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Article I. Membership
A. Qualifications 1. Membership in this Church shall be open to all persons who express a desire to join and who accept the Covenant of the Church as stated in its Constitution. 2. This Church makes no test of membership on the basis of race, color, national origin, age, or gender, nor on the basis of any denominational, sectarian, or otherwise restrictive or definitive interpretation of the Christian faith other than acceptance of the Church's Covenant. B. Reception into Membership 1. Persons joining the Church shall give assent to the Covenant and shall then be publicly received at a worship service. If any applicants for membership shall, for reasons acceptable to the Board of Deacons, be unable to be present at the worship service, they may be enrolled as members on approval of the Board of Deacons. 2. Membership may be attained in the following procedures: a. A letter of transfer of membership from another Christian church. b. Reaffirmation of faith when prior membership in a Christian church has existed but a letter of transfer is not available. c. Confession of faith and acceptance of the Church's Covenant where there has been no previous membership in any church embracing the Christian faith. C. Continuance of Membership 1. Membership shall be of indefinite duration, contingent solely upon continuous participation in the life, work, service, and mission of the Church. D. Inactive Membership 1. A member shall be classified as "inactive" for any of the following reasons: a. When a move away from the community by a member makes continued participation in the life of this Church unfeasible. b. When a member's address is unknown. c. When, for a period of one year, a member does not support the Church through attendance, financial contributions, or other activities and has not verified intention of continuing participation to any of the ministers or the Chairperson of the Board of Deacons. E. Termination of Membership 1. Members, either "active" or "inactive," may terminate their membership in any of the following ways: a. Request a letter of transfer to another church. Upon receipt of such request, the Senior Minister shall send a letter to such other church and notify the Board of Deacons of this action. Membership shall be considered terminated when such a letter of transfer has been sent. b. Advise this Church of existing membership in another church for which a letter of transfer is not requested and/or would not be received by such other church. Upon such notice, the Senior Minister shall send a letter of termination to the member and notify the Board of Deacons of this action. c. Make a request to the Board of Deacons to be released from the Covenant and obligations of membership. The Board of Deacons shall honor such requests in writing. 2. Membership may be terminated by a vote of Board of Deacons for any of the following reasons: a. If it is learned and verified that a member has joined another church but no communication was made to this Church and no letter of transfer was requested. b. If the address of any member remains unknown for a period of 3 years. c. When, for a period of three years, the member has made no financial contribution or perceivable service to the Church's life and mission, and has been listed as an "inactive" member for not less than two years, and when having been contacted by the Senior Minister and/or the Chairperson of the Board of Deacons, the member expresses no intention to renew his or her active participation or to take steps himself or herself to transfer or terminate his or her membership. F. Reinstatement of Membership 1. Any person whose membership in the Church has been terminated may, upon his or her stated intention to resume active participation, be reinstated by a two-third affirmative vote of the Board of Deacons. G. Membership Rolls 1. The Board of Deacons, through the office of the Clerk of the Church, shall maintain in the Church office a current listing of members holding either 'active' or 'inactive' status, and shall also preserve a file of terminated memberships in which is recorded the date and basis on which each membership has been terminated. Upon the death of a member, the Clerk shall remove that member's name from the membership roll. 2. Current lists of non-members, also to be known as 'friends,' may be maintained in the Church office in such manner as may be determined by the Board of Deacons to be helpful in identifying and ministering to the larger congregation, but such persons shall not be regarded as members of the Church.
