CONFERENCE OBJECTIVES

BIBLICAL FOUNDATION OF CHURCH POLITY

Christ as the Head of the Church: Jesus Christ is the ultimate authority and
head of the church, and all church governance should seek to align with His
will and teachings (Ephesians 1:22-23; Colossians 1:18)

Elder/Overseer Leadership: The apostles appointed elders (also called
overseers or bishops) to shepherd and govern local churches (Acts 14:23;1
Timothy 3:1-7; Titus 1:5-9).

What is Church Polity

Governance structure, organizational system, and decision-making
processes within a church.

Importance of Church Polity

Establishing Order and Accountability
Clarifying roles and responsibilities
Ensuring effective stewardship of resources
Empowering Servant Leadership
Developing leaders who serve the congregation
Encouraging shared ownership of the church’s mission
Fostering Collaboration and Unity
Facilitating communication and cooperation among church members
Building a strong, supportive community
Facilitating Church Growth and Community Impact
Providing a stable foundation for growth and outreach

Organizational Structure

Senior Pastor
Governing Board or Council
Executive Pastor
Senior Leadership Team
Ministry Leaders
Congregational Members

Decision Making Process

Transparent Communication
Openly sharing information and updates
Encouraging questions and feedback
Spiritual discernment
Prayerfully seeking God’s guidance
Reflecting on Scripture and relevant teachings
Consensus building
Respecting diverse opinions and experiences
Collaborating to find the best solutions
Implementation and monitoring
Putting decisions into action
Evaluating progress and making adjustments as needed

Conflict Resolution

Biblical Guidelines for Conflict Resolution
Addressing conflicts directly and privately (Matthew 18:15-17)
Seeking forgiveness and reconciliation (Ephesians 4:31-32)
Mediation and Reconciliation
Involving neutral third parties when needed
Working towards restored relationships and unity
Maintaining Unity and Love within the Church
Prioritizing the well-being of the church body
Fostering an atmosphere of grace and understanding

Executive Pastor

Supporting the Senior Pastor and helping to implement the vision
and mission
Responsible for the operations of the church
Manages the finances and budgeting of the church
Overseeing the staff

Resources

Pastor Wayne Kirkling, Executive Pastor COP pastorkirkling@cop.church
Bookkeeper (LenShaw Financial Group - Ingrid Wade)
Auditor (CapinCrouse)
Facility Maintenance Program (Man-Stay)
Budget Template / Budget Process Manual
Financial Manual
Annual Business Meeting Template

Books

“Developing the Leader Within You” by John C. Maxwell
“The Purpose Driven Church” by Rick Warren
“Next Generation Leader” by Andy Stanley
“Sticky Teams: Keeping Your Leadership Team and Staff on the Same
Page” by Larry Osborne
“Leading Change” by John P. Kotter
“Doing Church as a Team” by Wayne Cordeiro
“Decently & In Order” by Bob Yandian
“How To Invest Money with God” by Christal Clayton

COP Advisory Council

Pastor Led, Advisory Council Governed
Provide spiritual support
Partner to enable the Vision
Proactively develop financial strategies

Adherence to Church By-Laws
Follow Council operating procedures
Lead Annual Business Meeting
Establish special committees

Stewards for Financial Accountability
Approve annual budget in alignment with the Vision
Review monthly financial statements
Incur and manage indebtedness for the Corporation

Human Resources | Employee Relations

Responsible for leadership of the church’s human resources functions
Assisting in ensuring the organization is compliant with state and federal laws
Development and implementation of new policies and processes
Onboarding and offboarding of employees
Annual performance appraisals/development plans
Managing benefits open enrollment, renewal, and distribution processes, working with insurance brokers
Background Checks
Insurance Coverage
Payroll
Personnel FIles

Background Checks | Live Scans

Protect My Ministry - https://www.protectmyministry.com/background-checks/
Ministry Safe - https://ministrysafe.com/the-safety-system/background-check/
Lifeway - https://www.lifeway.com/en/shop/services/church-administration/background-checks
Shepherd’s Watch - https://www.group.com/background-checks/

Live Scans
AB506 https://ccia.com/wp-content/uploads/2022/09/FAQ-California-Assembly-Bill-506.pdf

An administrator or employee of a public or private youth center, youth recreation program, or youth organization. Also, volunteers with the youth service organization who are 18 years of age or older and who has direct contact with, or supervision of, children for more than 16 hours per month or 32 hours per year.

Child Abuse Awareness Training

Mandated Reporter Training - https://mandatedreporterca.com/

Training on prevention of child abuse and reporting. Two mandated reporters present with children.

