Single Board Model Frequently Asked Questions

Is moving to a single board model of leadership legal (allowed by the United Methodist Book of Discipline)?

Yes ¶ 247.2 of the 2016 Book of Discipline reads:

2. The charge conference, the district superintendent, and the pastor, when a pastor has been appointed (see ¶ 205.4), shall organize and administer the pastoral charge and churches according to the policies and plans herein set forth. When the membership size, program scope, mission resources, or other circumstances so require, the charge conference may, in consultation with and upon the approval of the district superintendent, modify the organizational plans, provided that the provisions of ¶ 243 are observed. Such other circumstances may include, but not be limited to, alternative models for the conception of a local church, such as coffee house ministries, mall ministries, outdoor ministries, retirement home ministries, restaurant ministries, and other emergent ways in which people can gather in God’s name to be the church .

Who needs to approve going to a single board model?

A church conference and the district superintendent must approve moving to a single board model of leadership.

What committees are effected by moving to the single board model?

All of the Administrative Committees i.e Trustees, Finance, SPR (PPR) and Church Council (or Administrative Council) all cease to exist once the single board model has gone into effect. The Lay Leadership/Nominations committee remains in place. Other ministry committees such as Children’s Committee, Evangelism or other hands on committees do not go away. Although this is a good time to evaluate the overall structure of the entire church leadership and consider creating a new overall structure.

How many people should be on the board?

The Center for Congregational Excellence (CCE) recommends a total of nine-twelve people make up the New Board. Further, it is recommended that the Sr. Pastor be a voting member but never the chair of the Board.

Can other church staff be on the New Board?

Every church situation is unique, but as a general rule the CCE recommends that other than the Sr. Pastor other paid church staff can have a voice but no vote on the New Board.

Why should our church consider this change?

Many churches in the in United Methodist churches have made this change and find that it allows for more nimble decision making, it allows the leadership of the church to focus on the big picture view of making disciples of Jesus Christ and it pushes the day to day management of ministry out to where it belongs with the pastor, staff and hands on volunteers.

What is the New Board called?

The church can call the new single board whatever it wants. However, this style of leadership is not unknown in the Methodist church. In the 1930’s and 1940” s there was a group of leaders called the Board of Stewards that were the governance for the Methodist churches of that era. “Leadership Table” is a good option (board=table; “table” is a good biblical and ecclesiastical word that connects us to our table of Holy Communion)

What are the rules for the New Single Board?

The New Board has the ability to create the operating rules for the church. The CCE recommends that there be in essence two sets of rules. The first set we call Organizing Documents (or “founding documents”, i.e., by-laws) and we recommend that they can only be changed by the approval of a Church Conference. The second set of rules can be called whatever the church wants to call them, but they are “operating guidelines” (policy manual) for how the

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Board, the Pastor, the Church Staff and the Congregation will interact. The board will, with these operating guidelines, set the boundary rules for all of the entities that make up the church. These rules should not try to include rules for every conceivable situation, but should instead be rather broad in its writing. The operating guidelines can be changed by a majority vote of the new board.

Single Board Model of Governance Brings Benefits to Congregations of all SizesArticle from the Texas Conference – Read here.http://www.txcumc.org/newsdetail/single-board-model-of-governance-brings-benefits-to-congregations-of-all-sizes-3860130

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Sample Organizing Documents for the Single Board ModelIt is recommended that at the Church Conference voting on the Single Board Model that these rules (or ones similar) be voted on by the church conference and that once approved these rules may only be changed by a majority vote at a church conference.

In accordance with ¶244 and ¶247.2 of the 2012 Book of Discipline Last United Methodist Church, Anywhere, Texas in order to more effectively complete its mission of making disciples for Jesus Christ has made the choice to move to an alternate form of governance. The church is choosing to place the functions of the former administrative committees (Staff Parish Relations (Pastor Parish Relations), Trustees, Finance Committee and Administrative Council) into a single board. All of the functions of these former Administrative Committees will be handled by this single board. This does not include the Nominations/Lay Leadership Committee. This committee will remain in place and function as outlined in ¶ 258.1. These are the rules under which the Board, the Sr. Pastor, Staff and Congregation will function effective XX/XX/XXXX.

1) This single board will be named The Board of Stewards (This is only an example you may pick any name that is relevant to your congregation/vision and mission).

2) This board will be made up of nine (or thirteen, or fifteen) members of the church (each church should decide on the best number for its particular context) and the Sr. Pastor, each individual having one vote. The Chairperson of the board shall not be the Pastor, but one of the nine other members. Only one person from an immediate family shall serve on the board. (Here one can choose to have the Chair elected at the annual church conference or as the Trustees do in the old system elect their own chair) (Also, other paid staff e.g. church administrator or other clergy may be a part of the committee with voice but no vote.)