II. ARTICLE II: CONGREGATIONAL MEETINGS A. Annual Meeting 1. The Annual Meeting shall be held on the last Sunday in January of each year for the purpose of: a. Voting on the slate presented by the Nominating Committee. b. Approving the budget. c. Transacting such other business as may properly come before such meeting. 2. The order of the annual meeting shall be established by the Church Council. B. Special Meetings 1. Special meetings of the congregation for any purpose may be called by the Exigency Committee, the Church Council, the Board of Deacons, the Board of Trustees, or by written request of twenty (20) active members to the Church Clerk. 2. The notice of the meeting shall be given pursuant to paragraph C below and recite the subject matter specifically. C. Notice of Meetings 1. Notice of all meetings of the congregation shall be posted in the church vestibule and announced from the pulpit on two consecutive Sundays prior to the meeting. If the meeting occurs on a Sunday, then that Sunday may be one of the two consecutive Sundays. D. Quorum 1. Forty active church members shall constitute a quorum at any annual or special meeting. E. Meeting Procedure 1. The Chairperson of the Church Council shall be the presiding officer. In his or her absence, the Chairperson of the Board of Deacons shall preside, or in turn, the Chairperson of the Board of Trustees. 2. All active church members present at the meeting shall be entitled to vote. Voting shall be by the method indicated by the presiding officer, except that voting for election of church officers, council and board members may be by written vote, if so requested by a simple majority of the voting members present. 3. Nominations for any elected office shall be presented by the Nominating Committee, and may also be made from the floor, providing the nominee consents to serve. 4. All motions shall be decided by a simple majority vote of the members present. 5. All procedural issues shall be decided in conformance with Robert's Rules of Order, (revised edition), except where conflicts with these and the By-Laws occur.
III. ARTICLE III: CHURCH OFFICERS A. Officers 1. The elected officers of the Church shall be the (a) Church Clerk; (b) the Treasurer; (c) the Assistant Treasurer; (d) the Financial Secretary. These officers shall be elected by the congregation at the annual meeting and shall serve for one year. B. Responsibilities 1. The Church Clerk shall give the necessary notice of all congregational meetings and shall keep a record of the proceedings of such meetings. He or she shall preserve on file at the Church all official documents and perform such other duties as are prescribed by law or are usually performed by the Secretary of an assembly including, by authority of the Board of Deacons, listings of 'active', 'inactive', and 'terminated members,' and non-member 'friends of the Church.' 2. The Treasurer shall receive all monies paid to the Church and shall deposit same in such depository as the Board of Trustees shall direct. He or she shall pay the bills and salaries of the Church and shall keep accurate accounts of the same. He or she shall make reports to the Board of Trustees upon request and shall make an annual written report to the congregation at the annual congregational meeting of all receipts and disbursements. He or she shall be bonded in such a manner and amount as the Board of Trustees may direct, and the cost of such shall be the responsibility of the Church. The Treasurer shall be an ex-officio member of the Board of Trustees. 3. The Assistant Treasurer shall assist and/or substitute for the Treasurer in the Treasurer's duties. 4. The Financial Secretary shall record pledges made to the Church and shall keep an accurate account of monies contributed. He or she shall also give written acknowledgment of all special gifts when requested by the donor.
IV. ARTICLE IV: THE EXIGENCY COMMITTEE A. Organization 1. The Exigency Committee shall be comprised of five members and consist of the Chairperson of the Church Council, the Chairperson of the Board of Deacons, the Chairperson of the Board of Trustees, the Senior Minister, and one member of the congregation at large elected for one three year term at the annual meeting. 2. The Exigency Committee shall annually elect a Chairperson by a simple majority vote from among its members, and the Chairperson shall not serve as Chairperson for more than two consecutive years. The Senior Minister shall not serve as the Chairperson. 3. The Exigency Committee shall meet at least once in every calendar year but need not meet more frequently. A meeting may be called at any time by any member of the Exigency Committee by notifying all Exigency Committee members. A quorum shall consist of three members. B. Responsibilities 1. All powers not specifically granted in these By-Laws to any other office, council, board, or committee shall be vested in the Exigency Committee.
