September 16, 2008
Began with conversation between Volunteer Participation Group and Growth Group.
New Members
*Can someone talk to new members about their experience arriving at FCC UCC?
Did they fill out forms? How are they involved now?
*Recruit folks to call????
*Cross reference groups involved and form for a new member list.
*Can we create an outline to introduce institutionally so that greeters (and others in the narthex) can be included in this extravagant welcome when they volunteer?
Rough Sketches of Mentor Program
Goal: to increase familiarity in church
What a Mentor should have: Personal knowledge of church (do we teach this?) so that they can introduce new people to the life of the church (through Inquirers Meetings, Tours and perhaps Inquirers Meeting Part 2 to address questions).
*What’s the difference between Inquirers Meeting and Mentor?
Length of relationship: One year (or less) relationship keeping aware of personal need.
* How do we connect new people with mentors? Are they assigned? If so, how?
Are mentors gathered from a pool? And how is that pool established? Do we need to train them with the tenets we believe to be important for this relationship?
Next Agenda
Figuring and finalizing mentor process
Focus group with new members
Next Meeting
Monday, October 6 at 6:30 p.m.
Thursday, September 18, 2008
Administration Team
September 4, 2008
Present: Ron Bennett, Eben Marsh, Deb Sandler, Jim Otis, Guy Gledhill, Cyndi Alden. Absent: Chris Mills
The meeting was called to order by the Acting Chair Jim Otis at 7:05P.
The minutes of the June 9, 2008 meeting were reviewed and accepted.
Old Business:
Cyndi lead a review of our financial statements.
Our tenants were current in their rent payments. Old Crow is behind in late payment penalties for July and August. Also, he appears to be doing some improvements to interior walls without permission. It was also raised as to whether he was subleasing a portion of the building.
The Procurement Policy is in place. The House Committee, which has the majority of expenditures, is following the policy guidelines, and Guy reported that it is working well. Guy also gave an update of the improvements made to the Chancel
The Counting Team has Linda Landry as a new member.
The Planned Giving Team reported that Ellie Baker would serve as a member. Ron presented several samples of brochures from other institutions used in their planned giving campaigns. Ron and Chris will get together before the October meeting. The Bulletin Board team report was deferred to the October meeting.
The Swathmore Road team is waiting for neighbors there to submit a petition requesting parking restrictions. Once received, Guy will take it to the City which will provide signage.
Committee Reports:
Counting – Brian Wallace has setup 10 week counting schedules. He reported that there is some problem with attendance to the schedule and will revisit if that is too long for members to work with. Peggy Murray and Dick Angel are also co-(team) leaders.
House – Guy had presented an update to the improvements to the Chancel. The improvements comprised re configuring the seating for the choir to enable the placement of a grand piano donated to the Church. Deb mentioned the need to trim the carpet, and Cyndi reviewed the Chancel project’s funding which seemed to satisfy the Team. Guy also reported that the third floor was getting new sheetrock, insulation and windows. The new windows in the office areas have been installed, the front
Steps have been repaired and vines have been trimmed on the outside of the building in preparation for painting of the Church later this fall. Deb reported that the repair to the stained glass window in the Chapel has been completed and it is reinstalled for all to see. The porch was replaced on the Old Crow Gallery building. The stoves and refrigerators have been replaced in both rental properties. Sheet rocking of stage ceiling is being scheduled. The kitchen was painted, and a new floor was put down, as well as, repairs have been made to the kitchen stove. The A Team commended Guy and Deb and the members of the House Committee for all of the good work they have accomplished.
The functions of the Personnel Committee which was part of the Admin Team have been transferred to the Church Council. Elsa, our Assist Minister is taking on the role of administering the Sunday school program, and is no longer the Youth Coordinator. Aaron French has joined the Church staff to perform the role of Youth Coordinator.
New Business:
Homecoming Sunday – Deb will manage our A Team booth. She discussed her proposed story board. The Team suggested adding our planned giving function. We thanked Deb for her time and great effort of support in organizing the booth and attending it on the Homecoming Sunday – an important time for the church to receive back its members and to welcome new comers to our congregation.
Church Bylaws – Jim distributed copies of the draft of proposed new bylaws for the Church. The A Team’s consensus was that the Draft presented is a thorough and thoughtfully comprehensive draft document. We did make the following suggested changes: Article 1.6 changes from 2 weeks to 30 days, 3.3 request 30 days for notice, 3.5 changes to 30 days, 5.1 questioned if the Council members should also serve on other Teams and vice versa, and 5.1’s relationship to Article 6. B-E could be consolidated under “TEAM” caption to save paper.
Heating Oil – Cyndi presented the price she had received from Dead River for heating oil. The Team recognized that prices are currently dropping and suggested that we will revisit them in October.
The meeting was adjourned at 8:35 to October 2, 2008
Respectfully submitted by: Eben Marsh, Acting Secretary
Present: Ron Bennett, Eben Marsh, Deb Sandler, Jim Otis, Guy Gledhill, Cyndi Alden. Absent: Chris Mills
The meeting was called to order by the Acting Chair Jim Otis at 7:05P.
The minutes of the June 9, 2008 meeting were reviewed and accepted.
Old Business:
Cyndi lead a review of our financial statements.
Our tenants were current in their rent payments. Old Crow is behind in late payment penalties for July and August. Also, he appears to be doing some improvements to interior walls without permission. It was also raised as to whether he was subleasing a portion of the building.
The Procurement Policy is in place. The House Committee, which has the majority of expenditures, is following the policy guidelines, and Guy reported that it is working well. Guy also gave an update of the improvements made to the Chancel
The Counting Team has Linda Landry as a new member.
The Planned Giving Team reported that Ellie Baker would serve as a member. Ron presented several samples of brochures from other institutions used in their planned giving campaigns. Ron and Chris will get together before the October meeting. The Bulletin Board team report was deferred to the October meeting.
The Swathmore Road team is waiting for neighbors there to submit a petition requesting parking restrictions. Once received, Guy will take it to the City which will provide signage.
Committee Reports:
Counting – Brian Wallace has setup 10 week counting schedules. He reported that there is some problem with attendance to the schedule and will revisit if that is too long for members to work with. Peggy Murray and Dick Angel are also co-(team) leaders.
House – Guy had presented an update to the improvements to the Chancel. The improvements comprised re configuring the seating for the choir to enable the placement of a grand piano donated to the Church. Deb mentioned the need to trim the carpet, and Cyndi reviewed the Chancel project’s funding which seemed to satisfy the Team. Guy also reported that the third floor was getting new sheetrock, insulation and windows. The new windows in the office areas have been installed, the front
Steps have been repaired and vines have been trimmed on the outside of the building in preparation for painting of the Church later this fall. Deb reported that the repair to the stained glass window in the Chapel has been completed and it is reinstalled for all to see. The porch was replaced on the Old Crow Gallery building. The stoves and refrigerators have been replaced in both rental properties. Sheet rocking of stage ceiling is being scheduled. The kitchen was painted, and a new floor was put down, as well as, repairs have been made to the kitchen stove. The A Team commended Guy and Deb and the members of the House Committee for all of the good work they have accomplished.
The functions of the Personnel Committee which was part of the Admin Team have been transferred to the Church Council. Elsa, our Assist Minister is taking on the role of administering the Sunday school program, and is no longer the Youth Coordinator. Aaron French has joined the Church staff to perform the role of Youth Coordinator.
New Business:
Homecoming Sunday – Deb will manage our A Team booth. She discussed her proposed story board. The Team suggested adding our planned giving function. We thanked Deb for her time and great effort of support in organizing the booth and attending it on the Homecoming Sunday – an important time for the church to receive back its members and to welcome new comers to our congregation.
Church Bylaws – Jim distributed copies of the draft of proposed new bylaws for the Church. The A Team’s consensus was that the Draft presented is a thorough and thoughtfully comprehensive draft document. We did make the following suggested changes: Article 1.6 changes from 2 weeks to 30 days, 3.3 request 30 days for notice, 3.5 changes to 30 days, 5.1 questioned if the Council members should also serve on other Teams and vice versa, and 5.1’s relationship to Article 6. B-E could be consolidated under “TEAM” caption to save paper.
Heating Oil – Cyndi presented the price she had received from Dead River for heating oil. The Team recognized that prices are currently dropping and suggested that we will revisit them in October.
The meeting was adjourned at 8:35 to October 2, 2008
Respectfully submitted by: Eben Marsh, Acting Secretary
Wednesday, September 3, 2008
By Laws
BYLAWS
FIRST CONGREGATIONAL CHURCH, UNITED CHURCH OF CHRIST
OF SOUTH PORTLAND, MAINE
ARTICLE 1 GENERAL PROVISIONS
1.1 Name
The legal name of this church is FIRST CONGREGATIONAL CHURCH, UNITED CHURCH OF CHRIST OF SOUTH PORTLAND, MAINE (referred to in these Bylaws as the “Church”).
