Personnel Policies & Procedures Manual

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YATES BAPTIST CHURCH

PERSONNEL POLICIES & PROCEDURES MANUAL

(Adopted September 27, 2016)

WELCOME

Welcome to Yates Baptist Church! We appreciate you and the gifts and talents you bring to this church. Your commitment to your ministry at Yates will make a difference in many lives.

This personnel manual provides guidelines and information about the church’s personnel policies, procedures, benefits and rules of conduct. It should not be construed as a legal contract. This manual is not a contractual promise to hold in force these specific policies and procedures nor a guarantee of continued employment or specific benefits.

The policies and procedures in this manual supersede previous personnel policies and procedures adopted by the church. If there is a conflict between the policies in this manual with federal or state regulations, then the federal or state regulations will prevail. If inconsistencies or contradictions exist between this manual and the Yates Baptist Church Bylaws, the Bylaws will prevail. If there are any conflicts with the interpretation of benefit plans and policies, the actual plan documents will prevail.

It is not possible to anticipate every situation that may arise in the workplace and circumstances sometimes change. Therefore, the church reserves the right to supplement, rescind or revise any policy, benefit or provision in this manual with or without notice, as it deems necessary or appropriate. Personnel policies and procedures may be changed by a two-thirds vote of the entire Personnel Committee and notice to the church. Any church member may request a vote on the policy changes at a quarterly business meeting, provided the church has been given at least 30 days notification. Ministry descriptions will be reviewed and updated annually by the Personnel Committee. Significant changes will be recommended to the church in a business meeting.

It is important that you read, understand and become familiar with this manual and comply with the standards that have been established. Please talk with your supervisor or the Personnel Committee if you have questions or need additional information.

Each employee must sign the Employee Acknowledgement and Agreement Form acknowledging receipt of the Personnel Policies and Procedures Manual and acknowledging the employment at will status. We hope this manual will make your employment at Yates Baptist Church more fulfilling and enjoyable. We wish you the best success in your ministry.

EMPLOYEE ACKNOWLEDGEMENT and AGREEMENT FORM

This is to acknowledge that I have received a copy of the Yates Baptist Church Personnel Policies and Procedures Manual which provides information about the church’s personnel policies, procedures, benefits and rules of conduct. It is my responsibility to read, understand and comply with the standards that have been established.

I have entered into my employment relationship with Yates Baptist Church voluntarily and acknowledge that there is no specified length of employment. I understand that North Carolina is an employment-at-will state. This means that either Yates Baptist Church or I can terminate the relationship at will, with or without cause, at any time as long as there is no violation of applicable federal or state law. No representative of Yates Baptist Church has the authority to make any agreement for employment other than at will employment.

I understand that Yates Baptist Church reserves the right to modify or rescind any provision, benefit or policy. Nothing in this manual constitutes a contractual agreement of any kind.

I understand and will comply with the policies and procedures contained in this manual.

Employee’s Name (printed):

Employee Signature: _

Date: _

SECTION ONE: OUR CHURCH AND ITS GOVERNMENT

1.1. Church Vision Statement

Yates Baptist Church is a community of believers who seek to bring people into a personal relationship with Jesus Christ and encourage each other toward spiritual maturity.

1.2. Philosophy of Shared Ministry and Valued Service

Yates Baptist Church seeks to foster an atmosphere of reciprocal care between the staff and the congregation. The church encourages staff to pursue excellence in ministry and the staff encourages members to use their gifts in ministry.

1.3. Principal Church Governing Bodies

The government of Yates Baptist Church is vested in the body of believers who compose it. Unless otherwise stated in the governing documents, the church decides upon matters of concern by majority vote of members present at a duly constituted business meeting.

Below the level of the congregational meeting, three groups of servant leaders are expected to influence, interpret and administer congregational decisions. These groups are the Senior Pastor and staff, deacons, and committees. Each influences the way that decisions are made, but none is dominant.

