1. May 2015 JARC REPORT

2. Constitution of University Baptist Church By-Laws Leadership Manual Policies, Procedures, and Documents CHURCH DOCUMENTS

3.  JARC (Joint Administrative Review Committee) was appointed in the fall of 2012 to review the Church Constitution, By-Laws, and Leadership Manual approved in 2009.  Updates and changes were made in 2013, but never presented to congregation or approved.  Most of the 2013 changes have been incorporated in this report.  In addition all documents have been reviewed and updated to present.  Laura Morris, Ed Smith, and Debra Bryant make up the current JARC. BACKGROUND

4. CONSTITUTION

5. Article IV – Constituency 4. Watchcare - Deleted A person may request or agree to come under the watchcare of this congregation. Such persons are not eligible to vote or hold positions of church leadership. All references to watchcare in other documents removed. This designation has not been used in several years. JARC recommends removing it as an option. CONSTITUTION UPDATE

6. BY- LAWS

7. Article II. 1. – Membership 2009 A. Any person may present himself or herself as a candidate for membership in this church. All such presentations will be made publicly at any regular worship service at which an invitation is given, and will be subject to the vote of the congregation. If a person is physically unable to be present to respond to an invitation, then he or she may petition the Active Deacons for the special provision of membership by proxy. Article II. 1. – Membership 2015 A. Any person may present himself or herself as a candidate for membership in this church. All such presentations will be made publicly at any regular worship service at which an invitation is given, and membership will be approved by the vote of the congregation. If a person is physically unable to be present to respond to an invitation, then a Minister may present the candidate’s request for membership to the congregation for approval by vote.* BY-LAWS UPDATE * Same change made for Associate Membership.

8. Article II.6. Membership 2009 All changes in the membership roll will be reported to the congregation at the next church conference. Article II.6. Membership 2015 All changes in the membership roll (additions, deletions, and those moving from active to inactive status, etc.) will be reported to the congregation at least quarterly at a church conference, town hall meeting, or through other means. BY-LAWS UPDATE

9. Article II.6.– Membership 2009  Annually the Senior Minister and Chair of the Active Deacons will review the church membership roll, transferring to the inactive section those members who have moved from the area or who have discontinued their support and interest in the church for one year, or transferring to the active section those members who have resumed their support and interest in this church. Article II.6.– Membership 2015  Annually the Chair of the Active Deacons and the church clerk will review the church membership roll, transferring to the inactive section those members who have moved from the area or who have discontinued their support and interest in the church for one year, or transferring to the active section those members who have resumed their support and interest in this church. BY-LAWS UPDATE

10. Article III. Church Officers 2009 D. Treasurer The Treasurer will be responsible for the receipt and disbursement of all church funds following the unified budget concept. The Treasurer, in concert with the Finance Committee, shall establish policies and procedures for the receipt and disbursement of church funds. Article III. Church Officers 2015 D. Treasurer and Assistant Treasurer The Treasurer will be responsible for the receipt and disbursement of all church funds following the unified budget concept. The Treasurer, in concert with the Finance Committee, shall establish policies and procedures for the receipt and disbursement of church funds……. In the event the Treasurer cannot fulfill the duties of the office, the Assistant Treasurer will assume these responsibilities. BY-LAWS UPDATE

11. Article III Lay Leadership 2009 7. Committees and Councils The committees and councils of the church will operate in accordance with the Leadership Manual prepared and maintained by the Church Council. Article III Lay Leadership 2015 7. Committees, Councils, and Service Teams The committees, councils, and service teams of the church will operate in accordance with the Leadership Manual and the Policies, Procedures and Documents. BY-LAWS UPDATES

12. Article IV Church Staff 2009 C. Church Secretaries 1. The Church Secretaries are responsible for general office procedures such as: secretary to the ministers, receptionist, and other duties as requested by the Senior Minister. Article IV Church Staff 2015 C. Other Ministry Staff Other staff members may be employed to fulfill ministry coordination roles such as those to specific age groups. Qualification requirements will be based on the specific duties. D. Church Administrative Staff 1. The Administrative Staff is responsible for general office procedures such as: secretary to the ministers, receptionist, print and electronic communication, and other duties as requested by the Senior Minister. BYLAWS UPDATE

13. Article IV. Church Staff 2009 2. Selection of Ministers... Each search committee will consist of eight members: the chair of the Personnel Committee and one other nominated from and by the Personnel Committee; two nominated from and by the Active Deacons; two nominated from the church membership-at-large by the Nominating Committee; two nominated from and by the committee or organization closest to the work for which the minister is being sought. All the members of the ministerial search committee will be presented by the Personnel Committee for election by the church in conference... Article IV. Church Staff 2015 2. Selection of Senior and Associate Ministers... Each search committee will consist of eight members: the chair of the Personnel Committee or their designee; one nominated from and by the Active Deacons; four nominated from the church membership-at-large by the Nominating Committee; two nominated from and by the committee or organization, selected by Church Council, whose work is the closest to the work for which the minister is being sought. The Nominating Committee shall attempt to nominate members who represent diverse views, ages and groups. All the members of the ministerial search committee will be presented by the Personnel Committee for election by the church in conference… BY-LAWS UPDATE

