Policies of Good Shepherd Presbyterian Church of Lilburn GA

Index of Policies of Good Shepherd

2006-02-06T09:20:00.000-08:00

Welcome to the place where you can find the policies of the Good Shepherd Presbyterian Church. All of the policies of our church were gathered in an Elder's Handbook in January, 2004. Elders may remember, "We had a policy on this or that years ago..." but if it wasn't included in the Elder's Handbook in 2004, it no longer exists. It is, after all, important for all elders to "know the rules and play by the same rules."

Other than the most recently approved policies, you should find most of them reprinted on this web page.

To go to a specific policy, simply click the title...

STANDARD OF PROCEDURE

BOOK OF ORDER -- Online, downloadable edition

BOOK OF CONFESSIONS -- Online, downloadable edition

BUDGET PROCESS

BUILDING USE POLICY

BUILDING USE FEES AND CHARGES

CAPITAL EXPENDITURE POLICY

CATERING SERVICES - from our wedding policies

CHILD PROTECTION POLICY

CHURCH ENEWS

CHURCH PROPERTY (LOANING AND OFF-SITE USE)

CHURCH VAN POLICIES

CONFLICT POLICY -- Guidelines for Presbyterians in Times of Disagreement

CRISIS FUND

ELDERS -- OUR EXPECTATIONS OF ONE ANOTHER

ELDERS -- WHEN EXPECTATIONS ARE NOT MET

ETHICS -- Standards for Ministers, Ordained Officers, and Voluteer Workers

EXPENSE REIMBURSEMENT POLICY FOR STAFF

FLORIST SERVICES POLICY - from our wedding policies

FUND RAISING POLICIES

FURNISHINGS USE POLICY

MAINTENANCE RESERVE FUND AND ANNUAL MAINTENANCE BUDGET

MEMORIAL FUND POLICIES

ORGAN USE POLICY - from our wedding policies

OFFICE PROCEDURES

PERSONNEL POLICIES

PARLIAMENTARY PROCEDURES -- A Brief Introduction

PRESBYTERIAN DISASTER ASSISTANCE POLICY

PHOTOGRAPHY POLICY - from our wedding policies

YOUTH BUILDING POLICY - concerning use of "the well."

YOUTH-STAFF CONFIDENTIALITY POLICY

STANDARD OF PROCEDURE

2006-01-31T18:09:00.000-08:00

Subject to the provisions of the Book of Order, the Session of the Good Shepherd Presbyterian Church shall organize itself and conduct its affairs according to the following Standard of Procedure.

I. OFFICERS
A. The officers of this congregation shall be the Moderator of the Session, the Clerk of the Session and the Treasurer.

II. DUTIES OF THE OFFICERS
A. Moderator
1. The Moderator shall convene and preside at all meetings of the Session;
2. The Moderator shall call meetings when deemed necessary or when required by the provisions of the Book of Order;
3. The Moderator shall, in conjunction with the Permanent Committee chairpersons, name Session members to the Permanent Committees;
4. The Moderator shall serve as an advisory member to all committees of the Session and congregation, including temporary as well as permanent and special Sessional committees
B. Clerk of Session
1. The Clerk of Session shall keep minutes of all meetings and see to it that such minutes are approved and properly endorsed;
2. The Clerk shall make and keep records of all reports for Presbytery, Synod, and General Assembly;
3. The Clerk shall keep an up-to-date membership roll including an accurate list of active, inactive and Baptized memberships;
4. The Clerk shall take care of necessary correspondence of the Session, including dismissal of members;
5. The Clerk shall keep all records necessary, including committee reports;
6. The Clerk shall construct an agenda for the regular meetings and distribute the agenda to all Session members one week prior to the meeting;
7. The Clerk shall act as Moderator’s assistant at all meetings;
8. The Clerk shall keep an accurate record of all baptisms, marriages, deaths, and other significant events.
C. Treasurer
1. The Treasurer will keep and maintain all financial records;
2. The Treasurer shall work closely with staff and/or volunteers in the counting and depositing of all funds;
3. The Treasurer shall work closely with the staff and/or volunteers in the writing of checks and distributing of funds;
4. The Treasurer shall work to ensure that the expenditures are consistent with the approved Sessional budget;
5. The Treasurer shall handle any other duties the Session assigns in the area of the financial management of the church.

III. ELECTION OF CLERK, TREASURER AND COMMITTEE CHAIRPERSONS
A. The Clerk, Treasurer and Committee Chairpersons shall ordinarily be elected at the stated February meeting each year and shall assume office on the day of the annual ordination and installation of newly elected elders.
B. The Clerk, Treasurer and Committee Chairpersons are nominated by the Moderator, in consultation with the Nomination Committee.
C. No elder shall ordinarily hold two elective offices among the positions of Clerk, Treasurer and Committee Chairperson.
D. Elders-elect are eligible for appointment to office.

IV. TERMS OF OFFICE
A. The Clerk
1. The Clerk of Session shall be elected for a term of one year.
2. The Clerk of Session may serve up to three consecutive terms.
B. The Treasurer
1. The Treasurer shall be elected for a term of one year.
2. The Treasurer may serve up to three consecutive terms.
C. Committee Chairs
1. Chairpersons of Sessional Committees shall be elected for a term of one year.
2. Chairpersons of temporary or special committees shall be elected for a term of service defined by the needs of that temporary or special committee.
3. Chairpersons of Sessional Committees may serve up to six consecutive years.

V. VACANCIES OR ABSENCES OF OFFICERS
A. When an elective office falls vacant, such as the Clerk of Session or the Treasurer, the Moderator of the Session shall have the authority to appoint persons temporarily to fill that office until an election can be held or until such time as the absent officer resumes his duties.
B. In the case of a chairperson or a committee, each committee shall have a Vice-Chairperson who shall normally serve as Chairperson until the elected Chairperson may return to service or until another Chairperson is elected by the Session.
C. In the case of an elder’s inability to continue to serve on the Session until the end of a term, the position will normally remain vacant until the next annual election of elders.

VI. MEETINGS
A. The Session shall set its regular time of monthly meetings. The date, time or place of the regular meeting schedule will change by majority vote at a regular monthly meeting.
B. The Moderator may call special meetings at any time desired or when required by the Book of Order.
C. All meetings shall open and close with prayer.

VII. ATTENDANCE
A. Each member of Session is morally bound to be present at all meetings unless providentially hindered.
B. If a member of the Session is unable to be present at any meeting, that elder shall notify the Clerk and present an excuse.

VIII. QUORUM
A. The quorum for all meetings of the Session shall consist of no fewer than eight members, except for the purpose of receiving members.
B. The quorum for meetings in which members are received shall be the Moderator and two Elders.
C. The quorum for a committee shall be one half of the committee’s voting membership, provided that the number is no less than two, provided that those two include the chairperson or the vice-chairperson.

IX. COMMITTEES
A. Session Committees
1. The Sessional Committees are those determined by the Session that are needed for the ongoing operation and ministry of the church.
2. From time to time the Session may reorganize its list of or the responsibilities of the Sessional Committees. Such reorganization will be approved by majority vote at a regular meeting of the Session.
B. Temporary or Special Sessional Committees
1. The Session may create and appoint to membership any Temporary or Special Committee for the purpose of planning and/or carrying out a specific program, task or mission.
2. Chairpersons of a Temporary or Special Committee will be named by the Session.
3. Chairpersons of a Temporary or Special Committee, unlike the Sessional Committees, does not have to be an elder or a member of the Session.
C. Pastor’s Committees
1. The Pastor may, from time to time, form a special temporary committee to assist in the work and ministry of the pastor.
2. A Pastor’s Committee has no authority to make decisions, but is appointed to assist in carrying out a task, program or mission already known to the Session.
3. The term for service of a Pastor’s Committee will normally be less than 6 months.
4. The Pastor may serve as the chairperson of a Pastor’s Committee, or name another member of the congregation to chair this type of committee.

X. COMMITTEE MEMBERSHIP AND OPERATION
A. Membership and Terms of Office
1. Every Session member shall be appointed by the pastor to serve on a permanent committee.
2. Every Permanent Committee shall have as its chairperson.
3. Each Permanent Committee shall, with the consent of the Session, may appoint members from the congregation to serve on said committee.
4. Ordinarily no person shall serve or be asked to serve on a committee for more than three consecutive years.
B. Meetings of Committees
1. Each committee shall ordinarily meet at least monthly.
2. Committees may meet for called meetings when the chairperson deems it necessary, or when required by vote of the Session.
C. Reports
1. Each Sessional, Special or Temporary Committee shall ordinarily make monthly written reports to the Session for presentation at the Session’s regular monthly meeting.
2. All written reports shall be distributed with the Session agenda prior to the regular Session meeting.
3. Each committee shall keep an accurate record of its meetings and activities. These records shall be submitted to the church office for permanent filing and may be reviewed by the Session or by any present member of the committee.
XI. QUESTIONS OF PROCEDURE
A. All questions of procedure not covered herein or by the Book of Order shall be governed by “Robert’s Rules of Order, Revised.”
XII. AMENDMENTS
A. The Standard of Procedure may be amended by a majority vote of those present at a regular stated meeting, provided that the proposed amendment was presented in writing at a previous stated meeting.
B. Any part of this Standard of Procedure may be set aside by a three-fourths vote of those present, provided that at least half the voting Session members are present.

BUILDING USE POLICY

2006-01-21T18:08:00.000-08:00

The policy adopted in 2002 has been replaced by the following policy, adopted July 15, 2007.

Addendum -- August, 2006
Following the completion of the Enhancement Campaign's improvements on the Fellowship Hall, a new policy will be in force for the use of Fellowship Hall. Only light recreation will be permitted in Fellowship Hall. The type of recreation that will no longer be allowed will include basketball, soccer, or any sport or recreation that may damage the floor, windows or walls.

Theology of building use: The church property and buildings belong to God. All church facilities should be treated with respect because we hold them in trust for the Lord of all creation. All activities happening on the grounds or in the buildings of Good Shepherd Presbyterian Church will be consistent with a high standard of Christian conduct. Church property will be open to members and non-members for the purposes of providing facilities for the worship of God and for Christian nurture, furthering the mission goals and core values of the congregation, meeting the fellowship needs of church members, and providing a place where the community interacts with the church in positive, inviting ways. The policies listed below are to be followed by all persons using the church, including staff, members and non-members.

Process for application to use buildings: All church members desiring to reserve facilities for church events shall do this through the church office manager or administrative assistant.. All such uses will be added to the church calendar immediately. In cases of conflict over requested space, the group that got their event on the calendar first has priority.

All persons who reserve space for non-church groups or events (other than weddings which are covered under a separate policy) are responsible for filling out a Church Use Form, calendaring their event with the office manager, and paying any applicable usage and cleaning fees.

Decisions about building use: All requests for use of church facilities that fall within the guidelines of this policy must be approved by the church office manager. The office manager may consult with the pastor, other staff, or the chair of Building and Grounds if there is a question about interpretation of the policy. Requests that cannot be settled in this way will be taken to the session at its next regularly scheduled meeting. The session’s decisions about building use are final.

