Operational Guidelines of the
First International Baptist Church Copenhagen, Denmark
Approved at a Church Meeting (October 30, 2011) These are guidelines only, subject to revision, and are not to be regarded as rules or laws. Introduction This document is provided to aide the Pastor, Associate Pastors, Elders, Council Members, Church Officers, and individual Team Leaders in the day-to-day governance and operation of First International Baptist Church of Copenhagen (FIBC) and its various ministries. As stated in our Church Constitution, item 7, on Structure: “The governance of FIBC is vested in Christ as the head of the church and the spiritual guidance of the Holy Spirit, as discerned by the collective membership of this local church.” “The Church Council may make recommendations to the membership regarding the proper functioning of the church in order to fulfill its objectives in local and worldwide ministries, including the need to co-opt additional Ministry Team Coordinators to the Church Council until the next annual election. The members of this church shall decide through democratic processes all the recommendations presented by the Church Council.”
Church Council The Chairman of the Church Council will either be the Pastor or a Council member, elected by the Church Council to serve as Council Chairman. Ministry Team Coordinators are elected by the congregation to the generic position of Ministry Team Coordinator. Once a newly elected Council convenes, the Ministry Teams will be assigned to Council members as Ministry Team Coordinators. . Council Members 1. Pastor and any Associate Pastors 2. Elders(s) 3. Ministry Team Coordinators, of • Administration Teams • Fellowship Teams • Outreach Teams • Prayer Teams • Sunday School Teams • Worship Teams • Youth Teams
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Sunday School Teams Worship Teams Youth Teams
. General Responsibilities • To oversee the administrative and operational needs of the church. • To oversee the programme and activities of the Church. • To develop a programme designed for church growth. • To make recommendations to the church on all matters, including election of Council members, officers and changes to the Constitution. • To receive regular reports from Ministry Team Coordinators. • To see that minutes are recorded at each Church Council meeting. • To make at least quarterly ministry reports to the church. • To consider any concerns or recommendations from Church members regarding the Church. • To oversee the operation and use of Love Offering funds. • To interview individuals seeking Church membership. • To make available a current copy of Robert’s Rules of Order for consultation by Church members. . Pastor, Associate Pastor(s) and Elder(s) Responsibilities • To oversee the LIFE Group ministries. • To oversee Ministry Team Coordinators and their respective Ministry Teams. • To oversee the preaching and teaching ministry of the Church. • To shepherd the Church members and participants in fellowship towards Spiritual growth (visits, intervention, correction, counseling). . Ministry Team Coordinator Responsibilities • To coordinate all Ministry Teams assigned. • To receive regular reports from each of their Team Leaders. • To ensure that their Ministry Teams are supplied with the funds and materials needed to carry out their responsibilities. • To approve expenses of their Ministry Teams for reimbursement. • To submit an annual plan and budget for their ministry. • To oversee their respective Ministry Teams.
Ministry Teams Each Ministry Team will have an appointed Team Leader as the day-to-day manager of their Ministry Team. The Team Leader is expected to serve on their team and actively lead that Ministry Team in the performance of their assigned responsibilities. They are responsible for recruiting as many team members as necessary to carry out their ministry. However, Team Leaders are not expected to take any and all volunteers, instead they should prayerfully consider whether an individual is gifted in the assigned area of ministry and responsible enough to be a consistent and contributing member of the Ministry Team. Below, are the responsibilities of each of the Ministry Teams: . Administration Teams 1. Finance Team • To count and record all funds received each week, noting all designated funds. • To keep all documentation and receipts, and maintain the financial records of the church. • To report to the Administration Coordinator monthly. • To produce annual budgets and finance reports. • To recommend an individual to the Church for election as internal auditor. • To have an internal auditor audit the bookkeeping prior to Church meetings. 2. Constitution Team (ad hoc) To review the Constitution and guidelines for any changes necessary regarding relationships with the Danish Baptist Union, the Danish civil authorities, and the International Baptist Convention. • To recommend necessary changes/amendments to the Church Council. • To give the Church Council written notice of proposed changes to the Constitution to be approved by the church. •