1.2 Purpose
The purpose of the Church is to worship God; preach and spread the gospel of Jesus Christ; celebrate the Sacraments; realize Christian fellowship and unity within the Church and the Church Universal; seek God’s will so it may become dominant in the lives of all people, especially as that will is set forth in the life, teachings, death, and resurrection of Jesus Christ; and to strive for righteousness, justice, and peace in the affairs of all people.
1.3 Mission Statement
The Mission of the Church is:
• to worship God as made known in the Scriptures, as revealed in Jesus Christ, and as encountered through the Holy Spirit;
• to serve our members, our community and our world, working in faithful witness toward justice and peace for all people;
• to educate people of all ages toward a deeper understanding of their individual faith pilgrimage, their relationships with others, and their responsibilities as stewards of God’s created order;
• to grow in fellowship as the Body of Christ, inviting others to share in the Good News of God’s love.
1.4 Statement of Faith
Preamble to the Constitution of the United Church of Christ
This Church acknowledges as its sole head, Jesus Christ, the Son of God and the Savior of all people. It acknowledges as brothers and sisters in Christ all who share in this confession. It looks to the Word of God in the Scriptures, and to the presence and power of the Holy Spirit, to prosper its creative and redemptive work in the world. It claims as its own the faith of the historic Church expressed in the ancient creeds and reclaimed in the basic insights of the Protestant Reformers. It affirms the responsibility of the Church in each generation to make this faith its own. In accordance with the teaching of our Lord and the practice prevailing among evangelical Christians, it recognizes two Sacraments: Baptism, and the Lord’s Supper or Holy Communion. One expression of this faith is:
THE UNITED CHURCH OF CHRIST STATEMENT OF FAITH
We believe in You, O God, Eternal Spirit, God of our Savior Jesus Christ and our God, and to Your deeds we testify:
You call the worlds into being, create people in Your own image, and set before each one the ways of life and death.
You seek in holy love to save all people from aimlessness and sin.
You judge people and nations by Your righteous will declared through prophets and apostles.
In Jesus Christ, the Man of Nazareth, our crucified and risen Savior, You have come to us and shared our common lot conquering sin and death and reconciling the world to Yourself.
You bestow upon us Your Holy Spirit, creating and renewing the Church of Jesus Christ, binding in covenant faithful people of all ages, tongues and races.
You call us into Your Church to accept the cost and joy of discipleship to be Your servants in the service of others, to proclaim the gospel to all the world and resist the powers of evil, to share in Christ’s baptism and eat at His table, to join Him in His passion and victory.
You promise to all who trust You forgiveness of sins and fullness of grace, courage in the struggle for justice and peace, Your presence in trial and rejoicing, and eternal life in Your realm which has no end.
Blessing and honor, glory and power be unto You. Amen.
1.5 Open and Affirming Statement
Like a beacon, First Congregational Church stands on Meetinghouse Hill. In the spirit of Jesus’ great commandment to love God, and our neighbors as ourselves (Mark 12:28-34), and Paul’s teaching of acceptance of one another (Romans 14:1-15:13), we, the members of First Congregational Church, welcome and affirm all persons of every race, age, gender, marital standing, physical or mental ability, economic status, nationality, and sexual orientation or identify into the full life and ministry of this community of faith, including membership and leadership. We welcome and embrace the God-given gifts that each person brings to the life of our congregation.
As an Open and Affirming church, we join our sisters and brothers in the United Church of Christ and all persons who are committed to the struggle for justice, love and inclusiveness, with the example and teachings of Jesus Christ as our guide.
1.6 Property
The Church may, in its corporate name, sue or be sued, acquire by purchase, gift, devise, bequest or otherwise, and own, hold, invest, reinvest, or dispose of property both real and personal for such work as the Church may undertake and may purchase, own , receive, hold, manage, care for and transfer, rent, lease, mortgage or otherwise encumber, sell, assign, transfer and convey such property for the general purposes of the Church; it may receive and hold in trust both real and personal property and invest and reinvest the same and make any contracts for promoting the objects and purpose of the Church.
Upon dissolution of the Church, its assets and all property and interests of which it will then be possessed including any devise, bequest, gift, or grant contained in any Will or other instrument, in trust or otherwise, made before or after such dissolution, will be transferred to the Maine Conference of the United Church of Christ or its successors.
1.7 Amendments
Amendments to these Bylaws may be made by a two-thirds affirmative vote of the members present and voting at any membership meeting duly called and with a quorum present. Written announcements of the text of the proposed amendment(s) must be made two weeks prior to the meeting.
ARTICLE 2 MEMBERSHIP
2.1 Statement of Polity
The Church is a part of the United Church of Christ, as established by vote of its members. The governing body of the Church will be its membership assembled in Church meeting. Any actions of the Church that require membership approval under these Bylaws will be determined by the vote of a majority of members present and voting at the meeting. There will be no absentee ballots. Any member of the Church may vote. All actions of the Church are subject to the laws of the State of Maine.
2.2 Membership Qualifications
Persons become members of First Congregational Church by baptism and (a) profession of faith in Jesus Christ as Lord and Savior; or (b) reaffirmation of faith; or (c) letter of transfer or certification from another Christian Church. Before their profession of faith, persons who are not yet 16 years of age will complete the regular Confirmation program. Persons who are already 16 years of age or older will complete a course of preparation in consultation with the minister(s). New members will ordinarily be received during a regular service of worship, will receive the Right Hand of Fellowship, and will sign the Church Membership Roll. Persons who are members of First Congregational Church are thereby members of the United Church of Christ.
Associate membership may be offered to any baptized person who is a full, active member of another Christian Church where he or she is unable to participate regularly because of distance, physical limitations, or the like. Associate members enjoy all the rights and responsibilities of regular members, including eligibility to serve on the Council, any Team or Committee, and to vote at any meeting of the congregation. They shall not be included in the membership report for the purpose of per capita dues. An associate member will be received at a regular service of worship and will be carried on the rolls as long as the member continues to be active in our congregation’s life. No letter of transfer can be issued.
2.3 Membership Responsibilities
Members shall pledge themselves to attend regular worship of the Church and the celebration of the Lord’s Supper; to live the Christian life; to share in the life and work of the Church; to contribute to its support and benevolences; and to diligently seek the spiritual welfare of the membership and the community. Each such person shall agree to the Membership Covenant as stated in Section 2.4.
2.4 Membership Covenant
The following is the covenant to which each person who desires to be a member of the Church will agree:
We sincerely affirm our faith in God our Creator, our reverent love for Jesus Christ our Lord and Savior and our willingness to be guided by the Holy Spirit. We promise, as members of this Church, to walk together as Christian disciples, obedient to the teachings of the Holy Scriptures and the spirit of Christ, and to submit to the government and discipline of this Church until regularly dismissed therefrom. We also promise to give generously of ourselves in the earnest labor of the Church to establish the reign of Christ in the hearts and in the affairs of people and to establish God’s realm on earth. And this we do for the glory of God, the good of all people, and our mutual growth in Christian character in the name and through the strength of Jesus Christ our Lord.
2.5 Termination of Membership
A member will be granted a letter of transfer to another church upon request. Members may be released from their Covenant with the Church upon written request.
An annual review of the membership list will be made by the Clerk and the Senior Minister. The names of members who have permanently relocated from the area, or whose addresses are unknown, or who have not contributed to the Church’s support, or who have not communicated with the Church, its minister, or its Clerk for a period of two years, will be submitted to the Spiritual Life and Worship Team who may transfer such names to the inactive list. If the member’s relationship with the Church thereafter changes, the member may be restored to the active membership rolls by the Spiritual Life and Worship Team. Should a member become an offense to the Church or persistently breach Covenant vows, a membership meeting may terminate the membership, but only after due notice and a hearing by the Spiritual Life and Worship Team, and after faithful efforts have been made to bring the member into accord with the teachings of Christ.
ARTICLE 3 FISCAL YEAR AND MEMBERSHIP MEETINGS
3.1 Fiscal Year
The fiscal year of the Church is January 1 through December 31.
3.2 Quorum for Membership Meetings
In order to hold a vote, there must be present at the start of the meeting a quorum of members. A quorum shall consist of at least 10% of the membership as reported at the previous Annual Meeting.
3.3 Annual Meeting
The Church shall conduct an annual meeting on a date determined by the Council. The Clerk will give written notice which states the purpose of the annual meeting at least two weeks prior to the meeting by, at a minimum, posting the notice in at least two conspicuous places within the church building. The officers of the Church, the staff, the Council, the Teams, the committees, and all Church organizations shall submit their annual reports in writing for this meeting. Any new Council and Team members shall be elected at the annual meeting. The Council shall propose a slate of members to fill vacancies on the Council and Teams for the congregation to consider for approval; provided, however, any member may nominate any member for any vacancy either before or at the Annual Meeting. Nominees must consent to being nominated prior to being voted upon by the congregation.
3.4 Annual Budget Meeting
The Church shall hold an annual budget meeting in January on a date selected by the Council. The Clerk will give written notice which states the purpose of the annual budget meeting at least two weeks prior to the meeting by, at a minimum, posting the notice in at least two conspicuous places within the church building. The Council shall submit a proposed annual budget in writing to the membership at this meeting.