Charges: A facility usage fee may be charged to any person or group requesting to use the facilities for any non-church sponsored event. Outside groups will be eligible for the member usage fee rate ONLY if a church member is in charge of the event, is overseeing the use of the facility, and is willing to be responsible for the group while they are on church property. A usage fee will be charged when the approved activity is either a social function or of an income-generating nature. Groups may also be subject to custodial fees and deposits against breakage. Usage and custodial fees are listed on the Church Use Form. If a group proposes to use the facilities for an unusually long time, an additional fee may be charged at the discretion of the church.

Checks for the custodial fee will be made out directly to the custodian. Checks for usage fees will be made out to Good Shepherd Presbyterian Church. Checks for all fees are due in the church office at least one week before the date of the event, and if they are not received by this deadline, the reservation will be cancelled.

Clean up: All groups using the church are expected to
· leave a room in usable condition
· put trash in cans provided
· wash and put away all dishes used.

Please do not leave food sitting out in any room or in the kitchen.

All members or non-members who use church buildings for non-church sponsored events are expected to leave the buildings as they find them.

RULES for use of Good Shepherd Presbyterian Church facilities:
Eligibility to use the facilities of the church shall be contingent on individuals abiding by this policy.

1. No request for reservation of space will be granted if it conflicts with or would prove distracting to another program or church activity.

2. The following items will not be brought onto church property at any time: weapons, alcohol, controlled substances, or any other item that would detract from a Christian atmosphere. The church has a no smoking policy in all its buildings.

3. Groups that have requested and reserved a specific facility (i.e., the fellowship hall, sanctuary, etc.) must confine their activities to the area reserved for their use.

4. Furniture shall not be moved from one area of the church to another. All rooms shall be left set up in the same manner in which they were found.

5. Reservation of the fellowship hall for a function does not include use of the nurseries.

6. Reservation of nurseries does not include use of any supplies found in the nursery. All persons reserving the nurseries must agree to abide by the nursery guidelines as posted.

7. Groups holding non-church-sponsored events MAY NOT COOK in the church kitchen. Groups may bring in snacks or food to serve at functions held in fellowship hall. If kitchen equipment other than the refrigerator is needed, a custodian must be present and a custodial fee must be paid. This custodial fee includes instruction in use of equipment, cleaning of floors, and emptying of trash cans. Payment of a custodial fee does not include the services of the custodian for room set up or decoration for any event. All groups must wash their own dishes and put them away.

8. Permission to use rooms does not include use of any supplies found in rooms or kitchen, use of equipment such as copiers, or phones for long-distance calls.

9. All lights must be turned off and doors locked before leaving the facility. Any borrowed keys shall be returned to the office manager the next business day after the function.

10. Children attending any function must be supervised at all times and are not to be allowed to wander through the buildings. Children may not be left on any part of the church property, including the playground, without direct adult supervision.

11. Any damages to facilities or personal injuries should be reported to the office manager by at least the next business day. Groups are responsible to replace or pay for the replacement of fixtures and furniture broken during their use of the church facilities.

For a list of fees, go to Building Use Fees.

BUILDING USE FEES AND CHARGES

2006-01-20T05:28:00.000-08:00

The following chart shows the fees and charges for using various areas of the church property.

Buildings must be as clean as when you found them or an additional custodial fee of $100.00 will be charged..Wedding rental rates are covered under a separate policy and rental fee schedule. * If the CE Building large room has to be undivided the rate is double since you are using two rooms. Use of Kitchen is $100.00 in the Fellowship Hall and $50.00 in the CE Bldg.

For weddings, different charges apply.

Schedule of Charges for Additional Services and Facilities

1. Instrument Rental – requires prior approval of Music Director
Piano rental: $ 125.00
Keyboard rental: $ 125.00
Organ rental: $ 200.00

2. Kitchen use:
Small Sarah Room Kitchen: $50.00
Large Fellowship Hall Kitchen: $ 100.00

3. Easels: $ 5.00
4. Television and VCR/DVD: $ 25.00

BUDGET PROCESS

2006-01-16T20:45:00.000-08:00

OBJECTIVE: Establish a time-table and procedure to complete the annual budget process.

RESPONSIBILITY OF THE FINANCE & BUDGET TEAM:

Provide the Session & Congregation a summary of the Church financial situation quarterly.

Approve a Line-Item (blank) budget form to be submitted to the Session Teams and Committees responsible for their financial activity for their input for the following year’s budget.

Oversee the distribution and return of this blank budget. Begin after the results for the first quarter are known. Repeat this after each quarter results are known.

Provide an assessment of how each financial entity is performing compared to budget and provide suggestions.

After the anticipated collections for the next year is established, compare planned expenditures by each financial entity.

A summary of collections vs anticipated expenditures will be presented to Session with recommendations.

Representatives of the Finance & Budget Committee will be available to meet with each Session Team & Committee.

The Session will make the final decision on the distribution of funds to each financial entity.

The Finance & Budget Committee will work closely with Communication and Resources Team and the Treasurer.

Approved by Session - March 18 2007

CAPITAL EXPENDITURE POLICY

2006-01-15T19:15:00.000-08:00

Purpose
To provide the guidelines for planning, approving and managing capital expenditures at the church and to assure accountability of funds used for major building and equipment acquisitions, upgrades, or replacement.

Definition
The guideline for “capital expenditure” is any expense over $3,000 in cost that adds to or enhances the longevity of our present buildings or equipment for at least 5 years. The expenditure can be either for a single item or a group of items that comprise a single purpose such as furniture replacement or new purchase. Examples of capital expenditure include a/c or heating system replacement, carpet replacement, parking lot resurfacing, roof replacement, furniture replacement, or major sound system repair/upgrade.

Responsibility
The Budget & Finance committee, as a subcommittee of the sessional Communication & Resources team (C & R), has the responsibility for managing capital expenditures in accordance with this policy. This committee will provide the oversight and approval of capital expenditures. The church treasurer will serve on the committee along with other members recruited/assigned by C & R.

Capital Funds
The funds designated for capital expenditures and managed by the Budget & Finance committee include the following:

 Capital Saving Account – proceeds remaining from the 2007 refinancing, $25,000 from the 2006 Enhancement Campaign, and any other capital designated funds.
 Line of Credit - $120,000 from the 2007 refinancing.
 Operating Budget Maintenance Reserve Account - $15,000 (initially accumulating at $1,250 per month and replenished each year).

The Budget & Finance team will manage the funds to insure high interest earnings, balanced with the liquidity that is necessary for expenditures.
Disbursements will be made in accordance with the established controls for operating budget expenditures; i.e., same C & R purchase order approval and check signing controls.
Any expenditure for capital additions or enhancements exceeding $10,000 will be subject to Session approval through the C & R Team.

Reporting
The Budget & Finance committee will provide a quarterly report of capital expenditures and fund balance to the C & R Team, the Session, and the congregation.

Planning and Prioritization
As part of the operating budget process, the Building Maintenance and Grounds committees will compile and prioritize the anticipated capital needs/desires for the budget year and submit to the Building & Finance committee. The Budget & Finance committee will review the projected capital expenditures and provide a recommendation to C&R for the timing and funding of expenditures.
C & R will submit the budgeted capital expenditures as part of the annual operating budget package for Session education and approval.
Any unplanned or unanticipated capital expense; e.g. emergency replacement, will be submitted by the Building Maintenance or Grounds committees to the Budget & Finance committee for handling.

Approved by Session March 18, 2007

CATERING SERVICES POLICY -- From our Wedding Policies

2006-01-15T18:04:00.000-08:00

The following is a policy approved by the Session of the Good Shepherd Presbyterian Church, Greater Atlanta Presbytery.

Revised March 1995

Good Shepherd Presbyterian Church welcomes you to our facilities as you carry out your responsibilities for this wedding. It is reasonable, of course, to ask your cooperation in the maintenance of these facilities.

We ask, therefore, that you assume full responsibility for planning and carrying out the reception. The decorations of the area or room involved, arrangement of tables and equipment including the kitchen, and cleaning up afterward are part of this responsibility.

The use of our facilities must comply with the following:

1. All decorations are to be discussed with the Wedding Director. Arrangements for access to buildings must be made with the director.
2. Protective pads must be placed under flower arrangements. No flowers or other articles are to be placed on organ or piano.
3. Decorations shall not be attached to furniture with any substance other than ribbon or rubber bands; no nails, tacks, or tape are to be used on walls or ceiling. The green room dividers and two natural rattan screens may be used in decorating but must be returned to place where found.
4. Decorations are to be brought to the church and removed from the church on a schedule that does not interfere with other church activities. Special arrangements should be made with our Wedding Director.
5. The main function of this building is for congregational use and it is your responsibility to see that all furniture and equipment are placed in the order in which you found them before the church is closed and locked for the night. It is expected that the facilities will be left clean with the exception of the floors, which will be cleaned by the custodian.
6. Those using the building will assume full responsibility for any damage or breakage occurring, and leaving building and kitchen in good order.
7. The caterer is expected to furnish all china, silver, glassware, and other needed articles for the reception.
8. Use of alcoholic beverages is not permitted on the church premises.
9. NO RICE is to be thrown either inside or outside the buildings. Our experience has shown that it is both hazardous and difficult to remove. BIRD SEED may be thrown outside only.

The bride has the responsibility of communicating this policy statement to the catering service, which she employs.

CHILD PROTECTION POLICY

2006-01-14T18:01:00.000-08:00

The following is a policy approved by the Session of the Good Shepherd Presbyterian Church, Greater Atlanta Presbytery.

Adopted 2004

Interpretation after approval of policy: Sunday School teachers are not included in the policy’s requirement for background checks as they work in teams and are in public areas that lack opportunity for misconduct.

I. Introduction

A. Background

1. One of the symptoms of our fallen world is the abuse that is inflicted upon children. Within recent years it has been dramatically shown that this problem also occurs in churches. Unfortunately, the risk of abuse occurring in churches has increased as other institutions that are responsible for children have taken steps to protect the children. Potential abusers being denied access to children in other places, find opportunity and trusting environments in churches.
2. Like most measures this policy requires some extra work, requires some safety procedures, and requires good, moral people to answer some questions that one neither likes to ask nor to answer. These measures will cause a little more time to be taken in the hiring process. These measures may cause some people to hesitate or refuse to volunteer to work in youth or children's ministries. Certainly these measures will prevent an immediate acceptance of some types of volunteer service with children.
3. Only extremely strong justification can support such non-traditional, disruptive, and inconvenient measures. The risk to the well being of our children and our church is great. The one incident that we may help avoid could permanently scar a life and the reputation of our church if it occurred. How many people would be drawn to a church where children were abused? I think we must conclude that the measures of this policy are not only justified but indeed are what we want to do to help protect our children and our church.

B. Purposes of this policy.

1. Create policy to help reduce the risks of sexual abuse for the children and youth of our church.
2. Create policy to reduce the risk to church staff and volunteer workers from potential allegations of sexual abuse.
3. To provide guidance to school, children's ministries, and youth ministries regarding abuse and the proper response to it
4. Establish procedures for handling allegations of sexual abuse.
5. Establish procedures for responding to media inquires concerning allegations.

