council charter · 2016. 7. 19. · the council may set goals from time to time for bothell umc....

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Council Charter

This Charter documents the new structure of Church Council. Both the Charter and Church

Council are works in progress. As such, they will be subject to amendment.

United Methodist Church Mission Statement

The mission of the Church is to make disciples of Jesus Christ for the transformation of the world.

Bothell United Methodist Church Purpose

Becoming Christ in the community.

Bothell United Methodist Church Goals

The Council may set goals from time to time for Bothell UMC. The current Bothell UMC Three-year

goals are attached.

Governance

Members of the Church Council (Council) accept responsibility for the governance and financial

oversight of Bothell UMC and its various programs. Members of the Council are committed to

maintaining the health and viability of Bothell UMC both now and into the future. The Council is

free to question and challenge the Pastor, staff, and fellow members of the congregation on any

issue before the Council. In doing so, the Council will always work to bring Bothell UMC into better

alignment with the church’s mission, purpose, vision and goals.

The term “governance” includes:

working with the congregation, pastors, and staff to discern vision, goals, and policies

determining the appropriate ways Bothell UMC will implement the church’s mission,

purpose, vision, goals, and policies

providing guidance, feedback, and review of church activities

making decisions regarding financial and budgeting issues, staff hiring and related issues,

and facility maintenance and construction.

Governance does not involve the administration or direction of the activities of other

committees, teams, or groups within the church.

Council members are passionate advocates for the mission of the church and will work to help

align the work of Bothell UMC with the mission of the greater United Methodist Church. Council

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members will be role models for the congregation and serve as ambassadors of Bothell UMC to the

greater community.

The Council is made up of 16 roles:

Chair, Incoming Chair, Immediate Past Chair of Church Council, 3 persons focusing on Finance, 3

persons focusing on Staff Parish Relations (SPR), 3 persons focusing on Trustees, the Lead Pastor,

Executive Director (when the position is filled), Lay leader or Member at Large, and secretary.

A quorum of at least 10 members of the Council must be present for decision making to occur. In

the absence of at least 10 members at a Council meeting, decision making may occur over email.

The Council Chair may ask the Council members to address issues that require discernment

between Council meetings by calling an ad hoc meeting or utilizing email for discernment.

The Executive Council Team is a sub-team of the Council and will include the chairs of the teams

and the current Council Chair. The Staff Executive Team includes Clergy, Executive Director (when

the position is filled) and the Program Minister.

Proposed agenda items must be submitted by the chair or designee of any committee or team

(including but not limited to Finance, SPR, or Trustees) to the Administrative Assistant no later

than 10 business days before the Council meeting. The Council agenda is set by the Council Chair

(or designee) and the Council Executive Team and is circulated to the Council members no less

than 5 business days prior to the meeting. The secretary will circulate the meeting minutes to the

Council members for review within 7 business days and final minutes no more than 10 business

days after the meeting.

The Council will discern through a consensus decision making process. Discernment occurs again

until consensus is reached. Discernment may reach either a positive or negative consensus

regarding any proposed issue. If a consensus is not reached, a decision is not made. In the event of

no decision, the issue may be brought before the Council at a future time. During a time of

discernment, each member of the Council acts on behalf of the committee or group affected by the

decision.

Church Council will take on the decision making roles of SPR, Finance, and Trustees. A facilities

ministry team will be responsible for the upkeep of the church, an accounting ministry team will

be responsible for the day to day money handling and bill paying, and a personnel ministry team

will be tasked with looking after staff needs.

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As with any church meeting, guests may attend to observe or participate in some way. Guests may

be recognized by the Council Chair to offer opinion or information to the Council. However, guests

may not participate in the discernment process. As directed by the United Methodist Book of

Discipline, guests may not be present when SPR-related issues are discussed. In such case the

Council Chair may ask guests to leave.

Term and Time Commitment The membership of the Church Council will be voted on at the annual All Church Conference. Each

Council member will serve for a “full term” of 3 years. A person may not serve more than 2

consecutive full terms. Each Council member will be assigned as a member of 1 of the 4

committees involved in the Council: Church Council Chair, Finance, SPR, or Trustees. In the first

year, each person will hold the office of Incoming Chair for their respective committee. The second

year, each person will have the office of Chair of that committee. In the third year of the full term,

each person will have the office of Immediate Past Chair of that committee.

While it is advantageous if Council members have personal experience in the activities of the

committee he or she is assigned to, it is not necessary. The intent is to expose each Council

member to the inner workings of these 3 bodies and their respective ministry teams. The 3 SPR

members will serve on the personnel ministry team. The 3 Finance members will serve on the

accounting ministry team. The 3 Trustees members will serve on the facilities ministry team.

These terms will last for a period of 3 years. Personnel, accounting, and facilities will also include

other volunteers who feel called to participate in the activities of the ministries. Each ministry may

set its own guidelines for volunteer participation.

