HOLIDAY ISLAND COMMUNITY CHURCH BY-LAWS

ARTICLE I:   ADMINISTRATIVE COUNCIL, PASTORAL MINISTRIES, COMMISSIONS, AND GENERAL ADMINISTRATION

A.     Purpose:  The Administrative Council, Pastoral Ministries, and Commissions are the means whereby the Church (the membership), the overall governing body, delegates authority and responsibilities to the various elected officers and subsequent councils and commissions created for the purpose of implementing the duties, responsibilities, and obligations assigned.

B.     Administrative Council

1.      The Administrative Council shall administer all matters pertaining to the function of the Church and shall be empowered to delegate such matters as it so deems.

2.      All actions of said Council and all other councils or commissions shall be in accordance with the laws of the State of Arkansas which pertain to the operations of congregationally governed Churches.

3.      The Administrative Council shall work in unison and harmony with the Pastoral Ministries, seeking that Council’s advice and sharing the Administrative Council’s analysis on items of mutual endeavors.

C.     Commissions

1.      There shall be five (5) Commissions established to assist the Administrative Council and Pastoral Ministries in the administration and operation of the Church.  These Commissions are: Education, Ministries, Music, Trustee, and Member Services.

2.      The chairperson of each Commission shall serve on the Administrative Council.

D.     General Administration

1.      Meetings of the councils and commissions shall be scheduled in a timely and consistent manner so as to enable them to fulfill assigned and assumed responsibilities and perform them in an orderly fashion

2.      The Administrative Council and commissions shall be chaired by a chairperson elected by the Church.  Additionally, a vice-chairperson shall be elected by the Church to the Administrative Council.

3.      Length of service and continuity of council, commission, and committee membership

a.       Elected members shall serve no more than two (2) consecutive two (2) year terms.  If a person should fill an unexpired term, he/she may complete that portion of the term and be elected to two (2) full two (2) year terms.

b.      Terms of appointment shall be two (2) years and such members may be reappointed indefinitely.

E.      Council and Commissions’ Committees:
1.  It is the policy of the Church that the Councils and Commissions shall be empowered to form standing
      and/or ad hoc committees.
 2.  All council, commission, committee chairpersons shall be members or associate members of the Church.

F.      Recording and reporting of minutes: Copies of all Councils and Commissions records and minutes shall be furnished to the Church Secretary for filing in the Church office.  Such records and minutes shall be filed in a timely manner.

 ARTICLE II:   CHURCH DOCUMENT SIGNING

A.     Signing

1.      The Administrative Council Chairperson, Vice-chairperson, Chairperson of the Trustee Commission, and the Church Treasurer are authorized to execute all legal documents on behalf of the Holiday Island Community Church.

2.      Signatures of at least two of the aforementioned officers shall be required for execution of approved legal documents.

3.      All legal documents must be approved by a simple majority of the voting members of the Administrative Council prior to execution of the document(s).

 ARTICLE III:   SOLICITATION OF FUNDS

A.     Policy:  Funds for all Church programs shall be derived entirely from voluntary contributions of Church members.

1.      Special Projects:  The Administrative Council may approve a special project for the purpose of raising money for emergency or special needs.

2.      Donations to Funds:  The Administrative Council shall, at the time of annual budget formulation, present a list of funds to which the Church may contribute.  The list may comprise on-going and new funds.  A contribution made to one of these funds shall be accepted as income to that fund.  The income must not be used for any other purpose.  If a fund is terminated (project not completed). The Administrative Council shall determine the dispersal of those funds.  Any gifts designated for other than approved funds shall be referred to the Administrative Council for consideration.

3.      Church Organization Solicitations:  Church organizations (such as Men’s and Ladies Fellowship, Bible study groups, educational classes, etc.) may accept donations from it members to defray meeting expenses of supplies or equipment for the specific use of the organization. 

B.     Procedure:

1.      Church organizations shall submit annual budget requests for funds other than those used to defray meeting expense (meals and refreshments, etc.) through the applicable commission or committee to be included in the Church annual budget.

2.      All funds, other than donations to defray meeting expenses as described above, are to be channeled through the Church Treasurer.

3.      No group or organization under the umbrella of the Holiday Island Community Church shall deposit any funds outside the treasury of the Church with the exception of the Memorial Garden.

 ARTICLE IV:   THE CHURCH YEAR AND WORSHIP SERVICES

A.     Church year:  The Church year and fiscal year for all functions of the Church shall begin January 1 and end December 31.  Officers elected at the annual meeting shall begin their terms January 1.