3.5 Special Meetings
Except as provided in Section 7.4, special meetings may be called by the Council, or by any member with a petition to the Council signed by not fewer than twenty members of the Church. The Clerk will give written notice which states the purpose of such meetings at least two weeks prior to the date of the meeting by, at a minimum, posting the notice in at least two conspicuous places within the church building.
3.6 Conduct of Membership Meetings
Any membership meeting, including the annual budget meeting, the annual meeting, and any special meetings, shall be conducted by the Moderator of the Church. In the event that the Moderator is not available or has a conflict of interest, the meeting shall be conducted by the Vice Moderator. The Moderator may conduct the meeting in any manner deemed appropriate, with a view toward fairness to all members attending, and taking into consideration the purpose of the meeting, the members who desire to speak, the length of the meeting, and any other relevant factor. The Moderator may decide that formal rules should be used, in which case the latest edition of Robert’s Rules of Order shall apply. In any event, the membership may move to conduct any meeting at any point using Robert’s Rules of Order by a majority vote of those present.
ARTICLE 4 CHURCH OFFICERS
4.1 Elections
The elected officers of the Church will be a Moderator, a Vice Moderator, a Clerk, a Treasurer and Assistant Treasurer(s). The Council will nominate all officers. The Council will elect a Moderator and a Vice Moderator from the membership of the Council. The Clerk, Treasurer and Assistant Treasurer(s) will be elected by the congregation. The Moderator and Vice Moderator will be elected for one year terms or until their successor(s) have been elected. The Moderator shall serve no more than two consecutive terms.
4.2 Moderator and Vice Moderator
The Moderator of the Church shall also hold the title and fill the role of “President” for purposes of Maine law. The Vice Moderator shall also hold the title and fill the role of “Vice President” for purposes of Maine law. The Moderator shall chair the meetings of the congregation, with the Vice Moderator presiding in the absence of the Moderator.
4.3 Clerk
The Clerk shall serve for a term of one year or until a successor is elected. There is no limitation on the number of terms that may be served. The Clerk will keep a complete record of all membership meetings and a record of all baptisms, marriages, blessings of union, Church memberships, deaths, and other membership details. The Clerk will issue all letters of membership, transfer, and dismissal and will secure the signature of all new members on the Church Membership Roll. The Clerk will present a report of the principal events of the past Church year at the Annual Meeting and will give notice of all meetings as required by the Church or by the laws of the State of Maine.
4.4 Treasurer
A Treasurer will be elected to serve for one year or until a successor is elected. There is no limitation on the number of terms that may be served. The Treasurer will disburse all monies as properly approved by procedure approved by the Council. The Treasurer will have authority to sign stock assignments, securities, bonds, savings accounts, or other financial papers as directed by the Council. The Treasurer shall be bonded at the expense of the Church in such amount and with such corporate surety as the Council approves.
4.5 Assistant Treasurer(s)
Assistant Treasurer(s) will be elected to serve term(s) of one year or until successor(s) are elected. There is no limitation on the number of terms that may be served. Assistant Treasurer(s) will have authority to perform the duties of the Treasurer in the absence of the Treasurer. Assistant Treasurer(s) will be bonded at the expense of the Church in such amount and with such corporate surety as the Council approves and will aid the Treasurer as needed or when so directed by the Council.
ARTICLE 5 COUNCIL
The Council shall act for the congregation when the congregation is not in meeting and will serve as the coordinating body of the Church in carrying out its purpose. It will serve as the policy-making agent of the Church, recommending adjustments and improvements concerning policies and administration to the Church. For purposes of Maine law, the Council shall be considered as the “Board of Directors” and shall serve such role.
5.1 Membership
The Council shall consist of twelve at-large members of the Church, each of whom shall have voting rights. In addition, the Senior Minister and the Associate Minister shall be ex officio members with no voting rights. Council members shall be elected by the congregation for three-year staggered terms, with four members being voted onto the Council each year. No member shall serve on the Council for more than six consecutive years.
5.2 Meetings
The Council shall meet once a month for the months of September through June, or more often if necessary to carry out its purpose. The Moderator shall conduct the meetings of the Council, with the Vice Moderator presiding in the absence of the Moderator. Special meetings may be called by the Moderator or by written request to the Moderator by three members of the Council. Eight of the members, excluding ministers, shall constitute a quorum. The meetings of the Council will be open to any member of the Congregation. Team members are invited to attend Council meetings to present information, make recommendations and seek guidance on issues related to Team concerns.
5.3 Duties
A. Call of Ministers
In the event of need, the Council shall be responsible for overseeing the process for the calling of a Senior Minister, Interim Senior Minister, Associate Minister, and Interim Associate Minister.
B. Vacancies
In the event of a vacancy on the Council between Annual Meetings, the Council may fill the vacancy on the Council without need for congregational approval. If the term of the vacancy extends beyond the next Annual Meeting, the Council shall submit a nomination at the next Annual Meeting for a vote by the congregation.
C. Suspension of Officers and Removal of Council Members
The Council shall have the authority to remove any Moderator or Vice Moderator and install replacements from the Council membership. The Council shall also have the authority to suspend the Clerk, Treasurer, or Assistant Treasurer(s) for cause until such time as a membership meeting can be held. The Council may appoint an interim Clerk, Treasurer, or Assistant Treasurer if deemed necessary. The Council may remove any member from the Council if that member fails to attend a majority of its meetings or to participate in the work of the Council in ways deemed appropriate by the majority of the Council.
D. Budgets
The Council shall propose an annual budget for vote at the Annual Budget meeting. The Council may approve supplemental expenditures that do not exceed three percent of the annual budget. All fundraising activities must have prior approval of the Council.
E. Areas of Responsibilities
The Council shall be responsible for overall policy-making of the Church and for the oversight of all Teams. It shall also be responsible for the oversight of all matters related to employees. It shall have fiduciary responsibility for all financial matters, including the endowment funds, gifts and devises, debts, and the annual operating budget. The Council shall have authority to borrow up to $10,000 without approval of the congregation, and at no time shall the balance of outstanding borrowing exceed $20,000 without approval of the congregation.
The Council shall ensure timely communication between the Council and the Teams and between the Council and the Congregation by such means as it deems appropriate. The Council shall be responsible for oversight of investment policy, stewardship, pastor-parish relations and personnel.
F. Delegates
The Council shall appoint a minimum of six Delegates, each with a two year term, who will represent the Church at meetings of the Maine Conference, United Church of Christ, including the Cumberland Association, and at other associations, councils or fellowships of churches at which the Church has representation. The delegates will submit a report of these meetings to the Council, to the Church, or to the Moderator if immediate attention is required. No one shall serve as a Delegate for more than six consecutive years.
ARTICLE 6 TEAMS
The Church shall have four Teams, each with a delineated area of responsibility. Those four Teams are the Spiritual Life and Worship Team; Administration Team; Education, Growth and Fellowship Team; and Mission and Outreach Team. The Council shall have oversight responsibility for all Teams. No one may serve on more than one Team at a time. No one may serve on the Council and a Team at the same time.
6.1 Common Attributes of each Team
A. Membership
Each Team shall consist of at least six members and shall inform the Council of the number of Team positions. Approximately one third of the Team membership, at least two Team members, shall be elected at each Annual Meeting for three-year staggered terms. No member shall serve on any one Team for more than six consecutive years. Each Team shall have the authority to remove any member from the Team if that member fails to attend a majority of the meetings or to participate in the work of the Team in ways deemed acceptable by the majority of the Team.
In the event of a vacancy on a Team between Annual Meetings, the Council may fill the vacancy on the Team without the need for congregational approval. If the term of the vacancy extends beyond the next Annual Meeting, the Council shall submit a nomination at the next Annual Meeting for a vote by the congregation.
B. Leadership
Each Team shall select its own leadership and decide how to conduct its meetings. Each Team shall select one member as the contact person.
C. Meetings
Each Team shall meet as often as necessary to meet its responsibilities.
6.2 Spiritual Life and Worship Team
A. Purpose
Coordinating with the ministers, the Team shall be responsible for the overall spiritual life of the Church including all aspects of all worship services. It will ensure that there is an active lay visitation ministry and be responsible for all administrative matters pertaining to the reception of new members in the Church. The Team shall be responsible for oversight of the communion, chancel, narthex, and music functions.
B. Complementary Groups
The Team shall oversee the committees and groups whose primary purposes are complementary to those of the Team. The Team shall inform the Council in a timely manner of the title, purpose and members of each of its committees and complementary groups.
C. Elders
Elders are elected from the membership in such number as the congregation, on recommendation of the Spiritual Life and Worship Team, may choose. This honor will be accorded in recognition of their exemplary longstanding service to the Church. Membership is honorary and will be for the lifetime of the recipient. Because of their experience and wisdom, the Elders may be called upon in an advisory capacity.
