Policies & Procedures

Policies & Procedures

Updated 06-10-15

TABLE OF CONTENTS

A. FUND REQUISITION/REIMBURSEMENT - PAGE 3

B. MAIL SLOT USE POLICY AND PROCEDURE- PAGE 4

C. VAN REQUEST POLICY- PAGE 5

D. KEY POLICY AND PROCEDURE- PAGE 6

E. BUILDING USE POLICY AND PROCEDURE- PAGE 7

F. COMMUNICATION REQUEST- PAGE 8

G. LOANING OF CHURCH EQUIPMENT- PAGE 9

H. POND AND FISHING POLICY~ PAGE 10

I. FUNDRAISING POLICY~ PAGE 11

J. WEDDING FEES & PROCEDURES- PAGE 12

 

FUND REQUISITION/REIMBURSEMENT

PURPOSE:

To direct the orderly requisition and reimbursement of funds for ministry expenses of MSBC.

 To maintain orderly and accurate records of ministry expenditures.

 To channel spending for church expenses through MSBC treasurer and not private accounts.

PLEASE NOTE: REIMBURSEMENTS WILL BE MADE FOR AUTHORIZED PURCHASES ONLY.

PROCEDURE:

1. Obtain a Requisition Request Form :

o In person outside the church office during normal hours of 8:00am to 2:00pm, Monday/Friday or during church hours on Sunday.

2. Fill out form completely and submit to your ministry leader:

o In person

o Through Mail Folders

o Email will be automatically sent when you fill out your forms online.

3. You will be notified of approval status within 72 hours.

4. Upon approval, the ministry leader will submit the requisition to the administrator for follow through.

5. You will be notified in a timely manner when reimbursement funds are available and pick-up arrangements can be made.

6. Please attach receipt for approved purchases for reimbursement

7. YOU MUST GET APPROVAL BEFORE YOU SPEND ANY MONEY.

8. PLEASE DO NOT CHARGE ANYTHING WITHOUT FILLING OUT THE FORM AND GETTING STAFF-LEADERSHIP APPROVAL FIRST.

EXCEPTION: Hospitality Team has a $50.00 standing order for funerals & showers. This does however still require a signature from an office member or Pastoral Staff member for our records. Updated 12-06-13 trg/rb 4

 

MAIL FOLDER USE

PURPOSE:

To facilitate the orderly and efficient use of congregational mail folders.

 To facilitate direct communication within the congregation of MSBC

 To save on postage expenditures

PROCEDURE:

1. There will be one mail folder per family accessible in the Over flow area near the info table.

2. Drafts of materials should be submitted for approval

o By Email (This email address is being protected from spambots. You need JavaScript enabled to view it.) to the church office.

o In person to church office during normal office hours of 8:00am to 2:00pm, Monday/Friday

3. Please format on ½ sheets of paper or less if possible to avoid "Mail Folder Stuffing"

4. The church copier may be used for printing ministry related communications

5. Personal communications should be limited to Birthday Card, Blessing Card, Personal Note type items (approval not necessary for these items)

6. Approved materials can be distributed through all or selected mail folders (Ex: Small Group Communication, Sunday School Class Communication… by the writer.

7. Unemptied mail folders will be emptied and the contents discarded by an office representative on a regular basis to avoid "Mail Folder Overstuffing."

POLICY:

Abuse of this privilege or neglect of procedures will be cause for privilege suspension

Updated 12-06-13 trg/rb 5

 

VAN REQUEST POLICY

PURPOSE:

Safety

 Security

 Availability

PROCEDURE:

In order to carry out this policy the following steps must be taken:

1. Request forms are available at the church office or online at www.houltonmsbc.org. Forms Tab on top of page

2. Written van request form needs to be received by the church office for approval two weeks before event. (unless in an emergency situation)

3. Notification of approval or disapproval will be given in a timely manner.

4. Must be an approved driver per insurance company requirements.

a. Must be 21 years of age.

b. Must have a clean driving record.

c. Must be a member of MSBC.

5. Key pickup from church office hours during working hours.

6. Van should be picked up and returned to where it was parked.

7. Each ministry is responsible for the gas for the van while in their use. Charges will be allowed for prior approved events only!

8. You are required to leave the van clean and refueled the way you found it.

9. Key should be turned in the next business day to the church office .

STATEMENT:

1. A Copy of a current and valid driver’s license must be on file with the

Church Secretary.

2. If you have had any tickets or accidents in the last 3 years this request will

need to be approved by the church’s insurance carrier. Updated 12-06-13 trg/rb 6

 

KEY(S) POLICY AND PROCEDURE

PURPOSE:

To list procedure to receive and return building keys or Van Key

 To list responsibilities for key holders

GETTING A KEY:

Fill out an "MSBC Key Request Form" found outside the church office near the info table or on line at www.houltonmsbc.org Resources/Forms

Submit form to Church Office.

 Request will be reviewed by staff/ ministry leaders.

