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HILLSIDE PRESBYTERIAN CHURCH
A. Ministry of Administration, Stewardship & Finance
1. Finance Sub-Committee is to:
(a) Recommend and maintain a policy of church financing consistent with sound business management and responsible stewardship principles.
(b) Complete an audit of all books and records relating to finances once each
year by a public accountant or public accounting firm or a committee of
members versed in accounting procedures. Such auditors should not be
related to the Treasurer or Assistant Treasurer.
(c) Prepare and present a financial statement to the Session and the congregation monthly and an individual financial statement to the members of the congregation quarterly.
(d) Provide for the counting of the offering at each service by two persons (usually the Assistant Treasurer and an active Elder), and prepare it for the Church Treasurer.
(e) Make available to the Pastor/Session an emergency assistance fund to be
used to assist those in need, and periodically report to Session on its use.
(f) Manage the building fund allocation.
(g) Serve as a budget preparation committee and budget review.
(h) Committee to receive budget requests from all ministries of church which require operational funds by September 30th of each year; study all such requests and incorporate them into a proposed budget to be presented to the Session in October. A final budget will be presented to the Session in December, following the annual Stewardship campaign.
2. Stewardship Sub-Committee is to:
(a) Develop methods to encourage use of members’ unique talents, gifts, and
experiences.
(b) Maintain, update, and distribute information obtained from the Time and
Talent Sheet on all members of the congregation.
(c) Implement Session’s responsibility “to challenge the people of God with
the privilege of responsible Christian stewardship of money and time and talents, developing effective ways for encouraging and gathering the offerings of the people and assuring that all offerings are distributed to the objects toward which they were contributed” (G-10.0102h).
(d) Recommend the need for special campaigns to raise funds.
(e) Plan and conduct a continuing educational program for membership through the year with regard to the areas of financial need in the overall church.
(f) Promote continuous stewardship emphasis as well as special seasons of stewardship.
(g) Plan and execute the annul Stewardship Campaign.
(h) Be responsible for the implementation of the Fundraising policy as adopted by the Session.
(i) Receive and acknowledge memorials and other gifts, in accordance with the Policies and Procedures for Memorials adopted by the Session. Make arrangements for suitable gifts to be purchased as memorials and for the appropriate implementation of an Endowment Fund.
3. Building and Grounds Sub-Committee
(a) Execute and enforce the Session’s policy relative to the use of the buildings and church property.
(b) Maintain and improve the church plants and property.
(c) Be responsible for the monitoring and control of the premises’ utilities.
(d) Secure and maintain adequate custodial service to assure proper upkeep of all church properties.
(e) Study and recommend areas for major improvement, or addition to existing facilities.
(f) Review and maintain adequate insurance coverage as approved by the Session.
(g) Serve as liaison between the church and any organization meeting in or using the building or facilities and establishing the conditions of use of church facilities, including maintaining in the church office a schedule of activities for the various areas and rooms.
(h) Coordinate the use of the Fellowship Hall and other parts of the building by church and outside groups and maintain, in the church office, a schedule of activities for the Fellowship Hall.
(i) Conclude, with the approval of the Session, contracts and/or leases between the church and any agency desiring to rent any part of the church facilities. Such contracts shall specify the monthly rental and agreements regarding custodial service, utilities, insurance, equipment, and use of other facilities.
4. Personnel Sub-Committee
(a) Shall establish policies and supervise practices concerning work hours, duties, salaries, benefits, and annual performance and salary review of all church staff members, in collaboration with the appropriate Ministry.
(b) Prepare and maintain a current description for each staff position.
(c) In consultation with the pastor, study the staff needs of the church and recommend changes in the church staff.
(d) Facilitate clear communication between the pastor and the congregation.
· Be aware, through informal communication with members of the congregation and Session, of the general sense of the church with regard to the pastor and the discharge of his/her responsibilities.
· Be aware through regular communication with the pastor, of his/her goals, activities, and feelings in regard to the discharge of his/her responsibilities.
· Meet regularly with the pastor for a discussion of these matters including any aspect of the relationship between the pastor and the congregation.
· Complete an annual evaluation of the pastor, including an annual salary review. This evaluation and salary review will form the basis for the committee’s recommendation to the Administration Ministry regarding any change in the pastor’s compensation. If a change in the pastor’s compensation is to be included in the Session’s annual budget, the resulting change in the Pastor’s call will be subject to a vote by the congregation (G-10.0102n).
(e) The Personnel Sub-Committee shall include a member of the Session and consist of no less than three (3) members to include the Chair of the Administration Ministry or his/her designee, who shall act as Chair of the Personnel Sub-Committee; a member from the Worship Ministry; an at-large member from the congregation elected by the congregation; and the pastor and Clerk of Session as ex-officio. A member’s term shall ordinarily be for one year and not to exceed three (3) consecutive years. The Sub-Committee shall meet at least once per quarter. Meetings will be private and discussions confidential. The Chair of the Sub-Committee will report to Session quarterly regarding the Sub-Committee’s work.
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