3) Except for at the initial creation of the board, and the Sr. Pastor each member shall serve a term of three years and shall not immediately repeat a three-year term, but can serve as a member of the board once they have not served on the board for two consecutive years. (Again, this is only an example and each church may choose its own length of service)

4) In the event that a board member is unable to fulfill her/his three-year term the Board in conjunction with the Nominations/Lay Leadership committee and a majority vote shall fill the vacancy with an eligible church member to serve the remainder of the vacating member’s term. The choice of this person will be voted on at the next annual Church Conference along with the new board members rotating on. (This is only an example and your church may choose some other way of handling vacancies)

5) A quorum shall be considered more than 50% of the voting members. No business shall be conducted if a quorum is not present. There are no proxies. In the case of email voting all voting members must be included in the email and a majority of responses for or against will be all that is needed to consider a vote binding. (This is only an example and your church may choose some other method)

6) The board will meet at least quarterly. It shall meet additionally at the request of Bishop, the District Superintendent, the Pastor, the chairperson of the committee or any other member of the committee. The Board shall meet only with the knowledge of the Sr. Pastor or District Superintendent. The Sr. Pastor shall be present at all meetings unless he/she voluntarily excuses his/her self. The Board may

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meet with the District Superintendent without the Sr. Pastor present as long as the Sr. Pastor is informed in advance of such meeting and shall be brought into consultation immediately thereafter. (This comes almost verbatim from ¶258.2 e) as it relates to SPR committees. It is highly recommended that this or similar rule is put in place as to avoid the board meeting without the Pastor without his/her knowledge or consent.)

_______________________________________________________________________________________

A Sample of Broad Operating Guidelines

These are the operating guidelines under which the Board, Pastor, Staff and Congregation shall operate. These guidelines may be change by a majority vote of the Board.

Principles and Boundaries:

1) The Sr. Pastor shall not cause or allow any practice, activity, decision or organizational circumstance that is unlawful, imprudent, unethical or un-scriptural.

2) The Board’s responsibility to God on behalf of people in our community who need the saving grace of Christ’s love and to those who have joined this church to reach those who need Christ’s love is to, through the leadership of the senior pastor ensure that this body of Christ

a. fulfills its mission and vision b. Functions within its rules and guiding principles

3) The staff’s responsibility is to work with the Sr. Pastor to equip, train and recruit the People for the effective completion of its mission and vision.

4) The Congregation’s responsibility to God is to go out into the community, and their everyday life to share and invite others in the community to receive Christ’s saving grace and love.

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Ashford United Methodist Church

GUIDING PRINCIPLES

Ashford United Methodist Church is organized under the United Methodist Book of Discipline, with administrative authority vested in the Ashford Board. The Senior Pastor is the spiritual leader and the executive officer of the Church.

MISSION PRINCIPLE:

Make Disciples of Jesus Christ for the transformation of our community and the world.

VISION PRINCIPLE:

Love, Bless, and Teach others as we unite hearts to transform the world.

BOARD:

1. The Ashford Board (“Board”) shall function in the role of the governing body of the Church. The essential responsibilities of the Board are to serve both the congregation and the community, to define the Guiding Principles with emphasis on strategic leadership rather than administrative detail, and to monitor the performance of the Senior Pastor. In addition, the Board shall exercise

2. the authority granted to it by the Book of Discipline of the UMC.3. The Board shall maintain an outward vision, strive for collective decision making, and place

emphasis on the future rather than the past or present. They shall prescribe the mission to be achieved and the boundaries within which to operate

4. The Board shall include in its membership a Chairperson, Lay Leader, Secretary, and one or more Finance representatives. The Secretary must maintain accurate minutes of all meetings, and store all materials and documents appropriately.

5. Each member of the Board must be a member of the church, shall not be an immediate family member of the pastor, employees, or other Board members. Upon recommendation and approval by two-thirds (2/3) of the Board, a member may be removed for cause, including excessive absenteeism or any other act or inaction deemed to be detrimental to the accomplishment of the

6. Guiding Principles. Any vacancy shall be filled by the Board, and the person selected shall serve for the full unexpired term of the replaced member.

7. The Board membership will serve staggering terms with no more than one-third (1/3) of the membership’s term ending in any one year. Therefore, the first elected Board will have four members serving a one year term, four members serving a two year term and four members serving a three year term.

8. Each Board member shall be expected to attend all meetings, held quarterly, at a minimum. Should a member be unable to be present, the Chairperson must be notified. A quorum will be considered when two-thirds (2/3) of the members are present. The Senior Pastor is not included in determining a quorum, and may vote only in case of a tie. In the event a Board member is absent for three or more unexcused absences, the Chairperson will address the situation.

