Granger Community Christian Church

Policy and Procedure Manual

CAPITAL EQUIPMENT

(inventory, maintenance, use, and cleaning… piano, tables, projectors, chairs, flatware, dishes, punch bowls, computers, electronic equipment…members/non-members)

1. MAINTENANCE – Maintenance of the office equipment is the responsibility of the administration office.

2. MAINTENANCE – Maintenance and tuning of the piano and organ are the responsibility of the Worship committee.

3. MAINTENANCE – All other maintenance is the responsibility of the Ownership Committee.

4. USE – Non-members and special groups.  See Building Use Policy.

5. USE – Members of the church may borrow tables, chairs, flatware, etc by contacting the church office who will administer checkout based upon authority of the appropriate committee.

6. SERVICE FURNACE – The furnaces shall be serviced 2 times a year in the months of October and April.  Air Conditioner to be checked once a year by authority of Ownership Committee.  The church office shall be responsible for administration of service through the authority of the Property committee

ACILITIES

                                (Building, land, general maintenance, janitorial requirements, keys, building use.)

1. MAINTENANCE – The Ownership Committee has the responsibility for maintaining the building and grounds.

2. SECURITY – The last one out of the building shall be responsible for securing the building.

3. KEYS – The loaner key is the responsibility of the Administrative Office.

4. KEYS – The administrative office of the church shall issue keys and maintain an updated list of holders of the keys.

5. SNOW REMOVAL – The Ownership Committee shall be responsible for establishing a contract that will be administered from the church office for snow removal.

6. USE - the Sanctuary of the church shall only be used for the purpose of worship by outside groups.

7. USE – The General Board shall create and maintain an approved list of nonprofit organizations that may use the church as an occasional user, at the discretion of the Administrative Office, all other use shall require General Board approval prior to use.

8. USE – All requests for regular or “on-going” use of the church shall require the approval of the General Board.

9. USE – No food or beverages in Sanctuary except for Communion.

PERSONNEL

                                (office secretary, janitorial, other personnel – lawn care, nursery attendant, pianist, organist, choir director, youth director/minister, steward…hiring…fires…supervises…work hours… vacation…pension…evaluation…reports to whom…)

1. SUSPENSION – The pastor has the right to suspend the office secretary at which time a hearing is automatically established with the appropriate committee and / or General Board.  The worship Committee has the right to suspend the pianist, organist, and nursery attendant at which time a hearing is automatically established with the appropriate committee and /or General Board.  Ownership Committee has the right to suspend lawn care, janitor, and snow removal personnel at which time a hearing is automatically established with the appropriate committee and /or General Board.  In the event of additional paid staff, they will be added under the appropriate Committee.

2. HIRING – No one should be hired without the final approval of the pastor and General Board.

3. SUPERVISION – The pastor shall be responsible for the supervision of the office secretary of the church.

4. JOB DESCRIPTION – The Ownership Committee shall be responsible for creating and monitoring the job description of the Janitor subject to the approval of the General Board.

5. JOB DESCRIPTION – the Worship committee shall be responsible for the creating and monitoring the job description of the pianist and / or organist subject to the approval of the General Board.

6. JOB DESCRIPTION – the Worship committee shall be responsible for the creating and monitoring the job description of the nursery attendant subject to the approval of the General Board.

7. JOB DESCRIPTION – The Ownership Committee shall be responsible for creating and monitoring the job description of the grounds attendants and snow removal attendants subject to the approval of the General Board.

8. HOLIDAY SCHEDULE – The office will be closed on the following holidays:

New Years Day

Presidents Day

Memorial Day

Fourth of July

Pioneer Day (July 24)

Labor Day

Thanksgiving

Christmas

PURCHASING

(Church-wide expendables, non expendables…administrative office)

1. JANITORIAL SUPPLIES – Janitor shall be responsible for needed supplies in coordination with the Ownership Committee.

2. KITCHEN SUPPLIES – Each sponsoring group shall be responsible for bringing their own supplies.  Each sponsoring group will be responsible for clean-up of the kitchen, and kitchenware used, including dishes and flatware, loading and unloading of the dishwasher.   CWF has agreed to offer discretionary funds to cover kitchen supplies in case of  an emergency.  Kitchen Steward will be responsible for inventory of kitchen supplies.

3. NURSERY SUPPLIES – Worship committee shall be responsible for the supplies of the nursery and attendant

4. PURCHASES– Any purchase shall be brought for discussion and approval of the General Board by the appropriate committee and treasurer, except Sunday School materials.

