VERSION 1.0

JULY 2021

THE PRESBYTERIAN CHURCH OF EASTON

MANUAL OF POLICIES & PROCEDURES

Each council shall develop a manual of administrative operations that will specify the form and guide the   work of mission in that council.  Book of Order G.3.0106

In the councils of the Presbyterian Church U.S.A, (session, presbytery, synod, and General Assembly), a manual of (administrative) operation is required (G3.0106).  The Manual of Policies and Procedures (MOP) include the following items in The Presbyterian Church of Easton (PCE) MOP:

Contents

Introduction 4

ORIGINATING DOCUMENTS 6

Articles of Incorporation 7

Bylaws 11

MISSION AND VISION STATEMENT 16

MEETINGS OF THE CONGREGATION 18

NOMINATING, ELECTING AND ORDAINING/INSTALLING CHURCH OFFICERS 21

NOMINATING COMMITTEE 22

NOMINATING COMMITTEE SCHEDULE 24

SESSION AND SESSION COMMITTEES 25

SESSION 26

CLERK OF SESSION 29

TREASURER 31

BOARD OF DEACONS 33

BOARD OF TRUSTEES 35

CHRISTIAN EDUCATION COMMITEE 37

COMMUNICATION COMMITTEE 38

FINANCE COMMITTEE 40

FINANCIAL AUDIT COMMITTEE 43

MEMBERSHIP/FELLOWSHIP COMMITTEE 44

MISSION COMMITTEE 46

PERSONNEL COMMITTEE 47

TECHNOLOGY COMMITTEE 50

WORSHIP COMMITTEE 52

Section I:  Formation of the Committee 52

PRESBYTERIAN WOMEN’S ASSOCIATION 55

PCE CHURCH NURSERY SCHOOL 57

SCOUT TROUP 1091 58

MEMBERSHIP AT PCE 67

Personnel 70

Sexual Misconduct Policy, Healthy Boundaries, Child Protection Policy 70

Personnel Policies 71

General Principles 71

PCE Personnel Committee Calendar 79

CHURCH ADMINISTRATIVE ASSISTANT 83

Trustees 88

PCE EMERGENCY PLAN 88

SIGNATURE PAGE FOR PCE MANUAL OF (ADMINISTRATIVE) PROCEDURES 95

APPENDICES 96

PCE ORGANIZATIONAL CHART 2021 96

Introduction

The Presbyterian Church of Easton

Manual of Procedures

This Manual defines the policies and procedures of The Presbyterian Church of Easton (PCE).  The Manual of Procedures (MOP) was adopted by session to provide for the consistent and organized operation of the mission of PCE in accordance with the Book of Order and PCE Bylaws.

The MOP consists of the following sections:

  • Originating documents
  • Meetings of the congregation
  • Nominating, electing, and ordaining/installing church officers
  • Session and committees of session
  • Standing general policies
  • Implementation of the MOP
  • Appendices

DEFINITIONS:

The following definitions describe the terminology used within this MOP:

Communication pathways describe to whom a committee will report, who may report to a committee and interactions that may be necessary in the committee’s work.

Duties and responsibilities describe the tasks assigned to each board or committee.

NCP is New Castle Presbytery.

Policies describe the principles, rules and guidelines to achieve long term goals with intent.

Procedures are the series of steps implemented for consistent results of the policies. Most procedures are created and updated by each committee and are maintained in that committee’s file.

PCE is The Presbyterian Church of Easton.

PPS is the Presbyterian Pre-School.

ORIGINATING DOCUMENTS

Articles of Incorporation

Bylaws

MISSION AND VISION STATEMENT

WHO WE ARE:

We are a Christ centered church with an open door to welcome and nurture people from all walks of life, whatever their faith background.  We are traditional in our worship and biblically-based in our faith, with open minds to explore creative forms of worship.  Our enduring purpose is to “live and love like Christ”, which identifies us as a church, reflects our core values, and embodies our sense of mission.

OUR MISSION:

We are an active church dedicated to spiritual growth by involving all ages in transforming worship, caring relationships, Christian education, and small-group activities.  Drawing strength and inspiration through sharing our faith with one another, we reach outside our walls to openly share the love of Christ with the surrounding community and to help those in need both locally and worldwide.

OUR VISION:

We envision PCE as a vibrant, growing, and energetic church that actively cares for others, both within and outside our fellowship.  Striving to be a significant and well-known presence in our community, we share our love of the Lord through an array of activities to meet the educational, social, and spiritual needs of individuals and families.

PASTORAL HISTORY AT PCE

Phillip K. Foster 1958-1969

Stuart G. Leyden 1970-1979

V. Trent Davidson 1980-1988

Robin White (interim) 1988-1990

Phillip W. Sommer 1990-2002

Richard Loringer (interim) 2002-2003

John W. Dean (interim) 2004-2006

Richard “Duke” Dixon 2007-2020

Jeffrey Howard(interim) 2020-MEETINGS OF THE CONGREGATION

MEETINGS OF THE CONGREGATION

Meetings of the congregation are called by session or as provided in the Book of Order, G1.0502 and the business shall be limited to the items listed in G-1.0503.

All meetings shall open and close with prayer.  There shall be an Annual Meeting in January or February designated by session at which the following business shall be presented:  annual financial and budget reports, annual reports from session, trustees, deacons and committees, consideration of any recommended changes in the pastor’s terms of call, and any other business determined by session.   There shall also be an annual meeting in the fall for the purpose of electing members of the session, deacons, trustees and at large nominating committee members for terms beginning in January.  Additional meetings may be called as needed for specific purposes determined by session.  The business of all meetings shall be limited to those items specified in the call.

Adequate notice of all congregational meetings shall be provided to the congregation on at least two consecutive Sundays prior to the meeting with a statement of the business to be transacted.  The meeting may occur on the second Sunday after notice is given.

The moderator and secretary of the meeting shall normally be the Moderator and Clerk of Session, or as otherwise provided in the Book of Order G-1.0504 and 1.0505. If the clerk of session is not present, the moderator shall appoint a secretary.  The minutes of the meeting recorded by the secretary shall be attested by the moderator and the secretary and recorded in the Minute Book of Session.

Membership in the congregation is according to the Book of Order, G-1.04. Active members have voice and vote in all meetings of the congregation.  Other participants are welcome to attend and be heard.  Full opportunity shall be given to the congregation for nominations from the floor of the meeting by any active member of the congregation.  Voting by proxy is not allowed.

The quorum for a congregational meeting shall be the moderator, secretary and ten percent of active members. The secretary shall determine that a quorum is present.  

In accordance with the laws of Maryland, a corporation has been formed.  Consistent with these laws, both ecclesiastical and corporate business may be conducted of the same meeting of the congregation.

Since the pastor or moderator is not a member of the corporation, a member of the trustees shall be invited to moderate the meeting when corporate matters appear on the agenda.

NOMINATING, ELECTING AND ORDAINING/INSTALLING CHURCH OFFICERS

NOMINATING COMMITTEE

The Nominating Committee recruits eligible church members for election to all of the offices in the Church, including Session, Deacons, Trustees and the next year’s Nominating Committee.  Additionally, the Nominating Committee shall recruit a Pastor Nominating Committee, as needed.

Section I:  Formation of the Committee

  1. The Nominating Committee shall consist of seven members plus the pastor as an ex-officio member who shall serve as an advisor:
    1. One elder currently serving on session,
    2. One deacon currently serving on the Board of Deacons,
    3. One trustee currently serving on the Board of Trustees,
    4. Four at large members elected annually by the congregation.
  2. No person may serve more than three consecutive years.

Section II:  Communication pathways

  1. The Nominating Committee shall present its slate of nominees to session.
  2. The Nominating Committee shall interact with members of the PCE congregation.

Section III: Duties and Responsibilities

The Nominating Committee shall bring to the Congregational Election Meeting a slate of at least one eligible person per vacancy to be filled at that meeting by election of the congregation.  The Nominating Committee will select a slate of nominees for a Pastor Nominating Committee, as needed.

Section IV:  Policies and Procedures

  1. The Nominating Committee shall be representative of the congregation as provided by the Book of Order.
  2. Additional nominations of eligible persons may be made by any member of the Congregation at the meeting of the Congregation.
  3. The Nominating Committee shall consider persons to fill vacancies in a manner representative of the congregation in general, as provided by the Book of Order.
  4. The Nominating Committee shall ensure that nominees are aware of the roles and responsibilities for the position for which the person is being recruited.
  5. When someone is elected to be a deacon or elder, session shall discuss their personal faith and knowledge of their duties prior to installation.  
  6. The ordination and installation of these church officers shall take place during worship, presided over by the moderator of session. 
  7. As necessary, the Nominating Committee shall select a group of members presentative of the congregation to call a Pastor.

NOMINATING COMMITTEE SCHEDULE

September 

First meeting:  Review of Nominating Committee responsibilities, outline of the process, review of membership to consider candidates.

Compile list of officer candidates and solicit volunteers from the congregation, contact potential volunteer officers and explain in detail the roles and responsibilities of that position.  If the potential volunteer does not want to be considered for a position, repeat the process with another potential volunteer.   Compile a slate of nominees to present for confirmation at a congregational meeting.

Have session set date for special congregational meeting to elect officers.

October, November

Special congregational meeting to elect officers-Elders, Deacons, Trustees and at large members of the Nominating Committee.

December, January

Ordination and installation of officers during worship.

SESSION AND SESSION COMMITTEES

SESSION

The ministry of the Presbyterian Church (U.S.A.) is the responsibility of all active members.  The session leads and guides the ministry of the congregation by providing that the word of God may be truly preached and heard, providing that the Sacraments may be rightly administered and received, nurturing the covenant community of disciples of Christ.

Section I:  Formation of Session

The Bylaws of PCE state under XII. Elders that the congregation shall elect nine elders divided into three equal classes, one class of whom shall be elected at the fall election meeting for a three-year term beginning in January and ending in December. An elder serving for six consecutive years shall be ineligible for re-election to Session for a period of one year.

The session meetings shall be held at least quarterly.  A special session can be held if the moderator deems it necessary or if requested by two members of session or if requested by NCP.  The business of the special meeting is limited to the call of the meeting.

All session meetings shall begin and end with prayer.  The moderator, clerk of session and one third of session establish a quorum for the meeting to be held.  The written agenda shall be provided prior to the meeting, if possible.  The agenda shall be approved prior to the beginning of the meeting, with additions to the agenda from session as needed.  The agenda shall include approval of the draft minutes from the prior meeting, with edits if needed. The clerk’s report, pastor’s report, treasurer’s report, committee reports, old and new business shall be on each agenda.  The Book of Order and Robert’s Rules of Order shall establish the foundations which will be followed at each meeting. 