B.     Worship Services:  Worship shall be conducted each Sunday of the year, weather permitting.  The |Sacrament of Communion shall be observed on the fourth (4^th) Sunday of each month and at such other times as the Minister shall deem appropriate.

 ARTICLE V:   CHURCH MEETINGS

A.     Church Meetings

1.      All Church meetings, including Administrative Council and Commission meetings are open to the members of the Church

2.      Worship

a.       Church worship service shall meet each Sunday morning of each month and at other times as deemed appropriate by the Minister.

3.      Annual

a.       An annual Church meeting shall be held within the first fifteen (15) days of November for the following purposes

1)      Elect those officers where vacancies occur.

2)      Review Church activities.

3)      Accept Church budget.

4)      Transact other business as required.

3.      Administrative Council, Worship Council, and all Commissions

a.       Shall meet as required to conduct the business of the Church, but no less than once (1) a month.

b.      All meetings shall have a quorum present to conduct the business of the Church.

4.      Functional Committees

a.       Shall meet as required to conduct the business of the committee.

B.     Notification of Meetings

1.      Annual Meeting

a.       Notification of the annual Church meeting shall be announced for two (2) Sundays prior to the meeting. 

b.      Announcements shall be at regular Sunday services.

2.      Special meetings

a.       Shall be announced one (1) Sunday prior to the meeting at a regular Sunday Service

C.     Calling of Meeting(s)

1.      Annual meeting shall be called by the Administrative Council.

2.      Special meetings may be called upon request of the Minister, the Administrative Council, or a written petition of a simple majority of the voting members of the Church.

D.     Purpose of Meetings and Agendas

1.      All meetings shall include a written and oral announcement of the meeting purpose.

2.      A printed agenda of the meeting shall be available at the meeting.

E.      Governance of Meetings

1.      All business meetings of the Church, Councils, Commissions, and Committees shall be governed by the Church Constitution, the laws of the State of Arkansas, and Roberts Rules of Order.

 ARTICLE VI:   NOMINATION AND ELECTION OF CHURCH OFFICERS

A.     The following procedure shall be followed in the selection of members of the Administrative Council and/or Commissions elected by the Church.

1.      The Administrative Council shall appoint a nominating committee to submit no less than one (1) name for each elected position.

2.      At the time of election, nominations from the floor may be made, provided that the person nominated has given written consent or is present at the meeting.

3.      After receiving nominations from the floor the chairperson shall call for a vote.

4.      The person receiving the majority of the votes cast shall be declared elected.  In the event of a tie, the tied nominees shall be re-voted upon, with the one receiving a majority being declared elected.

5.      Length of service and continuity of Council, Commission and Committee membership.

a.       Elected members shall serve no more than two consecutive two (2) year terms.  If a person should fill an unexpired term, he/she may complete that portion of the term and be elected to two full two (2) year terms.

b.      Terms of appointment shall be two (2) years and such members may be reappointed indefinitely.

 Article VII:   ADMINISTRATIVE COUNCIL

A.     The Administrative Council shall meet monthly for the following purposes.

1.      Taking action on recommendations from the Education Commission, Ministries Commission, Music Commission, Trustee Commission, and members of the Administrative Council.

2.      Providing guidance to the permanent commissions, staff and various committees within the Holiday Island Community Church.

B.     The Administrative Commission shall consist of seven elected members and three ad hoc members.

1.      Voting members shall be the following.

a.       Chairperson

b.      Vice-chairperson

c.       Chairperson of the Education Commission

d.      Chairperson of the Ministries Commission

e.       Chairperson of the Music Commission

f.        Chairperson of the Trustee Commission

g.       Church Member at Large

2.      Non-voting members shall be the following.

a.       Pastor

b.      Church Secretary

c.       Public Information Chairperson

C.     Administrative Council shall have the following responsibilities and duties.

1.      Subject to the approval of the Church, the Administrative Council shall act as the legal agents of the Church in all business matters.  All actions of the Administrative Council shall be in accordance with the laws of the State of Arkansas relating to administrative functions for Church governed Churches.  A majority of the voting members constitutes a quorum.

2.      The Chairperson of the Administrative Council shall fulfill the usual duties of such an officer, call and preside at all regular and special business meetings of the Administrative Council and serve as Chairperson of the Church

3.      The Vice-chairperson shall fulfill the usual duties of such an officer, call and preside at all regular and special business meetings of the Church in the absence of the Chairperson, and serve as Vice-chairperson of the Church.

