Chapel by the Sea Policies and Procedures

Index

2010-08-16T17:05:00.000-07:00

POLICY AND PROCEDURE MANUAL

This web page is for the benefit for the elders, members and friends of Chapel by the Sea. It is here that you will find Chapel's policies and procedures. Simply use your curser to point at the policy you would like to read and click. A page containing that policy should open.

Table of Contents

BY LAWS OF THE CORPORATION OF CHAPEL BY THE SEA

GENERAL ADMINISTRATION POLICY

Policy and Procedure Manual 01:001

Child Protection Policy and Background Checks 01:002

Committee Communications and Planning 01:003

Nomination Committee 01:007

Community Events 01:014

Trips and Tours 01:010

Committee Structure and Function 01:011

COMMUNICATION AND RESOURCES TEAM'S POLICIES

Bank Accounts 02:001

Cash Advance 02:002

Weekly Contributions 02:003

Fixed Assets 02:004

Gifts of Securities by Chapel Contributors 02:005

Insurance and Bonding 02:006

Leases and Contracts 02:007

Memorial Funds 02:008

Non-Cash Gifts 02:009

Open Credit/Vendor Accounts 02:010

Petty Cash 02:011

Presbyterian Foundation Fund Investments 02:012

Reimbursement of Expenses 02:013

Requisitioning, Purchasing and Accounts Payable 02:014

Accounting Practices 02:015

Approving Expenses and Disbursements (including Restricted Funds) 02:016

Building Use 03:001

Emergencies-Hurricanes and Other Disasters 03:002

Independent Contractors 03:004

Security of Premises and Property 03:005

Chapel Vehicle Usage 03:006

DISCIPLESHIP AND FELLOWSHIP TEAM'S POLICIES

Camps and Conferences 05:001

Chapel Scholarships 05:003

Vacation Bible School 05:005

After School Program - Staff 05:006

MISSION AND OUTREACH TEAM'S POLICIES

God’s Table 11:001

Parish Health - Medical Equipment 08:001

Special Offerings 12:000

PERSONNEL TEAM'S POLICIES

Age Discrimination in Employment 04:001

Americans with Disabilities Act (ADA) 04:002

Anti-Harassment/Sexual Harassment 04:003

Employee Benefits – Board of Pensions 04:004

Family Medical Leave 04:005

Bereavement Leave 04:006

HIV/AIDS 04:007

Holidays 04:008

Personnel & Human Resources 04:009

Vacation for Full-Time Staff 04:010

Vacation for Part-Time Staff 04:011

Employee Sick Leave 04:012

Employee Time off to Vote 04:013

Jury Duty 04:014

Pastor's Vacation 04:015

Continuing Education 04:016

Position Description 04:018

WORSHIP TEAM'S POLICIES

Funerals for Members 09:001

Funerals for Non-Members 09:002

Weddings 09:003

Usher's 09:004

Chancel Flowers 09:005

Music Camps and Conferences 07:001

Care of Uniforms and Choir Robes 07:002

Approving Expenses and Disbursements of Funds #02:016

2010-08-16T08:19:00.000-07:00

Purpose of Policy: To clarify for the Church Administrator and the elders when to write checks without prior authorization.

Policy: The following items should be paid without prior approval (beyond that approval granted by the adoption of the annual budget):

1. Compensation for staff, including salaries, benefits, continuing education, and travel.
2. Travel reimbursements for staff who have budgeted travel reimbursements
3. Utilities for the Chapel by the Sea facilities.
4. Routine maintenance
5. Payment of Taxes (such as property tax on rental property and payroll taxes)
6. Insurance payments
7. Payments for items from donor restricted donations (such as, a donation is received and accepted for buying refreshments for a youth event, then those refreshments can be purchased without further approval).

If an expense voucher or request comes to the Church Administrator without meeting the guidelines above, or without prior approval from the Session and its Communication and Resources Team, then the request will go to the Chair of Communication and Resources Team. If the Chair is not available, it should go to at least two members of Budget and Finance Committees. No payment will be made that is not within the Session's adopted annual budget without Session approval (such requests should first go to the Communication and Resources Team for a recommendation to the Session, which may be a recommendation either in favor or in opposition of the request).

Approved July 2010

AFTER SCHOOL PROGRAM STAFF 05:006

2010-08-16T06:25:00.000-07:00

Policy: The After School Program is permitted by Session to hire individuals as employees or as contract laborers for the operation of this program. Hiring is done by the Director of Christian Education, with approval of the Discipleship and Fellowship Team and the pastor. The employment of those int he After School Program will be completely funded by the income from that program and not by the General Budget of the Church. As a separate category of staff, designated as "After School Program Staff," no benefits will be provided through the Board of Pensions. The Director of Christian Education will be the immediate supervisor of all After School Program Staff. The Church Administrator will be responsible for all employment practices, such as filing of proper forms, taxes, etc.

Rationale and comment: As we continue to develop the After School Program, hiring will be an issue. The After School Program comes under the Discipleship and Fellowship Team so they would be the logical committee to give approval, as they are closer to the program and are more aware of the issues than the Personnel Committee. It is important to name anyone working with the After School as a separate category, so as to reduce costs. Board of Pensions allows us to have as many categories of employment as we desire, but if one person in the category receives benefits, all in that category who work more than a set number of hours must receive benefits.

Approved by Session August 15, 2010

COMMUNITY EVENTS PUBLICITY # 01:014

2010-08-10T07:32:00.000-07:00

PURPOSE:

To specify appropriate use of Chapel bulletin boards, bulletins, counter tops and newsletter space.

SCOPE:

All requests and use of space in our promotional materials and display areas by groups outside of the Chapel.

PROCEDURE:

· Community events and activities by non-profit organizations and other churches in the area may be displayed on the bulletin board in Room 5 (the Community Room) of the educational building only, following review by Staff for appropriate content.

· No use shall be made of any church or group promotional materials, such as newsletters, bulletins or display space outside of Chapel and its ministries (except in room 5). This includes use of bulletin boards and counter tops by groups including non-profit organizations and other churches’ activities in the area.

RESPONSIBILITY:

The Staff shall be responsible for reviewing all submitted materials and ensuring no items shall be displayed or printed in any way other than directed above.

TRIPS AND TOURS #01:010

2010-08-10T05:40:00.000-07:00

POLICY:

To comply with the restrictions of Chapel By The Sea’s liability insurance policies and to prevent policy cancellations, increased premiums and/or legal issues.

SCOPE:

This Policy shall apply to all Staff, Members and outside parties. This Policy shall neither pertain to nor include Chapel Ministry such as field trips, or mission expeditions. Also see Policy Vehicle Usage[ 03: 006]

PROCEDURE:

· No commercial travel tour/vacation packages shall be considered a Chapel Ministry.
· No travel packages or tours shall be conducted, arranged or led through Chapel By The Sea.
· Only trips for the purpose of Mission or Christian Education (such as a retreat or Family Camp to Cedarkirk) that have been recommended by a Committee and approved by the Session shall be deemed a Chapel Ministry.

RESPONSIBILITY:

It shall be the responsibility of Session, Pastor and Staff to ensure compliance with this Policy.

NOMINATING COMMITTEE -- 01:007

2008-08-10T08:11:00.000-07:00

POLICY:

To ensure a uniform and effective Policy solely for the nomination process for Elder selection.

SCOPE:

This Policy shall apply to all members of the Nominating Committee for Elder selection.

PROCEDURE:

• Composition of the Nominating Committee shall be two (2) Session Members and three (3) Congregation Members at large and shall comply with the Book of Order, [G-14.0201b].
• Selection of Congregation Members to the Nominating Committee shall come only from the Congregation (not from the Session).
• The Congregation, Staff and Session may submit names to the Nominating Committee for consideration as Elders.
• No nominee shall be asked if he or she will serve until the Committee has made its final selection decisions.
• A majority of nominees shall be full time residents of the local area.
• A thorough understanding of an Elder’s commitment and responsibilities and a candidate’s ability to meet these requirements, as well as the needs of the Session, shall be at the forefront in the selection process.
• A candidate’s commitment to the Reformed Theology Doctrine shall be part of the selection process.
• Selection of nominees shall not be made by telephone. Selection shall be carried out in a Committee Meeting. Minutes of the meeting shall be recorded stating what names were submitted, the final choices for nomination, and who will contact the candidates.
• The Pastor is a member of the Committee and shall attend all meetings according to the Book of Order, [G-14.0201b]. The Pastor will be asked for input regarding every potential nominee before that person is approached about his or her willingness to serve.
• Requesting Staff input during the selection process is beneficial in arriving at final choices.

RESPONSIBILITY:

The Nominating Committee shall be responsible for the selection of Elder Nominees with input from the Congregation, Pastor, Staff and Session.

INDEPENDENT CONTRACTORS # 03:004

2008-01-01T09:28:00.000-08:00

POLICY:

To ensure that all test factors defining Independent Contractors by the Internal Revenue Service are met as opposed to an employee.

SCOPE:

This Policy includes all services performed by an independent contractor

PROCEDURE:

• Any independent contractor shall pass the twenty(20) factor balancing test used by the IRS to differentiate between an independent contractor and an employee.

• An independent contractor shall be covered by the contractor’s workers’ compensation and general liability insurance.

• The independent contractor shall submit a Certificate of Liability to the Church Administrator.

RESPONSIBILITY:

The Church Administrator, working with Communication and Resources Team, shall be the contact with independent contractors.

COMMITTEE STRUCTURE & FUNCTION # 01:011

2008-01-01T09:14:00.000-08:00

POLICY:

To establish Committee formation, processes and function.

PROCEDURE:

1. New Committees shall be formed at the request of the Session who shall determine the specific responsibilities of any proposed Committee.

2. At least one Staff shall be an active Committee representative, without voting rights.

3. Each Committee shall have a Chairperson.

4. Each Committee shall schedule regular meetings and ensure that minutes are recorded and distributed to each member, including the Elder and Staff.

5. A Committee may establish one or more task forces to accomplish specific, well-defined and time-limited tasks.

6. Beginning with the installation of new elders in 2010, there is a limit that each elder would serve on no more than two committees, unless specific approval is granted by the Session.

7. There should be two elders on Budget and Finance Committee and Personnel Committee, and at least one elder on each of the permanent Session Committees (Building and Grounds, Christian Education, Evangelism, Fellowship, Mission, and Worship). (Note that the term "should" does not mean "shall," but denotes a strong advisory).

8. Two committees shall be required to have a Session member as chair: Budget & Finance Committee and Personnel Committee.

9. Any Capital Funds Committee, although a temporary committee, is required to have an elder as chair.

APPROVED: September 15, 2009

RESPONSIBILITY:

Session is responsible for the establishment and function of Committees.

GOD’S TABLE # 10:001

2007-10-01T17:03:00.000-07:00

POLICY:

To determine basic Guidelines for the Program called “God’s Table,” an outreach program to the homeless of Fort Myers Beach.

SCOPE:

Policies and Procedures apply to all volunteers, staff and participants.

PROCEDURE:

God’s Table is open to all that are homeless or in need in our community.
Volunteers are welcome from the community and other churches. Participants are also welcome to volunteer after being screened for the position. New volunteers should be trained in all facets of the operation, not simply the particular task they perform on a specific day.
Monday through Friday, 7:00 A.M. to 8:30 A.M. participants may eat breakfast, take a bag lunch with them as well as a bag of canned goods for their evening meal. Clothing, personal items and showers are available on a daily basis and haircuts are available on various days.
Additional services are provided on when possible – nurse, Salvation Army representatives, VA representatives and a social worker.
St. Vincent de Paul is available for crisis assistance in their office at Chapel By The Sea, typically on Monday, Wednesday and Friday from 9:00 to 10:00 AM. Some types of assistance they can help with are: bus tickets, filling of prescriptions, rent and utility bills, and eye glasses.
All funds donated for use in the God’s Table Program will be used only to directly serve the participants.

RESPONSIBILITY:

The Beach Ministerial Association has responsibility for oversight of the God’s Table Program. Chapel By The Sea’s Parish Nurse acts in an advisory capacity to the Program.

There is at least one Program Coordinator with responsibility for overall Program Management. Daily Coordinators are responsible for daily operation.

LAST REVIEWED: December 2008

CHANCEL FLOWERS # 09:005

2007-09-05T17:02:00.000-07:00

POLICY:

To describe the process for donating, delivering, and using flowers in the Chancel to enhance the worship experience and to further include shut-ins, homebound, and recently hospitalized in Chapel fellowship.

SCOPE:

This Policy includes all flowers, real or silk, to be used in the Sanctuary to enhance the worship experience.

PROCEDURE:

The Church Administrator shall select flowers and the appropriate florist.
Members and friends of the Congregation and their families are encouraged to donate flowers in memory/honor of or in celebration of loved ones and special occasions.
The donors and the designation shall be printed in the Bulletin.
All floral donations, including seasonal flowers such as poinsettias must have a card completed with the appropriate information in the main office. This information includes whether or not the donor wishes to take the flowers following the last worship service or have the flowers delivered to Chapel members or friends.
The Parish Nurse determines the recipient of the flowers.
Donations are accepted to defray the cost of the flowers. The donation is approximately equal to the actual cost to Chapel.
Births of children and grandchildren of Chapel members or other special remembrances are traditionally celebrated by a single rose in a vase on the communion table. This donation is managed by the Church Administrator and a donation for the cost is expected..
When no donors have reserved a specific Sunday, silk flower bouquets will be placed in the Chancel area instead of fresh flowers. Silk bouquets may also be used on occasion for weddings, funeral/memorial services, concerts, and special worship services.

RESPONSIBILITY:

The Church Administrator is responsible for assuring that flowers are in place for all worship services.

LAST REVIEWED: December 2008

USHERS # 09:004

2007-09-04T17:02:00.000-07:00

POLICY:

To provide a process for training and recruitment of ushers.

SCOPE:

These Procedures apply to all worship service ushers.