4 hrs. General
2 hrs. Clergy / Volunteers

Sexual Harassment Training

California law requires that all employers of 5 or more employees provide 1 hour of sexual harassment and abusive conduct prevention training to nonsupervisory employees, and 2 hours of sexual harassment and abusive conduct prevention training to supervisory employees, every two years.

Insurance Coverage

General Liability
Commercial Property
Workers’ Compensation
Pastoral Professional Liability
Directors & Officers
Special Events
Commercial Auto

Insurance Providers
Church Mutual
Brotherhood Mutual
GuideOne
Great American Insurance Group

Onboarding | New Hires

New Hire Checklist
New Hire FORMS
https://www.californiaemploymentlawreport.com/2023/01/recommended-and-required-documents-for-new-hires-in-california/
Offer Letter
Terms of employment
The employee’s at-will status
Duties of the position
Start date
Exempt or non-exempt status
Wage or salary
Benefits, if any
Other conditions of employment (i.e., applicant must pass a medical exam, drug test, or background check)
I-9
W-4
DE-4
Time of Hire Pamphlet
Sexual Harassment Pamphlet
Paid Family Leave Pamphlet
Rights of Victims of Domestic Violence, Sexual Assault and Stalking Info
Wage and Employment Notice
New Health Insurance Marketplace Coverage Options and Health Coverage Form (if you do not offer coverage for your full-time employees)
General Notice of Consolidated Omnibus Budget Reconciliation Act (COBRA) continuation coverage rights (if 20 or more employees and employer offers health plan)

Other documents often recommended that employers provide to new hires include:
Meal and rest break acknowledgment
Employee’s meal period waiver for shifts less than six hours
Employee handbook acknowledgment
Arbitration agreement
Confidentiality/non-disclosure agreement

Other New Hire Forms recommended, not required:
Application (Resume can suffice but need References)
Consent to Receive Electronic Disclosures
Direct Deposit Authorization Form
Emergency Contact Information
Statement of Faith/Doctrinal Statement Acknowledgment

Performance Appraisals/Evaluations

30-Day Review
60-Day Review
90-Day Review
Annually thereafter for every employee
Employee Self-Evaluation
Performance Evaluation by Supervisor

Pay Transparency

SB1162

Job info on job postings. Must include pay scale for the position on any job posting. Pay scale means what the employer would reasonably expect to pay for the position.

Must keep records of each employee’s job title and wage rate history.

Must be kept for 3 years following termination.

Job Descriptions

Title | Name of Employee | Hire Date | Revision Date
General Purpose
Duties and Responsibilities
Skills and Qualifications
Supervision
Compensation
Acknowledgement (Employee) | Approval (Supervisor)

Off Boarding | Terminations

Termination Checklist
Termination FORMS
Termination Letter (Involuntary)
Resignation Letter (Voluntary)
Authorization and Reference Release
Notice of Final Paycheck Receipt
Provide final paycheck including any unused vacation time
Notice of Change in Employment (Relationship) Status
Exit Interview Questionnaire (Voluntary)
Summary of Final Conversation
Separation Agreement (if applicable)
Incident Report - Disciplinary Action (if any)

IF FULL-TIME EMPLOYEE:
Notification of Coverage Options
Notice of COBRA Continuation Rights
COBRA Election Notice
DHCS 9061 HIPP Notice
Notice of Receipt of Form DE2320 (EDD)
Notice of Retirement Benefits (if applicable)

Benefits

Medical
Dental
Vision
Life
Voluntary Life
Retirement
File Form 5500 Annually to DOL

Employee Relations

Anniversary - Birth Dates | Award Selection - https://www.awardsnetwork.com/
Personality Assessments
Staff ‘Favorites’
Holiday Gifts
Christmas Bonus

Facilities | Safety

Facilities Use Requests
Evacuation Maps
Floor Plans
Incident Reports
Schedules for Facilities Technicians

Handbooks | Manuals

Children’s Ministry Handbook & Policies and Procedures Manual
Staff, Elders, and Ministry Leaders Reference Guide (“How to”)
Emergency Procedures Manual
Employee Handbook
IIPP - Injury and Illness Prevention Program Manual
New Hire Manual
NPO (New Partner Orientation)
Operations Manual [for each job position]
Youth Ministry Handbook

Policies & Procedures

Anti-Nepotism Policy
Conflict of Interest Policy & Procedures
Disaster Recovery Policy
Gift Acceptance Policy
Intellectual Property Policy
Record Retention Policies & Procedures
Succession Plan
Travel Policy
Whistleblower Protection Policy / Prohibited Retaliation

Personnel File Information

Audit once a year

Keep I-9’s in separate file/binder (Current and Terminated Employees)

Maintain all records (personnel, recruiting, etc.) to ensure the church complies with all state and federal employment laws.