Section II:  Communication pathways

  1. Session reports to the congregation of PCE and to the New Castle Presbytery.
  2. Session interacts with all committees of session, PCE staff and pastor and as directed by the session moderator (pastor) or New Castle Presbytery.
  3. All PCE committees report to session on a prescribed basis except for the congregational committees-i.e., Nominating Committee.

Section III:  Duties and responsibilities

All session members are expected to:

  1. Attend the monthly session meetings with input from any committee with which the member may liaise.  Be prepared to contribute to discussions and action items from the meeting by reading the agenda prior to the meeting and any documents submitted to Session for review.
  2. Attend the annual joint meeting with deacons. 
  3. Be familiar with the roles and responsibilities of a session member as laid out in the Book of Order and PCE Bylaws. A current Book of Order and Book of Confessions will be provided to each elder as they join session.
    1. Review and approve the annual budget.
    2. Prepare the elements for the Lord’s Supper.
    3. Serve the Lord’s Supper.
    4. Act as commissioner at the Presbytery level.
    5. Moderate or liaise with session committees such as Worship, Personnel, Finance, Mission, Deacons, Trustees, Membership/Fellowship, Communication, and Christian Education.
    6. Elect Clerk of Session and Treasurer at the first session meeting of the year in January.
    7. Examine incoming session members as to their faith, understanding of session’s roles and responsibilities, questions they may have.
    8. In conjunction with the membership committee, interview and prepare people who would like to join PCE as members.
    9. Assume responsibilities of Elder of the Month at least one month or more annually.
    10. Assume other roles and responsibilities as designated by session.
  4. Use discretion when discussing the individual discourse at the meetings with others; session meetings are open and should be transparent to the congregation via minutes and session highlights.  However, members should ensure the ability of session members to express opinions in healthy debate without the indiscreet sharing of these discussions with church members not currently serving on session or staff members.  Confidentiality in relation to other session members is key to supporting the business of the church.

Section IV:  Policies and procedures

  1. Session’s policies and procedures follow the principles of the Book of Order.
  2. Procedures to support the duties and responsibilities of session shall be created and maintained by session. 

CLERK OF SESSION

Section I:  Formation of the role of Clerk of Session

At the first meeting of the New Year, the session shall elect an elder to serve as clerk. The clerk must be an ordained elder in the congregation, and may or may not be in active service on the session.  If not actively serving on the session, the clerk does not have voice or vote in session meetings.  However, it is appropriate to respond to questions or concerns relative to the office.  Session can grant the non-active elder “privileges of the floor” during the clerkship.  

Section II:  Communication pathways

  1. Reports to and works in harmony with the pastor on an ad hoc basis.
  2. Interacts with all committees and personnel at PCE.
  3. Reports session actions and highlights to the PCE congregation.
  4. Reports to and interacts with the New Castle Presbytery.

Section III:  Duties and responsibilities

Duties of the Clerk include:

  1. Knowledge of the Book of Order and Robert’s Rules of Order as the foundation for each session meeting.
  2. Assist the moderator in preparing a docket for each meeting of session and the congregation.
  3. Bring all official correspondence to the attention of session.
  4. Maintain a list of unfinished business, including all matters referred to a committee or a staff member for later report to session and to remind the person occasionally if not acted on or reported expeditiously.
  5. Send out notices for special meetings of session or congregation, describing the business that will be transacted with a reminder that no other business other than that stated in the call for the special meeting may be considered.
  6. Record the minutes of session and congregation meetings.  The congregational meeting minutes should be attested to by the moderator.
  7. Maintain the permanent record book.
  8. Ensure that all meetings of the congregation are announced to the congregation on two successive Sundays prior to the meeting.  If the meeting is held on a Sunday, an announcement during worship on that Sunday may count as the second Sunday.
  9. Act as the secretary for all meetings of the congregation, ensuring that the minutes are signed and placed in the permanent session minutes book at the appropriate chronological location.
  10. Ensure that the annual General Assembly report forms and all annual reports, as required or requested by the presbytery, are properly completed, approved by session and sent to stated clerk of presbytery before the deadline.
  11. Maintain the Church Register.
  12. Communicate actions taken by session to the congregation via Session Highlights in a mass communication media used by PCE.

Section IV:  Policies and procedures

  1. The Clerk’s policies and procedures follow the principles of the Book of Order.
  2. Procedures to support the duties and responsibilities of the Clerk of Session shall be created and maintained by session. 
  3. When a new Clerk of Session is elected, session shall review and update policies and procedures as they evolve.

TREASURER

The treasurer provides oversight for the preparation of the annual PCE budget, accounting functions and financial reporting of PCE under Book of Order G-3.0205 and G3.0113.  

Section I:  Formation of the role of Treasurer

At the first meeting of the New Year, the session shall elect a treasurer or co-treasurers to serve for such term as the session shall decide. 

Section II:  Communication pathways

  1. Reports to session monthly.
  2. Interacts with financial committee, investment and stewardship subcommittees, all other session committees as needed, office admin, music director, pastor.
  3. Provides oversight of bookkeeping staff/volunteers.

Section III:  Duties and responsibilities

Duties of the treasurer include:

  1. Ensure that session approved policies and procedures set forth by the financial committee are accurately carried out.
  2. Prepare an annual budget for approval by session, including income and expenses, to be presented to the congregation at the PCE annual congregational meeting;
  3. Ensure paying of bills in a timely manner.
  4. Route bills to committee chairmen to be approved and returned with a purchase order in a timely manner.
  5. Ensure appropriate deposits and checks are entered into the computer software program for an accurate history.
  6. Balance bank statement to check entries monthly.
  7. Reconcile charges to credit cards.
  8. Maintain all investment records and make quarterly report on investments.
  9. Organize an audit committee for an annual review of the financial records.
  10. Participate as a member of the Financial committee.
  11. Conduct oversight of the following procedures:
    1. All offerings shall be counted and recorded by at least two duly appointed persons or by one fidelity bonded person;
    2. Financial books and records adequate to reflect all financial transactions shall be kept and open to inspection by authorized church officers at reasonable times.
  12. Periodic and no less than annual reports of all financial activities shall be made to the session.
  13. Maintain confidentiality in all matters related to this position. 

Section IV:  Policies and procedures

  1. The treasurer’s policies and procedures follow the principles of the Book of Order.
  2. Procedures to support the duties and responsibilities of the Treasurer shall be created and maintained by the committee. 
  3. When a new treasurer is chosen, the treasurer will review and update its policies and procedures as they evolve.

BOARD OF DEACONS

The deacons’ mission is to provide for the personal and spiritual growth of the members through sharing in fellowship and mutual support and to provide pastoral care to the congregation through a ministry of compassion, witness, and service.  The deacons may be assigned responsibilities by the session to whom they report.

Section I:  Formation of the Board

  1. The congregation shall elect nine members in classes of three at the special fall election meeting to begin on January 1 of each year.   No deacon shall serve for consecutive terms, either full or partial, for longer than six consecutive years. A deacon serving for six consecutive years shall be ineligible for re-election to the Board of Deacons for a period of one year. 
  2. At the first meeting of each year, the Board of Deacons shall elect a chair and a secretary from among its members and shall form committees as needed to carry out its work.  The pastor shall be an advisory member of the Board.
  3. A quorum shall be one third of its members, including the chair. 

Section II:  Communication pathways

  1. The Board of Deacons shall report to session on a monthly basis in person or via a written report.
  2. Session shall approve the framework of the deacons’ activities on an annual basis at the joint session/deacon meeting in November.
  3. The Board of Deacons shall interact with session, the pastor, congregation members and the office admin.

Section III:  Duties and responsibilities

  1. Prepare an annual budget for consideration by the Finance Committee.  If needed, create a pathway to raising funds for support of those within the congregation who have financial needs.
  2. Attend monthly deacon meetings and an annual joint meeting with session.
  3. Establish and maintain a visitation ministry for visits to church members who are ill, unable to attend church or request a visit.
  4. Establish and maintain a transportation ministry for members who need transport to church and to church events.
  5. Establish and maintain a card and flower ministry for distribution to shut ins and/or members who need thoughts and prayers.
  6. Assist with serving of the Lord’s Supper at church or on home visits with the pastor if requested.
  7. Create and implement activities for the church that are pertinent to the wellbeing and knowledge of individuals.
  8. Prepare an annual report for inclusion into the PCE annual report.

Section IV:  Policies and procedures

  1. The board’s policies and procedures follow the principles of the Book of Order.
  2. Procedures to support the duties and responsibilities of the Board of Deacons shall be created and maintained by the Board. 
  3. When a new chair of the Board is chosen, the Board will review and update its policies and procedures as they evolve.

BOARD OF TRUSTEES

The Board of Trustees is responsible for the duties delegated to them by the laws of Maryland,  the Book of Order G-4.01 to G-4.02, PCE bylaws, session, and by formal actions of the corporation. 

 Section I:  Formation of the Board

  1. The congregation shall elect nine members in classes of three at the special fall election meeting to begin on January 1 of each year.   No trustee shall serve for consecutive terms, either full or partial, for longer than six consecutive years. A trustee serving for six consecutive years shall be ineligible for re-election to the Board of Trustees for a period of one year. 
  2.   At the first meeting of each year, the Board of Trustees shall elect a president, a secretary, a representative to the Nominating Committee, a representative to the Finance Committee from among its members and shall form areas of responsibility as needed to carry out its work.  The pastor shall be an advisory member of the Board.
  3. A quorum shall be one third of its members, including the president. 

Section II:  Communication pathways

  1. The Board of Trustees will report at the monthly session meeting either in person or by a written report.
  2. The Board of Trustees shall report to the congregation at least annually at the annual congregational meeting.
  3. As a committee of session, the trustees shall take direction from session as needed.
  4. Trustees shall interact with the pastor, session, session committees, presbytery, office admin and congregants.

