Church in the Cliff

Saturday, May 16, 2009

Final revision of by-laws

Board

The Board represents the interests of the Church. It is the purpose of the Board to engage in broad stroke planning, ensuring a shared vision among the members. It is expected that the Board will consult with the Pastor and Members in planning the activity of the Church. The Board will make resources available to the Pastor for the purpose of acting on this shared vision.

In accordance with this purpose, the Board:

May call meetings of Members.
May appoint Teams to work on Church business.
Must develop an annual strategic plan to be voted on by Members.
Must develop an annual budget to be voted on by Members.
Must develop staffing recommendations to be voted on by Members.
Must report to Members on a regular basis.
Must consult with the Pastor and Members in their work.
Must meet monthly.
Must host quarterly meetings with Members.
Must provide an agenda and notice at least two weeks in advance of all meetings with Members.
Must consist of an odd number of members.
May act as legal representatives of the Church.
May change, create or disband Committees.
May appoint Committee Chairs.
Must not miss more than TWO consecutive board meetings without presenting a sufficient reason for the absences

Board Positions

The Board will consist of a Moderator, a Treasurer, a Clerk and two Trustees.

Moderator

May call meetings of the Board or Members.
Must facilitate meetings. The Moderator may delegate this responsibility as needed.
Must serve on at least one committee.
Must contribute to the financial well-being of the church.
Must be a goodwill ambassador to the community.

Treasurer

Must provide financial reports to the Board and Members
May execute payments on behalf of the Church.
Must develop an annual budget.
Must manage the assets of the Church.
Must serve on at least one committee.
Must contribute to the financial well-being of the church.
Must be a goodwill ambassador to the community.

Clerk

Must communicate with Members about Church business.
Must coordinate reports from Pastor on Committee activity.
Must take notes during meetings and distribute them to the Pastor and Board.
Must serve on at least one committee.
Must contribute to the financial well-being of the church.
Must be a goodwill ambassador to the community.

Trustee

Must serve on at least one committee.
Must contribute to the financial well-being of the church.
Must be a goodwill ambassador to the community.

Trustee

Must serve on at least one committee.
Must contribute to the financial well-being of the church.
Must be a goodwill ambassador to the community.

Pastor

The Pastor will work closely with the Board in creating and guiding a shared vision for the Church that is approved by the members. S/he is primarily responsible for planning and leading worship and coordinating the work of Committees and Teams.

Must plan and ensure worship.
May appoint Teams.
Must oversee Committees and Teams.
Must report to the Board.
Must consult on all board work except where conflict of interest dictates.

Committee Chairs

Committees are groups of Teams that are coordinated by a Chair. There are three standing Committees: Worship, Community and Finance. These may be changed, disbanded or added to by the Board. Committee Chairs are appointed by the Board.

Committee Chairs:

May appoint Teams.
Must report to Pastor.
Must manage Team activity.

Teams

Teams do the work of the Church. They may be standing teams or convened temporarily for a specific purpose. They may be created by the Board, the Pastor, Committee Chairs or formed spontaneously by Members. Each Team will fall under the purview of a Committee. Note that the Pastor, Committee Chairs and Board members are also Members and may work on Teams without assuming a leadership role.

May act to further the Church vision.
Must not contravene Church plans.
Must report to a Committee Chair.

Members

May vote on all board work, except regarding Committees and Teams.
May join or form teams.

Wednesday, May 13, 2009

Meeting notes 5/4/2009

Church in the Cliff Transition Team Meeting
Attendees:
• Jerry
• Scott Shirley
• Jen Mauldin
• Teri Walker
• Ron Durham
• Tiana Lightfoot
• Lisa Shirley
• Kristin Schutz
• Courtney Pinkerton
• Janalee Shadburn
• Abby Lowe
• John Means

Notes:

Implications & Reactions from Sunday:
• Board of Advisors: Community expressed desire to include an outsider on the nomination committee to help provide an unbiased point of view on the committee, but only as an advisor and not a voting member of the committee. Also suggested inclusion of a board of advisors of non-profit and church leaders to help guide the organization. Emergent polity discussion may influence this conversation or potentially transition into a board of advisors.
• Outside member of nominating committee: Danielle Shroyer may be unavailable. Other individuals will be considered. JenM will talk with her mother and also with Sarah Jane about engaging her father. Teri considering Ed Middleton at 1st Community Church. John contacting Danielle.
• Emergent polity discussion: Need to accelerate conversation with Conder, Shroyer, and Pagitt to collect impression on emergent church leadership
• Transition will only meet on Monday nights going forward to finish development of by-laws, but other business is mostly completed.