Personnel File - KEEP 3 YEARS AFTER TERMINATION

Recruiting, Screening, and Interview documents
Employment Application / Resume
Letters of Reference
Transcripts
Job Offer, Promotion, Demotion, Layoff
Employee Handbook Acknowledgement
Job Descriptions - SIGNED
Performance Evaluations - SIGNED
Emergency Contact Information
Letters of Recognition and Awards

Training/Class Completion Certificates/Documents
Harassment and Discrimination Acknowledgements
Disciplinary Notices-Warnings Documentation
Background Check Agreement Form (not results)
Absenteeism and Lateness Notices
Termination Documents
Exit Interview
Severance Agreements and Releases

Medical/Safety Records - KEEP 5 YEARS AFTER TERMINATION

Workers Comp Documentation
Medical Records (benefit claims, doctor’s notes, medical leaves)
Paid or unpaid request for medical leave
Medical related off-work excuses
Work related injuries (non-WC)
Accident Injury Reports
HIPAA Form

Payroll/Confidential Records - KEEP 5 YEARS AFTER TERM.

Offer Letter
Pay and compensation information
Background/Reference Check Results
W-4
W-2
Direct Deposit Authorization
Attendance Records
Timesheets
Vacation/Sick Time REcords
Paperwork dealing with raises

Child Support / Garnishments
Litigation Documents
Requests for payroll/employment verification
Payroll deductions for medical benefits
Benefit enrollment forms
Beneficiary designations
Workplace investigations

Legal Forms | Liability Releases

https://www.churchmutual.com/111/Release-Forms,-Applications-and-More

Children/Youth
Missions Trips
Outside Vendors
Catered Food and Beverage
Musician-Artist-Speaker Agreement
Pastoral Counseling - Release of Liability & Confidentiality Agreement
Photo Release Form
Responsibility of Liability Form_Use of Equipment

Payroll

Exempt vs. Non-Exempt Employees
Employees vs. Independent Contractors

Wage and hour violation under the FLSA (Fair Labor Standards Act)

An employee must earn no less than two times the state’s minimum wage for full-time work to meet this initial requirement of the exemption test. As of January 1, 2023, employees in California must earn an annual salary of no less than $64,480 to meet this threshold requirement.

$15.50/hr. [CA Min. Wage] x 2 = $31.00/hr. x 40 hrs/wk. = $1240 x 52 wks = $64,480

Payroll

Income Changes
Cost of Living (COLA) Raises
Merit Raises

Verification of Employment

Housing Allowance (reviewed every year and approved by the Advisory Council)

Time Off Requests

Medical Leave Requests

Property Tax - Religious Exemptions

The Church Exemption may be claimed on property that is owned, leased, or rented by a religious organization and used exclusively for religious worship services (see section 3(f) and section 5 of article XIII of the California Constitution and Revenue and Taxation Code section 206). The Church Exemption is the most restrictive of the three exemptions available to a church since the organization’s property must be used solely for religious worship and other activities reasonably necessary for the accomplishment of the church’s religious purposes.

BOE Clearance for Organization Clearance Certificate for Welfare Exemption

Transportation - Church Vans

Any driver of a 15-passenger van must hold a California Commercial Driver’s license Class B with a passenger endorsement and comply with all driver requirements, including random controlled substances and alcohol use testing.

From the California DMV: Section 4: Transporting Passengers Safely
Passenger vehicle drivers must have a [Commercial Drivers License] CDL with a passenger endorsement if they drive a vehicle designed to transport more than 10 persons, including the driver.

A passenger transportation vehicle includes, but is not limited to, a bus, farm labor vehicle, or general public paratransit vehicle when the vehicle is designed, used, or maintained to carry more than 10 passengers, including the driver, for hire or for profit, or by any nonprofit organization or group.
https://www.dmv.ca.gov/portal/file/california-driver-handbook-pdf

Resources

HR Ministry Solutions
https://hrministrysolutions.com

SHRM - Society for HR Management
https://www.shrm.org/

Mineral (formerly known as ThinkHR or Mammoth HR)
https://trustmineral.com/

Church Operations Toolkit
https://churchoperationstoolkit.com/

Vanderbloemen
https://www.vanderbloemen.com/

Smart Church Solutions
https://www.smartchurchsolutions.com/

The Church Network
https://thechurchnetwork.com/

Church Law & Tax
https://www.churchlawandtax.com/

Church HR Network
https://churchhrnetwork.com/

Feel free to contact me with any questions.
Starla Miller - starla@cop.church
916-441-3305, x101