PREAMBLE

In the name of the Father, and of the Son, and of the Holy Spirit, Amen.

We, the members of the Bristol Lutheran Church, near Sun Prairie, Wisconsin, in order that we may do all things decently and in order, in accordance with 1 Corinthians 14: 40 "Everything must be done in a proper and orderly way.", Colossians 2: 5 "For even though I am absent in body, yet I am with you in spirit, and I am glad as I see the resolute firmness with which you stand together in your faith in Christ.", do hereby adopt the following constitution for our government:

The name of the congregation shall be THE BRISTOL LUTHERAN CHURCH. The congregation shall be incorporated under the laws of the state of Wisconsin.

This congregation believes and confesses that the Holy Scriptures, the Canonical Books of the Old and the New Testament, are the Word of God, revealed for the salvation of men, and are our only source and rule of Christian doctrine, faith and life.

This congregation accepts the Apostolic, the Nicene, and the Athanasian Creeds, the unaltered Augsburg Confession and Luther’s Small Catechism, as a correct exposition of the Word of God, and all teachings and preaching in this congregation shall conform to these confessions.

This congregation accepts the other documents of the evangelical Lutheran church in the Book of Concord of 1580: the Apology, Luther’s Large Catechism, the Smalcald Articles, the Formula of Concord as faithful witnesses to the confessional understanding of the evangelical Lutheran church.

Page 1 - Constitution

The congregation shall be a member congregation of the Evangelical Lutheran Church in America and of it South Central Wisconsin Synod or its successor, and be subject to its polity and discipline.

 

WORSHIP

As an expression of our unity in Christ and the Lutheran traditions, the congregation will adhere to the approved hymnals and forms of worship of The Evangelical Lutheran Church in America, unless variations are authorized by the congregation itself.

It is the purpose of this Lutheran congregation, together with all Christians, faithfully to express in all that we do the faith, love, and hope which are ours through Christ Jesus.

For better attainment of its purpose, the congregation from time to time will adopt a mission statement which will provide specific direction for its programs.

Page 2 - Constitution

The congregation shall be, through the power of the gospel, a worshipping, learning, witnessing, serving community of baptized persons with a continuing existence centered in the Word and Sacraments according to the gospel.

The powers of the congregation shall be those necessary to fulfill its purpose and, after the Word of God, the congregation itself shall be the highest authority.

All schools, auxiliaries, societies, and other organizations within the congregation will be organized and operate under the consent and purpose of the congregation.

The powers of the congregation shall be vested in a congregational meeting called and conducted as provided in this constitution.

Only such authority as is delegated to the church council or other organizational units in the bylaws is authorized. All remaining authority is retained by the congregation. Congregational authority included but is not limited to:

Call or recall a pastor;

Approve the annual budget;

Form auxiliaries;

Acquire real and personal property by gift, devise, bequest, purchase, or other lawful means;

Hold title to and use its property for any and all activities consistent with its purpose;

Sell, mortgage, lease, transfer, or otherwise dispose of its property by any lawful means;

Enter into contract (cf. bylaws Section 6.G.1, p. 7);

Sue and be sued;

Elect officers and boards for the exercise of their office and require them to conduct their affairs in accordance with this constitution and its bylaws, and the resolutions of the congregation;

Sever membership in the Evangelical Lutheran Church in America or its successor.

F. In the event the congregation should cease activities and/or disband, the property and

funds remaining after payment of lawful debts will be distributed to The Evangelical Lutheran Church in America or its successor.

G. The congregation shall discipline its members as provided in the bylaws

(cf. bylaws Section 2.D., p. 2).

Page 3 - Constitution

 

ARTICLE VII

MEMBERSHIP

Members of this congregation shall be persons as have been admitted in accordance with the provisions of this constitution.

Members shall be classified as (1) baptized; (2) confirmed; (3) associate; (4) voting.

Baptized members are those persons who have been received by the Sacrament of Holy Baptism in this congregation, or, having been previously baptized in the name of the Triune God, have been received by proper transfer from other Lutheran congregations or by affirmation of faith.