PROCEDURE:

Head ushers are selected by the Worship Team.
Head ushers are responsible for securing and overseeing ushers for each Sunday in a specified month for a specified hour of worship.
Ushers report directly to the head usher if unable to fulfill their duties.
The head usher reports to the Worship Team Chair if unable to fulfill his/her responsibilities.
Guidelines and checklists describing ushering responsibilities, emergency procedures, and diagrams of the Sanctuary shall be given to all ushers in advance of their time for ushering.

RESPONSIBILITY:

The Worship Committee shall be responsible for securing a head usher and ushers for each worship service.

USHER'S CHECKLIST:
Click the image for a larger view:

LAST REVIEWED: December 2008

WEDDINGS # 09:003

2007-09-03T12:00:00.000-07:00

POLICY:

To ensure a uniform and equitable wedding Policy for Members and Affiliates, participating friends, immediate families, and Non-Members.

SCOPE:

All weddings performed at Chapel By The Sea Presbyterian Church (U.S.A.) are within the scope of this Policy.

PROCEDURE:

Active Members and Affiliate Members -

Active Members and Affiliate Members may use chapel for weddings, along with their immediate families. Immediate families include children, stepchildren, grandchildren and step-grandchildren. In addition, local residents with a connection to Chapel, at the discretion of the Pastor, may also use the Chapel as a place for their weddings.
All couples being married at Chapel by the Sea must meet the requirements of the State of Florida and the Presbyterian Church (U.S.A.).
Counseling by the Pastor shall be required prior to a firm wedding date. A date and time for the wedding shall not be reserved on the Chapel calendar until the couple have met with the Pastor, and received approval to be married at Chapel By The Sea Presbyterian Church (U.S.A.). The Chapel strongly discourages Sunday wedding ceremonies.
The Pastor shall officiate at the wedding service. Should the couple desire another minister to conduct or participate in the wedding service, an invitation shall be extended only with the consent of the Pastor.
The Organist shall play for weddings. Should the Organist not be available a substitute acceptable to the Pastor shall play.
If a soloist is desired, arrangements shall be made for rehearsal with the Organist.
Music selected for the wedding is part of the worship service and shall be appropriate.
The couple shall consult with the Organist in the selection of music.
No alcohol on church property. This includes limousines, party buses, etc. If alcohol beverages are on board, the vehicle shall not be parked on church property.
No smoking on church property.
Rice, confetti, birdseed, etc, shall not be thrown on church property.
Obscene language is not acceptable
The Chapel sanctuary shall be used with respect at all times.

Photography

Flash photos may be taken during the processional and recessional.
Video cameras, if utilized, are allowed only if they are on tripods.
Cameras may be placed either by the side walls or in the back balcony, but not in the front choir loft.

Fees for Active and Affiliate Members

Minister (at the discretion of the couple)
Organist - Rehearsal and Wedding $ 100.00
Organist -Rehearsal and Wedding with Soloist $ 125.00
Maintenance Director $ 100.00
Counseling charges for materials $50
Wedding Coordinator $100
Sanctuary No Fee
Fees should be made payable to the individual.
A deposit of $ 350.00 shall be paid when the date and time of the wedding are reserved on the Chapel calendar.

Non-Member Fees

Counseling materials $50
Organist - Rehearsal and Wedding $ 100.00
Organist - Rehearsal and Wedding with Soloist $ 125.00
Pastor $ 75.00 each
Maintenance Director $ 100.00
Wedding Director $ 100.00
Checks should be made payable to the individuals
The remainder covers the cost of the sanctuary

RESPONSIBILITY:

The Pastor is responsible for the decision to perform the marriage service and for the counseling of the couple. The Organist is responsible for ensuring that the musical selections for the service are appropriate for a Christian service. The Administrator is responsible for receiving fees and distributing them appropriately.

LAST REVIEWED: December 2008

FUNERAL SERVICE FOR NON-MEMBERS # 09:002

2007-09-02T16:57:00.000-07:00

POLICY:

To establish a fair and consistent Policy for memorial or funeral service requests from a non-member’s family.

SCOPE:

This Policy shall apply to all service requests for Non-Members.

PROCEDURE:

It shall be the responsibility of the Worship Team to have a greeter in the narthex prior to the service.
The Pastor and the Music Director of Chapel shall lead the service. If one is not available, they shall find a replacement.
In the Sanctuary only rituals prepared by a Pastor, Minister of Word and Sacrament at Chapel By The Sea shall be permitted.
Any remarks during the service by a family member or friend shall be given to the Pastor for prior approval.
Bulletins for the service shall be a Staff responsibility.
Rituals performed on Chapel property may be permitted but do not necessarily reflect the views of the Chapel’s reformed tradition, i.e. military, civic, or fraternal organizations.
The Pastor and Music Director shall advise the family of the recommended fees as follows:
Recommended contributions for use of the sanctuary is $100, to the Pastor $150 to the Music Director $150.
For a reception in Silver Hall to follow a service, the Pastor shall contact the contact the Chairperson of the Memorial Committee. Costs for food and beverages are the responsibility of the deceased’s family.
Cost for use of Silver Hall for the reception shall be $100 and $100 for the Maintenance Director.
A plaque for the monument on the Chapel lawn may be added for a person whose service was conducted by a Pastor of Chapel By The Sea Presbyterian Church (U.S.A.) and whose ashes are spread at sea. Costs of the plaque and the spreading shall be the responsibility of the family or friends.

The Church Administrator shall advise the family of the recommended fees as follows:

Sanctuary use: $100
Pastor: $150
Music Director: $150
Silver Hall: $100
Maintenance Director: $100

RESPONSIBILITY:

The responsibility for Non-Member services shall rest with the Pastor and the Music Director, with coordination by the Church Administrator .

LAST REVIEWED: DECEMBER 2008

FUNERAL SERVICE FOR MEMBERS # 09:001

2007-09-01T16:57:00.000-07:00

POLICY:

To establish a fair and consistent Policy for memorial or funeral service requests from a Member’s family.

SCOPE:

This Policy shall apply to all service requests for Members, Affiliates and friends of Chapel By The Sea

PROCEDURE:

It shall be the responsibility of the Worship Team to have a greeter in the narthex prior to the service.
The Pastor and the Music Director of Chapel shall lead the service. If either the Pastor or Music Director is unavailable, he/she shall find a replacement.
In the Sanctuary only rituals prepared by a Pastor, Minister of Word and Sacrament at Chapel By The Sea shall be permitted.
With the permission of the Pastor, the Service may be performed elsewhere on Chapel property.
If family members wish to participate in the service their remarks shall be given to the Pastor for prior approval.
Bulletins for the service shall be a Staff responsibility.
Rituals performed on Chapel property may be permitted but do not necessarily reflect the views of the Chapel’s reformed tradition, i.e., military, civic or fraternal organizations.
For a Reception in Silver Hall to follow a service, the Pastor shall contact the Chairperson of the Reception Committee. Costs for food and beverages are the responsibility of the deceased’s family.
A plaque for the monument on the Chapel lawn may be added for a person whose service was conducted by a Pastor of Chapel By The Sea Presbyterian Church (U.S.A.) and whose ashes are spread at sea. Cost of the plaque and the spreading shall be the responsibility of the deceased Member’s family.

RESPONSIBILITY:

Responsibility for a memorial service for a Member shall rest with the Pastor and the Music Director with coordination by the Church Administrator .

LAST REVIEWED: DECEMBER 2008

HURRICANE SHELTER # 08:002

2007-08-02T11:05:00.000-07:00

PURPOSE:

To establish eligibility and procedure for participation at the Hurricane Shelter, First Presbyterian Church of Lehigh .

SCOPE:

This Policy defines the procedures and requirements related to hurricane shelter arrangements.

PROCEDURE:

• The Parish Health Committee shall be in contact with the Session of First Presbyterian Church of Lehigh annually (March) to request use of their facilities during hurricane season.
• With the approval of the Session of First Presbyterian Church of Leigh, Members, Affiliates, and participating friends of the Chapel may sign up to be included on the shelter list which must be completed no later than July 1. A letter indicating the location by map and written directions, instructions for what to bring and when to go and a reminder that the Leigh Church is not a County Approved Shelter will be sent to each participant by July 7.
• Each individual is responsible for his or her own safety. Individuals may choose to go to the shelter at any time during an impending storm watch. This is not a systematic, organized evacuation plan of the Chapel.
• Household pets are welcome by the Lehigh church, but must be kept supervised in such a way as to protect the comfort of all seeking shelter.
• The Parish Health committee at the close of the hurricane season shall send a letter of thanks to the Lehigh church.

Responsibility:

The Parish Health Committee shall be responsible for maintaining the relationship with the Lehigh Church and for informing Chapel Congregation of the availability of this program.

LAST REVIEWED: DECEMBER 2008

MEDICAL EQUIPMENT # 08:001

2007-08-01T11:04:00.000-07:00

POLICY:

To establish controls for use and inventory of medical equipment maintained by Chapel By The Sea

SCOPE:

All medical equipment donated to the Chapel.

PROCEDURE:

• Donated used medical equipment such as wheel chairs, crutches, walkers, etc. after inspection and approval by the Parish Health Nurse shall be inventoried and made available.
• Chapel Members, Affiliates and participating friends may borrow needed equipment for the duration of their need on a first come, first serve basis. Equipment must be signed for on the inventory sheet in the Chapel Office.
• One wheel chair is to be maintained on the premises, at all times for use by persons who may need assistance in order to attend Worship or various Chapel functions and programs.
• The Parish Health Nurse shall maintain all equipment on a regular basis and determine its suitability for use.

RESPONSIBILITY:

The Parish Health Nurse has full responsibility for the use, care, and inventory of this equipment.

LAST REVIEWED: DECEMBER 2008

CARE OF ROBES, UNIFORMS AND COSTUMES # 07:002

2007-07-02T16:53:00.000-07:00

POLICY:
To determine the best course of action to maintain robes, uniforms and costumes in the best possible condition.

SCOPE:
This Policy shall include all robes, uniforms and costumes owned by Chapel by the Sea.

PROCEDURE:

All robes including those for Chancel Choir and youth choirs, will be cleaned as needed. Robes requiring dry cleaning, will be cleaned in the summer. Choir members, at their own expense, may have their robe cleaned at other times as needed. Washable robes will be washed in the summer. The Music Director’s robe will be cleaned as needed.
Uniforms (golf shirts) worn by groups to identify themselves shall be the responsibility of individuals to keep clean and in good repair.
Costumes shall be cleaned at times determined by Staff with the help of volunteers. The type of fabric shall determine the method of cleaning.
Line item budget funds shall be established for the cleaning process. Bids shall be solicited by the Music Committee for large cleaning projects.
Music Budget funds may be used to clean costumes when music groups have used costumes.
Approved dry cleaning bills should be submitted to the Church Administrator for payment.

RESPONSIBILITY:
The Music Committee shall be responsible for ensuring the timely care of all Music Department robes.

LAST REVIEWED 2008

MUSIC CAMPS AND CONFERENCES # 07:001

2007-07-01T16:50:00.000-07:00

POLICY:
It shall be the role of the Music Committee to encourage the attendance of as many Chapel related individuals as possible, at local, regional and national music camps and conferences. This Policy addresses the use of music budget funds for this purpose.

SCOPE:
Any person – member, affiliate or participating friend of Chapel – who participates in the music programs at Chapel is included in this Policy.

PROCEDURE:
At the time of preparing a proposed Music Budget for submission to the Session, the Music Committee shall consider available funds and their current priorities for the new fiscal year. This will determine a line item amount to be available for use by registrants at music camps and conferences for the following fiscal year. That amount shall be divided as equitably as possible among the number of people wishing to attend. The Music Committee may designate portions of total funding for specific camps and conferences at their discretion. They shall use (but are not limited to) the following:

Individuals/families/groups shall always be asked to contribute to the total expense, at least in part, to encourage ownership of the event.
When more than one family member is participating, a “family discount” will be made available by the Music Committee. Application for that discount should be made in writing to the Music Committee with as much advance notice as possible. The amount of the discount shall be determined individually for each event. Consideration shall be given first to the amount of funds available for the event and the number of people attending. In all cases the Music Committee shall be as equitable as possible. However, they may not be able to grant the same amount from event to event.
Whenever possible and practical, registration fees will be paid by Chapel and housing/meal costs will be paid by the individual. When separation of registration fees and other expenses is impractical, case by case decisions shall be made solely by the Music Committee keeping in mind, the need to encourage ownership of the event.
When chaperones are required, the Chapel shall attempt to pay the chaperone’s entire expense as far as existing funds will allow.
Contribution to transportation expenses when a Chapel vehicle is used will be determined on a case by case basis by the Music Committee, in consultation with the Budget & Finance Committee. In general, Chapel covers the expenses of short trips while individuals using the vehicle are asked to contribute to expenses on longer trips.
These Guidelines shall be followed in coordination with Guidelines for all camps and conferences as stated by the Christian Education Committee.[6: 001]
Staff should always attempt to prevent conflicts in scheduling camps and conferences sponsored by various committees.

RESPONSIBILITY:
It shall be the sole responsibility of the Music Committee to determine the use of music budget funds for camp and conference events.

REVIEW DATE AND INITIAL____________________

VACATION BIBLE SCHOOL # 05:005

2007-06-05T16:48:00.000-07:00

POLICY:

To identify participation and responsibility for the annual Chapel By The Sea Vacation Bible School.

SCOPE:

Chapel By The Sea and the Fort Myers Beach Kiwanis Club cooperate to sponsor a Vacation Bible School and agree to components that include calendar, curriculum and participant age-level. Other beach churches are invited to participate with volunteers and funds.

PROCEDURE:

· Chapel By The Sea provides leadership and space for the program.
· Evaluation of calendar needs of the community and availability of volunteers determines dates and hours for the program annually.
· Age-level of participants shall be determined annually.
· The curriculum shall be selected annually. A representative from each of the participating beach area churches is encouraged to assist in curriculum selection.
· The curriculum shall be ecumenical.

