Structure

General Operating By-Law Number 1

January 11, 2012 Version

A By-Law relating generally to the transaction of the affairs of Fair Havens Community Church.
Be It Enacted as a By-Law of Fair Havens Community Church (hereinafter referred to as the "Church") as follows:

Definitions

In this By-Law and all other By-Laws and Resolutions of the Church unless the context otherwise requires, the following definitions shall apply:

  1. (a)  “Act” means the Corporations Act R.S.O. 1990 as amended from time to time
    and any statute enacted in substitution thereof, and in the case of such substitution, any references in the By-Law of the Corporation to provisions of the Act shall be read as references to the substituted provisions thereof in the new statute or statutes;
  2. (b)  “Board” or “Board of Directors” means the Board of Deacons and the Board of Elders other than the Pastor or any paid employee meeting together as a Combined Board and acting as the Board of Directors of the Corporation. When meeting together, the Combined Board shall also be known as the “Church

Board” and shall be the Board of Directors pursuant to the Act;

(c)  “By-law” or “Bylaws” means any By-law of the Corporation from time to time in force and effect including the General Operating By-law;

(d)  “Church” means the legal entity incorporated without share capital under the

Act by Letters Patent dated the day of 2004, and named Fair Havens Community Church, through which its Members and Adherents may fellowship together as a New Testament Church;

(e)  “Church Constitution” or “Constitution” means the Letters Patent (including the Objects and Statement of Faith), the General Operating By-law, all other Bylaws, and all Policy Statements adopted by the Church from time to time;

(f)  “Combined Board” means the Board of Deacons and the Board of Elders other than any pastor or paid employee of the church acting together and shall also be known as the “Church Board” and such Combined Board shall be the Directors for the purposes of the Act.

(g)  “Committee” means Committee of the Church as established in accordance with this General Operating By-la

(h)  “Committee Member” means a Member of a Committee of the Church

(i)  “Corporation” means the Church as defined herein;

(j)  “Deacon” means a member of the Board of Deacons who shall be deemed a Director pursuant to the Act;

(k)  “Directors” means the Combined Board;

(I) “Discipline” means seeking to reconcile individuals to one another based on biblical principles through mutual forgiveness and restoring offenders to fellowship with God and the Church;

  1. “Documents” includes deeds, mortgages, hypothecates, charges, conveyances, transfers and assignments of property, real or personal, immovable or moveable, agreements, releases, receipts and discharges for the payment of money or other obligations, conveyances, transfer and assignment of shares, bonds, debentures or other securities and all paper writing;
  2. “Elder” means a member of the Board of Elders and a leader of the Church who has spiritual authority, and who is a member of the Board of Elders. Save and except for the Pastor and any paid employee of the Church, such person shall be deemed to be a Director pursuant to the Act;
  3. “General Operating By-law” means this By-law, any amendments thereto, and any other By-laws of the Church intended to amend or replace the General Operating By-law herein.
  4. “Individual” means Members, or non-members as defined herein;
  5. “Letters Patent” means the Letters Patent incorporating the Church, as from time to time amended or supplemented by Supplementary Letters Patent;
  6. “Meeting of Members” or “Member Meetings” means any annual or special Meeting of Members;
  7. “Member” means a person who has been admitted into Membership of the Church as described in Section 4 herein.
  8. “Members” or “Membership” means the collective Membership of the Church who have the right to vote;
  9. “Objects” means the charitable Objects of the Corporation as contained in the Letters Patent;
  10. “Officer” means an Officer of the Church as described in Section 12 herein;
  11. “Pastor” means the Senior Pastor of the Church as described herein, unless otherwise specified;
  12. “Person” means an individual person, but does not include corporation, partnerships, trusts, or unincorporated organizations.

(a) “Policy Statements” means any Policy Statements adopted as part of the Church Constitution from time to time concerning practical applications of Biblical principles, doctrinal considerations and Christian conduct;

(b) “Resolution” means a Resolution passed by either the Board of Deacons, Board of Elders, the Combined Board or by the Members by a majority vote of those voting who are present or are represented by proxy;

(c) “Special Resolution” means a resolution that is submitted to a special meeting of the voting membership of the Church duly called for the purpose of considering the resolution and passed, with or without amendment, at the meeting by at least two- thirds of the votes cast; and

(d) “Statement of Faith” means the Statement of Faith of the Church set out in this By- law or any amendments hereto.

Fundamental Terms And Interpretation

Objects

2.1. This General Operating By-law and any other By-laws of the Corporation shall be strictly interpreted at all times in accordance with and subject to the Objects contained in the Letters Patent of the Corporation, which for purposes of this General Operating By-law are incorporated by reference and made a part hereof and the Statement of Faith as hereinafter set out. If any other provisions contained in this General Operating By-law are inconsistent with those contained in the Letters Patent or the Act, the provisions contained in the Letters Patent or the Act, as the case may be, shall prevail.

2.2 Interpretation

2.2.1 In this General Operating By-law and all other By-laws and Resolutions of the Church, unless the context otherwise requires, the following interpretations shall apply:

  1. (a)  words importing the singular number include the plural and vice versa;
  2. (b)  words importing the masculine gender include the feminine and neutered genders unless this By-law otherwise specifically provides; and
  3. (c)  words importing or referring to Person or Persons shall include individual persons only and shall specifically exclude corporations, partnerships, trusts and unincorporated organizations.

2.3 Headings used in this General Operating By-law are for convenience of reference only and shall not affect the construction or interpretation thereof.

Statement Of Faith

As a local congregation of believers in our Lord Jesus Christ, we affirm our belief in the following articles of faith:

  • The Godhead
  • God the Father
  • Jesus Christ
God the Father's Relationships

(Acts 17:29) (Exodus 4:22)

(Matthew 3:17) (Galatians 3:26)

(Psalm 2:7-9)

(Ephesians 1:3-6)

(John 3:16) (Hebrews 12:9)

Father over all creation. Father of the nation of Israel.

Father of the Lord Jesus Christ. Father of believers in Christ.

God the Father’s Particular Works: Author of the decree.

Author of election.

Begetter and sender of Christ Disciplinarian of His Children.

The Holy Spirit

The essential Deity. (Hebrew 1:8; John 1:3; Luke 7: Philippians 2:10)
Virgin birth and true humanity of Christ. (Luke 1:26; Galatians 4:4; Hebrews 4:15

His sinlessness.

His sacrificial death for sinners.

Luke 19;10; 1 Timothy2:5) (II Corinthians 5:21)

(1 Peter 3:18)

(I Corinthians 15:1-5)
His gift of eternal salvation to believers.(John 3:16; John 10:27-30; I John 5:11-12

His bodily resurrection.
His personal and visible return. (I Thessalonians 4:13-5:11; Revelation 19)

The Deity of the Holy Spirit (Acts 5:3-4; Luke 1:35) whose office is to regenerate the man.

Satan, Scriptures, Salvation and Church

Satan

The personality of the devil as the enemy of God and of His people. (John 8:44;
Job 1:6-12; I Peter 5:8-9)

The Scriptures

We believe that the Scriptures of the Old and New Testaments were inspired and inerrant as they were originally given and that they constitute an infallible guide to individual believers and the Church. (II Timothy 3:16; John 17:3; Romans 3;4;

Matthew 5:17; John 10:35)

Salvation

We believe that sinners are saved by grace through faith alone and that not of themselves, it is the gift of God, not of works. (Ephesians 2:8-9)

The Church

We believe that the Church universal is composed of all who are united by the Holy Spirit to the risen and ascended Son of God (Matthew 16:18; Colossians 1:18; Ephesians 3:10). This takes place at the time of new birth. (Ephesians 2:19; Galatians 4:5; I Peter 2:9; Philippians 3:20; I Peter 1:4) The local church is an expression of the church universal.

Sinner

Sinner (John 3:5-6), sanctify the believer (II Thessalonians 3:13) and impart to the Church gifts for service. (I Peter 4 : 10) Also, He empowers the believer and enables him to live a holy life. (Galatians 5:22-23; Ephesians 5:18-20)

The depraved and fallen state of man as a result of the fall recorded in (Genesis 3)

The absolute necessity of new birth for entrance into the Kingdom of God. (John 3)

The resurrection of the body (John 5:28-29; I Corinthians 15)

The ultimate eternal blessedness of all true believers. (Romans 8:17;1Peter 1:3-5)

The eternal punishment of those who die impenitent. (Revelation 20:11-15)

The immortality of the soul (Luke 16:19-31; Hebrews 9:27)

Ordinance

Ordinance – Baptism

We believe and practice Christian baptism as evidenced by water immersion. We believe it symbolizes our union with Christ and our identification with Him in death and resurrection. (Matthew 28:19-20; Acts 8:12; Romans 6:1-1)

Ordinance — The Lord’s Supper

We believe that our Lord clearly prescribed for His believing disciples the solemn rite of the Lord’s Supper as a memorial for the Lord’s death to be kept by His disciples until He comes again. (Corinthians 11:23-37; Luke 22:19-20)

Conduct

We believe in the responsibilities of every believer in Christ to live daily in fellowship with God through the reading of Holy Scripture, prayer, personal discipline, dependence upon the Holy Spirit and be regular in attendance at public worship. (John 15:1-17; II Timothy 3:16-17; 1Thessalonians 5:17; 1 Corinthians 9:24-27; Ephesians 5:15-21; Galatians 5:16-26; Hebrew 10:23-25

Membership Definition of Membership

Membership in the Church is the personal commitment to actively support the ministry of the Church and such commitment shall be professed publicly. It is the personal and public covenant to be an active part of this living body (I Corinthians 12) which is fundamental to Church Membership.

The initial incorporators of the Corporation shall be the initial Members of the Corporation. Thereafter, Membership in the Church shall consist only of those Persons who:

(a)  give clear testimony to a saving faith in Jesus Christ as their Savior and Lord;

(b)  have, upon profession of faith, covenanted to actively participate in the life and work of the Church;

(c)  give evidence of that faith in discipleship and obedience;

(d)  give evidenced agreement with the Church’s Statement of Faith;

(e)  have committed themselves in writing to live in obedience to Scripture and are willing to be subject to the authority of the Church as expressed in the Church;

(f) have been admitted into Membership in accordance with the Church Constitution.

Qualification for Membership

A Person shall qualify to be a Member of the Church if a 100% majority of the Combined Board determines that such Person meets all of the following qualifications:

(a)  the Person must be at least sixteen (16) years of age.

(b)  the Person fulfills the definition of Membership as set out in sections 4.1.1. and 4.1.2 herein.

(c)  the Person, is not under the Discipline of the Church as set out in section 4.4.7 herein.

(d)  the Person has completed the procedure for Admission into Membership set out in section 4.3 herein.

Admission to Membership

Application for Membership in the Church may be initiated by either an oral or written request to any pastor, Deacon or Elder. Existing members of the unincorporated church known as Fair Havens Community Church and from which this Church has been formed shall, upon resolution of the Combined Board, become the Members of the Church. A member of the unincorporated church may, in writing, give notice to the Combined Board that such Person does not wish to become a Member of the Church whereupon the name of such Person shall be removed from the membership roll. Such notice must be provided to the Combined Board within six (6) months from the date of the resolution of the Combined Board adopting the membership.

Board of Elders

The Board of Elders shall give the applicant a summary of the Church Constitution and, if so requested by the applicant, a complete copy of the Church Constitution with the request that the applicant read the documentation so provided.

If the applicant understands and agrees with the Church Constitution and understands the fundamental tenets of the Christian faith, the applicant shall be required to sign a written application for Membership and declaration of his or her profession of faith in Jesus Christ as Saviour and Lord and a commitment to adhere and be subject to the authority of the Church as expressed in the Church Constitution.

Upon receipt of such application, not less than two (2) members of the Board of Elders, one of whom may be the Senior Pastor, shall interview the applicant to ascertain that such Person has met all of the qualifications for Membership in the Church and shall bring their recommendation to the Combined Board for action.

If the applicant does not satisfactorily understand the fundamental tenets of the Christian faith, then the Combined Board shall recommend that such applicant complete a preparatory course in Church matters before proceeding further with the application for Membership in the Church.

Upon being satisfied that the applicant understands and confesses the fundamental tenets of the Christian faith then the Combined Board, upon a resolution passed by a 100% majority of the votes cast at a duly constituted meeting of the Combined Board, shall admit the applicant into membership.

By the Resolution of the Combined Board, existing members of the unincorporated Church from which this Church has been formed shall be Members of the Church unless a member withdraws his or her Membership in writing.

Privileges, Rights and Duties of Membership

Church Membership shall carry the following duties, privileges and rights:

(a)  the duty to minister to one another’s spiritual needs as part of the Body of Christ;

(b)  the duty to meet regularly for worship and to participate in Church activities and ministries as the Lord directs and personal circumstances permit;

(c)  the duty to financially support the work of the Church as the Lord directs and personal circumstances permit;

(d)  the duty to respect and submit to the spiritual authority and procedures of the Church as expressed in the Church Constitution;

(e)  the privilege to participate in the ordinances administered by the Church;

(f)  the right to attend, speak and participate at all Meetings of Members; and

(g)  the right to a single vote either in person or by proxy at all Meetings of Members for Members aged 18 or over.

Church Membership is not transferable and all prospective Members shall be required to comply with the procedure for the admission to membership.

Withdrawal and Removal of Membership

A Member in good standing may withdraw at any time as a Member of the Church.

A Member shall give to the Combined Board written notice of his or her request to withdraw.

Upon receipt by the Combined Board of such request for withdrawal, such Person shall be removed from the Membership rolls of the Church and shall be deemed to have also resigned from his or her position, if applicable, as an Officer, Deacon, Elder or other Committee member.

Upon request by a Member to the Combined Board, such Member shall be given a letter of transfer addressed to the church to which the Member is relocating. However, if the Combined Board confirms that such Person is under Discipline of the Church, a positive letter of transfer shall not be granted.

A former Member may request that his or her Membership in the Church be reinstated. The Combined Board, in its sole discretion, shall determine whether such request shall be granted and if so, what conditions, if any, should be imposed.

Membership Record

A record of Members of the Church shall be kept by the Secretary of the Board.

Discipline

Scriptural Standard for Discipline – All Members and Non Members are expected to stay true to sound doctrine and the Statement of Faith and to conduct their lives according to the standards set forth in Scripture. Such conduct includes moral purity, personal honesty, and biblical fidelity (I Corinthians 6: 9-11, II Timothy 3: 1-17). Members are to be consistent examples of authentic Christianity as they seek to emulate the character of Christ through the power of the Holy Spirit (Romans 8: 2829). Members shall promote the unity of the Church rather than seeking to divide it (Ephesians 4: 3 – 13, 25).

Purpose of Discipline

The biblical purpose of Church discipline is to bring reconciliation and
restoration of the offender to fellowship with God and with the Church consistent with the instruction of the Old and New Testament. The pattern of Mat 18:15-19 and the principle and spirit of Mat 5:23, 24 are commanded and commended to us by our

Lord. As such only those matters that cannot be resolved on a personal and/or private level or that have failed to be resolved through a mediation process shall advance to a formal process of discipline in which the Elders and Deacons shall adjudicate.

The Church is commanded by the Scriptures to discipline its members when they . continue in open and habitual sin.

Circumstances Giving Cause for Discipline (See Section 1.1q)- An Individual shall be deemed to be under the Discipline of the Church if the Church Elders and Deacons determine by Resolution that any of the following circumstances have occurred:

  • an Individual has evidenced unethical or immoral conduct or behaviour that is unbecoming of a Christian and contrary to biblical principles;
  • an Individual’s conduct evidences an unwillingness to either comply with, adhere to, or submit to the Scriptural authority and procedures set out in the Church Constitution herein;
  • an Individual has propagated doctrines and practices contrary to those set forth in the Statement of Faith or the general teachings of the Church, or has propagated any doctrines or practices in such a way as to cause discord or dissension;
  • an Individual has wronged another Individual causing discord or dissension in the Church, with or without malicious intent, and has not repented and been willing to enter into a process of reconciliation.
Process of Discipline

In the event an allegation against a Member or Non-Member (defined hereafter as an “Individual”) gives rise to disciplinary action pursuant to Section 4.7.3 above, the Combined Board shall establish a process whereby a fair and equitable investigation shall be undertaken to consider the merits of the allegation and, if warranted, the Combined Board upon a seventy-five (75%) percent majority vote shall establish the nature of the discipline to be imposed. Due process, procedural fairness and the rules of natural justice shall be complied with in relation to all aspects of the process.

Termination or suspension of Membership as a disciplinary action
shall be deemed appropriate only where no other reasonable alternative is available.

In the event that the decision is to terminate the individual’s Membership in the Church, then the individual shall automatically cease to be a Member of the Church.

Discipline and Attendance At Public Worship – An individual who has been disciplined or whose Membership has been terminated shall not be barred from public worship unless such individual’s presence is disruptive to the peaceful proceedings of the public worship service as determined in the sole opinion of

the Combined Boars, in which event such individual agrees that he may be removed from such public worship service without the necessity of legal action, whether or not such individual is at that time a Member of the Church.

Discipline and Individuals under age 18 – In the event that the individual in question is under the age of 18 when an allegation is made, then the Discipline procedure provided for by the Combined Board shall require that notification of any Discipline process shall be given to the individual and the parents or legal guardians of the individual and such persons shall be entitled to attend and speak on behalf of such individual at any such proceedings.