V. ARTICLE V: THE CHURCH COUNCIL A. Organization 1. The Church Council shall consist of sixteen members and be comprised of the following: the Church Treasurer and Clerk, the Chairpersons from the Boards of Deacons, Stewardship, Trustees, Youth and Adult Education, Missions, Music and the Arts, and one member elected from the Ladies Benevolent Society. In addition, the congregation shall elect six members at large, including at least one member from the South Lyme Chapel. 2. Elected members of the Council shall serve for three years. 3. An elected member of the Council whose term has expired shall be ineligible for one year for re-election to the Council. 4. The Council shall annually elect by simple majority vote a Chairperson from among its members at large. 5. The Church Council shall meet at least every other month. B. Responsibilities 1. It shall be the responsibility of the Church Council to visualize the entire task of the Church; to supervise and receive reports from the various boards and committees; to inform and advise the officers, boards, and committees of the general direction and relative significance of the various programs of the Church; and to coordinate and cooperate with all concerned to ensure the implementation of the total Church program. 2. It shall be the particular responsibility of the Council, acting for the congregation: a. To coordinate Church activities by preparing and maintaining a Church calendar. b. To fill vacancies in elected offices, boards, and committees as they occur, as recommended by the Nominating Committee, until the next annual meeting, at which time the unexpired terms will be filled by election. c. To secure any information it may require in the discharge of its duties from any officer, board, committee, or auxiliary organization. d. To supervise the Church Officers, with the assistance of the Senior Minister. e. To have published and distributed an annual report to the congregation from the ministers, officers, boards, standing committees, and auxiliary organizations. 3. The Church Council shall, in the event of conflict between any officers, boards, committees, or other church sponsored organizations, decide all questions of jurisdiction and authority. 4. It shall also be the particular responsibility of the Church Council to supervise the functioning of the following, boards, committees, and other Church sponsored associations: Board of Deacons, Boards of Youth and Adult Education, Board of Missions, Board of Music and the Arts, Board of Trustees, Board of Stewardship, the Nominating Committee, and the Partnership Committees. A. Organization 1. The Board of Deacons shall consist of twelve men and women who are members of the Church. Meetings shall be held no less frequently than every three months. 2. The members shall be elected for a term of three years in such manner that the term of four members shall terminate each year. 3. An elected member of the Board whose term has expired shall be ineligible for one year for re-election to the Board. 4. The Board of Deacons annually shall elect by simple majority vote a Chairperson from among its members. B. Responsibilities 1. It shall be the responsibility of the Board of Deacons to visualize and implement the spiritual program of the Church in cooperation with the Senior Minister. The board shall also administer the sacrament of Holy Communion. 2. The Board of Deacons shall establish and maintain a continuing program of Christian fellowship through visitation to newcomers, the sick, the bereaved, and the aged in cooperation with the ministers. 3. It shall be the particular responsibility of the Board of Deacons to appoint and supervise a Membership Committee whose primary purpose is to attract and assimilate new members into the Church. The committee shall consist of two members from the Board of Deacons, one members from the Board of Stewardship, and two members from the congregation at large. The committee will work closely with the ministers to coordinate all visitations, functions, and fellowship opportunities. 4. It shall also endeavor to strengthen the participation of the entire congregation in the continuing life of the Church. 5. It shall be the responsibility of the Board of Deacons to promote the concept of pastoral counseling as a ministry of the Church. 6. The Deacons shall aid the ministers in the preparation and evaluation of the worship services and devotional life of the Church. 7. The Deacons shall be responsible for ushering. 8. The Board of Deacons shall appoint a Chancel Committee to be responsible for flowers, decorations, and communion materials. 9. Each year the Board of Deacons may select a maximum of two church members as candidates for the honorary position of Deacon Emeritus. Prior to the annual church meeting, the Board of Deacons shall solicit nominees for Deacon Emeritus from the church membership. These candidates will be submitted to the Nominating Committee for approval by members of the Church at the annual meeting. No nominations will be accepted from the floor of the annual meeting. A letter from the Senior Minister shall inform the recipients of their election to this honorary position. Candidates for Deacons Emeritus need not be past members of the Board of Deacons. The Deacons Emeritus is an honorary title, and those elected will not participate as a member of the Board of Deacons unless duly elected to the Board of Deacons at the annual church meeting. 