6.3 Administration Team
A. Purpose
The Team shall oversee all aspects of the administration of all Church properties, including modifications and maintenance, and daily operations. Its responsibilities will include oversight for establishing procurement policies, for obtaining appropriate insurance coverage, for the rental properties, for all offerings of the Church, for reviewing the financial statements of the Church each month, for selecting an outside auditor and overseeing the annual audit, and overseeing a planned giving program.
B. Complementary Groups
The Team shall oversee the committees and groups whose primary purposes are complementary to those of the Team. The Team shall inform the Council in a timely manner of the title, purpose and members of each of its committees and complementary groups.
6.4 Education, Growth and Fellowship Team
A. Purpose
The Team shall be responsible for oversight of the growth and education of the congregation. It shall promote faith formation for all ages. It shall also be responsible for the oversight of fellowship within the Church and between the Church and the community. It shall also oversee efforts to increase Church membership.
B. Complementary Groups
The Team shall oversee the committees and groups whose primary purposes are complementary to those of the Team. The Team shall inform the Council in a timely manner of the title, purpose and members of each of its committees and complementary groups.
6.5 Mission and Outreach Team
A. Purpose
The Team shall be responsible for the oversight of all aspects of mission and outreach, including guiding and encouraging the congregation to serve the community locally, regionally, and globally. It will be responsible for overseeing distribution of designated special offerings and gifts.
B. Complementary Groups
The Team shall oversee the committees and groups whose primary purposes are complementary to those of the Team. The Team shall inform the Council in a timely manner of the title, purpose and members of each of its committees and complementary groups.
ARTICLE 7 PERSONNEL
7.1 Senior Minister
A Senior Minister will be called by the congregation and will hold the office until the relationship is terminated in accordance with these Bylaws. The Senior Minister will be installed by the Cumberland Association of the Maine Conference of the United Church of Christ after becoming a member of this congregation. The Senior Minister will be responsible directly to the congregation.
The Senior Minister will oversee the spiritual welfare of the congregation, will preach the Word, and will have supervision over the stated services of worship and will serve the sacraments. The Senior Minister will exercise the privilege of religious teacher and counselor in public and in private. The Senior Minister will work with the Council regarding oversight of all Church policy and affairs and will supervise the employees.
7.2 Associate Minister
Associate Minister(s) may be called by the congregation and will hold the office until the relationship is terminated in accordance with these Bylaws. Associate Ministers will be installed by the Cumberland Association of the Maine Conference of the United Church of Christ after becoming a member of this congregation. Their duties will be determined by the Senior Minister and the Council, including preaching the Word and serving the sacraments. In the case of absence of the Senior Minister, the Council may designate an Associate Minister to assume temporarily the responsibilities of the Senior Minister.
7.3 Other Ministerial Staff and Personnel
In consultation with the Senior Minister, the Council will define the nature of any additional ministerial staff positions and the procedure by which those persons will be called. The Council may approve additional non-ministerial personnel positions and will have the authority to fill these positions and the authority to terminate such personnel in accordance with the provisions of the Personnel Handbook. .
7.4 Minister Resignations/Dismissals
The relationship of the congregation and its pastoral leaders is based on a covenant of mutual promises and is substantially defined by Terms of Call that are approved by that pastor and the congregation at the time of call.
If serious issues or divisive conflicts arise in the relationship of the congregation and one of its called ministers, the Pastor/Parish Relations Committee will collaborate with the Council to address the issues and will seek assistance from the Maine Conference, UCC, and/or the Cumberland Association Committee on Church and Ministry. Should the Cumberland Association Committee on Church and Ministry have reason to question the fitness for ministry of a called minister of this Church, every effort will be made by all parties to cooperate fully in the investigation, to remain in covenant with all parties and to provide appropriate leadership and nurture for all parties during and after the fitness review.
While the term of the minister shall be indefinite, the congregation may request and will receive the resignation of either the Senior or Associate Minister by a two-thirds majority of the quorum present and voting at a meeting called expressly for this purpose. Sixty (60) days’ advance notice of such meeting shall be given to the congregation and to the Minister affected.
The Senior Minister or Associate Minister shall give at least sixty (60) days notice of resignation to the Council. By mutual consent the sixty (60) day notice of resignation or dismissal of the Minister may be reduced or extended by such time as is mutually agreeable.
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Upon approval by the congregation, these Bylaws supersede all prior Bylaws.
These Bylaws were approved by the Congregation on January 2009.
FIRST CONGREGATIONAL CHURCH, UNITED CHURCH OF CHRIST
OF SOUTH PORTLAND, MAINE
ARTICLE 1 GENERAL PROVISIONS
1.1 Name
The legal name of this church is FIRST CONGREGATIONAL CHURCH, UNITED CHURCH OF CHRIST OF SOUTH PORTLAND, MAINE (referred to in these Bylaws as the “Church”).
1.2 Purpose
The purpose of the Church is to worship God; preach and spread the gospel of Jesus Christ; celebrate the Sacraments; realize Christian fellowship and unity within the Church and the Church Universal; seek God’s will so it may become dominant in the lives of all people, especially as that will is set forth in the life, teachings, death, and resurrection of Jesus Christ; and to strive for righteousness, justice, and peace in the affairs of all people.
1.3 Mission Statement
The Mission of the Church is:
• to worship God as made known in the Scriptures, as revealed in Jesus Christ, and as encountered through the Holy Spirit;
• to serve our members, our community and our world, working in faithful witness toward justice and peace for all people;
• to educate people of all ages toward a deeper understanding of their individual faith pilgrimage, their relationships with others, and their responsibilities as stewards of God’s created order;
• to grow in fellowship as the Body of Christ, inviting others to share in the Good News of God’s love.
1.4 Statement of Faith
Preamble to the Constitution of the United Church of Christ
This Church acknowledges as its sole head, Jesus Christ, the Son of God and the Savior of all people. It acknowledges as brothers and sisters in Christ all who share in this confession. It looks to the Word of God in the Scriptures, and to the presence and power of the Holy Spirit, to prosper its creative and redemptive work in the world. It claims as its own the faith of the historic Church expressed in the ancient creeds and reclaimed in the basic insights of the Protestant Reformers. It affirms the responsibility of the Church in each generation to make this faith its own. In accordance with the teaching of our Lord and the practice prevailing among evangelical Christians, it recognizes two Sacraments: Baptism, and the Lord’s Supper or Holy Communion. One expression of this faith is:
THE UNITED CHURCH OF CHRIST STATEMENT OF FAITH
We believe in You, O God, Eternal Spirit, God of our Savior Jesus Christ and our God, and to Your deeds we testify:
You call the worlds into being, create people in Your own image, and set before each one the ways of life and death.
You seek in holy love to save all people from aimlessness and sin.
You judge people and nations by Your righteous will declared through prophets and apostles.
In Jesus Christ, the Man of Nazareth, our crucified and risen Savior, You have come to us and shared our common lot conquering sin and death and reconciling the world to Yourself.
You bestow upon us Your Holy Spirit, creating and renewing the Church of Jesus Christ, binding in covenant faithful people of all ages, tongues and races.
You call us into Your Church to accept the cost and joy of discipleship to be Your servants in the service of others, to proclaim the gospel to all the world and resist the powers of evil, to share in Christ’s baptism and eat at His table, to join Him in His passion and victory.
You promise to all who trust You forgiveness of sins and fullness of grace, courage in the struggle for justice and peace, Your presence in trial and rejoicing, and eternal life in Your realm which has no end.
Blessing and honor, glory and power be unto You. Amen.
1.5 Open and Affirming Statement
Like a beacon, First Congregational Church stands on Meetinghouse Hill. In the spirit of Jesus’ great commandment to love God, and our neighbors as ourselves (Mark 12:28-34), and Paul’s teaching of acceptance of one another (Romans 14:1-15:13), we, the members of First Congregational Church, welcome and affirm all persons of every race, age, gender, marital standing, physical or mental ability, economic status, nationality, and sexual orientation or identify into the full life and ministry of this community of faith, including membership and leadership. We welcome and embrace the God-given gifts that each person brings to the life of our congregation.
As an Open and Affirming church, we join our sisters and brothers in the United Church of Christ and all persons who are committed to the struggle for justice, love and inclusiveness, with the example and teachings of Jesus Christ as our guide.
1.6 Property
The Church may, in its corporate name, sue or be sued, acquire by purchase, gift, devise, bequest or otherwise, and own, hold, invest, reinvest, or dispose of property both real and personal for such work as the Church may undertake and may purchase, own , receive, hold, manage, care for and transfer, rent, lease, mortgage or otherwise encumber, sell, assign, transfer and convey such property for the general purposes of the Church; it may receive and hold in trust both real and personal property and invest and reinvest the same and make any contracts for promoting the objects and purpose of the Church.
Upon dissolution of the Church, its assets and all property and interests of which it will then be possessed including any devise, bequest, gift, or grant contained in any Will or other instrument, in trust or otherwise, made before or after such dissolution, will be transferred to the Maine Conference of the United Church of Christ or its successors.