Waiver – Notwithstanding anything else contained herein, Membership in the Church is given upon the strict condition that disciplinary proceedings and the results thereof and any other proceedings or matters carried out in accordance with the Church Constitution shall not give a Member cause for any legal action against either the Church, the Pastor, any Associate Pastor, any staff member of the Church, any Deacon, any Elder, any Officer, or any Member of the Church, and the acceptance of Membership in the Church shall constitute conclusive and absolute evidence of a waiver by the Member(s) and Non-Member(s) of all rights of action, causes of action, and all claims and demands against the Church, the Pastor, Associate Pastor, any staff member of the Church, any Deacon, any Elder, any Officer or any Member of the Church in relation to disciplinary proceedings and the results thereof and any other proceedings or matters carried out in accordance with the Church Constitution or involving the Church in any manner whatsoever and this provision may be pleaded as a complete estoppel (i.e., the prevention of an action) in the event that such action is commenced in violation hereof.

Members Meetings

Membership Record

A record of Members of the Church shall be kept by the secretary of the Church.

Annual Meeting

There shall be an annual Meeting of Members (the “Annual Meeting of Members”) at such time and place in Canada as determined by the Combined Board no later than the thirtieth (30th) day of May of each year. The purpose of the Annual Meeting of Members will be to do the following:

(a) hear necessary reports from the Officers, the Pastors, the Combined Board and other boards and committees;

(b) review and approve the financial statements for the immediately preceding year, including the Auditor’s report thereon;

(c) appoint the Auditors for the current year;

(d) elect Members to the Board of Deacons and the Board of Elders for any vacancies on the said Boards or for the replacement of Deacons or Elders whose term of office has expired;

(e) elect Members to Officer positions as required for the next fiscal year; and transact any other necessary business.

Budget Meeting

A Budget Meeting of Members shall be held between the 1stt day of November and the 30th day of November in each year at such time and place in Canada as determined by the Board of Deacons to consider and approve and/or amend the proposed budget for the Church for the ensuing fiscal year and to transact any other business as determined necessary by the Combined Board.

Other Special Meetings

At the request of the Chairman of the Board or a majority of either the Board of Elders or the Board of Deacons, or upon the request of at least twenty percent (20%) of the Membership having the right to vote, other special meetings of the Members shall be called and convened by the Secretary within thirty (30) days of the request.

Notice of Meeting

Notice of all Member Meetings shall be given to Members by notice orally from the pulpit and in the Church bulletin and on the Church Notice Boards at least two Sundays prior to the date of the Member Meeting. The notice for all Member Meetings shall include the date, time, place and purpose of the meeting and shall contain sufficient information to permit the Member to form a reasoned judgment on the decision to be taken. Notice of each Meeting of Members must remind the Member that the Member has the right to vote by proxy.

Waiver of Notice

A Member may waive notice of a Meeting of Members and attendance of any such Person at a Meeting of members shall constitute a waiver of notice of the Meeting, except where such Person attends a Meeting for the express purposes of objecting to the transaction of any business on the grounds that the meeting is not lawfully called.

Omission of Notice

The accidental omission to give notice of any Meeting of Members or any irregularity in the notice of any such meeting or the non-receipt of any notice by any Member or by the auditor of the Corporation shall not invalidate any Resolution passed or any proceedings taken at any Meeting of Members, provided that no Member objects to such omission or irregularity.

Quorum

A quorum for an annual Members Meeting, special election, or other special Members Meetings shall be constituted by the presence of at least twenty-five percent (25%) of the Members who have the right to vote immediately prior to the time of the meeting in question. No business shall be transacted at any Meeting of Members unless the requisite quorum is present at the time of the transaction of such business. If a quorum is not present at the time appointed for a Meeting of Members or within such reasonable time thereafter as the Members present may determine, the Members present and entitled to vote may adjourn the meeting to a fixed time and place and the provision of section 5.5.1 with regard to notice shall apply to such adjournment.

Chairman

The Chairman of the Combined Board (or in the Chairman’s absence a designate appointed by the Combined Board by Resolution) shall act as Chairman of all Members Meetings. The Chairman shall vote in the first instance upon the calling of the question and shall not have a second or casting ballot in the event of a tie vote.

Majority Vote

At all annual Members Meetings, every question shall be determined by Resolution, being a sixty-six and two-thirds percentage (66 2/3%) majority of votes of Members voting who are present or represented by proxy, unless otherwise provided for by the Act or elsewhere in the General Operating By-law.

Voting Procedure

Every question submitted to any Members Meeting shall be decided by a show of hands, except where a secret ballot is provided for or requested as stated below. In the case of an equality of votes, the Chairman of the Meeting shall not have a casting vote. At any Members Meeting, unless a secret ballot is provided, a declaration by the Chairman that a motion has been carried or carried unanimously or by a particular majority or lost or not carried by a particular majority shall be conclusive evidence of the fact. A secret ballot may be held either upon the decision of the Chairman or upon request of any Member and shall be taken in such manner as the Chairman directs. The result of a secret ballot shall be deemed to be the decision of the meeting at which the secret ballot was held. A request for a secret ballot may be withdrawn.

Voting Rights and Proxies

Votes at Members Meetings may be given either personally or by proxy, provided that the proxy appointed is a Member and represents no more than one other Member at such meeting. At every meeting at which a Member is entitled to vote, every member and/or Person present and appointed by proxy to represent one Member shall have one vote for each Member present or represented by proxy. A proxy shall be executed by the Member or the Member’s attorney authorized in writing. A proxy may be in the following form or some similar form that is acceptable to the Combined Board. Members shall use their best efforts to attend Meetings of Members and a Member should not consider a proxy vote to be an acceptable alternative to personal attendance at a Meeting of Members.

“The undersigned Member of Fair Havens Community Church deeply regrets he/she is unable to attend the Meeting of Members and hereby appoints _________________________, as the proxy of the undersigned to attend and act at the Meeting of the Members of the said Church to be held on the___ day of ___________, 20__, and any adjournment or adjournments thereof in the same manner, to the same extent, and with the same power as if the undersigned were present at the said meeting or such adjournment or adjournments thereof.

The Combined Board shall regulate the form of proxies, the manner, time and place in which they are to be delivered and all other issues arising with respect to their use.

DATED the ____________day of_______________ , 20 ____

“Signature of Member” ____________________________________________

Procedural Code

The rules of procedure for Members’ Meetings, Board of Deacons and Board of Elders meetings, meetings of the Combined Board and all Committee meetings shall follow the procedures set out in Robert’s New Rules of Order except where varied by the General Operating By-law.

Adjournment

The Chairman may, with the consent of the Members’ Meeting, adjourn the same from time to time to a fixed time and place and no notice of such adjournment need be given to the Members. Any business may be brought before or dealt with at any adjourned Meeting which might have been brought before or dealt with at the original Meeting in accordance with the notice calling the same.

Church Elders

Definition of Elders

Elders shall be a body of spiritually qualified Persons as referred to in I Timothy 3:1-7, Titus 1:5-9, II Timothy 2:24-25, and I Peter 5:1-5. They shall be elected to have oversight over the spiritual ministry of the Church. The Senior Pastor and all Associate Pastors are deemed to be Elders.

The number of elected Elders shall be six (6), who, together with the Deacons, shall be elected at the Annual Election Meeting in the manner as set out in this By-law.

Qualifications For Elders

A Person may be considered for election as a Church Elder if the Person fulfills all of the following qualifications:

  • the Person must be a Member of the Church in good standing as described in section 4.1.2 herein:
  • save and except for an Associate Pastor, the Person must be at least twenty- one (21) years of age;
  • the Person must be personally committed to Jesus Christ as Savior and Lord and give evidence thereof;
  • the Person must have an active involvement within the Church;
  • the Person must fulfill the spiritual qualifications of an Elder as set out in I Timothy 3:1-7, Titus 1:5-9, II Timothy 2:24-25, I Peter 5:1-5, and Galatians 5: 22-23
  • the Person must be in full agreement with, uphold and be subject to the Church
Board of Elders
  • the Person must recognize that the role of Elder requires active participation in and leadership of the spiritual ministries of the Church as they are needed;
  • the Person must recognize that election as a Church Elder is a commitment to humble service, not a position of honor or status, nor a reward for past service; and
  • the Person must desire to serve with faithfulness and effectiveness.

6.3.1 Church Elders shall be elected by a Resolution of the Members at the Annual Election Meeting of Members and in the manner as set out in Section 8.2. The Nominating Committee shall submit the slate of approved candidates to the Membership from which the election shall take place.

6.3.2 The Elders whose term of office continues beyond the next Annual Meeting of the Members shall form the sub-group known as the “Screening Elders” the members of which will work with the Nominating Committee to verify that a prospective candidate for the position of Elder or Deacon meets the qualifications as set out in this By-law. The Screening Elders will also review the final nomination slate presented by the Nominating Committee prior to forwarding it to the Combined Board for approval prior to presentation to the Members.

6.4 Term Of Elders

6.4.1 An Elder shall hold office for a term of three (3) years. Upon the expiration of an Elder’s term of Office, the Elder shall not be eligible for re-election as an Elder until the expiration of a period of one year.

6.5 Chairman of Elders and Combined Board

6.5.1 At the first meeting of the Church Elders during each fiscal year, the Church Elders shall elect from amongst their members, one (1) Person to be their Chairman and one (1) Person to be their Vice-Chairman.

6.5.2 The Persons appointed as Chairman shall chair all meetings of the Board of Elders, the Combined Board and all meetings of the Members and shall serve as such until the first meeting of the Church Elders in the following fiscal year.

6.6 Removal of Elders

6.6.1 An Elder may be removed from his position at any time when an Elder no longer fulfills all of the qualifications of an Elder as set out in section 6.2.1 or has been otherwise disciplined under the Church Constitution, upon a seventy-five percent (75%) vote of the Board of Elders voting (excluding the Elder in question), subject to ratification by a seventy-five percent (75%) majority Resolution of the Combined Board.

6.7 Resignation of an Elder

6.7.1 If the personal circumstances of any member of the Board of Elders make it difficult for that member to devote the necessary time or energy to the work of the Board of Elders, then that Elder shall be free to resign from the Board of Elders without embarrassment or stigma.

6.8 Duties of Church Elders

6.8.1 The Elders shall be responsible together with the Pastor and Associate Pastors for the Spiritual and Pastoral ministry of the Church in their capacity as undershepherds of Christ and to cooperate with the Combined Board implementing such ministries. The Elders together with the Deacons, shall serve the ordinance of the Lord’s Supper, shall respect the spiritual authority of the Pastor over the Church and shall serve the spiritual and pastoral needs of the Church in accordance with the direction of the Pastor.

6.8.2 The Elders shall ensure that their lifestyle does not evidence unethical or immoral conduct or behavior that is unbecoming of a Christian contrary to biblical principles (i.e. to keep free from all worldly entanglements and be above reproach in all matters of conduct and finance).

6.8.3 The Elders shall respect the ultimate spiritual authority of the Senior Pastor over the Church and shall serve the spiritual and pastoral needs of the Church in accordance with the direction of the Senior Pastor.

6.8.4 Elders (save and except pastoral staff) shall serve without remuneration, provided that they may be paid reasonable expenses incurred in the performance of their duties.

6.8.5 The Elders shall also advise and give Godly counsel to the Pastoral Staff.

6.8.6 The Elders shall meet with the Pastor and Pastoral Staff as frequently as deemed necessary by the Elders or the Pastoral Staff but in any event not less than once per year. This meeting shall be for a special review by the Elders of the Pastoral Staff and their performance in fulfilling and carrying out their duties and shall provide such direction, assistance, guidance and recommendations as the Elders consider appropriate.

Meetings of Church Elders

  1. 6.9.1  Elders shall meet at such time and place and upon such notice as the chair or the Pastor or his delegate may determine necessary from time to time to fulfill their duties as Elders as provided for herein. Save and except as hereinafter set out, no quorum shall be required and minutes are not required to be kept of such meetings. When the Elders meet to deal with issues of membership or Church discipline or other issues resulting in formal resolutions a quorum consisting of the majority of the Elders is required and minutes of those resolutions shall be kept but such minutes shall be kept confidential.
  2. 6.9.2  The elected Elders shall be members of the Combined Board.
  3. 6.9.3  Any vacancy on the Board of Elders may be filled in the manner set out in Section 9.2.
Board of Deacons

Definition Of Board Of Deacons

7.1.1 The administrative and temporal affairs of the Church shall be the responsibility of the Board of Deacons and the elected members of the Board of Elders who collectively are referred to as the “Combined Board. The Board of Deacons shall consist of four (4) members who shall be elected at the Annual Election Meeting in the manner as set out in this by-law.

7.2 Provisional Board Of Deacons

7.2.1 The applicants for incorporation herein shall become the provisional members of the Combined Board whose term of office shall continue until their successors are elected. At the first Meeting of Members, the members of the Combined Board then elected shall replace the provisional members of the Combined Board named in the Letters Patent.

7.3 Qualification For Board Of Deacons

7.3.1 A Person may be considered for election to the Board of Deacons if he fulfills all of the following qualifications:

(a)

(b) (c)

the Person must be a Member in good standing as described in Section 4.1.2;

the Person must be at least twenty-one (21) years of age;

the Person must be personally committed to Jesus Christ as Savior and Lord and give evidence thereof;

(d)

the Person must pattern his life after the scriptural qualifications of 1 Timothy 3:

8-19 and Acts 6:3;

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  1. (e)  the Person must recognize that membership on the Board of Deacons is a commitment to humble service, not a position of status, nor a reward for past service;
  2. (f)  the Person must recognize that membership on the Board of Deacons is not only an administrative role but shall involve active participation in, and leadership of, ministries of the Church;
  3. (g)  the Person must be in full agreement with the Church Constitution; and
  4. (h)  the Person must not be an employee, agent or individual that is receiving remuneration either directly or indirectly from the Church.

7.4 Election Of Board Of Deacons

7.4.1 The Board of Deacons shall be elected by a Resolution of the Members at the

Annual Election Meeting of Members and in the manner as set out in Section 8.2. The Nominating Committee shall submit the slate of approved candidates to the Membership from which the election shall take place.

7.5 Maximum Term Of Board Of Deacons

7.5.1 A Deacon shall hold office for a term of three (3) years. Upon the expiration of a Deacon’s term of office, the Deacon shall not be eligible for re-election as a Deacon until the expiration of a period of one year.

7.6 Authority of the Board of Deacons

7.6.1 The Board of Deacons shall not, unless otherwise specifically required by the Chairman, convene regular meetings. The Deacons shall, however, serve on the Combined Board where they, together with the elected Elders shall have the authority as set out in Section 8.3.1 of this By-law. Deacons shall participate on such committees to which they have been appointed as members. Deacons shall also assist the Elders in the serving of communion.

7.7 Resignation of a Deacon

7.7.1 If the personal circumstances of any member of the Board of Deacons make it difficult for that member to devote the necessary time or energy to the work of the Board

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of Deacons, then that member of the board shall be free to resign from the Board of Deacons without embarrassment or stigma.

7.8 Removal of a Deacon

7.8.1 A Deacon may be removed from his position at any time when a Deacon no longer fulfills all of the qualifications of a Deacon as set out in Section 7.3 or has been otherwise disciplined under the Church Constitution, upon a seventy-five percent (75%) vote of the Combined Board voting (excluding the Deacon in question).

8. The Combined Board 8.1 Composition of the Combined Board

8.1.1 The Combined Board shall consist of the elected members of the Board of Elders and the members of the Board of Deacons.

8.2 Election of Elders and Deacons

8.2.1 Election of Elders and Deacons — The Nominating Committee shall present to the Members at the Annual Meeting of Members a nomination slate for the positions of Elders and Deacons as follows:

a) The name of one (1) individual nominated for each Elder position required to be filled for ratification by the Members.

b) The name of one (1) individual nominated for each Deacon position required to be filled for ratification by the Members.

A nominee for the office of Elder or Deacon must receive the affirmative vote of seventy- five percent (75%) of the Members voting at a duly constituted meeting of the membership to be duly elected to such office.

8.2.2 The Combined Board shall consist of ten (10) members, six (6) of whom shall be the elected Elders on the Board of Elders and four (4) of whom shall be the Deacons on the Board of Deacons.

8.2.3 Subject to the provisions set out in Section 8.2.4 below, the term of office of members of the Combined Board shall be three (3) years.

8.2.4 The Combined Board shall be elected and shall retire in rotation every three (3) years. At the first Meeting of Members, three (3) members of the Combined Board shall be elected to hold office until the end of the third full year after that date, three (3) members

of the Combined Board shall be elected to hold office until the end of the second full year after that date and four (4) members of the Combined Board shall be elected to hold office until the end of the first full year after that date and subsequently at each Annual Meeting of Members thereafter, members of the Combined Board shall be elected to fill the position of those members of the Combined Board whose term of office has expired and each member of the Combined Board so elected shall hold office until the end of the third full year after his election.

8.2.5 Unless otherwise specifically directed by the Combined Board, the ex-officio appointees to the Board of Elders (i.e. Senior Pastor, Associate Pastor) shall be entitled to attend and fully participate in meetings of the Combined Board but not be entitled to vote thereat.