In the event a Council position is unfilled after the All Church Conference, or the officeholder is

unable to continue as a participating member of the Council, the Council may select a person to fill

the vacant office. The new officeholder will take over the position in the same term year as the

vacating person was in when he or she vacated the office. The new officeholder may stand for a

second term following the third year of the term he or she is filling.

The Council will meet quarterly for approximately 4 to 6 hours. Council members should plan on

spending 2– 5 hours per month engaging in Council activities outside of the meeting requirement

(e.g., reading, research, phone calls, or outreach to the community or congregation). Council

members are expected to participate in the meetings of their respective ministry teams. These

teams meet as needed, at least quarterly.

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Duties for Council Members

All Council members are required to fulfill the duties listed below. Additional job-specific duties

are detailed in the job descriptions for individual Council Member roles (see Council Job

Descriptions).

Attend Council meetings regularly

Determine mission, vision, purpose, and overall strategies, policies and priorities

Ensure legal and ethical integrity and maintain accountability

Develop and maintain church governance policies and procedures

Evaluate and strengthen programs and services to help align Bothell UMC with its mission,

vision, goals and purpose

Approve the Annual Budget and modifications to the budget and approve non-budgeted

financial transactions/allocations

Approve new staff positions and budget required for such

Approve and monitor major improvements to facilities and ensure adequate maintenance

of existing facilities is accomplished

Expectations for Council Members

All Council members are held to the expectations listed below. Additional job-specific expectations

are detailed in the job descriptions for individual Council Member roles (see Council Job

Descriptions).

Participate in the development of Council leadership

Covenant and actively engage in supporting and holding other council members

accountable in upholding this covenant

Strive for transparency but maintain complete confidentiality on all SPR matters (even

from spouse/partner). In the rare case that a non-SPR issue is discerned as needing

confidentiality, each Council member is expected to maintain the same level of

confidentiality to the extent and for the time period as discerned by the Council.

Spend the necessary time engaging in Council-related work (such as reading, research,

phone calls, outreach to community, etc.)

Prepare for meetings by reading and studying all meeting materials prior to the meeting

Pray for God’s guidance while prepping and seek God’s will in all decision making

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In addition to Council, attend at least one Bible Study or CORE group

Attend selected Bothell UMC events and programs as a representative of the Council

Serve on additional task forces or project groups, as necessary

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Council Job Descriptions

All Council members support Bothell UMC’s mission by leading the Council to seek God’s long-term vision

for the church and are expected to use the church’s resources accordingly. The descriptions provided below

are in addition to the duties and expectations detailed in the Council Charter.

Council Chair

Meet at least 5 – 11 times per year with the Council Executive Team to outline Council

meeting agendas and priorities

Convene and facilitate Council meetings as scheduled by the group

Facilitate and participate in discussions and decision making during Council meetings.

Participate in the Nominations team/ process so that successors are in place/identifiable as

nominations occur each year

Encourage the development of skills, interests, and the faith life of Council members

Term

12 months as Chair – will serve total of 3 years as Incoming Chair/Chair/Immediate Past Chair

Position Coach

Lead Pastor and a Mentor as assigned

Incoming Chair

Meet at least quarterly with Council Executive Team to outline Council meeting agendas

and priorities

Assist the Council in working through the business of Bothell UMC, including electronic and

verbal communication channels

Convene and facilitate Council meetings as scheduled by the group if the Council Chair is

unavailable

Participate in discussions and decision-making during Council sessions

Participate in Nominations process so that successors are identifiable as nominations occur

each year

Encourage development skills, interests, and faith life of Council members

Term

12 months as Incoming Chair – will serve total of 3 years as Incoming Chair/Chair/Immediate Past Chair

Position Coach


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Immediate Past Chair

Meet at least quarterly with Council Executive Team to outline Council meeting agendas

and priorities

Assist the Council in working through the business of Bothell UMC, including electronic and

verbal communication channels

Convene and facilitate Council meetings as scheduled by the group if the Incoming Chair is

unavailable

Participate in discussions and decision-making during Council sessions

Assist the Council Chair and Incoming Chair with knowledge from previous years’ Council

decisions and procedures as needed

Encourage development skills, interests, and faith life of Council members

Term

12 months as Immediate Past Chair – will serve total of 3 years as Incoming Chair/Chair/Immediate Past

Chair

Position Coach


Staff Parish Relations (Incoming Chair, Chair and Immediate Past Chair)

While the Chair of the committee will take the lead in these steps, the Incoming Chair will be training to

carry out these tasks and the Immediate Past Chair will be providing counsel and assistance as needed.

Confer with the District Superintendent during SPR meetings regarding appointed staff

compensation

Communicate with the congregation and appointed staff about ministry direction as

outlined by the Council

Assess the ministry of the congregation and appointed staff at least annually

Support continuing education for all staff

Support those within the congregation whom God seems to be calling to ordained ministry

Make recommendations regarding compensation, travel, benefits and housing for

appointed staff

Recommend appointed staff position needs and develop appropriate job descriptions and

titles

Term

3 years

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Position Coach

SPR Chair

Unique to SPR Chair

Confer with the District Superintendent and Lead Pastor regarding appointed staff

compensation

Discuss appointment issues with District Superintendent and Lead Pastor.