Confirmed members are baptized persons who have been confirmed in this congregation, those who have been received by adult Baptism, or by transfer as confirmed members from other Lutheran congregations, or baptized persons received by affirmation of faith.

Associate members are persons holding membership in other Christian congregations and wish to retain such membership but desire to participate in the life and mission of this congregation. They have all the privileges and duties of membership except voting rights and eligibility for elected offices of the congregation.

Voting members shall be confirmed members that are in good standing as set forth in the constitution and by-laws of the congregation.

C. It shall be the privilege and duty of members of the congregation to:

Make diligent use of the Means of Grace, both Word and Sacraments;

Live a Christian life in accordance with the Word of God and the teachings of the Lutheran Church;

Support the work of the congregation and of the Evangelical Lutheran Church in America through contributions of their time, abilities, and financial support as biblical stewards.

D. Care of members:

The congregation will support its membership by:

Instruction in the Word of God.

Regular meaningful worship services in Word and Sacrament ministry.

Attending the sick and dying, newborn children, those in transition, shut-ins, the lonely or bereaved.

Visiting the once active member towards reactivation of faith and restored participation in the life of the congregation.

Faithful witness to Christ’s saving gospel towards each other and the unchurched in support and service.

Page 4 - Constitution

 

ARTICLE VIII

MEETINGS OF THE CONGREGATION

The power and authority of this congregation shall be exercised by the congregational meeting.

The annual meeting of the congregation shall be held on a date specified by the bylaws. Notice of the meeting shall be given as provided by the bylaws (cf. Sec. 4.B, bylaws).

A special meeting of the congregation will be called by petition of at least 5% of the voting members, 15 of the voting members, or by any one of the following: the church council, the president of the congregation, the pastor, the district president through the pastor.

The pastor shall be specifically notified of the time, place, and purpose of the called special meeting.

Only the business for which the special meeting is called may be taken up.

D. A quorum for any regular or special meeting of the congregation shall be at least 10% of the voting members or 30 of the voting members.

E. Voting members present and voting shall

-- by two-thirds majority, vote to:

Buy and sell real property.

Approve restricted fund borrowings.

Borrow funds in excess of $1,000.

Call a pastor.

Sever membership in the Evangelical Lutheran Church in America (Art. 6.E, p. 3).

Cease activities or disband.

Amend this constitution (cf. Art. 12).

Amend these bylaws (cf. Art. 13).

-- by majority, vote to:

Elect officers and committees.

Adopt an operating budget.

Request the resignation of the pastor.

Adopt resolutions or mission statements.

Page 5 - Constitution

A pastor of the congregation shall be a person whose soundness in faith, aptness to teach, and educational qualifications have been examined and approved by the Evangelical Lutheran Church in America and who has been properly ordained; who accepts and adheres to the confession of faith as stipulated in this constitution and the constitution of the Evangelical Lutheran Church in America; and whose life and conduct are above reproach.

Only a member of the Clergy Roster of the Evangelical Lutheran Church in America may be called as a pastor of the congregation, except as approved by the synod bishop.

B. Authority to call a pastor shall be in the congregation by not less than a two-thirds majority ballot vote of members present and voting at a meeting legally called for that purpose. Before a call is issued, the officers or a committee elected by the congregation to recommend the call shall seek the advice and help of the synod bishop.

C. In the event of alleged defection in doctrine or practice, or alleged conduct unbecoming a pastor, the matter and supporting evidence will be referred by the church council to the synod bishop for appropriate action.

D. The specific duties of the pastor shall be included with the letter of call.

E. A call to a member of the clergy to be an assistant or associate pastor will be issued with the concurrence of the pastor.

F. The pastor shall be a voting member of the church council by virtue of the office and advisory member of all organizations of the congregation.

Page 6 - Constitution

The Church Council

A church council consisting of not less than 4 nor more than 6 voting members shall be elected by written ballot at the annual meeting for a term of three years, one-third to be elected each year. Additional voting members shall be the elected officers and pastor.