Authority of the Combined Board

General Authority — The Combined Board shall be responsible for the overall administrative and temporal affairs of the Church and shall make or cause to be made for the Church in its name any kind of contract which the Church may lawfully enter into, save as hereinafter provided, and generally may exercise such other powers and do such other acts and things as the Church is, by its Letters Patent, the Act, or otherwise authorized to do. The Deacons who serve on the Combined Board shall also assist the Pastor(s) and Elders in overseeing the spiritual ministry of the Church.

8.3.2 Specific Authority – Without limiting the generality of the foregoing, the Combined Boar shall be authorized to carry out the following duties and responsibilities:

 

  • to exercise overall responsibility over the day to day administration and operations of the Church and to oversee the expenditure of Church funds in general accordance with the approved annual budget;
  • to formulate and implement Policy statements as defined in section 1.1 in conjunction with the Elders and Pastor(s);
  • to respect the spiritual authority of the Pastor and Elders who provide
    leadership for the Church and to co-operate with the Elders in implementing such ministries and programs as are determined appropriate in support of such spiritual leadership;
  • to oversee the Discipline of Members and Non Members pursuant to the procedures set out in the General Operating By-law;

 

  1. (e)  to ensure that all employed personnel are fully accountable to the Combined Board;
  2. (f)  to examine, the relationship of the Pastor or Associate Pastors to the Church and if a change is deemed appropriate to ensure that a Membership Meeting of the Church is called to discuss and authorize an appropriate change;
  3. (g)  to serve together with the Pastors at the ordinance of the Lord’s Supper; and
  4. (h)  to appoint such agents and engage such employees (with the exception of the Senior pastor or Associates which shall require Church Membership approval) as it deems necessary from time to time and such Persons shall have such authority and shall perform such duties as shall be prescribed by the Combined Board at the time of such appointment.

Remuneration of Employees – The reasonable remuneration for all Officers, employees and agents of the Church as determined appropriate by the Combined Board shall be fixed by the Combined Board by Resolution. Such Resolution shall have force and effect provided that such remuneration does not exceed the last approved budget of the Church, otherwise such Resolution shall require the approval of the Membership before coming into force and effect.

8.3.4 Board Report — The Combined Board shall, through the Chairman of the Combined Board, report to the Membership at the annual Membership Meeting. At the said Meeting, the Chairman shall be available to answer any questions by Members and to entertain any motion arising from the floor concerning the proceedings of the Combined Board. In addition, the Combined Board, if deemed appropriate by the Board, shall either post or distribute a brief written report as soon as possible after its meetings.

8.3.5 No Remuneration – The members of the Combined Board shall serve as such without remuneration and no. member of the Combined Board shall directly or indirectly receive any profit from his position as such, nor shall any member of the Combined Board receive any direct or indirect remuneration from the Church, provided that a member of the Combined Board may be paid for reasonable expenses incurred by him in the performance of his duties.

8.4 Conflict of Interest

8.4.1 No member of the Combined Board shall place himself in a position where there is a conflict of interest between his duties as a director of the Corporation and his other interests. Every member of the Combined Board who is in any way directly or indirectly interested in or may become interested in a material way in an existing or proposed contract, transaction or arrangement with the Church or who otherwise has a conflict of interest by virtue of involvement with a member of his family (with “family” defined as spouse, father, mother, child) or by the involvement of his partner, business associate or Corporation that such Board member is involved with as either a director, shareholder, officer, employer or agent, then such member of the Board shall declare his conflict of interest fully at a meeting of the Combined Board and shall withdraw from any vote thereon or any discussion, unless the Combined Board requires such member to participate in such discussion.

Vacancy on the Combined Board

The position of a member of the Combined Board shall be automatically vacated if any of the following situations occur:

  1. (a)  such member resigns his position as a member on the board of Deacons or Board of Elders by delivery of a written resignation to the Chairman if the Board;
  2. (b)  such member no longer fulfills all the qualifications of a Deacon or Elder as set out in this by-law
  3. (c)  such member is found to be mentally incompetent or of unsound mind;
  4. (d)  such member becomes bankrupt;
  5. (e)  such member ceases to be a Member of the Church;
  6. (f)  such member is removed from office of a Deacon or Elder in accordance with the provisions of this By-law; or
  7. (g)  such member dies.

If any vacancies should occur for any reason as set out in section 9.1 above, provided there still remains a quorum of members on the Combined Board, the Board, by a majority vote, may appoint a duly qualified person to fill the vacancy until the next Annual Meeting of Members, at which time the Nominating Committee shall nominate a person for election to the Board of Deacons or the Board of Elders, as the case may be, to fill the vacancy for the balance of the unexpired term caused by such vacancy.

Meetings of the Combined Board

10.1 Regular Meetings

10.1.1 Regular meetings of the Combined Board shall be held at such time and place as shall be determined by the Chairman of the Combined Board but not less than nine (9) times a year. To the greatest extent possible, such meeting shall be held monthly. The dates for the regular Meetings shall be published in a schedule by the Chairman of the Combined Board and distributed to all members of the Combined Board as soon as possible after the Annual Meeting of Members.

10.2 Special Meetings

10.2.1Special meetings of the Combined Board may be called by the Chairman of the Combined Board or upon written request of any three (3) members of the Combined Board.

10.3 Notice of Meeting

10.3.1 All regular and special meetings of the combined Board shall be held with appropriate appropriate and due notice.

10.4 Waiver of notice

10.4.1 A member of the Combined Board may waive notice of a meeting of the Combined Board and attendance of any member at such meeting shall constitute a waiver of notice of the meeting, except where such person attends a meeting for the express purpose of objecting to the transaction of any business on the grounds that the meeting is not lawfully called.

Omission of Notice

The accidental omission to give notice of any meeting of the Combined Board to, or any irregularity in the notice of any such meetings, or the non-receipt of any notice by any Deacon or Elder shall not invalidate any Resolution passed or any proceeding taken at such meeting, provided that no member of the Combined Board objects to such omission or irregularity.

Chairman

10.6.1 The Chairman of the Combined Board shall be appointed in the manner as set out in Section 6.5.1. The Chairman shall serve for a term of one (1) year and shall be an Officer of the Church. The duties of Chairman shall be those as set out in Sections 6.5.2 and as hereinafter set out.

10.7 Vice-Chairman

10.7.1 The Vice-Chairman of the Combined Board shall be appointed by the members of then Combined Board from amongst its members at the first meeting of the Combined Board after the Annual Meeting of Members. To qualify to be Vice-Chairman, he member must be an Elder. The Vice-Chairman shall serve for term of one year and shall be an Officer of the Church. The duties of the Vice-Chairman shall be those as hereinafter set out.

10.8 Secretary

10.8.1 The Secretary of the Combined Board shall be appointed by the members of the Combined Board from amongst the members at the first meeting of the Combined Board following the Annual Meeting of Members. The Secretary shall serve for a term of one Year and shall be an Officer of the Church. The duties of the Secretary of the Combined Board shall be those as hereinafter set out.

10.9 Quorum

10.9.1 A Quorum for a meeting of the Combined Board shall be a majority of the members of the Combined Board.

10.10 Voting Rights

10.10.1 All members of the Combined Board shall each have one vote. The Chairman shall vote in the first instance upon the calling of the questions and shall not have it a second or casting vote in the event of a tie vote. In order for a motion to pass, it must be approved by a two-thirds majority vote of those in attendance at duly constituted meeting.

10.11 Minutes

10.11.1 The Combined Board shall keep written minutes of each meeting. The Combined Board shall appoint a member of the Board to prepare and maintain such minutes.

Due to the potentially confidential nature of matters discussed by the Combined Board the minutes shall not normally be made public or available for review by Members with the exception of matters dealing with financial considerations which shall be disclosed to a Member upon written request or such other matters upon the unanimous consent of the Combined Board. Brief written reports following the meetings shall be issued at the discretion of the Combined Board.

10.12 Meetings by Telephone

10.12.1 If all of the members of the Combined Board consent the to generally or in respect of a particular meeting, a member of the Combined Board may participate in a meeting of the Combined Board by means of a conference telephone or other communication facility as permits all Persons participating in the meeting to hear each other, and a member of the Combined Board participating in such meeting by such means is deemed to be present at the meeting.

Pastor, Associate Pastor and Staff eDefinition and Duties Of the Pastor

The Pastor shall be the spiritual overseer f the Church ad by virtue of his position shall be a member of the Church ad subject to the provisions of this By-Law, shall be entitled to attend all meetings of the Combined Board and all meetings of the Board of Elders unless otherwise directed by the Chairman of the Board of Directors. The duties and rights of the Pastor shall be as follows:

  1. (a)  the duty to spiritual leadership in conjunction with the Elders for the Church and to work in co-operation with the Combined Board in implementing such spiritual leadership;
  2. (b)  the duty to work in conjunction with the Board of Elders and the Combined Board in formulating and recommending Policy statements to the Church as may be necessary from time to time;
  3. (c)  the duty to exercise general supervisory authority, directly or by delegation, over all staff members, including Associate Pastors, shall require the approval of the Combined Board and/or the Members of the Church in accordance with the General Operating By-law as the case may be;
  4. (d)  the duty to ensure that his lifestyle does not evidence unethical or immoral conduct or behaviour that is contrary to biblical principles;
  5. (e)  the duty to be in full agreement with, uphold and be subject to the Church Constitution;
  6. the right to be an ex-officio member with power to vote, or appoint a designate without power, on all committees and boards of the Church, with the exception of the Combined Board;
  7. the right to receive notification and minutes of all meetings of the Combined Board, and unless otherwise directed by the Combined Board, to be present and fully participate at all such meetings, provided that the Pastor shall not be a member of the Combined Board nor have a vote thereon and shall not be present when the Combined Board is discussing his position, salary or benefits, but may, in the discretion of the Board be present when the combined Board is discussing aspects of his position.
Definition and Duties of the Associate Pastor(s)

If the Combined Board by Resolution determines it is necessary, subject to ratification by the Membership, Associate Pastor(s) may be called by the Church for the purpose of undertaking such ministries as the Senior Pastor and by the Combined Board determines are necessary for the Church. An Associate Pastor by virtue of this position shall be deemed to be a Member of the Church and an Elder.

11.2 Definition and Duties of the Associate Pastor(s)

11.2.1 If the Combined Board by Resolution determines it is necessary, subject to ratification by the Membership, Associate Pastor(s) may be called by the Church for the purpose of undertaking such ministries as the Senior Pastor and by the Combined Board determines are necessary for the Church. An Associate Pastor by virtue of this position shall be deemed to be a Member of the Church and an Elder.

11.3 Duties of the Associate Pastor(s)

11.3.1 An Associate Pastor shall be a Person called of God to serve the Church in an official capacity. The duties o an Associate Pastor shall be as follows:

  1. (a)  the duty to comply with the standards for Church Elders and in addition, the standards established for a Pastor(s) pursuant to the provisions of the General Operating By-law;
  2. (b)  the duty to fulfill the ministry description(s) for Associate Pastor(s) as established by the Combined Board;
  3. (c)  the duty to provide spiritual leadership and exercise prayerful and diligent care in conjunction with the Church Elders for the Church and to work in co-operation with the Combined Board in implementing such spiritual leadership and care;
  4. (d)  the duty to work in conjunction with the Church Elders and the Combined Board in formulating and recommending Policy Statements to the Church as may be necessary from time to time;
  5. (e)  the duty to be subject to the authority and direction of the Senior Pastor;
  6. (f)  and such other duties as assigned from time to time by the Combined Board.

The Calling of Pastoral Staff

  1. 11.4.1  Establishment of a Pulpit Committee – Whenever a vacancy in the position of Senior Pastor occurs or the Church determines that an Associate Pastor is to be called, a

Pulpit Committee shall be established. It is incumbent upon the Pastor to provide as much notice as possible to the Combined Board of his intention to resign as Senior Pastor. Upon receipt of such notice, the Combined Board shall act as expeditiously as possible to establish the Pulpit Committee. The Pulpit Committee shall meet no later than thirty (30) days from the date the Combined Board is advised or otherwise becomes aware of the pending vacancy of the position of Senior Pastor.

11.4.2  Composition of Pulpit Committee – Sixty percent (60%) of the Pulpit Committee shall be appointed by the Combined Board and forty percent (40%) shall be appointed by the members provided such member appointees shall also be approved by the Combined Board The Pulpit Committee shall consist of up to eight(8) members of the Church.

11.4.3  Duties of the Pulpit committee – The duties of the Pulpit Committee shall be as follows:

  1. (a)  the duty to screen and interview pastoral candidates;
  2. (b)  the duty and responsibility to recommend to the Combined Board one (1) candidate in the calling of a Senior Pastor or an Associate Pastor, having first taken into consideration what is in the best interest of the Church as a whole, (only one name for the position of Senior Pastor or Associate Pastor shall be presented to the Combined Board at any one time);
  3. (c)  the duty to make their recommendation to the Combined Board with one hundred percent (100%) of the Pulpit Committee supporting the recommendation;
  4. (d)  the duty to be accountable to the Combined Board and;
  5. (e)  the duty to report to the Church Membership at least monthly as to the progress of the search for a pastor.
The Calling of Pastoral Staff Establishment of a Pulpit Committee

The Pulpit Committee shall remain in effect until such time that the Combined Board determines that its useful purpose has ended. Any appointed member of the Pulpit Committee may be removed from such committee by a seventy- five percent (75%) vote of the members of the Pulpit Committee (excluding the member in question) subject to ratification by a majority Resolution of the Combined Board. Before the Pulpit Committee arranges for such a vote the Pulpit Committee shall first consult with the Senior Pastor and/or the Chairman of the Combined Board.

  1. 11.4.5  Recommendation – When the Pulpit Committee is prepared to make a recommendation, the recommendation of a single candidate shall be presented to the Combined Board for approval. If the Members of the Church Board present at such meeting unanimously approve the recommendation, then the recommendation shall be placed before the Membership at a Special Meeting called for the purpose of hearing the report from the Pulpit Committee and voting upon such recommendation. For such meeting to be valid, at least fifty percent (50%) of the Members having the right to vote must be present in person or be represented at the Special Meeting, Irrespective of the provision that only one candidate shall be presented to the Combined Board for approval, nothing herein shall preclude the Pulpit Committee from arranging for more than one qualified individual to attend the Church and preach before the Members prior to being asked to preach for a call.
  2. 11.4.6  Vote on Recommendation – Only one name for the position of Senior Pastor or Associate Pastor shall be presented to the Membership at any one time for consideration. Upon approval of eighty percent (80%) of Members voting who are present in person or by proxy at the Meeting of Members duly called for that purpose, a formal call will then be extended to the prospective Senior Pastor or Associate Pastor. In the event that the recommended name does not receive the approval of eighty (80%) of the Members voting or in the event that the prospective Senior Pastor or Associate Pastor does not accept the call, them the Pulpit Committee shall resume its function in finding an alternative recommendation to be made to the Membership until such time that an acceptable Senior Pastor or Associate Pastor, a the case may be, is found.

Resignation of Pastoral Staff

  1. 11.5.1  If the Pastor or an Associate Pastor wishes to resign, he shall first notify the Combined Board in writing together with an explanation and shall provide no less than thirty (30) days notice prior to the effective date if his resignation. Such resignation will be deemed to include a resignation by Pastor or Associate Pastor as a Member of the Church and, where applicable, as an ex-officio Member on all committees. It is incumbent upon the Pastor and/or Associate Pastor to provide as much notice as possible to the Combined Board of his intention to resign.
  2. 11.5.2  A Pastor or an Associate Pastor that leaves the employment of the Church for other approved ministries and/or retires and continues to fellowship with the Church on a regular basis may, together with his spouse, retain their membership with the Church with the consensus of the Combined Board.

Removal of Pastoral Staff

  1. 11.6.1  A Pastor, or an Associate Pastor may be removed from his position with the Church for any reason upon a sixty-six and two-thirds percent (66 2/3%) majority vote of the Members present in person or represented by proxy at a Meeting of Members duly called for the purpose of authorizing the removal of the Pastor or an Associate Pastor.
  2. 11.6.2  Nothing contained in the said procedure shall prelude the Pastor or an Associate Pastor from receiving whatever notice or equivalent monetary settlement as is legally appropriate in circumstances, if any.
  3. 11.6.3  The removal of the Senior or Associate Pastor from the Church shall be deemed to constitute his removal as a Member of the Church and, where applicable, as an ex- officio Member on all committees and boards.
Officers

Names Of Officers

12.1.1 The Officers of the Church shall be:

Chairman of the Combined Board; Vice-Chairman of the Combined Board; Secretary of the Combined Board;

Treasurer; and such other officers as the Board determines appropriate from time to time.

Definition Of Officers

12.2.1 Chairman – The duties of the Chairman of the Combined Board shall be as follows: (a) to call all meetings of the Combined Board and the Board of Elders;

(b) to preside at all such meetings as the Chairman;

(c) to ensure the fairness, objectivity and completeness of matters occurring at such meetings;

  1. (d)  to prayerfully seek the guidance of the Triune God in all matters of the Churc
  2. (e)  to be permitted to express an opinion on any matter discussed at the Board of Elders or the Combined Board;
  3. (f)  to vote in the first instance when a motion is made and not to have a second or casting ballot to break a tie vote;
  4. (g)  to ensure that all directives and resolutions of the Board of Elders and Combined Board are carried into effect; and
  5. (h)  to carry out such other duties as are directed from tine to time by the Membership of the Church or by the Combined Board.

