Holy Family Lutheran Church
learning, living, and sharing God’s Word
Committees’ Roles & Responsibilities
HOLY FAMILY LUTHERAN CHURCH
COMMITTEE
ROLES AND RESPONSIBILITIES
Revised November/December 2009
1... Church Council Officers
2... Treasurer
3... Financial Secretary
4... Budget Committee
5... Nominating Committee
6... Mutual Ministry Committee
7... Altar Guild Committee
8.. Worship and Membership Committee
9.. Education Committee
10.. Mission Committee
11.. Social Committee
CHURCH COUNCIL OFFICERS
Chairperson
The Chairperson is the official overseer of the congregation’s business affairs and the congregation’s spokesperson. He/she creates agendas, leads meetings, keeps abreast of happenings in the Synod and brings items to the Council table as required. She/he is looked to for leadership, is grounded spiritually and is creative and visionary. He/she is a team leader, provides guidance to the congregation, preparing the agenda for the Annual General Meeting Agenda and coordinating the presentation of reports for the AGM.
Vice Chairperson
The Vice-Chairperson acts for and fills other Council positions as needed. She/he assists the Chairperson and shares in business and spiritual responsibilities. She/he assumes leadership roles in specific areas.
Secretary
The secretary accurately records Council business by taking and preparing minutes within 48 hours of the meetings. The secretary e-mails/distributes minutes; emails/distributes reminders of meetings; flags action items; prepares occasional correspondence.
Treasurer
The Treasurer maintains financial records for all revenues, accounts payable and accounts receivable and prepares monthly and annual financial reports for both regular Church Council meetings and the Annual General Meeting. The Treasurer, who is the contact for all Synod and ELCIC financial matters, is also responsible for meeting all monthly and annual reporting requirements for the federal and territorial governments. The Treasurer maintains the Church’s financial records in accordance with accepted accounting practices and standards. The Treasurer reconciles the monthly revenues to the detailed revenue breakdown prepared by the Financial Secretary.
Financial Secretary
The Financial Secretary is responsible for maintaining a detailed summary of non-receiptable and receiptable offerings for income tax purposes, for tracking special offerings and designations and preparing summaries and statements required for regular Church Council meetings and committees, and for reconciliation of revenue with the Treasurer. The Financial Secretary arranges for the counting of the weekly offerings and bank deposits. The Financial Secretary is also responsible for producing annual receipts for income tax purposes and for providing the Treasurer with the detail necessary to complete Canada Revenue Agency’s annual charitable organization reporting requirements.
Members-at-Large
Leadership of committees for specific tasks or goals, such as worship, social, property, mission, community, liaison with ELW and attend monthly council meeting.
Treasurer
Responsibilities
1. Maintains financial records, accounts payable and accounts receivable, ensuring congregational expenses are paid by their due dates.
2. Reconciles collections and deposits and monthly bank statements.
3. Prepares monthly and annual financial reports.
4. Is the contact for Synod and ELCIC financial matters.
5. Ensures preparation and submission of all reports and forms for the Canada Revenue Agency (charities return and payroll/employee/employer deductions) and the Government of the NWT (Societies reports).
6. Arranges for annual financial audit or review.
7. Performs office management duties.
8. Assists with investment management as appropriate.
9. Serves as a member of the Budget Committee.
10. Each year, brings a motion forward to the Church Council to destroy all financial records (payables and receivables) that are older than seven years. When the motion is carried, undertakes to destroy the financial documents over seven years old; and ensures two signatories confirm destruction is complete.
11. Submits the Treasurer’s Report for the previous year and the proposed budget for the current year at the Annual General Meeting.
12. Arranges annual updating of Council signatories for banking purposes.
13. Attends and contributes to church Council meetings and responsibilities.
FINANCIAL SECRETARY
Responsibilities
1. Maintains detailed financial records relating to the confidential contributions of congregational members and non-members for the issuing of income tax receipts at year end.
2. Arranges for the counting of the weekly offerings, including preparation and drop-off of the weekly bank deposits.
3. Ensures the counters understand what the task requires, including confidentiality. This is achieved in part by limiting the number of members involved in counting.
4. Updates, on a weekly basis, the Weekly Offering Revenue spread sheet (Excel) by transferring data from the Weekly Offering Sheets. The spreadsheet, when updated, reflects a total that balances to the Weekly Offering Sheet. Details relating to Special Offerings, such as for local missions, CLWR, Toonie Sunday, or those designated by contributor, are separated out at the bottom of the spread sheet to allow for easy comparison with the Treasurer’s revenue allocations for audit purposes.