No member shall be eligible for more than two successive terms.

The church council shall have only such authority as may be delegated to it by the congregation

The church council shall:

Have general oversight over the programs, business affairs, buildings, and property of the congregation.

Serve as the legal board of trustees. All legal documents will be signed by the president and the secretary of the congregation.

Appoint members to such committees as are provided in the bylaws and coordinate their work.

Supervise the roster of baptized, confirmed, voting, and associate members.

Perform the specific duties provided in the bylaws.

B. Officers

The officers of a congregation shall be a president, vice-president, secretary, financial secretary, and treasurer.

Duties of the officers shall be specified in the bylaws.

The officers shall be voting members of the congregation.

Officers of the congregation will serve similar offices of the church council.

The secretary, financial secretary, and treasurer shall be elected by written ballot of the congregation to serve for one year or until their successors are elected. Their terms shall begin at the close of the annual meeting at which they are elected. No member shall hold more than one office at a time.

The president and vice-president shall be elected by the Church Council to serve for one year or until their successors are elected. No member shall hold more than one office at a time, and no member shall be eligible to serve more than two consecutive terms in the same office.

Page 7 - Constitution

EXECUTIVE COMMITTEE: The officers of the congregation and the pastor shall constitute the Executive Committee (cf. Sec. 8.A bylaws).

NOMINATING COMMITTEE: A nominating committee shall consist of all outgoing members of the church council and the president.

AUDIT COMMITTEE: An audit committee of three voting members shall be appointed by the president. Audit committee members shall not be members of the church council. Term of office will be three years with one member appointed each year. Members shall not succeed themselves (cf. Sec. 8.C, bylaws).

PASTOR/PARISH COMMITTEE: A pastor/parish committee (in the absence of the pastor/parish committee, their duties shall be fulfilled by the executive committee) of six members of the congregation shall be appointed jointly by the president and the pastor. Term of office shall be two years, three members to be appointed each successive year.

CALL COMMITTEE: A call committee of six voting members is nominated by the church council and elected by the congregation when a pastoral vacancy occurs. Term of office will terminate at installation of the newly called pastor.

Duties of congregational committees shall be specified in the bylaws.

Other congregational committees may be formed as the need arises by decision of the executive committee; e.g., building, anniversary.

Page 8 - Constitution

Article II, Confession of Faith, and this article shall not be altered.

Amendments to this constitution may be proposed by five voting members or the church council. Proposals will be filed with the church council 60 days before formal consideration by the congregation at their regular or special meeting called for that purpose. The church council will notify the members of the proposal with their recommendations at least 30 days in advance of the meeting.

A proposed amendment to this constitution shall be:

Approved at a properly called meeting according to this constitution by a majority vote of those present and voting.

If a proposed amendment fails to be approved at the first meeting, it may be amended by a two-thirds majority vote of those present and voting.

Ratified without change at the next congregational meeting by a two-thirds majority vote of those present and voting.

The congregation shall adopt bylaws to this constitution. No bylaws may conflict with this constitution.

Bylaws may be adopted or amended at any legally called meeting of the congregation by a two-thirds majority vote of those voting members present and voting.

Changes to the bylaws may be proposed by any voting member provided, however, that such additions or amendments be submitted in writing to the church council at least 60 days before a congregational meeting called for that purpose and the church council notifies the members of the proposal with their recommendations at least 30 days in advance of the congregational meeting.

Page 9 - Constitution

Baptized members

The congregation is commissioned to baptize candidates for membership into the body of Christ with water and the Holy Spirit in the name of the triune God. The baptized member is thereafter privileged to live in that sacrament forever.

Members in good standing are baptized members who have received the Sacrament of Holy Communion at least once within the preceding calendar year.

B. Confirmed members

Confirmation is a pastoral and educational ministry of the church "which helps the baptized member through Word and Sacrament to identify more deeply with the Christian community and participate more fully in its mission" (Joint Commission on the Theology and Practice of Confirmation, 1970, p. 21) (cf. Art. VII, B.2).

