Peace Lutheran Church & School > Church

Duties of Peace Lutheran Church's
Officers and Committees

Chairman: Shall preside at all meetings of the Voters' assembly, conducting them according to Robert's Rules of Parliamentary Procedure, with the overriding law of Christian love to always prevail. He shall be an ex-officio member of all boards and committees. He shall meet regularly with the Pastor or Pastors to analyze past progress and to plan future efforts for the program of the church. He shall be responsible for the preparation of the agendas for meetings of the Church Council, to assign resolutions to the proper boards, committees, or individuals for execution, and to be layspokesman for the congregation at public functions, and be responsible for calling the organizational meetings of all boards.

Vice-Chairman: shall perform all the duties required of the Chairman in the absence of the Chairman or such duties as may be requested by the Chairman. He shall be a representative to the Lutheran High School Board.

Recording Secretary: duties shall be composed of the following:

Keep accurate and permanent records of all minutes of the Voters' Assembly and Church Council meetings and be responsible for the safekeeping of all past minutes of the congregation, preferable on the church premises;
Conduct all official correspondence of the Voters' Assembly;
Keep a record of attendance at all Voters' and Church Council meetings;
Be responsible for notification of regular and special meetings of the Voters' Assembly;
Supply a digest of all meetings for publicity purposes as required or requested;
Keep a record of all officers and Board and Committee memberships;
Supply information in the church minutes as needed or requested;
Prepare the Voters' Agendas as directed by the Church Council and according to the following order of business:
1. Devotion,
2. Reading Minutes,
3. Roll Call,
4. Admission of New Members,
5. Reports of Officers and Boards,
6. Unfinished Business,
7. New Business,
8. Adjournment,
9. Prayer

Treasurer: duties shall be composed of the following:

Make all disbursements;
Keep an accurate record of receipts and disbursements;
Remit to the District Treasurer all mission offerings of the previous month and pay salaries and payroll obligations before paying other financial obligations;
Present an itemized financial report at each Voters' Assembly as well as an annual report;
Serve as a member of the Board of Finance.

The congregation shall protect the Treasurer and Assistant Treasurer from all personal liability which may be associated with their duties. The Assistant Treasurer shall work with the Treasurer as directed by the Financial Secretary.

Financial Secretary: duties shall be composed of the following:

Make disbursements in the Treasurer's absence
Supervise the counting and banking of all receipts;
Keep a record of individual pledges and offerings;
Present a report of giving averages at each Voters' Assembly;
Render a periodic report to each member of the congregation of the member's financial contributions as directed by the Board of Finance;
Serve as the Chairman of the Board of Finance.
Appoint three (3) auditors to the Board of Finance.

Board of Finance: Composed of the following officers: Treasurer, Financial Secretary and the Auditors. The basic function of this committee shall be to review the finances every month, to follow up on financial pledges, and to keep a close watch upon budget expenditures.

Auditors: Appointed annually, shall

Audit the books of the Treasurer, annually;
Submit a written report of each audit to the Voters' Assembly;
At least annually test entries against receipts and vouchers;
Assist the Financial Secretary in recording of individual contributions;

Tellers:

Count all offerings and prepare the moneys for deposits in the bank,
Prepare three copies of itemized receipts of the worship service or services and distribute the copies as follows: one copy to be kept in the church office; one copy to be given to the Treasurer, one copy to be given to the Financial Secretary.
Where required, the tellers also record on the envelopes the amount given and make any corrections as required to the envelope to ensure it matches with the funds given,
Ensure the deposit is made on a timely basis at the bank, and
Place the envelopes in the recorders boxes in numerical order.

Recorders: Appointed annually and are responsible for listing the donations from the envelope on the donors statement on a weekly basis. They are responsible for recording special gifts on the statement as they are given. Quarterly the statements are totaled and distributed. Annually the statements are totaled and distributed.

Board of Elders: duties shall be composed of the following:

Be organized so that each elder is concerned with the spiritual welfare and attendance of no more than fifty (500 families;
Keep themselves informed and concerned regarding the use of the Sacraments;
Bring the ministry of the church to the sick and shut-in;
Be in personal contact with each of their fifty families at least once a year;
Assist the Pastor or Pastors in their work and maintain order in the divine services;
Be an example of devout Christian Life for the entire congregation;
Appoint the Chairman of the Ushers' Committee who will be responsible for the organization, schedule, and training of the Usher's Staff;
Provide leadership and pulpit assistance when a pastoral vacancy occurs;
Appoint the Chairman of the Music committee, which shall consist of all organists and choir directors;
Make their own rules and regulations subject to the voters' approval;
Elect a chairman from their committee in the June meeting;
Assist the Pastor or Pastors in the supervision of the deacons;
The Church Secretary shall be responsible to the board of Elders, and supervised by the Administrative Pastor.