12.2.2 Vice-Chairman – In the event that the Chairman is not able to function in his position, then the Chairman shall be replaced by the Vice-Chairman of the Combined Board who shall exercise all of the authority and comply with all of the obligations of the Chairman.

12.2.3 Secretary – The Secretary shall perform or cause the Church Secretary, being an employee of the Church to perform the following duties:

(a)  to faithfully note and record all of the business of Members Meetings and present the minutes of previous Membership Meetings when called upon to do so;

(b)  to conduct all correspondence on behalf of the Church arising out of such meetings;

(c)  to publish the time and place for all Member’s Meetings with due notice;

(d)  to be the custodian of the seal of the Church which he or she shall deliver only when authorized by Resolution of the Combined Board to do so and to such Person or Persons as may be named in the said Resolution;

(e)  to be custodian of all papers and documents of the Church;

(f)  to keep the records of the Church Membership, including admissions, resignations, removals, deaths and deletions therefrom;

(g)  to give an annual written summary of the records of the Church Membership and changes thereto for inclusion in the annual report;(h)  to maintain a record of Church baptisms;

(i)  to carry out such other duties as directed from time to time by the Combined Board or by the Membership; and

(j)  in his or her absence, the duties of the Secretary shall be performed by such other Member who is temporarily acceptable to the Combined Board upon a Resolution of the Combined Board.

Treasurer – The Treasurer shall perform or cause to be performed the following duties:

  1. (a)  to be responsible for the disbursing of moneys on behalf of the Church;
  2. (b)  to keep an accurate cheque register;
  3. (c)  to issue and sign cheques on behalf of the Church;
  4. (d)  to maintain such records as required by the Combined Board;
  5. (e)  to pay all accounts and authorized expenses by cheque whenever practical and possible
  6. (f)  to invest funds belonging to the Church as directed by the Combined Board;
  7. (g)  to keep account of all moneys received by the Church and keep a full and accurate account of all assets, liabilities, receipts and disbursements of the Church including the following:

– recording the Church income and receipts – recording all disbursements

– preparations of monthly bank reconciliations; and – preparation of monthly financial statements

(h)  to ensure that no member of the Combined Board receives any remuneration from the Church for his services as a member of the Combined Board unless such moneys are for purposes of reimbursing such Person for legitimate expenses incurred on behalf of the Church; and

(i)  to carry out such other duties as directed from time to time by the Combined Board or the Membership.

Qualification for Officers

A Person may be considered for appointment by the Combined Board as an Officer of the Church if the Person fulfills all of the following qualifications:

  1. (a)  the Person must be a Member in good standing
  2. (b)  the Person must be at least eighteen (18) years of age;
  3. (c)  the Person must be personally omitted to Jesus Christ as Saviour and Lord and give evidence thereof;
  4. (d)  the Person must have an active involvement within the Church;
  5. (e)  the Person must be in full agreement with the Church Constitution;
  6. (f)  the Person must recognize that appointment as an Officer is a commitment to humble service, not a position of honour or status, nor a reward for past services;
  7. (g)  the Person must be potentially or actually gifted for the office; ad
  8. (h)  the Person meets all other qualifications for the position as set out in this By-law.

Election and Appointment of Officers

The Chairman, Vice-Chairman , Secretary and Treasurer of the combined Board shall be appointed by the members of the combined Board from amongst their members in accordance with the provisions of this By-law. Pursuant to Section 12.1.1 (e) of this By- law, the Combined Board may appoint any additional officers at their discretion.

Term of Officers

All Officers, including the Chairman, Vice-Chairman and Secretary, shall serve for a one (1) year term of office.

Resignation of Officers

If for any reason any Officer chooses to resign his or her position, a letter of resignation together with an explanation, shall be directed to the Combined Board at least thirty (30) days prior to the effective date of such resignation and the Combined Board shall then have the power to accept such resignation on behalf of the Church.

acancy

12.7.1 The position of an Officer shall be automatically vacated if any of the following situations occur;

  1. (a)  such Officer resigns his office by delivery of a written resignation to the Combined Board;
  2. (b)  such Officer no longer fulfills all the qualifications of an Officer as set out in section 12.3;
  3. (c)  such Officer is judged to be mentally incompetent or of unsound mind;
  4. (d)  such Officer becomes bankrupt;
  5. (e)  such Officer ceases to be a Member of the Church;
  6. (f)  such officer is under discipline;
  7. (g)  such Officer is determined by a seventy-five percent (75%) majority vote of the Members who are present in person or represented by proxy at a meeting called, to be unfit to hold office as an Officer of the Church for any reason; or
  8. (h)  such Officer dies.

If any vacancies should occur for any reason as set out in section 12.7.1 above, the

Combined Board may appoint a replacement for the remainder of the term.

Protection and Indemnity

Protection And Indemnity To Deacons, Pastors And Officers

  1. 13.1.1  Protection of Deacons, Officers and Others – Except as otherwise provided in the Act, no Deacon, Elder, Pastor or Officer of the Church shall be liable for the acts, receipts, neglects or defaults of any Deacon, Elder, Pastor or Officer or employees or for any loss, damage or expense happening to the Church through the insufficiency or deficiency or title to any property acquired by the Church or for or on behalf of the Church or for the insufficiency or deficiency of any security in or upon which any of the moneys of or belonging to the Church shall be placed out or invested or for any loss or damage arising from the bankruptcy, insolvency or tortuous act of any Person including any Person with whom or which any moneys, securities or effects shall be lodged or deposited or for any loss, conversion, misapplication or misappropriation of or damage resulting from any dealings with any moneys, securities or other assets belonging to the Church or for any other loss, damage or misfortune which may happen in the execution of the duties of the Deacon, Elder, Pastor, or Officer’s respective office or trust or in relation thereto unless the same shall happen by or through such Person’s willful neglect or default. The Deacon, Elder, Pastor, and Officers of the Church shall not be under any duty or responsibility in respect of any contract, act or transaction where or not made, done or entered into in the name or on behalf of the Church, except such as shall have been submitted to and authorized or approved by the Board of Deacons.
  2. 13.1.2  Indemnity to Deacons, Elders, Officers and Others – Every Deacon, Elder, Pastor, Associate Pastor, Officer or any Member of Person (with “Person” in this section to include corporations, partnership, joint ventures, sole proprietorships, unincorporated associations, and other forms of business organizations) who as undertaken or is about to undertake any liability on behalf of the Church, its’ heirs and assigns, will respectively be indemnified and saved harmless out of the funds of the Church from and against:
    1. (a)  all costs, charges and expenses which such Deacon, Pastor, Officer or any other Member of the Church or Person sustains or incurs in or about any action, suit or proceeding which is brought, commenced or prosecuted against him or her in respect of any act, deed, matter or thing whatsoever, made, done or permitted by him or her, in or about the execution of his or her office or in respect of any such liability, except such costs, charges or expenses as are occasioned by their own willful neglect or default;
    2. (b)  all other costs, charges and expenses which he or she sustains or incurs in orto the affairs thereof, except such costs, charges or expenses as are occasioned by their own willful neglect or default.The Church shall also indemnify any such persons as described above in such othercircumstances as the act or law permits or requires. Nothing in this By-law shall limit the right of any Person entitled to indemnity to choose indemnity apart from the provision of this By-law to the extent permitted by the Act or law.
Nominating Committee Definition And Duties Of Nominating Committee

14.1.1 The Nominating Committee shall be composed of the Senior Pastor, who shall be a voting member of the committee and three (3) to five (5) Members of the Church. Not later than January 31 of each year the Combined Board shall announce the number of persons required to serve on the Nominating Committee for the year commencing immediately after the Annual General Meeting. At the same time the Combined Board will also announce that until the last day of February any two Members may nominate a Person for consideration by the Elders as an appointee to the Nominating Committee providing that they obtain the consent of the nominee and confirm the nominee’s willingness to serve if appointed by the Elders pursuant to Section 14.1.2.

14.1.2 After the end of February, the Board of Elders shall appoint the members of the Nominating Committee, subject to the approval of the Combined Board, and announce the members of the Nominating Committee. Members of the Nominating Committee will serve for a term of one (1) year with no limit on the number of consecutive terms a Person may serve.

14.1.3 The Nominating Committee shall prepare and submit the name of one nominee to serve in each position of Elder and Deacon for presentation to the Members at the Annual General Meeting for ratification as provided in Section 8.2.1

The Nominating Committee shall present nominations to the Members for any other elected Church positions as the Combined Board may determine necessary

14.1.4 In carrying out duties with respect to determining candidates for the position of Elder and Deacon, the Nominating Committee shall report prospective nominees to the Screening Elders to ensure that such Persons are duly qualified to fill the position.

14.1. On completion of the nomination slate being recommended by the Nominating Committee, such slate will be submitted to the Screening Elders for approval. After approval by the Screening Elders, the slate will be submitted for approval by the Combined Board prior to presentation to the Members at least two weeks prior to the Annual Meeting of Members.

14.1.6 In addition to candidates considered for nomination by the Screening Elders and the Nominating Committee, any two (2) Members of the Church, with the written consent of the nominee, may nominate a candidate for consideration as an Elder or Deacon by the Nominating Committee. Such nomination shall be in writing and must be submitted to the Nominating Committee by the last day of February in the year of the Annual Meeting of Members.

14.1.7 The Nominating Committee shall be accountable to the Combined Board and shall perform such other duties as assigned to it from time to time by the Combined Board.

14.1.8 Members on the Nominating Committee shall serve without remuneration for their service on the Committee, provided that committee members may be paid reasonable expenses incurred in the performance of their duties.

14.1.9 The term of membership on the Nominating Committee shall be until the next Annual Members Meeting.

Chairman Of Nominating Committee

14.2.1 The Chairman of the Nominating Committee shall be appointed from amongst the membership of the Nominating Committee at the first meeting of the Nominating Committee.

14.3 Meetings Of Nominating Committee

14.3.1 The Nominating Committee shall strike its own organizational form.

14.4 Removal For Members Of Nominating Committee

14.4.1 Any member of the Nominating Committee may be removed for any reason by a

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Resolution of the Combined Board. A vacancy occurring for such removal or by a resignation from the Nominating Committee may be filled by appointment of the Combined Board.

15. Standing Committees 15.1 Definition Of Standing Committees

15.1.1 The Combined Board, by Resolution, may establish such Standing Committees as it determines necessary from time to time. Such Standing Committees may include but shall not be limited to:

  1. (a)  Nominating Committee
  2. (b)  Finance
  3. (c)  Evangelization
  4. (d)  Missions
  5. (e)  Christian Education
  6. (f)  Worship and Music
  7. (g)  Social

15.1.2 Except as otherwise provided in this By-law, the number of members for each Standing Committee and the mandate of such Standing Committee shall be determined by the Combined Board from time to time.

15.1.3 Membership on each Standing Committee shall be served without remuneration, provided that committee members may be paid reasonable expenses incurred in the performance of their duties.

15.1.4 All prospective Committee members and the Chairman of each Standing Committee

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must first be approved by the Combined Board in consultation with the Elders before being entitled to serve thereon. At least one (1) member of each Committee shall be a Pastor, Elder, Deacon.

15.2 Chairman Of Standing Committees

15.2.1 In the event only one Elder or Deacon serves on a Standing Committee, such Elder or Deacon shall usually be the Chairman of such Committee. If more than one Elder or Deacon serves on the Standing Committee, the Chairman shall be either the Elder or Deacon as appointed by the members of the Standing Committee at its first meeting

during each fiscal year. If an Elder or Deacon is unable to serve as Chairman, the Chairman shall be appointed from amongst the remaining membership of the Standing Committee.15.2.2 In the case of the Finance Committee, the Chairman may be the Treasurer. 15.3 Specific Duties Of Standing Committees

5.3.1 The (a)

(b) (c)

(d)

(e) (f)

(g)

specific duties of each Standing Committee shall:

subject to the approval of the Combined Board, be determined by the Standing Committee, together with its mandate and composition;

include the keeping of minutes of each meeting;

include the preparation of an annual budget for presentation to the Finance Committee and subsequent approval by the Combined Board and by the Membership;

be task oriented and purpose driven, keeping in mind the overall Mission and Objectives of the Church;

report to the annual meeting of Members, as directed by the Combined Board;

require that membership on such committee shall be served without remuneration, provided that a committee members may be paid reasonable expenses incurred in the performance of their duties; and

be responsible for actively renewing and recruiting its’ membership, developing, reviewing and revising its’ policies and procedures, and reporting these for

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approval by the Combined Board.

15.4 Specific Duties of Finance Committee

15.4.1 The specific duties of the Finance Committee shall be to oversee the financial operations of the Church and preparation of the financial statements and annual budget for consideration by the Combined Board and approval by the Membership.

All decisions, actions and recommendations by the Finance Committee shall be subject to review and approval by the Combined Board.

15.5 Meeting of Standing Committees

15.5.1 Standing Committees shall meet at such times as are determined by the Chairman of each Standing Committee or as directed by the Chairman of the Combined Board.

15.6 Procedures for Meetings of Standing Committees

15.6.1 Each standing committee shall establish its own organizational procedures and report its polices and procedures to the Combined Board. The policies and procedures of a committee shall facilitate good decision making, good order and efficient advancement of the mandate and goals of the committee.

15.7 Removal of Members from Standing Committees

15.7.1 Either the Combined Board or the Membership of the Church may remove any member from any Standing Committee for any reason upon a sixty-six and two-thirds percent (66 2/3%) majority vote of either the Combined Board or a Resolution of the Members at a Membership meeting duly called for that purpose, in which event the Combined Board or the Members may fill the vacancy for the remainder of the term.

16. Special Committee 16.1 Definition And Operation Of Special Committees

  1. 16.1.1  The Combined Board is authorized to appoint such Special Committees as are deemed necessary from time to time and to empower such committee or committees with such authority of directives as is deemed appropriate.
  2. 16.1.2  The members of such a Special Committee shall be appointed by the Combined Board.
  3. 16.1.3  The term of office and the duties of such Special Committee as well as the
    appointment of a Chairman of such a Special Committee shall be determined by the Combined Board unless specifically directed otherwise by the Membership. Members of

such Special Committee shall serve without remuneration, provided that such committee member may be paid reasonable expenses incurred by him in the performance of his duties.

  1. 16.1.4  The number and time of meetings of such Special Committee shall be determined by the Chairman of such Special Committee subject to the approval of the Combined Board or as directed by the Chairman of the Combined Board.
  2. 16.1.5  All Special Committees shall report to the Members through the Combined Board.
  3. 16.1.6  Each Special Committee shall establish its own organizational particulars and report its policies and procedures to the Combined Board for ratification.
  4. 16.1.7  Either the Combined Board or the Membership of the Church may remove any member from a Special Committee for any reason upon a majority vote of either the Combined Board or a Resolution of the Members at a Membership Meeting duly called for that purpose, in which event the Combined Board may fill such vacancy.
Rules and Regulations and Guidelines

The Combined Board may adopt by Resolution such rules, regulations of guidelines not

inconsistent with this General Operating Bylaw or the Letters Patent relating to the management and operation of the Church as the Church Board deems expedient.

17.1.2 Any rule, regulation or guideline adopted by the Church Board shall have force and effect

only until the next Annual Meeting of the Members of the Church when it shall be confirmed b Resolution of the Members voting who are present or represented by proxy at such Meeting, failing which it shall cease to have any force and effect.

18. Financial Matters And Auditors

18.1 Financial Year End

18.1.1 Unless otherwise ordered by the Combined Board, the fiscal year end of the Corporation shall be December 31st of each year.

18.2 Financial Statements and Annual Budget

  1. 18.2.1  The Finance Committee shall prepare each year prior to the Annual Meeting of Members financial statements for the preceding year prepared in accordance with the financial reporting standards of the Canadian Institute of Chartered Accountants of Charitable and Non-Profit Organizations as may be in place from time to time.
  2. 18.2.2  The Finance Committee shall prepare each year prior to the Budget Meeting an annual

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budget for the upcoming year prepared in consultation with the Chairman of each Standing and Special Committee.

  1. 18.2.3  The financial statements shall be forwarded to the Combined Board for approval at least three (3) weeks prior to the annual Meeting of Members and shall thereafter be made available to the members for review at least two (2) weeks (including two (2) Sundays) prior to the Annual Membership Meeting.
  2. 18.2.4  The financial statements shall be presented at the Annual Meeting of Members for approval by the Members by Resolution.
  3. 18.2.5  The annual budget shall be presented to a Meeting of Members called for the purpose of approving or amending such budget and such meeting shall be convened prior to the Annual Meeting. Approval of the budget shall require a Resolution passed by the Members at such a meeting where a quorum is present.

18.4 Auditor

The Members shall at each Annual Meeting of Members appoint one or more individuals as Auditor until the next Annual Meeting of Members to do the following:

(a) report to the Members of the fairness of the financial statements presented by the Finance Committee at the Annual Meeting of Members.

(b) audit the financial statements, accounts, general fund of the Church and other general funds which may be in existence from time to time and to submit the results of such audits to the Membership at the next annual Meeting of Members; and

(c) to carry out such other duties as are directed from time to time by the Board of Deacons or by the Membership.

19. General Provisions

19.1 Corporate Seal

19.1 The seal, an impression thereof is stamped in the margin hereof or as changed by resolution of Combined Board from time to time, shall be the seal of the Church.