9. All Board meetings shall be open meetings for the congregational (church) members. A written notice of such meetings including the agenda will be given to each Board member not less than ten days before the date of the meeting. Such agenda and notice shall also be posted in the church office and on the website. Those who wish to address the Board should notify the Chair or the Senior Pastor one week in advance. Meetings shall be closed only when the

10. Board must go into an executive session.11. Each Board member, other than the Senior Pastor, is entitled to vote if present at the Board meeting

or if that member has provided a Proxy to another member. In the event of a required vote on matters outside of a scheduled meeting, voting will be permitted using electronic means (i.e. email).

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12. The Chairperson and the Senior Pastor shall ensure that members of the Board are fully aware of their responsibilities and roles. They shall prepare and coordinate the meeting agenda, communicating in advance to the Board the times and locations.

13. The Board shall review the results achieved by the Senior Pastor annually as the basis for reward for positive results. These results include both those achieved with reference to annual goals and those achieved in addition to annual goals.

14. The compensation (salary and benefits) of the Senior Pastor shall be decided by the Board.

PASTOR:

1. The Senior Pastor has the responsibility, authority, and accountability to serve as the primary leader of AUMC. The Senior Pastor may use any reasonable interpretation of these Principles in carrying out the mission of the church. Consequently, the Pastor shall not fail to uphold high standards of biblical teaching and morality according to the UMC Book of Discipline.

2. The Senior Pastor is the Board’s only link to operational achievement and conduct, so that all authority and accountability of the staff, as far as the Board is concerned, is considered the authority and accountability of the senior pastor. Job descriptions for all staff positions must be developed and maintained. All increases to salary/pay or benefits to the staff must be included in the annual budget, and any pay increase exceeding 5% must have prior approval of the Board.

3. The Senior Pastor shall oversee the development of the yearly budget reflecting the mission of AUMC, consult staff and financial leaders as needed, and present the budget to the Board for review and approval. The finance manager shall submit a monthly financial report to the Senior Pastor.

4. All deviations from the budget must be approved by the Senior Pastor. The Senior Pastor shall inform the member of the Board designated to address finances of any budget expenditures in excess of 2% of total budget.

5. The Senior Pastor must write measurable goals each year that correspond to the mission statement and prescriptions, present those goals to the Board, and provide quarterly updates on the progress.

6. The Senior Pastor shall not allow the assets of the church to be unprotected, inadequately maintained, or unnecessarily risked. The Senior Pastor shall not fail to inform the Board of significant financial issues regarding the maintenance and protection of the assets of the church, and cannot acquire or dispose of real property unless authorized by the Board, the congregation and district and conference as required.

7. In order to provide the necessary specialized expertise in certain areas, the Pastor shall consult resources outside of the church staff as necessary, following approval of the Board.

8. The Senior Pastor will be instructed by the Board though written principles prescribing the mission to be achieved, allowing the pastor to use any reasonable interpretation of these principles. Only decisions of the Board as a whole are binding on the Senior Pastor.

9. In the event of a pending pastoral change, the current Senior Pastor shall inform the Board of issues pending and processes involving the entire operation of the church, allowing sufficient time in advance to resolve any needed concerns.

10. The Pastor’s compensation package is set by the Board and approved by the Church at charge conference.

11. The Senior Pastor will be required to report to the Board on compliance with these Guiding Principles at each annual performance review and to affirm or give evidence of compliance upon request by the Board at any time.

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SIMPLIFIED ADMINISTRATIVE STRUCTURE

Single Board and Accountable Leadership ModelA Guide for the Churches of the Oklahoma Annual Conference

(Also referred to as Simplified or Streamlined “Governance”) Ordering the churches governance, management, and ministry

1. Why?a. It can free up more persons for engagement in ministry rather than administration.b. It can create a healthier, more missionally focused and responsive leadership

environment and process.c. Simplified governance with leadership accountability is one of the key factors of

churches that enter into new lifecycles of vitality (Farr/Kotan, Renovate, pp.108-09)i. Main Point:

““The church [that renovates into a new lifecycle of vitality] enjoys streamlined [or simplified] structures that include a more permission-giving environment than most mainline churches,” and implements appropriate leadership accountability. ~ Farr’s # 4 of the 6 factors, Renovate, pp.108-09

ii. Key points: with regard to churches that enter into new lifecycles of vitality:

1. “Develop internal systems that are conducive to the outcomes they desire.”2. “Organizational structures motivate and cultivate ministry rather than

stifling and restraining creativity and energy.”(Farr, 108-09)

3. Administrative structure, governance and organization are “more agile and responsive than most churches.”

4. Leadership Accountability is informed by and aligned with faithfulness to fruitful ministry more than adherence to rules. “The church will go to the [simplified, single board,] accountability leadership model for the staff and structure of the church. Staff (paid and unpaid) and lay teams will set goals and be held accountable to fulfill those goals based on the mission and vision of the church. In this model, the board governs, the pastor leads, the staff (paid and unpaid) manage, and the congregation does “hands-on” ministry. (Farr, Bob; Kotan, Kay (2015-04-21). Ten Prescriptions for a Healthy Church (Kindle Locations 2296-2301). Abingdon Press. Kindle Edition. Emphasis added.)

