1. Committees comes under the authority of the Elder Board and exist to assist it in carrying out its responsibilities. An elder or pastor is appointed to oversee the activities of each committee and serves as the liaison to the board. The elder/pastor liaison is encouraged to attend committee meetings, but he is not a committee member and should not vote in committee meetings.
2. Initially, with the assistance of the elder/pastor liaison, each committee shall submit to the Elder Board:
a.
A proposed
written copy of its Statement of Purpose, which shall be reviewed and approved
by the board. This Statement of Purpose shall then be reviewed annually by the
committee and the elder/pastor liaison to confirm that the function of the
committee remains in alignment with the GFEFC Mission Statement, and, if
necessary, any recommended revisions shall be submitted to the Elder Board for
approval.
b.
A list of the
responsibilities of the committee, which shall be reviewed and approved by the
board. These responsibilities shall then be reviewed annually by the committee
and the elder/pastor liaison.
3. The Elder Board shall appoint an Administrator for a one-year term. This term will begin following the annual church business meeting and will conclude at the following year’s annual church business meeting
4. The Administrator and elder/pastor liaison will select members for the committee following the annual church business meeting. Consideration should be given to the individuals with prior service on the committee in an attempt to facilitate continuity in the function of the committee. Committee members will make an initial commitment to serve for one year, but may be asked to serve up to four (4) consecutive terms. The Elder Board must approve all committee members.
5. The Administrator is responsible to the elder/pastor liaison for developing leadership to ensure the multiplication of this committee's ministry.
6. When a committee uses the church facilities for any of its functions, it is responsible for returning the church facilities to their original state at the conclusion of its activities.
7.
Administrators
will participate in semi-annual meetings of all committee administrators and
team leaders, at times to be determined by the Elder Board
8. Committees should meet at least four (4) times each year.
9.
Committees will
appoint a secretary, who will be responsible for transcribing the minutes of
each committee meeting and submitting those minutes to the Administrator on a
timely basis.
10.
Administrators
are responsible for submitting minutes of any meetings of the committee to the
elder/pastor liaison within three (3) weeks of such meetings.
11.
Administrators
must submit a written summary of the committee's activities for the year to the
Elder Board three (3) weeks before the annual church business meeting.
12.
Administrators
must submit a budget request to the Finance Team, in writing, by November 30
each year.
13.
The monitoring
of a committee's annual budget is ultimately the responsibility of the
elder/pastor liaison (as an elected representative of the congregation). The Administrator and elder/pastor liaison
are responsible for keeping each other informed of the committee's expenditures
in comparison to the budget as the year progresses.
14.
All check
reimbursement forms must be approved and signed by the Administrator or
elder/pastor liaison, and the item must be properly described for posting to
the committee’s budget line item by the Financial Secretary.