C. Basic information.

1. What is child sexual abuse? "Any sexual activity with a child - whether in the home by a caretaker, in a day care situation, a residential setting, or in any other setting, including on the street by a person unknown to the victim. The abuser may be an adult, an adolescent, or another child, provided the child is four years older than the victim" (National Resource Center on Child Sexual Abuse, 1992).
2. Child sexual abuse is criminal behavior that involves children in sexual behaviors for which they are not personally, socially, and developmentally ready. Child sexual abuse may be violent or non-violent.
3. Child sexual abuse includes behaviors that involve touching and non-touching behaviors. Types of abuse that involve touching might include fondling, oral, genital and anal penetration, intercourse, and forcible rape. Types of sexual abuse that do not involve touching include verbal comments, pornographic videos, obscene phone calls, exhibitionism, and allowing children to witness sexual activity.
4. Child sexual abuse occurs in all demographic, racial, ethnic, socioeconomic, and religious groups. Strangers account for less than 20 percent of the abusers. Most of the time, the abuser is someone known and trusted by the victim.

II. Worker selection

A. General.
1. One of the basic steps that we can take to help protect the children is to exercise caution in selecting persons who will be charged with caring for the children. To help in selection of workers the following procedures are established for staff and volunteers who will be working with children on a recurring basis. For this requirement, "recurring," means more frequently than once a quarter.
2. The Chair of the Personnel Committee will be responsible for administering the new employee screening process. Care will be taken to protect personal information. Results from screening processes will not be released unless directed by the Session and then only as directed.
3. Directors of Preschool, Children’s and Youth Ministries, and Music Ministries will initiate actions to have volunteers and paid staff approved to work with children. See paragraphs B and C below for required actions.

B. Paid workers.
1. Paid church and Pre-School employees, as a part of the employment process, undergo screening. This procedure consists of the following components: an Applicant's Statement/Release Form, reference checks, a personal interview, and Authorization for Release of Information for Criminal records screening.
2. Current employees hired within the last five years must undergo screening steps not accomplished during or subsequent to their hiring. This is accomplished within two months of the approval of this policy.
3. Results from the screening process that reveal past convictions, charges, or verifiable concerns related to child abuse are grounds for not hiring prospective employees. These applicants are notified of non-selection in accordance with routine hiring procedures.
4. Should results from screening of current employees reveal past convictions, charges or verifiable concerns related to child abuse, the Chairman of Personnel would address the employee’s situation individually.
5. An unsatisfactory screening report or refusal to abide by this policy will lead to the dismissal of the employee.

C. Volunteer workers.
1. Persons who have been involved with the church for six months or more are eligible for regular volunteer work in the Pre-School, children's, youth or music ministry. (Interpretation: For volunteer work in the church, Personnel Committee has defined "involved with the church for six months are more" as having been to at least one worship service in the previous six months).
2. All volunteers who will work on a recurring basis with youth and children as of September 1, 2004, will undergo screening with the exception of Sunday School teachers (who will work either in teams or in rooms in which there is a window on the door). The screening includes a request for references and a criminal records check.
3. All Applications For Volunteer Service will be returned to the Senior Pastor to maintain the confidentiality and submit for screening, receive and screen results.
4. Should results from screening reveal past convictions, charges, or verifiable concerns related to child abuse, the Pastor will communicate to the ministry leader only that the volunteer should be encouraged to find a place of service in a ministry other than youth or children's ministry. The Pastor will be available to privately discuss any unfavorable decision with the volunteer.
5. Volunteers and staff undergo a screening every five years to update records. This screening includes resubmitting application forms for Volunteer Service, which includes a request for references and a criminal records check.
6. The records of paid staff will be maintained in the personnel files. The records of volunteer workers will be kept by the respective Directors of Preschool, Children’s and Youth Ministries and Music Ministries. [This is to keep track of who has been screened and when.]

III. Supervision: Supervision of youth and children is the foundation of helping protect them, helping protect workers and meeting the responsibilities of the Church. To establish this supervision the following guide is provided.

A. Children’s and Youth Ministries

1. In the event that enough workers are not present to have two adults in each class/nursery, the supervisor must take steps to compensate. Some possible options include: open classroom doors, roving second worker who randomly moves from one class to another, having a worker available to go to any class where a worker has a situation where he might be alone with one child.
2. Overnight activities.
a. Adult chaperones and supervisors scheduled for participation in youth overnight activities are approved by the staff member in charge of the activity (in advance of the activity). Unapproved chaperones shall not be accepted.
b. Acceptable chaperones are those workers and parents who have been previously screened (meaning full background checks).
c. Responsible staff persons carefully plan activities for overnight activities so that youth are supervised and chaperones are not placed in a potentially compromising situation.

B. Identification of babies in nursery care.

1. The Director of Nursery develops and implements a positive identification program that clearly identifies each child and associates that child with the parent/guardian that left the child.
2. Each child is signed in and out by the parent or guardian on a permanent record that shows who dropped off the child and who picked up the child.
3. Children are released to the person who left the child or the person properly identified parent/guardian. If the child is to be picked up by anyone else, arrangements have to be made in advance with the nursery.

IV. Worker Training

A. The Directors of Pre-School, Children's, and Youth Ministries will develop and provide training instruments for all staff and volunteers who work with minors on a recurring basis. Some of the topics that should be covered in this material are:
1. What constitutes child abuse?
2. Recognizing signs and symptoms of child abuse.
3. The contents of this policy.
4. Their reporting requirements
5. The proper response to a report of abuse.
6. The importance of failing to investigating allegations.
7. The importance of not interrogating the child.
8. The importance of privacy.
9. Specifics of care and responsibilities for youth and children in the care of the Church.

B. A record of completion of training sessions is made and a copy given to the Church office for retention, which will include a signed statement that the staff or volunteer worker has received and read a copy of this Child Protection Policy and has completed the program of training described in IV A above. Inability or refusal to sign this statement will be grounds for dismissal for paid staff and volunteers.

C. Directors of Pre-School, Children's, and Youth Ministries will provide workers with a copy of this policy and other guidance they are expected to know.

D. The Session approves the training material and a copy is provided to the Church Office for retention. Training directed by this policy is to be initiated within two months of the approval of this policy.

E. Training and supporting materials are reviewed annually by Directors and supporting committees for adequacy.

F. Periodic training in child protection issues shall be an ongoing part of regular volunteer training and continuing education.

V. Reporting Procedures. Even though we are diligent in supervising the youth and children, it is possible that some incident could occur, that an allegation could be made that would involve a church staff member or volunteer, or a child's appearance or behavior would indicate abuse. It is critical that we be knowledgeable and prepared to respond properly in such events.

A. Workers, teachers, or others who work directly with youth or children may be told of an abusive act, and/or may have suspicions that abuse has occurred. The following actions shall be taken.
1. If told of abuse by children listen carefully, but do not interrogate the child.
2. Comfort the child and determine if immediate medical attention is required. If it is needed, take appropriate steps to get the child medical care.
3. Report to your responsible staff person within two hours what you have been told regarding the abuse.
4. You will be asked to complete an Incident Report Form (Appendix).
5. Should you observe physical or emotional indicators that a child has been abused report this to your supervising director. This is a very serious matter must be reported.
6. To protect the child or youth, the family and the suspected abuser, you must not tell anyone else about your report or observations. Gossip concerning suspected or actual abuse will be very hurtful to the families and individuals involved. Gossip about these matters is grounds for dismissal.
7. If you are requested to talk to investigators or authorities concerning your report inform your supervising director. Generally you will be told not to talk to anyone without the Church’s attorney being present. Refer anyone requesting information to the Senior Pastor.
8. Georgia law protects anyone making a report of child abuse in good faith from civil or criminal liability.

B. Directors receiving reports of abuse or suspected abuse will take the following actions:
1. Do not investigate the situation.
2. Assure the child has the immediate care and comfort required.
3. Have the reporting person complete the Incident Report Form (Appendix). Treat the completed form as confidential and deliver it to the supervisor as indicated below.
4. Remind the reporting person of their responsibilities for privacy and keeping you informed of any further developments or requests for information.
5. Notify the Senior Pastor of the situation and give him the complete report within two hours of receiving the report. In the absence of the Senior Pastor the report shall be made to the Associate Pastor. If none of the above is available try to reach them by phone. A report should not be held more than 24 hours without reporting to the Gwinnett County Family and Children Services Office.

C. The Senior Pastor will make a report on behalf of the Church to the Gwinnett County Family and Children Services within one workday of receiving the report or upon reopening of the Family and Children Services Office.
1. The Senior Pastor in consultation with the Session is responsible for taking appropriate actions should allegations of abuse be made against a Church staff member or worker.
2. Without comment as to the accuracy or truthfulness of any allegation and without intent to influence any future decisions, the accused staff member or worker will be removed from a position of working with children until full disposition of the matter is made.
3. All documents concerning an alleged case of child abuse will be secured to prevent disclosure.

D. The Senior Pastor is responsible for ministry actions. Therefore the pastor with an elder will be responsible for notification of the parents of an abused child if parents are not knowledgeable.

VI. Church Response to Allegations.
An appropriate and planned response to allegations is necessary to prevent additional pain and damage and to assure that we meet our responsibilities.

A. The Senior Pastor is the designated spokesperson for the Church to respond to all inquires concerning allegations of child abuse and related issues.
1. Staff members and volunteers will refer inquires to the Senior Pastor without further comment. This is necessary because multiple sources and input to the media will have the appearance of confusion and contradiction, giving a negative impression of the Church and our ability to conduct business professionally.
2. In the absence of the Senior Pastor, the Clerk of Session will serve as the spokesperson.

B. Initial Media Statement (See Appendix) is a position statement that will constitute the initial information the Senior Pastor will give to the media.

C. Should allegations be made against members of the church staff or volunteers, follow the above reporting procedures. Additionally, comply with the following guidelines.

1. Do not respond to questions from anyone without participation of the Pastor or the Church attorney.
2. Do not respond to any investigative questions from police or social service agencies without the church attorney present or approval of the Pastor.
3. Do not discuss allegations and related actions with anyone other than authorities under conditions indicated above without the Pastor, and/or the Church attorney present. This restriction is necessary because of criminal charges and litigation that can result from allegations.
4. Because conversations with friends, family, and neighbors will only feed rumors and bring discredit upon the church and possibly further injure those involve, maintain appropriate confidentiality.

D. An important component of the church's response to allegations of child abuse is ministry to the victim and his/her family. Further, without consideration of guilt, responsibility, or validity of the allegation there also may be a need for ministry to the alleged abuser.

1. The Pastor will be responsible for contacting those concerned for the purpose of ministry.
2. The Pastor will coordinate any additional ministry actions on behalf of the church.
3. Those involved in ministry will exercise great care to restrict actions to spiritual and physical healing ministries. There must not be conversations and/or actions that in any way accepts or directs to others responsibility, guilt, or negligence related to the allegations.