Important Essential Points to Note! Please attend to these!

1. Do inform the DS that you are exploring and/or working toward a single board structure.2. Do use healthy process and communication to explore and adopt the Single Board Accountable

Leadership Model.3. Do take enough time so that the church has time to embrace the new model. (Stephan Ross’s book

recommends 1 year)4. Do implement both “Accountable Leadership” together with “Single Board” Structure.5. Do prepare and adopt Organizing Documents (See the document: “Sample Organizing Documents for the

Single Board Model” and later slides.)6. Do finalize and adopt with a Charge or Church Conference , at the discretion of the DS.

Notes about Permission Giving as a part of this model:7

1. See Bishop Robert Schnase’s book, “Just Say Yes”2. Flat Structure: Stephan Ross: “A flat structure makes it possible for someone who has responsibility

for a ministry to make a single phone call to get a yes or no answer to any question they have regarding the performance of that ministry. A flat structure also means that your ministry managers are accountable to a single person (or at most to a single committee) for the ministry responsibility they bear. As you can see, any ministry team leader can go directly to the pastor to receive a decision on almost any ministry idea (one step). The pastor can access the wisdom and guidance of the Council whenever the needed decision is significant enough to warrant that consultation (two steps). This structure places every ministry leader no more than three steps from even a decision significant enough to require an all-church vote.”

(2014-02-24). Leadership and Organization for Fruitful Congregations (Kindle Locations 1170-1175). Stephan W Ross. Kindle Edition.

The Single Board and Accountable Leadership Model(adaptations may be made in conversation with the district superintendent)

(Adapted from the Oregon—Idaho UMC Model, Stephan Ross1) The Single Board combines Council, Trustees, Finance, and S/PPRC (“the entire

council functions together as Trustees, Finance and SPRC. The people specifically elected in those areas provide expertise, focus, and information in their area of specialty, but do not make decisions apart from the council as a whole.” (Ross, Kindle 2215-17)

Committee on Lay Leadership (Nominations & Leadership Development. 5 to 11 persons)

o Functions separately. Chaired by Lead Pastor. No more than half may also serve on the Single Board.

o The committee is to be composed of not more than 9 persons elected to 3-year terms in 3 classes, plus the lay leader and pastor. (Par. 258.1.)

The Single Board: 13 members, 12 elected & pastor (or, 9 to 15 members depending on the size of the church)

o Pastoro 3 Trustees (3-year terms, each in one class)o 3 Finance (3-year terms, each in one class)

(smaller churches may combine Trustees and Finance as the same 3 persons)

o 3 SPRC (3-year terms, each in one class)o Lay leader/Church Council Chairo Lay member of Annual Conference (¶252.5g)o Other Person(s) as Needed for a Particular Local Church (0 to 3 persons for an

odd number total of 9, 11, 13, or 15) E.g. past lay leader or lay leader elect.

Charge and Church Conference functions remain in place per, the current Book of Discipline.

To move to a simplified model, the church must use a wise process such as that described in Stephan Ross’s book, Leadership and Organization for Fruitful Congregations: that is, explore, learn, devise, get approval of DS, use excellent process for adoption and implementation—see Ross’s Appendix A1 also.

Resources:1. Leadership and Organization for Fruitful Congregations , Stephan Ross (Appendix B:

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Single Board Model)2. Ten Prescriptions , Farr, Kotan; Chapter 93. See more below.

How to Know Which Hat to Wear

in the Simplified Structure & Accountable Leadership Model

Quoted and adapted from: Farr, Bob; Kotan, Kay (2015-04-21). Ten Prescriptions for a Healthy Church

(Kindle Locations 2323-2354). Abingdon Press. Kindle Edition.

We are going to cover two different concepts here. One is the simplified structure model and one is the accountable leadership model. They are two

totally different concepts. But we often move forward with both models concurrently. We rarely recommend moving to the simplified structure model without moving to the accountable leadership model. However, we have occasionally recommended churches move forward with the accountable leadership model without simplifying their structure, as accountability is merited no matter what structure is in place.

In a nutshell, the accountable leadership model is when o the board governs, o the pastor leads, o the staff manage, and o laity and teams are involved in hands-on ministry.