RESPONSIBILITY:

The Director of Christian Education shall direct this program and is responsible to the Chapel By The Sea as well as to the Ft. Myers Beach Kiwanis Club. The Discipleship and Fellowship Team and Session shall approve this program.

CAMPS AND CONFERENCES # 05:001

2007-06-01T16:48:00.000-07:00

PURPOSE:

To establish criteria for selecting appropriate Camps and Conferences for all ages and eligibility.

SCOPE:

This Policy includes selection of all camps and conferences, participant’s eligibility, and cost determinations for children, youth and adults.

PROCEDURE:

· First choice for a camp or conference shall be from Presbyterian Church (USA) offerings.
· Second choice for a camp or conference shall be one designed by Chapel By The Sea.
· Third choice shall be a camp or conference that is in agreement with the Doctrine of Reformed Theology.
· All camps and conferences are open to the age levels as described by the camp/conference program offering.
· All camps and conferences are open first to Chapel participants, then to the community with the recommendation of one or more of the following: Pastor, Director of Christian Education, Music Director.
· Cost for individual participation in a camp/conference shall be determined annually through the budget of the Ministry overseeing the particular program. Should more than one family member participate in a conference, special consideration shall be made toward the amount of scholarship offered to the family. Leaders or chaperons costs will be covered as existing funds will allow. Should transportation need to be arranged, the participants shall share costs involved, including use of a Chapel vehicle. Chapel Staff shall be responsible for scheduling camps and conferences.

RESPONSIBILITY:
Christian Educational camp and conference decisions are the responsibility of the Director of Christian Education and the Pastor, with the advice and approval of the Discipleship and Fellowship Team.

REVIEW DATE AND INITIAL____________________

CHAPEL SCHOLARSHIPS # 05:003

2007-05-03T16:46:00.000-07:00

POLICY: To provide a mechanism by which Chapel Scholarships shall be administered to eligible college students.

SCOPE: All applications for consideration of a Chapel Scholarship.

PROCEDURE:

Graduating High School Seniors who meet the requirements established and approved by the Session may receive a Chapel By The Sea Scholarship upon completing the application process. See attached Application and Guidelines.
Scholarships may be renewed annually for an additional three years if the recipient meets the renewal requirements and completes the attached Annual Renewal Application.
The Scholarship Committee shall set dates for the distribution of awards.
Scholarships shall be awarded to each individual as part of a Worship Service.
Funding for Scholarships is provided from the Scholarship Fund held in the Presbyterian Foundation and/or from the operating budget of the Chapel when assigned.

RESPONSIBILITY:

The Scholarship Committee shall be responsible for the scholarship process and awards. The Session shall be accountable for maintaining proper funding for this Ministry.

REVIEW DATE AND INITIAL: September 2009

ATTACHMENT A: APPLICATION
CHAPEL BY THE SEA SCHOLARSHIP APPLICATION
Due by November 1st

Name: ________________________________________ Age: ____
Address: ________________________________________________
Phone Number: ___________________________________________
Email Address: ___________________________________________
School of Acceptance: _____________________________________
Accredited College/Accredited Vocational Institution (circle one)
Two Year School/Four Year School (circle one)
Field of Study: ___________________________________________

For First Year Applicants Only:
Please supply the above information and fill out the attached questionnaire.
Write and attach an essay of 500 words on “What Chapel Means To Me.” Essays that do not meet the length requirement will not be considered. Essays may become available to the Session and may be published in full or in part in the church newsletter. Applications and all required information must be received by the Director of Christian Education in the church office no later than November 1st to be considered by the Scholarship Committee.

High School: ___________________________________________________
Address: _______________________________________________________
Phone Number: _________________________________________________
Counselor: _____________________________________________________

For Renewal Applications Only:
1. Number of hours completed: ____________________________________
2. Cumulative grade point average: _________________________________
3. Send a copy of your official transcript, to be received by the Director of Christian Education no later than November 1st.
4. Attach a narrative report of at least 500 words covering church related activities and spiritual growth while at school, during vacations and at home. Reports that do not meet the length requirement will not be considered.

Covenant Agreement:
I understand that receiving the scholarship is not an automatic right, but a privilege that may be given to me based my ability to meet the requirements of the scholarship program, and by the Chapel’s ability to continue to provide funding. By accepting a scholarship from the Chapel by the Sea, I accept the responsibility to do my best as a student and to serve Christ and the community. I further promise that throughout my life I will remember that I have been helped in my college career by people who loved and supported me at Chapel. I will, therefore continually seek in my adult life ways to contribute to either the Chapel Scholarship or other scholarship programs as I support and encourage others.

____________________________________ ___________________
Signature Date

ATTACHMENT B: GUIDELINES

I. To qualify for a Chapel by the Sea Scholarship, a student must:
1. Christ as Savior and is an Active Member of Chapel by the Sea
2. Is an active participant in Chapel activities (Worship, Sunday School, youth group, music, Cedarkirk, etc.) for at least two years immediately prior to the first application.
3. Have been accepted into an educational program at an accredited four-year institution of higher learning or an accredited community college or trade school.
4. Write for evaluation by an unbiased panel, an essay of 500 words on “What Chapel by the Sea means to me.”
5. Complete the Questionnaire for First Year Applicants. The scholarship can be renewed provided certain conditions are met.

II. To meet the conditions for renewing a scholarship, the applicant must:
1. Continue to be as an Active Member of Chapel by the Sea as practically possible (which may mean being present at worship during school vacations; being active as a volunteer in VBS, serve as soloist, choir member, worship leader, usher, or other church programs).
2. Continue to profess Christ as Savior, with ongoing activity at Chapel and/or at a Christian church in their college community.
3. Remain in good academic standing and maintain a 2.0 average for the first year and a 2.5 thereafter and submit a copy an official transcript.
4. Submit an annual essay no less than 500 words on his or her school related activities and spiritual growth while at school, during vacations and at home.
5. Complete the Questionnaire for Renewal Applicants.

III. Additional requirements:
1. Renewals are limited to three per student.
2. Applications (first time and renewals) must have all required information turned in to the Director of Christian Education, in the church office, no later than November 1st.
3. Awards be sent to the school, and the recipients will be recognized during a Sunday worship service during December.
4. Chapel by the Sea Scholarships will apply only to undergraduate education.
5. Chapel staff may be of assistance in helping individuals who seek other scholarships that are available from the Presbytery or the national level of the Presbyterian Church, USA.

CHAPEL BY THE SEA
SCHOLARSHIP QUESTIONNAIRE
First Time Applicants Only

1. How long have you been a participant in the programs of Chapel by the Sea?
2. Are you currently a participant in the Senior High program?
3. List the activities you were involved with in the past two years.
4. In what areas have you served as a volunteer? Circle all that apply:
a. Sunday School Teacher
b. Vacation Bible School
c. Child Care
d. Kitchen Help
e. Usher
f. Greeter
g. Choir
h. Bell Choir
i. Parking Lot Attendant
j. Mission
k. Lay Reader
l. Office Volunteer
m. Other: Specify

6. Have you served on a committee of ministry at Chapel? If so, which one?

CHAPEL BY THE SEA
SCHOLARSHIP QUESTIONNAIRE
Renewal Applicants Only

1. How long have you been a participant in the programs of Chapel by the Sea?
2. How have you continued to be a member at Chapel by the Sea during this past year?
3. Are you participating in a church, Bible Study, or worshipping community on or near your campus?
4. Have you been involved in mission work, community service or other activities in which you have been a servant of Christ?

HONORARIA, FEES and BONUSES # 01:013

2007-04-19T07:04:00.000-07:00

POLICY:

To establish a Policy for the payment of honoraria, one time fees, bonuses or contract employees.

SCOPE:

This Policy shall apply to all Staff and Session Members.

PROCEDURE:

• No Staff or Session Member shall make or promise a fee, honorarium, bonus or one time payment to anyone without prior written approval of the Pastor.
• Neither a Staff nor a Session Member shall approve a check request for the above purpose without the explicit written approval of the Pastor.

RESPONSIBILITY:

Every member of Staff and Session is responsible for obtaining prior written approval from the Pastor prior to agreeing to any payment to any individual.

LAST REVIEWED 2008

POSITION DESCRIPTION # 04:018

2007-04-18T15:07:00.000-07:00

POLICY:

To accurately describe a specific position’s requirements and responsibilities for the benefit of the Head of Staff, the person holding the position and potential candidates seeking to fill a position with Chapel by the Sea.

SCOPE:

To provide an accurate and current position description for all employees of Chapel by the Sea to be maintained in the Policy Manual for Chapel by the Sea and in the employee’s personnel file.

PROCEDURE:

For all positions a description of the position’s requirements and responsibilities shall be prepared by the joint efforts of the Head of Staff, Administrator, Committee(s) of the Session involved with the position and the Personnel Committee.
New positions require an accurate description prepared as above required and approved by the Session of Chapel by the Sea prior to advertising and interviewing for the opening.
A description of a current position shall be reviewed annually by the employee in that specificposition in discussion with the Head of Staff and the Personnel Committee.
Any changes resulting from an annual review shall be provided to the Session of Chapel by the Sea and upon Session approval provided to the Administrator to update the Policy Manual and the employee’s personnel file.
The position description shall be used by the Head of Staff and the Personnel Committee of the Chapel by the Sea in annual evaluation of each employee.

RESPONSIBILITY:

Responsibility for the oversight of position descriptions, ensuring a Current Session approved version is in the Policy Manual and an employee’s personnel file rests with the Administartor.

LAST REVIEWED October 2008

CONTINUING EDUCATION # 04:016

2007-04-16T11:28:00.000-07:00

POLICY:

To provide for eligible employees to access available budgeted time and funding for continuing education.

SCOPE:

All continuing education budgets shall be included in this Policy.

PROCEDURE:

All professional employees shall be provided with a continuing education budget and two (2) weeks of study time in each calendar year.
The Pastor shall approve continuing education plans.
Continuing education budget and unused study time may be carried over to the next calendar year if necessary due to timing and scheduling issues.
Continuing education budget and unused study time may be carried over to the next two (2) calendar years for pre-approved plans that exceed a two (2) year budget and allotted time away from the Chapel. Continuing education budget shall not be carried over for more than three (3) years.
Continuing education budgeted dollars may be used for travel expenses, study purposes, soft ware and resource materials for home study and other projects that fall within educational parameters and approval by the Pastor.

RESPONSIBILITY:

The Pastor shall approve or deny all proposed continuing education requests.

LAST REVIEWED: DECEMBER 2008

PASTOR’S VACATION # 04:015

2007-04-15T15:18:00.000-07:00

SCOPE:
This Policy shall apply to the Pastor of Chapel By The Sea.

PROCEDURE:

The Pastor of Chapel By The Sea has thirty (30) days including four (4) Sundays annually as vacation time.
The Pastor shall advise the Chairman of the Personnel Committee of his/her vacation request.
Every effort shall be made to accommodate any request depending on the time of year and Chapel calendar of activity.
The Pastor shall find a replacement for Sunday absences.

The policy of Peace River Presbytery states that a pastor's vacation shall be given in terms of one month (not four weeks). The time may be taken together or broken into smaller segments.

RESPONSIBILITY:
The Pastor and the Chairman of the Personnel Committee shall be responsible for ensuring compliance with this Policy.

LAST REVIEWED 2008

JURY DUTY # 04:014

2007-04-14T15:17:00.000-07:00

SCOPE:
This Policy shall apply to all Chapel By The Sea Employees

PROCEDURE:

Chapel By The Sea encourages employees to fulfill their civic responsibilities by serving jury duty when required.
Jury duty pay shall be the employee’s regular pay minus the pay received for jury duty service.
Employees shall show the jury duty summons to the Business Manager as soon as received so that arrangements for coverage can be made during their absence.
Either Chapel By The Sea or the employee may request an excuse from jury duty if, in the judgment of the Pastor, the employee’s absence would create operational difficulties.
All benefits to which the employee is entitled will continue to accrue during the full term of jury duty.

RESPONSIBILITY:
The Pastor shall be responsible for ensuring compliance with this Policy.

LAST REVIEWED 2008

TIME OFF TO VOTE # 04:013

2007-04-13T15:17:00.000-07:00

SCOPE:
This Policy shall apply to all Chapel By The Sea Employees

PROCEDURE:

Chapel By The Sea encourages employees to fulfill their civic responsibilities by voting in elections.
Generally, employees should have adequate time to vote before or after their regular working hours.
Any employee unable to vote during their nonworking hours should discuss this situation with the Pastor.

RESPONSIBILITY:
The Pastor shall be responsible for ensuring compliance with this Policy.

LAST REVIEWED 2008

EMPLOYEE SICK LEAVE # 04:012

2007-04-12T15:16:00.000-07:00

SCOPE:
This Policy shall apply to all full time employees of Chapel By The Sea.

PROCEDURE:

Each full time employee shall accrue five (5) sick days per year after one (1) year of employment.
Unused sick leave may be carried over for one (1) year. An employee may then have accrued ten (10) sick days. Employees may accrue no more than ten (10) sick days
In the event of severe illness or surgery, the Pastor and Personnel Committee shall consider extending leave.
Part time employees may be entitled to paid sick leave at the discretion of the Head of Staff, Church Administrator and the Chairperson of the Personnel Committee.

RESPONSIBILITY:
The Pastor and the Personnel Committee are responsible for employee compliance with this Policy.

LAST REVIEWED 2008

VACATION FOR EXEMPT, FULL-TIME EMPLOYEES 04:011

2007-04-11T15:15:00.000-07:00

POLICY:

To comply with all Wage and Compensation Laws, while maintaining an ethical and equitable work environment.

SCOPE:

This Policy shall apply to all non-pastoral, exempt employees of Chapel By The Sea.