Prepare/ coordinate any topics for discussion for the Council meetings and send to the

Administrative Assistant in time for review/ agenda consideration.

Review and update the Bothell UMC Staff Policy Manual periodically.

Term

12 months as Chair – will serve total of 3 years

Position Coach

Lead Pastor

Finance (Incoming Chair, Chair and Immediate Past Chair)


carry out these tasks and the Immediate Past Chair will be providing counsel and assistance as outlined

below.

Meet regularly with accounting ministry team

Regularly review the financial resources of the church

Assist with coordination of any topics for Council discussion

Assist with the annual budget to best advance the mission based on input from ministry

team leaders

Term

3 years

Position Coach

Finance Team Chair

Unique to Finance Chair

Coordinate any topics for Council discussion and send to the Administrative Assistant in

time for review and agenda consideration

Project annual budget to best advance the mission based on input from ministry team

leaders

Conduct (or facilitate) audits

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Term

12 months as Chair – will serve total of 3 years

Position Coach

Lead Pastor

Trustees (Incoming Chair, Chair and Immediate Past Chair)


carry out these tasks and the Immediate Past Chair will be providing counsel and assistance as outlined

below.

Address short and long-term needs of the church property and buildings.

Maintain the permanent records of the church including

o Insurance policies

o Articles of Incorporation

o Bylaws

o Other documents required by the State of Washington and/or the United Methodist

Church

Promote, recruit and equip volunteer teams to

o perform needed repairs of the buildings and property

o prepare the buildings for worship services and special events and close up

afterwards

o provide updated list of volunteers for building repairs and maintenance to the

Property Manager

Meet as needed to plan work days and review other church property scenarios

Assist with coordination of any topics for Council discussion

Term

3 years

Position Coach

Trustee Chair

Unique to Trustees Chair

Facilitate an energy audit and maintain heating and air-conditioning systems

Facilitate accessibility audit

Coordinate any topics for Council discussion and send to the Bothell UMC Assistant in time

for review and agenda consideration

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Term

12 months as Trustee Chair – will serve total of 3 years

Position Coach

Lead Pastor

Application to Serve on the Council Applications are due no later than September 25. All applications will be reviewed by the Nominations

Team; all applicants will be notified no later than November 14.

Name

Phone Number

Email address

How are you engaged at Bothell UMC and the surrounding community?

Why or how do you feel called to serve on the Council?

What gifts and qualities do you bring to the Council?

Which position appeals to you and why?

Please provide a short summary of relevant past experience.

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Bothell UMC Membership Expectations

Questions new members are asked during the church service:

1. Do you wish to be a disciple and follower of Jesus Christ?

2. Will you make this your church family, allowing the people of this church to love and care

for you, as together we serve God with our prayers, presence, gifts, witness and service?

Membership has no privileges, just expectations.

What you are committing to:

To worship regularly

• Attend worship every weekend unless you are sick or out of town (members who

travel out of town are encouraged to attend services in the location they are visiting)

To continue to grow in your faith by participating in a small group study (Core Group etc.)

• Participate in at least one activity each year aimed at helping you grow in your faith

apart from worship attendance (Sunday school, CORE Groups, reading the Bible at

home, retreats or other short-term classes we offer)

To help us live our purpose: Becoming Christ in the community

• Two hours in our community intentionally. One hour in church service

To give in proportion to your income

• Give of your time in Christian service at least once each year through the ministry of the

church

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Bothell UMC Three-Year Goals 2016

Implement a well-organized system of proactive and reactive congregational care ministries with

trained volunteers specifically gifted to serve in care ministry.

Congregational care is a long held passion and practice of Bothell UMC.

This creates opportunities for people to engage in the church community by using their

spiritual gifts.

It is the calling of the church to bring people to wholeness and health.

Remodel to enhance the hospitality and accessibility of our church.

Our signage will be welcoming and directional.

The purpose of the Welcome and Information Center needs to be clear and intentional.

The functionality of the meeting spaces, office area and children's area will be improved.

An elevator will be installed.

75% of the membership will be actively using their spiritual gifts in service for the church,

congregation or the community.

Being in service is an aspect of discipleship and an expectation of membership.

Using Spiritual Gifts allows members to honor their gifts from God.

God expects us to use our gifts to further the mission of the Church

50% of members will regularly engage in a method of faith development beyond worship

(CORE/small groups/classes).

Intentional faith development is one of our practices because it is vital for disciples and

expected of membership.

Growing in faith with others strengthens sense of community and connection.

Establish a non-profit 501(c)3 extension of the church.

We will be able to expand our outreach and service opportunities.

Administration and management of the ministries can be more effective by hiring

professionals.

Will allow access to more participants outside of our congregation

The donor base can be expanded.

Fully integrate a second worship site.

council charter · 2016. 7. 19. · the council may set goals from time to time for bothell umc....

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