19.2 Execution of Documents and Cheques

19.2.1 Contracts, documents or any Instruments in writing requiring the signature of the Church shall be signed by any two (2) Officers and all contracts documents and instruments in writing so signed shall be binding upon the Corporation without further authorization or formality. The Combined Board shall have the power from time to time by Resolution to

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appoint an Officer or Officers on behalf of the Corporation to sign specific contracts, documents and instruments in writing. The Directors may give the corporation’s power of attorney to any registered dealer in securities for the purposes of the transferring of and dealing with any stocks, bonds, and other securities of the Corporation. The seal of the Corporation when required, may be affixed to contracts, documents, and instruments in writing signed as aforesaid by any Officer or Officers appointed.

19.2.2 All Cheques, drafts or orders from the payment of money and all notes and acceptances and bills of exchange shall be signed in such manner as the Board of Deacons may from time to time determine by Resolution.

19.3 Head Office

19.3.1 The head office of the Corporation shall be in the Township at Brock, in the Regional Municipality of Durham, in the Province of Ontario.

19.4 Books and Records

19.4.1 The combined Board shall see that all necessary books and records of the Church required by the By-laws of the Church or by any applicable statute or law are regularly and properly kept.

20. Amendments 20.1 Amendments To The Letters Patent

20.1.1 Notwithstanding the Act, the Letters Patent of the Church may be amended by a one hundred percent (100%) vote of the Combined Board voting at a meeting duly called for that purpose and sanctioned by an affirmative vote of at least eighty percent (80%) of the Members voting who are present in person or represented by proxy at a Membership Meeting duly called for the purpose of considering the said amendment, provided that notice of such Members Meeting shall be given in the Church Bulletin on two consecutive Sundays prior to such Membership Meeting and provided further that the notice shall state the proposed amendment and the purpose thereof.

Amendment To The By-Law

The By-laws of the Church not embodied in the Letters Patent may be repealed or amended by by-law and enacted by a ninety percent (90%) vote of the Combined Board voting at a meeting duly called for that purpose and sanctioned by an affirmative vote of at least eighty percent (80%) of the Members voting who are present or represented by proxy at a Membership Meeting duly called for the purpose of considering the said By-law, provided that notice of such Members Meeting shall be

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given in the Church Bulletin on two (2) consecutive Sundays prior to such Membership Meeting and provided further that the notice shall state the proposed amendment and the purpose thereof, and provided further that the repeal or amendment of such Bylaws shall not be enforced or acted upon until the approval of the Minister of Industry and Science Canada has been obtained.

IN WITNESS WHEREOF, we the provisional members of the Combined Board of the Church have hereunto set our hands this ___4th day of ___JANUARY_______ 2004.

Education Policy

Christian Education Policy

Purpose

To bring believers to be conformed to the image of Jesus (Romans 8:29) through an encounter with the Living Christ (Phil.3:10) in accordance with our Spiritual Objectives.  All of the activities, exercised under the leadership of the Education Committee, need to draw out our Core Values as expressed in our Spiritual Objectives and in accordance with our Statement of Faith.

Administration

This Education Policy applies to all the Education ministries in F.H.C.C. an shall have the oversight of:    AWANA, Sunday School, Kidz Church Youth, D.V.B.S., Day Camp, Library, and any future educational ministries and take leadership over the outreach opportunities that these may provide.

Education Committee:

   appointed and approved by the joint Board

   chairman of the committee to be appointed and approved as per 15.2.1 of

   General Operating Bylaws

   . minutes to be kept and distributed to committee members of each meeting

Note – appointed to the position of AWANA Commander, Sunday School

Superintendent, Kidz Church Coordinator, or Youth leader(s) should not be viewed as an automatic appointment to the Education Committee.

   . Education Committee may decide to appoint smaller sub committees from

     from within other numbers to more efficiently deal with matters as they arise.

   . One such sub committee will be responsible to search our curriculum which

     exalts Jesus Christ and points us to Him.  Curriculum must present the

     indwelling Christ as our LIFE!    John 10:10; Matthew 7:14

Qualifications of Leaders, Teachers, Workers

– It is desirable that all persons who participate have an understanding of,

And a desire to mature in Christ as stated in the following scriptures: Galatians 2:20; Romans 6:3-4; Philippians 3:10

– It is desirable that all persons involved in teaching and training being in attendance and participation in all “Deeper Life Conferences” as provided by the church, i.e. Thirsting for God, and Christ Life Conferences etc.

– Handbook Leaders and Listeners in AWANA, as well as teachers in Home Bible

Fellowship, Sunday School, Youth ministries, Kidz Church, DVBS, and Day Camp will undergo training and direction in this most important part of ministry, never losing sight of our Purpose and Vision to exalt or Living, Resurrected Lord, and Saviour Jesus Christ!

– The Education Committee must make certain that all persons in F.H.C.C. have a clear understanding of the gospel.  The gospel is Jesus Christ.

Vulnerable Sector

Reduce the Risk for Vulnerable Sector

PURPOSE

The Church has a spiritual, moral and legal obligation to provide a secure environment for children and youth participating in Church programs, which are under the auspices and authority of the Church.

The Church must also protect those who volunteer (Ministry Persons) in serving our children and youth. The Ministry Persons need the security of knowing that they are working in a setting where processes and procedures are in place to minimize any possibility of an erroneous accusation.

Child Abuse is a violation of God’s moral law within the context of trusted relationships. It is criminal behaviour that causes emotional, physical and spiritual trauma to victims and has destructive consequences for abusers. Devastating effects on the credibility of the Church’s ministry and the name of Christ make it essential that the Church takes all appropriate steps to prevent abusive incidents from occurring.

“Reduce The Risk” Policy establishes the criteria for the provision of a safe environment for children, youth and Ministry Persons.

The bible outlines our spiritual responsibility to our children and youth:

Mark 10:13 – 16

13 People were bringing little children to Jesus to have him touch them, but the disciples rebuked them. 14 When Jesus saw this, he was indignant. He said to them, Let the little children come to me, and do not hinder them, for the kingdom of God belongs to such as these. 15 I tell you the truth, anyone who will not receive the kingdom of God like a little child will never enter it. 16 And he took the children in his arms, put his hands on them and blessed them.

1 Thessalonians 5:22

Avoid every kind of evil.

Ephesians 5:3

But among you there must not be even a hint of sexual immorality, or of any kind of impurity, or of greed, because these are improper for God’s holy people.

Matthew 18:6

But if anyone causes one of these little ones who believe in me to sin, it would be better for him to have a large millstone hung around his neck and to be drowned in the depths of the sea.

All Ministry Persons serving our children and youth must be growing in the knowledge of Philippians 3:10 “that I may know Him and the power of His resurrection and the fellowship of His sufferings, being conformed to His death”.

UNDERSTANDING CHILD ABUSE

2.1 Child Abuse

It is critical to have a clear understanding of abuse, and to be familiar with the definitions used when referring to it. Child abuse refers to an act committed by a parent, caregiver or person in a position of trust which is not accidental and which harms or threatens to harm a child’s physical or mental health, or a child’s welfare. Abuse is categorized as being Physical, Emotional, Sexual, Neglect, Harassment, Improper Touching, Improper/Proper Discipline and Exposure to Domestic Violence. Abusers could be family members, friends, staff, or individuals in positions of trust and authority.

2.1.1 Physical Abuse

Physical Abuse is using any deliberate physical force or action that results, or     could result, in injury to a child or youth. It is different than what is considered reasonable discipline. Sometimes injury is caused by over-discipline. It can include punching, slapping, beating, shaking, burning, biting or throwing a child. It is more than reasonable discipline. Injuring a child or youth is not acceptable, regardless of differing cultural standards on discipline.

2.1.2 Emotional Abuse

Emotional Abuse is a pattern of hurting a child’s feelings to the point of damaging their self-respect. It can include verbal attacks, humiliation, rejection, constantly criticizing, teasing, belittling, insulting, ignoring, or isolating the child. It also includes failure by a parent or caregiver to provide their child with love, emotional support and guidance. A child or youth who is emotionally harmed may demonstrate severe anxiety, depression, withdrawal, and self-destructive or aggressive behaviour.

2.1.3 Sexual Abuse

Sexual Abuse occurs when somebody else, for sexual stimulation or gratification, uses a child or youth.  Sexual activity between children or youth may also be sexual abuse if older or more powerful children or youth take sexual advantage of those who are younger or less powerful. It can include sexual intercourse, exposing a child’s private areas, obscene phone calls, fondling for sexual purposes, watching a child undress for sexual pleasure, allowing a child to look at or perform in pornographic pictures/videos, forcible rape, or engaging in prostitution.

2.1.4 Neglect

Neglect is the failure to meet a child’s basic needs for food, clothing, shelter, sleep, medical attention, education and protection from harm to an extent that the child’s health, development or safety is endangered.

2.1.5 Harassment

Harassment is repeated subtle or overt action, particularly by a person in a position of trust, which causes the recipient to feel attacked, demeaned, intimidated or manipulated.

2.1.6 Improper Touching

Improper Touching creates feelings of violation, confusion or isolation. It may include kissing a child, coxing a child to give a kiss, extended hugging or tickling, touching a child in any area that would be covered by a swimsuit, carrying older children or having them sit on an adult’s lap.

2.1.7 Improper/Proper Discipline

Improper Discipline involves inappropriate and harmful attempts to control a child. It includes yelling or screaming at children, threatening them or physically hurting them. By contrast, Proper Discipline involves establishing clear boundaries of acceptable behaviour and maintaining such behavioural expectations with firm, loving and kind expressions of authority.

2.1.8 Exposure to Domestic Violence

Children who live in homes where there is Domestic Violence are referred to as “child witnesses” or “children who are witnessing” domestic violence. Children’s exposure to domestic violence typically falls into three primary categories:

• hearing a violent event, being directly involved as an eyewitness, intervening

• being used as a part of a violent event (e.g. being used as a shield against   abusive actions)

• experience the aftermath of a violent event

2.2   Understanding and Reducing the Risk

The Church has a mandate to minister to individuals, families, adults, youth and children. In that context, the Church stresses the sanctity of human life and the importance and worth of each individual as a child of God. The disturbing and traumatic rise of physical and sexual abuse of children has claimed the attention of our nation and society. Unfortunately, Church’s that have children’s programs are not insulated from this alarming trend. In response to this trend, it is our commitment to provide reasonable protective care to all preschoolers, children and youth attending any programs sponsored by the Church. We feel compelled to establish guidelines for the prevention of child abuse. We recognize that formal guidelines and procedures will help prevent the opportunity for abuse to arise. We believe that childhood innocence is a gift given by God. Children readily place their faith in adults who care for them. It is our task as a Church to safeguard that trust. Incidents of molestation can occur in any Church. Churches have traditionally accepted the services of anyone expressing an interest in working with children or youth. Churches can be trusting and unsuspecting institutions. Church leaders can see asking sensitive questions of those who are giving their time and talent as distasteful.  No one wants to offend potential workers, especially long time Church members with a history of good service. These qualities can make a Church susceptible to incidents of child molestation. A single incident of child molestation can devastate a Church and divide the congregation. Members become outraged and bewildered. Parents question whether their own children have been victimized. The Church’s children and youth programs are jeopardized. Church leaders face blame for allowing the incident to happen. Such incidents often result in massive media attention, sometimes on a national scale. Television stations conduct live interviews from Church property on the evening news. Front-page stories hit the local paper. Community residents begin to associate the Church with the incident of molestation. But far more tragic is the emotional trauma to the victim and the victim’s family, and the enormous potential legal liability the Church faces. If a trial ensues, the issue stays alive in the media for months, sometimes even years.

2.3   Symptoms of Abuse and Molestation

Ministry Persons should be alert to the physical signs of abuse and molestation, as well as to behavioural and verbal signs that a victim may exhibit. A one-time  event would not necessarily constitute a potential abuse case; sudden unexplained changes, however, would warrant investigation. Some of the more common signs are summarized below:

• Physical signs may include lacerations/bruises, nightmares, irritation, pain/injury to the genital area, difficulty with urination, discomfort when sitting, torn/bloody underclothing or venereal disease.

• Behavioural signs may include anxiety when approaching Church or Nursery area, nervous/hostile behaviour toward adults, sexual self-consciousness or “acting out” sexual behaviour withdrawal from Church activities and friends.

• Verbal signs may include “I don’t like” (particular person) or (particular person) “does things to me when we’re alone” or “I don’t like to be alone with” (particular person) or (particular person) “fooled around with me”.

2.4   The Effects of Child Sexual Abuse

Child sexual abuse robs children of their childhood and can potentially scar the young victims for life. Too often in the past, the effects of abuse were minimized or dismissed. Children were viewed as being resilient. Recent research has shown that children can suffer significant pain from even a single abusive incident.  Church members must be aware of the pain and long term suffering that can accompany such abuse. Abused children can display a wide range of negative symptoms in the aftermath of abuse. Abuse can result in abnormal fears, post-traumatic stress disorder (PTSD), aggressive behaviour, sexual “acting out”, depression, diffused sexual identity, and poor self-esteem. The incidence of sexually transmitted disease is also a possible outcome. The degree of damage depends upon several factors including the intensity, duration and frequency of the abuse. In addition, the relationship of the perpetrator to the child matters. If the abuser is a known and trusted authority figure in the child’s life, the degree of impact increases dramatically. Consequences of child sexual abuse can plague victims into adulthood. Outcome studies of adult survivors of child sexual abuse suggest the following effects: sexual dysfunction, eating disorders, substance abuse, promiscuity, disassociation from emotions, and possible perpetration of sexual abuse on others. When Church leaders, Pastors, and respected congregational workers perpetrate the abuse, lifelong religious confusion and deep feelings of enmity toward God and the Church can occur.

2.5   The Profile of a Child Molester

Who is the typical child molester?  Some Church leaders assume that molesters are “strangers wearing trench coats” or “dirty old men.”  These stereotypes not only are inaccurate, but they dangerously contribute to a false sense of security.  Researchers in the field of child sexual abuse currently indicate that no one profile fits the various perpetrators of abuse. Church leaders can become preoccupied screening stereotypes, while not suspecting the real molester could be an active adult or teen in the Church.

UNDERSTANDING THE CHURCH’S RESPONSIBILITY

3.1   Why Churches are Susceptible

Churches have unique features that can make them susceptible to incidents of child molestation. This risk increases dramatically for overnight activities. Child molesters are attracted to an institution in which they have immediate access to potential victims in an atmosphere of complete trust. Most Church’s struggle to get adequate help for children and youth programs. Recruiting Nursery workers, for example, can become an unending effort. Turnover among volunteer workers is also high. A willing volunteer worker provides welcome relief. Churches need to understand the extent of their liability. Churches are not “guarantors” of the safety and well being of children. They are not absolutely liable for every injury that occurs on their premises or in the course of their activities.  Generally, they are responsible only for those injuries that result from their negligence. Victims of molestation who have sued a Church often allege that the Church was negligent in not adequately screening applicants or for not providing adequate supervision.

3.2   The Civil and Legal Liability of the Church

Increasingly and often more dramatically, the Church and its personnel (i.e. staff, directors, officers and ministers) are being held accountable for the acts of individual abusers within the Church even though neither the Church, nor its leaders were aware of the abuse or condoned it. Churches are being sued in Civil Courts for damages sustained by victims and their families. Those victims and their families are attempting to hold Church’s accountable by alleging that:

• the Church is vicariously liable for the acts of its personnel, be they paid staff or   volunteer staff, regardless of whether the Church was itself negligent or even knew of the abuse.

• the Church was negligent in its hiring or accepting personnel, whether paid or volunteers.

• the Church was negligent in the supervising or monitoring of its personnel or membership.

SCREENING MINISTRY PERSONS

4.1 Screening Committee

A Screening Committee will comprise of a minimum of three (3) persons, with at least one serving on the Church Board and one serving in children and/or youth ministry. The Church Board will approve the Screening Committee personnel. This committee is to be responsible for screening all Ministry Persons recruited to work with children and youth and to include:

  1. Coordinating annual policy awareness and training sessions.
  2. Conducting interviews, reference checks and having the associated paperwork completed for all Ministry Persons working with children and youth.

Reference:

    1. Ministry Person Application Form (Appendix A).
    2. Ministry Person Reference Check Form (Appendix B).
    3. Ministry Person Interview Form (Appendix C).
    4. Initial Clearance Checklist (Appendix D).
    5. Letter (with Church letterhead) requesting potential Ministry Person to have a Criminal Record Check completed (Appendix H).
    6. Soliciting Criminal Record Check searches.” Vulnerable Sector Check/Criminal Information Request” forms available from Police Authority. Original copy of completed record form from the Police Authority to be submitted to Screening Committee.
  1. Maintaining a master list of individuals (Ministry Persons) accepted for children/youth ministry (Appendix J)
  2. Ensuring completed Ministry Person Application Form (Appendix A), records of training undertaken by those working with children and youth, and related documents are stored securely and permanently in a central registry file.
  3. Maintaining the confidentiality of Ministry Person records.
  4. Handling incidents of abuse as they are reported, including communications with the police and media.