 Notification for key allocation (or not) will be made in a timely manner.

 After request approval notification, key can be picked up at the front office during normal office hours or by special arrangement.

 At time of pick up, two copies of this form will be signed and dated by the Office Representative and the Key Holder, one copy to be kept by the Key Holder and one to be filed at MSBC.

KEY RETURN:

If key is for a one time or short term event, please return key personally to Office representative at Church Office during church business hours or place in the door drop box within 48 hrs of event conclusion.

 If long term Key Holder, please return the when your reason for holding a key comes to an end.

 A written confirmation will be either issued to the former Key Holder or filed at MSBC at the time of key return.

RESPONSIBILITIES OF KEY HOLDER:

The key is entrusted to the Key Holder only. Please, do not loan out your key.

The key is not to be duplicated.

A lost key will incur a $25 dollar fee (contributing to not only key replacement, but also lock replacement if necessary)

 The Key Holder is to lock what they have unlocked upon exit or be sure arrangements have been made with other building users to do so.

 You are responsible for leaving your area of use clean and ready for the next user.

I understand that abuse or neglect of these policies, procedures, and responsibilities will be cause for key recall. Thank you in advance for your righteous use of this privilege. Updated 12-06-13 trg/rb 7

 

BUILDING USE POLICY AND PROCEDURES

PURPOSE:

To define the policies and procedures for facility use and to avoid confusion and overbooking of the facility.

PROCEDURE:

1. Requests need to be made two weeks before date of event to assure booking of room.

2. Clear event with Ministry Leader before calling the Church office. If it is not a ministry of MSBC call the church office directly to schedule your event.

3. Call Church office to check for availability.

4. When availability is established you can:

a. Fill out a room request form located outside church office.

b. Fill out a room request form online at www.houltonmsbc.org/ -Forms

5. Confirmation will be given within 72 hours.

6. If a key is needed for this event a key request form needs to be also filled out.

7. IMPORTANT REQUIREMENT: Any group or persons who wish to utilize the facilities of MSBC for an event that is not recognized as a ministry of MSBC will be required to provide a "Certificate of Insurance" listing MSBC as additionally insured for the date (s) of the event.

POLICIES:

You are responsible to leave rooms clean and in order.

 Without prior authorization no furniture or equipment can be transferred from room to room.

o Trash containers should be emptied and taken to dumpster. Please put a new bag in place.

 Turn off lights and equipment.

 When applicable thermostats returned to (62 degrees)

 Lock door after your event is over. (if applicable)

 Return key per procedures.

IMPORTANT: PLEASE INFORM THE OFFICE AS SOON AS POSSIBLE

WITH ANY CANCELLATIONS. BE THOUGHTFUL OF OTHERS AS SPACE IS LIMITED. Updated 12-06-13 trg/rb 8

 

COMMUNICATION REQUEST

Bulletin~Projection~Pastoral~Video Request

PURPOSE:

To maintain an orderly flow of communication throughout the Sunday morning services, and give staff and volunteers a two-week window of time to help facilitate that flow.

PROCEDURE:

1. Fill out a request form outside the church office or online at www.houltonmsbc.org ~Forms

2. Make sure to write out exactly what you want to be shown, said or what you yourself want to say.

3. After the request is approved by staff it will be given to the communications area you have requested.

DISCLAIMER:

It is possible that the communication area you requested may need adjustments.

FOR EXAMPLE:

You may request a communication in the bulletin or newsletter and due to space or content issues we that you use the congregational mail folders or projection instead.

12/6/2013revised Updated 12-06-13 trg/rb 9

 

 LOANING OF CHURCH EQUIPMENT

 

Purpose: 

To be good stewards of what has been entrusted to the church and to be organized in that stewardship.

Procedure:

1.      Fill out a request form inside the church office or online.

2.      Make sure to write out exactly what you are asking to be loaned to you and the date you will need it.

3.      After the request is approved or not approved by Facility Manager and/or Office Secretary, you will be notified.

4.      If you are given permission to utilize the item(s) you will be required to sign an agreement that if the item is lost, stolen or broken you will be liable to pay the full price to replace it.

DISCLAIMER:

 

In order to borrow any items from MSBC you must be a member, regular attender or an authorized representative of a group in the community. If the church needs to use the items asked to beborrowed, even after permission is given, you may need to make other arrangements. 

Ministries may use tables/chairs on the church property without filling out the Equipment Form, unless the event is offsite.

Replacement Costs:    These costs vary depending upon what has been borrowed.

 

 

FISHING PERMIT POLICY:

Revised 10/01/2011

NO LICENSE IS NECESSARY SINCE THE POND IS ON PRIVATE PROPERTY

Purpose:

The purpose of this policy is to be good stewards of what has been entrusted to the church and to create a safe environment on the Hill and around the pond.

Policies:

Only Children 16 years and under are allowed to fish in the pond.