Deacons: Appointed annually, and under the supervision of the Pastor(s) and the Board of Elders, shall assist them by being in personal contact with the members of the congregation. They shall be concerned with the spiritual welfare, attendance and use of the Sacraments of the families assigned to them.

Board of Trustees: duties shall be composed of the following:

Keep an accurate inventory record of church property and documents and review it annually;
Safeguard all property of the congregation;
Engage and supervise all custodial help;
Keep the building and equipment in good repair, to assure this, shall make at least one annual inspection of the church properties with emergency repairs being made immediately and others to be programmed through inclusion in the work program and budget of the congregation;
Establish, with congregational approval, regulations governing the use of church property and equipment;
Make and assign all keys for church property and review assignments annually;
Review annually all insurance policies to assure adequate coverage;
Let contracts and borrow money, sanction payment of bills, sign legal documents and represent the congregation in legal matters;
Make its own rules and regulations, subject to the approval of the voters;
Elect a Chairman from their committee in the June meeting who shall be authorized to sign documents on behalf of this board.

Board of Day School Education: duties shall be composed of the following:

Promote and supervise the congregation's program of Christian Day School Education;
Work with the Pastor(s) and Principal to promote specific programs and suggest new programs;
Cooperate with District and Synodical Boards of Education in all matters:
Designate one member to be a representative to the Lutheran High School Board
Make its own rules and regulations, subject to the approval of the voters;
Elect a Chairman from their numbers in the June meeting.

School Secretary: Responsible to the Board of Education, and supervised by the Principal.

Board of Church Education: duties shall be composed of the following:

Promote and supervise the congregation's program of Christian Church Education;
Work with the Pastor(s) and Principal to analyze, evaluate and promote specific programs and suggest new programs;
Cooperate with the District and Synodical Boards of Education in all matters;
Make its own rules and regulations, subject to the approval of the voters;
Elect a Chairman from their numbers in the June meeting.

Sunday School Superintendent:

Supervise the educational program of the Sunday School as directed by the Board of Church Education;
Present a Sunday School report each month to the Board of Church Education and serve as a member of that Board.

Board of Outreach: duties shall be composed of the following:

Assist the Pastor(s) and Chairman of Outreach with the promotion and supervision of the congregation's program of evangelism in the church and, above all, to the community;
Develop and distribute promotional materials.
Maintain a responsibility list with a system for regular usage for contact and follow up;
Plan and carry out at least one major outreach program each year;
Make its own rules and regulations, subject to the approval of the voters;
Elect a Chairman from their numbers in the June meeting.

Board of Discipleship: duties shall be composed of the following:

Assist the Pastor(s) and the Chairman of Stewardship with the promotion and supervision of the congregation's Stewardship program.
Develop and promote an annual program for the enlistment and commitment of the membership's time, talent and treasure;
Maintain a system to enlist commitments time, talent and treasure from the new members;
Inform the congregation of it's responsibility in the local community and the world program of the church;
Evaluate the offerings of the congregation's membership quarterly, report the evaluation results to the Council and Voters and share the evaluation with the members of the congregation;
Designate one of the members ad the Church Extension Fund (CEF) Representative to publicize and promote CEF activities within the congregation;
Make its own rules and regulations, subject to the approval of the voters;
Elect a Chairman from their numbers in the June meeting.

Youth Ministry Board: shall consist of the elected chairman, three (3) adult members appointed annually, and three (3) youth members (officers of the Youth Group). The Board shall:

Promote and supervise all programs of Youth Ministry, including youth groups, youth choirs, and youth athletic, social and spiritual events;
Promote youth sponsored service projects to the church and community;
Promote youth involvement in church attendance and activities;
Provide opportunities for leadership training;
Make its own rules and regulations, subject to the approval of the voters.

Lutheran Layman's League Representative: Appointed annually, shall:

Receive and distribute Lutheran Hour and other LLL materials;
Evaluate monthly reports of Lutheran Hour Ministry sponsors and contact sponsors as required;
Order LLL materials for display or distribution;
Promote Lutheran Hour, Lutheran telephone campaigns and other LLL programs as they develop.

Church Historian: appointed annually, shall be responsible for obtaining and maintaining items of historical significance of the life and history of the Congregation. This shall include bulletins, newspaper articles, photographs, etc., and other pertinent records. The Historian is responsible for the safe keeping of all items, and it is recommended that records over two (2) years old be kept in the Church safe.

Pastor(s): shall be an ex-officio, non-voting member of the boards and shall have access to all committees.