MEMORIALS

(who decides what, when and where it is to be spent and what the final fate of the money is…if it is not designated by giver the board would use as needed…if designated and approved…who decides the brand, color etc of the item requested.  List of memorials, list of things that could be used as memorials…)

1. MEMORIAL FUND – A memorial fund shall be established in the church and shall be supervised by a standing committee of (3) appointed by the Moderator and approved by the General Board.

2. MEMORIAL LIST – The Memorial Purchasing Committee will continue to update a suggested list of memorial items (gifts).

3. EXPENDITURES – Expenditures of memorials shall be approved by the donor and/or the General Board.

4. PURCHASING – Memorial Purchasing Committee shall be responsible for selection of brand, color, and supplier of item with the final approval of the General Board.

5. UNEXPENDED FUNDS – Excess monies after memorial has been purchased not utilized or re-designated within six (6) months shall remain in the memorial fund to be used for other memorial list items.

6. WILLS/TRUSTS/ESTATES/ANNUITY – Appropriate legal counsel shall be secured by the General Board.  i.e.:  Christian Church Foundation, BCE…

RELATIONSHIPS

(representatives, community service, social…)

1. LOCAL CONCERNS – Local concerns (see examples) may establish a relationship with the church through the Relationship Committee as defined and approved by the General Board. ( i.e.  Crossroads Urban Center, Utahans Against Hunger, Planned Parenthood, Habitat For Humanity, community affairs, scouting)

BUILDING USE POLICIES

It is important that organizations desiring to use GCCC facilities to be familiar with the following guidelines.  Our assumption is that all groups who choose to schedule activities at GCCC have read these policies and agree to abide by them.

1.       Scheduling shall take place on a first come-first served basis.  All organizations of the church

will have priority in the scheduling of the facilities.  Applications from outside groups shall be granted in order of receipt.  In the event of two applications for the same date and time, the application received first will be given priority.  Board approval is required for any building use.

2.       All chairs, tables, kitchen items, and / or classroom furniture will be returned to its original position upon completion of the specified activity.  Tables are not to be sat upon.  Any area used will be left in the condition it was found and will be clean.  Trash containing food items must be removed from the building at the time of departure.  The trash bin is located on the north side of the building and the northwest corner of the parking lot.

3.       Chancel/altar furniture may not be removed without GCCC Board approval prior to the time being scheduled.

4.       The building must be vacated no later than 9:00 p.m.  Any requests for additional time must come before the committee for building use and receive GCCC Board approval prior to the date being scheduled.

5.       Any requests for additional space must also follow the requirements as listed above.

6.       GCCC scheduled events will be given priority over any requests for extended times and / or increased space.  Building use fees will be waived for members.

7.       Smoking and alcohol is prohibited in the building.  NO exceptions will be permitted.  No rice is to be used during weddings.  No thumbtacks, gum, or florist clay may be used to attach things to walls, pews, etc.  No food or drink in the sanctuary area. 

8.       Children must be under adult supervision at all times during building use.  It is the responsibility of the organization to provide its own childcare.  There must be at least one adult for every seven (7) children, per room.

9.       Any group using the facility will assume complete responsibility for the repair or replacement of any church property or furnishings damaged or destroyed as a result of their use.  A pre / post check form will be used to determine if any charges are deemed necessary.  An authorized person from the group using the building and a GCCC member will walk the building together to fill out this form.

10.    Weddings:     Only the Pastor or an ordained/licensed/lay minister who has been approved by the Pastor may officiate at weddings held at the church.  The Pastor may waive any of the fees for use of the church for weddings at his discretion.  Active members of the church shall not be charged for use of the church for a wedding.  Honorariums to church, pastor, organist, etc are still encouraged.

11.    Non-church groups may not schedule any special event more than 180 days prior to the event without GCCC Board approval.