1.7 Amendments
Amendments to these Bylaws may be made by a two-thirds affirmative vote of the members present and voting at any membership meeting duly called and with a quorum present. Written announcements of the text of the proposed amendment(s) must be made two weeks prior to the meeting.
ARTICLE 2 MEMBERSHIP
2.1 Statement of Polity
The Church is a part of the United Church of Christ, as established by vote of its members. The governing body of the Church will be its membership assembled in Church meeting. Any actions of the Church that require membership approval under these Bylaws will be determined by the vote of a majority of members present and voting at the meeting. There will be no absentee ballots. Any member of the Church may vote. All actions of the Church are subject to the laws of the State of Maine.
2.2 Membership Qualifications
Persons become members of First Congregational Church by baptism and (a) profession of faith in Jesus Christ as Lord and Savior; or (b) reaffirmation of faith; or (c) letter of transfer or certification from another Christian Church. Before their profession of faith, persons who are not yet 16 years of age will complete the regular Confirmation program. Persons who are already 16 years of age or older will complete a course of preparation in consultation with the minister(s). New members will ordinarily be received during a regular service of worship, will receive the Right Hand of Fellowship, and will sign the Church Membership Roll. Persons who are members of First Congregational Church are thereby members of the United Church of Christ.
Associate membership may be offered to any baptized person who is a full, active member of another Christian Church where he or she is unable to participate regularly because of distance, physical limitations, or the like. Associate members enjoy all the rights and responsibilities of regular members, including eligibility to serve on the Council, any Team or Committee, and to vote at any meeting of the congregation. They shall not be included in the membership report for the purpose of per capita dues. An associate member will be received at a regular service of worship and will be carried on the rolls as long as the member continues to be active in our congregation’s life. No letter of transfer can be issued.
2.3 Membership Responsibilities
Members shall pledge themselves to attend regular worship of the Church and the celebration of the Lord’s Supper; to live the Christian life; to share in the life and work of the Church; to contribute to its support and benevolences; and to diligently seek the spiritual welfare of the membership and the community. Each such person shall agree to the Membership Covenant as stated in Section 2.4.
2.4 Membership Covenant
The following is the covenant to which each person who desires to be a member of the Church will agree:
We sincerely affirm our faith in God our Creator, our reverent love for Jesus Christ our Lord and Savior and our willingness to be guided by the Holy Spirit. We promise, as members of this Church, to walk together as Christian disciples, obedient to the teachings of the Holy Scriptures and the spirit of Christ, and to submit to the government and discipline of this Church until regularly dismissed therefrom. We also promise to give generously of ourselves in the earnest labor of the Church to establish the reign of Christ in the hearts and in the affairs of people and to establish God’s realm on earth. And this we do for the glory of God, the good of all people, and our mutual growth in Christian character in the name and through the strength of Jesus Christ our Lord.
2.5 Termination of Membership
A member will be granted a letter of transfer to another church upon request. Members may be released from their Covenant with the Church upon written request.
An annual review of the membership list will be made by the Clerk and the Senior Minister. The names of members who have permanently relocated from the area, or whose addresses are unknown, or who have not contributed to the Church’s support, or who have not communicated with the Church, its minister, or its Clerk for a period of two years, will be submitted to the Spiritual Life and Worship Team who may transfer such names to the inactive list. If the member’s relationship with the Church thereafter changes, the member may be restored to the active membership rolls by the Spiritual Life and Worship Team. Should a member become an offense to the Church or persistently breach Covenant vows, a membership meeting may terminate the membership, but only after due notice and a hearing by the Spiritual Life and Worship Team, and after faithful efforts have been made to bring the member into accord with the teachings of Christ.
ARTICLE 3 FISCAL YEAR AND MEMBERSHIP MEETINGS
3.1 Fiscal Year
The fiscal year of the Church is January 1 through December 31.
3.2 Quorum for Membership Meetings
In order to hold a vote, there must be present at the start of the meeting a quorum of members. A quorum shall consist of at least 10% of the membership as reported at the previous Annual Meeting.
3.3 Annual Meeting
The Church shall conduct an annual meeting on a date determined by the Council. The Clerk will give written notice which states the purpose of the annual meeting at least two weeks prior to the meeting by, at a minimum, posting the notice in at least two conspicuous places within the church building. The officers of the Church, the staff, the Council, the Teams, the committees, and all Church organizations shall submit their annual reports in writing for this meeting. Any new Council and Team members shall be elected at the annual meeting. The Council shall propose a slate of members to fill vacancies on the Council and Teams for the congregation to consider for approval; provided, however, any member may nominate any member for any vacancy either before or at the Annual Meeting. Nominees must consent to being nominated prior to being voted upon by the congregation.
3.4 Annual Budget Meeting
The Church shall hold an annual budget meeting in January on a date selected by the Council. The Clerk will give written notice which states the purpose of the annual budget meeting at least two weeks prior to the meeting by, at a minimum, posting the notice in at least two conspicuous places within the church building. The Council shall submit a proposed annual budget in writing to the membership at this meeting.
3.5 Special Meetings
Except as provided in Section 7.4, special meetings may be called by the Council, or by any member with a petition to the Council signed by not fewer than twenty members of the Church. The Clerk will give written notice which states the purpose of such meetings at least two weeks prior to the date of the meeting by, at a minimum, posting the notice in at least two conspicuous places within the church building.
3.6 Conduct of Membership Meetings
Any membership meeting, including the annual budget meeting, the annual meeting, and any special meetings, shall be conducted by the Moderator of the Church. In the event that the Moderator is not available or has a conflict of interest, the meeting shall be conducted by the Vice Moderator. The Moderator may conduct the meeting in any manner deemed appropriate, with a view toward fairness to all members attending, and taking into consideration the purpose of the meeting, the members who desire to speak, the length of the meeting, and any other relevant factor. The Moderator may decide that formal rules should be used, in which case the latest edition of Robert’s Rules of Order shall apply. In any event, the membership may move to conduct any meeting at any point using Robert’s Rules of Order by a majority vote of those present.
ARTICLE 4 CHURCH OFFICERS
4.1 Elections
The elected officers of the Church will be a Moderator, a Vice Moderator, a Clerk, a Treasurer and Assistant Treasurer(s). The Council will nominate all officers. The Council will elect a Moderator and a Vice Moderator from the membership of the Council. The Clerk, Treasurer and Assistant Treasurer(s) will be elected by the congregation. The Moderator and Vice Moderator will be elected for one year terms or until their successor(s) have been elected. The Moderator shall serve no more than two consecutive terms.
4.2 Moderator and Vice Moderator
The Moderator of the Church shall also hold the title and fill the role of “President” for purposes of Maine law. The Vice Moderator shall also hold the title and fill the role of “Vice President” for purposes of Maine law. The Moderator shall chair the meetings of the congregation, with the Vice Moderator presiding in the absence of the Moderator.
4.3 Clerk
The Clerk shall serve for a term of one year or until a successor is elected. There is no limitation on the number of terms that may be served. The Clerk will keep a complete record of all membership meetings and a record of all baptisms, marriages, blessings of union, Church memberships, deaths, and other membership details. The Clerk will issue all letters of membership, transfer, and dismissal and will secure the signature of all new members on the Church Membership Roll. The Clerk will present a report of the principal events of the past Church year at the Annual Meeting and will give notice of all meetings as required by the Church or by the laws of the State of Maine.
4.4 Treasurer
A Treasurer will be elected to serve for one year or until a successor is elected. There is no limitation on the number of terms that may be served. The Treasurer will disburse all monies as properly approved by procedure approved by the Council. The Treasurer will have authority to sign stock assignments, securities, bonds, savings accounts, or other financial papers as directed by the Council. The Treasurer shall be bonded at the expense of the Church in such amount and with such corporate surety as the Council approves.
4.5 Assistant Treasurer(s)
Assistant Treasurer(s) will be elected to serve term(s) of one year or until successor(s) are elected. There is no limitation on the number of terms that may be served. Assistant Treasurer(s) will have authority to perform the duties of the Treasurer in the absence of the Treasurer. Assistant Treasurer(s) will be bonded at the expense of the Church in such amount and with such corporate surety as the Council approves and will aid the Treasurer as needed or when so directed by the Council.
ARTICLE 5 COUNCIL
The Council shall act for the congregation when the congregation is not in meeting and will serve as the coordinating body of the Church in carrying out its purpose. It will serve as the policy-making agent of the Church, recommending adjustments and improvements concerning policies and administration to the Church. For purposes of Maine law, the Council shall be considered as the “Board of Directors” and shall serve such role.
5.1 Membership
The Council shall consist of twelve at-large members of the Church, each of whom shall have voting rights. In addition, the Senior Minister and the Associate Minister shall be ex officio members with no voting rights. Council members shall be elected by the congregation for three-year staggered terms, with four members being voted onto the Council each year. No member shall serve on the Council for more than six consecutive years.