Section III:  Duties and responsibilities

  1. According to the Book of Order and PCE bylaws, the trustees shall have the following powers:
    1. The President of the Trustees shall be the legal signatory for any legal document to be signed at the direction of session or the congregation.  
    2. Receive, hold, encumber, manage and transfer property, real or personal, for the church; inclusive of:
      1. The church facility, including lawn maintenance and custodial work
      2. The manse
      3. The Share House
      4. Insurance 
    3. Accept and execute deeds of title to such property.
    4. Hold and defend title to such property.
    5. Manage the budget allotted to trustees.  Expenditures greater than $500 shall be approved by session.
    6. Oversight of the church facility during services and specified activities, including opening and closure of the church building, responsibility for securing the collection monies until it can be counted and deposited.
    7. Serving as trustee of the month, including teller responsibilities
  2. According to the Book of Order, all such powers of the trustees are subject to the authority of the session and the provisions of the Constitution of the Presbyterian Church (U.S.A.).

Section IV:  Policies and procedures

  1. The Board’s policies and procedures follow the principles of the Book of Order and the Bylaws of PCE.
  2. Procedures to support the duties and responsibilities of the Board of Trustees shall be created and maintained by the Board. 
  3. When a new president of the Board is chosen, the Board will review and update its policies and procedures as they evolve.

CHRISTIAN EDUCATION COMMITEE

The Christian Education Committee oversees and promotes all educational activities of the church, including Bible studies. The committee assesses the spiritual and educational needs of the congregation in order to review and select curriculum for the studies.

Section I:  Formation of the Committee

  1. The Christian Education Committee shall include a member of session and members of the congregation who agree to serve.  The pastor shall be an advisory member. 
  2. The committee shall meet quarterly as needed.

Section II:  Communication pathways

  1. The Christian Education committee reports to session and collaborates with the worship committee.
  2. The committee interacts with the pastor, worship committee and congregants. 

Section III: Duties and Responsibilities

Responsibilities include but are not limited to:

  1. Oversee and promote child, young adult and adult education and Bible studies.
  2. Assist in establishing overall program and activities.
  3. Evaluate needs of congregation re Bible studies.
  4. Select, establish, and review curriculum for the studies and implement the studies at the appropriate time/season.
  5. Provide oversight of the PCE sponsored Scout Troop 1091.
  6. In conjunction with personnel and session, determine a relationship with the Presbyterian Pre-School.
  7. In conjunction with worship and session, determine a relationship with Scout Troop 1091.
  8. Report to session monthly or after quarterly meetings.
  9. Prepare a budget annually for submission to the Finance Committee by November.
  10. Submit an annual committee report for inclusion in the PCE Annual Report.

Section IV:  Policies and procedures

  1. The committee’s policies and procedures follow the principles of the Book of Order.
  2. Procedures to support the duties and responsibilities of the Christian Education committee shall be created and maintained by the committee. 
  3. When a new chair of the committee is chosen, the committee will review and update its policies and procedures as they evolve.

COMMUNICATION COMMITTEE

The Communication Committee is the central point from which all written, electronic, and verbal communication regarding PCE is developed and disseminated to the PCE community or to the larger local community.  

Section 1:  Formation of the committee

The Communication Committee is comprised of a member of the technology committee, the PCE administrative assistant, a member of Session, and members from the congregation who are familiar with the writing of articles or brochures and social media distribution.  The pastor shall be an advisory member of the committee.

Section II:  Communication pathways

  1. The Communication Committee reports to session as needed.
  2. The Communication Committee interacts with all PCE committees and members.

Section III:  Duties and responsibilities

  1. Coordinate communication efforts of the PCE community to provide a cohesive presentation on various data streams without duplication of resources.  This includes the following:
    1. Collate, develop and secure the content to be posted to social media outlets.
    2. Provide content to local news media outlets as needed.
    3. Create brochures, posters, banners for support of PCE within the community.
  2. Identify needs within the larger community to learn more about the mission and vision of PCE.
    1. Identify communication pathways for social media and the best support systems for multimedia presentation.
    2. Create the story of PCE, as needed, for larger community distribution.

Section IV:  Policies and procedures

  1. The committee’s policies and procedures follow the principles of the Book of Order.
  2. Procedures to support the duties and responsibilities of the Communication committee shall be created and maintained by the committee. 
  3. When a new chair of the committee is chosen, the committee will review and update its policies and procedures as they evolve.

FINANCE COMMITTEE

The Finance Committee maintains the integrity of all financial records of PCE. It establishes the budget, tracks monthly and year-to-date giving and expenses, and advises session on financial needs and opportunities through monthly reports.

Section I:  Formation of the Committee

  1. The Finance Committee shall include the stewardship subcommittee and PCE investment subcommittee.
  2. The treasurer, financial secretary, and a member of stewardship shall be committee members, along with a representative of the trustees, other committees and at-large members. At least one committee member shall be a member of session.

Section II:  Communication pathways

  1. Reports to session on a regular basis and to New Castle Presbytery for requested reports.
  2. Provides oversight of all financial interactions at PCE.
  3. Interacts with the stewardship and investment subcommittees and the treasurer.
  4. Interacts with PCE staff, book keepers, money counters, session committees.

Section III: Duties and Responsibilities

Responsibilities include but are not limited to:

Establish and track the budget (Finance Committee)

  1. Establishes and maintains budget, accounting and financial reporting systems for the church.
  2. Develops and updates bookkeeping policy and procedures.
  3. Requests budget spend plans from committees.
  4. Establishes the annual PCE budget.
  5. Tracks receipts and expenditures of all financial activities of the church.
  6. Coordinates the annual stewardship campaign (with the subcommittee) and maintains all financial records.
  7. Provides budget data and analysis to session and committees.
  8. Reviews all expenditures of $500.00 or more approved by session to ensure cash flow is sufficient for the expenditure. Provides recommendation of funding source or alternative funding means to session as needed.   
  9. Creates end of year report for inclusion in the PCE annual report.
  10. Arranges for the annual audit of church financial records, bookkeeping policies and practices.

Investments, Memorials, Bequests and Endowments (investment subcommittee)

  1. Reviews and categorizes donations of memorials and gifts as for acceptance by session 
  2. Establishes a conservative investment plan that meets identified needs of the church, reinvesting as appropriate
  3. Maintains historic balance of permanently restricted funds, periodically re-balancing trust funds after additions or withdrawals for use by church

Fund Raising (Stewardship subcommittee)

  1. Plans and conducts annual pledge campaign.
  2. Creates an annual theme to coordinate appeals for pledging.
  3. Reports the results of the pledge campaign to session and the congregation.
  4. Sends notes of appreciation to those who pledge and other identifiable donors to PCE.
  5. Emphasizes the importance of giving the Per Capita contributions as these are submitted to the Presbytery.
  6. Tracks giving and pledging status through the year, using reminders if needed.
  7. Routinely informs the Finance Committee and session of stewardship activities by sharing meeting note.
  8. Members of stewardship serve on the Finance Committee to share information and coordinate activities as needed.
  9. Coordinates solicitations by different committees so PCE does not over solicit for funds during peak times of giving.

Section IV:  Policies and procedures

  1. The committee’s policies and procedures follow the principles of the Book of Order.
  2. Procedures to support the duties and responsibilities of the financial committee shall be created and maintained by the committee. 
  3. When a new chair of the committee is chosen, the committee will review and update its policies and procedures as they evolve.

FINANCIAL AUDIT COMMITTEE

The Audit Committee performs an audit of all financial books and records every year to be in compliance with the Book of Order, G-3.0113.  

Section I:  Formation of the Committee

The Finance Committee selects two members of the congregation to perform the annual audit of PCE. These reviewers shall not be related to the treasurer.

Section II:  Communication pathways

  1. The committee shall report to the Financial committee, who shall report findings to session.
  2. The committee shall interact with the treasurer, finance committee, PCE staff, and Session committees, as needed, to produce a complete audit.

Section III:  Duties and responsibilities

The audit will consist of verification of bookkeeping practices and standards in place.  Summarize findings and discuss with treasurer and bookkeeping team. Present audit report to treasurer and clerk of session.

Section IV:  Policies and procedures

  1. The audit is performed on the previous year’s completed financial actions and is presented at the annual congregational meeting in February.
  2. The committee reviews every check of $500 and over.
  3. The Clerk of Session shall document the outcome of the annual audit in the minutes as presented to Session.

MEMBERSHIP/FELLOWSHIP COMMITTEE

The PCE Membership/Fellowship Committee is a joint committee.  The Membership component of this committee develops strategies for recruitment of new members, updates the strategies as needed and actively participates in the recruitment of potential new church members.  The committee supports the attendance of current PCE members by monitoring attendance statistics of the congregation, reaching out to members who are absent for a set period of time and coordinating with the Board of Deacons in oversight of members’ attendance.  The committee provides membership census data to session for the annual statistical report.  The Fellowship component of this committee nurtures the spirituality of the congregation through planned social activities to promote fellowship.

Section I:  Formation of the Committee 

  1. The chair shall be elected annually by the committee.  Committee members will include a currently serving session member and interested volunteers from the congregation.  The pastor shall be an advisor to the committee 
  2.   The committee shall meet monthly from September through June and meet, as needed, during the summer hiatus. 

Section II:  Communication Pathways

  1. The committee will report to session on an occasional basis when there are issues that may need input from session.
  2. The committee will implement requests for action from the pastor and session.
  3. The committee will interact with the pastor, session, the Board of Deacons, the Board of Trustees, PCE Treasurer, and the office admin as needed.
  4. The committee will interact with current church members, potential church members and visitors as part of their roles on the committee.
  5. The committee will solicit volunteers from the PCE congregation to assist with social events.
  6. All purchases made for this committee must be approved by the chair prior to order/purchase.

