-site, program announcement, and/or business function as reasonably requested.

·       Produce a monthly church newsletter to include writing, edit, design and layout, both in print and on-line format. This duty also requires printing, folding, sorting for bulk mailing, and delivery to the post office.

·       Maintain mailing lists and name tags of members, church friends, teams, the

·       Session, and Saints.

·       Send acknowledgements for memorials and donations.

·       Serve in special relationship to the Clerk of Session by proofing minutes and

·       maintaining a digital record of Session minutes on the church blog.

·       Coordinate church volunteers including:

o Preparation of weekly flower calendar;

o Preparation and publication of special lists for flower contributors at holiday and/or for special ceremonies, events, or causes for decoration;

o Publication of weekly lists of service for acolytes, ushers, psalmists, liturgists, bread and table, and after church refreshments.

Shady Grove Presbyterian Church

Job description: Director of Music/Pianist/Organist

Reports To:  Pastor and through the Worship Team

Hours of Work:  This is a part-time, 20-hour per week minimum position.  Hours may be flexed to meet the needs of the church, the staff, and the incumbent.

Salary Range: $18K-$40K

Benefits: $21K (pension and benefits)

Position Purpose:  The primary duty of this position is to plan, coordinate, and direct the music program of the church; provide appropriate accompaniment on piano or organ for worship services and other designated church functions, and to direct and conduct the adult church choir.

Key Responsibilities:

  • Oversee all music activities for worship in coordination with the pastor including the adult choir and piano and organ performance.

  • Lead and direct the adult choir, including planning and direction of choir rehearsals to provide meaningful and challenging music prepared for worship and/or other special events; accompany the adult choir for rehearsal and worship and scheduled events.

  • Rehearse hymns to be used at service with the adult choir.

  • Coordinate with the pastor to explore and implement new music, support new hymns for use during service, and introduce these new hymns for worship.

  • Meet with pastor on a regular basis to plan for future services, events, and needs.

  • Encourage and arrange to use soloists and ensembles during worship service and other activities; coordinate with those soloists and ensembles as needed; accompany the soloists and ensembles when required during performance and rehearsal.

  • Actively seek/recruit the talents of the congregation, including instrumental solos or ensemble play and accompaniment were suitable.

  • Provide free lessons in compensation for private lessons undertaken, in other words, any paid lesson using church equipment will be compensated through the offering of a free lesson in a one-for-one exchange.

  • Schedule, arrange, and direct special music such as cantatas, musicals, church night supper entertainment, weddings, funerals, etc.  Consult with appropriate persons to approve music for funerals and weddings according to church policy.

  • Serve as the pianist/organist at weddings and funerals.

  • Select and prepare musical scores; locate and carefully review music selections for use with the adult choir, ensembles, or soloists using selected resources, publishing houses, and church files; study each score thoroughly as to methods required to interpret and rehearse.  Arrange music for singers and instrumentalists as needed.

  • Oversee the work of temporary/replacement pianists/organists in the event of absence, if able.

  • Serve as a consultant to the Worship Team as requested.

  • Plan, schedule, and implement retreats or other appropriate training activities for the choir, as requested; match abilities and motivation to produce improving finished performance.

  • Plan, organize, rehearse, and deliver three choral arrangements per month (adult choir and ensembles).

  • Participate in the church budgeting process; match spending habits with budgeted resources; account for sheet music, paper supplies, piano/organ tuning, acquisition of accompanists, soloists, and ensembles.

  • Attend and participate in weekly staff meetings.

  • Work with the Worship Team and perform any other related and appropriate duties assigned by the Business Team, pastor, or office manager.