5.2 Meetings
The Council shall meet once a month for the months of September through June, or more often if necessary to carry out its purpose. The Moderator shall conduct the meetings of the Council, with the Vice Moderator presiding in the absence of the Moderator. Special meetings may be called by the Moderator or by written request to the Moderator by three members of the Council. Eight of the members, excluding ministers, shall constitute a quorum. The meetings of the Council will be open to any member of the Congregation. Team members are invited to attend Council meetings to present information, make recommendations and seek guidance on issues related to Team concerns.
5.3 Duties
A. Call of Ministers
In the event of need, the Council shall be responsible for overseeing the process for the calling of a Senior Minister, Interim Senior Minister, Associate Minister, and Interim Associate Minister.
B. Vacancies
In the event of a vacancy on the Council between Annual Meetings, the Council may fill the vacancy on the Council without need for congregational approval. If the term of the vacancy extends beyond the next Annual Meeting, the Council shall submit a nomination at the next Annual Meeting for a vote by the congregation.
C. Suspension of Officers and Removal of Council Members
The Council shall have the authority to remove any Moderator or Vice Moderator and install replacements from the Council membership. The Council shall also have the authority to suspend the Clerk, Treasurer, or Assistant Treasurer(s) for cause until such time as a membership meeting can be held. The Council may appoint an interim Clerk, Treasurer, or Assistant Treasurer if deemed necessary. The Council may remove any member from the Council if that member fails to attend a majority of its meetings or to participate in the work of the Council in ways deemed appropriate by the majority of the Council.
D. Budgets
The Council shall propose an annual budget for vote at the Annual Budget meeting. The Council may approve supplemental expenditures that do not exceed three percent of the annual budget. All fundraising activities must have prior approval of the Council.
E. Areas of Responsibilities
The Council shall be responsible for overall policy-making of the Church and for the oversight of all Teams. It shall also be responsible for the oversight of all matters related to employees. It shall have fiduciary responsibility for all financial matters, including the endowment funds, gifts and devises, debts, and the annual operating budget. The Council shall have authority to borrow up to $10,000 without approval of the congregation, and at no time shall the balance of outstanding borrowing exceed $20,000 without approval of the congregation.
The Council shall ensure timely communication between the Council and the Teams and between the Council and the Congregation by such means as it deems appropriate. The Council shall be responsible for oversight of investment policy, stewardship, pastor-parish relations and personnel.
F. Delegates
The Council shall appoint a minimum of six Delegates, each with a two year term, who will represent the Church at meetings of the Maine Conference, United Church of Christ, including the Cumberland Association, and at other associations, councils or fellowships of churches at which the Church has representation. The delegates will submit a report of these meetings to the Council, to the Church, or to the Moderator if immediate attention is required. No one shall serve as a Delegate for more than six consecutive years.
ARTICLE 6 TEAMS
The Church shall have four Teams, each with a delineated area of responsibility. Those four Teams are the Spiritual Life and Worship Team; Administration Team; Education, Growth and Fellowship Team; and Mission and Outreach Team. The Council shall have oversight responsibility for all Teams. No one may serve on more than one Team at a time. No one may serve on the Council and a Team at the same time.
6.1 Common Attributes of each Team
A. Membership
Each Team shall consist of at least six members and shall inform the Council of the number of Team positions. Approximately one third of the Team membership, at least two Team members, shall be elected at each Annual Meeting for three-year staggered terms. No member shall serve on any one Team for more than six consecutive years. Each Team shall have the authority to remove any member from the Team if that member fails to attend a majority of the meetings or to participate in the work of the Team in ways deemed acceptable by the majority of the Team.
In the event of a vacancy on a Team between Annual Meetings, the Council may fill the vacancy on the Team without the need for congregational approval. If the term of the vacancy extends beyond the next Annual Meeting, the Council shall submit a nomination at the next Annual Meeting for a vote by the congregation.
B. Leadership
Each Team shall select its own leadership and decide how to conduct its meetings. Each Team shall select one member as the contact person.
C. Meetings
Each Team shall meet as often as necessary to meet its responsibilities.
6.2 Spiritual Life and Worship Team
A. Purpose
Coordinating with the ministers, the Team shall be responsible for the overall spiritual life of the Church including all aspects of all worship services. It will ensure that there is an active lay visitation ministry and be responsible for all administrative matters pertaining to the reception of new members in the Church. The Team shall be responsible for oversight of the communion, chancel, narthex, and music functions.
B. Complementary Groups
The Team shall oversee the committees and groups whose primary purposes are complementary to those of the Team. The Team shall inform the Council in a timely manner of the title, purpose and members of each of its committees and complementary groups.
C. Elders
Elders are elected from the membership in such number as the congregation, on recommendation of the Spiritual Life and Worship Team, may choose. This honor will be accorded in recognition of their exemplary longstanding service to the Church. Membership is honorary and will be for the lifetime of the recipient. Because of their experience and wisdom, the Elders may be called upon in an advisory capacity.
6.3 Administration Team
A. Purpose
The Team shall oversee all aspects of the administration of all Church properties, including modifications and maintenance, and daily operations. Its responsibilities will include oversight for establishing procurement policies, for obtaining appropriate insurance coverage, for the rental properties, for all offerings of the Church, for reviewing the financial statements of the Church each month, for selecting an outside auditor and overseeing the annual audit, and overseeing a planned giving program.
B. Complementary Groups
The Team shall oversee the committees and groups whose primary purposes are complementary to those of the Team. The Team shall inform the Council in a timely manner of the title, purpose and members of each of its committees and complementary groups.
6.4 Education, Growth and Fellowship Team
A. Purpose
The Team shall be responsible for oversight of the growth and education of the congregation. It shall promote faith formation for all ages. It shall also be responsible for the oversight of fellowship within the Church and between the Church and the community. It shall also oversee efforts to increase Church membership.
B. Complementary Groups
The Team shall oversee the committees and groups whose primary purposes are complementary to those of the Team. The Team shall inform the Council in a timely manner of the title, purpose and members of each of its committees and complementary groups.
6.5 Mission and Outreach Team
A. Purpose
The Team shall be responsible for the oversight of all aspects of mission and outreach, including guiding and encouraging the congregation to serve the community locally, regionally, and globally. It will be responsible for overseeing distribution of designated special offerings and gifts.
B. Complementary Groups
The Team shall oversee the committees and groups whose primary purposes are complementary to those of the Team. The Team shall inform the Council in a timely manner of the title, purpose and members of each of its committees and complementary groups.
ARTICLE 7 PERSONNEL
7.1 Senior Minister
A Senior Minister will be called by the congregation and will hold the office until the relationship is terminated in accordance with these Bylaws. The Senior Minister will be installed by the Cumberland Association of the Maine Conference of the United Church of Christ after becoming a member of this congregation. The Senior Minister will be responsible directly to the congregation.
The Senior Minister will oversee the spiritual welfare of the congregation, will preach the Word, and will have supervision over the stated services of worship and will serve the sacraments. The Senior Minister will exercise the privilege of religious teacher and counselor in public and in private. The Senior Minister will work with the Council regarding oversight of all Church policy and affairs and will supervise the employees.
7.2 Associate Minister
Associate Minister(s) may be called by the congregation and will hold the office until the relationship is terminated in accordance with these Bylaws. Associate Ministers will be installed by the Cumberland Association of the Maine Conference of the United Church of Christ after becoming a member of this congregation. Their duties will be determined by the Senior Minister and the Council, including preaching the Word and serving the sacraments. In the case of absence of the Senior Minister, the Council may designate an Associate Minister to assume temporarily the responsibilities of the Senior Minister.
7.3 Other Ministerial Staff and Personnel
In consultation with the Senior Minister, the Council will define the nature of any additional ministerial staff positions and the procedure by which those persons will be called. The Council may approve additional non-ministerial personnel positions and will have the authority to fill these positions and the authority to terminate such personnel in accordance with the provisions of the Personnel Handbook. .
7.4 Minister Resignations/Dismissals
The relationship of the congregation and its pastoral leaders is based on a covenant of mutual promises and is substantially defined by Terms of Call that are approved by that pastor and the congregation at the time of call.
If serious issues or divisive conflicts arise in the relationship of the congregation and one of its called ministers, the Pastor/Parish Relations Committee will collaborate with the Council to address the issues and will seek assistance from the Maine Conference, UCC, and/or the Cumberland Association Committee on Church and Ministry. Should the Cumberland Association Committee on Church and Ministry have reason to question the fitness for ministry of a called minister of this Church, every effort will be made by all parties to cooperate fully in the investigation, to remain in covenant with all parties and to provide appropriate leadership and nurture for all parties during and after the fitness review.
While the term of the minister shall be indefinite, the congregation may request and will receive the resignation of either the Senior or Associate Minister by a two-thirds majority of the quorum present and voting at a meeting called expressly for this purpose. Sixty (60) days’ advance notice of such meeting shall be given to the congregation and to the Minister affected.
The Senior Minister or Associate Minister shall give at least sixty (60) days notice of resignation to the Council. By mutual consent the sixty (60) day notice of resignation or dismissal of the Minister may be reduced or extended by such time as is mutually agreeable.