12.    A non-refundable building use fee will be assessed as follows:

Groups of 50 –or less--------$ 100.00

Groups of over 50 -----------$ 200.00

13.    A refundable deposit, if no charges are necessary under policy #9, will be assessed as follows:

Groups of 25 or less w/no children                                   $25.00

Groups of 25 or less w/children                                         $50.00

Groups of 26 to 50 w/no children                                     $50.00

Groups of 26 to 50 w children                                           $75.00

Groups of 51 to 75 w/no children                                     $75.00

Groups of 51 to 75 w/children                                          $100.00

Groups of 76 or more w/no children                                $100.00

Groups of 76 or more w/children                                      $125.00

COMMITTEES

1. COMMUNICASHIP—The purpose of this committee is to serve two main audiences: (1) church members, ensuring that they are aware of the events and activities taking place at the church, and (2) the greater community and local media, ensuring they are also aware of church events and activities. 
2. FELLOWSHIP—The purpose of this committee is to strengthen the bond between congregation members spiritually and socially, and assimilate members into the life of the congregation.  It also involves the general building of mutual cooperation, trust, and enjoyment among the people of the congregation.  The ministry team cultivates Christian fellowship and nurtures a sense of Christian community while delighting in the many blessings that abound. 
3. MEMBERSHIP –The purpose of this committee is to maintain the closest possible contact with the entire church membership to the end that the member may function effectively in the life of the church and to develop a spirit of comradeship and love within the congregation founded on a common love for Christ.  It shall be responsible for the pastoral overseeing of the membership;; promoting visitation projects; calling on the indifferent, sick and unfortunate, and or organizing others to do likewise, providing an adequate program of social life for the church; supplying greeters to welcome attendants at regular services and giving publicity of church life and activities.  It shall be particularly responsible for orienting new members into the life and fellowship of the church.

4. OWNERSHIP –The purpose of this committee is to care for all the properties of the church.  It shall be responsible in cooperation with the legal agents of the church, for keeping all property and equipment in proper condition, studying needs and making recommendations for improvements, oversee all supervision of the work of the janitor, caring for grounds and keeping the properties adequately insured against possible loss or damage. 

5. PASTORAL RELATIONS COMMITTEE – The purpose of this committee is to serve as a sounding board for the congregation and for the pastor.  The moderator of the congregation shall appoint a standing committee of not more than six members, no more than one-third of whom shall be new in any year.  The terms of office shall be for three years, not subject to reappointment without the lapse of one year.  Appointment of the pastoral relations committee shall be ratified by the General Board.

6. RELATIONSHIP – The purpose of this committee is to develop a community consciousness and responsibility with the church; to study current social issues and provide a program of active participation of the church giving a distinctly Christian witness in the community.  It shall also be responsible for making a study of the community and its needs and how the church might meet those needs.  It shall also study the trends of social issues and plan a program of Christian Action and Service for the church.  It shall also create and foster a world vision within the church and its auxiliary organizations and to lead in planning and administering to the world work-program of the church.  It shall be responsible for planning and promoting a definite program of missionary education in every department of the church, enlisting support for missions and brotherhood causes; caring for local and general benevolent needs not otherwise provided for; sponsoring interdenominational activities and projects of social action; promoting conventions, conferences and retreats; recruiting and supporting lifework recruits.

7. SCHOLARSHIP –The purpose of this committee is to develop an effective program of religious education for the entire constituency of the church in keeping with the general objectives of the Christian education.  The committee shall be responsible for planning and administering the total educational programs of the church, including church school, youth activities, mid-week educational projects, leadership education, distribution of Christian literature, and fostering of Christian home life.  It shall also cooperate with other groups of the church in planning educational programs. 

8. STEWARDSHIP--The purpose of this committee is to develop within the membership an understanding of the full meaning of Christian stewardship and so to direct the financial program of the church that it will not only supply the financial needs but prove a means of spiritual enrichment and character building for each one participating.  It shall be responsible for keeping alive in the congregation the realization of its stewardship obligations, promoting stewardship education, supervising the preparation and subscribing of the church budget, keeping accurate records, and encouraging endowments for future development in the church and world work.

9. WORSHIP –The purpose of this committee is to lead the membership in a genuine experience of worship in the public services and to enrich personal and family devotional life.  It shall be responsible for the public worship of the church, its pulpit supply, the administration of baptism and the Lord’s Supper, music, ushering, midweek and special prayer services, and the encouragement of the devotional life among individual members and homes of the church. 

10.  Other Committees as needed.

PASTOR

1. CONTRACT – An annual review by the pastoral relations committee shall be performed for evaluation of performance, salary recommendations, strengths and weakness and a revised contract to be signed by all parties.  Sample Contract is attached.

2. VACATION – The pastor shall be given one month of vacation with full pay, each year.  This may be taken all at once, or in divided portions within the calendar year.  Vacation is non-accumulative from year to year. 

3. ABSENCE – When leaving town pastor shall notify moderator and/or chairman of elders and the secretary except on regular scheduled days off.