PROCEDURE:

All exempt Staff shall be entitled to four (4) weeks of vacation per calendar year.
Vacation requests shall be presented to the Pastor and the Personnel Committee for approval.
Vacation should not be scheduled between November 1 and May 1, because of seasonality at Chapel By The Sea.
Vacation days unused by December 31, may be carried over to the next year only when the Pastor asks the employee to forego a portion of earned vacation due to scheduling conflicts. The unused vacation must be taken in the following year, and cannot be carried into the second year. (Example: A person receives 4 weeks vacation per year. In year 1, the person receives 4 weeks, but does not take any of that vacation. In year 2, the person earns 4 weeks, and with the 4 accumulated weeks has 8 weeks available. In that year, the person takes 2 weeks vacation, leaving 6 weeks. In year 3, the staff person earns 4 more weeks vacation, but has only 8 weeks available -- only 2 weeks of accumulated vacation survives as the staff person has reached the cap of 8 weeks).

RESPONSIBILITY:

The Pastor based on the season, scheduling conflict with another Staff, or other factors affecting the Chapel and its Ministries, shall approve all vacation schedules in conjunction with the Personnel Committee.

LAST REVIEWED 2008

VACATION FOR NON-EXEMPT AND PART-TIME EMPLOYEES # 04:010

2007-04-10T15:14:00.000-07:00

POLICY:

To comply with all Wage and Compensation laws, while maintaining an ethical and equitable work environment.

SCOPE:

This Policy shall apply to all non-exempt, and part-time employees of Chapel By The Sea.

PROCEDURE:

Vacations are based on the calendar year, not the hire date.
Vacation requests shall be presented to the Pastor and Personnel Committee for approval.
Vacation should not be scheduled between November 1 and May 1, because of seasonality at Chapel By The Sea.
Vacation days unused by December 31, may be carried over to the next year only when the Pastor asks the employee to forego a portion of earned vacation due to scheduling conflicts. The unused vacation must be taken in the following year, and cannot be carried into the second year.
Two (2) weeks of vacation shall be due the employee after one (1) year employment.
Three (3) weeks of vacation shall be due the employee after five (5) years’ employment.
Four (4) weeks of vacation shall be due the employee after ten (10) years’ employment.
Unused vacation days shall be pro-rated upon retirement or resignation, e.g., a termination date of May 1, entitles the employee to 4/12 of earned vacation.

RESPONSIBILITY:

The Pastor based on the season, scheduling conflict with another Staff , or other factors affecting Chapel and its Ministries and shall approve all vacation schedules in conjunction with the Personnel Committee.

LAST REVIEWED 2008

PERSONNEL & HUMAN RESOURCES # 04:009

2007-04-09T15:02:00.000-07:00

POLICY:
To comply with all employment, wage and compensation laws, while maintaining an ethical and equitable work environment.

SCOPE:
Applicants, new employees, classifications, salary/rate changes, job descriptions, terminations and resignations fall within this Policy & Procedure. Employee personnel files are confidential, but must be available to the said employee, if requested. The principal Federal Laws affecting employers are: Civil Rights Act of 1964 (Title VII), Age Discrimination in Employment Act of 1967 (ADEA), Americans with Disabilities Act of 1990 (ADA), Equal Pay Act, Fair Labor Standards Act, and Family Medical Leave Act of 1993. See Procedure for Family Medical Leave . [04:005]

PROCEDURE:
Applicants and new employees - All persons interviewed for a lay exempt or lay non-exempt position at Chapel by the Sea must complete an application. Exempt applicants shall also submit a resume. No member of Chapel by the Sea shall be hired as an employee either part time or full time. Chapel by the Sea follows the Guidelines of the Equal Employment Opportunity Commission (EEOC) when interviewing and hiring applicants. All applications of individuals not hired must be kept on file for six (6) months. Upon hire the Head of Staff shall complete and approve the New Employee form, furnished by the Administrator, returned to be maintained in the employee’s file. Each employee’s personnel file shall include the job description, employment application, a resume for all exempt employees, the New Employee form and a current W-4.

EMPLOYEE CLASSIFICATION

Regular Full Time: an employee who works 30 to 40 hours a week.

Regular Part Time: an employee who works less than 30 hours a week.

After School Staff: an employee who is either full time or part time and employed to work in the After School Program.

Exempt Employees, as established by the Fair Labor Standards Act of 1938, are not paid overtime for hours worked in excess of the established weekly schedule. Non-exempt employees, as established by the Fair Labor Standards Act of 1938, must be paid at least minimum wage and paid overtime for hours in excess of 40 per week, or time off in lieu of overtime pay. Overtime must be approved in advance by the immediate supervisor or the Head of Staff.

INTRODUCTORY PERIOD

The first three months of employment in a non-exempt position constitute an introductory period. Employment may be terminated at any time for causes such as, but not limited to, excessive absences, tardiness, or unsatisfactory work performance. No pay in lieu of severance pay shall be given an employee whose employment is terminated during the introductory period.

During the introductory period the employee is entitled to paid holidays observed by Chapel by the Sea, and absence for jury duty. If absent for any other reason, pay will be deducted for the time absent.

Upon completion of the three month introductory period and the determination that the employee’s performance is satisfactory, he/she will be designated a regular employee and will be enrolled in all entitled benefits. For the enrollment process, see the procedure Employee Benefits - Board of Pension [04:004].

WORKWEEK

A workweek of 40 hours is standard for full-time non-exempt Staff. Time over 40 hours shall be paid at one and a half times the regular hourly rate. Exempt employees are not paid overtime wages for time in excess of 40 hours per week. If the normal work week for a non-exempt position is less than 40 hours per week, all hours worked up to 40 hours shall be paid at the regular hourly rate. Required attendance at meetings for non-exempt employees outside of normal working hours shall be considered and paid as overtime.

SALARY/HOURLY RATE CHANGE

Each pay increase or job change requires a completed salary/hourly Rate Change Form to be completed by Head of Staff and returned to Administrator. A copy shall be kept in the employee’s personnel file. The Administrator shall complete a Salary Change Form, with proper signatures, and forward it to the Board of Pensions for all participants in the benefits programs.

PAYROLL

Staff shall be paid on the 15th and 30th of each month. The Sexton and all hourly employees shall be paid biweekly, on a Monday with the workweek beginning on Saturday and ending at midnight on Friday, for the two (2) week pay period. Payroll records and time sheets shall be retained for four (4) years.

POSITION DESCRIPTION

The Personnel Committee should annually review each job description with the current employee to ensure the accuracy and completeness of the document. A current copy shall be kept in the employee’s personnel file. Each employee shall be given a copy of the most recent position description covering his/her job. See the Position Description Policy and Procedure [04-018].

JOB PERFORMANCE AND EVALUATION

An annual employee performance review and evaluation shall be the responsibility of the Personnel Committee in conjunction with the Head of Staff. The employee may add a statement or comments to the review. A copy of the review shall be added to the employee file, after the employee has read and signed off on the completed review. The Head of Staff’s job performance and evaluation shall be the responsibility of the Personnel Committee. Any recommendations of salary increases or merit, regarding the Head of Staff’s position, shall be determined by the Session as a whole prior to the Annual Meeting of the Congregation.

COUNSELING AND/OR DISCIPLINARY ACTION

All counseling and/or disciplinary sessions with an employee by the supervisor or the Head of Staff shall be documented and sent and received via email, or presented and signed. The documentation shall be placed in the employee’s personnel file. Exceptions shall not be made to this policy, as a fair and consistent counseling and/or disciplinary process shall be maintained.

If the Personnel Committee and the Head of Staff deem it necessary to impose a Probation Period for an employee, not to exceed 90 days, the employee shall be advised in writing, and a copy included in his/her personnel file. The employee’s improvement or lack of improvement in the problem area shall be reviewed and discussed with the employee at the end of each 30 days by the Personnel Committee and the Head of Staff.

Decision to end the probation because of progress, lack of progress and/or termination, shall be documented, and justification for the action clearly stated. This documentation shall be retained in the employee’s personnel file.

RESIGNATIONS AND TERMINATIONS

The Head of Staff shall notify the Church Administrator in writing of the final workday of any employee leaving Chapel by the Sea’s employment. If an involuntary termination, the final paycheck shall be given to the employee on his/her last workday. The Church Administrator shall obtain all keys, credit cards or other Chapel by the Sea property from the employee prior to departure.

PERSONNEL FILES

All personnel files shall be maintained by the Church Administrator in a secure location to respect the privacy of the employee.

Contents shall include, at a minimum, the following documents: Application/Resume, Salary/Hourly Rate Form(s), a current W-4, payroll deduction authorizations, annual reviews, counseling or disciplinary documentation, and a current Position Description.

Medical information shall not be kept in an employee’s personnel file. If medical information is required because of the American Disabilities Act or the Family Leave Act, a separate confidential file shall be maintained.

An employee may review the contents of his/her personnel file(s) upon a request to the Administrator. Information shall not be released to any outside source without an employee’s written approval, except to verify an employee’s length of service and title or other information as required by law.

RESPONSIBILITY:

Compliance with all Federal and State Employment Regulations and ethical human resource practices are the responsibility of the Head of Staff, Church Administrator and Personnel Committee.

DATE REVIEWED October 2008

HOLIDAYS # 04:008

2007-04-08T15:13:00.000-07:00

POLICY:

To comply with all Wage and Compensation laws, while maintaining an ethical and equitable work environment.

SCOPE:

This Policy shall apply to all employees of Chapel By The Sea.

PROCEDURE:

Chapel By The Sea shall observe the following holidays:

New Year’s Day
Memorial Day
Independence Day, July 4th
Labor Day
Thanksgiving Day and the day after
Christmas Day
2 floating holidays to be determined by the Pastor, in consultation with the employees, based on the calendar, e. g., Christmas falls on Thursday, the office may close Friday.
1 personal day

If a holiday falls on a Saturday, it is observed on Friday. If a holiday falls on Sunday, it is observed on Monday.

RESPONSIBILITY:

The holiday calendar shall be the responsibility of the Pastor.

LAST REVIEWED 2008

HIV/AIDS # 04:007

2007-04-07T15:12:00.000-07:00

POLICY:

To ensure an ethical and uniform Policy concerning HIV/AIDS and employees.

SCOPE:

This Policy shall relate to employment practices and medical file confidentiality.

PROCEDURE:

State medical confidentiality laws protect employee medical information, particularly if he/she is HIV/AIDS positive.
Chapel By The Sea shall not discriminate against an employee who is HIV/AIDS positive.

RESPONSIBILITY:

It shall be the responsibility of the Pastor and the Personnel Committee to comply with the Federal and State laws pertaining to an employee rights and privacy.

LAST REVIEWED 2008

BEREAVEMENT LEAVE # 04:006

2007-04-06T15:12:00.000-07:00

POLICY:

To establish a reasonable and humane bereavement Leave Policy for all employees of Chapel By The Sea.

SCOPE:

This Policy shall apply to all employees of Chapel By The Sea.

PROCEDURE:

Three (3) days of paid bereavement leave shall be granted upon the death of a spouse, natural or adopted son or daughter, son-in-law, daughter-in-law, parents, parents-in-law, grandparents or sibling.
A request for bereavement leave shall be made to the Pastor and shall be of reasonable length depending on the geographic location and the familial responsibilities of the employee.
If additional time off without pay is needed, the request shall be made to the Pastor.

RESPONSIBILITY:

Decisions shall be the responsibility of the Pastor, in consultation with the Personnel Committee.

LAST REVIEWED 2008

FAMILY MEDICAL LEAVE # 04:005

2007-04-05T15:11:00.000-07:00

POLICY:

To ensure compliance with Federal and State laws, and to maintain an ethical and humane work environment.

SCOPE:

Family medical leave for all employees working at least 25 hours per week shall follow the Guidelines of the Family Medical Leave Act of 1993, although Chapel, with fewer than 50 employees is not required to comply with this Law.

PROCEDURE:

Eligible employees may take up to 12 weeks of paid, job protected leave with continued benefits during a 12 month period for the birth of a child, care of a newborn, placement for adoption, or foster care, care for a spouse, son, daughter or parent with a serious health condition or for the employee’s own serious health condition. To be eligible the employee should have worked for Chapel at least 12 months and at least 1250 hours during the immediate preceding 12 months. If leave is requested, the Pastor shall require medical certification from the appropriate physician. “Serious health condition” covers inpatient care and continuing treatment by a health care provider.

RESPONSIBILITY:

Decisions and follow through shall be the responsibility of the Pastor, in consultation with the Personnel Committee.

LAST REVIEWED 2008

EMPLOYEE BENEFITS – BOARD OF PENSIONS # 04:004

2007-04-04T15:11:00.000-07:00

POLICY:

To provide a comprehensive benefits program through the Presbyterian Church (USA) Board of Pensions to all eligible employees in an equitable and consistent manner, at no cost to the employee.

SCOPE:

The benefits program consists of Pension, Death and Disability, Medical and Medicare Supplement. Optional Death, Dental, Retirement Savings, and Long Term Care Plans are available and are managed and administered by the Board of Pensions of the Presbyterian Church (U.S.A.). Eligible employees include installed pastors and employees working at least 20 hours per week. Employees in the After School Program are not eligible for benefits.

If a church elects to cover its lay employees, all eligible employees within the same classification must be enrolled. If one lay employee is withdrawn from the Benefits Plan, but continues service at the Church, all lay employees in that classification must be withdrawn. [ See“Benefits Administrative Handbook for Church Treasurers, Clerks of Session and Business Administrators” for additional details]

PROCEDURE:

All lay employees working at least 32 hours shall be eligible for the primary benefits package, at no cost to the employee.
Optional benefits Death, Retirement Savings and Long Term Care Plans shall be available, at employee expense, unless payment by the church as been approved by the Head of Staff and the Personnel Committee. If the costs for optional benefits are the employee’s responsibility it shall be withheld from the employee’s paycheck. As of January 1, 2009, Optional Dental will be provided to all employees in the benefits program with the cost being paid by the church.
The church provides partial participation for lay employees (Medical, Death and Disability coverage only) for the first three (3) years of eligible service. After the third year of partial coverage, the lay employee must be enrolled in full participation.
The Church Administrator shall be the contact person with the Board of Pensions to obtain Benefits forms and information. He/she shall obtain all necessary forms and information to enroll eligible employees. The required forms shall be signed by the proper persons and forwarded to the Church Administrator to be reviewed for completeness and forwarded to the Board of Pensions.Copies of the signed forms shall be retained in the employee’s personnel file.
Payroll deduction for the costs of optional benefits may be offered to all eligible employees.
The Church Administrator shall complete and forward to the Board of Pensions the necessary forms and signature for changes in salary or hourly rate, job classification, and termination.