VII. Review of Responsibilities

A. All Pre-School, children’s and youth workers.
1. Comply with guidelines and instructions that describe how you are to perform your function.
2. Attend annual training.
3. Take seriously any accusation or comments suggesting abuse.
4. Report promptly to the designated supervisor.
5. Do not discuss alleged abuse except as permitted by this policy.

B. Pre-School, Children’s and Youth Directors.
1. Responsible for initiating the volunteer screening process.
2. Maintain listing of approved workers having completed the screening process.
3. Use only workers who have been though the approval process.
4. Develop instructions and guidance describing the workers duties. Develop procedures that implement church policy and promote child safety and security.
5. Train the workers on procedures, policy requirements, and indicators of child abuse.
6. Supervise worker closely during youth and children's programs.
7. Promptly forward all reports of alleged abuse as required to Child Protection Services and/or police department.

C. Chairman of the Personnel Committee
1. Develop and recommend Church policy addressing child abuse.
2. Responsible for administering the new employee screening process.

D. Pastors
1. Monitor the training of workers and the development of instructions for the workers.
2. Supervise directors.
3. The Senior Pastor is responsible for receiving, screening and maintaining the confidential reports of all results of volunteer screening.
4. Receive and administer reports of alleged abuse.
5. Serve as spokesperson for the Church for outside inquires.
6. Coordinate ministry to victim and victim's family.
7. Coordinate ministry to alleged perpetrator.Minister to the congregation.

Addendum (November 21, 2005): We are often asked what we do with the personal information we collect. It is kept in a securely locked area until the background check is completed. Once that is done, all materials are shredded, except for the youth worker's permission for us to do a background check. On that form, there is no personal information other than the youth worker's name. This form is all we maintain in our locked files.

CHURCH PROPERTY (Loaning and Off-Site Use)

2006-01-13T19:00:00.000-08:00

Church property, excluding the vans (existing van policy remains in force) but including the newly purchased round tables and Lifetime chairs, maintenance equipment, kitchen equipment, preschool equipment and general supplies may not be loaned out for use off of church property except when approved by a majority of elders and the senior pastor meeting in a duly called Session meeting, or by email consensus.

Approved December 18, 2005

CHURCH VAN POLICIES

2006-01-13T18:00:00.000-08:00

The following is a policy approved by the Session of the Good Shepherd Presbyterian Church, Greater Atlanta Presbytery.

Approved January 2003

The vehicles that are owned by the Good Shepherd Presbyterian Church are available for church related activities only and are not to be rented or loaned to other individuals or groups.

DRIVERS:
1. All drivers must be at least age 25 and not more than 70.
2. All drivers must have a clean driving record (no moving violations or chargeable accident within the last 3 years).
3. All drivers must have a valid driver’s license on record in the church office.
4. All drivers must be approved by a staff member or the chair of the Communications and Resources Team.
5. All drivers must be familiar with van operation.
6. All drivers are responsible for completing the van “check list” before and after each trip, noting any problems on the list.
7. All drivers are responsible for completing the mileage log book, which is kept in the glove compartment.

RESERVATIONS AND SCHEDULING OF VEHICLES:
1. The vehicles must be reserved in advance through the church office. Vehicles are reserved on a first come, first serve basis.
2. The key to the vehicle is signed out in the church office and must be returned with the checklist when the trip is completed. Two sets of keys will be available for out of town trips.

OPERATING RULES:
1. The driver and all passengers must wear seat belts. Children of appropriate age must be secured in car seats (not furnished by the church).
2. There is to be no standing nor should arms or heads be out of the vehicle when it is moving.
3. No hitchhikers.
4. No smoking.
5. No alcohol.
6. There is never to be more than 10 people in a van, including the driver.
7. Mileage and destination information must be logged in the log book. The log book stays in the glove compartment or console.
8. The vehicle’s gas tank must be filled upon return to the church.
9. Each group is responsible for paying for its own gas. If reimbursement is coming from a committee or ministry team, fill out the appropriate reimbursement form and submit it to the church office.
10. Vehicle keys are to be returned to the church office immediately after the trip is completed. Do not keep or duplicate keys. All vehicle keys are to be kept in the church office.
11. The vehicle is to be kept locked with the windows closed when returned and any time during a trip when not in operation. Doors should be locked when in motion.
12. All interior lights must be off when the vehicle is not in operation.
13. A minimum of one adult chaperone, in addition to the driver, will be available for all trips with children in or under the fifth grade.
14. Written permission from parents of children and youth will be necessary before they can ride in a church vehicle. Emergency information and authorization to provide emergency medical care for each rider who is a minor will be kept in the vehicle.
15. In case of emergency or breakdown, notify the church office and/or “phone tree contact person.”

CARE AND MAINTENANCE
1. All care and maintenance of the van is the responsibility of the Communications and Resources Ministry Team. If there is a problem with the operation of a church owned vehicle, it should be reported to the church office and/or the chair of the Communications and Resources Ministry Team.
2. When the van is returned, all trash and items for the particular use of the outing must be emptied from the van. If there has been a spill, it is to be cleaned. Plastic bags are in the van for clean up use.
3. A $50 fee will be charged to the person who reserved the vehicle if it is not cleaned after its use. This fee may be paid by either the occupants or the appropriate committee or ministry team.
4. Any damage to the interior or exterior of the van is to be noted and reported to the church office and/or the chair of the Communications and Resources Ministry Team.

ChurchENews

2006-01-13T13:46:00.000-08:00

The ChurchENews is primarily for event announcements and is to be managed by staff. It is to promote events of our congregation and of the Presbytery of Greater Atlanta. It is not to be used to promote events of other churches because we are often unable to have a complete knowledge of what we would be promoting. It is not to be used to give personal information or announcements, such as weddings, funerals, wedding anniversaries or personal celebrations, birth announcements, etc. Every attempt should be made to keep the frequency to a reasonable level – usually one per week, although there are times when there will be more than one per week

CRISIS FUND

2006-01-12T20:01:00.000-08:00

Approved March 17, 1991

PURPOSE
To assure attainment of meaningful and rewarding employment without sacrifice of personal or family dignity. To maintain the health and safety of the individual and family while employment potential is being pursued. To help maintain the family under extreme financial hardship. Job counseling and training will be a primary purpose.

Confidentiality will be guaranteed.

METHOD
A fund will be established with a minimum of $10,000.

This money will not be a part of the church budget but will be administered and maintained separately as a self-sufficient operating fund administered by the Session.

The fund will not be a budget line item nor will it be a part of the annual Stewardship program.

Funds will be available to members of the Good Shepherd Presbyterian Church only. Otehr programs are budgeted for community assistance and mission work.

All money utilized will be on an interest free loan basis.

Participants will sign for monies disbursed and agree to begin repayment of the total amount as soon as employment begins.

The fund will be administered only to those in absolute need.

Repayment will be required to insrue the integrity of the fund and prvent individual dependency.

FUNDING
The membership is asked to prayerfully consider a one-time donation to establish an initial minimum fund of $10,000.00.

The membership will be informed of the program and crisis fund by being contacted by a member of one of the organizations of the church (Men of Good Shepherd, Presbyterian Women, Session Committees). A personal letter will be sent to the membership outlining the program and asking for the one time donation. The newsletter will have an article published.

CONFIDENTIALITY
This is extremely important for the entire program to operate with with the highest level of confidentiality possible. This will require personal knowledge of individuals involved in counseling and/or financial assistance to be limited to the following persons only:

Senior Pastor
MOGS Spiritual Leadership Chairman
Administrative Committee Chair (Currently called the Communication and Resources Chiar)
Treasurer

Confidentiality for correspondance, communication or documentation necessary for the normal conduct of business will be maintained by using a number assigned to each case and/or transaction required.

The MOGS Spiritual Leadership Chairman will be responsibel for maintaining the records and coordinating all necessary communication to the Session.

ELDERS -- SESSION'S EXPECTATIONS OF ONE ANOTHER AS ELDERS

2006-01-12T20:00:00.000-08:00

This policy, adopted by the Session at its May 2006 meeting, sets forth our expectations of one another.

A. THE SEVEN MARKS OF DISCIPLESHIP
We expect our church members to exhibit the Seven Marks of Discipleship our elders approved in 2003. We therefore expect our elders to embrace and exhibit these seven marks:
1. Pray daily
2. Worship weekly
3. Enjoy spiritual friendships
4. Read and study the Scriptures
5. Engage in service in and beyond the church
6. Share the Good News of the Gospel with others, and
7. Practice generosity with one’s time, talent and money.

B. THE ORDINATION VOWS
Elders are also expected to honor their ordination vows. Some of these vows are reflected in the Seven Marks of Discipleship, while others may be summarized as follows:
1. To receive and adopt the essential tenets of the Presbyterian faith (G 2.0500)
2. To submit to being governed by our church’s polity and rules, as contained in the Book of Order, including abiding by the Rules of Discipline.
3. To be a friend among pastors, elders and deacons as colleagues in ministry.
4. To promise to further the peace, unity, and purity of the church.
5. To serve the people with energy, intelligence, imagination, and love.

C. STANDARDS FOR ETHICAL CONDUCT OF ORDAINED OFFICERS
Elders have a standard for ethical conduct, as presented by the Presbyterian Church USA, and which is also found in Good Shepherd’s Leader’s Handbook. Some of these standards are reflected in the Seven Marks of Discipleship or the ordination vows, while others may be summarized as follows:
1. To be faithful, keeping the covenants that are made, including honoring marriage vows;
2. To refrain from abusive, addictive, or exploitative behavior and seek help to overcome such behavior if it occurs;
3. To speak the truth in love, and to refrain from gossip and abusive speech;
4. To refrain from sexual harassment and misconduct as defined by Presbyterian Church (U.S.A.) policy; and to report to civil authorities concerns regarding a person’s sexual abuse of children; and
5. To respect the privacy of individuals and not divulge information obtained in confidence without express permission, unless an individual is a danger to self or others.

ELDERS -- WHEN EXPECTATIONS ARE NOT MET

2006-01-12T19:42:00.000-08:00

This policy presents a course of action for those times when elders do not meet the expectations we have of Session members. It was adopted by the Session at its May 2006 meeting.

The Good Shepherd Presbyterian Church needs each elder actively involved as a spiritual leader of our congregation. When an elder does not fulfill one or more of the Marks of Discipleship, ordination vows, or standards for ethical conduct, loving actions must be taken to work for restoration and reconciliation. We hope that all elders will maintain an attitude of repentance, humility, and forgiveness, and responsive to God’s reconciling will.

A first step should be a personal and pastoral approach involving two or three elders talking face to face. This is the first step as presented in Matthew 18:15-20: "If your brother sins against you, go and show him his fault, just between the two of you. If he listens to you, you have won your brother over.”

A second step will be to continue with the pattern from Matthew 18 and to “take one or two others along, so that 'every matter may be established by the testimony of two or three witnesses.'” This will be done by forming what the Book of Order refers to as an Administrative Commission. A commission, unlike a committee, may have the authority to act on behalf of a governing body. The Commission will be constituted by the Session and should be made up of at least three elders who will represent a balanced and objective team. At least one of these elders will be a current Session member and will serve as the moderator for the Administrative Commission.