4.2 Qualification for Ministry

Individuals wanting to work with children or youth ideally should be members of the Church or have regularly attended the Church for at least six (6) months. An exception to this would be special short-term events (such as Day Camp; Vacation Bible School) where Ministry Persons may be required to run and/or assist in running the program(s). Screening of the Ministry Persons (including obtaining police checks, obtaining references, interviews), are essential prior to any involvement with children/youth. Individuals who have been accused, convicted of, or are under the suspicion of crimes against children/youth, or who have been convicted of violent crimes or other relevant crimes will not have any involvement in ministries or programs where children/youth participate.

4.3 Screening Workers Already Serving

Those who are serving in our children/youth ministry prior to May 21, 2015 and who have served in children/youth ministry at Fair Havens Community Church in the past for a minimum of one (ministry) year will not be routinely interviewed or references checked. A Ministry Person Application must be on file for every worker.

RECRUITING AND TRAINING PROCEDURES

5.1 Recruitment of Ministry Persons

  1. To protect children/youth in our care and to be protected from liability, the Church must take reasonable action in screening and supervising the Ministry Person involved in any children/youth work. (A court can find the Church legally liable if it is less than systematic and therefore negligent in screening volunteers). By having everyone fill out a Ministry Person Application Form (Appendix A) and keeping it on file, the Church greatly reduces the potential for child abuse and the resultant liability. Our staffing and child protection policy and guidelines also serve to protect workers from accusation.
  2. Ministry Coordinator should submit names of potential recruits to the Screening Committee.
  3. The Ministry Person Application Form (Appendix A) should be completed and submitted by the pending Ministry Person before interim approval is considered as it is critical in protecting the Church from legal action if a case of child abuse occurs in which a Ministry Person is involved.
  4. The Ministry Coordinator should ensure the pending Ministry Person has received interim approval from the Screening Committee prior to scheduling the individual to serve.
  5. Each ministry should keep a list of Ministry Persons approved to serve in their ministry.

5.2 Reference Check

Three (3) personal references are requested for each prospective Ministry Person. The Ministry Person Reference Check Form (Appendix B) should be completed. Do not use relatives or employers as references (minors may use parents as one (1) reference, or teachers).  Other suggested references could be:

  • Former Pastor
  • Other individuals who have served with the individual in children/youth work and who have sufficient strength of relationship to comment on the individual’s personal habits and character
  • Try to include one reference from inside the Church

At least two (2) of these references will be contacted and asked to affirm the appointment of the prospective Ministry Person. The person making the contact will use a suggested ‘script’, and the name of this individual, the date, and a summary of the reference’s comments will all be recorded.

5.3 Interview

An interview provides the Screening Committee with the opportunity to review the important items from the application form in a personal setting. This allows them to ask follow-up questions and to enhance their knowledge of the applicant. The interview will also allow the prospective Ministry Person the opportunity of asking questions about various children’s ministries and the reasons behind our child protection procedures.  A minimum of one Screening Committee member and the Ministry Coordinator will conduct the interview.

5.4 Criminal Record Check

  1. Each approved Ministry Person will be provided with a signed letter (Appendix H) requesting volunteer to have a Criminal Record Check completed.
  2. The approved Ministry Person will then be responsible for completing “Vulnerable   Sector Check/Criminal Information Request” form available from Police Authority. Original copy of completed record form from the Police Authority to be submitted to the Screening Committee. It is preferable to keep originals on file, however, if the prospective Ministry Person provides a photocopy of the Criminal Record Check, the Screening Committee can view the original to verify that the photocopy is a true copy of the original. The photocopy is to be signed and dated by the Screening Committee.
  3. Any individual who will not submit to this procedure will be ineligible to be    involved with children/youth on behalf of the Church.
  4. Criminal Record Check for a Ministry Person is required minimally every two (2) years.
  5. The Screening Committee will notify the Ministry Person when an update is   required.
  6. If the Ministry Person has no criminal record of any sort, he/she may be considered for ongoing ministry in the Church. If there is a criminal record or information that raises some concern, a member of the Screening Committee and Ministry Coordinator will meet to discuss the matter.
  7. If the offence is other than child or sexual abuse, the Ministry Person may proceed with ministry in the Church provided both the member of the Screening Committee and the Ministry Coordinator involved agree. The following are criteria to consider when evaluating the information:
    1. The number and type of convictions and the age and circumstances of the offender at the time of the offence.
    2. The length of time between past criminal activity and the present.
    3. The conduct and circumstances of the individual since the offence.
    4. The likelihood of the individual repeating the offence.
  8. If the offence is related to abuse of minors or of a sexual nature, the candidate may not be involved in ministry with minors on behalf of Fair Havens Community Church.

5.5 Records

All screening records, including the initial Criminal Record Check, will be sealed in   an envelope on completion of the screening process and placed in the individual’s confidential screening file.

Information pertinent to the supervision or involvement with age groups other than that initially screened for should be recorded on a separate file memo and made privy only to those with a need to know (i.e. Screening Committee, Ministry Coordinator, or other appropriate senior staff – Pastor).

Screening records will be maintained in a locked cupboard or cabinet at the Church.

Two (2) people should be present each time a record is accessed. A file access log must be completed.  Screening files are to be kept permanently.

5.6 Training

All children/youth Ministry Persons will be equipped with training regarding child safety and child abuse prevention. Each Ministry Person must sign a record indicating they have been trained or have read through “Reduce the Risk” Policy (If training has not been scheduled). That record will be kept in the Ministry Persons file.

All Ministry Persons involved in ongoing children/youth ministry are required to attend training sessions annually.

Attendance and date must be taken at training courses/meetings and be kept in each Ministry Persons file permanently.                                                                                               —————————————————————————————————

What kinds of criminal convictions disqualify a person from serving in Children/Youth Ministries at Fair Havens Community Church?

A criminal conviction for a sexual offence involving a minor would certainly disqualify an applicant. In the case of paedophilic behaviour (molestation of a pre-adolescent child) such a conviction should disqualify an individual no matter how long ago it occurred. Other automatic disqualifiers would include incest, rape, assaults involving minors, murder, kidnapping, child pornography, sodomy, and the physical abuse of a minor.

Some crimes would not be automatic disqualifiers, because they would not necessarily suggest a risk of child abuse or molestation.  Some property offences would not be included in this list, particularly if the offence occurred long ago and the individual has a long history of impeccable behaviour.

Should religious conversion make a difference for a worker who has been guilty of child molestation in the past?

Occasionally, such persons freely admit to a prior incident, but insist that they have since had a conversion experience and that they now present no risk whatever. The safest course would be to encourage such an individual to work in the Church, but in a position not involving access to children or youth.  This is a reasonable accommodation of the individual’s desire to serve in the Church. Any Church that permits such an individual to work with children or youth, on the basis of the professed religious conversion, will have a virtually indefensible position should another incident of molestation occur. A defence, that the molester claimed to have been converted, would likely be viewed with derision by a civil court. Putting a known child molester in a position involving access to children is taking a huge risk.

CHILD PROTECTION GUIDELINES

6.1 Nursery/Toddler

  1. All Ministry Persons serving in the Nursery and Toddler rooms must wear name badges or wear approved clothing that identifies them with the ministry program.
  2. Programs for Nursery and Toddler aged children must use the sign-in/out sheet (Appendix K and Appendix L) and maintain an accurate sign-in procedure including child’s name, parent’s (or alternate’s) name and location in church during that period of time and any special needs. The Nursery and Toddler rooms are clearly identified and have split entry doors.
  3. Parents of Nursery-aged children will be provided with a Tag # at the time the child is brought to the Nursery. Tag # will be identified on sign-in sheet.
  4. A child will be released to a parent or approved alternate only on the basis of personal identification, a signature, or in the case of a Nursery child the bearer of the Tag. #.
  5. Children are never to be dropped off in the Nursery or Toddler rooms without a Ministry Person present.
  6. Doors are to be supervised so that children are not able to exit alone and/or a parent cannot take them from the room without Ministry Person awareness.
  7. Parents are not to enter the Nursery or Toddler rooms when picking up their child unless requested to do so. This better enables the Ministry Person to maintain order and provide the level of security that parents would expect.
  8. The sign-in/out sheets (Appendix K and Appendix L) must be dated and include the names of all Ministry Persons in each room.

6.2 Staffing and Supervision Guidelines

Programs that involve children must always include adequate number of Ministry Persons. Ministry Persons should also be maintained before and after the event until all children are in the custody of their parents or legal guardians.

6.2.1 Sign in/out Sheets

  • Appendix K is to be used for Nursery sign-in/out.
  • Appendix L is to be used for Toddler sign-in/out.
  • Appendix M is to be used for AWANA child sign-in/out.
  • Appendix N is to be used for AWANA Ministry Person sign-in.
  • Appendix O is to be used for Day Camp sign-in/ out.
  • Appendix O is to be used for Vacation Bible School sign-in/out.

6.2.2 Ratios/Age Expectations

  1. As a general rule there is to be a minimum of two (2) Ministry Persons (who are not from the same family) in any room with Nursery, Toddler and Elementary children, except in the event of an emergency situation. This rule reduces the risk of child molestation, and also reduces the risk of false accusations of molestation by individuals.
  2. In addition to 1) above there will be:
    1. One Ministry Person for every 3 infants in Nursery.
    2. One Ministry Person for every 4-5 toddlers in Toddler Room.
    3. One Ministry Person for every 7-10 Elementary age children (Junior Kindergarten to Grade 5)
  3. All Preschool rooms are to be staffed with at least one (1) female Ministry Person to better facilitate observance of the washroom guidelines.
  4. Children, Grade 9 and up, who have been cleared by the Screening Committee, may serve as a second Ministry Person in the Nursery, up to a maximum of six (6) children.  If there are more than six (6) children, additional Ministry Persons must be brought in. Non-walking infants should not be accepted into the Nursery unless sufficient Ministry Persons are available to have a 1:2 ratio.

6.2.3 Parental Permission

Church staff or Ministry Persons must obtain the consent of the child’s parent or guardian before spending one-on-one time with that child. Ministry Persons must also notify an appropriate Church Leader of such meetings in advance and the meeting should occur in a public place with parents dropping the child off and picking the child up.

Children must also have parental permission for involvement in Church      sponsored field trips or overnight events.

6.2.4 Unobstructed Windows

Classroom windows are to remain unobstructed at all times to allow Ministry Coordinators to look in occasionally without interrupting the teaching process and to provide for Ministry Person security when there is only one Ministry Person in the classroom.

6.2.5   Supervisory Staff

The Ministry Coordinator should make regular visits to the classroom to make sure the class is properly staffed and supervised.

6.2.6   Family Protection

Family Ministry Person teams work well together and should be encouraged as a method of staffing. However, for the protection of this family unit, family related Ministry Persons can only serve together if there is an additional Ministry Person present.

6.3   Proper Display of Affection

Touch is an essential responsibility in nurturing lives.  Ministry Persons need to be aware of, and sensitive to, differences in sexual development, cultural differences, family backgrounds, individual personalities, and special needs.  Physical contact with children should be age and developmentally appropriate. The following guidelines are recommended as pure, genuine and positive displays of God’s love:

6.3.1 Appropriate Touch

Love and caring can be expressed in the following appropriate ways, by:

  • Bending down to the child’s eye level and speaking kindly; listening to him/her carefully.
  • Taking a child’s hand and leading him/her to an activity.
  • Putting an arm around the shoulder of a child who needs quieting or comforting.
  • Taking both of the child’s hands as you say, “You did such a good job!” or “I’m so glad to see you; we’ve missed you!” etc.
  • Patting a child on the head, hand, and shoulder or back to affirm him/her.
  • Holding a child by the shoulders or hand to keep his/her attention while you redirect the child’s behaviour.
  • Gently holding a child’s chin to help him/her focus on what you are saying (important for children with attention deficit disorder).
  • Holding a preschool child who is crying.

6.3.2 Inappropriate Touch

You must avoid:

  • Kissing a child, coaxing a child to kiss you, extended hugging and tickling.
  • Touching a child in any area that would be covered by a bathing suit (except when assisting a child with toileting).
  • Carrying older children or having them sit on your lap.
  • Being alone with a child.
  • Prolonged physical contact.
  • Opposite sex piggyback rides.
  • Seductiveness or suggestive contact.
  • Any physical contact of any kind that is done for the pleasure or satisfaction of care-providers.
  • Any touching used to express power or control over a child.

6.4 Discipline and Classroom Management

God’s definition of discipline is outlined in Hebrews 12:7-11. Discipline is not    something you do to a child; it is something you do for a child. The word discipline does not mean punishment; it comes from the root word “disciple”, which means, “training that moulds character, behaviour and values”. Rather than seeking to merely maintain control or keep children quiet, our goal in managing children’s behaviour should be to shape their character in such a way that they will become disciples.

6.4.1 General Guidelines

  1. Every Ministry Person with children or youth should have clearly defined   rules and discipline procedure. Children may help establish some rules; teenagers should be involved in setting rules for their classes.
  2. Children and parents should be made aware of established rules and discipline procedures.
  3. Ongoing problems in discipline are to be brought to the attention of the Ministry Coordinator.
  4. All classrooms have doors with windows, allowing for easy viewing from hallway. Sight lines through these windows are to remain unobstructed at all times.
  5. Ministry Persons are to avoid one-on-one situations with children, except in parentally pre-approved counselling situations where the Ministry Person has a legitimate reason to be alone with a child. In a counselling situation, a second Ministry Person should be in the immediate area with the door open to the counselling room.

6.4.2 Preventative Discipline

  1. Create a loving, caring atmosphere.
  2. Arrange your environment for children and for learning.
  3. To gain respect you must grant respect.
  4. Establish and communicate realistic expectations for the children.
  5. Be sure the activities that you provide are meaningful and age-appropriate.
  6. Be fair and consistent with all children.
  7. Be sure your focus is on positive actions.
  8. Be aware of children with special needs.

 

6.4.3 Remedial Discipline

  1. Try to deal with the problems individually.
  2. Explain to the child why the behaviour is unacceptable.
  3. Redirect the child to positive action.
  4. Explain the consequences of unacceptable behaviour by defining the correct way to behave as well as the result of the wrong behaviour.
  5. Offer choices that are acceptable to both you and the child.

6.4.4 Classroom Rule Suggestions

  1. One voice talking at a time.
  2. Quiet hands get answered.
  3. Use “indoor” voices.
  4. Obey directions the first time.
  5. Use good manners.
  6. Keep your hands and feet to yourself.
  7. Respect each other.
  8. Be friendly.
  9. Visit the washroom before class begins.

6.4.5 Appropriate Discipline

Some examples of appropriate discipline within the ministry setting are:

  1. Praising the specific behaviours you want to see in your group (i.e. good listening, “thank you for waiting”).
  2. A firm gentle voice addressing and redirecting the behaviour (e.g. “you are running; walk please”).
  3. Confidential parental discussion when necessary.
  4. Age appropriate “time outs” or withdrawal from activity.

6.4.6 Inappropriate Discipline

Some examples of inappropriate discipline within a ministry setting are:

  1. Corporal punishment of any kind.
  2. Any words or tone that would cause a child to think he/she is the “problem” rather than a specific behaviour being addressed (e.g. screaming at a child).
  3. Any words that could cause feelings of condemnation or shame in a child about any aspect of their person—including derisive references to anything physical, emotional, mental, or position (or station) in life, such as saying, “are you a strong boy? Strong boys don’t cry” or “shame on you.”

6.4.7 Sunday School Discipline Procedure

Sunday School discipline (written from child’s perspective) – suitable for posting.

  1. If I forget and break the rules “My teacher will remind me ONCE”.
  2. If I don’t listen “I will have a time-out to think about what I have done and how I will make it right (e.g. telling the person I hurt, I am sorry and not doing it again)”.

6.5   Washroom Guidelines

Parents are to be encouraged to take their children to visit the washroom prior to each class or service.  This recommendation is to be communicated to parents at the beginning of each new school year, and throughout the year to newcomers.

6.5.1 Nursery Children

As a general rule, parents will be called in to change diapers. Ministry Persons will not be expected to change diapers.  However in the event that this becomes necessary the following rules will apply:

  1. Diaper changing must always take place in such a way that another Ministry Person can easily see the child that is being changed, as well as the other children and Ministry Persons in the room.
  2. Children under the age of 14 who are assisting in the Nursery should not change diapers.

6.5.2 Toddler Children

  1. Toddlers are not to go to the washroom alone.
  2. For toddlers, two (2) Ministry Persons will escort a group of children to the washroom. Where we do not have two Ministry Persons available to take children to the washroom, hallway or safety monitors (preferably female) will be appointed to assist with washroom and monitoring duties.
  3. If just one child must go to the washroom, the Ministry Person should escort the child to the washroom and prop the washroom entrance door open. The Ministry Person should then remain outside the washroom entrance door and wait for the child before escorting him/her back to the classroom. The Ministry Person should call the child’s name if he/she is taking longer than seems necessary.
  4. Never be alone with a child in an unsupervised washroom and never go into a washroom cubicle with a child and shut the door.
  5. When toddlers need assistance in the washroom, a Ministry Person may enter the washroom cubicle to assist only when a second Ministry Person is within visual contact. If this is not possible, inform another Ministry Person when taking a child to the washroom and when returning.
  6. In light of the fact that most abusers are male, and for the protection of our male workers, it would be wise for males to avoid assisting boys or girls of any age in the washrooms. We suggest that only female Ministry Persons assist children in the washrooms.