4.      The elected Chairperson of the Education Commission shall preside at all Education Commission meetings and shall have the responsibility of guiding and coordinating all Christian and secular education programs sponsored by the Church.

5.      The elected Chairperson of the Ministries Commission shall preside at all Ministries Commission meetings and shall have the responsibility of guiding and coordinating all Church out reach programs to the Church, the local community, and the world community.

6.      The elected Chairperson of the Music Commission shall preside at all meetings of the Music Commission and shall have the responsibility of guiding and coordinating all music programs within the Church.  The chairperson of the Music Commission shall also serve as an ad hoc member of the Worship Council.

7.      The elected Chairperson of the Trustee Commission shall preside at all meetings of the Trustee Commission and shall have the responsibility of maintaining all Church assets, both physical and financial, in good condition.

8.      The elected Member-At-Large shall represent the Church with their interest, wisdom, and counsel in all decisions affecting the ongoing policies of the Church.

9.      The Church Secretary shall keep the minutes of all regular or called meetings of the Administrative Council and the Church business meetings.  The Church Secretary shall have the responsibility of maintaining files of all documents and records of the Church and an accurate roll of membership of the Church including addresses and telephone numbers.

10.  The Minister shall provide spiritual and temporal guidance to the Administrative Council

11.  The Public Information Chairperson shall be responsible for the dissemination to the public of all information approved by the Administrative Council, including, but not limited to, newspaper articles, photographs, advertisements, signs, and brochures.  The Public Information Chairperson shall prepare an annual budget for presentation to the Trustee Commission.

12.  The Administrative Council shall appoint clerical assistants as needed.

 ARTICLE VIII:   WORSHIP COUNCIL

A.     Purpose

1.      The Worship Council shall advise and support the Minister in his/her role as spiritual and worship leader.

2.      Worship is broadly defined and includes its inspirational, educational, sacramental, and ritual aspects, as outlined in Article III of the Holiday Island Community Church Constitution.

B.     Members

1.      The Worship Council shall be led by the Minister

2.      Other members shall be the chairpersons of the Altar, Communion, Prayer Circle, and Caring Friends Committees.  The chairpersons from the Education, Ministries, Music, and Trustee Commissions may also serve as members of the Worship Council.

3.      Given the advisory role of the Worship Council, voting shall not be required.

C.     Responsibilities and Duties

1.      The Minister shall call together, on an ad hoc basis, those Worship Council members deemed best suited to assist with a particular spiritual or worship responsibility.

2.      These persons shall advise the Minister, and assist as requested.

 ARTICLE IX:   COMMISSIONS:  MEMBERS, RESPONSIBILITIES AND DUTIES

A.     Education Commission

1.      Members

a.       Chairperson of the Education Commission, elected by the Church for a two (2) year term.

b.      Vice-chairperson of the Education Commission appointed by the Education Commission to serve in the absence of the Chairperson

c.       Chairperson of the Christian Education Committee appointed by the Education Commission

d.      Chairperson of the General Education Committee appointed by the Education Commission

e.       Commission Secretary appointed by the Education Commission.

f.        Chairperson of the Library Committee appointed by the Education Commission

g.       Librarian appointed by the Education Commission

h.       Historian appointed by the Education Commission

2.      Responsibilities and Duties

a.       Develop and offer Christian educational programs and various learning experiences suited to the needs and interests of the Church.

b.      Develop and offer general educational programs and activities suited to the needs and interests of the Church.

c.       Establish a procedure to evaluate programs and activities.

d.      Seek out members of the Church who would serve as teachers or leaders of education programs.

e.       Seek out non-member personnel, if needed, who would serve as instructors for general education programs.

f.        Manage and operate the Church Library

g.       Maintain  the Church Archives and Church History

h.       Appoint committees as needed to carry out the functions of the Education Commission.

i.         Prepare an annual budget for presentation to the Trustee Commission

j.        Present a monthly report to the Administrative Council

k.      Present an annual written report to the Administrative Council

2.      Committees Reporting to the Education Commission

a.       Christian Education Committee

1)      Members: Chairperson of the Christian Education Committee and other members as needed

b.      Responsibilities and duties

1)      Develop a Christian Education program.

2)      Approve all Christian education programs and activities offered by the Church.

3)      Secure teachers and discussion leaders for all Christian Education programs.

4)      Evaluate Christian Education programs.

5)      Prepare a budget to ensure sufficient funds to purchase materials needed to conduct the Christian Education program.