The rite of confirmation (Affirmation of Baptism, LBW) will be made available to baptized members after satisfactory completion of courses of study and acknowledgement by the church council (cf. Sec. 6.I, bylaws).

C. Associate members

The roster of associate members will be reviewed annually.

D. Voting members

The roster of voting members will be reviewed prior to the regular annual congregational meeting. Voting members are confirmed members except when age requirement conflicts with state law.

E. Care of members

The congregation will issue a letter or certificate of transfer to another Lutheran congregation on request. Should a member, having moved to a distant community, fail to request a transfer, a Lutheran congregation in that community will be notified.

A confirmed member who does not, for a period of one year, partake of Holy Communion, support the church with his offerings, or does not appear to desire to participate in the life and worship of the congregation shall be contacted by the pastor and congregation’s officers and encouraged by them to active membership. If, during the second year, the confirmed member does not actively participate, his name shall be removed from the membership roster of the congregation but be retained on a responsibility list as one who is in special need of the congregation’s prayer and concern. Any member removed from the membership list shall be notified of this action.

Page 1 - Bylaws

(cf. Art. VII.C of constitution)

This congregation invites all of its members, who have been prepared to receive the Sacrament, to participate regularly in Holy Communion.

Preparation for Holy Communion will normally be provided for persons who have been instructed in the Lutheran faith.

Record of participation in Holy Communion shall be maintained. If a member of another congregation communes, notice shall be sent to his pastor.

 

FELLOWSHIP

The congregation will cooperate with other religious organizations whose purposes are compatible with this constitution (cf. Art. V, constitution).

The use of the building and facilities of this congregation shall be limited to this congregation’s activities and those of outside groups, approved by the church council, who meet the provision above (Sec. 3.A, bylaws).

Ceremonies of lodges or any organization which does not confess the triune God and Jesus Christ as Lord and Savior shall not be permitted in the buildings or premises of this congregation.

The pastor will not take part in such ceremonies inside or outside the building or premises.

Page 2 - Bylaws

Announcement of the time and place of the annual meeting of the congregation will be made at two public services immediately preceding the meeting, said services to be at least a week apart.

The annual congregational meeting will be held during the month of January as called by the executive committee.

The official roster of voting members will be available at each meeting of the congregation. Only voting members present at the meeting may vote; proxy mail or absentee ballots will not be accepted.

Each organization of the congregation shall furnish a report to the secretary 15 days before the annual meeting. The report will include the year’s activities, finances, and goals for the coming year. Members will receive a consolidated written annual report at the annual meeting which will include:

Pastor’s report

Program staff reports

Treasurer’s report, forecast and proposed annual budget

Audit committee report

Auxiliaries’ reports

Standing committees’ (boards, task forces, etc.) reports

Nominating committee report

President’s report (a "State of the Church" report, especially concerning accomplishments and plans towards purpose and mission) (cf. Art. V, constitution)

E. The agenda for the annual meeting shall be prepared by the executive committee. Ten embers may petition the president to propose an agenda item. Agenda shall be posted 3 weeks prior to the meeting and closed 1 week prior to the meeting. The agenda will include:

Opening worship

Secretary’s report (minutes and membership statistics)

Pastor’s report

Treasurer’s report

Election of officers and committees

Adoption of budget

President’s report

Resolutions

Benediction

F. Except as herein provided, parliamentary procedures shall be according to Robert’s Rules, latest edition.

Page 3 - Bylaws

After the congregation has voted to call a pastor, it shall issue a letter of call to the pastor-elect in a form approved by the Evangelical Lutheran Church in America. It shall be signed by the president and the secretary of the congregation and will be attested by the South Central Wisconsin Synod.

If a pastor receives a letter of call to another ministry, the pastor will consult the church council or congregation before reaching a decision. Thereafter, the pastor will announce a decision to the congregation within 30 days and notify the synod bishop. Following acceptance of the call, the pastor’s ministry in this congregation shall terminate usually within an additional 30 days.