…. the simplified structure model, … combines the functions of trustees, finance teams, staff/ pastor-parish relations, the church council, and other representative officers required by the Book of Discipline. The role of the simplified structure is governance. Along with the simplified structure, there would be a number of ministry teams that are responsible for implementing the objectives that accomplish the goals. These would all be tied together with the strategic ministry plan.

This is hard for a lot of people to figure out. “Here is a metaphor I (Kay Kotan) have used to help a church understand how the simplified

structure model works: o Imagine sitting around the table with all the members of the simplified structure. Now

imagine there are four hats sitting in front of each person. 1. Financial Hat: When there is a financial issue of a governing nature that needs the attention

of the simplified structure, everyone at the table picks up their “financial hat.” Each person on the board is responsible for the final financial decisions of the board.

2. SPRC Hat: Now a topic for staff/ pastor-parish relations needs to be addressed by the board. Now everyone on the board removes removes their “financial hat” and replaces it with the “staff/ pastor-parish relations hat.”

3. Trustee Hat: The same is true for a trustee issue. 4. Council/Board Hat: When a general governing issue needs to be addressed by the board, the

participants put on their fourth hat, “council/ board hat.” Governing issues to be addressed by 9

the general board might be hearing the goal update report from the pastor and holding him or her accountable for the accomplishment of such.

o What Hat Between Meetings of Council/Board?: When the meeting is over, this is where it gets a bit tricky.

If you are a trustee representative on the board, you pick up your “trustee hat” and wear it between board meetings.

The same is true for the staff/ pastor-parish relations and finance representatives. These teams of people (usually three representatives in each of the three areas) are

responsible for the day-to-day governing issues that come up within their designated area.

For example, if there is an employee issue that comes, the pastor may need some assistance from his staff/ pastor-parish relations representatives. The staff/ pastor-parish relations representatives would complete the annual pastor’s review and share it with the board. (Reminder: in the accountable leadership model, the pastor has the authority to hire and fire staff as needed to accomplish the mission, vision, and goals of the church.)

If the furnace goes out, a trustee is contacted. They are given the authority to handle the situation within the boundaries set by the board. If a repair costs under a certain amount, the trustees have the authority to carry out the repairs. If replacement is needed and is already in the budget, the trustee has the authority to carry out the replacement within any limitations set by the board about checking on cash flow or funding.

The work of the three finance representatives will be to create the annual budget and take it to the board for review and approval. In other words, people are given permission to go about their job duties efficiently and effectively without having to ask permission. Authority is granted while holding the persons responsible and accountable.

Those on the board who are not trustee, finance, or staff/ pastor-parish relations representatives wear the “council/ board hat” between meetings. Their focus is on the accomplishment of the the mission, vision, and goals.” Farr, Bob; Kotan, Kay (2015-04-21). Ten Prescriptions for a Healthy Church (Kindle Locations 2323-2354). Abingdon Press. Kindle Edition.

Does it fit the Book of Discipline Requirements?

“The simplified structure model meets all of our Book of Discipline (The Book of Discipline of The United Methodist Church, 2012 [Nashville: The United Methodist Publishing House, 2012], ¶ 247.2) requirements by placing four different organizational functions (trustees, finance, staff/ pastor-parish, and church council) into one team of nine to fifteen people. However, going to a simplified structure model does not mean there are no longer any ministry teams who help manage and oversee the ministries of the church. We have seen multiple churches go to the simplified structure model and shut down all their leadership. This is not the point of the simplified structure. Quite the contrary, the simplified structure model is designed to empower the laity…” Farr, Bob; Kotan, Kay (2015-04-21). Ten Prescriptions for a Healthy Church (Kindle Locations 2315-2321). Abingdon Press. Kindle Edition.

Book of Discipline 2016 – On Alternate Structures

¶ 244. 2. Alternative plans may be developed in accordance with the provisions of ¶ 247.2. Such alternatives include: nurture, outreach, and witness ministries; administrative council; or administrative board/council on ministries.

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¶ 247.1-2. ¶ 247. Powers and Duties-1. The charge conference shall be the connecting link between the local church and the general Church and shall have general oversight of the church council(s).2. The charge conference, the district superintendent, and the pastor, when a pastor has been appointed (see ¶ 205.4), shall organize and administer the pastoral charge and churches according to the policies and plans herein set forth. When the membership size, program scope, mission resources, or other circumstances so require, the charge conference may, in consultation with and upon the approval of the district superintendent, modify the organizational plans, provided that the provisions of ¶ 243 are observed. Such other circumstances may include, but not be limited to, alternative models for the conception of a local church, such as coffee house ministries, mall ministries, outdoor ministries, retirement home ministries, restaurant ministries, and other emergent ways in which people can gather in God’s name to be the church.