6)      Present an annual written report to the Education Commission

c.       General Education Committee

1)      Members: Chairperson of the General Education Committee and other members as needed.

2)      Responsibilities and Duties

a.       Determine the types of General Education programs and activities suited to the needs of the Church

b.      Secure teachers and/or discussion leaders for all General Education programs

c.       Evaluate all programs and activities offered by the General Education Committee.

d.      Prepare a budget to ensure sufficient funds to purchase materials needed to conduct the General Education program

e.       Present an annual written report to the Education Commission

 d.      Library Committee

1)      Members:  Chairperson of the Library Committee who shall serve as the Librarian and other members as needed

2)      Responsibilities and Duties

a.       Develop a system for operating the library in a useful and secure manner

b.      Maintain a catalog of all materials in the library with the exception of the archives

c.       Secure volunteers to assist in maintaining the library collections

d.      Prepare an annual budget to ensure sufficient funds to operate the library

a.       Present an annual written report to the Education Commission

e.       Archive Committee

Members:  Chairperson of the Archive Committee who shall serve as Historian, and other members as needed

Responsibilities and Duties

a.       Maintain the Church Archives

b.      Develop and maintain Church histories in print and non-print forms

c.       Maintain records of all materials in the Church Archives

d.      With the Church Librarian, provide proper storage facilities for the Church Archives

e.       Prepare an annual budget to ensure sufficient funds to maintain the Church Archives

f.        Present an annual written report to the Education Commission

B.     Ministries Commission

1.      Members of the Ministries Commission shall include the following.

a.       Chairperson of the Ministries Commission elected by the Church for a two (2) year term.

b.      Vice-chairperson of the Ministries Commission appointed by the Ministries Commission to serve in the absence of the Chairperson

c.       Commission Secretary appointed by the Ministries Commission to maintain written records of meetings

d.      Chairpersons of the listed functional committees and of any additional functional committees appointed by the Ministries Commission

2.      Responsibilities and Duties

a.       Ensure the continued functioning of the various outreach committees as listed in section 3 below

b.      Develop additional outreach programs as needed

c.       Appoint additional functional committees as needed

d.      Review the job descriptions for the various functional committees.

e.       Prepare an annual budget for presentation to the Trustee Commission

f.        Present a monthly report to the Administrative Council

g.       Present an annual written report to the Administrative Council

3.      Committees Reporting to Ministries Commission

a.       Benevolence Committee

1)      Members: Chairperson of the Benevolence Committee appointed by the Ministries Commission, Food Bank contact person, Meals on Wheels Coordinator, and other members as needed.

2)      Responsibilities and Duties

a.       Determine those charitable organizations to receive donations from the benevolence funds.

b.      Provide the Church Treasurer with a list of those organizations to receive benevolent donations and the amount to be donated.

c.       Coordinate the donations of good and funds to the Eureka Springs Food Bank

d.      Secure volunteers to serve as delivery persons for the Carroll County Meals on Wheels program

e.       Present an annual written report to the Ministries Commission

b.      Calling Tree Committee

1)      Members: Calling Tree Committee Chairperson appointed by the Ministries Commission and other members as needed

2)      Responsibilities and Duties

a.       Inform the Church of special meetings or events, deaths of members and friends of the Church, in the event of emergencies, and at any time determined to be necessary

b.      Present an annual written report to the Ministries Commission

c.       Care Giving Committee

1)      Members---Chairperson of the Care Giving Committee appointed by the Ministries Commission, Meals Coordinator, Cards/Flowers Coordinator, and other members as needed

2)      Responsibilities and Duties

a.       Provide cards, flowers, and/or meals for occurrences of illness or bereavement

b.      Present an annual written report to the Ministries Commission

d.      Fellowship Committee

1)      Members: Chairpersons of Fellowship Sunday, Ladies’ Fellowship, and Men’s Fellowship, appointed by the Ministries Commission, and other members as needed

2)      Responsibilities and Duties

a.       Provide refreshments for Fellowship Sunday

b.      Provide programs and refreshments for Ladies Fellowship meetings

c.       Provide programs and arrange for refreshments for Men’s Fellowship meetings

d.       Present an annual written report to the Ministries Commission

e.       Flowers Committee

1)      Members: Chairperson of the Flowers Committee appointed by the Ministries Commission and other members as needed