10. The Board of Deacons shall also be responsible for the supervision and functioning of the following Boards and Committees: Board of Youth and Adult Education, Board of Missions, Partnership Committees, Board of Music and the Arts. C. Board of Youth Education 1. Organization a. This Board will be comprised of ten members, one of whom shall be a Deacon appointed annually by the Board of Deacons. A member of the clergy shall be appointed by the Senior Minister to serve on this Board. The same clergy representative shall also serve on the Board of Adult Education. b. After serving a term of three-years, members shall be ineligible for one year to be re-elected to the Board of Youth Education. c. The members shall be elected for a term of three years in such a manner that the term of three members shall terminate each year. d. The Board shall elect by simple majority vote a Chairperson from its members. 2. Responsibilities a. It shall be the responsibility of this Board to visualize and implement the Church's educational ministry to the youth of the Church in cooperation with the ministers and/or the Christian Education Director. b. It shall be the responsibility of this Board to administer all Church School funds. D. Board of Adult Education 1. Organization a. This Board will be comprised of ten members, one of whom shall be a Deacon appointed annually by the Board of Deacons. A member of the clergy shall be appointed by the Senior Minister to serve on this Board. The same clergy representative shall also serve on the Board of Youth Education. b. After serving a term of three-years, members shall be ineligible for one year to be re-elected to the Board of Adult Education. c. The members shall be elected for a term of three years in such a manner that the term of three members shall terminate each year. d. The Board shall elect by simple majority vote a Chairperson from its members. 2. Responsibilities a. It shall be the responsibility of the Board of Adult Education to visualize and implement adult education programs, and to support the ministers, Church boards, and individual members in conceiving, organizing, promoting, and conducting such activities. b. It shall be the responsibility of the Board to administer any funds set aside by the Church for the financial support of the Church members engaged in theological or other specific preparations for careers in the Church. E. Board of Missions 1. Organization a. This Board shall be comprised of ten members, one of whom shall be a Deacon appointed annually by the Board of Deacons. b. After serving a term of three years, members shall be ineligible for one year to be re-elected to the Board of Missions. c. The members shall be elected for a term of three years in such manner that the term of three members shall terminate each year. d. The Board annually shall elect by simple majority vote a Chairperson from among its members. 2. Responsibilities a. The Board of Missions duties shall be to distribute the available Church funds to worthy, charitable purposes such as aiding the sick and the aged and to needy Christian missions. b. If Church funds are not available for special cases, it may bring worthy causes to the attention of the congregation to enlist its participation in them. F. Partnership Committees 1. Organization a. From time to time, as the need occurs, the Board of Missions may recommend to the Church Council the establishment of a Partnership Committee to plan and manage specific partnership activities. Conversely, the Board may recommend the dissolution of any existing partnership, should such partnership no longer be deemed active and/ or desirable. b. The Council shall act on the Board of Missions' recommendation; a simply majority of affirmative votes shall establish or dissolve a partnership committee. c. Each committee shall consist of five at large members of the congregation, recommended by the Nominating Committee. Service on these committees shall not preclude simultaneous service on another church board or committee. Elected members shall serve for a term of three years. d. One member of each partnership committee elected by the committee members shall act as Chairperson and shall report to the Board of Missions and attend all Board meetings. e. Advocates of a partnership are encouraged to participate in the partnership activities. 2. Responsibilities a. Each partnership committee shall establish guidelines for its partnership and shall formally outline a plan for its activities. The Board of Missions shall review and approve such plans. b. Each partnership committee shall oversee the development of the partnership, according to the established guidelines and formal plan. G. Board of Music and the Arts 1. Organization a. This Board shall be comprised of ten members, one of whom shall be a Deacon appointed annually by the Board of Deacons. b. After serving a term of three years, members shall be ineligible for one year to be re-elected to the Board of Music. c. The members shall be elected for a term of three years in such manner that the term of three members shall terminate each year. d. The Board annually shall elect by simple majority vote a Chairperson from among its members. 