A typical charge to an Administrative Commission will be:
>to seek truth, by investigating and gathering information,
>to provide pastoral care and guidance by privately addressing individuals who may need to be exhorted in the proper conduct expected of an elder,
>to seek the restoration of elders that they may be faithful in their commitment to Christ and to their ordination vows to God
>to encourage the reconciliation of members of Christ's body who are in conflict and discord
>to protect and promote the congregation's peace, unity and purity,
>and to lovingly and compassionately follow the guidance of the Book of Order's Rules of Discipline, including, if necessary, filing charges against any elder who continues to be disobedient to the ordination vows or to the standards of Christian conduct.

In some cases, the formality of an Administrative Commission may not be necessary. These include dealing with very objective issues:
>A Session member is absent from Sunday worship for 8 consecutive weeks.
>A Session member is absent from three consecutive regular meetings of the Session.
>Regardless of the amount given, a Session member ceases making financial contributions to the work and ministry of the church.

In these few objective and specific cases, a pastoral and standard approach may be taken by the Session. The standard approach will be:
>The Moderator and Clerk of Session will send a letter to the elder, noting that the Session is concerned. The letter will inquire if all is well, if the pastors and elders can provide pastoral care to the elder, and if the elder will be able to resume and continue to serve on Session.
>The Moderator and Clerk of Session will inform the Session of the elder’s response, or lack of response.
>If the elder continues to be absent from Sunday worship for 12 weeks, or from 4 consecutive regular meetings of the Session, or has made no financial contribution to the church, then the Session will automatically assume that the elder has become inactive. The inactive elder would no longer have a vote in the Session and would be replaced at the usual time of electing a new group or class of elders.
>Such action is not a judgment of an elder’s desire to serve or commitment to the church. We recognize that even the most faithful Christian may become ill for long periods of time, or be employed in a situation that requires one to travel extensively. We would hope that under these and other situations an elder might continue to faithfully serve Christ, but we also know that the whole session is dependent on a full slate of actively involved elders.
>When it is helpful to modify this standard process to address what might be a unique situation, the Session may do so by a 3/4th’s vote of its members.

Hebrews 12:11 No discipline seems pleasant at the time, but painful. Later on, however, it produces a harvest of righteousness and peace for those who have been trained by it. (NIV)

Colossians 3:12-15 As God's chosen people, holy and dearly loved, clothe yourselves with compassion, kindness, humility, gentleness and patience. Bear with each other and forgive whatever grievances you may have against one another. Forgive as the Lord forgave you. And over all these virtues put on love, which binds them all together in perfect unity. Let the peace of Christ rule in your hearts, since as members of one body you were called to peace. (NIV)

EXPENSE REMIBURSEMENT POLICY FOR STAFF

2006-01-12T18:22:00.000-08:00

Staff will be reimbursed for expenses incurred in their ministries within the limits of this policy, or within the limits of prior approval of the Personnel Committee.

GENERAL ISSUES

1. For all reimbursements, an appropriate expense voucher must be filled out and submitted, with receipts, and approved by the elder in charge of that area of the budget from which the reimbursement is to be paid.

2. Most purchases for the church will be handled by the Office Manager, or paid by church credit card, or by church accounts with specific venders and companies. (For example, a staff person ordering curriculum would charge costs to the church account with that publisher. A staff member needing an ink cartridge for a computer printer would ask the Office Manager to include this item in the next order.

3. All expense reimbursement must be within the limits of the Session's annual budget. For example, a reimbursement for pastor's travel expenses will be provided up-to, but not exceeding the annual budget for that pastor's travel expenses.

4. When it is necessary for a staff member or a church member to make a purchase for the church using personal funds, reimbursement will be made from the appropriate budget line item, with the permission of the appropriate elder. For example, a person buys music for the choir using a personal credit card. With the approval of the elder overseeing the budget for music purchases, a reimbursement will be paid.

5. Staff expense budgets represent funds that belong to the church, and not to the staff person. For example, a pastor is given a travel budget. That budget may only be used for travel expenses related to the work of ministry. It may not be used for personal vacation travel. No expense budget may be used for personal purchases. Expense budget that is not used for the cost of ministry remains property of the church and is not given to the staff member. Expense budgets must be used within the budget year and are not carried over into later years.

6. Items purchased with expense reimbursement funds remain property of the church, with the following exceptions:

Vestments, stoles, choir robes, musician robes, costumes or other clothing purchased specifically for the ministry
Books
Journals and other publications

Items that would specifically remain property of the church would include, but not be limited to:

Musical instruments or equipment
Computers, printers, monitors, or other computer related equipment
Office equipment such as tape dispensors, staplers, filing cabinets
Office furniture, such as tables, desks, chairs and book cases.
Cameras

TRAVEL BUDGET

7. Some, but not all staff members, will receive an annual budget for travel reimbursements.

8. A staff member who receives a travel expense budget may use these funds to cover the following:

reimbursement for miles traveled in the staff member's personal vehicle
actual cost of air fare, bus fare, train fare, etc.
actual cost of car rental for out-of-town travel
actual cost of hotel, motel or conference center over-night accomodations
actual cost of meals incurred during out-of-town travel
actual cost of parking fees (but not parking violations)
actual cost of toll charges
and other actual costs of travel

9. Reimbursement for miles traveled in the staff member's personal vehicle will be paid at the currently approved IRS rate-per-mile rules. (For example: a staff member is expected to travel to a hospital to visit a church member. The hospital is 10 miles from the church, or 20 miles round trip. If the current rate is 30 cents per mile, then the reimubursement would be $6.00.

10. Reimbursement for miles traveled is not give for travel to and from one's home and the church (as such reimbursement is not permitted by IRS rules). Reimbursement is allowed for the following (but not limited to the following):

travel to the hospital to visit a parishioner
travel to a parishioner's home, work place, or other location for the purpose of visiting for pastoral needs or for church business concerns
travel to Presbytery meeting, or to a Presbytery related event
travel to represent the church at a community event (for example, attending the Lion's Club meeting as a guest clergy or give the invocation would be reimbursable, but to attend the Lion's Club as a regular member would not be)
travel that the Senior Pastor requires of another staff member
travel done at the request of the church Session or a committee
travel to purchase supplies for the church
travel to attend a mission trip as the representative staff person
travel to attend a conference or continuing education event
any travel that would meet the current IRS rules that apply to reimbursement that would not be considered taxable income.

CONTINUING EDUCATION BUDGET

11. Some, but not all staff members, will receive an annual budget for continuing education reimbursements.

12. A staff member who receives a continuing education expense budget may use these funds to cover the following (but not limited to the following):

Tuition or conference registration fees
Room and board at the event, if not covered in the registration fees
Books and materials related to the conference

13. Travel to and from the conference or event is usually covered by the travel expense budget.

MISCELLANEOUS PROFESSIONAL EXPENSE BUDGET

14. Some, but not all staff members, will receive an annual budget for miscellaneous professional expense reimbursements.

15. A staff member who receives a miscellaneous professional expense budget may use these funds to cover the following (but not limited to the following):

Books, journals and magazines related to ministry
Membership in professional organizations
Clothing items specifically needed in the ministry, such as organist robe, musician's robe, pulpit robe, stole, costume or other ecclesiastical/church professional garment
Meals related to meetings
Meals involving pastoral visits held (such as taking church visitors out to lunch after worship, or meeting youth at school for lunch, or meeting a troubled church member during very late hours at a 24-hour coffee shop, etc).
Costs related to attending events required for ministry
Purchase of equipment specifically needed for ministry, but not covered by other budget items.
Supplementing the budget for travel or continuing education.

The use of these funds are, by necessity, broad and varied, allowing for the unexpected challenges and opportunities for ministry.

CONCLUSION

16. Exceptions to these rules shall require prior approval of the Personnel Committee.

Approved by Personnel Committee July 12 2005

FLORIST SERVICES POLICY From our Wedding Policies

2006-01-11T17:55:00.000-08:00

The following is a policy approved by the Session of the Good Shepherd Presbyterian Church, Greater Atlanta Presbytery.

Revised March 1995

The church sanctuary is beautifully designed and appointed in order that the people of God might be drawn to worship Him and experience His presence in this place. Nothing should be done to detract from that experience of worship when we gather for the wedding service.

A minimum of decoration is desired in the sanctuary. The use of any decoration must comply with the following:

All decorations are to be discussed with our Wedding Director. Arrangements for access to buildings must be made with the director.
Furniture is not to be removed or obscured in the sanctuary.
No decoration is to be placed on the communion table other than the brass cross, candle holders, and/or Bible.
No flowers or other articles are to be placed on the organ or piano.
Decorations shall not be attached to the furniture with any substance other than ribbon, rubber bands, or floral stickum; no nails or tacks to be used in decorating.
Only florist, spring-loaded candles are to be used in candelabra. However, real candles may be used in pew markers with globes. Careful precautions must be taken to protect the floor and furniture. A special carpet pad must be used under the unity candle.
Decorations are to be brought to the church and removed from the church on a schedule that does not interfere with other church activities. Special arrangements should be made with our Wedding Director.
It is expected that the facilities will be left clean and in the order in which they were found.
The flowers for the wedding party should be delivered to the Bride's Room unless specific arrangements for an alternate place is made with our Wedding Director. Please tag each corsage, boutonniere, etc. with appropriate name.

The same policies prevail for decorations for the wedding reception at the church.

In our sanctuary, the symbols of our faith are the communion table, the baptismal font, and the pulpit. These symbols keep our sanctuary from being just another auditorium and are not to be removed from the chancel area. During Advent season, the decorations and/or flowers should not be moved. We would like to quote from the Book of Order regarding weddings. "Flowers, decorations, and other appointments should be appropriate to the place of worship, enhance the worshipers' consciousness of the reality of God, and reflect the integrity and simplicity of Christian life."

One large floral arrangement may be used under the cross, or two floral arrangements may be used on either side of the chancel area. Banks of palms and ferns may be used on either side of the chancel area. Candelabra may be used but limited to the center aisle and the front of the sanctuary. Decorations are limited to the above.

Our Fellowship Hall may be decorated at your discretion as long as the furniture or walls are not defaced or marred.The bride has the responsibility of communicating this policy statement to the florist, whom she employs.

FUND RAISING POLICY (EXCLUDING CAPITAL CAMPAIGNS)

2006-01-10T17:54:00.000-08:00

The following is a policy approved by the Session of the Good Shepherd Presbyterian Church, Greater Atlanta Presbytery.

REVISED, SEPTEMBER 2001

The church’s view is that all we have and all we are, comes from God. We should give of ourselves, our time, our talents and, our money.

In regard to our money, we should give sacrificially, as our Lord taught us (Ps. 54:6 and Mark 13:41-44). We should not expect to relieve ourselves of our personal financial commitment to the tithe through fund raising projects.

Good Shepherd Presbyterian Church will not permit fund raising projects to meet the financial obligations of our members. However, we recognize the need for many of our members to express their skills and talents through fund raising projects. We also recognize the benefits of fellowship, which can prevail at such events.