Section III:  Duties and responsibilities

  1. Prepare an annual budget for consideration by the Finance Committee.
  1. Attend monthly meetings, report any items from the meeting to session, if pertinent.
  2. Visitors create new members:
    1. Create new member packets that provide an overview of PCE, persons to whom questions can be addressed and next steps in the membership process.
    2. Contact visitors who have indicated in the pew sign in sheets that they would like further contact by note, e-mail or phone call.
    3. Work with Session to determine if new member classes are needed, meet and discuss each individual’s church history prior to joining.
    4. In coordination with the pastor, determine the appropriate type of membership according to the Book of Order.
    5. Introduce the new members to the congregation via biographical sketches in the PCE newsletter and on the membership bulletin board.
  3. Maintain service attendance statistics collected by the ushers at each service; the Clerk of Session will record these and report these to PCE in the annual report and to NCP in the annual statistical report.  
  4. Maintain member attendance in an electronic record which can be used to determine whether a member needs the committee to reach out to those who may be absent for a three month or longer period and whether a member should be moved to the inactive list for the following census.  The inactive list will be provided annually to Session at the November Session meeting to allow time for the creation of the required NCP statistical report.
  5. Maintain the membership identification tags on the board outside of the sanctuary.  
  6. Communicate membership to congregation via photo directories on an occasional basis, as needed.
  7. Oversight of Coffee Hour to establish quality fellowship time for attendees at the service.
    1. Solicit hosts for the coffee hour.  
    2. Develop and maintain procedures for coffee hour that are easily understood and post these in a visible area of the kitchen.
    3. Develop a backup plan if there are no hosts signed up for a Sunday or an emergency precludes the host from attending.
    4. Ascertain that the kitchen is cleaned after coffee hour.  
    5. Encourage members of the committee to seek out visitors who may have attended church that day to chat with them during coffee hour (without asking about a commitment to PCE).
    6. Summer Coffee Hours hosts are:  June-Session, July-Deacons, and August-Trustees.  The week in December when Lessons & Carols are performed is hosted by the Women’s Association.
  8. Create fellowship activities for church members

Section IV:  Policies and procedures

  1. The committee’s policies and procedures follow the principles of the Book of Order.
  2. Procedures to support the duties and responsibilities of the Membership/Fellowship committee shall be created and maintained by the committee. 
  3. When a new chair of the committee is chosen, the committee will review and update its policies and procedures as they evolve.

MISSION COMMITTEE

The Mission Committee encourages the extension of the church’s concern for all people, make the congregation aware of the needs of the local community, and national and international mission outreach programs, and encourages participation in the larger mission of PCE.

 Section I:  Formation of the Committee

The Mission committee shall be comprised of interested PCE members and at least one currently serving session member.  

Section II:  Communication pathways

  1. The Mission Committee shall report to session.
  2. The Mission Committee shall interact with other PCE committees, congregants and outside agencies performing or requesting mission work.

Section III:  Duties and responsibilities

  1. Research and recommend appropriations to be made from the Mission Committee’s outreach budget.
  2. Present a preliminary budget request to the Finance Committee for inclusion in next year’s budget.
  3. Study, identify and encourage participation and support of local mission needs, mindful of the need to give a hand up and not a hand out.
  4. Identify and receive approval for special benevolence projects as the committee shall deem necessary and that are in keeping with the current mission, vision, values and priorities of the church.
  5. Be responsible for promoting special offering of PC (USA): One Great Hour of Sharing, Christmas Joy and Peacemaking.
  6. Identify and administer budget for denominational giving such as Apportionments, general and Presbytery mission.
  7. Focus on ways to involve the congregation in Mission and social concern issues.

Section IV:  Policies and procedures

  1. The committee’s policies and procedures follow the principles of the Book of Order.
  2. Procedures to support the duties and responsibilities of the Mission Committee shall be created and maintained by the committee. 
  3. When a new chair of the committee is chosen, the committee will review and update its policies and procedures as they evolve.

PERSONNEL COMMITTEE

The Personnel Committee develops job descriptions, interprets policies pertaining to personnel, maintains employee records, recruits for vacancies, and evaluates the pastor, music director, and support staff on an annual basis.  

Section I:  Formation of the Committee

The Personnel Committee shall be comprised of a member of session and at least two other members of the congregation who may have experience in Human Resources.  The pastor will be an advisory member of the committee, if needed.  The committee shall meet at least quarterly and as needed.  

Section II:  Communication pathways

  1. The committee shall report to session in an ongoing basis.
  2. The committee shall interact with PCE personnel, pastor, collaborate with the Christian Education Committee and session in a relationship with the PPS director and staff, and volunteers (if needed).
  3. Session shall direct activities of the Personnel Committee, as needed.

Section III:  Duties and responsibilities

  1. Develop job descriptions, job guidelines and policy manual.  Revise these as needed.
  2. Monitor the effectiveness of personnel policies.
  3. Develop the framework for job roles and responsibilities but day to day activities of the administrative staff may be directed by the pastor as needed for assistance and functioning of the church.
  4. Maintain employee records and files.
  5. Develop programs that support Healthy Boundaries between staff and between the congregation and staff, including Sexual Harassment/Abuse guidelines and Child Protection Policy.  Ascertain that all employees are aware of these policies and document compliance with these policies.
  6. If issues develop intra-staff or with the congregation, mediate between the parties based on the personnel manual.  
  7. Recruit and hire for open positions.
    1. When hiring, review job description and update as needed.
    2. Advertise vacancy.
    3. The interview team-explain roles and responsibilities of job to candidates.
    4. Check references and perform background check.
    5. Submit potential employee to session for approval.
  8. Evaluate pastor annually and review of short term and long-term goals.
  9. Evaluate music director annually and review of short- and long-term goals.
  10. Evaluate support staff annually.
  11. Collaborate with session and the Christian Education Committee in a relationship with the PPS director and staff.
  12. Recommend salaries to the Budget and Finance committees on an annual basis in fall for the following calendar year.
  13. Submit minutes from personnel meetings to the Clerk of Session prior to the session monthly meeting.
  14. Write the annual report for submittal to session and the congregation regarding personnel activities for that year.
  15. Personnel meetings cover material which may be sensitive, so discussions held during personnel meetings shall be confidential.  If confidential matters need to be addressed by session, session shall do so under an executive session.

Section IV:  Policies and procedures

  1. The committee’s policies and procedures follow the principles of the Book of Order.
  2. Procedures to support the duties and responsibilities of the Personnel committee shall be created and maintained by the committee. 
  3. When a new chair of the committee is chosen, the committee will review and update its policies and procedures as they evolve.

TECHNOLOGY COMMITTEE

The Technology Committee consists of several sub teams (as required) to support the technology utilized within PCE for internal and external communication of its programs and ministry.

 Section I:  Formation of the Committee and Sub Teams

  1. The committee shall be comprised of volunteers who are able to assist with the technological procedures to support the PCE ministry.  Each member assumes responsibilities that best fit their talents-hardware, software and social media outreach.
  2. Appropriate committee and sub-team leaders shall be appointed, as required, with oversight by session.
  3. The committee and sub-teams shall meet as duties and responsibilities require.

Section II:  Communication pathways

  1. The Tech Committee shall report to and take direction from the Board of Trustees for hardware aspects of PCE technology, to the Worship Committee for software content during Worship and to session for all other aspects.
  2. The Tech committee shall interact with the pastor, music director, worship committee, Board of Trustees, and the office admin as needed.

 Section III:  Duties and responsibilities

  1. Identify technological needs of PCE for support of the church ministry.
  2. Develop a strategic plan and design for the technological elements in a logical progression. 
  3. Develop and maintain the PCE website and social network accounts.
  4. Prepare an annual budget for consideration by the Finance Committee and approval by Session.  
  5. In harmony with the PCE Trustees, who are responsible for all equipment within the church, oversee purchase, use and repair of specific computerized technology at PCE, including audio-visual technology, web site, computers and computer networks.
    1. Create and maintain a backup system for the data on PCE office computers.
    2. Create the weekly programming inputs for the video monitors used during and outside of services.
    3. Maintain and continually update the PCE website with appropriate information regarding PCE events, recent sermons, video streaming of services, etc.
    4. Other responsibilities as needed or directed by session.
  6. Recruit, train, and schedule volunteers to operate the various equipment used to interface with each data stream.  Maintain a matrix of required technology tasks and persons trained for these tasks to insure proper operation of all equipment. 
  7. Report to worship committee on a monthly basis or as needed.  Report to session as requested.  
  8. Develop the annual report for submission to the congregation at the end of each year.

Section IV:  Policies and procedures

  1. The committee’s policies and procedures follow the principles of the Book of Order.
  2. Procedures to support the duties and responsibilities of the Technology committee shall be created and maintained by the committee. 
  3. When a new chair of the committee is chosen, the committee will review and update its policies and procedures as they evolve.

WORSHIP COMMITTEE

The Worship Committee coordinates the worship ministry of PCE and works closely with the pastor and director of music to ensure that the worship responsibilities set forth in the Directory of Worship in the Book of Order (W-1.4004) are achieved. The committee provides oversight for all aspects of worship, including music, preparation of the sanctuary, scheduling communion, scheduling and training ushers, liturgists and greeters, and arranging pulpit supply when the pastor is absent.  Seasonal aspects of worship are maintained by the committee in a “tickler” file.

Section I:  Formation of the Committee

  1. The chair shall be elected annually by the committee.  Committee members will include a currently serving session member, a member of the technology committee, a member of the sanctuary arts committee and the coordinator of liturgists, ushers and greeters.  Other members of the congregation may join. The pastor and music director shall be advisors to the committee.  
  2. The committee shall meet as needed. 

Section II:  Communication pathways

  1. Reports to session monthly.
  2. Interacts with PCE staff, Technology Committee, Communication Committee, Christian Education Committee and others as needed.
  3. Interacts with PCE congregation.

Section III:  Duties and responsibilities

  1. Prepares an annual budget for the Finance Committee.
  2. Attends monthly meetings, reports any pertinent items from the meeting to session.
  3. Worship Service Preparation
    1. Usher, greeter and liturgists trained, assigned.
    2. Needs for special music during worship services-bells, choir, soloists
    3. Paraments and banners:  Change according to season.
    4. Sanctuary arts: seasonal.
    5. AV screen preparation for worship.
  4. Establishes communion service monthly or special worship service: seated, by tinction or Taize service.
  5. Arranges for pulpit supply when the pastor is absent and orient the new pulpit supply to the church- sanctuary, microphones, AV team. 

Section IV:  Policies and procedures

1. The committee’s policies and procedures follow the principles of the Book of Order.

  1. The purpose of worship is to praise and honor God and to respond to God’s claims and redemptive action in Jesus Christ.
  2. The pastor chooses scriptures, sermons and liturgical elements of the service, and in collaboration with the music director, selects music and direction of the service.
  3. The administrative assistant is responsible for the bulletin form.

Section IV:  Policies and procedures

  1. The committee’s policies and procedures follow the principles of the Book of Order.
  2. Procedures to support the duties and responsibilities of the Worship committee shall be created and maintained by the committee. 
  3. When a new chair of the committee is chosen, the committee will review and update its policies and procedures as they evolve.

PCE RELATIONSHIPS

PRESBYTERIAN WOMEN’S ASSOCIATION

 All women who attend the Presbyterian Church of Easton can become members of the Women’s Association.

The Women’s Association is comprised of two Circles for:

  • Faith based study usually focused on an area or topic for one year;
  • Socialization, fellowship and support;
  • Local and international mission support;
  • Embellishment of the life of the church.