The Personnel Committee is elected by the church to establish and administer church personnel policies and practices, assist in addressing staff performance issues, facilitate communication of feedback to church staff, and develop recommendations for new or restructured staff positions in accordance with the Bylaws. The duties of the Personnel Committee are as follows:

  • Develop and maintain updated staff ministry descriptions, updated personnel policies, and a church staff manual that includes all staff ministry descriptions, personnel policies and other staff-related materials.
  • Analyze staff salaries and benefits on an ongoing basis and make annual recommendations to appropriate committees.
  • Assist in the development of covenants for new staff members.
  • Assist the pastor and/or deacons in addressing staff performance issues and assist staff who supervise other staff in addressing performance issues.
  • Assist search committees in hiring staff, including the development of appropriate compensation offers.
  • Serve as an advocate for the staff and congregation, representing their interests in personnel matters.
  • Facilitate the process to channel constructive feedback from church members to staff members.
  • Lead in the proper resolution of serious grievances between staff and church members.
  • Ensure that church bylaws are clear and consistent on how staff members are hired and dismissed.
  • Develop recommendations for the addition of new staff positions or the restructuring of existing positions.

SECTION TWO: EMPLOYMENT

2.1. Employment at Will

All employees of the church are employed at will and the church expressly reserves the right to terminate any employee at will, with or without cause, in its sole discretion. Likewise, at will employees may terminate their employment relationship with the church at any time, with or without cause.

No offer of employment and no statement in this manual or in any other publication, or made by any church employee should be construed as a promise or guarantee of permanent employment. Furthermore, no provision in this or any other employment policy statement changes the terms of this at will policy. In addition, no church administrator or representative has the authority to change this at will employment relationship except in writing, signed by the employee, approved by the Personnel Committee and the church in a business meeting.

2.2. Nondiscrimination and Equal Employment Opportunity

Equal Employment Opportunity

Yates Baptist Church is committed to equal employment opportunity for all qualified persons, without regard to race, color, sex, marital status, age, national origin, ancestry, political affiliation, physical or mental disability, medical condition or any other protected class to the extent required by law as applicable to the church. As a religious institution, the church reserves the right to prefer applicants on the basis of religion as permitted by federal, state and local law. The church may also impose conduct requirements as necessary and appropriate for a Christian organization.

Disabilities

Yates Baptist Church is committed to full compliance with the Americans with Disabilities Act and related federal and state laws and regulations as they apply to churches. The church will make reasonable accommodations for the known physical or mental limitations of an otherwise qualified individual unless undue hardship would result.

Discrimination-Grievance Procedure

The church expects all employees to show respect and sensitivity toward all other employees. Any employee with questions or concerns about any type of discrimination in the workplace is encouraged to bring these issues to the attention of their supervisor or the Personnel Committee. Employees can raise concerns and make reports without fear of reprisal. Anyone found to be engaging in any type of unlawful discrimination will be subject to disciplinary action, up to and including termination of employment.

2.3. Immigration Law Compliance

Yates Baptist Church is committed to full compliance with the federal immigration laws and will not knowingly hire or continue to employ anyone who does not have the legal right to work in the United States. As a condition of employment, employees will be required to provide documentation verifying their identity and legal authority to work in the United States. Compliance includes completing Form I-9 and E-Verify (Employment Eligibility Verification) within three business days of an employee’s hire date.

2.4. Employment of Minors

A potential employee who is less than eighteen years of age is required by law to provide a valid work permit, high school diploma, or certificate of proficiency before the employee can work. Employment of a minor will be restricted by the terms and conditions of the work permit, as well as by the provisions of state and federal law.

2.5. Employment Procedures

Applicants for church employment will complete a job application and be interviewed by church leadership. To ensure that individuals are well-qualified, employment and personal references will be contacted. Employment verification and background checks are required.

Any misrepresentations, falsifications or material omissions in the application or other data presented during the hiring process may result in excluding the individual from further consideration for employment or, if the person has been hired, termination of employment.

Ministers and most professional staff members are recommended to the church for approval by search committees. The Personnel Committee shall fill other vacant positions and recommend new staff positions.

2.6. Employment Categories and Classifications

Exempt and Nonexempt Employees

Exempt employees by virtue of the independent or managerial nature of their work are exempt from the provisions of the Wage and Hour Law and are therefore not eligible for overtime pay. Exempt employees are normally paid on a salary basis. Nonexempt employees are not exempt from the provisions of the Federal Wage and Hour Law and therefore are eligible for overtime pay for hours worked in excess of 40 per week. Time sheets are required for nonexempt employees who are paid on an hourly basis.