¶ 243. Primary Tasks—The local church shall be organized so that it can pursue its primary task and mission in the context of its own community—reaching out and receiving with joy all who will respond; encouraging people in their relationship with God and inviting them to commitment to God’s love in Jesus Christ; providing opportunities for them to seek strengthening and growth in spiritual formation; and supporting them to live lovingly and justly in the power of the Holy Spirit as faithful disciples.

In carrying out its primary task, it shall be organized so that adequate provision is made for these basic responsibilities: (1) planning and implementing a program of nurture, outreach, and witness for persons and families within and without the congregation; (2) providing for effective pastoral and lay leadership; (3) providing for financial support, physical facilities, and the legal obligations of the church; (4) utilizing the appropriate relationships and resources of the district and annual conference; (5) providing for the proper creation, maintenance, and disposition of documentary record material of the local church; and (6) seeking inclusiveness in all aspects of its life.

Resources:

1. Leadership and Organization for Fruitful Congregations , Stephan Ross2. Renovate or Die , Farr/Kotan, Ch. 103. Ten Prescriptions, Farr/Kotan, Ch. 9 4. Just Say Yes , Bishop Robert Schnase5. Winning On Purpose : How To Organize Congregations to Succeed in Their Mission, by John

Edmund Kaiser Remember:

1. Do inform the DS that you are exploring and/or working toward a single board structure.2. Do use healthy process and communication to explore and adopt the Single Board Accountable

Leadership Model.3. Do take enough time so that the church has time to embrace the new model. (Stephan Ross’s book

recommends 1 year)4. Do implement both “Accountable Leadership” together with “Single Board” Structure.5. Do prepare and adopt Organizing Documents (See the document: “Sample Organizing Documents for the

Single Board Model” and later slides.)6. Do finalize and adopt with a Charge or Church Conference , at the discretion of the DS.

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Enacting Legislation for the Accountable LeadershipModel of First United Methodist Church of Palestine, Texas

The highest official governing body of a United Methodist Congregation is the Charge Conference. In accordance to ¶248 of the Book of Discipline, the Charge Conference of FUMC Palestine shall be broadened to include all professing members of the congregation, known as a Church Conference.

Furthermore in accordance with ¶244 and ¶247.2 of the 2012 Book of Discipline First United Methodist Church, in order to more effectively complete its mission of making disciples for Jesus Christ, makes the choice to move to an alternate form of governance. The church is choosing to place the functions of the former administrative committees (Staff Parish Relations, Trustees, Finance Committee and Church Council) into a single board. All of the functions of these former Administrative Committees will be handled by this single board to be known as the Board of Stewards. This does not include the Nominations/Lay Leadership Committee, although this document does outline further instruction for this NLD committee, also. These are the rules under which the Board, the Sr. Pastor, Staff and Congregation will function effective January 1, _____. This structure outlined in this document can only be amended or rescinded by a majority vote of the Church Conference.

The Nominations and Lay Leadership Committee (NLD)

1. The NLD committee will remain in place and function as outlined in ¶ 258.1. The committee shall meet all year long in order to recruit and equip working teams. These teams shall be tasked with fulfilling one or more of the attributes from the church’s vision statement (faithful witness, sacrificial service, and powerful worship).

2. The NLD shall fulfill functions as prescribed in Paragraph 258.1 of the Book of Discipline. The NLD shall offer training opportunities designed to equip teams to fulfill the mission, vision and annual goals of the congregation. They shall utilize best practices regarding giftedness, leadership style, assimilation of new members into active service and development of leaders

The Board of Stewards

1. The single board will be named The Board of Stewards. The primary function of the Board is governance and guidance of the church in fulfilling its mission and vision.

2. This board will be made up of twelve members of the church and the Sr. Pastor, each individual having one vote. The Chairperson of the board and the recording secretary shall not be the Pastor, but one of the other members and shall be elected annually by the Board at their first meeting of the year. Only one person from an immediate family shall serve on the board.

3. Except for at the initial creation of the board and membership of the Sr. Pastor, each Steward shall serve a term of three years and shall not immediately repeat a three year term. They shall be eligible to serve as a member of the board once they have not served on the board for two consecutive years.

4. In the event that a board member is unable or unwilling to fulfill her/his year term, the board in conjunction with the Nominations/Lay Leadership committee shall put forth the nomination of a replacement to be elected by a majority vote of the Board of Stewards until the next regular Church Conference vote.

5. A quorum shall be considered more than 50% of the members. No business shall be conducted if a quorum is not present. There are no proxies. In the case of email voting all members of the Board

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must be included in the email and a majority of the total Board’s responses for or against will be all that is needed to consider a vote binding. Record of the email must be kept as a part of the secretary’s minutes.