The PCE Circles include the Naomi Circle and the Lydia Circle which meet monthly at PCE; the Lydia Circle meets on the 4th Monday of each month and the Naomi Circle meets on the 4th Tuesday of each month.  A summer hiatus during July and August is usually taken; occasionally the Circles will gather socially during this time.  Each Circle chooses an annual study guide.   Each Circle member makes an annual pledge to support identified projects.

A Coordinating Team is encouraged to consider joint Circle decisions; such as support for the Presbytery Missions, need for fundraisers to meet the financial goals set for these Missions, Woman’s Annual Birthday Brunch with keynote speaker in April or May for all women, treasurer’s report.  This informal committee may include the Circle Leaders, treasurer for the Woman’s Association, secretary plus any interested women.  

The relationship to PCE is that of a free-standing committee which self -reports to the congregation in the Annual Church Report.  

The PCE Women’s Association has no relationship with the National Presbyterian Women. However, the National Presbyterian Women and the PCE Woman’s Association define their purpose as:

Forgiven and freed by God in Jesus Christ and empowered by the Holy Spirit, we commit ourselves:

  • To nurture our faith through prayer and Bible study.
  • To support the mission of the church worldwide.
  • To work for justice and peace, and 
  • To build an inclusive, caring community of women that strengthen the Presbyterian Church (U.S.A.) and are witnesses to the promise of God’s Kingdom. 

PCE CHURCH NURSERY SCHOOL

The Presbyterian Church Nursery School currently known as Presbyterian Preschool (PPS) began in 1971.  The preschool was started as a mission of the church to answer a need in the community for alternative nursery school programming. PPS is approved, licensed and inspected by the Maryland State Department of Education.  PPS is self-supporting.  Our income is derived from registration fees, student tuition and occasional fundraisers.  Teachers’ salaries, supplies and special programming comes out of the income.  The church generously provides classroom space, utilities, bathroom supplies and janitorial service.  Contributions are received from various church organizations and interested patrons to be used as scholarships.  The relationship with PCE is determined by PCE session, Personnel Committee, and Christian Education Committee.

 PPS currently has two classrooms which serve children ages two to five.  The “Caterpillar” class is licensed for 12 children ages two to three and a half and our “Butterfly” class is licensed for 18 children ages three and a half to five.  To allow for a quality experience, 14 children in the Butterfly class is optimal.  Each classroom is staffed by two teachers.  The Caterpillar class attends three days a week-Tuesday, Wednesday and Thursday.  The Butterfly class attends five days a week.  Hours of operation are 9 am to 12 pm.  The preschoolers participate in weekly Bible stories with the pastor.  Other special activities include:  monthly story time with the local children’s librarian and volunteer readers, grandparents/special friends event, Fall trunk or treat, a Thanksgiving Feast, Christmas Program, Easter Program, St. Jude’s Trike-a-thon and end of year celebration.  PPS enjoys visits from the fire department, Talbot Humane, a local dentist, the Salisbury Zoo and the Department of Natural Resources Scales and Tales program.  

The PPS philosophy is to create a positive and enriching preschool experience for a great start to a child’s education and beyond. 

SCOUT TROUP 1091

Scouts BSA Troop 1091 is an all-girls troop that meets at PCE on Thursdays from 7:15 pm to 8:30 pm.  The troop continues to meet during the summer every other week.

The mission of Troop 1091 is to teach self-confidence, life skills, leadership, and to make it fun!  Activities include monthly camp outs, summer camp, Scout Sunday, merit badge college, and more.

PCE STANDING GENERAL POLICIES, PROCEDURES, FORMS AND GUIDELINESPCE DEACONS ROLES AND RESPONSIBILITIES

  • Diakonos:  literally-a person who serves food to other people, a servant of the Lord
  • The ministry of deacon as set forth in Scripture is one of compassion, witness, and service, sharing in the redeeming love of Jesus Christ for the poor, the hungry, the sick, the lost, the friendless, the oppressed, those burdened by unjust policies or structures, or anyone in distress.  Persons of spiritual character, honest repute, exemplary life, brotherly and sisterly love, sincere compassion, and sound judgment should be chosen for this ministry.   It is the duty of the deacons, first of all, to minister to those who are in need, to the sick, to the friendless, and to any who may be in distress both within and beyond the community of faith.  They shall assume such other duties as may be delegated to them from time to time by the session, such as leading the people in worship through prayers of intercession, reading the Scriptures, presenting the gifts of the people, and assisting with the Lord’s Supper.(Book of Order)
  • The Constitution of the Presbyterian Church calls for deacons to go beyond giving love to those we know or who ask for help, but to become a community of hope, a community of love and a community of witness to the whole world.
  • The office of deacon is elected and ordained.
  • Relationship to Session:  The Session is responsible for the mission and government of each church and has the ability to delegate and supervise the work of the deacons.   The records of the Board of Deacons shall be submitted to the session at least annually and at other times upon the request of the session.  The session may void or amend any action of the board of deacons, or direct the board to reconsider such action.  Transparent communication between the two groups is crucial to a good relationship.
  • Relationship to Pastor:  The Pastor is an advisory member of the deacons and as their responsibilities often overlap, good communication is again crucial.
  • The board shall meet regularly, or upon the call of its moderator, or when directed to meet by the session, but it shall meet at least quarterly.  PCE deacons meet monthly, except for June and July on the second Wednesday of each month at 7:30 pm.  A joint meeting of the session and board of deacons shall be held at least annually to confer on matters of common interest, with the moderator of session presiding.  No binding decision is reached in a joint meeting.
  • At each January meeting, the deacons shall elect a chair and secretary.  In addition, each deacon will volunteer to be a Deacon Committee liaison, and volunteer to participate in a ministry of visitation, transportation, flowers and cards.  
  • Responsibilities:  
    • Organized ministry of caring to ensure the identification of those in need of compassionate caring.  This can include working closely with the membership committee to meet and greet visitors, new members; serving as ushers, serving the Lord’s Supper; providing assistance to senior citizens including transportation; visiting the sick and homebound, and other responsibilities that are identified by the church.
    • More Specific to PCE:
      • Caring arm of Session:  Represent PCE as compassionate and caring;
      • Identify church members in need of caring;
      • Work closely with pastor, church admin, session, membership and fellowship committees in providing care;
      • Attend and participate in the 10 deacon meetings;
      • Assist with roles within meeting:  coordinator, secretary;
      • Maintenance of confidentiality to ensure dignity of church members; 
      • Assist with fund raising efforts to enable funding of needs for members and determine distribution of Deacon’s funds (e.g. electric bill, assistance with medical bills, mortgages, etc.);
      • Visit church members who are homebound or acutely ill at hospital;
      • Visit church members with pastor who need home communion;
      • Visit or communicate with church members who have indicated they would like to speak with a deacon;
      • Card ministry to members with chronic or acute illnesses, deaths, sympathy, need to support, birthdays, etc.;
      • Card ministry sends cards to each church member at Christmas;
      • Distribution of communion flowers after service for those in need of a pick me up;
      • Provision of transportation to those who need rides to services or special events at PCE;
      • Assist with coffee hours as designated during the month of July;
      • Function as the liaison between deacons and various committees;
      • Maintain records of what the deacons have provided over the year for annual joint meeting with Session;
      • Communication, communication, communication;
      • Other duties as designated by Session.

Job Description

CHAIR OF DEACONS

  1. Assume overarching responsibility for the progress of the deacons and delegate duties as needed;
  2. Prepare agenda in advance of each meeting, to be sent electronically prior to meeting;
  3. Chair deacons’ meetings;
  4. Receive and transmit correspondence;
  5. Receive session Minutes;
  6. Receive monthly financial reports;
  7. Help committees as needed;
  8. Receive reports from other deacons;
  9. Communication with PCE admin re status of congregation, notices in Sunday bulletins, Kirk News blurb;
  10. Attend session meetings and provide deacons’ monthly report;
  11. Annual report.

Amount of time required for performing this function:  4 hours per month

Job Description

SECRETARY

The elected secretary from the board of deacons will take notes at each meeting corresponding to the distributed agenda.  In addition, the meeting minutes should record those board members present and absent for the applicable meeting.  The minutes should be distributed electronically for editing, then finalized as accepted at the subsequent meeting (i.e. January minutes finalized at February meeting).  

These minutes should be distributed electronically to each Deacon, the Pastor and the Clerk of Session.

Amount of time required performing this function:  2.5 hours monthly

Ministry Description

VISITATION MINISTRY

The purpose of this program is to provide support to those in need, to the sick, to the friendless and to any who may be in distress either chronically or temporarily.

Ministry details:

  1. Create, maintain and update a list of homebound members.
  2. Update a list of members who have an acute need (surgery, illness, grieving, etc.).
  3. Set a standard for number of visits per member in need-some may need or enjoy monthly visits while others may just need bi-monthly visits.
  4. Visit members per list and document visit and needs outcome, if changed.  Visits should be performed in a group of two deacons, if possible.
  5. Coordinate and participate in communion visits with the pastor as needed.
  6. Document visits on chart located in work room for continual assessment and metric measurements.

Amount of time required performing this function based on five deacons as part of the Visitation Ministry:  4 hours per month per Deacon

Ministry Description

CARD MINISTRY

The purpose of this ministry to provide support to members who are in need, to the sick, to the friendless and to any who may be in distress via support of caring with written communication such as cards, letters, electronic mail on a basis of inclusiveness.

Ministry details:

  1. Create and update a list of members, former members who would benefit from regular communication with PCE.
  2. Communicate with moderator, other deacons, church admin and pastor regarding potential acute needs of members and non-members (i.e., moving, sympathy, support, surgical, illness, etc.).
  3. Cards may be selected from those donated to this ministry outside of the church office or may be donated by the sender.
  4. Document the cards sent to those who receive regular communication vs acute communication from the card ministry in the chart in the folder in the workroom.

Amount of time required performing this function for two deacons:  1 hour per month per deacon

Ministry Description

TRANSPORTATION MINISTRY

The purpose of this program is to provide transportation for those members who cannot transport themselves to church or church activities.

Ministry details:

  1. Identify those in need of transport by soliciting input in church bulletin, overhead monitor during services, church admin or in Kirk News.
  2. Maintain a list of the members in need of transport.
  3. Document transportation in chart in work room.
  4. The deacons will either personally pick up the person or arrange for another church member to perform this task.