2. Responsibilities a. It shall be the responsibility of the Board of Music and the Arts to visualize and implement all aspects of the Church's music program, as well as programs in the visual arts and other performance arts such as art exhibitions, poetry readings, and theater. A. Organization 1. The Board of Stewardship shall consist of nine members of the Church. Meetings shall be held no less frequently than every three months. 2. The Board members shall be elected for a term of three years in such a manner that the term of three members shall terminate each year. 3. After serving a term of three years, members shall be ineligible for one year to be re-elected to the Board of Stewardship. 4. The Board of Stewardship annually shall elect, by simple majority vote, a Chairperson from among its members. B. Responsibilities 1. The Board of Stewardship shall advise and assist the Church Council, boards, and committees of the Church in all matters concerning stewardship. 2. The Board of Stewardship shall be responsible for securing financial support for the Church and its benevolent and mission activities through annual pledges by the Church membership. Sufficient records of these efforts shall be established and shall be transferred to the Board of Trustees 3. The Board of Stewardship shall be responsible for establishing ongoing programs to encourage the membership to give of their money, time, and ability to God's work. 4. The Board of Stewardship shall coordinate the fund raising activities of all the Church boards, committees, auxiliary associations and organizations, none of which shall themselves undertake or sanction any solicitation of funds until the Board of Stewardship shall have reviewed the proposed revenue procurement activity. 5. The Board of Stewardship shall coordinate and supervise all capital fund drives. A. Organization 1. The Board of Trustees shall consist of nine members of the Church. Meetings shall be held no less frequently than every three months. 2. The Trustees shall be elected for a term of three years in such a manner that the term of three members shall terminate each year. 3. After serving a term of three years, members shall be ineligible for one year to be re-elected to the Board of Trustees. 4. The Board of Trustees annually shall elect, by simple majority vote, a Chairperson from among its members. B. Responsibilities 1. The Board of Trustees shall supervise the procurement, custody, and care of all Church property and the management of the financial affairs of the Church with the limitation that no real property shall be bought, sold, mortgaged, leased, or transferred without specific authorization by the congregation. In addition, the Board shall maintain custody of all Church funds, including funds raised or granted to any Church board, council, committee, or other Church sponsored associations. 2. The Board of Trustees shall have authority over the use of Church facilities and equipment by other than Church affiliated organizations. 3. It shall be the particular responsibility of the Board of Trustees to appoint and supervise the following committees: a. The Budget Committee shall oversee the Church budget and make monthly reports to the Trustees concerning the relationship of current expenditures to the budget. It shall prepare a budget for the ensuing calendar year for presentation to the Trustees. All councils, boards, committees, and other Church sponsored associations shall submit their budgets to the Budget Committee upon the Committee's request. b. The Property Committee shall be responsible for the maintenance of all Church property including land, buildings, and equipment. It shall engage in a continuing program of upkeep and improvement of Church properties. It shall also be responsible for parking. c. The Endowment Committee shall be responsible for the management and investment of all gifts, contributions, and bequests not specifically designated and shall place them in a perpetual endowment fund. Expenditures of principal from this fund in excess of 5% of the current year's budget shall be authorized by the Trustees only with the concurrent approval of the congregation. d. The Personnel Committee shall review and oversee the personnel policies of the Church, including, but not limited to job descriptions, employee performance reviews, salaries, wages, vacations, sick leave, leaves of absence, medical and retirement plans, and life and other forms of insurance for Church personnel. The Board of Trustees shall endeavor to select as members of this Committee persons who have had prior experience in personnel administration. 4. The Board of Trustees shall have the privilege of refusing any gift or bequest. 5. Surplus of income over budget in any fiscal year may be expended by the Trustees up to an amount not exceeding 5% of the current year's operating budget. Surplus from prior years may be used to make up deficiencies in current operating funds or non-budget items to the extent of 5% of the current year's budget. Expenditures beyond these limits shall require the approval of the congregation. 