6. The Stewards shall conduct quarterly information sessions for the congregation to be informed of ministries and financial status of the church.

7. Once the board is properly authorized to govern they shall define, review, amend and enact the Guiding Principles which govern the life of the church. These shall include Mission Principles (where we are going), Boundary Principles (how won’t we get there) and Accountability Principles (Are we there yet)? These are the operating guidelines under which the Board, Pastor, Staff and Congregation shall fulfill its mission and vision. These guidelines may be amended by a majority vote of the Board.

8. The board will meet at least quarterly. It shall meet additionally at the request of the Bishop, the District Superintendent, the Pastor, the chairperson of the Board or any other member of the Board. The Board shall meet only with the knowledge of the Pastor or District Superintendent. The Pastor shall be present at all meetings unless he/she voluntarily excuses his/her self. The Board may meet with the District Superintendent without the Pastor present as long as the Pastor is informed in advance of such meeting and shall be brought into consultation immediately thereafter. The Board of Stewards is allowed to meet at closed and confidential sessions based on a majority of the Board members’ vote.

a. (This comes almost verbatim from ¶258.2 e) as it relates to SPR committees. It is highly recommended that this or similar rule is put in place as to avoid the board meeting without the Pastor without his/her knowledge or consent.)

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Friendship United Methodist ChurchSingle Board Rules of Governance

[Approved at the 11/21/16 Church Council Meeting]

It is recommended that at the December 6, 2016, Church Conference of Friendship United Methodist Church, these rules be adopted by a majority vote. If approved, these rules may only be changed by a majority vote at a Church Conference.

In accordance with ¶244 and ¶247.2 of the 2012 Book of Discipline, Friendship United Methodist Church of Porter, Texas, in order to more effectively complete its mission of making disciples for Jesus Christ for the transformation of the world, has chosen to move to an alternate form of governance.

From henceforth, the functions of the former administrative committees, i.e. Church Council, Finance, Staff Parish Relations, & Trustees, will be combined into a single board. All functions of these former committees in accordance with the Book of Discipline will be carried out by this single board.

There is no division of role or responsibilities when it comes to voting. All members of the Board are the Finance Committee when financial matters are considered; all members of the Board are Staff-Parish Relations Committee when staff issues are considered; and all members of the Board are Trustees when real assets or property issues are considered. The only exception is that the Sr. Pastor shall not vote on matters pertaining to his or her own appointment, employment, or compensation.

The Committee on Nominations and Leadership Development will remain in place and function as outlined in ¶ 258.1 of the Book of Discipline, as well as other ministry teams the new single board may deem necessary. (For example: Worship Team, Media Team, Ground Maintenance Team, etc.)

These are the rules under which the Board, the Sr. Pastor, Staff and Congregation will function, effective Jan 1, 2017.

1. This single board will be named The Board of Stewards.

2. This Board will be made up of nine members of the church, plus the Lay Leader, the Lay Delegate, and the Sr. Pastor, each individual having one vote. The Chairperson of the Board shall not be the Pastor, but one of the eleven other members. Only one person from an immediate family shall serve on the Board.

3. Note: Immediate Family = Spouse, Parents, Siblings, and Children.

4. The Committee on Nominations & Leadership Development shall put forth nominations for The Board of Stewards to be elected at the annual charge/church conference. With the exception of the Sr. Pastor, the Lay Leader, & the Lay Delegate, the remaining members shall be divided into three classes. To begin the process, in the first year, one class of three persons shall be elected for one year, one class of three persons for two years, & one class of three persons for three years.

5. The Committee on Nominations & Leadership Development may nominate the Chairperson for election at the annual charge/church conference. At said conference, other nominations may be received from the floor before the ensuing vote.

6. Following the initial creation of the Board, each of the nine elected members shall serve a three-year term & shall not immediately repeat a three-year term. The Lay Leader and Lay Delegate may also serve 3 consecutive one-year terms, but shall not be eligible to serve again in those respective

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positions nor as a member of the Board of Stewards for two consecutive years. No Board member shall serve concurrent terms on the Board. They shall be eligible to serve again as a member of the Board once they have not served on the board for two consecutive years. Only the members of the first class elected for one year may succeed themselves for a three-year term.

7. In the event that a Board member is unable to fulfill one’s three-year term, the Committee on Nominations & Leadership Development shall fill the vacancy with an eligible church member to serve the remainder of that member’s term. In such cases, the same three-year term limit of the replaced member remains in effect for that person’s replacement.

8. (Example: If Person A needs to be replaced after serving two years, Person B (the replacement) will serve the remaining one year as if Person B has served all three years; thus, Person B, after having served out Person A’s three-year term, shall be eligible to serve again as a member of the Board once they have not served on the Board for two consecutive years.)