5. Prepares, quarterly, a print-out of the Weekly Offering Revenue spread sheet (Excel) for the Treasurer to verify incoming revenue receipts.
6. Prepares quarterly statements to donors (optional).
7. Prepares, as required, reports on special offerings, such as CLWR or Local Missions.
8. Provides year end summary of all Offerings to Treasurer by the first week of January.
9. Issues, annually, receipts for income tax purposes before the end of February for the previous calendar year, as required by law.
10. May provide support, if required, to the Treasurer in answering questions from the congregation to the Treasurer at the Annual General Meeting.
11. Annually, brings a motion forward to the Church Council to destroy all financial contribution information that is older than seven years. When the motion is carried, undertakes to destroy the financial contribution documents related to charitable donations and offerings that are over seven years old. Ensures two signatories confirm destruction is complete.
12. Maintains all envelopes and records relating to offerings and donations, ensuring records are maintained for the previous seven years, as per Canada Revenue Agency requirements.
13. Maintains a blank master copy of the Weekly Offering Sheet and ensure sufficient copies are available for those who volunteer to count and record the offerings
14. Attends and contributes to church council meetings and responsibilities.
BUDGET COMMITTEE
Purpose
The Budget Committee meets annually, in October, to review the financial situation for the past year and to prepare a budget that will be presented for Council’s approval as the proposed budget for the Annual General Meeting.
The Budget Committee will also meet on an ad hoc basis when required to look at matters pertaining to the budget that may require recommendations for action to Church Council.
Committee Membership
The Committee is made up of the Church Council Chairperson, the Treasurer, the Financial Secretary and one other member of the congregation who has served on church council previously.
NOMINATING COMMITTEE
Purpose
The nominating committee exists to educate members regarding the opportunity to serve on church council, to actively recruit members who will allow their names to stand for nominations to council at the Annual General Meetings, and to provide the membership with a list of individuals who have agreed to stand for church council positions.
Committee Membership
The committee is appointed by church council and will be a minimum of three people, at least one of which is a church council member.
Duties
1. Meet with the Pastor and Council Chairperson two months prior to the Annual General
Meeting to:
- obtain an updated Membership list.
- confirm the number of positions and the terms of these positions that will need to be filled in
the upcoming Annual General Meeting.
- put in place a plan to approach members regarding their possible service on Council.
2. Actively discuss opportunities to serve on council with members, establishing a list of nominees for the Annual General Meeting.
3. Prepare and present a Report for the Annual General Meeting.
MUTUAL MINISTRY COMMITTEE
Purpose
The Mutual Ministry Committee exists for two purposes.
1. To oversee the well being of the Pastor
2. To act as a liaison to the Pastor for the Congregation or its individual members on matters or issues that involve the Pastor.
Committee Selection Process
The Mutual Ministry Committee is made up of three people and is selected each year. One member is selected by the Pastor. One person is selected by the Church Council and will be a member of Church Council. The third member is selected by the other two members and is agreed upon by Church Council and the Pastor.
Meetings
The Mutual Ministry Committee meets with the Pastor at least quarterly, or as needed, to:
- hear any concerns the Pastor has and help the Pastor with the concerns
- raise and discuss any issues or matters that have been brought to the Mutual Ministry
Committee regarding the Pastor and move towards resolving these concerns
All matters discussed with the Pastor are treated as confidential.
Prepare and present a Report for the Annual General Meeting.
ALTAR GUILD COMMITTEE
The Altar Guild is responsible for ensuring the sanctuary is prepared for worship each Sunday. In addition they prepare for fellowship after the service upstairs in the kitchen/fellowship area.
One member of the altar guild will be a member of church council responsible for overseeing the functioning of Altar Guild.
Overseer Responsibilities
1. Provide Altar Guild Members with a list of Altar Guild members and a telephone contact phone list to reach each other.
2. Prepare in consultation with Altar Guild Members, a monthly schedule to assign Altar Guild Responsibilities and ensure all members have the schedule. Provide this to the Pastor.
3. Arrange semi-annual or annual tasks including cleaning of the Altar Supplies Closet, polishing of the wooden pews, shaking/dusting banners or other related sanctuary cleaning needs that may need attention from time to time.
4. Ensure Altar Guild Members have access to a Schedule of Church Parament colors for each Sunday and keys for access to the sanctuary, the closet for supplies and the kitchen cupboards for coffee supplies. (Altar Guild Members should pass onto next member scheduled, however if they are unable to reach them, the keys should be returned to overseer to be given to next person scheduled)
5. Arrange with the Pastor to order and restock the Altar Guild Cabinet with supplies such as communion glasses, communion wafers, candles, wine, grape juice or other altar supplies when it has been brought to his/her attention by Altar Guild members.