If in the judgement of the congregation the pastor is unable to serve it satisfactorily, the pastor may be asked to resign. Before the resignation is requested, all parties, including the pastor, shall have the opportunity to speak at a special meeting of the church council at which the synod bishop or an authorized representative shall be present. After the hearing before the church council, a special meeting of the congregation shall be called to consider a request for the pastor’s resignation with a written notice at least 10 days in advance of the meeting. A resolution requesting the pastor’s resignation will be adopted by a majority ballot vote of those present and voting. Following adoption, the resolution will be submitted in writing to the pastor. On the pastor’s acceptance of the resolution, the pastor will vacate the office within the time specified in the resolution. Should the pastor reject or ignore the resolution, after 10 days the church council shall declare the office of pastor vacant and so notify the synod bishop.

The term of an assistant (associate) pastor shall be co-terminus with the pastor, providing, however, that said termination shall not be effective until not longer than six months following the pastor’s termination. An assistant (associate) pastor shall not be a candidate for call as pastor.

The call to a pastor shall be for an indefinite time. A call to an assistant pastor may be for a definite time.

If the office of the pastor becomes vacant, the church council shall provide for an interim pastor in consultation with the synod bishop.

Page 4 - Bylaws

Council members shall, through the power of the gospel, lead the congregation towards its purpose and mission in their personal worship, witness,s learning, service, and stewardship.

The church council shall represent the people of this congregation, not just its programs, having been elected at large.

Membership

Supervise the rosters of baptized, confirmed, associate, and voting members (cf. Art. VII, constitution, and Sec. 1, bylaws).

Nominate eligible candidates to fill vacancies of church council members.*

Provide procedures for the incorporation of new members or the departure of members of the congregation.

Activate and motivate all members of the congregation to participate in ministries of worship, learning, witness, service, fellowship, and support.

Support the once-active (inactive) member through prayer, visitation, and caring ministries.

Recognize the service of members to congregational and community ministry at least annually.

D. Meetings

The dates, time, and place for regular meetings of the church council shall be set by the church council. Regular meetings shall be monthly.

Special meetings of the church council may be called by the pastor, president, or any three members of the council. All members will be notified.

A majority of the church council members present will constitute a quorum.

Parliamentary procedures shall be governed by Robert’s Rule of Order, latest edition.

Church council members will support each other, the decisions made, and participate in open debate to the avoidance of conflict of interests.

Three unexplained absences shall constitute concern for review with the council member, the president and pastor.

Page 5 - Bylaws

E. Personnel

Approve necessary staff other than the pastor, such as education director, organist, office secretary, or custodian, and set their salaries.

Review staff salaries annually, including the pastor using synod guidelines.

Consult with the synod bishop if the resignation of the pastor is requested (cf. Sec. 5.C, bylaws).

Approve written personnel policies for all staff covering at least salaries, hours, and working conditions.

Provide procedures for staff support and performance evaluation; form committees for each purpose, if needed.

Should the office of the pastor be vacant, provide for the services of an interim pastor in consultation with the district president (cf. Sec. 5.F, bylaws).

Adopt office policies for the church office and staff (e.g., office hours, vacations, records retention, sick leave, etc.).

F. Finance

Prescribe a process for developing the annual budget and recommend the budget to the congregation.

Authorize expenditures, loans, or use of restricted funds up to $1,000 in excess of budgeted funds in any one year (cf.Art.VIII.D, constitution).

Encourage the congregation members of all ages to proportionate biblical stewardship; determine congregation’s proportion of income to be committed to The Evangelical Lutheran Church in America and South-Central Wisconsin Synod.

Adopt a written audit procedure for both income-expense and balance sheet transactions; inspect all insurance policies for adequacy of coverage; report findings to congregation.

Authorize all extra-budgetary appeals and fund-raising events for funds to the congregation from sources both inside and outside the congregation.

Adjust allocation of funds should income fall short of expectations or expenses exceed budgeted amounts; provide for contingency or emergency funds.

Prepare and adopt a capital budget for improvements or major repairs; provide a capital growth fund in a foundation, trust, or endowment to receive bequests, special or deferred gifts to the congregation, review and accept or decline all offers of unsolicited gifts to the congregation.