9. Attendance at the Board of Stewards Meetings is required. If a board member is unable to attend, advance notice shall be given to the Chairperson or Pastor. Continuous absences may result in dismissal from the Board of Stewards.

10. A quorum shall be considered at least seven (7) members, which is 50% plus one of the voting members. No business shall be conducted if a quorum is not present. There are no proxies. Voting by email shall be allowed, in which case all voting members must be included and a majority of the entire Board, i.e. seven (7) votes, all of which are in agreement either yea or nay, is required to consider a vote binding. All must acknowledge the receipt of the email for the vote to be binding.

11. The Board of Stewards will determine the frequency of meetings, but must meet at least quarterly. It shall meet additionally at the request of the Bishop, the District Superintendent, the Sr. Pastor, or the Chair-person. The Board shall meet only with the knowledge of the Sr. Pastor or District Superintendent. The Sr. Pastor shall be present at all meetings unless he/she voluntarily excuses him/herself. The Board may meet with the District Superintendent without the Sr. Pastor present as long as the Sr. Pastor is informed in advance of such meeting & shall be brought into consultation immediately thereafter.

12. (See ¶258.2e as it relates to SPR committees.)

A) Called Meetings require a seven-day advance notice & Board members shall be provided an agenda clearly stating the item(s) to be addressed. No other business shall be transacted other than that stated

B) in the agenda. 13. Emergency meetings concerning the Senior Pastor (when the required seven-day notice is not

feasible) may be permissible, but must have the written approval of the District Superintendent.

14. Financial Management: The Sr. Pastor, with the assistance of the Financial Secretary, the Treasurer, & any persons the Board of Stewards may choose to assist with the process shall prepare and submit to the Board of Stewards an annual church budget for review and approval. [Example: Sub-committee appointed by the Board to help gather budget requests.] This budget shall be submitted to the Board no later than thirty (30) days prior the annual Charge/Church Conference. The Sr. Pastor shall also ensure that financial reports are presented to the Board for review and made available to the congregation no later than the 15th of the month following the month being reported.

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15. Special Fund Requests: When sums exceeding $250.00 that are not included in the budget, the Board of Stewards shall be notified at least one week prior to the time of expenditure by the Chairperson or the Member bringing the request. The intent is to give the Board time to digest the news, ask questions, and prepare funding options. In cases requiring a more immediate release of funds, the Board of Stewards Chairperson may initiate an email vote. See paragraph #5 above for email voting requirements.

16. Non-budgeted funds that are equal to or less than $250.00 require no special meeting. The Sr. Pastor in agreement with the Board Chairperson, the Financial Secretary, and the Treasurer are authorized to approve these expenditures.

17. Staff Relations: The Friendship United Methodist Church Employee Handbook, approved by Church Council action on Nov. 16, 2015, and which went into effect on Jan. 1, 2016, remains as the current governing document pertaining to all staff-related issues. The Employee Handbook may be amended as necessary by the Board of Stewards.

18. Normal meetings for the Board of Stewards shall be open meetings. Church members who attend Board meetings have voice, but no vote. Church members who wish to address the Board shall notify the Chairperson or the Sr. Pastor at least twenty-four (24) hours in advance of the scheduled meeting.

19. Tentative agendas will be posted on Sunday mornings, as well as emailed to church members on the Mondays prior to regularly scheduled meetings for the Board of Stewards.

20. When dealing with staff issues, staff salaries, and the annual review of the Sr. Pastor, closed meetings of the Board of Stewards are required. Only members of the Board of Stewards shall attend closed meetings.

21. Operating Boundaries: the Sr. Pastor shall not cause any practice, activity, decision or organizational circumstance that is illegal, imprudent, unethical, unscriptural, or contrary to the Book of Discipline.

22. As close to the beginning of each new year as possible, the Board of Stewards will schedule a half-day training session in which the rules governing the Board, Sr. Pastor, staff, and congregation are reviewed, taught, and integrated into the Board’s goals and procedures.

23. The Board of Stewards’ primary accountability is to God on behalf of people who need the saving grace of Christ. Their primary role, through the leadership of the Sr. Pastor and staff, is to ensure that Friendship UMC stays true to its mission and realizes its vision while functioning within its rules and guiding principles.

24. A schedule of events for each calendar year will be presented to the Board of Stewards by a committee of its choosing in consultation with the Administrative Assistant on a quarterly basis as close to the

25. beginning of each quarter’s month as possible, i.e. January, April, July, and October. The Administrative Assistant will maintain the church calendar of events and meetings. All special events (weddings, funerals, receptions, showers, etc.) are to be scheduled through the Administrative Assistant’s office so there are no conflicts.

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