SUDANESE EVANGELICAL LUTHERAN MISSION CHURCH
OF SOUTHERN MINNESOTA
BYLAWS
1. PROCEDURES FOR CALLING PASTORS AND OTHERS
When a pastor or other church worker is to be called, the congregation shall proceed as outlined by the following. The described process not withstanding, it shall be undertaken with the recognition that it will be guided by the Holy Spirit, and the work to be accomplished is ultimately that of the Spirit, which can only be completed with God’s empowerment, through the Spirit.
1.1 Every member of the congregation shall have the privilege of making one or more nominations for the respective position. The congregation shall also ask the President of the Minnesota South District for additional nominations and provide him with the names of those who have been nominated by the members.
1.2 The Council of Elders shall be the screening panel for each call that is to be extended.
1.2.2 All meetings of any screening committee shall be open, for any member of the
1.2.3 The screening committees shall be responsible for receiving all the names of nominees and submitting these to the District President for information and evaluation. All the names of nominees from the congregation, and any others proposed by the District President, shall constitute the ‘complete’ candidate list, which shall then be considered closed. After receiving information and
1.2.4 Based on the information from the District, and any other gathered information, the committee shall compile a ‘recommended’ list of candidates. Also, a biographical sketch of each recommended candidate shall be prepared, along with a summary of the additional information. This will be made available for review by the congregation, with at least two times scheduled, in at least a two week period for all members to examine the data. These biographical sketches and any gathered information on every candidate from the complete list will be available for review by any member upon request. The schedule shall be made known by public announcement. This shall be done prior to a congregational assembly meeting at which a vote on the candidates is taken.
1.3 A Congregational Assembly meeting shall be scheduled to consider the recommended list and / or elect the candidate to be called. At this meeting the recommended list may be amended by means of a simple majority vote of those present, only by adding names from the complete list.
1.3.1 If additional names are added to the recommended list another two week period shall be allowed for members to review the biographical sketches of any added candidates, with two times scheduled as in Section 1.2.4, before scheduling another Congregational Assembly meeting.
1.3.2 Voting to select the candidate to be called shall proceed by secret ballot. A simple majority of those present will be needed to determine the selection. When the selection is determined, the chairperson or other member of the screening committee shall move that the Assembly elect the selected candidate by unanimous agreement.
1.4 The Chairman of the screening committee, or other committee member whom he designates, shall be responsible for notifying the person called.
1.5 The Council of Elders shall be responsible for all communication and planning with the person called regarding salary and benefits, and any information about the congregation and the community. The person called will be encouraged to visit the congregation while deciding whether to accept the call, and the congregation will cover the expenses of that visitation.
2. RESPONSIBILITIES AND DUTIES OF CALLED WORKERS
ThePastor(s)is first accountable to God, through the Holy Spirit, and secondarily responsible to the congregation, through the Council of Elders. The Pastor(s)shall have the following responsibilities and functions:
2.1. Be an “equipper of the Saints”, helping members to develop and utilize their spiritual gifts and abilities for the work of the ministry.
2.2. Provide spiritual leadership for the congregation.
2.3. Plan and lead regular worship services.
2.4. Plan and lead special or seasonal worship services.
2.5. Be the principal teacher of doctrine and Christian principles.
2.6. Provide for leadership development and training of the congregation’s lay leaders.
2.7. Provide for the spiritual counseling of members or non-members as may be necessary.
2.8. Provide for the visitation of members as may be necessary.
2.9. Advise the congregation regarding internal ministry.
2.10. Advise the congregation regarding outreach ministry.
2.11. Advise the congregation regarding Lutheran Church-Missouri Synod policy and practice.
2.12. Other activities as may be assigned by the Council of Elders and approved by the congregation.
2.2 The Senior Pastor will coordinate and direct the detailed ‘day-to-day’ activities of the called and employed church staff, based on an assessment of the skills of each member. The Senior Pastor may from time to time make recommendations to the congregation regarding changes to these position descriptions.
3. COUNCIL OF ELDERS
3.1 The congregation shall grant authority to the Council of Elders, under the power and guidance of the Holy Spirit, to carry out the mission of the congregation as stated in Section 2 of the Constitution.
3.2 The Council of Elders shall have the responsibility to act on behalf of the congregation on all spiritual and material matters pertaining to this congregation, through the authority delegated to it by the congregation. All official actions of the Council of Elders shall be subject to review and approval by the congregation, as guided by the Holy Spirit. The Congregational Assembly, with the Holy Spirit’s guidance, shall determine the final outcome of any issue that may be in dispute, and that is brought before it for resolution.
3.3 Membership
3.3.1 The membership of the Council of Elders shall consist of the President, the Vice President, the Secretary, the Treasurer, the Elder, the Trustee, and the chairs of all standing committees as described in Section 8 of the constitution. An additional Elder and Trustee shall be added to the Council of Elders for each community in Southern Minnesota in which this congregation actively and regularly carries out the work of the Ministry and maintains at least five communicant members of voting age.