Amount of time required performing this function for two deacons monthly:  2 hours per deacon

Ministry Description

FLOWER MINISTRY

The purpose of this ministry is to deliver the flowers donated for Sunday Services to those persons (members or nonmembers) who are ill, homebound, or in need of support.

Ministry details:

  1. Communicate with church admin regarding disposition of flowers for upcoming week.
  2. After service on Sunday, deliver flowers which are not designated by the donor to a member or non-member in need.
  3. Document where flowers are delivered in chart in folder maintained in work room to provide stats on where the flowers are going for end of year report.

Amount of time required performing this function for two deacons:  2 hours each deacon per month for distribution and documentation

POLICY ON SOLICITATION OF THE CONGREGATION

The Presbyterian Church of Easton and its congregation receive solicitations from many organizations throughout the year.  They may request support in the form of money, material goods, food, etc.  Many of these originate from our Presbytery and General Assembly, but many also come from independent organizations.  All are generally worthy causes, and we desire to give our members the opportunity to support any organization of their choosing.  

However, at times the number of solicitations can be overwhelming.  Hence, it is the policy of Session that any and all solicitations for support of any kind except our annual pledge drive, per capita payment, and appeals from Presbytery and PC(USA) MUST be approved by majority vote of Session before being presented to the congregation.  This applies to all solicitations no matter how they are presented to the congregation – orally during worship, in the worship bulletin, via Tidbits/Kirk News, via USPS mail and/or via website/email.

Anyone wanting to present a solicitation to the congregation should first provide the information to the Clerk of Session or Pastor who will obtain a vote of session. If the timing of the solicitation is such that it cannot be addressed at a regularly scheduled session meeting, it can be submitted to the Clerk of Session or Pastor, who will present it to session via email and obtain their vote via email.  The vote will then be confirmed at the next regular session meeting.

MEMBERSHIP AT PCE

Membership in a congregation of the Presbyterian Church (USA) is a joy and a privilege.  It is a commitment to serve together with other members of the church to promote the work of the Kingdom of God, to serve the body of Christ and the community at large.

 The meaning of membership

In accordance with the Book of Order, “A faithful member bears witness to God’s love and grace and promises to be involved responsibly in the ministry of Christ’s Church.  Such involvement includes:

  1. Proclaiming the good news in work and deed,
  2. Taking part in the common life and worship of a congregation,
  3. Lifting one another up in prayer, mutual concern, and active support,
  4. Study Scripture and the issues of Christian faith and life,
  5. Supporting the ministry of the church through the giving of money, time and talents,
  6. Demonstrating a new quality of life within and through the church,
  7. Responding to God’s activity in the world through service to others,
  8. Living responsibly in the persona, family, vocational, political, cultural, and social relationships of life,
  9. Working in the world for peace, justice, freedom and human fulfillment,
  10. Participating in the governing responsibilities of the church, and
  11. Reviewing and evaluating regularly the integrity of one’s membership, and considering ways in which one’s participation in the worship and service of the church may be increased and made more meaningful.”  (G-1.0304)

Entry into membership

  1. Anyone wishing to join PCE may make it known to the Pastor or member of the Membership/Fellowship committee.  
  2. The prospective member(s) will meet with the pastor and then meet with Session at a special meeting.  After meeting with session, they will be received into the membership in one of the following ways:
  3. Public profession of faith.  If not already baptized, the person making profession of faith shall be baptized;
  4. Certificate of transfer, when a person is a member of another Christian church at the time of transfer;
  5. Reaffirmation of faith, for persons previously baptized in the name of the triune God and having publicly professed their faith (G-1.0303).

 Categories of Membership

In accordance with the Book of Order, “The membership of a congregation of the Presbyterian Church (USA) includes baptized members, active members, and affiliate members” (G-1.04).  In addition, “Persons who are not members of, or who may have ceased active participation in, the Presbyterian Church (USA) are welcome and may participate in the life and worship of this church and receive its pastoral care and instruction.”(G-1.0404)

  • “A baptized member is a person who has received the Sacrament of Baptism, whether in this congregation or elsewhere and who has enrolled as a baptized member by the session but who has not made a profession of faith in Jesus Christ as Lord and Savior.  Such baptized members receive the pastoral care and instruction of the church, and may participate in the Sacrament of the Lord’s Supper” (G-1.0401)
  • “An active member is a person who has made a profession of faith in Christ, has been baptized, has been received into membership of the church, has voluntarily submitted to the government of this church, and participates in the church’s work and worship” as outlined above (G-1.0402)
  • “An affiliate member is a member of another congregation of this denomination or of another denomination or Christian body, who are temporarily moved from the community where the congregation of membership is situated, has presented a certificate of good standing from the appropriate council or governing body of that congregation, and has been received by the session as an affiliate member.  An affiliate ember may participate in the life of the congregation in the same manner as an active member except that an affiliate member may not vote in congregational meetings or be elected to ordered ministry or other office in the congregation.” (G-1.0403)

Procedure for removing names from the rolls:

  • Membership roll (G-3.0204a-G-3.0301):  There shall be rolls of baptized, active and affiliate members.  The session shall delete names from the roll of the congregation upon the member’s death, admission to membership in another congregation or presbytery, or renunciation of jurisdiction.  The session may delete names from the roll of the congregation when a member so requests, or has moved or otherwise ceased to participate actively in the work and worship of the congregation for a period of two years.  The session shall seek to restore members to active participating and shall provide written notice before deleting names due to member inactivity.
  • Removing names from the rolls:  Session has the responsibility for making membership changes.  
    • All proposed membership changes will be presented at a Stated Session meeting, and approved changes will be recorded in the minutes, including the change, reason for change and date.
    • Session will remove names from the roll of active members in the case of death or if the member requests (moved, joined another church, or renunciation).
    • A review of the roll of active members will be conducted at least annually.  Members with no active participation for two years and no known affiliation with PCE, may be deleted with written notice to the member.

Personnel

The Presbyterian Church of Easton

Sexual Misconduct Policy, Healthy Boundaries, Child Protection Policy

  • The current Sexual Misconduct Policy and its Procedures are followed by the Personnel Committee and are available for review in the PCE Admin’s office.  
  • Healthy Boundaries is a program developed by the NCP and is available online at the NCP website.  
  • The Child Protection Policy is followed by the Personnel Committee and is available for review in the PCE Admin’s office.

The Presbyterian Church of Easton

Personnel Policies 

August 2018

General Principles

  • All personnel policies, guidelines, and procedures shall be developed by the Personnel Committee in consultation with those committees directly affected and shall be approved by the session.
  • The personnel policies contained in this document shall apply to the non-clergy staff of Presbyterian Church of Easton.  The clergy staff of PCE are covered by the personnel policies of New Castle Presbytery and of the Presbyterian Church (USA).
  • The non-clergy staff of Presbyterian Church of Easton are employed by the session of PCE.  The staff members are employed at the will of the session, with no implied contracts. 
  • PCE is an equal opportunity employer, and the personnel policies shall be implemented in accordance with the (PCUSA) General Assembly Affirmative Action Church Wide Plan.
  • It is a policy of PCE to maintain a working environment free from harassment of any employee or job applicant.  Harassment in any manner or form is unacceptable.
  • The staff at PCE shall function as a team, meeting together regularly, planning together and mutually supporting and respecting each other within the Christian context of the mission of PCE.
  • Employees may attend meetings of the Personnel Committee at any time with prior agreement of the chairperson and the Pastor.

Employment Classification

Employees of PCE are identified by one of the following categories:

A. Full Time Regular Employees The pastor is the only full-time regular employee. He/she is a professional salaried employee and their compensation and benefits are proscribed by the denomination and Presbytery. The pastor will be paid at the end of each month. All pay will be made by direct deposit into the employee’s bank account through ADP payroll services. The pastor is responsible for determining withholding status, benefits options and their latest contact and banking information is correct and up to date.

B.  Part Time Regular Employee: Part time employees are paid a fixed monthly salary, and will be paid at the end of each month worked. All pay will be made by direct deposit into the employee’s bank account through payroll services. Employees are responsible for determining withholding status and ensuring that their latest contact and banking information is correct and up to date. 

Part time employees receive no benefits. If they are required to work hours in excess of those identified and generally scheduled as part of their agreed upon job description, they may receive appropriate extra compensation to the degree the church is able to supply. Extra compensation will be a separate transaction from an employee’s fixed monthly pay.

C. Part Time Contractual Employee:  Will be paid by check at the end of each month via the PCE payroll contractor.  They will receive no benefits.  At the end of the calendar year, they will receive an IRS 1099 for their income.

D.  Temporary Employee:  will be paid by check for the short periods of time of their employment. (An example would be for a 3-month Summer Musician, special project employee, etc.) Pay will be by check at the end of each month worked or when a special project is completed. An IRS 1099 misc. will be issued to part time temporary employees at the end of the year. These employees will not be paid by automatic bank deposit or be included in ADP payroll processing. People occasionally providing services to the church will be paid by check but will not receive an IRS 1099 misc. for their services. 

E. Volunteers: Nonpaid volunteers regularly fill mission critical roles and responsibilities.  They perform essential work for the church.  Every effort will be made to adequately support, recognize, and celebrate their work contribution to the church.

All paid employees and volunteers are expected to perform their work in a professional manner and to act consistent with the mission, vision, and values of the church.

Pay for new employees will be prorated starting on the first day of employment. Pay for employees leaving church employment will end on the last day worked.

Protection of Personal Privacy

  • Each employee in the church shall be protected by the following privacy guidelines:
  • Individuals shall have access to information about themselves in record keeping systems and to how such information is being used.
  • An individual shall be able to respond to or amend an inaccurate record in his/her personnel file in writing.
  • Unless required by law, no information regarding an employee shall be disclosed without his or her consent except to the Pastor, Personnel Committee, and/or Session.
  1. The Pastor and Personnel Committee are responsible for assuring that these policies are observed.
  1. Every employee (paid or volunteer), who has direct contact with children will be subject to a background check and will be required to be fingerprinted.
  1. Prior to hiring any employee, the search committee, operating as part of the Personnel Committee, will thoroughly check at least 3 references

Holidays and Vacations

PCE observes the following holidays each year:  New Year’s Day, Dr. Martin Luther King Jr.’s Birthday, President’s Day, Good Friday, Memorial Day, Independence Day, Labor Day, Columbus Day, Thanksgiving Day, the Friday after Thanksgiving, Christmas Eve Day, and Christmas Day.  The office will be closed on those days. Church services will be held if they fall on a holiday. Employees not assigned to work on holidays are expected to adjust their schedule to complete tasks on time. Employees who work on a holiday are expected to take an alternate day off, if applicable

Exceptions will be handled on a case-by-case basis in consultation with the Personnel Committee and with the approval of Session and the Pastor, but should not affect the functions of the Church.  