6.5.3 Kindergarten Age and Up

  1. If washrooms are isolated from the area(s) of activity, children under 7 years should not be sent to the washroom alone and procedure 6.5.2 for toddlers utilized.
  2. If an older child seems to be gone longer than necessary, a Ministry Person   should check on him/her following the procedure outlined in 6.5.2.
  3. The washroom entrance door should be propped open.

6.6 Facility

6.6.1 Cleanliness

  1. Sanitize the childcare areas weekly.
  2. Regularly clean all surfaces, toys, tables, trays, bedding, bibs and doors.
  3. Clean toys used by children (with colds) with special solution provided by your Ministry Coordinator.
  4. Area carpets in Nursery and pre-school classrooms will be cleaned quarterly or as required.

6.6.2 Nursery Facilities

  1. Nursery change tables should be in full view.
  2. Nursery doors should be secured from the inside to prevent anyone from entering unnoticed.
  3. There should be no baseboard heaters.
  4. Electrical outlets must be covered or out of reach of children.
  5. Cribs and toys must meet safety standards.
  6. Washroom facility in the Nursery is for the sole use of the Nursery children.

6.7   Field Trips, Overnight Events and Transportation

  1. Special precautions need to be taken with these activities and Ministry Persons should consider how they can achieve the desired benefit to the children while ensuring both the children and themselves are not at risk.
  2. Activities conducted away from the Church are to be pre-approved by the Church Board member (responsible for Education) and the Ministry Coordinator, to ensure that potential risks have been addressed.
  3. Parents are to be notified of pending outing and proper written consent/medical release form (Appendix E) will be required for each child participating in the event.
  4. Each Ministry Person should have an assigned group of children for whom he/she will be responsible for while in the community and/or during an overnight event. All events must be supervised by a minimum of two (2) Ministry Persons.
  5. A 1:8 ideal, or 1:10 maximum, Ministry Person to child ratio should be maintained while in the community. A 1:5 ratio is required for overnight events.
  6. Special attention should be given to ensure that the group stays together and no Ministry Person or child is in an unsupervised one-on-one situation.
  7. Transportation to and from programs should normally be provided by the parent(s). In the event that a Church worker must provide transportation for a child, one-on-one child to adult ratios are to be avoided.
  8. All drivers transporting the children must be at least 18 years of age, have a valid driver’s license and current automobile insurance.
  9. The number of persons per transporting vehicle must never exceed the number of seat belts in the vehicle.

6.8   Suspicious Behaviour

Some conduct just deserves counsel and advice from a supervisor while other conduct requires reporting. See Incident Reporting Procedures (Section 9) should a legitimate allegation occurs.

  • Any inappropriate conduct or relationships between Ministry Persons and a child must be confronted immediately and investigated.
  • Ministry Persons should note when a child appears aloof or withdrawn, or exhibits a marked personality change.  This may indicate a problem that deserves attention. See Symptoms of Abuse and Molestation (Section 2.3) in this document.
YOUTH PROTECTION GUIDELINES

7.1 Youth Ministry Person Standards

7.1.1 Lifestyle

For the protection of our youth, Ministry Persons are to be committed to growing in every area of their lives through engaging in various practices and experience that keep them connected to God and becoming more like Christ.

Ministry Persons are to be role models of integrity at all times. They are to refrain from activities that are illegal or could be considered morally and biblically questionable.

7.1.2 Contacting Opportunities

  1. Ministry Persons are encouraged to meet with youth in small group settings and in teams.
  2. The Ministry Coordinator must pre-approve the conducting of any one-on-one mentoring with information being documented and filed.
  3. One-on-one mentoring must be in public settings and only under the following conditions:
    1. The Ministry Coordinator is informed of the time and place of the meeting prior to the meeting.
    2. Parental permission is granted.
    3. When separate transportation is arranged.

7.1.3 Open Door Policy

Ministry Persons working with youth must not have one-on-one or small group meetings behind closed doors. It is required that the door remains open or that the meeting takes place in a room with an unobstructed window in the door.

7.1.4 Physical Contact

  1. Ministry Persons must be aware of what constitutes appropriate touch, such as:
    1. One arm hug
    2. Shoulder to shoulder hugs.
    3. Touch on the back of shoulder.
  2. Ministry Persons must refrain from inappropriate touch at all times, such as:
    1. Chest to chest hugging.
    2. Extended hugging.
    3. Over exuberant affection.
    4. Lap sitting.
    5. Kissing.
    6. Touching of thighs, knees, back rubs or inappropriate spots on the body.
  3. Ministry Persons must be cognizant of conduct that could be misinterpreted, such as:
    1. Horseplay.
    2. Tickling.

7.1.5 Dating

Ministry Persons working with youth may not pursue dating relationships with a youth.

7.2   Youth Ministry Programming

7.2.1 Ministry Person/Youth Ratio

Programs for youth must comply with established staffing ratios as follows:

  1. Grade 6 to 8 – one (1) Ministry Person for every seven (7) youth.
  2. Grade 9 to 12 – one (1) Ministry Person for every seven (7) youth.
  3. Overnight and off-site events – one (1) Ministry Person for every seven (7) youth.

Both male and female Ministry Persons must supervise events with mixed genders.

It is recommended that there be at least a 5-year age difference between Ministry Person and youth.

7.2.2 Supervision of Ministry Persons

The supervision of Ministry Persons will be intentional and will take place through formal and informal visits to rooms and programs by Ministry Coordinator.

7.2.3 Youth Ministry Authorization and Consent

At the beginning of every ministry year, all youth are to submit completed Consent and Medical Release Form (Appendix E), signed by their parent. A statement will be included on the form, which stipulates the purpose and extent for collecting personnel information of youth.

Completed forms are to be copied and taken on all off-site events in case of emergency medical assistance and the parent(s) cannot be notified. Original forms are to be filed and kept permanently in a secure location.

The Youth Ministry Authorization and Consent Form will not replace specific consent and authorization form for activities that involve an elevated level of risk or for overnight trips. It is the responsibility of the Ministry Coordinator and his/her team to ensure that the required forms are completed and submitted for all participants. Reasonable effort is to be made to keep registration information updated and current.

7.2.4 Planning for Safety

All Ministry Persons must ensure a safe environment in their planning and   evaluating of all activities.

Ministry Persons are to avoid any activities that could easily lead to allegations of abuse or harassment, such as private photography of an individual youth. This must be done in full view of other people. This also applies to unsupervised internet access and vehicle transportation by Ministry Person alone with unrelated youth.

Youth Ministry Persons are to avoid the youth playing risky games.

Make every effort possible to have two (2) Ministry Persons present when interacting with one or more youth. In the event that this is not possible, or when sensitive counselling needs to happen, this must be held where there is a clear line of vision through a window in the door. There must be others around.

7.2.5 Billeting and Hosting

For the protection of our youth, it is required that all adults residing in the home where billets are staying must complete the following screening process prior to hosting:

  1. Recommendation from a Pastor.
  2. Police checked.
  3. Information guidelines are to be distributed to the host home no less than one (1) week in advance of the youth arriving at their home.
  4. Any allergies and medications for youth should be communicated to the host prior to arrival, with clear directions on how to manage allergies and/or medication.
  5. Youth must always be billeted in teams or small groups of the same gender.
  6. Youth should have distinctly separate sleeping arrangements from the other household members and should not be left alone.
  7. Curfew at 11:00 pm should be enforced when youth are being billeted.
  8. All youth staying in host homes should be informed of proper etiquette and curfew guidelines.

7.3   Off-Site Activities/Overnight Events/Transportation

7.3.1 Off-Site Activities

  1. Proper written Consent and Medical Release forms (Appendix E) are required for each youth participating in off-site events. Forms must be kept in the Ministry Coordinators possession during off-site activities with a copy of the completed forms filed in the Church. The originals are to be kept on file permanently.
  2. All off-site activities are to be supervised by a minimum of two (2) Ministry Persons.

7.3.2 Overnight Events (conferences, camps, retreats, trips, hotels)

  1. Proper written Consent and Medical Release forms (Appendix E) are required for each youth participating in overnight events. Forms must be kept in the Ministry Coordinators possession during these events with a copy of the completed forms filed in the Church. The originals are to be kept on file permanently.
  2. All overnight events with mixed genders must be supervised by at least two (2) Ministry Persons of opposite gender. There must be a minimum ratio of two (2) for every seven (7) youth. Ministry Persons are to be assigned a specific group of youth for whom they are responsible to supervise. Female Ministry Persons will be assigned responsibility for female youth and male Ministry Persons will be assigned responsibility for male youth.
  3. Youth attending overnight events will not be allowed to leave the event. Any exceptions must have explicit consent by the parent/guardian.
  4. Female and male youth are not allowed in each other’s rooms/tents for any reason during the event and they are not permitted to sleep in mixed company.
  5. If additional supervisory individuals who are not screened travel with the youth, they need to have separate sleeping arrangements.
  6. Ministry Persons are never to be alone in a room/tent with a single youth.
  7. Youth should not be left alone in a hotel.
  8. Ministry Persons are not to share a bed with youth.
  9. Curfew for youth is to be established and enforced.

7.3.3 Shower and Locker Guidelines

  1. Two (2) screened Ministry Persons must be present in the dressing or locker room with youth while they are showering or changing. Ministry Persons must not be alone with youth in this setting.
  2. Ministry Persons are not permitted to shower or change at the same time as youth.
  3. Separate facilities should be designated for both genders but if not available, they should have separate times for each gender arranged.
  4. The use of photographic or video recording devices (including cell phones) is prohibited in the dressing or locker room.

7.3.4 Transportation

When planning off-site events. Parents are encouraged to drop off and pick up their youth at the event location. For out of town events, it is preferred that priority will be given to making use of a commercial carrier.

Our first concern in transportation is the safety of our youth. Drivers must obey all the rules of the road including speed limits. Reckless or unsafe driving will not be tolerated.

All Ministry Persons transporting youth during Church activities must complete the following prior to the event:

    1. Be approved by the Ministry Coordinator.
    2. Provide a copy of their valid driver’s licence.
    3. Provide a copy of their current vehicle insurance policy.
    4. Have a minimum of five (5) years driving experience.

The number of occupants in vehicles transporting youth must not exceed the number of seat belts. Seat belts must be worn by everyone and remain fastened at all times the vehicle is in motion.

A minimum of two (2) Ministry Persons OR one (1) Ministry Person plus two (2) other minors must be in the vehicle at all times.

Youth must never be left alone in the vehicle.

7.4 Dealing with Injuries

In the case of an injury at a Youth event, the following steps must be followed:

  1. The Youth must not be moved, unless they are in a dangerous location or can stand up and walk on their own. If they can stand up and walk on their own, they can be lead out of the activity area.
  2. One (1) or two (2) Ministry Persons must remain with the injured Youth for assistance, comfort and to confirm information for the Accident Report.
  3. If the injury is judged to be severe and time is of the essence:
    1. Immediately call 911 and request an ambulance.
    2. Call the injured Youth’s Parent/Guardian and make them aware of the situation.
    3. If the decision is made to transport the injured Youth to the hospital, the Ministry Person should accompany the injured Youth to the hospital.
  4. When the Parent/Guardian arrive at the hospital, the Ministry Person accompanying the injured Youth, should:
    1. Introduce himself/herself.
    2. Explain the situation and the injury, being careful not to admit fault on any part.
    3. Return to the Youth event unless there is a need to be at the hospital.
    4. Complete an Accident Report form (Appendix I).
HEALTH AND SAFETY GUIDELINES

8.1 Reporting and Training

Accident Report forms (Appendix I) must be completed for all cases of injury

Ministry Persons are encouraged to become certified and trained in First Aid/CPR.

8.2 Illness

A child who is ill and could therefore expose other children and Ministry Persons to illness should not be received into the Nursery. Some signs of illness are unusual fatigue or irritability, coughing, sneezing, runny nose and eyes, fever, vomiting, diarrhoea, inflamed mouth and throat. Any child with a known communicable disease should not be received into the Nursery or a classroom.

8.3 Medications

  1. Ministry Persons are not to give or apply medications. Parents are to be contacted and should administer all medications.
  2. Medication is not to be left in a classroom. When a child brings medication, the medication is to be kept in the possession of the Ministry Coordinator or delegate.
  3. In cases where Epi-pens and/or puffers are needed for allergies or asthma, or other medications are necessary, written instructions are to be provided by the parent or guardian to the Ministry Coordinator authorizing Ministry Persons to give or apply noted medications. Requests should be written, signed, dated and filed permanently. In extreme and unexpected circumstances permission by text/email would be acceptable.

8.4 Procedures for Dealing with Cuts or Injuries Involving Blood

  1. Separate the injured child from the other children.
  2. Isolate the area where any blood may have dropped on carpet, toys, etc.
  3. Apply First Aid measures and send someone to locate the parents.
  4. If other children have had contact with any of the blood from the cut or injury, their parents should be informed.
  5. Put on latex gloves (available in the first-aid kit) and bandage the injury, avoiding contact with mouth, ears and eyes.
  6. Carefully wipe up all blood and bloody bandages and remove to a secure, inaccessible waste removal receptacle.
  7. Any blood on the floor or toys must be washed away using a solution of one part bleach to ten parts water.
  8. Remove and properly dispose of latex gloves. Wash carefully with sterilizing soap (available in the first-aid kit).

8.5 Emergencies

Procedures will be reviewed annually for fire/evacuation emergencies. These procedures are posted in each classroom/area and state the planned route of escape.  Weather permitting, a fire drill will be held each fall.

A First Aid box is located in the kitchen (above the fridge). Ministry Coordinator is to be notified when supplies are low so that they may be restocked. Contents are to be reviewed annually by the Screening Committee.

Parents will be contacted when an injury, accident or medical emergency occurs. Accident Report form (Appendix I) is to be completed for any and all accidents. Injuries are to be reported to Ministry Coordinator.

INCIDENT REPORTING AND RESPONSE

9.1   Hearing of an Allegation or Suspicion of Abuse

For the protection of our children and youth, all allegations and/or suspicions of abuse against children and youth will be taken seriously.

The following policies outline the procedure and sequence for reporting suspected abuse cases:

  1. Immediately upon hearing of potential abuse or allegations of abuse to a child or youth, it should be reported immediately to the Ministry Coordinator.

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CONFIDENTIALITY

In these matters it is important to keep the information restricted to those who need to be advised. Suspicions of abuse should therefore only be reported to the designated Ministry Coordinator. It becomes that person’s responsibility to contact the local Police Authorities, who are best equipped to handle such issues.

The only claim of confidentiality, which overrides the legal duty to report, is solicitor-client privilege. Thus Physicians, Pastors and others who consider their professional relationships confidential for certain purposes are not exempt from the duty to report child abuse or neglect.

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  1. The Ministry Coordinator will work with the informant to document the concern, noting all efforts at handling the incident on Suspected Child Abuse Report Form (Appendix F). This report will be forwarded to the chairman of the Screening Committee immediately (i.e. preferably within the hour).
  2. The Ministry Coordinator and Screening Committee will assess the incident to determine if it requires reporting. A Suspected Child Abuse Follow-Up Report Form (Appendix G) will be completed.  Both this and the initial report will be required if the incident is reportable. Both are to be kept on the individual’s screening file. (Note: Some conduct just deserves counsel and advice from a supervisor while other conduct requires reporting. Err on the side of caution.)
  3. Where a Pastor is involved in the suspicious behaviour or allegation, the Church Board Chairman is to be immediately advised.

9.2   When a Legitimate Allegation Occurs

  1. The Screening Committee Chairman (or designate) will communicate the incident immediately to those who need to be informed within the Church (i.e. the Pastor and Church Board Chairman).
  2. The Screening Committee Chairman (or designate) is also responsible to contact and report the incident to the local Police Authority office and the Church’s Insurance Broker and to contact the Church’s Lawyer – such an incident is not to be handled without outside professional assistance.
  3. If the incident involves a Church worker, either paid or volunteer, a team of three members to include two Elders/Pastor and the person with “reasonable grounds” shall interview the person suspected of child abuse. Immediate suspension of duties shall result when a Church worker is suspected of child abuse and reasonable evidence exists as to his/her alleged involvement until a complete investigation and decision has been     made. The Church Board will make a decision to maintain or suspend his or her income until the allegations are cleared or substantiated. Do not attempt an in-depth investigation. This should be left to professionals who are familiar with these cases.

Do not prejudge the situation, but take the allegations seriously and reach out to the victim and the victim’s family. Showing care and support help to prevent further hurt. Extend whatever pastoral resources are needed.  Remember that the care and safety of the victim is the first priority. In some situations, Church’s have responded in a negative or non-supportive manner to the alleged victim. This can increase the anger and pain of the victim and the victim’s family. Future reconciliation will be more difficult. The possibility of damaging litigation increases. Treat the accused with dignity and support.

9.3    Response to the Child

  1. When the child (or parent) first comes, be sure to take his/her word seriously. Do not deny the problem, but stay calm and listen to the child.
  2. Give emotional support, reminding the child that he/she is not at fault. Tell the child that he/she was right in disclosing the problem.
  3. Do not promise the child that no one will be told.
  4. Ministry Persons should never interview the child in detail or suggest to the child that they have been abused.