Process for drafting by-laws:
• Document production: need to generate drafts, edits, etc. Using writeboard for each person to actively edit documents. SC provided sample bylaws from a non-profit and also orginal CityChurch bylaws. Post original City Church structure and begin editing.
o Bylaws will change after board is created in order to ensure structure is in place and board is enabled to begin developing vision, values, and beliefs. Bylaws will be structurally correct, but not legally filed when the transition team completes its work
o Deadlines: Need to have updated version of by-laws on blog by Friday in order to have feedback during Sunday community meeting.
o Board may serve two, 2-year terms.
o Scott will chair community committee
Process for selecting nominating committee:
• Identify leader/facilitator: Jen Mauldin will lead the nominating committee.
• Nominating committee members may not join the board.
• Nominating committee will be presented to community on 17th, voted on 31st.
• TT members volunteering to participate in nominating committee include: Lisa, Tiana, Abby, and Kristin. Other members may be considered and team may be modified to more appropriately represent community. Need to ensure that nominating committee members don’t rule out a particular demographic (all young women, etc..)
• Courtney will be on nominating committee. Still need to resolve whether pastor will be voting or non-voting member of the board. Need to ensure that leadership relationship is cooperative and not purely about accountability.
• Outside

Finance Team update:
• Team met and produced desired reporting structure and is working to find time to meet with Paula at COH to confirm.
• Setting up structures for future finance committee
• Established and confirmed Courtney’s pay structure as a contractor and employee until July. After that, will be in place as an employee.
• Need to contact Methodist church regarding finances. Courtney’s payments have been delayed. Salary is being paid on good faith.
• Reports are being sent to finance@churchinthecliff.org which is then distributed to Teri, Wes, and John.
• Courtney will be an employee of Cathedral of Hope and must be approved by their board of directors as well. Next board meeting is May 18th. Courtney is finishing paperwork for approval.

Children (Janalee):
• Need to identify administrative contact for Janalee to approve changes in children’s activities, days off, and find volunteer support for Sunday activities. Courtney will be primary contact for now.
• Would like to establish kids rotation of 8-10 people so each person participates once per month or two. Must have 2-3 people to monitor kids.
• Need to confirm budget for kids supplies. Jen and Teri will donate some supplies as well.
• Teri to provide storage space at her house for kids materials.
• Current contact amount is $100 per week. Could divide $25 for planning time, $75 for Sunday morning. Finance team to confirm budget.
• JS: Encourages team to remember Courtney is a mom and may need extra support. Many of our babies are getting older and this past week we had 13 kids in 4 age groups. Need to remember to focus on the kids.
• JenM: Suggested engaging community center staff to help support Janalee, but need to ensure that CitC community is engaged. Need to consider whether parents should participate in children’s volunteer rotation. RD: Suggests requiring parents to participate in rotation. JohnM: suggests that parents should not be required to participate as a ministry of the community to the parents.
• Need to consider children’s interaction (kids will be kids vs kids distracting worship) during the first portions of worship before going into Sunday programs. Should kids be allowed to participate freely during worship rather than be controlled? JenM: encouraging community to remember how important creating open and free space for the kids.
• TT will consider creating board committee before board is formalized in order to ensure administrative needs are being met. Janallee will recruit children’s committee.
• Background checks are required for all volunteers and members should be in community for 6 months before participating.
• Given the number of considerations around children that need to be addressed, TT suggests setting up children sub-committee soon.
• Courtney expressed desire for community to consider how we accommodate members with children and in the child-bearing demographic.

Good Shepherd Food Pantry:
• We collect food the third Sunday of every month, but collecting money is more effective because they can purchase food from North Texas Food Bank for must lower costs.
• LS: Suggests having a second collection during Sunday the third Sunday of the month.
• SS: Suggest also having two-baskets during Wednesday nights to fund the meal and Good Shepherd.
• CP, SS, LS: will discuss with worship committee and likely pass an additional basket during 3rd Sunday.

Sunday Schedule:
• Vote on Courtney: Courtney won’t attend community meeting so members can vote on Courtney’s role. John M to manage discussion & vote. A six month check-in/review will be performed.
• Jen will discuss nominating committee during community meeting

Actions:
John: Contact emergent church leaders
Scott: Create writeboard section for each component of the bylaws by Tuesday AM.
Kristin: Introduce by-laws and get feedback during Sunday meeting.
Jen: Introduce nominating committee at 10AM Sunday meeting.
Jen: Will contact Sarah Jane about having her dad participate in the nominating committee
Courtney: Will send community email re: nominating committee & bylaws this week.
Courtney: Complete paperwork for COH board approval.
Finance Com: Follow-up with Methodist church on Courtney’s salary
Finance Com: Review budget to determine appropriate children’s supplies budget
Janalee: Will introduce children’s committee (sub-committee of worship committee) and volunteer rotation one week from Sunday during news of the community.
Lisa: To discuss supporting Good Shepherd during Sunday community meeting.
SS: Will send email tonight to request votes in advance.
JM: to manage discussion and vote on Courtney
JM: check with Danielle on nominating committee participation
Kristin: Will facilitate next weeks meeting

Tuesday, May 12, 2009

Please take a look at the posts below

Sarah Jane shared generously helped us craft 2 documents for our long-term board going forward. These documents, a Conflict of Interest form, and Board Commitment form, are pasted below. Please post your thoughts/comments/concerns in the comment section below. We are also planning to discuss these documents this coming Sunday, May 17.