RESPONSIBILITY:

The Head of Staff, and Church Administrator shall ensure that all eligible employees are aware of the Benefits Plans, both Chapel paid and optional, that required forms are available, completed and forwarded to the Board of Pensions in a timely manner.

LAST REVIEWED 2008

ANTI-HARASSMENT/SEXUAL HARASSMENT # 04:003

2007-04-03T15:10:00.000-07:00

POLICY:

To document and communicate a strong Anti-Harassment Policy at Chapel By The Sea, covering two (2) types of sexual harassment, quid pro quo and hostile environment.

SCOPE:

All employees and volunteers of Chapel By The Sea are protected under this Policy (refer to the Title VIII, Civil Rights Act). Also see the Equal Employment Opportunity Commission’s Enforcement Guidance.

PROCEDURE:

Harassment of an employee shall not be tolerated.
Harassment may include sexual, racial, color, religious or national origin. The employee shall make complaints to the Pastor without fear of reprisal.
The Pastor and the Personnel Committee shall follow up on complaints with an immediate investigation.
Decision and follow up with the complainant shall be completed within 30 days of the original complaint.
If the complaint is legitimate and disciplinary action is required, legal counsel through the Presbyterian Church (U.S.A.) shall be requested.
Preventive or corrective measures shall be implemented immediately.
All employees shall be knowledgeable of this Anti-Harassment Policy.

RESPONSIBILITY:

The Pastor, Personnel Committee and Session shall be responsible for ensuring and maintain a harassment free, non-threatening work environment.

LAST REVIEWED 2008

AMERICAN WITH DISABILITIES ACT OF 1990 (ADA) # 04:002

2007-04-02T15:09:00.000-07:00

POLICY:

The Law, known as ADA, does not apply to Chapel By The Sea, as there are fewer than fifteen (15) employees, and the accessibility requirements are less stringent for churches, but every reasonable effort shall be made to accommodate disabled employees, Members or friends.

SCOPE:

This Policy shall apply to all employees of Chapel By The Sea.

PROCEDURE:

If an issue arises, the Church Administrator shall advise the Communication and Resources Team of an individual’s disabilities and accessibility constraints and recommend solution(s) to Session for action.

RESPONSIBILITY:

The Pastor and the Communication and Resources Team shall recommend a solution(s) to the Session, for the final action.

LAST REVIEWED 2008

AGE DISCRIMINATION IN EMPLOYMENT # 04:001

2007-04-01T15:08:00.000-07:00

POLICY:

To ensure compliance with Federal and State laws prohibiting discrimination against employees or applicants age 40 or older.

SCOPE:

This Policy shall apply to all employees and applicants at Chapel By The Sea.

PROCEDURE:

Chapel by the Sea (although exempt because of having less than 20 employees) voluntarily submits to the Age Discrimination in Employment Act of 1967 (ADEA) prohibits discrimination against anyone 40 or over, with limited exceptions such as, if age is a bona fide occupational qualification.

RESPONSIBILITY:

It shall be the responsibility of the Pastor, Personnel Committee and Session to comply with Federal and State Laws pertaining to age discrimination in employment.

LAST REVIEWED 2008

SECURITY OF PREMISES AND PROPERTY #3:005

2007-03-25T08:45:00.000-07:00

POLICY:

To maintain and secure premises and contents, as feasible, within set procedures.

SCOPE:

All Staff and responsible individuals for any event must be aware and familiar with procedures relating to security.

PROCEDURES:

• Locks protect exterior doors in the Chapel and Office building with keys, which can not be copied.
• Side doors to Chapel's sanctuary and Pastor Office doors can only be opened from the inside. Locks have been plugged. A security system is in place and activated.
• Hurricane film covers windows in the offices.
• No person possessing a key to the building shall lend this key to any other individual.
• Every person using Chapel facilities at night, or on weekends, shall check every door to ensure they are closed and locked properly.

Key Security –
• The Church Administrator and the Sexton control all exterior door keys. A card file for all Chapel/Office keys is maintained by the Church Administrator. Staff and all on the security company's emergency call list will have keys. Additional requests for keys to the Chapel/Office building must be made to the Church Administrator. Key requests shall be approved by the Chairperson of Communication and Resources Team. Each individual requiring a key must sign for that key, and is responsible for its safekeeping. Lost or misplaced keys may result in all doors being re-keyed – an expensive undertaking.
• No person holding a building key shall loan the key to another person.
• When a Staff leaves Chapel’s employ, the Church Administrator is responsible for the return of the key, prior to the employee’s departure date.
• Koons Locksmith (Fowler Street) has on file the names of persons authorized to request additional keys (Pastor, Church Administrator, President of the Corporation, Chairperson of Communication and Resources Team. Only Koon’s Fowler Street location is authorized to make additional keys. Approved persons must show identification when requesting keys.

Security System –
• All persons possessing exterior door keys to the Chapel/Office building will have a code to enter and deactivate the security system. The Church Administrator will maintain the codes, and make deletions, additions, and changes as required, e.g. a staff person leaving Chapel employ.
• Each person with access shall know the password to give the security company if the alarm is activated. The security service will call when the alarm is activated, request the password, and ask if the caller is o.k. or, if help needed. If no one answers the phone, or the person answers but does not know the password, the police are notified at once. The Church Administrator will change the password periodically, and advise each authorized user.
• The Security Company will have on file names to be called if the alarm is activated when no Staff is in the building. The names listed on the “to call” order should include the Chairperson of Communication and Resources Team, Church Administrator and the Sexton. These individuals must have keys to the exterior doors.
• All persons using the building are responsible for checking doors when leaving and making certain they are locked and closed properly. A door ajar must be close tightly. The alarm is not triggered unless you enter the building and activate the motion sensor.
• The last Staff leaving the building is responsible for activating the alarm before exiting.
• Anyone with access to the building must always be certain the alarm is deactivated upon entry. If accidentally triggered, wait for the phone call from security company, give the password, and reset the alarm.

Chapel Property –
• All property of value, which is portable, should be secured in the Chapel/Office building, as there is no security system in the education building. Smaller items, such as Memorial Silver, should be kept in the safe. The safe is burglar proof, and is bolted to the concrete floor.
• If other security issues arise, the Communication and Resources Team will determine solution(s).

Computer Data Backup Data–
• Backup disks for all Financial and People data (ACS) are to be kept in the burglar proof safe. Backups of these two databases should be done weekly. These backups may also be managed via online systems through ACS, if available.

RESPONSIBILITY:

Security of the premises is the responsibility of the Church Administrator, Sexton and all persons with keys.

LAST REVIEWED 2008

Amendment A #3:006

2007-03-06T08:06:00.000-08:00

You recently contacted our office regarding Church Mutual's position on the usage of church buildings and church vehicles.

When a group that is not church sponsored uses the church property on a regular basis, we normally add a lessor's risk endorsement to the Multi-Peril policy. The liability charge for this endorsement is based on the amount of square footage being used. The medical payments coverage is then excluded for that group.

Activities other than church sponsroed do not fall within Church Mutual's Underwriting guidelines regarding the used of vehicles that they insure.

Loaning of vehicles or hauling for others may be considered if the borrower is also insured by Church Mutual. We would have to know specific details of the situation, and it would have to be reviewed by Church Mutual to determine whether or not a particular loaning situation is acceptable. Although coverage would still be in force if you loaned your vehicle without permission, continuation of that coverage could be jeopardized.

CHAPEL VEHICLE USAGE # 03:006

2007-03-06T07:58:00.000-08:00

POLICY:

To ensure uses of Chapel vehicles are within the parameters of the insurance policy, and are used effectively.

SCOPE:

This Policy shall apply, without exception, to all uses of Chapel vehicles.

PROCEDURE:

* All requests for vehicle usage shall be forwarded to the Church Administrator for review by Staff and/or Communication and Resources Team.
* Regularly scheduled usage, such as transportation to/from Shell Point shall be recognized as routine use.
* Vehicles shall not be used for purposes other than the Chapel.
* Approved use of a Chapel vehicle for sponsored events at which participants are contributing to the overall cost, will designate a portion to defray the cost of the van.
* Adding a person to the approved vehicle driver list requires completion of [Driver Information CMA 123 6-77], with signed approval and a copy of the front and back of the individual’s driver’s license. The completed, signed form is then forwarded to the insurance company. A copy of the completed document shall be retained in the Vehicle File by the Business Manager
* The approved drivers’ list shall be updated by notification to insurance company of persons to be removed.
* Driver Selection Guidelines from insurance company shall be followed as part of compliance with insurance restrictions. These state:
1. All drivers should be between the ages of 25 and 65. Drivers outside these recommended age ranges should have clean driving records.
2. Vehicles must be properly equipped if a driver has a license restriction.
3. Drivers having violations such as careless driving, reckless driving, or driving under the influence shall not be allowed to operate vehicles.
4. All drivers shall be properly licensed for the size and type of vehicle being driven.
5. Drivers should have good driving habits. They should not have more than one at-fault accident or one minor traffic violation within the last three years.

RESPONSIBILITY:

Vehicles and use of shall be the responsibility of the Communication and Resources Team.

LAST REVIEWED 2008

Additional information:
Driver Information CMA 123 6-77

Last name:
First name:
Middle initial:
Date of Birth:
Driver's License Number:
State of Issue:
Commercial Driver's License Number, if applicable:
Years of Bus Driving Experience:
Restrictions: Yes or no?
Number of Minor Violations:
Number of Major Violations:
Number of Not-At Fault:
Number of At-Fault Accidents:
Driver's personal insurance company:
Role Within Chapel By The Sea:
Operator of 15-Passenger Van, yes or no:
Regular or substitute driver?

EMERGENCIES - HURRICANES AND OTHER DISASTERS # 03:002

2007-03-02T15:00:00.000-08:00

POLICY:

To establish the Policy and Procedure for all Staff in the event of an emergency or disaster at Chapel By The Sea and/or Fort Myers Beach.

SCOPE:

All Staff shall follow the established Procedures in the event of a disaster, e.g., hurricane, tornado, fire or flood.

PROCEDURE:

Each Staff shall understand the process to follow in case of a disaster affecting the Chapel and its environs.
Each Staff shall be responsible for orienting volunteers on their respective Committees with this Policy.
A Staff member shall call 911 in case of a disaster, e.g., fire, explosion, restricted to the Chapel environs. No Staff shall endanger himself/herself, and shall leave the disaster area in control of proper officials.
In case of fire or explosion, all areas shall be evacuated in an orderly manner. Staff shall ensure that the Sanctuary, all classrooms, offices, restrooms and other space are evacuated and proceed across Chapel Street to the parking area. If children are among the evacuees, Staff shall be certain they are under supervision and stay within a confined area. Every effort shall be made to contact parents to minimize panic and fear.
If there should be need for first aid, Staff should have had Red Cross first aid and CPR training to respond as needed until the emergency medical team arrives. Training of Staff and volunteers by the Red Cross should be on a bi-annual schedule.
No Staff shall interfere with or hinder the function of officials.
All orders and instructions issued by community, county or state emergency personnel shall be carried out in an orderly manner.
Evacuation orders for the Chapel and/or the beach area shall be obeyed in a timely manner as instructed.
A Checklist of preparatory steps for evacuation is attached, and the responsibility to complete the items rests with the Church Administrator and Sexton. See Attachment A.
If the emergency occurs after hours, the Fire or Police Department will notify a designated contact the Sexton, Church Administrator or Chairperson of Communication and Resources Team.
The Church Administrator shall shutdown the server for the computer network. If possible, all computers and auxiliary office equipment shall be disconnected prior to evacuation. Each Staff shall be responsible for the removal to a secure location of her/his backup disks and other critical materials, as feasible.
The Church Administrator shall be responsible for removal to a secure location, the ACS People and Financial backups, plus other critical materials.
The Church Administrator shall have an up-to-date inventory of safe contents. He/she shall ensure that critical documents are at elevations for protection from storm surge or flood.
The Church Administrator shall ensure the security of Chapel official records.
If the disaster is restricted to Chapel property only, all data backups and critical records must be taken off site and secured.
Annual Emergency Passes are issued by the City of Fort Myers Beach and are obtained through that office. Passes are restricted and only permit access to the island to evaluate the status of the physical property. Four (4) passes shall be obtained annually by the Church Administrator. Persons given passes shall be the Pastor, Church Administrator, Sexton and Chairperson of Communication and Resources Team.
When local officials declare Chapel property and/or the beach reopened, the Pastor, Church Administrator, Sexton and Chairperson of Communication and Resources Team should inspect the premises and, if safe and secure, notify remaining Staff.
The Church Administrator and Sexton together with the Building & Grounds Committee and the Communication and Resources Team shall determine the damage, contact the insurers, documenting when possible with photos and videos.
Chapel By The Sea is not a primary shelter in a disaster, therefore no one can or may use Chapel property as such. Liability insurance is a critical issue.
Chapel By The Sea has agreed that Silver Hall may be used by the Red Cross as a secondary shelter for temporarily displaced local residents, e.g., condo building fire, hazardous material spill.
In the event of a local disaster, Chapel has an agreement with the Lee County Board of County Commissioners, and Lee County Emergency Management, that the property may be used for up to seven (7) days by the County as a staging area for emergency response equipment, an emergency distribution point, a multi-agency coordinating center, a disaster recovery center or other related emergency related uses.