Regular and Temporary Employees

Regular employees are those who are employed for an indefinite period of time with no special arrangements about the termination date. Temporary employees are those who are hired for a shorter time period (usually one year or less) with a documented understanding about the time or special conditions related to termination.

Full-time and Part-time Employees

Full-time employees are those who are approved to regularly work at least 32 hours per week. Part-time employees are those who regularly work less than 32 hours per week.

Ministerial, Professional and Support Staff

Ministerial staff members are licensed and/or ordained Baptist ministers of the gospel. Search committees recommend new ministers to the church.

Professional staff members are directors, managers and others who have been trained in a particular discipline in order to perform at a high efficiency level. They spend most of the workday performing duties that require the use of discretion and independent judgment. Professional staff members are recommended to the church by search committees or the Personnel Committee in consultation with the Senior Pastor.

Support staff members assist in the implementation of ministerial staff programs, the church ministry programs, and general church operations. The support staff will be hired by the Personnel Committee in consultation with the Senior Pastor or supervisor.

Child Development Center Staff

This manual shall apply to the Child Development Center Director. The WEE Committee should be consulted on personnel matters specifically related to the CDC Director. Policies and procedures for the other CDC staff will be prepared by the CDC Director and approved by the WEE Committee. CDC personnel policies should be reviewed by the Personnel Committee to ensure consistency.

Ministry Interns

A ministry intern may be requested by the Senior Pastor to the Personnel Committee. The proposal should include a detailed plan for the internship. A minister may request the addition of a ministry intern and forward the request to the Senior Pastor for their endorsement before sending to the Personnel Committee. The Personnel Committee will consider the request and present any recommendation to the Finance Committee and the church for approval. For best results, the proposal should be presented during the annual budget process. Ministry interns generally serve one or two semesters.

Independent Contractors

The church may have agreements with independent contractors for work such as bookkeeping and yard service. Contractors are not considered employees of the church.

Volunteers

When a church utilizes volunteer workers, the responsible staff member must take reasonable care in determining that the volunteers are qualified and pose no threat to others.

2.7. Employment Limitations

Church Membership

Effective September 1, 2014, Yates Baptist Church members will not be considered for support staff positions. This does not apply to employees hired before September 1, 2014. Employees are not prohibited from joining Yates after they start working at the church.

Family Relationships

Employees may not be in a supervisory relationship with an immediate family member. An immediate family member is a spouse, child, parent, sibling, or corresponding in-law. If two employees are related, they will be supervised by another staff member or the Personnel Committee Chair. Before the church hires an employee’s immediate family member, the arrangement must be approved by a 2/3 majority vote of the congregation. This does not apply to employees hired before September 1, 2014. Employment of relatives that has the potential of creating a conflict of interest is not permitted.

Lay Leadership Limitations

Ministerial, professional and support staff members and their immediate family members shall not be eligible to serve on the Finance, Nominating or Personnel Committees or any other committee which would create a conflict of interest. If an ordained deacon becomes a paid ministerial or professional staff member, they may no longer serve as an active deacon.

2.8. New Employees

New employees will be provided an orientation to help them become familiar with the personnel policies and procedures of the church. They will be given a new hire packet which will include the compensation and benefit forms below.

  • Employee Direct Deposit Authorization
  • IRS Form W-4 (Federal Employee’s Withholding Allowance Certificate)
  • NC-4 EZ (State Employee’s Withholding Allowance Certificate)
  • Form I-9 (Employment Eligibility Verification)
  • GuideStone Health Insurance Enrollment Form
  • GuideStone 403(b) Retirement Plan Enrollment Form

2.9. Outside Employment

A full-time employee shall not engage in any outside employment which by its nature, hours or physical demands would impair the employee’s performance of their Yates Baptist Church duties. Compensation for full-time ministerial and professional staff is provided with the expectation that they give their full attention to their position. Outside employment is not recommended and must be approved by the Personnel Committee. If there is a potential conflict, the deacons must also approve.