6. It shall be the responsibility of the Board of Trustees to order annual audits of the financial accounts of the Church and all councils, boards, committees, and other Church sponsored associations at the close of each fiscal year and to present a written report to the Church Council. This report should be attached to the Treasurer's annual statement to the congregation. A. Organization 1. The Nominating Committee shall consist of one member each from the Church Council, the Board of Deacons, and the Board of Trustees and four representatives from the congregation at large by the congregation at the previous annual meeting. 2. The Chairperson shall be the representative from the Church Council. B. Responsibilities 1. The Committee shall present to the Church Council one nominee for each vacancy for Church officers, boards, and committees at least three weeks prior to the annual meeting of the congregation. 2. The Nominating Committee shall also nominate candidates to fill vacancies in offices, boards, and committees as they occur throughout the year. 3. In selecting candidates, the Committee should seek a diverse representation of members from the congregation. All organizations supplemental to the program of the Church shall be under the supervision and control of the Church Council and shall present an annual written report to the Church Council. All Chairpersons and other leaders shall be members of the church. An Historian/Curator shall be elected annually to keep a journal of the significant events during the Church year. Photographs, documents, and other important papers shall be kept on permanent file at the Church. The Historian/ Curator shall maintain the historic records of the Church and shall also pay particular attention to the maintenance of the historical values inherent in the various Church buildings and properties. VII. Appointment of Special Committees Any board, council, committee, or other Church-sponsored organization of the Church has the right to appoint, for specific purposes, any committee necessary for the convenient operation of the board, council, or committee. Such committees shall make a written report to the appropriate entity and shall terminate at the end of the current calendar year unless they are re-appointed by the ensuing entity.
VI. ARTICLE VI: THE SENIOR MINISTER AND CHURCH STAFF A. Senior Minister 1. The Senior Minister shall be the Executive Director of the Church and be responsible for the administration of the total program of the Church. He or she is vested with the necessary authority to ensure the complete coordination and cooperation of the total staff in purposeful Christian ministry. 2. When a vacancy in the Pastorate occurs or is anticipated, a Pulpit Committee consisting of at least one member from the Church Council, Board of Deacons, and Board of Trustees, appointed by the Board of Deacons, shall select a candidate and present him or her at a joint meeting of the Church Council, Board of Deacons, and Board of Trustees. After which, the candidate will be presented to the congregation at a congregational meeting called for that purpose. A two-thirds vote of Church members present and eligible to vote shall be required to authorize the call. Acceptance of the call will complete the covenant between the Church and the Senior Minister. 3. The Senior Minister or his or her designee shall be an ex-officio member of the Council, and of all the Boards and Committees, and the Senior Minister shall be acting Chairperson of every committee, board, and the Council for the first meeting of the year until a new Chairperson is elected. 4. The term of the Senior Minister shall be indefinite. The Church may, by two- thirds vote of the members present and voting at a congregational meeting called for that purpose, terminate the covenant by giving sixty days written notice to the Senior Minister. The Senior Minister shall give sixty days written notice to the Chairperson of the Church Council if he or she wishes to terminate the covenant. B. Church Staff 1. The congregation shall maintain an adequate staff to carry out such duties as are deemed necessary by the Church Council. The Church staff shall consist of those persons who are paid for their regular and continued services to the Church with the exception of the Senior Minister. 2. All staff members, including the Associate Ministers, shall be employed, supervised, evaluated, and terminated by the Senior Minister after consultation with the Exigency Committee. 3. The Senior Minister shall be responsible for supervising all staff members but may, at his or her discretion, delegate supervision to any committee under whose jurisdiction said staff members shall function.
These By-Laws may be amended by a favorable vote of two-thirds of the active members in good standing present and voting in an annual meeting or special meeting at which a quorum is present. Written notice of the proposed amendment or amendments shall be mailed to all active members at least two weeks prior to the meeting and be posted prominently in the Church and read from the pulpit on two consecutive Sundays prior to the meeting. If the meeting occurs on a Sunday, then that Sunday may be one of the two consecutive Sundays. Such written notice shall specify the time and place of such a meeting and the proposed amendment or amendments.
Constitution and By-Laws adopted Amended: January 5, 1989; June 28, 1992; September 17, 1995; Revised January 26, 2003.
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