Approve all depositories of congregational funds.

 

SECTION 6 - (continued)

A.     Property Management

 

1.      As the legal board of trustees:

 

a)      Except as limited by the constitution and bylaws, act as managing authority and may make contracts (cf. Art. VI. E. &, p. 3) proper to the purpose of the organization including to borrow money, pledge or mortgage property, and settle claims, but not including radical changes which affect the corporate purpose.

b)      Act only as a body, never as individuals, at regular or special meetings upon notice, through resolutions, by a majority vote of a quorum present.

c)      May delegate authority to appointed or hired agents and servants, but cannot delegate discretionary responsibilities.

d)      Are liable to the corporation for their willful breaches of trust or misapplication of funds, and acts in excess of corporate power, but are not liable for mere errors of judgment provided acting in good faith.

 

2.      Maintain the buildings and premises of the congregation including equipment and furnishings; keep a record inventory of physical assets, maintenance performed thereon; and estimated replacement date.

 

3.      Approve or reject the use of congregational facilities by outside groups and assess usage fees and restrictions by written application to the church council; only groups and activities compatible with the purposes of the congregation shall be granted approval for use of its facilities; applications for occasional use will be approved by the church council and application for regular use will be approved by the congregation.

 

4.      Fire safety inspections will be performed annually with or without the assistance of the local fire department; fire drills will be randomly called at least annually in the Sunday school.

 

5.      Prescribe a policy for building and premises security:  distribution of keys, fire extinguishers, burglar alarms, smoke and heat detectors, responsibility for locking the buildings following various events, especially on evenings and weekends.

 

6.      Inspect the premises regularly with a view to sound maintenance, safety, accessibility, insurance, and building code compliance.

Page 7 – Bylaws

 

SECTION 6 - (continued) 

B.     Administration

 

1.      Designate standing committees and specify their number, duties, authority, budget, and accountability to the church council (e.g., worship, evangelism, stewardship, education, personnel).

2.      Appoint members of standing committees of the church council to two-year terms renewable once.

3.      If standing committee members are not church council members, name a church council member to act as liaison to the committee.

4.      Offer opportunities to serve on special-purpose church council task forces to members of the congregation (e.g., hunger appeal, anniversary celebration, tax hearing, etc.).

5.      Render annual and special reports of activities to the congregation.

6.      Support the pastor according to the letter of call.

7.      Provide an operational manual and training opportunity for each church council member and officer.  The manual will contain at least this constitution and bylaws, directory, minutes, resolution registry, organization chart, and position descriptions for each staff position and standing committee.

8.      Provide for internal and external communications of the congregation (e.g., internal-newsletters, external-advertising).

9.      Encourage fellowship (e.g., couples’ club, youth activities, singles, etc.) and shepherding (neighborhood) groups in the congregation.

10.  Support auxiliary organizations; invite representative from each auxiliary to attend council meetings with voice but without vote.

11.  Appoint or assign planning function to recommend long-range plans to the church council and to evaluate present programs.

12.  Require every organization of the congregation to be accountable to the mission statement of the congregation.

13.  Preserve historical archives of the congregation; prepare and distribute written history of the congregation; celebrate anniversaries and historic events.

14.  Prepare and distribute a directory of members of the congregation at least triennially.

 Page 8 – Bylaws

 

SECTION 6 - (continued)

C.     Spiritual Care

 

1.      Acknowledge candidates for the rite of confirmation in consultation with the pastor (cf. Sec. 1.B, bylaws, p.1).

2.      Determine the age for baptized members to receive their first Holy Communion in consultation with the pastor (cf. Sec. 1.A.2, bylaws, p.1).

3.      Exercise general oversight of the spiritual life, mission, and ministry of the congregation that all may be done according to the Word of God and this constitution.

4.      Approve modifications in worship as recommended by the worship committee (cf. Art. IV, constitution).

5.      Approve applications for membership into the congregation or transfers out of the congregation. (cf. Art. VII, constitution).