4. PASTORAL RELATIONS – The pastoral relations committee shall meet at lease once each quarter or more often as deemed necessary by the Pastor or the committee.

5. EVALUATION – A mutually agreeable evaluation form shall be sought out for the evaluation purpose.

6. HOLIDAY SCHEDULE – the Pastor and office staff shall get the following paid holidays:

New Years Day

Presidents Day

Memorial Day

Fourth of July

Pioneer Day (July 24)

Labor Day

Thanksgiving

Christmas

7. TEMPORARY REASSIGNMENT OF DUTIES – The Moderator, Vice-Moderator in consultation with the chairman of the Elders shall make temporary assignment of the duties of the Pastor in the case of an incapacitating illness of the Pastor.  It shall be the responsibility of the pastoral relations committee to carry out the terms of the contract.

8. SALARY – The following items shall be included in the salary and benefits paid to the Pastor for his work with and for the congregation:  Salary, Housing, Car Expense, Insurance, Pensions, and Book Allowance.  The salary shall be paid on or before the 15^th of each month, and on or before the last day of each month.

9. EXTENDED ILLNESS – the Pastor’s salary and benefits shall be continued during illness up to sixty (60) days, at which time the General Board will evaluate and may extend the sixty (60) day period for salary and benefits.

10. EDUCATIONAL LEAVE – The Pastor shall be given one week per year for education leave.  Time must be taken for educational purposes and cannot be compensated in any other manner.  There shall be no financial compensation for unused educational leave.

RECORDS MANAGEMENT

1. FILES – Files shall be categorized in subject matter of the church functions with appropriate sub files:

Administration

Pastor

Personnel

Committees

Communication

Fellowship

Membership

Ownership

Pastoral Relations

Relationship

Scholarship

Stewardship

Worship

Other Committees as needed

                                                                                                Miscellaneous

2. FILES – A complete master index of all church files shall be maintained by the office secretary and shall be accessible to all officers of the church.

3. FILES – Church officers and committee chairmen are responsible for giving the pastor all pertinent documents of church activity for filing and archiving.

4. FILES – The committee chairman, legal agents and officers shall perform an annual maintenance of the files at the end of the physical year before the yearly report.  This shall be accomplished in cooperation with the pastor and the church secretary.

5. FILES – The Miscellaneous file shall be cleared out at least once each year.

6. SAFETY DEPOSIT BOX – It shall be the policy of the church that only the legal agents (Moderator, Vice-Moderator, and Board Secretary) be the required signatures for access to the safety deposit box.

7. CHURCH HISTORY RECORDS

LEGAL FUNCTIONS

1. COPYRIGHTS – It shall be the policy of the church to adhere to ALL current copyright laws as it pertains to the copy of materials used by the church and its programs.  i.e.:  Choir Music

2. AUDIT – The Audit Committee shall perform a semi-annual Audit of the financial records of the church.

3. CHECKING ACCOUNT – It shall be the policy of the church that the checking account shall need only one signature for endorsement.  There shall be three (3) signatures on file at the bank; they shall be Current Moderator, Vice-Moderator, and Treasurer.

4. SAVINGS ACCOUNT – It shall be the policy of the church that the savings account shall need only one signature for endorsement.  There shall be three (3) signatures on file at the bank; they shall be Current Moderator, Vice-Moderator, and Treasurer.

ATTACHMENT ONE

APPLICATION FOR SPECIFIC DATE BUILDING USE

GRANGER COMMUNITY CHRISTIAN CHURCH

Date Requested: ______________________Start:_____________End:___________________

Name of Organizations_________________________________________________________

TYPE OF ORGANIZATION: ___________________________________________________________

_________________________________________________________________________________

DESCRIPTION OF ACTIVITY: __________________________________________________________

__________________________________________________________________________________

________FELLOWSHIP HALL                                                      ________LIBRARY

________KITCHEN (COOKING? Y  N  )                                      ________NURSERY

________SANTUARY                                                                      ________BIG CLASSROOM

________MIDDLE CLASSROOM                                                 ________END CLASSROOM

Granger Community                                                           NAME:__________________________

Christian Church

3232 W 4100 S                                                                    TITLE:___________________________

West Valley City, UT  84119

801-968-3301                                                                      PHONE:___________________________

www.grangerchristianchurch.org                                      By my signature, I affirm that I have read and

granger10@juno.com                                                         agree to abide by the Building Use Policies of