Recognizing these needs, with the understanding that fund raising projects shall not be interpreted as a method of giving as a substitute toward one’s title to our Lord (Lev. 27:33), fund raising projects will be considered under the following guidelines:

1. All fund raising projects must be submitted in writing to the Session for approval at least two weeks prior to a regularly stated Session meeting. Representatives for the fund raising project(s) must meet with the Session or a Session appointed Ministry Team or Committee prior to final approval.
2. All participants must be given a copy of the Good Shepherd Presbyterian Church Fund Raising Policy.
3. Limit of one adult fundraiser per quarter.
4. No more than one fund raising project per group per 6-month period.
5. Fund raising projects to meet budgeted church items will not be permitted.
6. Money raised by any adult group cannot be used to meet a financial need of that group for personal use
The session shall consider fund raising projects based upon the preceding guidelines and any additional criteria the Session feels led to apply.

FURNISHINGS USE POLICY

2006-01-08T17:52:00.000-08:00

The following is a policy approved by the Session of the Good Shepherd Presbyterian Church, Greater Atlanta Presbytery.

Revised December 2005

Church property, excluding the vans but including the newly purchased round tables and Lifetime chairs, maintenance equipment, kitchen equipment, preschool equipment and general supplies will not be loaned out for use off church property except when approved by a majority of elders and the senior pastor meeting in a duly called Session meeting.

(The vans may not be loaned to outside groups at all).

MAINTENANCE RESERVE FUND AND ANNUAL MAINTENANCE BUDGET

2006-01-07T19:18:00.000-08:00

The church shall maintain a facilities reserve account.

The church shall budget $15,000 annually for the ongoing maintenance of our capital facilities and equipment.

Approved February 19, 2006

MEMORIAL FUND POLICIES

2006-01-07T17:49:00.000-08:00

The following is a policy approved by the Session of the Good Shepherd Presbyterian Church, Greater Atlanta Presbytery.

(Revised: December, 2004)

Purpose of Ministry/Description:

The Memorial Fund was established to give friends and families a way to remember their loved ones. Many gifts are designated for specific purposes; while others are general gifts (i.e. undesignated) used to purchase items not provided for in the general budget. The names of persons who are remembered are recorded in the Memorial Register.

Members of the congregation or church staff can make requests to the committee to use memorial funds for specific purchases. The committee as a whole decides whether the request is an appropriate use of the funds, and makes recommendations to Session.

Committee Makeup and Oversight:
The Memorial Fund shall be the responsibility of the Memorial Committee, consisting of five (5) active members of the congregation. The committee should represent a cross section of the congregation with members experienced with and connected to different ministry teams within the church. The functions of the Memorial Fund Committee are supervised by the Communications and Resources Ministry Team of the Session.

The term of service for the committee member is undefined. The committee shall elect its own chairperson to act as liaison to the Administration Committee.

Committee Responsibilities:
Tasks assigned to committee members include:

Write acknowledgment cards to donors and families when gifts are given.
Publicize the fund through Minute for Mission, Newsletter blurbs or pew envelopes.
Maintain a list of suggested items to purchase for use at the church.
Record the gifts and persons honored in the Memorial Register kept in the Cranberry Room.
Manage the Memorial Fund checkbook and keep a tabulation of all the designated and non-designated gifts.
Develop guidelines for recommended uses of Memorial Funds.
Make recommendations to and get approval from Session with regards to uses of Memorial Funds.
Provide annual reports of fund activity to the Clerk of Session for inclusion in the church’s annual report.
Gift of $250 or more shall be acknowledged with a letter meeting IRS guidelines for charitable donations.

Use of Gifts:
The family of the deceased can designate gifts for a special purpose. However, any use of memorial funds must be approved by the committee and by Session before the funds can be spent. The Session can approve the funds for any one time expense. The funds cannot be used to fund ongoing expenses of any ministry. In general, funds should be used for items used in worship or improvements of physical grounds.

Other Guidelines:
The memorial fund is maintained in a bank account separate from the General Fund. The committee chair maintains the checkbook or assigns a committee member to maintain the account. The Church Treasurer maintains oversight over the activities in this account.
Contributions to the Memorial Fund should be given to a member of the committee or put in the special mailbox setup for the Memorial Fund. The count teams are directed to remove memorial contribution from the offering and place the contributions in the Memorial Fund mailbox.The committee shall make special envelopes for Memorial Gifts available in the pews.

Office Procedures

2006-01-06T11:00:00.000-08:00

Good Shepherd Presbyterian Church - Office Procedures
June 24, 2007

Checks and Purchase Orders:

· All checks are written only on Friday.
· All checks require the signature of two church officers prior to disbursement.
· This usually happens the following Sunday morning.
· Checks are available to be picked up or will be mailed out the first work day after being signed over the weekend.
· In order for a check to be cut on Friday, the written Purchase Order must be received with all of the following documentation:

a. The payee’s name: the person or entity to receive the check.
b. The account number (6-digit code) or budget line (account name) to which the item should be charged. If you are uncertain, please contact the elder responsible for approving expenditures prior to turning in the Purchase Order.
c. The invoice, receipt or order forms attached (for IRS verification of the amount requested).
d. It is the responsibility of the person spending the funds to obtain written approval for that expense. (Either the signature of the elder responsible for approving expenses for the appropriate ministry team should be on the purchase order, or a copy of that elder’s email to you approving the expense should be attached to the back of the purchase order).

· Any request received incomplete will be returned through the Team Moderator to obtain missing documentation. (All late charges accrued as a result of incomplete paperwork will be charged to the same ministry account as the payment request).
· The elders who approve expenses for their Teams are volunteers who agree to monitor the Team’s expenses carry a great deal of responsibility, and need adequate time (generally one week) to review requests and receipts before granting approval.
· Conversational or voice mail requests do not constitute valid or sufficient approval. All approvals must be in the form of signatures or e-mails.
Because a large number of purchase orders originate from staff members and our church treasurer, it is accepted practice that they assign their own purchase order number (obtained from the list on the Office Manager’s desk) and attach approval prior to submission for payment.

Purchases from Cokesbury/Presbyterian Church USA:

Statements for church charge accounts with Cokesbury or PC USA are very difficult to reconcile unless physical receipts are turned in to the church office as soon as the charges are incurred. Mail a copy to Cindy’s attention or leave them in the appropriate staff mailbox as soon as the purchase or return is made.

Many hours are spent trying to determine who charged an item, and to which account to accrue the charge. Please note the expense account from which you have been authorized to spend and your name on the physical receipt.

Please provide documentation in written form on the forms provided rather than over the telephone or in conversation.

Late charges incurred in the past because the correct documentation could not be located to pay the account in a timely manner have been paid faithfully through administrative accounts in the past; however this does not encourage correction of the problem of incomplete or late documentation.

Removing Files from the Front Office:

Maintaining accurate files is critical to Good Shepherd’s business operation. The church depends on many volunteers who invest their time handling church business. This will on rare occasion require taking a file off-campus to complete a task.

It is important that information in file needed by an elder, church leader or staff member be requested from the Office Manager or Office Volunteer. Copies will be promptly made available, usually within the same business day.

Most files are open to those who need information to complete whatever task they are authorized to handle for the church. Please understand however, that some files are confidential (i.e. Personnel or Member Contribution files) and will only be released with written authorization from the approved source.

Any file leaving the campus MUST BE CHECKED OUT FROM THE OFFICE MANAGER, and this should only occur when circumstances dictate. Simultaneous requests for a file require that the file location be known at all times.

Understand that all files are routinely kept under lock & key safeguarded by the Office Manager.

When information is needed from the Office Manager:

Please make every effort to request phone numbers, addresses, email addresses, by emailing a quick note, or leaving a note in the ‘Requests’ tray on the bookcase by the Office Manager’s desk. No verbal explanation is required.

The Office Manager will (usually within one business day) respond via email or telephone, whichever is indicated in the note.

If you need more than a quick answer, please call ahead and schedule an appointment. The Office Manager enjoys personally meeting with and assisting church members. Appointments insure that time and attention are properly reserved, and that previous commitments, workflow, and problem resolutions are not disrupted. Serving a congregation of 500+ requires organization, consideration, and fortitude.

Bulletin:

Bulletins are compiled, designed, edited, proofed, corrected and printed by Wednesday afternoon for the following Sunday.

The deadline for all inclusions in the weekly Worship Bulletin is 4:30 pm each Monday.
Any announcement or bulletin input not received by the end of work on Monday, will NOT be printed in the bulletin for the following Sunday. Cindy will always make exceptions for critical care needs, or a death in our church family brought to her attention before printing on Wednesday afternoon.

Good Shepherd’s bulletin is prepared by volunteers and staff members handling a multitude of duties, and there is no current leeway in this schedule.

Newsletter:

The Post Office is changing their requirements for small entities sending out bulk mailings. Good Shepherd falls within this category.

Good Shepherd’s postage costs will increase significantly unless careful reductions are made to the size of the newsletter.

"Magazine publishers are facing a radical postage rate restructuring that favors those with large circulations and transfers costs to small- and mid-circulation publications... Past increases to periodical postage were applied fairly equally across all publications. But this time, things are drastically different — and potentially damaging to the diversity of voices that our founders strove to foster when they created the national postal system. At smaller magazines… rates will go up 15% to 25%. Research by McGraw-Hill Cos. concludes that the rate increases for some small-circulation publications could hit 30%.” Los Angeles Times - May 28, 2007

Good Shepherd’s costs are expected go from $.18 per newsletter sent bulk mail, to $.30, an increase of almost 67%!

This increase requires painful and difficult choices in order to continue to operate within the budget approved by Session. These decisions will be cooperatively reached between Team Moderators and the Office Manager who is required and authorized by her job description to be the editor of the newsletter.

Beginning with the July newsletter (due date June 22) space is assured for each Team as listed below. When on rare occasion more space is required, you are encouraged to forward all the pertinent information with secondary information noted for editorial decision. As most teams keep within these space restrictions, there will occasionally be room for those Teams needing the additional space.

Space allocations:
Music and Worship – half a page
Communications and Resources – half a page
Discipleship and Fellowship – two pages
Missions and Outreach – one page
Stewardship – one page

Caring for the Family – one page (this is a priority for prayer requests, birthdays,
and thank-yous so that those who are hurting in our fellowship are not forgotten.)

Effective for the July newsletter:

§ Each Team should designate a ‘Publicity Coordinator’ of monthly newsletter articles.
Any articles sent directly to the Office Manager rather than through the appropriate Team Coordinator will be redirected to them for a decision on how to allocate their allotted space.
§ WEM, Undershepherds, Senior Shepherds - through Discipleship & Fellowship;
§ Preschoo, our Hispanic fellowship - through Missions & Outreach, etc.
§ This will help us be sure no one is left out of the loop and to treat each other fairly.
If the article is received on the deadline and the Coordinator or Moderator is unavailable, the article will be held for the next monthly newsletter.

§ Articles requiring more than the allotted space will be edited to fit the space available. Be concise when wanting it said in a “certain way” - there isn't time to return articles for rewrites. Keep in mind these specifics regarding:

Pre-formatted Pages & Inserts: All newsletter articles will be formatted in the church office software so that all information in the church newsletter can be edited when needed and uploaded to the church website. The only possible exception may be our Student Ministry page.