6. Arrange for coffee supplies to be ordered or donated when required.
7. Arrange dry cleaning of the paraments with the pastor when required. This is done in Edmonton.
8. Prepare and present a Report for the Annual General Meeting.
Altar Guild Member Responsibilities
Weekly Sanctuary Preparation for Worship
The following tasks need to be done whether or not there is communion scheduled. These things should be done on the Saturday before, so that the sanctuary is not being cleaned and prepared while Sunday School teachers or the Pastor are using the Sanctuary on Sunday morning to prepare for worship.
1. Using wet paper towels or rag, clean the plastic cover on altar.
2. Clean/Dust the piano and keyboard.
3. Put appropriate colored paraments on the altar and pulpit.
4. Clean and polish the candlesticks and offering plates if necessary. These are brass, so brass polish is what you can use, if a warm damp cloth - followed by a dry soft cloth used to buff, is not enough to make them shiny.
5. Ensure candles are not too short, and that wick is ready for lighting. Replace candles when they are shorter than three inches.
6. Put offering plates, stacked together, on the bottom shelf of the small table that has the communion glasses basket. This table is always located near the altar.
7. Check benches to ensure old bulletins, scrap paper or other misc. garbage is discarded. There is a dust buster at the back by the hymnals. Empty it if necessary and be sure to plug it back in when you are done.
8. Prepare candle lighter/extinguisher – ensure an appropriate wick is in it and matches or lighter are ready at the back of the church by hymnals. The candle snuffer should be kept clean by wiping with hot damp cloth and polishing with soft dry cloth or brass polish.
9. Change banners on the walls from time to time. Church Year chart indicating the colours of the Sundays, is located in the white cupboard - eye-level shelf on left side, at the back of the church. Check with the Pastor if you are unsure.
Communion Sundays
When there is communion, the following additional tasks will need to be done in the sanctuary and should be completed the Saturday before the service.
1. Put the pottery communion wine goblet, pottery wafer plate and wafer container with lid, and the two pottery wine/juice chalices on the altar with appropriate white communion cloths. (See Diagram attached)
2. Put the bottle of wine and grape juice on the altar with the communion ware, but do not pour them. Sunday morning, before the service, fill the wine and juice chalices. This prevents possibility of wine souring.
a) If an ordained person is conducting the service, use unconsecrated wine and juice.
b) If lay people are conducting the service, use consecrated wine and juice.
3. Before the service on Sunday, place the presider’s large wafer on the wafer plate, with the symbol face up. Place small wafers inside the jar with the lid. This prevents the wafers from becoming soft overnight.
a) If an ordained person is conducting the service, use unconsecrated wafers.
b) If lay people are conducting the service, use consecrated wafers.
4. Put the small square table for wine glasses at front of church, refill with small plastic wine glasses turned upside down. Cover with white communion cloth.
After Communion Service is Over
Consecrated communion elements are “The Body of Christ.” Treat them with reverence.
1. Unused consecrated wine and grape juice is to be disposed of by either drinking it, or pouring it on the ground (soil). Do not pour them down the drain.
2. Dispose of the small wine glasses.
3. Wash the pouring chalices and altar wine goblet with hot soapy water, rinse and dry.
4. All consecrated wafers on the wafer plate and in the jar should be eaten. Do not dispose of them in the garbage.
6. Return all supplies neatly to the supply cabinet at back of church, and wine to the church office upstairs. Open wine should be placed in the fridge.
7. Communion cloths should be taken home to wash. Spray ‘N Wash works to remove wine stains. Wash in cold water on gentle cycle and iron. The Altar cloth when requiring washing can be washed with cold water in a gentle cycle then tumbled dry on low heat. Take it out of the dryer before it is completely dry, and iron. It will iron up much nicer this way.
8. If your rotation for Altar Guild is finished, turn the keys over to the Overseer or the next person who is scheduled.
Weekly Fellowship Preparation for After Worship
Arrive ½ hour prior to service to prepare coffee service. Make a pot of coffee to be turned on just before the service begins. Set out cups, sugar, creamer. (Whoever is there last for coffee after the church service will put supplies away.)
Ensure that dish rag and tea towel are washed when required and returned. This should be done at least twice monthly.
If you are uncertain about anything, call your Church Council Altar Guild Overseer or the Pastor.
WORSHIP AND MEMBERSHIP COMMITTEE
Committee Membership
Each year a new committee is established. The committee is made up of the Pastor, one Church Council member, the church musicians and one or two additional volunteers who are interested in enrichment of the congregations worship experience.