Vacation time is mandated for the pastor under his/her compensation package. Regular Part Time employees will be granted “vacation” (Sundays off) as defined or negotiated in their annual review and as set forth in their latest job description.

Since all employees will be paid a fixed salary each month, “vacation pay” and/or “holiday pay” is automatically included in their monthly pay. We will not track hours worked by timecard and will try to compensate each employee fairly for time worked and to honor requests for time off whenever possible.

Performance Reviews

Annual Review and Evaluation of all paid Staff:  The Personnel Committee and Pastor will perform evaluations of each paid staff member annually and more often if needed.  The Pastor and church committees associated with the employee shall provide a summary evaluation for each paid employee and present this information to the Personnel Committee.  The Personnel Committee will then meet with each employee to review job performance, hold a review of accomplishments based on the staff member’s objectives for the current year, and establish job objectives for the coming year. During this meeting, each employee will have the opportunity to ask questions, seek clarification or to provide feedback. All meetings between the employee and Personnel Committee will remain confidential.

Compensation Reviews

Performance reviews will be held prior to, and will be independent from, any compensation consideration.  The Personnel Committee will review the compensation of all paid PCE staff members on an annual basis.  Compensation adjustments may be made based on Presbytery guidelines and/or recommendations, performance reviews, input from various church committees and will be constrained by PCE’s budget outlook. All compensation increases shall be approved by Session and be part of the annual budget for the church.

Under extraordinary circumstances an employee may be asked to take on extra work that is not part of their regular duties. Every attempt will be made to fairly compensate the employee for the extra work done, subject to the financial constraints of the church. Compensation for extra work will be administered outside of normal payroll processing and will be in the form of a “bonus” or other monetary or non-monetary recognition.

Benefits

The pastor receives salary and fringe benefits as proscribed by PC(USA), the General Synod and New Castle Presbytery. The church will conform with all policies and provide benefits in accordance with denominational guidelines and requirements.

The church does not offer any benefits to part time employees.

Leave, absence from work

Each paid employee is granted great latitude in how and when they accomplish some of their work assignments. If the employee needs time off, the church expects that the time will be made up by working other hours until the job or time sensitive task has been completed.   Each employee and volunteer, is expected to work around office closings due to inclement weather, and to adjust their work schedule to accommodate for personal time taken for vacations, doctors’ appointments, and other business, including jury duty. 

Compensation will remain constant (where applicable) during all leave situations, subject to any limitations included in the individual job descriptions. Employees are expected to inform the pastor and Personnel Committee in advance, if any exceptional situation arises so arrangements can be made to find ways to complete work necessary during the employees extended or unanticipated absence. 

Probationary Period for Newly Hired Staff

There will be a probationary employment period of 90 days for newly hired staff members of Presbyterian Church of Easton.  During this probationary period, the Personnel Committee, appropriate church committee(s) and Pastor will review the performance of the new employee.  If the Personnel Committee and Pastor find that the new employee is not adequately performing his or her job, the Committee will recommend to the Session that the employee be terminated.  No severance pay will be granted.

Job References

It is the policy of Presbyterian Church of Easton to ensure that requests for job references for current and former employees of the church are handled in a uniform manner.  All requests for job references should be forwarded in writing to the Personnel Committee.  Every response to a request for a job reference shall include the following:  a) dates of service; b) job title; c) job duties; and d) confirmation of salary, if requested. No other personal information will be divulged.

Remediation of Unsatisfactory Job Performance

This section deals with unsatisfactory job performance of a paid employee after the 90-day probationary employment period. In the event that an employee’s performance is found unsatisfactory, the Personnel Committee will implement the following procedure:

A.  The job performance will be reviewed with the employee by the Personnel Committee and the Pastor This review will include suggestions on how the employee can improve his or her job performance and will apprise the employee of the expectations for job improvement within a specific time period.

B. If the expectations stated in the performance evaluation are not met, a detailed memo will be given to the employee stating steps to take and that this is now a disciplinary action.

C. If the expectations stated in “B” are not met within a defined time frame (usually the next 60 days) the Pastor and Personnel Committee will recommend to the Session that the employee be terminated.

D. If the employee feels that he/she is being treated unfairly during the disciplinary program, the employee can use the grievance procedure outlined below.

Grievances

Any problems arising from employment or conditions of employment are to be directed by the employee to the Pastor and Personnel Committee.  In those cases where the solution to a problem has not been worked out in discussion with the Pastor and Personnel Committee, the employee may appeal to the Session in writing.

If the above steps fail to provide an acceptable remedy, the employee may file a written complaint with the New Castle Presbytery.  The Presbytery becomes the mediator between the Pastor, the Session, and the employee and will work out a solution acceptable to all three parties involved.

Termination and Separation

Employment with Presbyterian Church of Easton is not for any stated or specific period of time. All paid positions are dependent on funding from the annual budget or availability of other funds or grants used to fund paid staff positions.  Either PCE or the employee may choose to terminate employment at any time for any reason.

Resignation

  • PCE shall accept, without prejudice, any written notice or resignation submitted by a staff member for any stated reason.  Resigning staff members will be paid through their last day of work.  Final pay will be prorated based on monthly salary.

Reorganization or Reduction in Force

  • If termination is due to a position being abolished, radically changed, or budget circumstances arising out of no fault of the employee, one month’s notice shall be given to the employee.  Session, at its discretion, may grant some form of severance pay.

Unsatisfactory Performance

  • Termination of an employee for reasons of unsatisfactory performance is discussed in this manual.  No advance notice of termination, beyond the disciplinary program for unsatisfactory job performance, is required and no severance pay will be granted.

Immediate Dismissal

  • The pastor may suspend the employee pending Personnel Committee and session action.  Grounds for immediate dismissal shall include, but are not limited to:

Abuse

Insubordination

Neglect in the care and/or use of PCE property or funds

Unexcused absences and/or repeated tardiness

Conduct inconsistent with PCE standards and values

Illegal acts, violence, possession of firearm, or illegal substance in the workplace.

Disclosure of confidential information

False statements related to employment

Participation in or creation of a hostile work environment

Immediate dismissal shall be approved by the Session of PCE upon recommendation of the Personnel Committee and the Pastor.  No advance notice is required and no severance pay will be granted.  In all instances, grounds for immediate dismissal must be clearly documented and thoroughly substantiated.

PCE Personnel Committee Calendar

Monthly

Check monthly payroll and release when correct.

Check pastor IRA contribution and release when correct

Quarterly or Semiannually

Hold quarterly or semiannual meeting with pastor. Identify any changes in benefits that may be coming.

Call payroll contractor and resolve any payroll issues when necessary

September

Look for BOPB benefits connect memo on “Employee Agreements”

Log in to Benefits connect page on BOPB website www.pensions.org Enter data on pastor’s compensation and

benefits. Info used to compute next year’s benefit dues (cost to church).

This has to be completed by mid-October and notification will come in several e-mail and thru BOPB newsletter.

October

Look for NCP effective salary form and BOPB dues form. You will need to calculate Dues and Effective pastor salary for budget. Info is due to NCP in January after budget is approved by Session

Hold yearly review with each employee. Identify accomplishments, review job descriptions, get and give feedback to employee. Get but don’t commit to any pay or benefit considerations employee may raise

November

Use yearly budget projections and changes in church mission and vision along with results of employee yearly review to develop personnel budget for next year

Pastor compensation is the hardest. It contains what payroll contractor pays, what church pays BOPB and NCP .

Personnel budget, when approved, will be used for payroll contractor salary changes

Remember that the personnel budget is the largest part of the church budget

Clarify employment status: identify W-2 employee paid thru payroll contractor or contract employee paid by check, with us issuing 1099misc at end of year

December

Tweak personnel budget based on financial reality and session input

January

When personnel budget is approved, make changes to employee salary/deduction changes and monitor payroll contractor monthly reports to insure all is correct.

Review and approved W-2s for release by payroll contractor, create 1099 misc. for contract employees

Work with Treasurer to set up spreadsheet to track pay for contract employees

THE PRESBYTERIAN CHURCH OF EASTON

PASTOR

PURPOSEThe Pastor leads the Christian community known as The Presbyterian Church of Easton (“the congregation”) and accompanies the congregation on their journey seeking to fulfill their stated purpose to Live and Love Like Christ As such, the Pastor works with Session to lead the congregation in worship, education, fellowship, outreach and mission.

ACCOUNTABILITY: Reports to PCE session and session’s personnel committee, has a relationship with NCP.

COMPENSATION:  According to NCP’s salary and benefit guidelines based on experience and merit.  Will be evaluated annually at the annual performance review.

RESPONSIBILTIES:

  • Work with the church to provide for the spiritual growth and the ongoing mission and work of the church
  • Work together to prepare the congregation to receive a new installed pastor, using the interim time to assess the future journey of the congregation, to focus on what might need to be changed, and to lead and support the congregation in fulfilling the interim period developmental tasks and goals
  • Facilitate open sharing of information with the congregation.
  • Provide regular preaching and worship leadership on Sunday mornings and at special services such as Maundy Thursday and Christmas Eve, taking appropriate time for study and preparation
  • Officiate at weddings and funerals and administer the sacraments as agreed upon with the Session.
  • Provide continuing pastoral care for church members and friends, including hospital and home visitation in crises; will visit (along with officers at times) prospective members; will provide crisis care to outsiders as feasible; and will be available for short-term personal counseling as negotiated.
  • Works collegially with session committees in program planning, and will provide guidance, direction, and review as necessary
  • Supports the educational program of the church
  • Conduct officers’ training in Presbyterian policy, conflict management, and reformed theology
  • Attend meetings of and serve as an active participant in Presbytery
  • Lead or facilitate adult study activity as determined mutually with the appropriate session committees.
  • Lead the session and the congregation in working on the generally recognized interim period developmental tasks, including: 
    • coming to terms with history; 
    • assessing the church’s present and future identity; 
    • empowering the church’s lay leadership; 
    • facilitating links with the denomination; 
    • facilitating and commitment to a new installed pastor.

CHURCH ADMINISTRATIVE ASSISTANT

PURPOSE:

Provides administrative and secretarial services in support of the ministry and operation of The Presbyterian Church of Easton.

Helps enhance the vision and values of the church to the congregation and public.