Board Commitment Form

Church in the Cliff
BOARD COMMITMENT FORM – CONFIDENTIAL
Board year 2009-2010: 7/1/09 through 6/30/10

Church in the Cliff recognizes the many and diverse contributions and skills that its board members give to the organization, including time, knowledge, connections, staff support, ideas and perspectives. CitC encourages creative forms of contributions and sees them as essential to its growth and health. In addition, CitC recognizes the importance and necessity of board participation in fund development.

My commitment to Church in the Cliff consists of the following:

ATTENDANCE: I realize that my presence at Board meetings and CitC events is an important part of my commitment as a trustee. If I miss two consecutive board meetings without presenting a sufficient reason for my absence, I understand that this is a delivered resignation from the board.

_____ I will make attendance a high priority and I will let _______________, the Board President, know when I cannot attend board meetings or other events.

FINANCIAL COMMITMENT: I understand that, in agreeing to serve on the CitC Board of Trustees, I commit to contribute to the financial well-being of the church.

I will personally donate a total of $____________ in the following installments by 6.30.10:

_____ monthly
_____ lump sum

COMMITTEES – I understand that each Board member is expected to serve on a committee. I would like to serve on the following committee(s):

_____ Worship
_____ Finance
_____ Community
_____ Strategic Planning
_____ Other _________________________

AMBASSADOR COMMITMENT – I agree to be a goodwill ambassador to the community.

BOARD MEMBER NAME: ______________________________________________________

SIGNATURE _________________________________________DATE ___________________

These commitments will be reviewed during the board year with the Board President.

Conflict of Interest Policy

No board member or board committee member, or any member of her/his family, should accept any gift, entertainment, service, loan, or promise of future benefits from any person who either personally or whose employees might benefit or appear to benefit from such board or committee member’s connection with Church in the Cliff, unless the facts of such benefit, gift, service, or loan are disclosed in good faith and are authorized by the board. Board and committee members are expected to work out for themselves the most gracious method of declining gifts, entertainment, and benefits that do not meet this standard.

No board or committee member should perform, for any personal gain, services to any Church in the Cliff supplier of goods or services, as employee, consultant, or in any other capacity which promises compensation of any kind, unless the fact of such transaction or contracts are disclosed in good faith, and the board or committee authorizes such a transaction. Similar association by a family member of the board or committee member or by any other close relative may be inappropriate.

No board or committee member or any member of his/her family should have any beneficial interest in, or substantial obligation to any Church in the Cliff supplier of goods or services or any other organization that is engaged in doing business with or serving Church in the Cliff unless it has been determined by the board, on the basis of full disclosure of facts, that such interest does not give rise to a conflict of interest.

This policy statement is not intended to apply to gifts and/or similar entertainment of nominal value that clearly are in keeping with good business ethics and do not obligate the recipient.

Any matter of question or interpretation that arises relating to this policy should be referred to the president for decision and/or for referral to the board of directors for decision, where appropriate.

I have received and read the forgoing policy statement (Conflict of Interest Statement) and understand fully the facts requiring any possible question of violation.

___________________________ _________________________
Date Signature

Friday, May 8, 2009

By-laws 2nd draft

Board

In accordance with this purpose, the Board:

May call meetings of Members.
May appoint Teams to work on Church business.
Must develop an annual strategic plan to be voted on by Members.
Must develop an annual budget to be voted on by Members.
Must develop staffing recommendations to be voted on by Members.
Must report to Members on a regular basis.
Must consult with the Pastor and Members in their work.
Must meet monthly.
Must host quarterly meetings with Members.
Must provide an agenda and notice at least two weeks in advance of all meetings with Members.
Must consist of an odd number of members.
May act as legal representatives of the Church.
May change, create or disband Committees.
May appoint Committee Chairs.

Board Positions

The Board will consist of a Moderator, a Treasurer, a Clerk and two Trustees.

Moderator

May call meetings of the Board or Members.
Must facilitate meetings. The Moderator may delegate this responsibility as needed.

Treasurer

Must provide financial reports to the Board and Members
May execute payments on behalf of the Church.
Must develop an annual budget.
Must manage the assets of the Church.

Clerk

Must communicate with Members about Church business.
Must coordinate reports from Pastor on Committee activity.

Trustee

Pastor

The Pastor is responsible for enacting the vision developed by the Board and approved by the Members. S/he is primarily responsible for planning and leading worship and coordinating the work of Committees and Teams. It is expected that the Pastor will work closely with the Board in creating a shared vision for the Church.

Must plan and ensure worship.
May appoint Teams.
Must oversee Committees and Teams.
Must report to the Board.
Must consult on all board work except where conflict of interest dictates.

Committee Chairs

Committee Chairs:

May appoint Teams.
Must report to Pastor.
Must manage Team activity.

Teams

May act to further the Church vision.
Must not contravene Church plans.
Must report to a Committee Chair.

Members

May vote on all board work, except regarding Committees and Teams.
May join or form teams.

Monday, May 4, 2009