3.3.2 The pastor(s) and all other called workers shall be advisory, ex-officio member(s) of the council.
3.4 Meetings
3.4.1 The Council of Elders shall meet in regular session monthly. Special meetings may be called by the President, the pastor(s), or upon petition by three members of the Council.
3.4.2 Time and place of all meetings shall be designated by the President, and announced in advance, in at least one Sunday worship bulletin.
3.4.3 A majority of the voting Council members shall constitute a quorum.
3.4.4 The procedures for conducting meetings will be in accord with the most recent edition of “Robert’s Rules of Order”.
3.5 Duties
3.5.1 It shall be the duty of the Council of Elders to coordinate and review the programs and activities of the congregation. The Council shall issue charges to the individual officers and their committees and receive reports from them. The Council shall also approve or disapprove proposed actions and recommendations, concerning planned programs, budgets, and other relevant business of the congregation, in carrying out the mission of the congregation.
3.5.2 The Council of Elders shall make reports of its activity to the congregation at every regular meeting of the Congregational Assembly.
3.5.3 The Council of Elders shall have the responsibility to act in behalf of the congregation between meetings of the Congregational Assembly, as provided for and stipulated in Section 3.2 of these bylaws.
3.5.4 The Council of Elders shall advise and direct the respective Officers in matters requiring representation by the congregation in the public realm; e.g., in signing legal documents, appearing before magistrates, and the like.
4. NOMINATIONS AND ELECTIONS
4.1 At the June meeting of the Council of Elders each year a nominating committee of at least four persons who are voting members but not members of the Council of Elders shall be chosen by the church council. The elected Elders and Senior Pastor may also serve on this committee but have no vote. The committee will determine which offices need to be filled, and obtain from the pastor a list of all voting members who are eligible to serve in elected office. The committee shall determine which members of the congregation are best qualified and willing to serve. The committee shall compose a list of one or more candidates for each office who have read the Bylaws concerning the duties of that office and are willing to serve. This list shall be presented to the Council of Elders at their August meeting. A person shall not be nominated without his / her consent.
4.1.1 The term of service of each elected officer shall be two years, with one half (approximately) of the officers being elected each year, as stipulated in Section 4.1.2 of these bylaws.
4.1.2 The elective positions for which candidates are to be chosen in alternate years are as follows.
Even numbered year: President, Secretary, Elder(s)
Odd numbered year: Vice President, Treasurer
4.1.3 Any voting member is eligible for nomination to any elective position except the offices of Elder, President, or Vice President who must be male because of their participation in the office of the Pastor and/or authority in presiding over the Voters' Assembly.
4.1.4 For those activities/projects/ministries in which the congregation may become involved, the Council of Elders may appoint representation from the congregation who shall report back to the Council of Elders. Such appointees shall not have a vote on the Council of Elders.
4.2 Election shall take place each year, at the Fall Congregational Assembly meeting to be held in the month of September at a specific time and place to be designated by the Council of Elders. The slate of candidates shall be published in at least two consecutive Sunday worship bulletins prior to the meeting.
4.3 Additional nominations may be made by any member of the Congregational Assembly following the publication of the slate of candidates. Additional nominations are acceptable from the floor at the Congregational meeting as long as the one nominated expresses his or her willingness to serve in person or in writing.
4.4 All officers shall be elected by a simple majority ballot vote, and voting shall continue until a clear majority has been established, after candidates receiving the lowest number of votes have been eliminated in each succeeding ballot.
4.5 The terms of all officers, Board Chairpersons and board members shall commence on October 1st of each year.
4.6 No individual may be elected to more than one office at the same time. An officer may not be elected to more than three consecutive terms in any specific office. No Called worker or employee of the congregation or any member of his or her immediate family may be elected to any office or serve as the appointed representative of any officer.
4.7 Following the Fall congregational meeting, and prior to installation, newly elected officers shall, with the assistance of the Pastor(s), appoint whatever Voting members they may need to assist in carrying out their duties and/or to serve in their temporary absense, and/or represent them at meetings of the Council of Elders.
4.7.1 These members shall serve for two years, concurrent with the term of the elected officer or until dismissed or replaced by the respective elected officer.
4.8 Vacancies in any elective office shall be filled by appointment of the President in consultation with the Council of Elders, until such time as the Congregational Assembly shall fill the vacancy by election at the next scheduled Assembly meeting.
5. OFFICIAL DUTIES OF OFFICERS
In addition to those duties proscribed in the Constitution, the officers of the congregation shall perform the following additional functions.
5.1 The President shall:
5.1.1 Enforce the constitution and these bylaws, and carry out the expressed will of the congregation as embodied in the resolutions of the Congregational Assembly.
5.1.2. Appoint committees, in addition to standing boards and committees, as may be deemed necessary to carry out special functions apart from those specified in the constitution or these bylaws.
5.1.3. Be an ex officio member of all congregational boards and committees that are elected or appointed, and may attend any meeting of such committees, auxiliaries, etc., either in person or as represented by person(s) who may be designated.