Responsibilities
1. Ensure the Sunday Ministries list (ushers, musicians, altar guild, candle lighter, offering prayer and
communion assistants) is complete for the current Sunday.
- actively recruit people to serve and ensure the Pastor knows who is serving each Sunday
2. Work with young people to get them involved with:
- candle lighting – including teaching them and their parents how to do this reverently
- helping parents and children understand when various aspects of the service
- offering prayer - offer to help them write a prayer
3. Teach and prepare children/youth to serve on Sunday mornings.
- work with the Pastor to train the children
4. Special Occasions for Worship: on the Sundays or weekdays when special services occur:
- work with the Pastor to plan the service if necessary
- be sure we have a musician, readers and other participants
- plan summer worship with the United Church worship committee and pastors
5. Christmas and Easter are big services that require a lot of preparation
- keep your eyes open for new and fresh ideas for these holy days
- meet with the Pastor to plan these events
- be sure people are in place to set up special effects, ie.:
- Christmas tree
- Easter cross for flowers
6. Be sure there is hospitality for visitors ...
- are they familiar with the service and hymn book?
- be sure to get their name etc. to give to the Pastor
7. Oversee the needs of the Chapel:
- the condition of the pews, carpet, cleaning, repairs and bring anything needing attention to the
Chairperson of Council.
8. Encourage and invite people to membership in the congregation through one-on-one conversations
and through congregational initiatives for membership renewal and transfer from time to time.
9. Prepare and present a report for the Annual General Meeting.
EDUCATION COMMITTEE
Purpose
The committee provides opportunities that enrich our faith through educational activities and curriculum.
Committee Membership
The committee is made up of the Pastor, Sunday School leader, and one member from the congregation.
Responsibilities
To indentify the program opportunities for the year, to invite membership involvement as program leaders, and to encourage participation in annual programs which may include: Baptism, Sunday School, First Communion, Confirmation, Adult Education, and Youth Ministry.
The Pastor plays a lead role with respect to:
· the selection of program support materials
· preparing families for Baptism, students for First Communion, and assisting in the delivery of adult
and youth education
· working with the Sunday School leader, the Pastor recruits and prepares volunteer teachers for
Sunday School and Confirmation, participating as an instructor as required.
The Sunday School Program Leader shall:
· attend to the registration of students and determine class levels
· organize teaching schedules
· organize meetings of the teachers and Pastor as needed
· plan special Sunday School activities and projects
· ensure the Sunday School bulletin board is changed regularly
Prepare and present a Report for the Annual General Meeting.
MISSION COMMITTEE
Purpose
In cooperation with the Pastor, the mission committee exists to educate members regarding where our mission money goes to and on how well we are doing at meeting our congregational mission commitments.
Committee Membership
The Committee is made up of one member selected by Church Council annually, and three or more members of the congregation who wish to participate in the group.
Duties
1. Initiate correspondence between the congregation and the missionary we support.
2. Share correspondence from our missionary with the congregation.
3. Remind the congregation of our responsibility for mission and our financial commitments to mission
in our annual budget and how well we are doing at meeting our commitments.
4. Initiate a fundraising activity through Church Council for mission support if necessary to ensure
the congregation can meet its financial obligations in the budget for mission support.
5. Prepare and present a Report for the Annual General Meeting.
SOCIAL COMMITTEE
The Social Committee plays an important role in building a sense of community among members by organizing activities that bring us together in a social setting as a Christian Family. Activities organized by the Social Committee will vary from year to year, but overall the activities they plan will bring joy and unity to our congregational life, providing an opportunity for members to get to know one another better.
Committee Membership
The Social Committee will be a committee of three or more members of the congregation who wish to participate in the group. A Church Council Member is not required on this committee. .This committee will report to the Church Council any plans/activities.
Responsibilities
· Planning the events.
· Arranging with the church council any funding required for event venues/activities.
· Booking and facilities required for the event.
· Recruiting congregational members to volunteer for the event planning and coordination.
· Arranging with Church council for the formal promotion of the event in the church bulletin.
· Having fun and sharing it in the spirit of a Christ centred community!
Annual social activities could include, but are not limited to the following:
· 2 adult-only socials per year (past examples: a progressive dinner, fall barbecues).
· 3 family socials per year (pas examples: family swim night, bowling, picnic).
· Summer church picnic.
· Annual Christmas carolling (past example: Aven Centre).
Prepare and present a Report for the Annual General Meeting.
Office Address:
Northern United Place
5403 50th Avenue
Yellowknife
Northwest Territories