2)      Responsibilities and Duties

e.       Secure volunteers to provide altar flowers throughout the year

f.        Notify the Church Secretary to identify donors of flowers in the Church bulletin

g.       Present an annual written report to the Ministries Commission

f.        Free Wheelers (Transportation) Committee

1)      Members: Chairperson of the Free Wheelers appointed by the Ministries Commission and other members as needed

2)      Responsibilities and Duties

a.       Secure volunteers to provide transportation to those desiring that service

b.      Pick up and deliver groceries and/or prescriptions to those who need the assistance

c.       Present an annual written report to the Ministries Commission

g.       Membership Committee

1)      Members: Chairperson of the Membership Committee appointed by the Ministries Commission and other members as needed

2)      Responsibilities and Duties

a.       Maintain a list of names, addresses, and phone numbers of all Church members

b.      Provide name tags for all members

c.       Contact visitors who attend Sunday worship

d.      Present an annual written report to the Ministries Commission

h.       Ushers and Greeters Committee

1)      Membership: Chairperson of the Ushers and Greeters Committee appointed by the Ministries Commission and other members as needed

2)      Responsibilities and Duties

a.       Secure an adequate number of volunteers to serve as ushers and greeters at each worship service

b.      Present an annual written report to the Ministries Commission

C.     Music Commission

1.      Members of the Music Commission shall include the following.

a.       Chairperson. recommended by the Music Commission for election by the Church for a two (2) year term

b.      Vice-chairperson appointed by the Music Commission to serve in the absence of the Chairperson

c.       Commission Secretary appointed by the Music Commission to maintain written records of meetings

d.      Directors of choirs, bell choirs, and other choirs and ensembles as created

e.       Principal Pianist and Organist (Keyboardists)

f.        An At-large Representative of the Choir

g.       Ex officio members 

1)      Minister

2)      Backup keyboardists

3)      Leader of Joyful Singers

4)      Music Librarian

2.      Responsibilities and Duties

a.       Work with Minister to enhance worship

b.      Create, develop and offer music programs for worship and ministry

c.       Enlist and train persons to staff music programs

d.      Make recommendations to the Administrative Council, via its Nominating Committee, for Directorships and Keyboardists

e.       Conduct basic music education/appreciation workshops to enhance interest in Church music programs and worship

f.        Enlist and offer special musical talent for worship services, from inside and outside the Church

g.       Interface and participate with choirs and musical groups from outside the Church to offer worship and ministry opportunities

h.       Establish a procedure to evaluate music programs

i.         Develop, inventory and operate a Church music library

j.        Inventory and maintain Church owned musical instruments and equipment

k.      Appoint committees as needed to accomplish goals

l.         Prepare an annual budget for presentation to the Trustee Commission

m.     Present a monthly report to the Administrative Council

n.       Present an annual written report to the Administrative Council

D.     Trustee Commission

1.      Members of the Trustee Commission shall include the following

a.       Chairperson of the Trustee Commission, elected by the Church for a two (2) year term.

b.      Vice-chairperson appointed by the Trustee Commission to serve in the absence of the Chairperson

c.       Church Treasurer, appointed by the Administrative Council

d.      Commission Secretary, appointed by the Commission to keep records of meetings

e.        Chairperson of the Finance Committee appointed by the Commission

f.         Chairperson Property Committee appointed by the Commission

g.        Chairperson of the Memorial Garden Committee appointed by the Commission

2.      Responsibilities and Duties

a.       Administer all financial transactions of the Church.

b.      Develop and submit a proposed annual budget for all permanent boards, commissions, and their committees.

c.       Ensure adequate insurance coverage(s) for the protection of the Church property and functions of the Church.

d.      Assist and direct the Treasurer regarding investment of Church funds.

e.       Ensure that the Church’s property is maintained properly, including janitorial requirements for the Church buildings.

f.        Coordinate any new building activity, repairs to buildings and major landscaping alterations.

g.       Administer all undesignated memorial funds.

h.       Develop and maintain the Church’s communications, computer and sound systems.

i.         Maintain inventory of all Church property.

j.        Present an annual written report to the Administrative Council

3.      Committees Reporting to the Trustee Commission

a.       Finance Committee

1)      Members: The Chairperson of the Finance Committee shall be appointed by the Trustee Commission. The Commission shall appoint additional members as required. The Church Treasurer is a permanent member of this committee.