RESPONSIBILITY:

All Staff shall comply with disaster Procedures as instructed by the above Policy and/or local emergency personnel.

REVIEW DATE 12/7/2007

CHAPEL BY THE SEA Presbyterian Church (USA)
EVACUATION PREPARATION CHECK LIST

RESPONSIBLE STAFF: Church Administrator

Run backups on all ACS Financial and People Data on the server, financial work sheets and Word. Remind other Staff to backup data, not on the network.
With backups completed, sign off the server and all workstations. Unplug all PCs and peripheral equipment, including the UPS.
PC towers and Uninterruptible Power Sources (UPS) on the floor must be moved to the desktop.
Unplug all office equipment.
If feasible, move items to higher and direr locations.
Remind other Staff to check offices for items to be moved to safer locations.
Important documents and books should be stored in waterproof bags and stored in safe, dry area.
All check stock shall be stored on the top shelf of the safe.
Confirm that appropriate personnel have a Beach Emergency Access Card.

RESPONSIBLE STAFF: Sexton

Remove all outside items to the inside.
Shut off water power supply.
All movable items should be placed in a higher location.
Store all power equipment on upper shelves of the storage room
extension.
Chapel vehicles must be moved inland at a predetermined location.
Secure all windows and doors.
Close and fasten all shutters on windows.
With the Church Administrator , conduct a final walk through of property be fore departing the promise
For Category 3, 4, 5 Hurricanes, lock all outside double doors with chain and padlock.

LAST REVIEWED 2008

BUILDING USE # 03:001

2007-03-01T14:59:00.000-08:00

POLICY:

To establish a valid and uniform Policy for building use, which is consistent and appropriate within the Chapel’s mission and complies with insurance regulations and restrictions.

SCOPE:

All use of buildings, including all space in Silver Hall, shall follow this Policy and Procedure and is applicable to all not- for -profit organizations, for- profit organizations and individuals other than Chapel related.

PROCEDURE:

Requests for use of space in Silver Hall, for any purpose other than Chapel programs, shall be submitted in writing and include the name of the requester, the date, time, purpose, and number of attendees to the Church Administrator. Final approval is agreeable to the Pastor.
No rent is charged for use of a room by a not-for-profit group.
Donations for building use are accepted.
A separate Policy applies to requests for use of Silver Hall for Wedding Receptions, and Memorial Receptions.
Any first-time request for use of space by an individual or organization with no connection to Chapel By The Sea shall be considered by Communication and Resources Team and, if approved, a fee, with deposit of $75.00 shall be assessed to secure the space. A fee of $25.00 / hour shall be charged hour and includes set up and clean up time. The deposit may be applied to the rental fee, following inspection of the premises of Silver Hall and determination that no damage has been found.
All uses of buildings shall be within the parameters set by Chapel insurance policies, and deemed appropriate by the Session.
See Attached specific Regulations applying to the use of Silver Hall

REGULATIONS/GUIDELINES FOR THE USE OF CHAPEL BY THE SEA PRESBYTERIAN CHURCH, SILVER HALL

Scheduling and use of Silver Hall must be requested through the Church Administrator .
A key holder/group leader is responsible for opening and closing the room(s) used.
NO ALCOHOLIC BEVERAGES or ILLEGAL DRUGS are permitted on the grounds.
SMOKING IS PROHIBITED.
If children under age 18 are attending functions in Silver Hall, no skateboards, rollerblades or scooters are permitted on the grounds. Children MUST BE supervised by an adult at all times.
Room 5 will be normally be available to AA, Scouts and other community organizations.
CLEAN UP policy – Used room(s) MUST be cleaned and returned to the same condition as found. This includes replacing furniture in original locations.
All garbage and trash MUST be removed from tables, picked up from the floor, and placed in plastic garbage bags.
On Saturdays the use of the building by community groups is normally prohibited, so as to provide as clean and well-maintained property for Chapel's Sunday events.
KITCHEN POLICY – Stoves, refrigerators, freezers, dishwasher, ice machine and coffee makers ARE NOT to be used by community groups, except with special permission. Work tables, counters and sinks MUST be left clean and orderly. Outside groups MUST supply their own coffee makers, coffee, tea, sugar, creamers, paper products, ice, ice chests and utensils.
Tables MUST cleaned, and the tables and chairs returned to the original setup, as found.
Pianos may NOT be used without contacting the Music Director.
Only freestanding decorations may be used. Decorations on walls, drapes, are not allowed.
Burning of candles or incense is not allowed because of fire hazard.
The Chapel does not furnish tablecloths to community groups.
Restrooms MUST be checked prior to leaving, and MUST be left in a clean and neat condition.
If only Silver Hall has been approved for use, side rooms MAY NOT be used.
The public address system MAY NOT be used without prior authorization of the Church Administrator.
All interior lights MUST be extinguished when exiting.
Check to assure all unlocked doors are securely locked upon departing the building.
If there is a non-emergency problem with equipment or facility please notify the Sexton.
In case of an emergency call 911 if needed.

RESPONSIBILITY:

It shall be the responsibility of the Church Administrator and Sexton to ensure compliance with this Policy.

LAST REVIEWED 2008

SPECIAL OFFERINGS # 12:000

2007-02-16T14:58:00.000-08:00

PURPOSE:
To recognize those special offerings approved by the Session, traditionally received at various times throughout the year.

SCOPE:
All special offerings received by Chapel By The Sea.

PROCEDURE:
The following special offerings have been approved:

One Great Hour of Sharing – annually in the week's prior to Easter
Peacemaking Offering – annually, the first Sunday of October (25% is designated by the Mission and Outreach Team)
Christmas Joy Offering – annually the Sunday before Christmas
3 cents a meal – received in worship on Sunday and at each meal served (25% is designated by the Mission and Outreach Team for hunger related programs or activities)
Souper Bowl - annually on Souper Bowl Sunday and promoted by Chapel Youth, designated for the 3 Cents A Meal offering (or by another hunger ministry if approved prior to the offering by the Mission and Outreach Team)
Youth Fund Raisers - sponsored and promoted by the Chapel Youth.
Living Gift Market – annually in November and December sponsored by the Mission and Outreach Team.

Generally, only special offerings approved by the General Assembly will be considered. Any requests to approach the Congregation for funds through any means other than those already established must be approved by the Session. This includes any and all non-profit, religious and non religious organizations.

LAST REVIEWED 2008

REIMBURSEMENT OF EXPENSES # 02:013

2007-02-16T14:55:00.000-08:00

PURPOSE:

To ensure that all expenditures for goods or services by a Staff or Elder as well as the requests for reimbursement have been authorized by the proper individual.

SCOPE:

This Policy shall apply to all purchases of goods or services and all requests for reimbursement.

PROCEDURE:

When feasible, requisitioning of goods or services prior to expenditure shall be processed through the Church Administrator .
If Staff, Elders or Committee Members request reimbursement for dollars spent, a Staff or Committee Chairperson shall attach the proper receipts. Without the proper documentation and signature, there shall not be a reimbursement.
The IRS Standard Business Mileage Rate shall be utilized when a Staff or Congregation Member drives his/her personal vehicle on Chapel By The Sea business.

RESPONSIBILITY:

Proper financial controls to ensure purchases and reimbursement are legitimate and adhere to the above Policy and are the responsibility of the Church Administrator prior to any repayment.

LAST REVIEWED 2008

ACCOUNTING PRACTICES # 02:015

2007-02-15T14:57:00.000-08:00

POLICY:

Maintain Church records in accordance with generally accepted accounting principles.

SCOPE:

To assure that appropriate Staff carries out sound financial practices, as appropriate

PROCEDURE:

Conduct monthly review and reconciliation procedures
Implement controls to insure that all internal financial statements are complete and accurate.
Ensure that all employees utilize the Chapel authorized time sheet, that all time sheets are signed by the employee and supervisor, if appropriate.
Maintain a current physical inventory.
Maintain a consistent accounting treatment for the assets of Chapel By The Sea.
Ensure that all checks have the required two (2) signatures.

RESPONSIBILITY:

The Church Administrator shall be responsible for ensuring that all accounting procedures are in compliance with generally accepted accounting principles, but the ultimate responsibility for the implementation and maintenance of such practices shall rest with the Communication and Resources Team and Session.

LAST REVIEWED 2008

REQUISITIONING, PURCHASING, AND PAYMENT OF INVOICES AND CHECK REQUESTS # 02:014

2007-02-14T14:56:00.000-08:00

PURPOSE:

To maintain reasonable and proper financial controls and procedures for requisitions purchases, and payments for materials and services, while operating within approved budget constraints.

SCOPE:

All requisitions, purchases orders, check requests and payments for all goods and services shall be in compliance with this Policy.

PROCEDURE:

Requisitions for all office supplies, miscellaneous items and services, shall be submitted to the Church Administrator. Requisition forms shall be used.
Purchases, or jobs with a cost exceeding $2,500, shall require at least two bids/quotes.
The requisitioner/purchaser shall strive to obtain competitive prices, while maintaining the necessary quality and service.
Check requests, and invoices shall be approved by the requisitioner/purchaser prior to payment of the invoice. Committee Chairpersons and Staff liaisons shall have authority to approve for payment invoices and check requests.
All checks require two signatures. The Communication and Resources Team shall designate approved signatures. New signature forms must be forwarded to Colonial Bank, with a copy of the meeting minutes when new signers were approved. See Bank Accounts[2:001]
The Church Administrator shall maintain all purchasing and accounts payable files.
The Church Administrator shall monitor and if necessary, advise Committee Chairpersons of budgetary constraints, which will be referred to Communication and Resources Team.

RESPONSIBILITY:

It shall be the responsibility of all persons authorized to buy goods and services to comply with this Policy, while controlling expenditures within budgetary limits. The Church Administrator, reporting to the Communication and Resources Team shall be responsible for the purchasing of administrative, maintenance and custodial goods and services, the payment of all invoices, and the monitoring of expenses against budget.

LAST REVIEWED 2008

REIMBURSEMENT OF EXPENSES # 02:013

2007-02-13T10:35:00.000-08:00

PURPOSE:

To ensure that all expenditures for goods or services by a Staff or Elder as well as the requests for reimbursement have been properly authorized.

SCOPE:

This Policy shall apply to all purchases of goods or services and all requests for reimbursement.

PROCEDURE:

• When feasible, requisitioning of goods or services prior to expenditure shall be processed through the Church Administrator .
• If Staff, Elders or Committee Members request reimbursement for dollars spent, a Staff or Committee Chairperson shall attach the proper receipts. Without the proper documentation and signature, there shall not be a reimbursement.
• The IRS Standard Business Mileage Rate shall be utilized when a Staff or Congregation Member drives his/her personal vehicle on Chapel By The Sea business.

RESPONSIBILITY:

It is the responsibility of the Church Administrator, prior to the payment for goods or services, to ensure that the proper financial controls, relative to such transactions, have been adhered to.

LAST REVIEWED 2008

FUNDRAISING # 01:012

2007-02-12T11:52:00.000-08:00

POLICY

To establish an appropriate and consistent fundraising Policy.

SCOPE:

This Policy shall pertain to ALL fundraising projects that fall outside of the “Special Offerings” Policy [2:0016]. All Committees of Chapel By The Sea shall abide by this Policy and follow the established Procedures.

PROCEDURE:

Any fundraising request shall be presented for approval to the Pastor by the originating Committee.
If approved, the Committee shall present the proposal to Session for approval or denial.
The responsible Committee shall keep the Session apprised of project status.

RESPONSIBILITY:

The Session is responsible for ensuring compliance with this Policy.

LAST REVIEWED 2008

PRESBYTERIAN FOUNDATION FUND INVESTMENTS # 02:012

2007-02-12T10:11:00.000-08:00

PURPOSE:

To establish, direct, and control investments with New Covenant Funds through the Presbyterian Foundation.

SCOPE:

All invested funds through the Presbyterian Foundation shall be included in this Policy. All Presbyterian Foundation Funds are with the New Covenant Fund family.

PROCEDURE:

• Funds through the Presbyterian Foundation include endowments, a capital reserve fund and scholarship fund.
• Certain short-term investments may be held in money market, or certificates of deposit at the discretion of the Communication and Resources Team.
• The Communication and Resources Team shall designate the specific fund(s) within the New Covenant Funds family for the investments.
• The Church Administrator shall review quarterly statements and the stated value on the balance sheet shall be adjusted to reflect any changes.
• If it becomes necessary to borrow from an endowment fund, the Communication and Resources Team shall present a recordation to the Session. Only Session Members can authorize borrowing. A promissory note shall be prepared and signed by a Corporation Officer. The note shall state the interest to be charged and the repayment schedule.

RESPONSIBILITY:

The investment of Chapel funds shall be the responsibility of the Communication and Resources Team, which shall provide procedural guidance to the Church Administrator.

LAST REVIEWED 2008

PETTY CASH # 02:011

2007-02-11T10:07:00.000-08:00

PURPOSE:

To establish a Petty Cash Policy and Procedure to meet financial and auditing standards.

SCOPE:

The control and use of petty cash funds is limited to Staff, Elders and Volunteers.

PROCEDURE:

* The petty cash amount shall be limited to $25.00, unless the Budget & Finance Committee approves a change.
* The Church Administrator shall be responsible for the control, disbursement and reconciliation and of the fund.
* A request for petty cash funds shall be kept to a minimum and utilized for last minute legitimate expenses. A receipt for the amount disbursed shall be required, and shall accompany any request for replacement funds in excess of the petty cash amount. This receipt shall include the reason for the petty cash request, and be signed by the individual making the request.
* The petty cash fund shall be reconciled monthly by the Church Administrator.

RESPONSIBILITY:

Control and reconciliation of the petty cash fund resides with the Church Administrator reporting to the Communication and Resources Team.