Graphics: All graphics must be in digitally compliant JPG format for insertion into the space available and translation to the website newsletter. Hard-copy or “cut-and-paste” graphics will not be used in the future.

Addendum – November 2007 – Credit Card Process

The paying of our church credit card results in financial charges and late fees. The reason is because our approved Office Procedures require all expense vouchers and receipts to be turned in prior to the payment of the bill. The Moderator of Communication and Resources and the Church Treasurer have asked that our Office Procedures be amended in a way that allows us to all but eliminate these charges and late charges. The Office Manager has agreed that for this bill only, the check will be cut and mailed prior to approvals and back-up receipts being received. All of the expense vouchers and approvals and verifications will still be required, but may be collected during the week following the check being mailed by the Office Manager. The Church Treasurer will enter the distribution into the appropriate accounts after the check has been cut.

ORGAN USE POLICY - From our Wedding Policies

2006-01-05T17:48:00.000-08:00

The following is a policy approved by the Session of the Good Shepherd Presbyterian Church, Greater Atlanta Presbytery.

Revised March 1995

Policies for use of the sanctuary organ and electronic keyboard of the church are as follows:

Use of the organ or keyboard by persons other than current church staff shall be coordinated through the Church Organist or Director of Music Ministries. Practice sessions on the organ are available to guest organists who are preparing for activities scheduled in the church sanctuary, such as: worship services, weddings, seasonal programs, special events, music recitals, etc.

Access to the organ for practice sessions may be scheduled through the church office (770) 921-7434, during hours when church personnel are available to provide entrance and exit security for the sanctuary, and when other events are not scheduled. Requests for use other than these specified events must be submitted to the Church Organist or Director of Music Ministries and may be subject to approval by the Worship Ministry Team.

Individuals requesting use of the organ, a Rogers Model No. 960D, must be qualified keyboard musicians with basic knowledge or organ use and technology. The organ has extensive memory capabilities and is midi compatible. Instructions for use of the organ may be provided by the Church Organist, including the availability of memory banks, general and manual pistons.

Pistons and memory banks may be reset only in coordination with the Church Organist.

Persons who use the electronic keyboard/synthesizer, an Ensonic KT88, must also be qualified keyboard musicians, capable of using the instrument’s technology.

If a consultation is required from the Church Organist for use of either instrument, this may be arranged by calling the Church Organist directly.

When not in use, the church organ is to remain locked. The organ may not be moved or unplugged. The keyboard is amplified through the organ speaker system; this wiring should not be disturbed unless prior arrangements have been made with the Organist or Director of Music.

Food and drink are prohibited in the church sanctuary.

The Director of Music Ministries and Church Organist are responsible for coordinating the care and maintenance of the organ and keyboard. Any problems with either instrument should be reported to them.It is the intent of the staff of Good Shepherd to welcome those who desire to use our facility. Our sanctuary is a holy and reverent place of worship. Your cooperation and help in securing and maintaining our facility and instruments is appreciated. May your event be a blessed one! To God Be the Glory!

PERSONNEL POLICIES

2006-01-04T12:33:00.000-08:00

The following is a policy approved by the Session of the Good Shepherd Presbyterian Church, Greater Atlanta Presbytery.

Hours of Work

1. Good Shepherd’s regular office hours are 8:00 a. m. to 4:30 p. m., Monday through Friday.

2. It is generally accepted that the nature of the ministerial work is such that it cannot be accomplished within conventional full time work hours (i. e. 9:00 to 5:00). However, each full time employee is expected to work, as defined by their job description, at least 40 hours per week, excluding vacation and holidays.

3. For planning purposes, each employee should establish a basic work schedule. This full time work week should:
· consist of a standard set of core office hours (indicating scheduled days off)
· be coordinated with other staff members’ schedules
· be approved by the pastor
· be documented and communicated by the Office Manager.

4. Full time employees are recognized as professional and as such, are expected to exercise the flexibility needed to ensure their job responsibilities are met while balancing their personal lives.

5. Due to the demands of program requirements, staff is often required to work outside normal business hours. It is understood that there is a need for flexibility based on the demands of programs. However, it is necessary for all employees to account for their time and be under the oversight of the Pastor.

Pay Periods

1. Regular pay periods are the 15th and the last working day of the month. Paychecks are normally issued on the day the pay period begins.

2. If the pay period end falls on a weekend or holiday, checks will be issued on the last working day of the pay period.

Business Expense

1. Ordained ministers will be provided with a business expense account as determined by their terms of call.

2. The Directors of Children and Youth and Music will each have a business expense as provided in the annual budget.

Probationary Period

1. The first six (6) months of employment serve as a time for learning for new employees. A non-ordained employee may be terminated during this probationary period without cause.

2. During this period, the employee will not be allowed leave, except under extraordinary circumstances. There must be prior approval of the Personnel Committee.
Personnel Records
1. The Office Manager shall maintain a confidential personnel file on each employee, which includes but is not limited to: a job description with clearly defined duties and responsibilities, lines of authority, and the employee’s supervisor, a record of leave earned and taken, original application and resume, letters of reference, criminal background checks as required by the church and by law, W-2 forms, copy of Session minutes approving hiring, copy of annual performance review and evaluation, I-9 Form, salary records, and any letters of disciplinary action or commendation.

2. All personnel working with youth must have a State and/or National Criminal Background Check performed every three years.

3. Personnel files may not be removed from the office. They may be reviewed only by the person serving as Head of Staff, such as the Senior Pastor or the Interim Pastor; by the Office Manager who is charged with maintaining the file; or by the Personnel Committee Chairperson. Portions of the files may be shared by the Personnel Committee Chairperson or the Head of Staff in an executive meeting of Personnel Committee or the Session.

Vacation

1. Ordained Ministers’ required vacation days are determined by the Presbytery.

2. All vacation should be planned and coordinated with the Pastor and other staff members. It is the responsibility of the staff member to ensure that coverage is arranged for critical job functions. The Office Manager should be notified of planned and actual vacation for tracking purposes. Ordinarily, employees should request time off by filling out a Time Off Request Form that should be approved by the Pastor and then forwarded to the Personnel Committee.

3. Vacation is accrued as outlined:

After six (6) months: one week (5 work days)
After one (1) year: two weeks (10 work days)
After five (5) years: three weeks (15 work days)
After ten (10) years: four weeks (20) work days

4. The effective date for earning vacation is the employee’s anniversary date in working with the Presbyterian Church, USA.

5. The expectation is that all vacation accrued will be used within the calendar year.

6. Any vacation by part time employees will be unpaid.

6. All vacation accrued during a particular calendar year, shall be, under most circumstances, used during that particular calendar year. However, under unusual circumstances, a full time employee may request up to one (1) week of accrued vacation to be carried over into the next calendar year to be used within the first six months of the year. They must apply to the Personnel Committee, seeking permission to carry over up to a week into the following year.

7. Any accrued vacation not used will be compensated at the termination of employment.

Sick Leave

1. All full time employees are eligible to receive one (1) day per month sick leave for personal illness, immediate family illness, or doctor/dental appointments for self or immediate family. Sick leave may also be used for bereavement.

2. Requests for sick leave, for reasons such as employee or family illness should be approved in advance (when possible) by the Pastor, or the employee’s supervisor. In cases where the Pastor requires personal leave, notifications should be coordinated with the Chair of Personnel.

3. Sick leave may be accrued up to six (6) weeks but may not be used for any other purpose, including extending vacation, except as outlined.

4. Sick leave is considered a privilege while employed, and will not be paid at termination of employment.

Family and Medical Leave

1. Eligible employees will be allowed up to 12 weeks of unpaid leave for their own serious illness, the birth of a child, or the placement of an adopted or foster child, or to care for a seriously ill child, spouse, or parent.

2. Full time employees who have worked for at least 12 months will be allowed the mandated 12 unpaid work weeks of leave during any 12-month period. Employees who have not met the above mentioned guideline may have leave granted at the discretion of the Personnel Committee.

3. Good Shepherd Presbyterian Church will continue to pay health insurance premiums for up to 12 weeks and the employee must continue to pay his or her share of the premium while on leave. All other benefit plan premiums and deductions will stop at the time of the termination of employment.

Holidays

1. The office will be closed on the following recognized holidays:
New Years Day
Easter Monday
Memorial Day
Fourth of July
Labor Day
Thanksgiving
The day after Thanksgiving
Christmas Eve
Christmas Day
December 26
New Years Eve

2. On holidays, the Office Manager is responsible for ensuring the answering machine messages will include instructions for reaching ministerial staff in case of an emergency.

3. On days when the holiday falls on a weekend, the following Monday will be observed as a holiday.

Inclement Weather

1. The Pastor is responsible for decisions related to office hours in the event of inclement weather.

Jury Duty

1. Good Shepherd recognizes the importance of the civic responsibility of jury duty.

2. All salary and benefits will continue for staff members serving jury duty.

3. Employees must turn in notice of jury summons, to be kept in the employee’s personnel file.

Insurance

1. Health Insurance
Hospitalization and major medical insurance coverage are offered without charge as part of the total compensation package for all full time employees (30 hours or more per week). The schedule of benefits is explained in individual booklets provided by the insurance company, the Board of Pensions of the PCUSA.

2. Worker’s Compensation

Should an employee be injured on the job or develop an illness that is work related, protection is available through Worker’s Compensation Insurance. All work related injuries/illness must be reported immediately to their immediate supervisor. Necessary forms and instructions for medical treatment will be provided by the Office Manager.

3. Unemployment Insurance

In accordance with the Georgia Code, section 34-8-35(j), Good Shepherd Presbyterian Church does not participate in Unemployment Insurance. As with other churches, employees have no coverage for unemployment when leaving the staff of Good Shepherd.

Pension (added July 2005)

At the third anniversary of full-time employment with the Presbyterian Church, USA, the Good Shepherd Presbyterian Church will provide payments to a retirement fund with the Board of Pensions of the PCUSA.

Part-time staff and full-time staff may elect to deduct a portion of their salary to be placed in an Additional Retirement Savings Plan of the Board of Pensions.

Safety

1. Good Shepherd Presbyterian Church is firmly committed to providing a safe and healthful work place. Continuing efforts will be made to maintain safe facilities, equipment and conditions for employees, members and visitors.

2. Each employee is expected to abide by safe work practices and instructions as provided by their supervisor.

3. Emergency evacuation procedures are posted near exit ways in each building. Each employee should review and learn these.

4. A first aid kit is available in the church office.

5. Any work-related injury should be reported immediately to the employee’s supervisor.

6. Portable fire extinguishers are placed in strategic locations throughout the buildings. Employees should be aware of these locations and review proper extinguisher use.

7. Proper lifting and body mechanics should be employed when handling large or heavy equipment or material.

8. Necessary safety equipment and personal protective devices, when required, will be provided for employees at no cost.

Mileage Reimbursement

Mileage reimbursement for church related travel is available to employees. Reimbursement is provided at the prevailing rate is determined by the Internal Revenue Service.