2)      Responsibilities and Duties

a.       Contact all boards and committees to determine their financial needs for the ensuing year.

b.      Oversee Church investments and recommend revisions as required to the Board of Trustee.

c.       Maintain communication with the Church Treasurer.

d.      Perform other financial functions as needed.

e.       Present an annual written report to the Trustee Commission

b.      Property Committee

1)      Members: Chairperson of the Property Committee, Building and Grounds Superintendents, and additional members as required, appointed by the Trustee Commission

2)      Responsibilities and Duties

a.       Maintain a janitorial program to ensure Church building cleanliness.

b.      Develop and maintain a program to ensure adequate maintenance of all Church properties.

c.       Coordinate any new building activity, repairs to buildings and major landscaping alterations.

d.      Maintain inventory of all Church property for insurance purposes.

e.       Determine potential exposure to loss and place adequate insurance coverage to protect the Church property and all Church functions.

f.        The Property Committee shall report at least annually to the Trustee Commission and the Administrative Council with explanation regarding insurance coverage.

g.       Develop and maintain the Church’s communications, computer and sound system.

h.       Present an annual written report to the Trustee Commission

c.       Memorial Garden Committee

1)      Members: Chairperson of the Memorial Garden Committee and additional members as required appointed by the Trustee Commission.

2)      Responsibilities and Duties

a.       Disperse information and answer questions regarding the use of the Garden.

b.      Collect payments and maintain a separate bank account for Garden operations.

c.       Assist interested individuals in their arrangements for future use of the Garden.

d.      Keep records of spaces dedicated and available.

e.       With assistance of the Property Committee oversee the maintenance of the Garden to ensure a dignified and pleasing appearance.

f.        Coordinate inurnments with the Church’s pastor.

g.       Purchase all cremorial equipment as required and maintain bronze memorial plaque acquisition and inscriptions.

h.       Ensure that the “Terms and Conditions” of Garden use are strictly adhered.

i.         Present an annual written report to the Trustee Commission

ARTICLE X:  ANNUAL BUDGET, FISCAL YEAR, FINANCIAL REPORTS

A.     Development of Annual Budget

1.      The responsibility for developing the annual Church budget is with the Trustee Commission and the Church Treasurer.

2.      All areas that are to be funded are to be contacted to determine what the financial needs shall be.

3.      Each Commission and its committees are responsible for presenting a request for funds to the Trustee Commission at the established deadline.

4.      When financial needs are determined and the proposed budget completed, the budget shall be presented to the Administrative Council for review and acceptance.

5.      The budget shall be presented to the Church for approval at the annual Church meeting.

B.     Fiscal Year

1.      The Church fiscal year shall be from January 1 to December 31 of the applicable year.

2.      In the event items have been purchased, but not invoiced by the end of the fiscal year, The Church Treasurer is to be notified by the responsible Commission.  The Church Treasurer may set aside funds for payment of that invoice.

3.      All carry over invoices must be paid within the first thirty (30) days of the new fiscal year.

C.     Financial Reports

1.      The Church Treasurer shall be responsible for preparation of monthly reports for the Administrative Council and the Trustee Commission.

2.      Payment of invoices with accompanying documentation is to be submitted to the Church Treasurer.

3.      An audit of the Church financial records shall be conducted annually and a report filed with the Administrative Council and Trustee Commission.

ARTICLE XI:  ACCOUNTING SYSTEM FUNDS AND RECORDS

A.     Funds and Checking Account

1.      Policy: The number of funds and checking accounts shall be kept at the minimum necessary to assure effective and efficient management of Church finances.

a.       The General Fund is where all receipts and offerings are deposited. The Fund is administered by the Church Treasurer.

b.      Offerings and gifts that are undesignated shall be deposited in the General Fund and used for Church operations.

c.       Offerings and gifts that are designated for a specific use shall be deposited in the General fund and accounted for as separate funds.

d.      Change of, or revision to the Church's accounting system shall be approved by the Administrative Council and the Trustee Commission.

B.     Special Gifts: Real Estate

1.      Policy: Gifts of real estate may be accepted with approval of the Administrative Council and the Trustee Commission.  Such gifts shall not be held as long term investments. The property if accepted shall be listed for sale as soon as possible.

2.      Procedure: Real property gifts to the Church shall be the responsibility of the Trustee Commission with all actions concerning the property authorized by the Administrative Council.

a.       All gifts of real property given to the Church shall be accompanied by an independent appraisal. The donor shall also furnish documentation offering a clear title, deed restrictions, tax status, etc.

b.      Title to donated property shall be held in the name of the Church.

c.       Potential donors shall be made aware of the foregoing policy.

C.     Special Gifts-Securities

1.      Policy: Gifts of securities must have prior approval of the Trustee Commission and the Administrative Council. Gifts of securities are not to be considered long term investments.