International Baptist Convention. • To recommend necessary changes/amendments to the Church Council. • To give the Church Council written notice of proposed changes to the Constitution to be approved by the church. 3. Church/Pastor Relations Team • To work with the Pastors to resolve conflicts. • To maintain appropriate relationship and partnership with other churches and Baptist Unions. • To recommend to the Church Council, the salaries and employment of staff. 4. Pastor Search Team • To conduct a search for a suitable Pastor and Associate Pastor (s). • To submit a nomination for a Pastor and Associate Pastor (s) to the Church Council for approval. 5. Facilities Team • To be responsible for church property e.g. projectors, computers, buildings. • To seek new facilities when necessary. 6. Clerical Team and Church Clerk • To maintain a current membership list. • To maintain a list of participants in fellowship and to contact and cultivate these on a regular basis. • To publish a directory of Church members and participants in fellowship. • To publish a newsletter addressed to Church members and participants in fellowship. • To maintain a list of Ministry Teams, Team Leaders and team members (provided by each Ministry Team Coordinator). 7. Website Team • To maintain and update the Church website. • To manage the files on the webserver and Church email accounts. . Fellowship Teams 1. Sunday Fellowship Teams • To reserve the Fellowship Hall or other available space. • To enlist responsible persons to provide food and drinks, set up and clear away following Sunday worship. 2. Special Events Fellowship Team • To enlist responsible persons for each event and outing. • To set and publicize luncheons/potluck meals. 3. Men’s Ministry Team • To inspire Spiritual growth in men through events and activities designed to encourage fellowship among the Church’s men. 4. Women’s Ministry Team • To inspire Spiritual growth in women through events and activities designed to encourage fellowship among the Church’s women. . Outreach Teams 1. Outreach Team • To provide publicity for special church events. • To identify, support and promote local outreach activities. • To coordinate with other churches and ministries on outreach activities. 2. CONNECT Team 3. Missions Team • To promote/monitor missionary programme.
2. CONNECT Team 3. Missions Team • To promote/monitor missionary programme. • To maintain and support missions (local and world wide). • To maintain contact with other charity organisations. • To coordinate local missions. • To keep the Church members informed about supported missionaries. 4. Alpha Course Team • To prepare, promote and implement Alpha Course in English. • To coordinate activities with other Alpha Courses in Copenhagen. . Prayer Teams • To encourage participation in church wide prayer meetings. • To be responsible for an intercessory prayer team, e.g. receiving and forwarding urgent prayer requests and updates to the Prayer circle. • To encourage regular participation in planned prayer meetings, e.g. men’s, ladies’, as well as before Sunday Service. • To report special prayer needs/requests at church business meetings. 1. Sunday Prayer Team 2. Men’s Prayer Team 3. Ladies’ Prayer Team . Sunday School Teams • To provide age appropriate Sunday School classes for the age groups from birth to 12 years old including a Nursery class, a Juniors class, and a Seniors class. • To develop and deliver lessons each week that are interesting, educational and enjoyable for the students. • To work together with the other class team leaders regarding any ideas for improving or creating continuity between Sunday School classes. • To ensure that teaching schedules are created in a timely manner. 1. Seniors Class Team (Grades 4-‐6) 2. Juniors Class Team (Grades 1-‐3)
3. Nursery Team (Birth – Kindergarten) . Worship Teams 1. Worship Team • To plan the order of worship in consultation with the Pastor. • To lead each worship service with hymns, songs and music in keeping with the worship theme. 2. Audio/Visual Team • To set up and operate all audio/visual equipment in preparation for and conduct of all worship services (including the soundboard, microphones, monitors, speakers, amplifiers, projectors, computers…) • To break down, store, and secure all audio/visual equipment at the conclusion of all worship services. 3. Children’s Music Team (ad hoc) • To provide leadership for children’s choirs. • To provide age appropriate music supplies. 4. Usher/Greeter Team • To greet people in the foyer. • To give special attention to visitors, to introduce them to members and to request them to fill out the visitor’s information card. • To be attentive of newcomers/guests at the fellowship time after worship services. • To receive the offering. 5. Lord’s Supper Team • To prepare for Communion Services
worship services. • To receive the offering. 5. Lord’s Supper Team • To prepare for Communion Services . Youth Group Teams • To provide a nurturing environment for regular youth group meetings. • To lead and organize effective youth programs implementing fellowship, worship, biblical teaching, discipleship, and evangelism . • To provide youth opportunities to serve God through mission work and service projects. • To maintain contact with students and parents, keeping them informed of ongoing activities. • To provide counseling and spiritual direction to youth on an individual basis.