9.4   The Child Welfare Report

The Chairman of the Screening Committee is required to immediately report to the local Police Services Authority any suspected case of child abuse. It is not a breach of confidence between Church personnel and the child involved. No person is personally liable for anything done or omitted in good faith in the exercise of this responsibility.  Church leaders, aware of their accountability to God, acknowledge their responsibility to defend and protect God’s little ones. It is also the desire of the Church to protect the parents as much as legally possible from undue interference by outside authorities into their family. We want to follow the principles of submitting to governing authorities (Romans 13:1) while at the same time helping parents to exercise child discipline that is consistent with Scripture, and in the best interest of the children.

9.5   Contents of the Report

  1. As part of a child protection investigation, social workers are required under the Child Welfare Act to assess:
    1. The child’s current state of health.
    2. Their sense of safety and their views of abuse.
    3. Previous abuse, neglect or harm.
    4. The ability of the parent(s) to care for and protect the child.
  2. The social worker will talk to people who have contact with the child and family. They may request records or other types of information.  They are entitled to whatever information is needed to complete an investigation. If denied access to a record, they can seek a court order.
  3. Within the Church, all requests for information regarding a child are to be referred to the Screening Committee Chairman.  The following process should be followed at all times to assure the health and safety of the child:
    1. Contact the local Police Services Authority office to report that an incident has occurred. A worker will then contact the Church.
    2. Any request from a child protection social worker should be in person and the protection worker should carry and show photo ID.
    3. If the request is urgent, and the child protection social worker is unable to visit the facility and show photo ID, the protection social worker may telephone from his/her office.  The social worker is to identify himself/herself. He/she is to explain the information they are requesting and the process to be followed. They WILL NOT ask for information at this time. DO NOT give information at this time. Verify the social worker’s identification by calling the agency, checking with the telephone directory for the agency office number, etc. Once identification has been established, provide whatever information is requested. Ask to be kept informed of future developments in the case.
    4. If identification of the social worker cannot be confirmed, the caregiver is NOT to give out any information.  Request a personal meeting, and have the worker bring photo ID. Be extra careful with calls by cell phone and do not respond to calls from a pay phone.

Social workers designated to receive reports are trained to investigate and assess the need for intervention. Other professionals must not assume this function. A professional who does so and fails to report commits an offence. The Act protects an individual when a report is made. No action would be taken against a person making a report unless it is made maliciously or without grounds for the belief.

9.6   Church Follow-up and Discipline

  1. If it is found that child abuse by a member of the Church has taken place, the Church will practice discipline according to Matthew 18:15-17.
  2. The Church should protect parents as much as legally possible from undue interference by outside authorities into their family life.
  3. The Church should ask the Police Services Authority if it could assist in helping the hurting family.
  4. The Church should maintain frequent communication and supportive relationships with those suspected or guilty of child abuse as long as these persons exhibit a willingness to listen, change and look to Christ for help.
  5. This does not exclude the need for hurting individuals to receive professional counselling.

9.7 Public Relations

  1. The Chairman of the Screening Committee (or designate) should serve as the ONLY spokesperson for any allegation.
  2. Everyone involved in any part of the ministry of the Church should be made aware of who this person is, and make no comment but refer all inquiries to the Chairman of the Screening Committee. He will speak to the media and the congregation regarding the matter, if required, in a discreet, informed, truthful and diplomatic way.
  3. The following statement will be used and any further comments will be decided with legal counsel:

“It is always tragic when children are abused or exploited. Fair Havens Community Church is aware of the ever-growing nature of child abuse. We have taken careful precautions to protect the children entrusted to our care. We are distressed by any accusations of child abuse. We will do everything in our power to address any needs in this situation. For the welfare of those involved, all information has been directed to the appropriate agencies and authorities”

  1. A “No Comment” statement is not to be made. This is an opportunity to influence public opinion positively by emphasizing an awareness of the problem of child abuse, a concern for victims, and the extensive steps taken by the Church to reduce risk and provide a safe environment for children.
  2. Often when confronted with an allegation of abuse, a Church may be tempted to:
    1. Deny that the incident occurred, despite clear evidence to the contrary.
    2. Acknowledge that the incident occurred, but minimize it (“It only happened once,” or “It wasn’t that serious.”).
    3. Blame the victim or the victim’s family.

All these responses are inappropriate and are to be avoided.

IMPLEMENTATION PROCEDURES

The topic of child abuse and our prevention policies will create a variety of reactions among congregational members.  Many will be in favour of the concept. Others will have questions and reservations. It is important for leadership to continually provide prospective Ministry Persons and vested interest groups the need for such a policy then give them opportunities for providing feedback. The Screening Committee should be available to answer concerns and provide specific answers about this particular aspect of the Church’s policies.

10.1 Presenting this Policy

  1. The following key points should be made:
    1. Child sexual abuse can happen in any Church.
    2. One incident can devastate a child, a family and the Church.
    3. The legal liabilities can be enormous.
    4. Church leaders may be held liable.
    5. Prevention program can reduce risk through relatively simple procedures.
  2. It is important to periodically inform the congregation of the key issues pertaining to child sexual abuse and why a decision was made to establish a prevention plan.  This will continue to nurture an emotional commitment within our membership to maintain a safe Church environment for all children and youth.
  3. The climate in these presentations should not be one of sober reflection but of hope.  You want the people to realize that the Fair Havens Community Church is taking action to minister to this need. The focus should be upon the great responsibility God has given to us to care for the children/youth in our care.

10.2 Monitoring of Policy

  1. Ministry Coordinators should thoroughly review these policies and procedures as part of their pre-fall program planning.
  2. After the initial emphasis on the program wanes, Ministry Persons may begin to ignore basic policies.  For example, the Two-Adult Rule may become routinely neglected. Attention must be given to periodic monitoring that examines the following:
    1. Have all workers been trained regarding these policies?
    2. Are workers following the required policies and guidelines?
    3. What obstacles exist in complying with the policies?
    4. What is the level of cooperation?
    5. Do sufficient materials exist for training and information?
    6. Are the policies printed and available?
  3. Thoroughly discuss each policy and procedure with Ministry Coordinators.  Work through all concerns. If problems exist in the policies, they should be brought to the attention of the Screening Committee. Consider revisions, but changes must not sacrifice the integrity of the program. Work at developing a sense of unity before educating workers.

10.3 Educate Workers

Routines must be established for the training of all new Ministry Persons who serve in the Church.

Group training can occur at the start of each new program year.

Individuals who begin at a later date should meet with a designated person to review the policies and procedures and to complete the screening form.

All Ministry Persons are required to read “Reduce the Risk” Policy.

10.4 Amendments to Policy

Reduce the Risk Policy will be updated as improvements develop in child/youth protection.

The Church Board will approve any changes to the Reduce the Risk Policy.

DEFINITIONS

Abuse

In relation to a child, means physical, mental, emotional, or sexual mistreatment of a child.

Ministry Person

An individual aged 18 years or over approved for child/youth ministry.

Baseline Data

The basic information (name, address, parent’s and designated alternate’s name and emergency contact numbers) placed on file for each minor when he/she first enters a Church program and brought to the attention of those persons providing care or leadership for that individual.

Child

Recognizing that the age of majority is 18 years, a child is any person between 0 and 18 years.  For the purpose of this policy or document the following terms apply:

Infant:  Individual from birth to two (2) years of age.

Child:  Individual over two (2) years and below fifteen (15) years.

Youth:  Individual over fifteen (15) years and under eighteen (18) years.

One-On-One

Refers to situations where a leader or volunteer has the potential of being alone with a child during a Church-offered program for children, including transportation within such a program, or between the child’s home and place of meeting.

Parent

In relation to a child, this means the natural mother or father or legal guardian who has custody of the child.

Program or Ministries for Minors

Includes all programs offered under the auspices of our Church for infants, children and youth.

Two-Adult Rule

This rule provides that two adults (Ministry Persons) will be present during any minors’ activity in order to increase the safety of each minor, and protect the credibility of our workers and our youth programs.

Visibility Rule

Means that, when a minor(s) is/are in a room, if there is no corridor window into that room, the door(s) or upper half of a split door will be kept completely open and all those in the room will be in a clearly visible location. All rooms used for children/youth ministry at Fair Havens Community Church are to have corridor windows.

Church

Fair Havens Community Church

Monitor

The role of a Monitor is to observe for any suspicious personnel entry/exit through the front or rear outside doors of the church building during the Sunday morning service.

Reference: Ushers Guide Policy.

Facility Use and Rental Policy

Approved by FHCC Combined Board on August 21, 2007

Revised and approved by FHCC Combined Board August 21, 2014
This document provides policies and specific information related to booking and/or renting the use of the Fair Havens Community Church (FHCC or "Church") building facilities. All booking and/or rental of the Church facilities shall comply with the policies and requirements.

SECTION 1 - GENERAL POLICIES AND REQUIREMENTS
  1. FHCC Ministry Usage Priority:

It is a policy of FHCC that all ministry activities of FHCC are given booking priority over personal bookings of members/adherents or requests for bookings by the general public/outside groups.

  1. Processing of Booking Enquiries/Requests:

Step 1: All enquiries/requests by FHCC members/adherents regarding the booking and/or rental of the church facility shall be made through the Church office.

Step 2: Provided the requested date(s)/time(s)/room(s) are still available, the enquiry will then be forwarded the Chair of the Property Committee, in order to review the enquiry/request against this policy document.

Step 3: If, in the event the Chair of the Property Committee is of the opinion that enquiry/request will not contravene any of the policies or requirements as set out herein, then the Church office administrator will be so advised and shall proceed with the request.

Where an enquiry/request would contravene any of the policies, procedures or requirements as set out herein, then such requested booking or rental shall not be approved and the Church office administrator or the Chair of the Property Committee shall advise the enquiring person or group accordingly.

Where necessary or appropriate to deal with specific questions or concerns of an enquiry, the Chair of the Property Committee may consult with the Pastor or Chair of the Combined Board and/or with the Combined Board for advice and direction.

Enquiries/requests made by groups outside of the church, must be made in writing and the provisions of Section 7 shall also apply.

  1. One Large Event Per Weekend Only:

Only one large event (i.e. Wedding Ceremony and/or Reception) shall be scheduled between the Friday and Saturday of any given weekend.

  1. Load:

The Chair of the Property Committee reserves the right to refuse a booking of an event or events depending on the scheduling of other Church ministry activities, the number of setups and how much routine maintenance is required or for other unforeseen reasons.

  1. Set Up and Clean Up:

It is the responsibility of the person and/or group booking and/or renting the church facility for the set up for their event and for full clean up afterwards. For any large events such as a Wedding Ceremony and/or Reception, the services of the Church Custodian shall be required. In the case where the Custodian is not available, other appropriate cleanup arrangements must be proposed and carried out.

  1. Arrangements for access to the Property

Arrangements shall be made through the Church office secretary or, in the absence of the Secretary, the Chair of the Property Committee, to obtain a key for entry into the church in advance of the booked event. The person obtaining the key is responsible for returning the key as soon as practically possible after the event.

Only FHCC members/adherents are able to obtain a key. In other situations involving rentals to the general public or outside groups, the renters must arrange access and lock up as set out in Section 7.

vi) Facility Availability:

Events and activities shall begin no sooner than 8:00 a.m. on any given day and must be finished by 11:00 p.m. on that same day. Deviations from the above times may be considered and approved by specific request to the Combined Board.

  1. Equipment/Furniture Usage:

Use of tables and chairs and sports equipment is included in the rental: however, the renter is responsible for the setting up/taking down and putting away of all items used for their event.

Equipment/furniture such as monitors, drums, amps, microphones, cords, risers and music stands must not be moved from the Church sanctuary platform without prior permission from the Chair of the property Committee. The piano and organ is not to be moved even short distances.

  1. Audio/Visual Equipment Usage:

A Church designated technician is required in order to use the Church’s sound system and/or video projection equipment. The Church office secretary shall be contacted to determine the availability of a technician.

ix) Kitchen Use:

The kitchen is to be restored to its original clean condition after use by the renter. It is to be noted that that this is a service type kitchen only, meaning all foods with the exception of light, snacks and beverages are to be prepared elsewhere beforehand. It shall be the responsibility of the renter to bring in all of the food and drink it intends to consume. The use or consumption of any of the stocked supplies in the kitchen (i.e. paper plates, napkins, salt, pepper, sugar) shall not be permitted without prior approval from the Church Kitchen Coordinator.

  1. Prohibited Activities:

Consumption of alcoholic beverages, smoking or the use of any illegal drugs or substances is strictly prohibited anywhere in the Church facility or on Church property.

  1. Church Rental Agreement Form:

Where a fee is required for use of the church facility, and said proposed use and booking has been approved as per Section 1), the Church Rental Application and Agreement Form attached as Schedule 1 shall be completed and signed by the renter and shall be submitted to the Church office secretary prior to the event taking place.

SECTION 2 - FHCC MINISTRY USAGE

Providing space and rooms for FHCC ministry programs is a top priority. The following information is specific to the use of the Church facility by Church members/adherents for Church related ministries and small one-time social gatherings or similar events:

  1. Who can book?

The leader of a ministry area or activity is the only person who can book rooms for ministry use. This usually means that a staff member, elder, deacon or chair or designate from a Committee, will make the booking. There is no fee associated with the booking or use of the Church for FHCC ministry activities.

  1. Small Group Social:

If a small group consisting primarily of Church members/adherents would like to have a one-time church related social gathering or similar activity, they must book and reserve a room in advance. There will be no fee associated with such usage.

SECTION 3 - FEES

The following fees shall be required for use of the Church facility and for certain services rendered. These fees shall only apply for the uses, functions or activities set out in Sections 4 to 7.

Use of Sanctuary $100.00

Use of Fellowship Hall and/or Kitchen $100.00

Janitor Service Fee (mandatory for $150.00

major events)

Audio/Visual Technician (mandatory if using the Church sound system and/or video projection equipment) $100.00

All required fee(s) must accompany the submission of the Church Rental Application and Agreement Form.

SECTION 4- WEDDING CEREMONIES

In addition to the general policies and requirements of Section 1, all of the following additional policies and requirements shall apply to the use of FHCC facilities for wedding ceremonies:

  1. Only members and regular adherents of FHCC shall he permitted to have a wedding ceremony performed within the Church facility or on the Church property.
  2. The ceremony must be performed by a licensed Pastor and the Church can be booked and used for the ceremony only after the FHCC Pastor(s) has or have approved the wedding ceremony in accordance with the Holy Bible.
  3. The appropriate set-up to accommodate the needs of the wedding party shall be done with minimal disruption to the set-up of the sanctuary equipment/furniture.
  4. Decorating within the church shall take place in the morning of the ceremony or evening during or after rehearsal. Please contact the Church office to arrange. The use of confetti or rice shall be prohibited anywhere in the Church or on the property.
SECTION 5- WEDDING RECEPTIONS

In addition to the general policies and requirements of Section 1, the following additional policies and requirements shall apply to the use of FHCC facilities for wedding receptions:

  1. In order to be permitted to hold a wedding reception at FHCC, either one of the bride or bridegroom or, one of the bridal couple’s parents, must be a FHCC member/regular adherent.
  2.   Patrons may use their own audio/visual equipment for making presentations.
  3. Stand alone wedding receptions shall be subject to paying applicable fees. However, no additional fees shall be charged for wedding receptions where such reception immediately follows a wedding ceremony in the Church.
  4. The Fellowship Hall may not be available for decoration the night before the reception due to other uses. Decorating plans must be made accordingly.

v)      A wedding shower can be booked for a couple getting married at FHCC. The Committee responsible for arranging wedding showers must be advised as soon as possible.

SECTION 6- PERSONAL USAGE BY FHCC MEMBERS/ADHERENTS

Occasionally members/adherents of FHCC would like to use the Church facilities for personal reasons or family functions such as anniversaries and birthday celebrations. This may be permitted in accordance with the following policies:

  1. Those eligible to rent the Church facilities must be either (1) the person booking is a member/adherent of FHCC or (2) someone in the immediate family of a FHCC member/adherent.
  2. The renter is responsible for set-up, takedown and cleanup. All decorations must be removed and cleaned up at the conclusion of the event and before the next day.
  3. The use of the sound room and audio/visual equipment without the services of a church technician at the event may be permitted at the discretion of, and with prior approval from, the Chair of the Worship Committee.
SECTION 7- RENTAL TO GENERAL PUBLIC

FHCC is not normally available for rental by the general public or outside groups. However, enquiries from the general public or outside groups or organizations may be given due consideration by the Chair of the Property Committee in accordance with the following policies:

  1. If an outside group or organization desires to rent the Church facilities, it must submit an initial request in writing describing rental needs/date(s)/time(s) and information about the nature and purpose of the group/organization. The Chair of the Property COmmittee will contact the group/organization after a review by the Combined Board and the Board has made a decision on the written request.
  2. Any and all decisions whether to grant or refuse permission to rent the Church facility to the general public or outside groups or organizations shall be at the sole discretion of the Combined Board. If the Combined Board approves the initial written request, then the applicant shall complete and submit the Church Rental Application and Agreement Form. The Church reserves the right to refuse the application following the review of the above noted form.
  3. Any permission granted by the Combined Board shall be made on the condition that at least one FHCC member/adherent will be in attendance at said event and will assume responsibility for church opening and lock-up, as well as any other terms and conditions the Board sees fit to impose upon the approval of the rental. Additional fees over and above those set out in Section 3 may also be required as part of the Combined Board approval.