2.      Procedure: Special gifts of securities shall be administered by the Treasurer with approval of the Trustee Commission. Decisions as to final disposition shall be the responsibility of the Administrative Council.

 D.     Year End Carry-Over of Invoices

1.      Policy: The Church Treasurer shall reduce all Commission and Committee Budgets to zero at the end of the fiscal year.

2.      Procedure:

a.       Some purchased budgeted items may not be invoiced by year end.  In this event, the Treasurer shall be notified in order that funds may be set aside for payment.

b.      The budget year shall be charged in the year the purchase was made.

c.       Transactions of this type must be made within 30 days after the end of the fiscal year.  Failing to do this, the transaction shall be charged to the new budget.

E.      Retention of Records

1.      Policy: Records shall be retained as follows:

a.       Bank statements and checks---two years plus current year.

b.      Paid invoices---two years plus current year.

c.       Financial records---two years plus current year.

d.      Pledge cards---current and past year.

e.       Payroll records---four years

f.        All Councils and Commissions minutes---permanent

g.       Building plans specifications, surveys, construction costs, etc---permanent.

h.       Records of individual giving---four years.

F.      Purchase Orders

1.      Policy: All purchases of supplies, equipment and services must be documented in the form of a purchase order. Purchase order forms shall be available at the Church office.

2.      Procedure:

a.       Purchase order form is to be completed in its entirety including area of the annual budget to be charged with this expense.

b.      Purchase order must be approved by the Commission Chairperson responsible for that portion of the annual budget.

c.       A copy of the purchase order should be promptly given to the Church Treasurer.

d.      Original order shall be retained in Church office file.

 Article XII: SENIOR MINISTER

A.     Prerequisites for Position

1.      Believes in the polity and ministry of a Community and Nondenominational Church as outlined in the Holiday Island Community Church's Constitution, particularly Articles II, III and VI.

2.      College and seminary graduate

3.      Ordained (approval of Pulpit Committee)

4.      Valid license to preach

5.      Good working relationship with governing bodies of Churches served

6.      Experience in pastoral care and counseling

7.      Willingness to participate in community activities

 B.     Method of Selection

1.      A Pulpit Committee consisting of three (3) members of the Administrative Council and three (3) members of the Church, all appointed by the Administrative Council

2.      Responsibilities and duties of Pulpit Committee

a.       Publicize the position

b.      Review all resumes and rank candidates

c.       Check references

d.      Hear all finalists preach - in person, by audio or video tape

e.       Interview candidate (and spouse, if appropriate)

f.        Obtain credit references and advise candidate that he/she will be checked

g.       Negotiate a financial package with the prospective Minister.

h.       Recommend final candidate to Administrative Council

i.         Make arrangements for moving, installation, and reception of new minister

3.      Administrative Council shall recommend candidate to Church at least two (2) weeks prior to voting, either by letter, Church bulletin or verbal announcement

4.      Voting shall be by secret ballot, present or absentee, and accepted by 80 % of Church voting at any regular or special business meeting

5.      Employment tenure shall be for an indefinite period of time and may be terminated by either party upon sixty (60) days written notice

C.     Duties

1.      The Senior Minister shall have responsibility for the worship services of the Church.

2.      The Senior Minister shall serve as spiritual advisor to the members of the Church.

3.      The Senior Minister may serve as Ex-officio member of all Church Commissions and Committees

4.      The Senior Minister shall work in harmony with all elected Church leaders to promote a spirit of harmony and cooperation within the Church.

D.     Resignation of Minister

1.      Resignation shall be submitted in writing to the Chairman of the Administrative Council

2.      Resignation shall be acted upon by the Administrative Council at a regular or special called meeting

3.      Chairman of the Administrative Council shall present the resignation to the Church as soon as possible

E.      Dismissal of Minister

1.      The Administrative Council may dismiss a Minister by authority of the Church assembled at a Regular or Called Business Meeting and rendering a simple majority vote of dismissal.

F.      Vacation, Sick and Personal Leave

1.      Vacation time shall take into consideration the total years of pastoral ministry.

2.      Sick and Personal Leave shall be negotiated by the Pulpit Committee and approved by the Administrative Council.

G.     Performance Evaluation

1.      Annual evaluation by the Administrative Council, with evaluations as circumstances require

2.      Evaluation shall be in writing, kept in a confidential file, with a copy given to the minister

3.      Evaluation guidelines shall be developed by the Administrative Council

H.     Continuing Education

1.      Holiday Island Community Church shall provide a designated amount to be paid to the minister for maintaining and increasing his/her professional capabilities.