                                                                                                Granger Community Christian Church

                                                                                                Signature:________________________________

ATTACHMENT TWO

APPLICATION FOR ANNUAL BUILDING USE

GRANGER COMMUNITY CHRISTIAN CHURCH

Date Requested:______________________

Name of Organizations_________________________________________________________

MONTHS: J F M A M J J A S O N D                DAY (S) OF WEEK:  M T W TH F

TIME BEGIN:___________AM/PM                             TIME END:__________________AM/PM

TYPE OF ORGANIZATION:___________________________________________________________

_________________________________________________________________________________

DESCRIPTION OF ACTIVITY:__________________________________________________________

__________________________________________________________________________________

________FELLOWSHIP HALL                                                      ________LIBRARY

________KITCHEN (COOKING? Y  N  )                                      ________NURSERY

________SANTUARY                                                                      ________BIG CLASSROOM

________MIDDLE CLASSROOM                                                 ________END CLASSROOM

Granger Community                                                           NAME:__________________________

Christian Church

3232 W 4100 S                                                                    TITLE:___________________________

West Valley City, UT  84119

801-968-3301                                                                      PHONE:___________________________

www.grangerchristianchurch.org                                      By my signature, I affirm that I have read and

granger10@juno.com                                                         agree to abide by the Building Use Policies of

                                                                                                Granger Community Christian Church

                                                                                                Signature:________________________________

BUILDING USE PRE / POST CHECK FORM

GRANGER COMMUNTIY CHRISTIAN CHURCH

This form will be used to determine whether the full portion of use deposit can be refunded and / or further charges need to be assessed.

Name of Organization:_____________________________________________________________________

Date of use:_____________________________________________

FULL DEPOSIT TO BE REFUNDED                                                              Y             N

DEPOSIT TO BE KEPT TO COVER DAMAGES:                                        Y             N

ADDITIONAL MONIES NEEDED TO COVER DAMAGES:    Y             N

By my signature, I agree that any funds, if needed above amount of deposit for repairs, will be provided by the organization I represent in a timely manner.  I understand that the full amount needed is not known at this time, but receipts will be submitted to substantiate funds request.

                SIGNATURE:_________________________________________________________

NAME OF ORGANIZATION:____________________________________________________

By my signature, I as a representative of Granger Community Christian Church, authorize the full refund of deposit or partial

refund less_____________for repairs.

                SIGNATURE:____________________________________________________________

                DATE:____________________________

SAMPLE              SAMPLE              SAMPLE              SAMPLE              SAMPLE              SAMPLE

CONTRACT BETWEEN GRANGER COMMUNITY CHRISTIAN CHURCH AND ITS PASTOR (name)

1.       TERM – The term of the Pastor is indefinite.  This is in accordance with the church constitution.  However, the contract, including its provisions for salary and benefits, shall be reviewed annually on or about October 1^st, with adjustments effective at the beginning of the church year.

2.       SALARY –

A             The following items may be included in the salary and benefits paid to the Pastor for his work with and for the congregation:

Salary                    Insurance              Utilities

Housing                 Pensions

Car Expense         Book Allowance

                                                B             The salary shall be paid on or before the 15^th of each month, and on or

                                                                before the last day of each month.

                                                C             The Pastor’s salary and benefits shall be continued during illness up to

                                                                Sixty (60) days, at which time the church board will evaluate and may

                                                                Extend the sixty (60) day period for salary and benefits.

3.       VACATION  - The Pastor shall be given one month of vacation with full pay, each year.  This may be taken all at once, or in divided portions within the calendar year.  Vacation is non-accumulative from year to year.

4.       EDUCATIONAL LEAVE – The Pastor shall be given one week per year education leave.  Time must be taken for educational purposes and cannot be compensated in any other manner.  There shall be no financial compensation for unused educational leave.

5.       TERMINATION – This contract may be terminated at any time by either the Pastor of the General Board, upon sixty (60) days notice in writing.  The Pastor may be released earlier if he desires.  This is in accordance with the constitution of the church.

Both parties pledge to each other their loving support and ministry, and enter into this contract with full faith.  We recognize that we share a common ministry, working together for the glory of God and His Church.

Signed this _________day of __________________, 20_______.

Pastor________________________________Moderator of the Congregation__________________________

Chairman, Pastoral Relations Committee_____________________________

Accepted by the General Board of Granger Community Christian Church

this ______________________day of _____________, 20_______.