Sabbatical Leave – added August 15, 2004

Motion made and approved at the August 15, 2004, Session meeting: Approve the Sabbatical Leave Policy as presented by the Personnel Committee. A sabbatical leave of 49 days will be offered every 5 years to permanent full time staff.

Introduction

Sabbatical leave is not a right, but rather a gift from the congregation of a prolonged period of time away for study, reflection, and spiritual renewal over and above the normal study leave. It is intended to enhance the long term minister’s effectiveness by giving him/her an uninterrupted time to care for his/her own well being so as to return to his/her work with renewed energy and enthusiasm.

A period of sabbatical leave also offers several benefits for the church:
Established routines (ruts!!) Can be broken and new styles of worship and administration explored.

The undiscovered leadership of laypersons and other staff can be allowed to develop.

A new appreciation of both the pastor him/herself and the role of pastor may be found.

The break provided by a sabbatical leave may provide the rest a pastor needs in order to continue his/her work at the church for a longer period of time.

General guidelines

Full time pastoral and program staff with six (6) continuous years of service at Good Shepherd are eligible for a sabbatical leave. Sabbatical leave may be repeated at five (5) year intervals.

A. Plans for sabbatical leave should be made with the session, personnel committee, and/or other appropriate body in time to be included in the congregation’s annual review of the Budget or Terms of call. These discussions should be a candid and open reflection on needs of the church and the individual and done in a spirit of care for all involved. Sabbatical plans should include:

B. Provision for pulpit supply, pastoral care, and moderator for the session, administrative leadership, etc. (the hiring of a temporary supply pastor is often appropriate.)

C. Establishing the philosophy behind the sabbatical. Some understand sabbatical leave as an extended time of spiritual rest and renewal. Others view it as an extended time for formal professional training. Whether or not there are expectations on how the time away is to be used and if there are specific programming implications stemming from the sabbatical should be settled well in advance of the leave.

D. The person away should expect to give a written report to the Session at the regularly scheduled meeting upon returning describing activities, accomplishments, next steps, etc.

E. Full compensation shall be paid to the person during the sabbatical leave.

F. Sabbatical leave shall not exceed seven (7) weeks. Sabbatical leave may be combined with vacation and study leave so that the total time away with full salary and benefits is no more than thirteen (13) weeks. Additional time away without pay may be approved for a total of no more than four (4) months time away.

Sabbatical leave may not be used as “terminal leave.” Using sabbatical leave to look for a new call is an inappropriate use of this time. If the individual chooses to leave the congregation within a period of one (1) year following the sabbatical, the salary attributable to the sabbatical will be refunded.

Sabbatical leave should not be used, however, as “time out” when conflicts exist between the individual and the congregation. The issues, practices, and self-defeating patterns of behavior that cause problems in congregational life will not go away on their own just because the participants are separated from one another for a period of time. Ministers and staff experiencing particular tensions or conflicts are strongly encouraged to use the resources of the Presbytery, and/or other resources for handling conflict before talking about a sabbatical leave.

From time to time, the timing of a well-earned sabbatical leave may not fit well into Good Shepherd’s or the individual’s particular plans. Rather than slavishly adhering to the five-year schedule, individuals and the Session will talk frankly with one another as to the needs and goals of the church and those of the individual when determining when is an acceptable time to be away. However, except in unusual circumstances, all individuals must schedule their sabbatical in their rotational year, or upon approval of the Session (see Appendix), the following year or forfeit until their next rotation.

PHOTOGRAPHY POLICY From our Wedding Policies

2006-01-03T17:46:00.000-08:00

The following is a policy approved by the Session of the Good Shepherd Presbyterian Church, Greater Atlanta Presbytery.

Revised March, 1995

The wedding service is a joyous occasion, and we want to celebrate that joy in a service of worship before God. Such an experience deserves to be remembered, and we are supportive of the bride's desire to record it with memorable pictures. It is reasonable, of course, to expect your cooperation in making this an appropriate service of worship. For this reason, you are asked to meet with the minister prior to the service.

In observing weddings here, we find a wide divergence in the skill, attitude and performance of wedding photographers. Some delay the reception unduly, and this causes needless irritation on the part of all concerned. As many pictures as possible should be taken before the service.

The making of pictures, however, must not detract from the worship experience. Thus the policy of Good Shepherd Presbyterian Church discourages pictures in the sanctuary during the service. No flash pictures of any kind should be used during the service. Only time exposures are permitted from the Narthex. The Wedding Director has the responsibility for overseeing the implementation of these policies.

The use of video cameras must be used only on stationary tripods and in the designated areas:

in the choir seating area, unmanned using remote control or unmanned, being previously set up and turned on before pre-nuptial music begins
in the rear of the sanctuary in front of the sound booth, manned or unmanned
The Wedding Director has the responsibility for overseeing the implementation of these policies.

Ordinarily the wedding party returns to the sanctuary for pictures immediately following the wedding. The photographer should remember that the bride and groom's guests are usually waiting for their appearance at a reception. Thus the pictures which are required should be made without delay. Our Wedding Director will be happy to assist by directing the wedding party to a side door where they can return to the sanctuary area as quickly as possible.

The bride has the responsibility of communicating this policy statement to the photographer, whom she employs.

YOUTH BUILDING POLICY (The "Well")

2006-01-02T17:45:00.000-08:00

The following is a policy approved by the Session of the Good Shepherd Presbyterian Church, Greater Atlanta Presbytery.

(Revised May, 2007)

The primary use of The Well is church programming and particularly children’s and youth programming. No use of The Well is to conflict or impact negatively on church programming in any way.

Members of Good Shepherd Presbyterian Church may make application to use The Well for appropriate personal events only (such as parties and family gatherings) under the following conditions:

· The member must fill out a building use application form available in the church office. At that time the office manager will check with the youth director and the church calendar to make sure there is no conflict. No reservations of the building will be made over the phone without a form and a deposit (see below).

· The member must be willing to take personal responsibility for the safety of the building and all equipment and for clean up of the building and must remain in the building during the entire event.

· The member must be present to lock and unlock the building and take responsibility for deactivating and resetting the security system in the building. The member must agree to be responsible for any fees charged by the security company because the alarm was not properly deactivated.

· The member will take responsibility to see that (1) there is no use of alcohol in the building or on church property and (2) that there is no smoking in the building.

· Use of the building for a wedding will fall under the church wedding policies
and appropriate fees will apply.

· The member will see that no food of any kind is left in the building after the event. This is necessary for rodent control.

· Those using the building must take responsibility for cleaning it after their event. This includes cleaning of floors, bathroom, tabletops, and food serving areas. Please be aware that, given the heavy use of the building, there may be occasions when members may also need to clean the building before their event. Those using the building should always check its condition on the day of the event.

· Musical instruments and equipment in The Well is not to be used or moved under any circumstances.

· The sound system in The Well may only be used if a designated, paid sound technician is present and running the equipment. This person will be paid $25 per hour for his/her services and checks should be given directly to the sound technician when their work at the event is completed. If no authorized sound technician is available, the sound equipment in The Well may not be used.

· A damage/cleaning deposit will be collected from all members making application to use The Well for a personal event. A check in the amount of $100 will be given to the office manager at the time that the application form is filled out. This check will be held until the event is over and an inspection of the facilities has been made. If there is no damage and the custodian does not have to clean the building, the check will be returned.

Concerning the use of the Well by outside groups:
o A small damage deposit (currently $100) is paid before use of the building and will be returned if there is no damage done to the building. If more damage is done than what the deposit can cover, GSPC holds the right to request a fee that would cover the damages.
o A staff/church member is present at the activity.
o An activity request form is filled out.
o The group that intends to use The Well is approved by either the Director of Christian Education or Director of Youth Ministries.

PRESBYTERIAN DISASTER ASSISTANCE POLICY

2006-01-02T12:58:00.000-08:00

The following is a policy approved by the Session of the Good Shepherd Presbyterian Church, Greater Atlanta Presbytery.

Approved September 19, 2004

The Session has approved a plan in which we will promote among our church members opportunities to give to the Presbyterian Disaster Assistance.

Many of our members have been giving to various charities to help with disaster relief projects. They are not aware that such financial aid can be given through their own church. Our denomination has a program called the Presbyterian Disaster Assistance. It is funded by the One Great Hour of Sharing and by designated gifts from churches and members. The church is notified several times each year about special funds being raised by the Presbyterian Disaster Assistance. We will occasionally inform the congregation so they can make donations through the Presbyterian Church.

Promoting these opportunities for giving will do several things:

1. It helps the congregation see the great things the Presbyterian Church is doing in the world.

2. It promotes one of the Seven Marks of Discipleship our elders approved last year -- "Being Generous with one's time, talent and money."

3. It helps the Session see how much our congregation gives toward mission and to the needs of those beyond the local congregation.

4. It provides our members with an easy and secure way to make contributions to worthy causes.

This is the way this process would operate:

1. The Presbyterian Church already sends the pastor notices of these special funds. The pastor will pass this information onto the congregation (these emergency funds are offered about 3 or 4 times each year).

2. We will share in the bulletin, newsletter and Church E-News information about the fund. Members will make a check to Good Shepherd, indicating the cause on the memo line of the check. Our treasurer will then send the amount received to the Presbytery with the account number (for example, in Hurricane Ivan's case, the account number is #9-2000166). Presbytery then sends the funds to the project.

3. Finally, at the end of the year, as part of our Annual Report, we will share the total funds contributed by Good Shepherd members as a part of our look at Mission giving.

YOUTH-STAFF CONFIDENTIALITY POLICY

2006-01-01T17:42:00.000-08:00

The following is a policy approved by the Session of the Good Shepherd Presbyterian Church, Greater Atlanta Presbytery.

Staff: Confidentiality is a critical issue for ministry. In Georgia, any kind of abuse MUST be reported to Child Protective Services. It is mandatory and not negotiable. In addition, the pastor or associate pastor should be informed of the situation.

Cases of potential suicide or life endangerment must be taken extremely seriously and reported to a parent or other appropriate adult after an assessment of the immediate risk potential. If the threat of suicide is deemed high, immediate action must be taken for the protection of the individual. In no case should the potential victim be left alone. Immediate intervention is essential.

Parents must be notified of any “at risk” behavior that occurs while the student is participating in any church sanctioned activity. It is the policy of Good Shepherd Presbyterian Church to provide the student an opportunity to be the first to tell their parents. An appropriate time limit should be set, with the expectation that a parent will place a call to the staff person verifying their child has conveyed the appropriate information. If the parent does not call, the staff person will need to make the initial contact with the parent.

A student should never be told that anyone will “keep a secret.” A proper response to student questions about confidentiality would be: “I can’t promise that I will keep it a secret if what you tell me is about you getting hurt or abused, I must tell authorities. If you are endangering yourself or someone else, I will tell someone. However, please know that I care about you, and nothing you tell me will change that. I will help you through tough times, whatever you are going through. Other than that, I will probably keep whatever you tell me between the two of us. If I decide I must tell someone else, I will not do it without your knowledge.”

Volunteers: Follow the same procedures as above, except they should tell the appropriate staff person immediately prior to any other action. The staff person will be able to lend additional expertise and provide a support for both the student and the volunteer.