2.      Approval for educational and professional development shall be made by the Administrative Council.

3.      Absence for educational and professional development shall not exceed two (2) weeks or two (2) Sundays during a calendar year

4.      A report, after the event, shall be submitted to the Administrative Council

I.        Personal Loans

1.      No loans or salary advances shall be approved for a minister

ARTICLE XIII: STAFF, VOLUNTEERS AND EMPLOYEES

 ARTICLE XIV: USE OF FACILITIES

A.     Policy

1.      The facilities of the Church and fellowship building(s) are available for authorized organizations and programs approved by the Church.  Such organizations and programs have priority for use of facilities and equipment.

2.      Individual members of the Church, non-members, and organizations not constituted within the Church may request usage of the Church and fellowship building(s).

3.      The Holiday Island Community Church is a tobacco and alcohol free Church.

B.     Procedure

1.      Requests for use of building facilities by groups not constituted by the Church shall be directed to the Administrative Council.  All other requests shall be directed to the Church Secretary.

2.      The Church Secretary shall refer those new requests that are for general or Christian education purposes to the Education Commission for their review and subsequent recommendation for use to the Administrative Council.

3.      Approved activities and programs shall follow current, approved usage policies for the Church building (“Guidelines for Use of Church Building and Parking Lot, revised April 2002”) and for the fellowship building (“Guidelines for Use of Herman and Ellen Cook Center for Continuing Ministries, 2005”).

4.      Policies for use of building facilities shall be reviewed annually by the Administrative Council.

 ARTICLE XV: FACILITIES SECURITY

A.     The Administrative Council shall be responsible for developing a policy to insure the reasonable security of the buildings and Memorial Garden.

B.     Security policy shall be reviewed annually by the Administrative Council

C.     The Trustee Commission shall determine procedures to be implemented for the area and buildings’ security to include, but not limited to:

1.      Key distribution and identification of individuals who have keys

2.      Location of key box

3.      Normal hours of operation

4.      Outside lighting security

5.      Contact person in event of break-in or vandalism to property.

6.      Coordinate security endeavors with the building maintenance coordinator and others who use the facilities.

 ARTICLE XVI:  AMENDMENTS TO CONSTITUTION AND BY-LAWS

A.     The Constitution and By-laws may be amended by a simple majority vote of the members of the Church voting at any Annual or Called Church Meeting

B.     The Administrative Council shall have the responsibility to recommend all proposed amendments to the Church.

C.     Notice of Vote on Proposed Amendments

1.      Written notice explaining the recommended change(s) shall be provided at least two (2) weeks prior to the meeting.

2.      Written notice shall be understood as in the Sunday Worship program or other forms of written correspondence.

 ARTICLE XVII:  DISTRIBUTION OF ASSETS UPON DISSOLUTION

A.     Although the period of duration of this corporation is to be perpetual, if for any reason the corporation is to be dissolved, or otherwise terminated, no part of the net proceeds of the corporation, as identified in the Articles of Incorporation, shall inure to the benefit of, or be distributed to, its members, officers, or other private persons.

B.     The corporation shall be authorized to make payments and distributions in furtherance of the authority assigned and set forth in Article VI of the Constitution.

C.     Not withstanding any other provisions of these Articles, the corporation shall not carry on any other activities not permitted to be carried on:

1.      by a corporation exempt from Federal income tax under section 501(C)(3) of the Internal Revenue Code of 1954 or the corresponding provision of any future United States Internal Revenue law, or

2.      by a corporation, contributions to which are deductible under section 170(C)(2) of the Internal Revenue Code of 1954 or corresponding provisions of any future United States Internal Revenue law

D.     Further, upon dissolution of the corporation, the Administrative Council shall, after paying or making provisions for the payment of all liabilities of the corporation, dispose of all the assets of the corporation exclusively for the purpose of the corporation in such a manner, or to such organization(s) operated exclusively for charitable, education, religious or scientific purposes as shall at that time qualify as an exempt organization under section 501(C)(3) of the Internal Revenue Code of 1954, or corresponding provision of future United States Internal Revenue laws; as the Administrative Council shall determine.

E.      Any such assets not so disposed of shall be turned over to the Circuit Court of the county in which the principal office of this corporation is located, for such purpose as the court shall determine as to such organizations as are organized and operated exclusively for such purposes.

The above By-laws were approved by the congregation on October 16, 2005.