 MSBC Members: Unlimited Personal Use, 3 fish per use only: No Form Required

 Members may bring guests, but each guest limited to 3 uses/yr. Each guest must have Permission to Fish Form.

 Children 12 years of age or younger must be accompanied by an adult.

 Non-Members limited to 3 visits/yr. and limit of 3 fish per use.

 The Permission to Fish Form is good ONLY for the date shown.

In order to maintain a healthy fish population, no fish may be thrown back.

Those fishing are asked to not litter and respect the property. Abusers of this fishing privilege will not be allowed future use of the pond. Please do not drive down to the pond, but leave your car in the church parking lot.

Tobacco product, drug and alcohol use are not permitted on church property. Abusers will no longer have the privilege to be on the property or use the pond.

 MSBC REP (the church representative allowed to sign the permission forms) is any paid staff member Ed Ellis (538-9849) or Roy Fitzpatrick (551-0855)

 Records of all non-member use will be kept in the church and the information appropriately used for outreach follow up activities.

Updated 12-06-13 trg/rb 11

 

FUND RAISING ACTIVITY POLICY AND PROCEDURE: 02 10 07

The purpose of this document is to set forth policy and procedure and guidelines for Fund Raising Activities (hereafter FRA) for all ministries of MSBC.

All FRA’s must be presented to and approved by the Board of Managers.

FRA request approval is contingent upon completion, submission, and approval of other appropriate forms (Key Request Form, Building Use Form, Van Use Form….

Before submitting an FRA request form, PLEASE check with the office to see if there are any calendar conflicts with your proposed event.

All completed requests for FRAs must be signed and dated by the appropriate Purpose Team Leader or Ministry Leader (or their representative) before being submitted to the "Board."

Requests for FRAs need at least a 6 week lead time. At the discretion of the Board of Managers, the lead time can be adjusted as unique circumstances require.

All FRAs will meet Christian moral standards. Some examples of approved activities are:

Auctions

Silent Auctions

Meals

Talent Night

Dinner Theatre

‘Yard" Sale

Car Wash

Bottle Drives

TWO (2) members of the Fund Raiser group are responsible for the counting of raised funds and delivery of those funds, counted, dated & signed within 3 days of the event to the Financial Secretary via the church office for bank deposit procedure.

A copy of the FRA request form and notice of the amount of money raised will be presented via the church office to the MSBC Treasurer who will direct the raised funds to areas noted on the approved request form.

The FRA must support one or more of the 5 purposes of MSBC. Worship, Fellowship, Discipleship, Ministry, Missions/Evangelism.

MSBC retains the right to decide if the event does not meet our criteria and therefore the request is turned down.

Updated 12-06-13 trg/rb 12

 

WEDDING FEES & PROCEDURES

The Board of Managers of MSBC has established the following recommendations with regard to fees and charges:

1. No charge is made for the use of the Worship Center to active church members and their immediate families, or to regular attenders of worship services of the church.

2. For non-church families, the charge for the church is $150.00. An additional charge of $150.00 with kitchen use, and $100.00 without kitchen will be assessed if a reception is to be held at the church.

3. The organist is to receive $50.00 for her services; $75.00 if expected to attend the rehearsal. Please be prepared to recommend titles of specially requested service music, and notify the organist soon after confirming you wedding date. The sound technician is to receive $50.00.

4. The custodian is to receive $50.00 for the wedding and an additional $50.00 if a reception is to be held at the church.

5. For members and regular attenders of this congregation, the pastor has no set free for his services, though couples usually express their appreciation with an honorarium. The charge for couples not associated with the church is $125.00.

6. Separate envelopes, containing fees/charges, properly marked, should be given to the pastor at the rehearsal.

Below are suggestions and procedures to assist you in planning for your wedding day. Please read them, and feel free to ask any other questions you may have.

1. Consult with the pastor early in establishing a date for your wedding. The church calendar and pastor’s schedule are often established months in advance; therefore, your first choice of dates may not be available.

2. Arrange with the pastor for a meeting with both the bride and groom together. This conference usually lasts for about an hour. Plan this early. The pastor will want to meet with you again, and reserves the right to suggest a postponement or refusal of marriage should extreme circumstances warrant further counsel.

3. A Building Use form will need to be filled out and turned into the church office. Once the date is established the staff of MSBC will contact you to talk about rehearsal and decorating schedules. This form can also be found on the church website at www.houltonmsbc.org go to forms.

4. The musical instruments located on the platform cannot be moved without prior approval of the Minister of Music. This will need to be decided in advance. Please keep this in mind when making your plans.

5. The church can provide white lattices to use as decoration for you wedding, please let the office know if you are interested in using them.

6. A marriage license must be presented to the pastor no later than the wedding rehearsal.

7. Alcoholic beverages and smoking are not permitted in or near the church building.

8. Weddings on Saturday night, especially with a reception are discouraged. Special permission must be secured through the pastor or Board of Managers.