6.      Admit persons to membership where there is no evidence of confirmation and there is no letter of transfer, following appropriate orientation.

7.      Provide for spiritual care of congregational members (cf. Sec. 1.E, bylaws).

 

D.     Committees of the Church Council (cf. Art. 10.A.4, constitution)

 

1.      WORSHIP AND MUSIC:  The committee on worship and music shall provide for an active and meaningful worship life for every member of the congregation, giving special attention to the liturgical year.

2.      STEWARDSHIP:  The committee on stewardship shall lead the congregation to be biblical stewards through their proportionate giving of time, abilities, and money as they have been given.

3.      EDUCATION:  The committee on education shall offer learning opportunities for members of all ages to nurture their faith in Christ; supervise the Sunday school and/or day school.

4.      BUILDING AND GROUNDS:  The committee on building and grounds shall manage the buildings and property and supervise the budget process of the congregation.

5.      OUTREACH:  The committee on outreach (church and society, social ministry) shall plan and lead the evangelical and social outreach of the congregation with needs assessment, education, service, and direct or indirect action programs, a high priority for the congregation.

6.      PASTOR/PARISH:  The pastor/parish committee shall develop and recommend the personnel policies of the congregation for its pastoral, program, and support staff.

7.      LIFE AND GROWTH:  Activities to be defined by the Life & Growth committee.

8.      The church council may form other committees and task forces as the need requires from within or outside its membership (cf. Art. X.A.4.C, constitution).

9.      Each committee shall elect its own chairperson as approved by the church council for a term of two years.

10.  Committee chairpersons will furnish written minutes and resolutions for action proposed to the church council.

11.  Committee guidelines shall be maintained by each committee and approved by the Church Council.

Page 9 – Bylaws

 

SECTION 7

OFFICERS

(cf. Art. X, constitution)

 A.      The president shall:

 

1.       Notify the district president when a pastoral vacancy occurs, who will assist in providing interim pastoral service and the call process.

2.       Preside at all meetings of the congregation, the church council, and executive committee.

3.       Coordinate the work of the committees and serve as Ex-officio member of all committees.

4.       Carry out the will of the congregation as ordered by this constitution, bylaws, and resolutions of the congregation.

5.       Deliver an annual report to the congregation.

6.       Appoint members of the audit and pastor/parish committees (cf. Art. XI)

7.       Name delegates to conference, district, and general conventions as required.

8.       Execute letters of call and sign checks on behalf of the congregation in absence of the treasurer.

9.       Appoint persons to fill vacancies of elected officers (excluding the vice-president, church council, and committees/boards).

10.  Update and distribute Shepherd lists.

11.  Coordinate the agenda and devotions of church council meetings.

 

B.   The vice-president shall:

1.       Perform the duties of the president in the president’s absence, incapacity, or at the president’s request.

2.       Act as parliamentarian at congregational and church council meetings.

3.       Attend such committee meetings as the president may request.

4.       Serve as the congregation’s representative at conference meetings.  If the Vice President is unable to attend the Madison Conference, the council may appoint an alternate.

 

C.  The secretary shall:

1.       Record proceedings of the congregation and church council; distribute copies to members.

2.       Retain and codify secretarial records to be permanently filed; keep duplicate personal set of records which shall be turned over to successor.

3.       Keep attendance record of each council meeting; advise president of absentees.

4.       Announce all congregational and council meetings and arrange for meeting places.

5.       Prepare directory of church council and committee members (see Sec. 6.H.8, bylaws, p. 8).

6.       Assist president of agenda items, calling to attention matters deferred or referred to committees for further study and recommendations.

7.       Maintain a register of congregational and church council resolutions and policies; recommend closure when appropriate.

8.       Execute letters of call to pastors on behalf of the congregation.

9.       Notify the nominating committee of all offices to be filled 90 days prior to the annual meeting where elections take place. 