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Upon approval by the congregation, these Bylaws supersede all prior Bylaws.
These Bylaws were approved by the Congregation on January 2009.
Thursday, August 21, 2008
Education, Growth and Fellowship
August 20, 2008
Recorder: Margaret Thibodeau
Next Meeting: 9/11/08
Attendance: Ginny Gledhill, Amy Foster, Jayne Quinn-Sawtelle, Elsa Peters, Margaret Thibodeau
Opening & Introductions
New Team members Karen Pierce-Souza and Aaron French were not able to attend this meeting.
Minutes
The 5/1/08 Minutes were read and approved.
Update on Summer Activities
Nursery: Amy and Jayne found volunteers to cover babysitting in the nursery (to assist Diane). Elsa has been paying the volunteers each Sunday. Jayne has checked on the nursery Sunday mornings. Attendance has been low overall.
Lemonade on the Porch: Ginny has been coordinating volunteers. Margaret has made sure lemonade and cookies are available each Sunday.
Youth Ministry and Christian Education: Elsa started her new responsibilities this summer as director of Christian education. Aaron French will join our Team as the new YM coordinator. He begins September 2nd. His schedule has not been determined yet.
Adult and Christian Education
Elsa will be coordinating Christian education programs for children through adults. This will be called “Faith Formation”. Elsa reported that most teachers for Sunday School have been recruited for the fall session. There is still a need for a 7th/8th grade teacher, as well as substitutes and superintendents. Some grade levels will be grouped, although no class sizes go beyond 12 children. A schedule was distributed, which indicated that Christ Kid’s Club will now meet on the fourth Sunday of each Monday, so Elsa can be in attendance. The idea was proposed of not having Sunday School classes on holidays. This would encourage intergenerational worship, as well as appeal to many teachers. The Team was supportive of this concept. Sunday school will start September 14th.
Elsa also informed the Team that only two youth had signed up for Confirmation this year. Therefore, there will not be a Confirmation Class this year. In 2009/2010, youth in the 8th, 9th, and 10th grades will all be able to participate in Confirmation. After that, it will be offered during a student’s 8th grade year.
Subgroups & Team Responsibilities
Each member of the EG&F Team will serve as a contact person for a “sub-group”. We are pleased to have Karen Pierce-Souza join our Team this year. Responsibilities are organized as follows:
Coffee Hour Ginny Gledhill
Library Karen Pierce-Souza
Scholarship Amy Foster
Nursery Jane Quinn-Sawtelle
Faith Formation Elsa Peters
Youth Ministry Aaron French
Hospitality/Inquirers Margaret Thibodeau (Team contact)
Team members hope to involve more volunteers this year in each of the subgroups.
Homecoming Sunday
Coverage and needs for Homecoming Sunday (September 7th) were discussed. Margaret will submit appropriate forms to the church office.
Next Meeting
Thursday, September 11th @ 7:00 PM
Recorder: Margaret Thibodeau
Next Meeting: 9/11/08
Attendance: Ginny Gledhill, Amy Foster, Jayne Quinn-Sawtelle, Elsa Peters, Margaret Thibodeau
Opening & Introductions
New Team members Karen Pierce-Souza and Aaron French were not able to attend this meeting.
Minutes
The 5/1/08 Minutes were read and approved.
Update on Summer Activities
Nursery: Amy and Jayne found volunteers to cover babysitting in the nursery (to assist Diane). Elsa has been paying the volunteers each Sunday. Jayne has checked on the nursery Sunday mornings. Attendance has been low overall.
Lemonade on the Porch: Ginny has been coordinating volunteers. Margaret has made sure lemonade and cookies are available each Sunday.
Youth Ministry and Christian Education: Elsa started her new responsibilities this summer as director of Christian education. Aaron French will join our Team as the new YM coordinator. He begins September 2nd. His schedule has not been determined yet.
Adult and Christian Education
Elsa will be coordinating Christian education programs for children through adults. This will be called “Faith Formation”. Elsa reported that most teachers for Sunday School have been recruited for the fall session. There is still a need for a 7th/8th grade teacher, as well as substitutes and superintendents. Some grade levels will be grouped, although no class sizes go beyond 12 children. A schedule was distributed, which indicated that Christ Kid’s Club will now meet on the fourth Sunday of each Monday, so Elsa can be in attendance. The idea was proposed of not having Sunday School classes on holidays. This would encourage intergenerational worship, as well as appeal to many teachers. The Team was supportive of this concept. Sunday school will start September 14th.
Elsa also informed the Team that only two youth had signed up for Confirmation this year. Therefore, there will not be a Confirmation Class this year. In 2009/2010, youth in the 8th, 9th, and 10th grades will all be able to participate in Confirmation. After that, it will be offered during a student’s 8th grade year.
Subgroups & Team Responsibilities
Each member of the EG&F Team will serve as a contact person for a “sub-group”. We are pleased to have Karen Pierce-Souza join our Team this year. Responsibilities are organized as follows:
Coffee Hour Ginny Gledhill
Library Karen Pierce-Souza
Scholarship Amy Foster
Nursery Jane Quinn-Sawtelle
Faith Formation Elsa Peters
Youth Ministry Aaron French
Hospitality/Inquirers Margaret Thibodeau (Team contact)
Team members hope to involve more volunteers this year in each of the subgroups.
Homecoming Sunday
Coverage and needs for Homecoming Sunday (September 7th) were discussed. Margaret will submit appropriate forms to the church office.
Next Meeting
Thursday, September 11th @ 7:00 PM
Growth Group
August 19, 2008
In attendance: Jerry Andres, Jerry Onos, John McCall, Rick Angell, Kendra Palmer
Next Meeting, Potentially Tuesday, September 16, 2008 at 7pm, combined with group working on volunteerism and the participation opportunities forms
Some wonderful ideas came out of this meeting for working toward providing a more extravagant welcome at church:
Action Items
*Developing a group of Mentors for new church members
*Incorporating more multimedia over time to meet the needs of the upcoming generations in church
*We did review the Successful church practices on pg 5 of The Power of Invitation and Welcome
**we came to the consensus that we do meet the majority of these requirements but determined the extravagant welcome is a theme that is infused in all of the recommendations and that is something that we will enhance at church.
*Side Note: There was mention of other congregations that have pick up orchestras that perform occasionally comprised of musicians from the congregation
*Offering tours after church with informational info about the church to those interested
*Equipping existing groups in church to work on providing a more extravagant welcome
(Perhaps it will be a church theme and/or each group may consider this theme as they are planning events throughout the year)
*Church to obtain more publicity in terms of local news sources, the 3 local papers, enhancing visibility on search engines, potentially tv or radio, maybe advertising in yellow pages under Congregational churches as well.
*Develop a marketing plan utilizing marketing plan guidelines next time
In attendance: Jerry Andres, Jerry Onos, John McCall, Rick Angell, Kendra Palmer
Next Meeting, Potentially Tuesday, September 16, 2008 at 7pm, combined with group working on volunteerism and the participation opportunities forms
Some wonderful ideas came out of this meeting for working toward providing a more extravagant welcome at church:
Action Items
*Developing a group of Mentors for new church members
*Incorporating more multimedia over time to meet the needs of the upcoming generations in church
*We did review the Successful church practices on pg 5 of The Power of Invitation and Welcome
**we came to the consensus that we do meet the majority of these requirements but determined the extravagant welcome is a theme that is infused in all of the recommendations and that is something that we will enhance at church.
*Side Note: There was mention of other congregations that have pick up orchestras that perform occasionally comprised of musicians from the congregation
*Offering tours after church with informational info about the church to those interested
*Equipping existing groups in church to work on providing a more extravagant welcome
(Perhaps it will be a church theme and/or each group may consider this theme as they are planning events throughout the year)
*Church to obtain more publicity in terms of local news sources, the 3 local papers, enhancing visibility on search engines, potentially tv or radio, maybe advertising in yellow pages under Congregational churches as well.
*Develop a marketing plan utilizing marketing plan guidelines next time
Monday, August 18, 2008
New Hymnal Committee
August 13, 2008
Sub group: Lynn Howard, Deb Therriault, Carrie Skeffington, Dana Wiggins
Recap
Hymns of Truth and Light has been selected to replace the Pilgrim Hymnal which is out of print. The Truth and Light book has many of our favorite hymns already and also offers a custom bind-in supplement that can include responsive readings, church history or other songs not included in the hymnal. A sub-group was formed to list selections for the supplement, secure usage rights and provide computerized copies of the songs for publishing.
Progress
1. Lynn documented the favorite hymns requested in the survey results and organized copyright info within a spreadsheet— she has offered to finalize the list of selections and responsive readings after checking with Shirley and John
2. Usage rights were discussed and how to go about clearing all for publication
3. Responsive readings may be added. Where do we find those?
4. Carrie will contact Bob Currier to initiate conversation about making computerized copies of the songs available in his database.