LAST REVIEWED 2008

OPEN CREDIT/VENDOR ACCOUNTS # 02:010

2007-02-10T10:01:00.000-08:00

POLICY:

To provide a Policy for the establishment and control of credit/open accounts with vendors.

SCOPE:

The establishment of open credit with all vendors shall be carried out uniformly by any and all requisitioners and/or buyers representing Chapel By The Sea.

PROCEDURE:

• Credit cards may be obtained and used for vehicle fuel purchases. The credit card will be kept in the vehicle, and receipts of purchases and credit cards should be returned to the Church Administrator.
• Prior to payment of credit card charges, the Church Administrator shall reconcile charges to the monthly statements.
• A Chapel credit card, such as Visa or Master Card shall be permitted at Chapel By The Sea. The Church Administrator shall maintain a log of card use. The credit card's monthly balance will be paid in full.
• If open credit with a vendor is requested, the Church Administrator shall establish the requested account and the authorized buyer(s) with a vendor. A notification in writing to the vendor shall state that charges made by an unauthorized buyer shall not be paid without approval of the Church Administrator prior to any sale.
• The list of authorized buyers from vendors shall be kept to a minimum. The list shall be reviewed by the Church Administrator at least annually and updated regularly, after discussion with the responsible individuals such as Staff or Committee chairpersons.

RESPONSIBILITY:

The Church Administrator shall be responsible for the establishment, control and payment of open accounts. He/she shall forward an approved list of buyers to the vendors, after discussion with pertinent Staff, or Chairperson(s). Each buyer shall be responsible for adherence to that approved budget line item.

LAST REVIEWED 2008

NON-CASH GIFTS # 02:009

2007-02-09T14:52:00.000-08:00

PURPOSE:

To establish a Policy for acceptance and disposition of all non-cash gifts, e. g., real estate, computers, printers, vehicles to Chapel.

SCOPE:

This Policy shall apply to all gifts to Chapel valued at more than $500, other than cash and/or securities.

PROCEDURE:

All non-cash gifts exceeding $500 in value shall be sold, for the best possible price, unless a specific use is proposed. If sold, the cash received shall be applied to the appropriate designated account. If a gift is not designated, the proceeds should be applied to the general operating fund.
If there is an unusual aspect or question regarding the gift, the Session shall be consulted. The Session pursuant to the Book of Order G-7.0402, has the authority to direct the recipient of the gift regarding the acceptance or rejection of any gift or bequest for the use and benefit of Chapel.
If a Committee proposes a specific use, their recommendation shall be presented to the Session for its decision.

RESPONSIBILITY:

The Communication and Resources Team and ultimately the Session shall be responsible for the acceptance or rejection of a gift and the utilization of that gift.

LAST REVIEWED 2008

MEMORIAL FUNDS # 02:008

2007-02-08T14:52:00.000-08:00

PURPOSE:

To ensure that all memorial contributions are accepted, recorded and used consistent with Chapel By The Sea’s Policy.

SCOPE:

All memorial donations received by Chapel By The Sea shall be consistent with the stated Policies of Chapel By The Sea. Memorial Funds are intended for specific, tangible needs and programs, involving ministry and materials, or material things, which are perceived as meaningful for the well-being of the Church, provided that such funds are not used for ongoing ministry and other programs that are normally funded by general budget, or for routine maintenance or major capital project expenditures.

PROCEDURE:

All memorial funds received shall be deposited to the Memorial Account until the Session approves the use of these funds, upon recommendation of the Memorial Funds Committee.
The Church Administrator shall include the Memorial Account status in monthly financial reports to the Session.
A family may donate funds in memory of a loved one for a specially identified project, provided the project has the prior approval of the Session. Shession’s approval is required for any other project memorializing an individual, whether or not that is to be funded by family or friends.
Only Members and Affiliates names are eligible for placement on the memorial wall plaques in the Chapel. No memorial plaques or names of contributors shall be placed on any buildings, furnishings, or other property of the Chapel.
The Memorial Committee shall be responsible for acknowledgments to the deceased’s family and a thank you to the donor.

GUIDELINES:
The Memorial Fund Committee should be guided by the following int heir management of requests for the use of such funds:

1. Memorial funds are unspecific funds for the good of the Church overall.

2. Memorial funds are akin to an "escrow" account, accumulating and earning interest.

3. Memorial funds distribution of spending covers items which are not part of our regular budget.

4. Congregational perception should be taken into account as far as timing of spending is concerned.

5. There is an overall fiscal/financial responsibility involved in reviewing requests for distribution of Memorial Funds.

6. Attention should be paid to the number of people in the Church family who would benefit from a request for funds.

7. Distribution should probably be made compatible with the size and nature of our congregation.

RESPONSIBILITY:

The Church Administrator shall be responsible for maintenance of the Memorial Account, the Session is responsible for approval of distribution of all Memorial Funds, generally based on the recommendations of Memorial Funds and Budget and Finance Committees.

LAST REVIEWED 2008

LEASES AND CONTRACTS # 02:007

2007-02-07T14:50:00.000-08:00

POLICY:

To establish legal and financial standards that ensures valid leases and contracts.

SCOPE:

Any and all leases or contracts shall be included in this Policy. Examples are rental lease, copier and collator, maintenance contracts and contract to tent the buildings for termite control.

PROCEDURE:

All contracts, agreements and leases shall be reviewed and approved by the President of the Corporation and the Chairperson of the Communication and Resources Team.
Acceptance of bids or quotes for projects exceeding $2,500 shall require review and approval by the President of the Corporation and the Chairperson of the Budget & Finance Committee. See Requisitioning, Purchasing, and Accounts Payable [02:0014]
Prior to approval and signature, an attorney shall review any and all property lease(s).
The Church Administrator shall maintain originals and copies of all documents.

RESPONSIBILITY:

The Sexton, Communication and Resources Team and/or Church Administrator , when obtaining bids/quotes, or negotiating a lease or contract, shall comply with this Policy and Procedure.

LAST REVIEWED 2008

INSURANCE AND BONDING # 02:006

2007-02-06T14:49:00.000-08:00

POLICY:

To understand risk management and ensure adequate insurance coverage to provide for the security and well being of the Congregation, to provide sufficient funds for rebuilding or renovating following loss or damage and to provide adequate coverage for any possible Personal Injury claims.

SCOPE:

All property, building, contents, Congregation Members, Staff, Officers and guests shall have insurance coverage as deemed sufficient through risk management analysis by the Communication and Resources Team or a qualified professional.

PROCEDURE:

Insurance policies shall cover buildings and contents for fire, flood, windstorm, hail, theft, the business and personal property of Clergy, Officers and Staff while such property is in the insured buildings.
Comprehensive liability shall be in place to cover bodily injury or property damage liability.
Extended coverage shall include all reasonable medical, surgical and dental expenses and applies to Congregation Members and guests.
Worker’s Compensation coverage is required for accidental injury arising out of the course of employment.
A Fidelity Bond shall provide coverage on Chapel positions, rather than on individuals.
As any church may find its Officers subject to potential personal liability, Directors and Officers Liability shall be maintained.
As deemed necessary, additional insurance coverage may be added, such as a rider on specific items of property.
Annually, the Communication and Resources Team, or a qualified individual shall review all insurance policies with the Church Administrator and the insurance representative. This review shall include any addition to property, the current replacement value of the buildings and contents, determine if bonds, liability or separate rider coverage is sufficient and the appropriateness of deductibles.
An annual review of Chapel programs, on and off property, to ascertain proper coverage, shall be conducted to ascertain the proper and necessary coverage .
All Chapel Staff and Congregation Members involved in Chapel Ministries shall be made aware of liability and responsibility.
Claims to the insurer shall be processed through the Church Administrator. A claim file shall be maintained in that office for no less than seven (7) years. Calls to the Church Administrator concerning claims should be forwarded to the Chapel’s insurance carrier. Pending claims shall not be discussed with the claimant, their insurance carrier, or attorney.
Vehicle insurance coverage is outlined in the Chapel Vehicle Use Policy [3:006]

RESPONSIBILITY:

The Communication and Resources Team, with the Church Administrator shall be responsible for all insurance coverage, and shall perform an annual review with a view toward ensuring the adequacy and appropriateness of all policies, prior to their renewal.

LAST REVIEWED 2008

GIFTS OF SECURITIES FROM CHAPEL CONTRIBUTORS # 02:005

2007-02-05T14:48:00.000-08:00

POLICY:

To ensure uniform procedures for the receipt and disposition of any and all securities.

SCOPE:

All non-cash gifts of securities shall be handled in the manner laid forth in this Policy.

PROCEDURE:

Securities shall not be received nor kept on Chapel premises.
All securities shall be transferred to Chapel By The Sea through the Chapel’s investment broker, and after investment broker receipt, sold immediately.
The Church Administrator shall authorize the the transaction and request that proceeds are forwarded by the investment banker to Chapel within three (3) days of notification of receipt.
A letter of acknowledgment and thanks, signed by the Pastor shall be sent to the donor for specified securities, but without fixing a dollar amount. The dollar amount received by the Chapel is recorded as a contribution, the donor shall use the security price at time of transfer as supplied by his/her broker for IRS purposes.

RESPONSIBILITY:

The Church Administrator shall adhere to the above procedures for the management of all securities, and will keep the Communication and Resources Team apprised of securities status.

LAST REVIEWED 2008

FIXED ASSETS # 02:004

2007-02-04T14:46:00.000-08:00

POLICY:

To establish a Policy and Procedures for documenting, tracking and maintaining accurate records of fixed assets.

SCOPE:

A fixed asset for the purpose of this policy shall be any physical item with a value exceeding $500. Furnishings and fixtures that are part of the building, attached to the wall, floor, etc., shall not be included in the fixed asset records. These attached furnishings and fixtures shall be included in the value of Chapel buildings and property.

PROCEDURE:

The Pastor, Staff, Elders and Committees purchasing or disposing of an asset shall advise the Church Administrator . If purchasing an asset, the invoice with a description, date of purchase and cost will serve as the basis for addition to the Fixed Asset File. If the item is to be disposed of, furnish the inventory item number, if available, the item description and its location in order that the item can be removed from the Fixed Asset List. New items added to the Fixed Asset List shall be labeled with an inventory number and location through the office of the Church Administrator .
Annually, using the current Fixed Asset List, an internal audit team shall, by location, i.e., kitchen, main office, spot-check items for accuracy of records.
If the annual asset review should be unsatisfactory – a significant number of errors – the Church Administrator , assisted by the Communication and Resources Team, shall plan and schedule a physical inventory. See attached physical inventory procedures.
Leased equipment, such as the copier and collator, shall be accounted for, but not included on the Fixed Asset List or in the dollar value of fixed assets.
Chapel vehicles shall be included in fixed assets.

RESPONSIBILITY:

It shall be the responsibility of the Church Administrator to maintain the fixed asset records, working with the Communication and Resources Team.

LAST REVIEWED 2008

WEEKLY CONTRIBUTIONS # 02-003

2007-02-03T14:45:00.000-08:00

POLICY :

To establish controls and procedures for accurate and confidential accounting of the weekly contributions.

SCOPE:

Weekly contributions are monies collected in offerings, including envelopes, loose currency and checks. Offerings include Sundays, special services, concerts and other events.

PROCEDURE:

After each service two (2) individuals shall sort the offering by checks, envelopes and currency denominations. When completed, the offering will be placed in a bank bag, locked and placed in the office safe.
The process for counting the offering follows the "Procedures for Counting Offerings" from the Peace River Presbytery's Treasurer's Manual. This procedure is followed on Monday mornings.
Miscellaneous payments such as children’s activities and 3 cents a meal shall be counted, reconciled and a separate deposit slip completed.
Deposits shall be taken to the bank immediately upon completion, and the bank deposit slips returned to the Church Administrator.
Deposits are made on Thursday for monies that are received during the week.

RESPONSIBILITY:

The Church Administrator shall oversee the collection, counting, deposit and entry of all monies. The Treasurer and/or the Church Administrator shall be responsible for availability of volunteers at services, counting of the money and adherence to appropriate and proper financial controls.

LAST REVIEWED 2008

CASH ADVANCES # 02:002

2007-02-02T14:43:00.000-08:00

POLICY:

To ensure control and accountability for any expense advance to any employee.

SCOPE:

The Communication and Resources Team prior to any payment shall approve any cash advance. The cash advance account shall be reconciled monthly by the Church Administrator .

PROCEDURE:

A separate receivables account shall be maintained to reflect the advance and expenditures.
At month-end, the employee with the cash advance shall present receipts for all expenditures in detail for the month, to the Church Administrator . That office shall reconcile the account, and if the expenses exceed the advance amount, issue a check for the difference to the employee.
Expenditures shall be debited to the expense account, and credited to the receivables account.

RESPONSIBILITY:

Proper financial control of cash advances rests with the employee requesting the advance, the Church Administrator and the Budget & Finance Committee.

LAST REVIEWED 2008

BANK ACCOUNTS # 02:001

2007-02-01T14:40:00.000-08:00

POLICY:

To establish and control bank accounts of Chapel By The Sea, ensuring the proper accounting of monies and the distribution among various funds.

SCOPE:

ALL Chapel By The Sea bank accounts and restrictions shall be within the scope of this policy.

PROCEDURE:

Accounts shall not be moved to other than the present bank without the approval of the Corporation Officers.
Additions, deletions, name changes, etc. to bank account signatures may only be accomplished with a completed signature form from the bank and the Corporation Officers meeting minutes when changes to the account signatures were approved.
Current fund accounts are general checking, money market and budget short-fall or debt reduction. These accounts shall not be closed nor changed without the approval of the Corporation Officers.
All bank accounts shall be reconciled monthly by someone other than the person who writes or signs checks.
All checks shall require two (2) signatures. Online banking may be used to track account activity, check balances and move funds between accounts with the approval of the Budget & Finance Committee.
The Budget & Finance Committee shall use additional online banking functions, e.g., bill payments, only with prior approval.
The Church Administrator may be a signatory on checks under $500.