ACCOUNTABILITY: 

Reports to the Pastor/Head of Staff and Personnel Committee

COMPENSATION: 

Assessed annually at the performance review. The church will provide extra compensation in the event of an extraordinary workload or significant change in responsibility. 

RESPONSIBILITIES:

Provide administrative and secretarial support for the Pastor, Staff, Church Officers, Church Committees and Volunteers. Works at the direction of the Pastor (head of staff) and maintains strict confidentiality with all sensitive Church matters. 

PERSONAL ATTRIBUTES: 

Strong interpersonal skills, demonstrated competency in office, internet technology, business communications. Able to work with minimum supervision, prioritize and organize work, meet deadlines.  Must maintain complete confidentiality in all church matters and situations.

OFFICE OPERATION:

As the first representative of the Church for all visitors; greets visitors, provides general information, or directs questions and requests to Pastor or designated appropriate resources. Serves as liaison with:

  • Public
  • Staff
  • Church Officers
  • Church Committee and Organizations
  1. Congregation
  2. Church Preschool 
  3. Organizations using church facilities

Responsible for:

  • Producing weekly church bulletins and announcements
  • Producing special affairs bulletins
  • Checking for phone messages when office is closed
  • Organizing and maintaining physical & digital files for committees and Session
  • Posting certain updated information on the Church web site 
  • Reporting facility maintenance to Trustees.
  • Reporting other requests to appropriate committees for decisions w/actions
  • Works with Communications and Media teams to create and post newspaper articles and advertisements 
  • Identifies needed office supplies, postage, tracks office equipment/copier expense, orders supplies as requested or as authorized. 
  • Assisting committees and volunteers as needed
  • Facilitating communications between individuals, committees and volunteers within and outside the church
  • Working with public to schedule and coordinate events (rentals) and to ensure that trustees have information needed to configure the church for various groups and church activities
  • Initiate correspondence to new visitors and donors on behalf of the clergy or committee chairs
  • Publishes church newsletter (Kirk News) 
  • Publishes weekly email marketing blast (Tidbits) through Constant Contact

Maintains:

Weekly, monthly, building use church calendars

Office petty cash account

Answering machine messages, web site announcements

Church CCIS database

Church website on-line/real time calendar with events and room reservations

GENERAL:

Additional duties as assigned or directed by the Pastor/

Head of Staff and/or Personnel committee

HOURS:

Approximately 16 hours a week. Specific work hours will be determined by the Pastor and Personnel Committee. 

EVALUATION:

90 day probationary and yearly performance reviews will 

be conducted by Personnel Committee and Pastor.

rev 7/2020

MUSIC DIRECTOR 

PURPOSE:  In collaboration with the pastor of PCE, develop an annual music program that enhances and enriches the worship experience.  This will coordinate with the worship program identified by the pastor, will include voice and instrumental support, and all of the responsibilities of creativity and organization of these programs.  The director will provide musical education to supplement PCE’s membership knowledge. 

ACCOUNTABILITY:  Collaborates with the pastor of PCE, reports to PCE session and session’s personnel committee.

COMPENSATION:  Established by session’s personnel committee with approval by session.  This will be evaluated annually at the performance review.

RESPONSIBILTIES:

  • Coordinate the music program and provide appropriate instrumental music during the Sunday worship service and other special services.
  • Prepare and lead the church choirs in providing appropriate choral music, responses, and handbell music during worship services and special church events, including Maundy Thursday, Easter and Christmas Eve. Additionally, the Director will assist in the selection of music for Ash Wednesday and the early Christmas Eve service.
  • Select and purchase appropriate music and supplies for chancel and handbell choirs within the allocated budget.
  • If there is a separate position for accompanist, the music director would oversee the accompanist.
  • Oversee proper maintenance of all church-owned instruments: two pianos, pipe organ, keyboard, handbells and other musical instruments.
  • Arrange for guest musicians and soloists.
  • Provide substitute when not available.
  • Work with the pastor in weekly selection of hymns and music for services.
  • Attend weekly staff meeting with pastor.
  • Participate with worship committee and attend their monthly meeting.
  • Coordinate music for weddings and funerals and other special events: Vacation Bible School, etc.
  • Actively recruit and encourage new choir members.
  • Organize and oversee the maintenance of music library.
  • Arrange cleaning and maintenance of choir robes each summer.
  • When possible oversee the organization of the Fall Concert Series.
  • The Music Director shall oversee the selection and recommend for hiring section leader(s) if approved by Session.
  • Additional duties as assigned by the pastor.Trustees

PCE EMERGENCY PLAN

All building occupants and users need to know how to respond in an emergency.

Section I:  Emergency contacts

The Presbyterian Church of Easton

410-822-3324

617 N. Washington Street

Easton MD 21061

Position Responsibilities
Pastor Ensures the safety of personnel, the preservation of property and the protection of information during an incident            302-319-1511
Admin Maintains current contact information, records and preserving sensitive data 410-822-3324
Trustee Facility maintenance and repair duties to include operation of safety equipment 410-822-3324
Police 911 Easton police-410-822-1111 State police-410-822-3101
Fire Department 911 EVFD non –emergency- 410-822-4848
City of Easton Refuse and recycling services 410-822-2525
Easton Utilities Provides electrical water, sewer services 410-822-6110

Section II: Facility Information

Item Description
Phone number 410-822-3324
Address 617 N. Washington St
Year built 1961, additions 1978, 2005
Square feet 10,000
Electrical power and shut off Boiler room, off of kitchen
Smoke alarms Yes
Water shutoff Boiler room, off of kitchen
Fire alarm control panel
AED Hallway behind admin’s desk
Normal operating hrs 9 am -4 pm M-Th
Other tenants AA  Saturday evenings, Wednesday noon Al-anon Tuesdays, Saturday mornings Scout Troop 1091 Thursday evenings PCE Pre-school M-Th 9 am to 12 pm Committee meetings-various days and times

Section III:  Emergency Procedures

MEDICAL
                                                         Actions
ALL Building Occupants
All building occupants Notify responsible individual-pastor, usher, elder, scout leader, who may be trained in CPR or assist with AED Call 911 Give address of building: 617 N. Washington St and nature of emergency After the emergency has subsided, notify church officials
FIRE
                                                         Actions
ALL Building Occupants
All building occupants Notify responsible individual of fire and evacuate the building Call 911 Give address of building: 617 N. Washington St and any details necessary Move across the street from the property to stay clear of responding vehicles and  activities and notify others After the emergency has subsided, notify church officials
OTHER THREAT
                                                         Actions
ALL Building Occupants
All building occupants Bomb threat Hazardous material Active shooter Evacuate building if at all possible If evacuation is not possible, go to a room as far from the threat as possible and lock the door Contact 911 if feasible Give address of building: 617 N. Washington St and nature of emergency When help arrives, follow direction of the responding authority Do not make your whereabouts known to active threats, flee or take cover immediately After the emergency has subsided, notify church officials

WORSHIP SPECIAL DATES BY MONTH

  1. January:  
    1. Baptism of the Lord
    2. Epiphany
  2. February, March, April:
    1. Ash Wednesday
    2. Ordering lilies for Holy Week, palms for Palm Sunday
    3. Maundy Thursday-soup or Seder meal, Tenebrae service, drama readers
    4. Easter-don’t break down chairs for extension of sanctuary until after benediction, handouts for upcoming special services and activities as attendance will be high at this service
    5. F.  Discuss Pentecost details
  3. June:  Pentecost
  4. September:
    1. All Church Day-Present volunteer activities for congregation
    2. Discuss Reformation Sunday, dates for hanging of the greens
  5. October:
    1. World Communion Sunday
    2. Reformation Sunday or All Saints
  6. November:
    1. Thanksgiving
    2. Hanging of the greens, schedule date to remove greens
    3. Identify Advent readers, advent wreath details
    4. Ordering poinsettias for Christmas Eve service
  7. December: 
    1. Christmas Eve
    2. Christmas service if on a Sunday
    3. Service after Christmas
    4. Epiphany

ALTERNATIVE POLICIES AND PROCEDURES AT PCE AS NEEDED

In the event of an emergency or inability to open the church, as during the course of the coronavirus pandemic in 2020-2021, alternate plans for continuing the work of the church, including worship, will be made based on regulations and guidelines from the federal government, state government, Talbot County government and the New Castle Presbytery (NCP).

SESSION:  can meet virtually, vote virtually as approved by NCP.  Establish a “alternative” sub-committee such as the pandemic committee from 2020 to be inclusive of pastor, Clerk of Session, chairs of Deacons and Trustees to enable quick decision making for urgent needs

DEACONS:  can meet virtually, member visitation may need modification and or be limited to virtual contacts, distribution of sanctuary flowers may need modification

TRUSTEES:  can meet virtually, may need to develop alternate procedures to maintain the church facility and grounds, maintain safety of facility, maintain manse and share house,  maintain needed insurance policy

COMMUNICATION COMMITTEE:  may need to address urgent modifications and communicate changes to the membership quickly.  May need to keep membership up to date in real time re the church status or urgent individual member needs

MEMBERSHIP:  may need to update and generate membership lists to be available for contacting members

PCE Staff:  can work virtually if facility is closed as needed

WORSHIP:  can meet virtually to plan worship via an alternate venue-live streaming, taped or refer to other source for worship.  Provisions can be made to distribute communion as needed.  (By the BOO, Communion is required to be distributed at a minimum of quarterly).  Collection baskets can be set up in a certain place to limit contact with others.  If hand helds are not allowed, Bibles, hymnals and all pew materials may be removed.

The key to continuing the work of the church during an emergency is flexibility and a positive attitude.  SIGNATURE PAGE FOR PCE MANUAL OF (ADMINISTRATIVE) PROCEDURES

VERSION 1.0

JULY 2021

The Manual of Procedures shall be reviewed annually and if edits are made, the version shall become .1 higher than the previous version (1.0 becomes 1.1).  A major revision shall become a whole number higher than the previous version (1.0 becomes 2.0).

Signatures indicate that the signatory has read and approves of Version 1.0 of the Manual of Procedures for The Presbyterian Church of Easton as of the date indicated.  

PASTOR DATE

CLERK OF SESSION DATE

CHAIR, BOARD OF TRUSTEES DATE

CHAIR, BOARD OF DEACONS DATE

PCE OFFICE ADMINISTRATOR DATE

PCE MUSIC DIRECTOR DATE

APPENDICES

PCE ORGANIZATIONAL CHART 2021