Page 10 – Bylaws

 

SECTION 7 - (continued)

A.      The treasurer shall:

1.       Supervise the financial records and investments of the congregation.

2.       Render a monthly statement of income and expense compared to budget to the church council.

3.       Sign all checks.

4.       Deliver an annual financial report to the congregation.

5.       Be a member of the budget and/or planning committee or finance committee.

6.       Submit a written treasurers report to be included in the annual report.

7.       Be responsible for safekeeping of all official congregational documents (e.g., deeds, mortgages, articles of incorporation, tax returns, etc.).

 

B.      The financial secretary shall:

1.       Direct recording of all contributions, fees collected, gifts, and bequests received.

2.       Reconcile each deposit to contributors’ records.

3.       Issue quarterly statements to contributors (see #5).

4.       Keep individual giving records confidential.

5.       Prepare annual report to the congregation and stewardship committee.

 Page 11 – Bylaws

 

SECTION 8

CONGREGATIONAL COMMITTEES

(cf. Art. XI, constitution)

 

A.  The executive committee shall:

1.       Unless otherwise provided herein, supervise support of the pastor according to the letter of call.

2.       Prepare the agenda for the regular and special congregational meetings and church council meetings.

3.       Develop and recommend a mission statement to the congregation.

4.       Act as personnel committee in the absence of a separate committee for that purpose.

5.       Act as budget and planning committee in the absence of separate committees for those purposes.

 

B.   The nominating committee shall:

1.       Be convened by the pastor as advisor; elect a chairperson from their midst who will call and preside at subsequent meetings.

2.       Nominate one or more candidates for each office to be filled.

3.       Ask candidates to serve the full term of office if elected.

4.       Announce the nominees and their qualifications to the congregation with the notices of the regular or special congregational meeting.

5.       Provide nominations for:

a)       church officers:  secretary, treasurer (financial secretary);

b)      church council members;

c)       Head Usher and two assistants;

d)      Cemetery committee members;

e)       other offices which may be specified in these bylaws as revised.

 

C.  The audit committee shall:

1.       Audit the financial books and procedures of record prior to the annual meeting.

2.       Follow the written audit procedures adopted by the church council (Sec. 6.F.4, bylaws).

3.       Report their findings to the congregation in writing and included with the annual report, signed and dated by each member of the committee.

 

A.      The pastor/parish committee shall:

1.       Meet at least quarterly or on notice of the convener designated by the president.

2.       Not elect officers; there being no reports or minutes maintained.

3.       Provide support for the pastor as specified in the letter of call, including such matters as housing, health, continuing education, pensions, salaries, communications, etc.

4.       Recommend and advocate needed changes to the church council or executive committee.

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SECTION 8 - (continued)

B.     The call committee shall:

1.      Study the congregation’s mission and pastoral needs.

2.      Gather descriptive information for pastoral candidates about the congregation, e.g., history, pictures of church building, directory, map, congregational reports, annual report, etc.

3.      Receive recommendations of nominees from the district president or district call committee for study.

4.      Interview pastoral candidates; furnish information about the congregation and its mission.

5.      Recommend one candidate to the congregation at a special meeting called for that purpose.

 

SECTION 9

RULES OF ORDER

In all matters not specifically provided for in this constitution or by-laws, the congregation shall be guided by Robert’s Rules of Order.

 

SECTION 10

CONGREGATIONAL RECORDS

A.   The records of the congregation shall be the property of the congregation and shall not be removed or used for commercial purposes.   The records are:

1.    The roster of baptized, confirmed, associate, and voting members.

2.    The ministerial acts performed by the pastor.

3.    The minutes of the meetings of the congregation and church council.

   4.   The financial records of the congregation; all official and legal documents including this constitution and bylaws, deeds, mortgages, contracts, etc.

B.    The pastor shall be responsible for the maintenance and security of the records, except as provided herein.

C.   The pastor shall furnish an annual congregation report to the general secretary of the ELCA and a report of ministerial acts performed shall be made to the congregation.

D.     In the event of dissolution or cessation of ministry, the official records of the congregation shall be deposited in the archives of the ELCA or its successor.

Page 13 – Bylaws