LIFE Groups The LIFE Groups of FIBC should be a place where Christians are being grounded and strengthened in Biblical truth, growing to Christ-like maturity, and being equipped for ministry, leadership and evangelism. Below are the guidelines to be observed in the LIFE Groups: (a) Any member, associate member or participant in fellowship may, with approval of the Pastor(s) and Elder(s), lead a LIFE Group at FIBC. (b) The Leader shall select appropriate English language Bible study materials, in consultation with the group. (c) The Leader shall determine the location and schedule for LIFE Group meetings. (d) The Leader may delegate responsibility for leading the Bible study at each meeting. (e) The Leader may assist the Pastors and Elders with the pastoral care and visitation of group members. (f) Each regular member of a LIFE Group is encouraged to serve on at least one ministry team at FIBC
Church OfYicers and their Responsibilities . Pastor •
The Pastor shall be responsible for the spiritual welfare of the church’s members.
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The Clerk shall be responsible for maintaining the membership roll and taking minutes of Church Meetings.
. Clerk
. Treasurer • The Treasurer shall be responsible for the oversight of the church’s financial records, working in cooperation with the Finance Team to provide the church members with quarterly finance reports which have been independently audited by an internal auditor.
Election of Church OfYicers, Associate Pastors, Elders and Church Council Members . Church OfYicers • Church Officers are elected by church vote at a Church Meeting (either an Annual General Meeting, Ordinary Church Meeting or Extraordinary Church Meeting). 1. Pastor • The Pastor will be nominated by a Pastor Search Team, whose members are full members, elected at a prior Church Meeting. •
1. Pastor • The Pastor will be nominated by a Pastor Search Team, whose members are full members, elected at a prior Church Meeting. • The nominee must be approved by the Church Council and be recommended by the Church Council for election at a Church Meeting. • The nominee will be elected as Pastor by a majority of votes cast in his favor. 2. Clerk • The Clerk will be nominated by a member at a Church Meeting and elected as Clerk by a majority of votes cast in his or her favor. 3. Treasurer • The Treasurer will be nominated by a member at a Church Meeting and elected as Treasurer by a majority of votes cast in his or her favor. . Associate Pastors • Associate Pastors will be nominated by a Pastor Search Team, whose members are full members, elected at a prior Church Meeting. • The nominee must be approved by the Church Council and be recommended by the Church Council for election at a Church Meeting. • The nominee will be elected as Associate Pastor by a majority of votes cast in his favor. . Elders
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Elders will be nominated by the Pastor. The nominee must be approved by the Church Council and be recommended by the Church Council for election at a Church Meeting. The nominee will be elected as Elder by a majority of votes cast in his favor. The elected Elder will be ordained by the Pastor in an ordination ceremony at a Church Meeting or Church Worship Service.
. Church Council Members • Council members are elected from full or associate members annually for a two-year term to the position of Ministry Team Coordinator in the following manner: • 5 weeks prior to the last Ordinary Church Meeting (OCM) of the year, nominations will be requested from all within the Church fellowship. • 3 weeks prior to the last OCM of the year, nominations must reach the current Church Council. • 2 weeks prior to the last OCM of the year, nominations will be announced and election ballots will be distributed to all Full and Associate members. • During the last OCM of the year, election ballots will be counted. A Church member is elected to the Church Council by a majority of votes cast in his or her favor. • Ministry Team Coordinators are assigned their ministry teams in a Church Council meeting (no voting necessary by the Church).
Church Meetings . Frequency
. Call
• As a general rule, the Annual General Meeting (AGM) should be held no later than early February and the Ordinary Church Meetings (OCM) should be held in May, August and October. • AGMs and OCMs will be announced in the bulletin at least 4 weeks prior to the meeting and meeting agendas will be available to the Church members 2 weeks prior to the meeting.
• AGMs and OCMs will be announced in the bulletin at least 4 weeks prior to the meeting and meeting agendas will be available to the Church members 2 weeks prior to the meeting. . Extraordinary Church Meetings • Extraordinary Church Meetings (ECM) will be called for urgent matters requiring Church approval as deemed necessary by the Church Council. • ECMs will be announced in the bulletin and the meeting agenda will be made available to the Church members at least 2 weeks prior to the meeting. FIBC Operational Guidelines 1