5. Deb will contact Shirley for thoughts on most important songs to go into the bind-in– and will contact Joan for background on copyright process done for the Songs of the Spirit.
6. Dana contacted Maggi Tucker and confirmed that the sample book we are using for reference does indeed have the same selections in it as the one we will be ordering–
7. Cover designs to be circulated for consideration by larger committee
Truth and Light representative Maggi Tucker will advise and shepherd us through the process of our upcoming order and the publishing requirements. She has the following directions:
8. we should send our list of selected songs because she has background info and can help with usage permissions
9. any copyright info we have and which hymnal we found it in should also be sent to her along with our list of songs
10. she will advise us on which songs have recently gone into public domain and which will need permissions –obtaining permissions for the lowest price –she informs us that CCLI license requires payment each year whereas onelicense.net offers usage rights for a one-time only fee which may be less expensive
11. Make a copy of same list for Bob Currier for computerized copies of songs
12. Proof and prepare a mock up so page numbering can be assigned
13. Final proof
Submitted by Dana Wiggins
Sub group: Lynn Howard, Deb Therriault, Carrie Skeffington, Dana Wiggins
Recap
Hymns of Truth and Light has been selected to replace the Pilgrim Hymnal which is out of print. The Truth and Light book has many of our favorite hymns already and also offers a custom bind-in supplement that can include responsive readings, church history or other songs not included in the hymnal. A sub-group was formed to list selections for the supplement, secure usage rights and provide computerized copies of the songs for publishing.
Progress
1. Lynn documented the favorite hymns requested in the survey results and organized copyright info within a spreadsheet— she has offered to finalize the list of selections and responsive readings after checking with Shirley and John
2. Usage rights were discussed and how to go about clearing all for publication
3. Responsive readings may be added. Where do we find those?
4. Carrie will contact Bob Currier to initiate conversation about making computerized copies of the songs available in his database.
5. Deb will contact Shirley for thoughts on most important songs to go into the bind-in– and will contact Joan for background on copyright process done for the Songs of the Spirit.
6. Dana contacted Maggi Tucker and confirmed that the sample book we are using for reference does indeed have the same selections in it as the one we will be ordering–
7. Cover designs to be circulated for consideration by larger committee
Truth and Light representative Maggi Tucker will advise and shepherd us through the process of our upcoming order and the publishing requirements. She has the following directions:
8. we should send our list of selected songs because she has background info and can help with usage permissions
9. any copyright info we have and which hymnal we found it in should also be sent to her along with our list of songs
10. she will advise us on which songs have recently gone into public domain and which will need permissions –obtaining permissions for the lowest price –she informs us that CCLI license requires payment each year whereas onelicense.net offers usage rights for a one-time only fee which may be less expensive
11. Make a copy of same list for Bob Currier for computerized copies of songs
12. Proof and prepare a mock up so page numbering can be assigned
13. Final proof
Submitted by Dana Wiggins
Tuesday, August 5, 2008
Green Action Group
July 31, 2008
Present: Louise Davis, Leslie Gatcombe-Hynes, Barbara Merrill, Dick Merrill
Louise offered our opening prayer/meditation.
Louise shared the album she had put together for placement in the Green Action Group’s section of our church library. The album contains pertinent articles about the environment from such sources as Scientific American, the “Cape Lands” newsletter of the Cape Elizabeth Land Trust, and the Portland Water District. There are articles about energy saving in schools, a wind project in Texas, more energy efficient cars, and bottled water. A booklet titled “The Complete Idiot’s Guide to Green Living” was also included.
A July article in The Cape Courier reported how pastor, Msgr. Michael Henchal and a parishioner James Masi, who is a physicist, helped St. Bartholomew become one of three Catholic churches in the state using solar power.
Louise will continue to develop additional albums for our library. Articles from these albums could be copied for posting on church bulletin boards. Information could be utilized in writing articles for The Beacon.
Barbara will contact the Library Committee to arrange for the albums to be catalogued so people can check them out. Barbara will order additional copies of “The Complete Idiot’s Guide to Green Living” so people can borrow these as well.
Dick will contact Msgr. Henchal and James Masi to obtain further information about St. Bartholomew’s solar project. Perhaps one of the gentlemen could visit our church and/or a group of us could visit St. Bartholemew. Dick will also contact Maine Audubon to learn more about their energy efficient building with the possibility of some of us visiting there as well.
Louise offered to look up information about four children’s books with which she is familiar on Energy, Recycling, Water, and Electricity. These might be added to our library.
Leslie contacted Ray Sirois and he is available to do a presentation this fall on “An Inconvenient Truth Update”. His information will focus on the New England region. Leslie will contact Cyndi Alden regarding church building availability in terms of date, time, and space. We discussed having the program at 7 PM during September or October in Guptil Hall. We would like to invite other faith communities and appropriate community groups to attend. We mentioned the idea of serving refreshments.
Sarah Ellsworth was not able to attend this meeting but said she has plans for a bulletin board presentation and will move forward on that.
Louise has a call in to Mary Ann Fathke regarding the possibility of a vegetable garden project.
Barbara shared materials that John McCall received from the Action Institute that includes information on Environmental Stewardship in the Judeo-Christian Tradition. A DVD and Study Guide are being reviewed by committee members. Barbara will order the complete program for possible use with study groups and/or placement in the library.
Items for our August Meeting on Thursday, August 28, at 7 PM in Davidson Lounge include:
-Green Action albums up-date by Louise
-Children’s books research by Louise
-Contact with Mary Ann Fathke report by Louise
-Library report by Barbara
-Ray Sirois’ program by Leslie
-St. Bartholomew report by Dick
-Maine Audubon report by Dick
-Bulletin Board report by Sarah
-Complete work on our Mission Statement (Objectives and Methods)
-Continue to plan for the adult education program in November
-Further planning for Gary Roberts’ program in the fall
-Plan for Homecoming Sunday—We discussed having our Green Action albums and fliers about Ray Sirois’ program on our table for Homecoming.
Respectfully submitted,
Barbara Merrill
Present: Louise Davis, Leslie Gatcombe-Hynes, Barbara Merrill, Dick Merrill
Louise offered our opening prayer/meditation.
Louise shared the album she had put together for placement in the Green Action Group’s section of our church library. The album contains pertinent articles about the environment from such sources as Scientific American, the “Cape Lands” newsletter of the Cape Elizabeth Land Trust, and the Portland Water District. There are articles about energy saving in schools, a wind project in Texas, more energy efficient cars, and bottled water. A booklet titled “The Complete Idiot’s Guide to Green Living” was also included.
A July article in The Cape Courier reported how pastor, Msgr. Michael Henchal and a parishioner James Masi, who is a physicist, helped St. Bartholomew become one of three Catholic churches in the state using solar power.
Louise will continue to develop additional albums for our library. Articles from these albums could be copied for posting on church bulletin boards. Information could be utilized in writing articles for The Beacon.
Barbara will contact the Library Committee to arrange for the albums to be catalogued so people can check them out. Barbara will order additional copies of “The Complete Idiot’s Guide to Green Living” so people can borrow these as well.
Dick will contact Msgr. Henchal and James Masi to obtain further information about St. Bartholomew’s solar project. Perhaps one of the gentlemen could visit our church and/or a group of us could visit St. Bartholemew. Dick will also contact Maine Audubon to learn more about their energy efficient building with the possibility of some of us visiting there as well.
Louise offered to look up information about four children’s books with which she is familiar on Energy, Recycling, Water, and Electricity. These might be added to our library.
Leslie contacted Ray Sirois and he is available to do a presentation this fall on “An Inconvenient Truth Update”. His information will focus on the New England region. Leslie will contact Cyndi Alden regarding church building availability in terms of date, time, and space. We discussed having the program at 7 PM during September or October in Guptil Hall. We would like to invite other faith communities and appropriate community groups to attend. We mentioned the idea of serving refreshments.
Sarah Ellsworth was not able to attend this meeting but said she has plans for a bulletin board presentation and will move forward on that.
Louise has a call in to Mary Ann Fathke regarding the possibility of a vegetable garden project.
Barbara shared materials that John McCall received from the Action Institute that includes information on Environmental Stewardship in the Judeo-Christian Tradition. A DVD and Study Guide are being reviewed by committee members. Barbara will order the complete program for possible use with study groups and/or placement in the library.
Items for our August Meeting on Thursday, August 28, at 7 PM in Davidson Lounge include:
-Green Action albums up-date by Louise
-Children’s books research by Louise
-Contact with Mary Ann Fathke report by Louise
-Library report by Barbara
-Ray Sirois’ program by Leslie
-St. Bartholomew report by Dick
-Maine Audubon report by Dick
-Bulletin Board report by Sarah
-Complete work on our Mission Statement (Objectives and Methods)
-Continue to plan for the adult education program in November
-Further planning for Gary Roberts’ program in the fall
-Plan for Homecoming Sunday—We discussed having our Green Action albums and fliers about Ray Sirois’ program on our table for Homecoming.
Respectfully submitted,
Barbara Merrill
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