RESPONSIBILITY:

The Church Administrator shall be responsible for day-to-day control of Bank Accounts, with overall guidance and control being the responsibility of the Budget and Finance Committee.

LAST REVIEWED 2008

NOMINATING COMMITTEE # 01:007

2007-01-07T11:38:00.000-08:00

Composition of the Nominating Committee shall be two (2) Session Members and three (3) Congregation Members at large and shall comply with the Book of Order, [G-14.0201b].
Selection of Congregation Members to the Nominating Committee shall come only from the Congregation (not from the Session).
The Congregation, Staff and Session may submit names to the Nominating Committee for consideration as Elders.
No nominee shall be asked if he or she will serve until the Committee has made its final selection decisions.
Nominees shall be full time residents of the local area.
A thorough understanding of an Elder’s commitment and responsibilities and a candidate’s ability to meet these requirements, as well as the needs of the Session, shall be at the forefront in the selection process.
A candidate’s commitment to the Reformed Theology Doctrine shall be part of the selection process.
Selection of nominees shall not be made by telephone. Selection shall be carried out in a Committee Meeting. Minutes of the meeting shall be recorded stating what names were submitted, the final choices for nomination, and who will contact the candidates.
Requesting Staff input during the selection process is beneficial in arriving at final choices.

From the Book of Order, G-14.0223 and G-14.0224:
Nominations shall be made by a representative nominating committee of active members of the church. The committee shall itself include both women and men, giving fair representation
to persons of all age groups, of all racial ethnic members, and of persons with disabilities who are members of that congregation. At least two members of this committee shall be elders designated by the session, one of whom shall be currently on the session and serve as moderator of the committee. At least one member of this committee shall be designated by and from the board of deacons, if the church has deacons. Other members of the committee, in sufficient number to constitute a majority thereof (exclusive of the pastor), shall be chosen by the congregation or by such organizations within the church as the congregation may designate, none of whom may be in active service on the session or in active service on the board of deacons. The pastor shall be a member of this committee, serving ex-officio and without vote.

The nominating committee shall be elected by the congregation annually and no member of the committee shall serve more than three years consecutively.

RESPONSIBILITY:

The Nominating Committee shall be responsible for the selection of Elder Nominees with input from the Congregation, Pastor, Staff and Session.

LAST REVIEWED: DECEMBER 2008

COMMITTEE COMMUNICATION AND PLANNING #01:003

2007-01-03T09:44:00.000-08:00

This policy is to clarify relationships between Session Committees and Staff. It applies to all Session Committees (with the exceptions noted below for Personnel Committee).

PROCEDURES:

All Session Committees shall maintain a meeting schedule and shall forward this information to Staff. This schedule shall be prepared in consultation with the Staff Liaison for each Committee.
Minutes of monthly meetings shall be maintained and forwarded to the Church Administrator by the Wednesday prior to the following Tuesday Session Meeting for inclusion in Session packets.
Committee agendas should be prepared in consultation with the Staff assigned to the Committee and made available by the Wednesday Staff Meeting before the Committee Meeting. This allows for clearing of calendars for planned events, suggestions for leadership, and elimination of potential conflicts.
Committees shall not schedule events, plan activities, or contact volunteers and leaders without prior review at the weekly Staff Meeting.
The Personnel Committee shall meet when called by the Session, Pastor or Personnel Committee Chair to facilitate annual salary budgeting, secure new staff positions, replace Staff as needed or resolve Staff issues as necessary.

RESPONSIBILITY:

Compliance with these Procedures is the responsibility of Elder Chairs and the Pastor.

LAST REVIEWED: DECEMBER 2008

CHILD PROTECTION # 01:002

2007-01-02T09:04:00.000-08:00

POLICY:

To ensure that a consistent Policy for background checks shall be adhered to at Chapel By The Sea, background checks on all employees and certain volunteers shall be required.

SCOPE:

Applies to all potential employees and volunteers who have significant contact with infants, toddlers and all youth under 18 years of age at Chapel By The Sea.

PROCEDURE:

Volunteers and employees who fall within the above parameters shall sign a release granting permission for Chapel to process a national-level background check.
A prospective employee or volunteer who falls within these parameters and who refuses to sign a release for the background check shall not be hired or accepted as a volunteer by Chapel By The Sea.
A follow-up background check shall be conducted as deemed necessary.
All background checks shall be confidential and the result only available to the Personnel Committee and Pastor, who shall process the background check requests and maintain the files.
If an individual states the background check results are incorrect and can present facts that leave the report questionable, a more thorough investigation may be necessary.

RESPONSIBILITY:

Adherence to the consistency and confidentiality of this Policy shall be the responsibility of the Pastor. In consultation with the Personnel Committee all reports shall be discussed and resolved.

REVIEW DATE 2007

POLICY AND PROCEDURE MANUAL # 01:001

2007-01-01T08:59:00.000-08:00

POLICY:

To establish and document all foreseeable Policies and Procedures at Chapel By The Sea and to expedite the decision making process, the Policy and Procedure Manual shall be kept current with additions and/or deletions as necessary.

PROCEDURE:

· Staff Liaisons to a Committee shall prepare changes to a current Policy or requests to delete one that has become obsolete, as necessary, and forward changes to the Church Administrator for approval by the Session with addition, replacement or deletion to the Policy and Procedure Manual.

· As changes in the Manual occur, the Church Administrator shall provide the changes to Staff and Session in writing.

· A complete and current copy of the Manual shall always be available in the Chapel Office.

· Each July, the Church Administrator shall review all procedures, consult with other Staff and revise Manual’s contents, as necessary.

RESPONSIBILITY:

The Church Administrator, working with Staff, shall be responsible for maintaining an up-to-date, Session approved, Policy and Procedure Manual.

LAST REVIEWED: DECEMBER 2008

BY LAWS OF CONGREGATION’S CORPORATION

2000-01-28T06:36:00.000-08:00

CHAPEL BY THE SEA PRESBYTERIAN CHURCH (USA)
FORT MYERS BEACH, FLORIDA

BY LAWS OF CONGREGATION’S CORPORATION

Article I – Membership

Section 1. Reception.
The Session will receive persons into the membership of this Church in any of the following ways: (a) profession of faith and confirmation and/or baptism; (b) transfer of membership from other churches; (c) re-affirmation of faith; or, (d) affiliation while retaining full membership in another church.

Section 2. Duties of Members
The members shall be regular in attendance at worship service, shall avail themselves of the privilege of partaking of the Lord’s Super at the times provided by the Session and shall manifest a godly life. They shall contribute toward the financial support of the Church according to their means, and, in general endeavor to advance the work and will of the Lord as stewards in his Church by a proportionate sharing of time, talents and treasures.

Section 3. Rights and Privileges of Members
All members of this Church except affiliate members shall be eligible to vote and hold office.

Article II – Meetings of the Corporation

Section 1. Moderator
The President or in the President’s absence an Elder currently on Session, designated by the Session, shall convene meetings of the Corporation and shall preside.

Section 2. Clerk
The Clerk of the Session shall be the clerk or secretary of all meetings of the corporation. In absence of the clerk, those members of the Corporation who are present shall elect another Elder to serve as clerk or secretary of the meeting.

Section 3. Quorum
A quorum on shall be required for the transaction of business at all meetings of the corporation. A quorum consists of the Pastor or presiding Elder or their alternates as provided for herein and one tenth (1/10) of the members per the Book of Order G-7.0305.

Section 4. Meetings
There shall be a joint annual meeting of the congregation and corporation in the month of January at a time convenient to a large part of the members for transaction of any business properly coming before such meeting. At the close of the annual meeting of the congregation there shall be an annual meeting of the corporation for the transaction of any business coming before such meeting.

Article III – Officers of the Congregation

Section 1. The Session
The session shall constitute the governing Board of the Church, and shall consist of fifteen (15) elders in active service.

Section 2. Officers
At the first regular meeting of the Session following the annual meeting of the congregation, the Session shall elect the President of the Corporation, a Vice President, a Secretary and a Treasurer for a one-year term. The officers need not be Session members, but must be ordained elders in the Presbyterian Church (USA). Vacancies shall be filled in like manner at any regular meeting of the Session.

Section 3. Committees of the Corporation
The moderator, with the concurrence of the Session, shall appoint and dissolve standing or special committees to oversee and promote the various concerns of the corporation. Committee membership shall consist of elders in active service and, whenever possible, other concerned individuals from the church membership.

Article IV – Officers of the Corporation

Section 1. Board of Trustees
The official governing board of the congregation shall be known as the Session and the official board of the corporation shall be known as the Board of Trustees. The membership of the two boards shall be identical, consisting of individuals serving both as elders and trustees during their term of office. (See Book of Order G-7.0400)

Section 2. Reporting
Any action taken by the Officers of the Corporation shall be reported by the President of the Trustees at the meeting of the Board of Trustees following such action for approval and or ratification if and as required.

Section 3. Committees
The Board of Trustees may establish and appoint such committees as it finds necessary and proper to carry out its responsibilities.

Section 4. Officers, Duties, Compensation, and Reporting
a. Number and Election: The officers of the Corporation are those set forth in Article III, Section 2 above.
b. Duties of Officers: The President or, in absence thereof, an Elder elected by the Session shall preside at all meetings of the Board of Trustees, and shall perform such other duties as may from time to time be requested of them by the Board. The President shall execute any legal instruments as authorized by the Board. An Elder authorized by the Session shall perform duties of the President whenever the President is absent. The Clerk of the Session or in his or her absence another Elder elected by the Session shall attend all meetings of the Session and Board of Trustees and record all actions taken, in minute books kept for that purpose; be the custodian of the seal of the Corporation and see that it is affixed to all documents executed on behalf of the Corporation; shall see that notices are given and reports properly kept; and, perform other related duties. The Treasurer shall have or provide custody of funds or other property and shall render monthly reports of accounts prepared by the Business Manager showing the financial condition of the Corporation, plus other related duties assigned by the Session or by the President.
c. Compensation: Salaries for any of the elected officers shall be fixed by the Board of Trustees, or by such officer as may be designated by resolution of the Board. No officer shall be prevented from receiving compensation because he or she is also a trustee of the Corporation.
d. Annual Report. The President and Treasurer shall present at a regular meeting of the Board in every year a report showing: (1) Assets and Liabilities of the Corporation as of the end of the fiscal year immediately preceding the date of the report, together with any changes which have occurred during the year; and (2) receipts and disbursements of the Corporation for both general and restricted purposes related to the approved budget for the year immediately preceding the date of the report including separate data regarding each trust held by or for the Corporation. The annual report shall be filed with the minutes of the meeting of the Board of Trustees at which it is presented.

Article VI —Powers of the Corporation

The powers of the Corporation are hereby granted to and vested in the Board of Trustees, subject to the authority of the Session, the permission of the Presbytery, when required, so far as such direction shall be lawful and in accordance with the Constitution of the PCUSA, the Standing Rules of Presbytery, the laws of the State of Florida, and the laws of the Untied States of America. The Corporation shall have the following powers:

a. To receive, hold, encumber, manage, and transfer property (real and personal) for the Church.
b. To accept and execute deeds of title to such property.
c. To hold and defend title to such property.
d. To manage any permanent special funds for the furthering of the purposes of the Church.
e. When buying, selling, and mortgaging real property, to act only after the approval of the congregation granted in a duly constituted meeting.

Article VI – Miscellaneous

Section 1. Corporate Seal.
The Corporation shall have a corporate seal with the words “The Chapel by the Sea Presbyterian Church U.S.A., a Florida Not-For Profit Corporation.”

Section 2. Checks
All checks, notes, or other orders in writing above $250 shall be signed by two persons, as authorized by the President and Treasurer. Checks or other orders in writing below $250 may be signed by the Church Administrator and reported thereby to the President and Treasurer.

Section 3. Deposits
All funds of the Corporation shall be deposited promptly to the credit of the Corporation in such depositories as the Board of Trustees may designate. Bank accounts in which such deposits are made shall be in the name of the Corporation, but may include appropriate designation to identify the account by purpose or otherwise.

Section 4. Contracts
Except as otherwise provided in these By Laws, the Board of Trustees may authorize any officer to enter into any contract or to execute or deliver any instrument on behalf of the Corporation.

Section 5. Indemnification.
Every Elder, every Officer of the Corporation and every member of the every duly authorized committee of the Corporation shall be fully indemnified by the Corporation against any and all costs, expenses, and liabilities, including, but no limited to, attorneys fees through all trial and appellate levels reasonably incurred by or imposed in connection with any proceeding, arbitration or settlement to which any such person may be a party or in which such person may become involved by reason of serving or having served the Corporation in such capacity. Notwithstanding the foregoing in the event of a voluntary settlement, the indemnification provisions of this Section 5 shall not be automatic but shall apply only when the Session approves such settlement. Notwithstanding any term or provision contained herein to the contrary, in instances where any person otherwise indemnified by the provisions of this Section 5 admits or is adjudged guilty of willful malfeasance or nonfeasance in the performance of such person’s duties, these indemnification provisions shall not apply. The foregoing right of indemnification shall be in addition to and not exclusive of any and all rights of indemnification to which any person may be entitled by common law, statute or other governing or applicable law.

Section 6. Bonding
Fidelity bonds shall be obtained by the Board of Trustees for all persons handling or responsible for the Church’s funds in amounts as shall be determined by the Board of Trustees but in no event less than the amounts required by insurers. The premiums for such bonds shall be paid by the church.

Article VII – Amendments

These By Laws may be amended at any annual or special meeting of the congregation/corporation, by the affirmative vote of at least two thirds (2/3) of the active members present and voting, provided that two weeks prior public notice shall have been given of the proposed amendment.

Approved at Congregational Meeting April 22, 2001.
Amended at Congregational Meeting of September 12, 2004
Amended at Congregational Meeting of January 28, 2007