5.1.4. Perform such other duties as shall be assigned by the Congregational Assembly and / or the Council of Eldeers.
5.2 The Vice Presidentshall:
5.2.1. Perform the duties of the President during absence or inability of same to serve.
5.2.2. Assist the President in the supervision of any officers, committee, or other normal function of that office, as called upon by the President.
5.2.3. Perform such other duties as shall be assigned by the Congregational Assembly and / or the Council of Elders.
5.2.4. Cosign checks for all expenditures.
5.3 The Recording Secretary shall:
5.3.1. Record the minutes of all meetings and proceedings of the Congregational Assembly and the Council of Elders, and within 14 days publish these minutes following any such meeting, for distribution to members of the congregation.
5.3.2. Conduct correspondence as required by the Congregational Assembly and / or the Council of Elders.
5.3.3. Keep a roster of those attending meetings of the Congregational Assembly and Council of Elders.
5.3.4. Maintain an updated copy of the Constitution and Bylaws.
5.3.5. Maintain an updated list of all members by membership type including mailing address, other contact information, birth, Baptism, Confirmation, Marriage, and death dates.
5.3.6. With the assistance of the Pastor(s), maintain an ongoing log of official acts carried out in the congregation to include Baptisms, Confirmations, Weddings, and Funerals.
5.3.7. Perform such other duties as shall be assigned by the Church Council.
5.4 The Treasuer shall:
5.4.1. Count and record all contributions, and notify the Pastor of contributions by non-members.
5.4.2. See that contributions are deposited to the credit of the congregation in accounts as designated by the Council of Elders.
5.4.3. Supply all communicant members with contribution envelopes, and make them available to all others who may request them.
5.4.4. Provide semiannual statements of contributions to all respective envelope holders.
5.4.5. Maintain and schedule a trained team of counters to count and record all contributions.
5.4.6. Acknowledge in writing to the respective donor of any non-monetary gifts to the Church, and also provide a written record for the congregation.
5.4.7. Make disbursements by check on the authority of the congregation and with the agreement of a second elected officer by requiring two signatures on all checks..
5.4.8. Make monthly reports to the Church Council and semi-annual reports to the congregation on the congregation’s financial status. Such reports shall also be regularly distributed to those groups or organizations which have made pledges of financial support to the congregation.
5.4.9. Manage the cash flow of the treasury so as to maintain an adequate balance of money for the payment of regularly recurring and other approved expenses.
5.4.10. Submit any and all financial records for audit or review when requested by the Council of Elders to an auditor/reviewer approved by the Council; in any case the financial records shall be reviewed at least once every year and/or at the end of each Treasurer’s term.
5.5 The Elder(s) shall:
5.5.1. Be selected on the basis of their being an example of mature Christian living faith, as evidenced by their attitude and conversation, commitment to service, regular attendance at worship and partaking of communion, and regular Bible study.
5.5.2 Be responsible to ensure that worship is conducted in accord with the confessional standards as set forth in Section 3 of the Constitution, and that all called workers adhere to those same confessional standards
5.5.3. Be responsible to ensure that the congregation provides for the spiritual and material well being of all called workers.
5.5.4. Assist the Pastor(s) in matters pertaining to the spiritual well being of congregational members.
5.5.5. Keep the Pastor(s) informed, as may be necessary, of spiritual needs of the families or individuals in the congregation.
5.5.6. In the absence or incapacity of the pastor, ensure that pastoral needs of the congregation are met through qualified substitute pastors or other appropriate called workers.
5.5.7. Assist the pastor(s) as necessary with preparations for worship services.
5.5.8. Be responsible to ensure that all supporting services related to scheduled worship are available. Included, but not exclusive are:altar and pulpit accouterments, communion supplies, readers, organist,
6. COMPOSITION OF STANDING COMMITTEES AND OFFICIAL DUTIES
6.1 Except for the offices of Elder, Presdient, or Vice President (as stipulated in Section 4.1.3 of these bylaws) any voting member of the congregation is eligible for election as an officer of the congregation or appointment to committees.
6.2 The President shall be an ex officio member of all committees that are elected or appointed, as specified in Section 5.1 of these bylaws. Except for screening committees for called workers (Bylaws Section 1.3, and 1.3.1 regarding Pastor), the Pastor(s) and all other called workers shall be advisory members.
6.3 Each board shall be responsible for communicating to the Council of Elders and Congregation pertinent and timely information about it’s activities and the results of those activities, through the monthly newsletter, Sunday bulletin inserts, or other appropriate vehicle.
7. AMENDMENTS
7.1 These bylaws may be amended in a properly convened meeting of the Congregational Assembly by a simple majority of a quorum, provided:
7.1.1. The proposed amendment has been initiated in a duly called meeting of the Congregational Assembly or Church Council, or by petition of at least 5 voting members of the Assembly.
7.1.2. The proposed change(s) has been presented to the congregation by being published in at least three consecutive Sunday worship bulletins or mailed to the home of each voting member, at least two weeks prior to the meeting.
7.2 Changes to these Bylaws may not be put into effect until approval is received from the Synod in accordance with requirements of the Lutheran Church Missouri Synod.
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