14. Article IV. Church Staff 2009 2. (continued) The ministerial search committee's recommendation should include the terms of the call as well as the mutual expectations of the minister and the church. Article IV. Church Staff 2015 2. (continued) At least one week prior to the vote of the Church on the call of a minister, the Search committee shall make available a report of the Search Committee which shall include background on the candidate and the recommended terms of the call which shall include start date, compensation and other employment terms. The ministerial search committee's recommendation should include the terms of the call. BY-LAWS UPDATE

15. Article IV. Church Staff 2009 3. Termination of Ministers …An affirmative vote of three- fourths of the members and associate members present will be necessary to terminate the services of a minister. Article IV. Church Staff 2015 3. Termination of Ministers …necessary to terminate the services of a minister. All termination disputes shall be resolved by a grievance process detailed in Policies, Procedures and Documents. BY-LAWS UPDATE

16. Article IV. Church Staff 2009 Article IV. Church Staff 2015 4. Selection and Termination of Non-Ministerial Staff Non-minister hiring and termination shall be performed by the Personnel Committee in consultation with the Senior Minister and other applicable ministers. All terminations disputes shall be resolved by a grievance process detailed in Policies, Procedures and Documents. 5. General Requirements All employees shall abide by the Standards of Conduct in the Personnel Policies and Procedures Handbook. (Sections added) BY-LAWS UPDATE

17. Article V Church Conferences and Church Year 2009 1. Church Conferences Article V Church Conferences and Church Year 2015 1. Church Conferences and Town Hall Meetings B. In contrast to formal church conferences, Town Hall meetings may be held from time to time to informally share information, seek feedback from the congregation, provide timely committee reports of upcoming programs/ministries, etc. Working with the Moderator and the chairs of the Active Deacons and Church Council, the senior minister shall establish the agenda and provide two weeks’ notice to the congregation. Consistent with the calling of church conferences, the two week requirement may be waived in the event two thirds of the chairs of Active Deacons and Church Council, Moderator and Senior Minister feel there is an urgency to waive such notice. BY-LAWS UPDATE

18. Article VII Interpretation, Review and Amendments 2009  2. Review of Constitution, By-Laws and Leadership Manual   On or before June 1 of even numbered years, the Active Deacons and Church Council will establish a joint committee to review… Article VII Interpretation, Review and Amendments 2015  2. Review of Constitution, By-Laws and Leadership Manual   On or before June 1 of every third year, the Active Deacons and Church Council will establish a joint committee to review… BY-LAWS UPDATE

19. LEADERSHIP MANUAL

20. Highlights  Created Service Teams:  Service Teams provide a specific function in the church and have variable numbers of members who may serve multiple terms. Members are elected as listed in the Nominating Committee report. Teams will elect their own chair.  Committees converted to Service Teams: Audio VisualLord’s Supper BaptismUshers FloralWelcome KitchenTransportation (Renamed Church Health MinistriesVehicle Service Team) LEADERSHIP MANUAL UPDATE

21. Highlights Recommendation to dissolve the following:  Long Range Planning Committee  Tasks reassigned to Staff Ministers, Church Council, and Active Deacons  The Active Deacons, the Church Council and the staff ministers shall be responsible for the development and maintenance of a strategic planning document which establishes goals and priorities for the church during the coming year(s). The plan shall also address and identify priorities which reflect longer term initiatives, plans, ministries and visions for the church. Once prepared/revised, it shall be presented to the congregation for review and approval. Responsible parties are encouraged to use a variety of approaches to develop/revise the plan such as retreats, outside resources, etc. LEADERSHIP MANUAL UPDATE

22. Highlights Recommendation to dissolve the following:  Fire and Safety Committee  Tasks reassigned to Buildings and Grounds Committee  Perform quarterly inspections of safety equipment items such as alarms, fire extinguishers, emergency exit batteries, emergency lighting, etc.  Annually review the evacuation plans with various groups such as the ministers, deacons and choirs. Written evacuation plans shall be posted throughout the building as needed.  Educate the congregation regarding their responsibilities to report fires, safety and security hazards, keeping valuables out of sight, exiting designated doors on Wednesday evenings, etc.  Annually evaluate the adequacy of our internal and external communication systems relative to fire, safety and security issues (e.g. number of electronic communication units, to whom they are assigned, etc.).  Conduct periodic self-inspection/risk management building reviews and take appropriate actions to correct deficiencies. LEADERSHIP MANUAL UPDATE

23. Highlights Recommendation to dissolve the following:  Education Council – Tasks assigned to Assoc. Minister for Education  Food Committee - Inactive  Visibility Committee – Inactive  Sunday Bible Study Director  VBS Coordinator  Wednesday Evening Missions Coordinator These three positions are assigned to the Assoc. Minister for Education (See Education Leadership) LEADERSHIP MANUAL UPDATE

24. Recommendation to Add the following: Ministerial Relations Service Team I. Structure  The Ministerial Relations Team is to be composed of at least three church members who will be elected annually and may serve successive terms.  Members will be appointed by Church Council and should represent the diversity within the congregation.  The Ministerial Relations Team is to meet to elect a chairperson and as often as necessary to carry out its task assignments. II. Task Assignments The Ministerial Relations Team will facilitate communication between the ministerial staff and the congregation and among the ministerial staff. The team will: A. Listen, remain neutral, and work for clarity and channeling of concerns and positive feedback to/from the appropriate recipients. B. Without expressing personal opinions, help staff ministers or church members interpret concerns, proposed changes, and decisions that have been made. C. Inform the congregation of the role of this team. D. Use discretion and offer confidentiality throughout the process. LEADERSHIP MANUAL UPDATE

25. Recommendation to Add the Following: Welcome Service Team I. Structure The Welcome Team is to be composed of a sufficient number of church members/regular attendees to welcome members and visitors at large gatherings such as Sunday morning activities. Their roles shall complement the work of the Ushers who will welcome members and guests into the sanctuary for worship services. The Welcome Team shall meet as necessary to carry out their assignments and elect a chairperson. II. Task Assignments The Welcome Team will:  Ensure that Greeters are positioned at various entrances to welcome guests, members, and regular attendees.  Provide information which may be needed and respond to various inquiries.  Provide systematic follow-up information to the ministers as needed.  Provide coverage for the church Welcome Center and distribute information as needed.  Take or locate another member to take guests to areas of interest. (e.g. Bible Study Class)  Have a team member in the parking lots on Sunday morning to assist members and guests with parking. LEADERSHIP MANUAL UPDATE

26. Recommendation to Add the Following: MUSIC AND WORSHIP SERVICE TEAM I. Structure The Music and Worship Team is to be composed of church members who will be recommended by the Associate Minister for Music and Worship, elected annually, and may serve successive terms. The Music and Worship Team is to meet as often as necessary to carry out its task assignments and elect a chairperson. II. Team Task Assignments In general, the Music and Worship Service Team will assist the Associate Minister for Music and Worship and other staff members responsible for the Worship and Music ministries in providing and implementing the Music Ministry program of University Baptist Church. Specifically the team will:  Consider the worship needs and preferences of the congregation and address these by recommending the ingredients and style of worship services, including music, prayers, sermons, offering, Lord's Supper, and use of visual and literary arts and other tools of worship.  Act as a sounding board for all members and age groups in the congregation. Listen to the voice of the congregation at large so that, within UBC’s style of worship, the diversity represented within the congregation is accurately depicted. LEADERSHIP MANUAL UPDATE

27.  Act as an action team. Assist the Associate Minister for Music and Worship in the implementation of special music programs and activities.  Identify and recruit individuals representing the diversity (age, gender, interest) within the church membership to utilize their gifts through the music and worship ministry.  Coordinate with the staff in annual music and worship planning to include church-wide special events and celebrations.  Recommend purchase, repair and maintenance of equipment and instruments used in the music and worship program.  Coordinate with and assist the Floral Team regarding the decoration of the sanctuary for special occasions such as Easter and Christmas, and coordinate use and restoration of banners and other visuals during the church calendar year.  Assist the Associate Minister for Music and Worship in developing the annual music and worship budget.  Assist the Associate Minister for Music and Worship in securing and developing leadership for the Chapel Choir, Genesis Choir, Sanctuary Bells, and other groups as the needs arise.  Assist the Associate Minister for Music and Worship and other designated staff members with other tasks that may arise but are not described here. MUSIC AND WORSHIP SERVICE TEAM CONTINUED

28. Recommendation to Add the Following: Welcoming and Inclusion Council I. Council Structure The Welcoming and Inclusion Council is to be composed of the following: Senior Minister, a representative from the Active Deacons, Minister for Education, Chair of the Welcome Service Team and Chair of the Ushers. The chair of the Welcoming and Inclusion Council will serve as a member of Church Council. II. Council Task Assignments The Welcoming and Inclusion Council will assess the extent to which the church is a welcoming and inclusive church and recommend/implement specific action plans to make our church more welcoming and inclusive. The Welcoming and Inclusion Council will:  Meet at least twice a year to ensure hospitality and inclusion in all aspects of our church life,  Evaluate the effectiveness of our new member orientation and assimilation  Maintain a welcoming and inclusion environment in the congregation’s awareness as a shared responsibility. LEADERSHIP MANUAL UPDATE

29. Other Significant Changes  All committee and council chairs will be members of Church Council.  JARC will be an every 3 year process.  Changed Deacon Family Ministry to Circle of Caring and changed the Deacon Election Process to current practice.  Added administration and day-to-day responsibility for Wednesday night programs to Associate Minister for Education.  Added the Chair of the Financial Stewardship Committee as ex- officio member of the Finance Committee.  Added annual evaluations of church staff ministers to the Personnel Committee. LEADERSHIP MANUAL UPDATE

30. QUESTIONS OR COMMENTS?

31. The Joint Administrative Review Committee (JARC) has completed its report and recommends that the proposed changes to the University Baptist Church Constitution, Bylaws and Leadership Manual be approved and that they become effective immediately. A copy of the changes which are approved by the congregation will be attached to the original minutes of this church conference. MOTION TO ADOPT CHANGES