2.10. Ministry Descriptions

The Personnel Committee will be responsible for maintaining accurate ministry descriptions for each staff position. Ministry descriptions will identify to whom employees report as their supervisor. The Senior Pastor (or supervisor) and each staff member will review the ministry description annually as part of the performance assessment and will provide any suggested revisions to the Personnel Committee. The Personnel Committee reserves the right to revise and update ministry descriptions at any time.

The WEE Committee will be consulted on any ministry description changes related to the CDC Director.

2.11. Personnel Files

The Senior Pastor or supervisor will be responsible for maintaining up-to-date files for each staff member. Employees should inform the church of changes to their personal information form. Personnel files will include employee information such as the following:

  • Ministry description
  • Employment application and other forms completed by applicant
  • Background check: authorization form and background report
  • Employment offer
  • Personal Information Form with emergency notification information
  • IRS Form W-4 and other withholding forms or authorizations
  • Employee Acknowledgement and Agreement Form
  • Employee benefit enrollment and election forms
  • Periodic performance assessments
  • Commendations for excellent performance
  • Warnings and disciplinary actions
  • Retirement election forms
  • Medical insurance election forms
  • Beneficiary designation forms

Employees may have access to their personnel files. The file will be provided to the employee within a reasonable amount of time after a request has been made to the Senior Pastor or Personnel Committee Chair. The file must be examined in the presence of the Senior Pastor or the Personnel Committee Chair. Personnel files may not be taken from the church premises.

SECTION THREE: COMPENSATION

3.1. Payroll Procedures

Pay Period

Paychecks are issued twice a month for all employees.

Payroll Deductions

Some payroll deductions, such as federal income tax, state income tax and Social Security tax, are required by law. Other deductions such as retirement contributions must be authorized by the employee in writing.

Ordained ministers are considered self-employed for Social Security tax purposes and the church does not pay Social Security tax for them. Ordained ministers may exclude a designated housing allowance from their taxable income. Any such designation must meet the requirements of the IRS and be approved in advance by the church.

Overtime Pay

Nonexempt employees shall not be permitted to work overtime without the prior written authorization of the Senior Pastor or Personnel Committee Chair. If overtime is authorized, nonexempt employees will be paid time-and-one-half for work which is in excess of 40 hours per week. If an employee normally works less than 40 hours per week, up to 40 hours will be paid at regular time. For purposes of determining which hours constitute overtime, only actual hours worked in a given work week will be counted. In order to comply with this policy, nonexempt employees are required to report all hours worked at their regular job on their time sheet each week. Nonexempt personnel are not allowed to volunteer hours in performing their regular job assignment.

Exempt employees may be required to work hours beyond their normal schedules. No overtime compensation will be paid to exempt employees.

3.2. Salary

Starting salaries are approved by the church through recommendations from appropriate committees. Salaries are based on qualifications, education, training, experience, responsibilities, salary range for the position, and approved budget limits.

The Personnel Committee recommends compensation changes to the Finance Committee and church during the annual budget process. The WEE Committee will recommend salary changes for the CDC Director. If the recommended salary change for the CDC Director is a higher percentage than for the rest of the church staff, then the increase must be approved by the Personnel Committee before submission to the Finance Committee. The Personnel Committee will ensure consistency among all church personnel. It is not the policy of the church to guarantee automatic annual salary increases.

SECTION FOUR: BENEFITS

All regular full-time employees who work at least 32 hours per week are eligible for benefits.

4.1. Health Insurance

Yates Baptist Church offers health insurance for all full-time employees through a Yates group health plan. If an employee chooses to join a spousal group plan instead of the Yates group plan, the church may reimburse the employee the cost of that insurance up to the lower premium amount for the Yates group plan. The employee must provide evidence of insurance and the cost of that insurance. The reimbursement will be paid monthly to the employee as taxable income. Individual health plans will not be reimbursed. Each employee should advise the church of their choice at the beginning of the open enrollment period.

4.2. Retirement 403(b) Plans and Matching Funds

Yates Baptist Church offers two 403(b) retirement plans with SBC GuideStone and CBF Church Benefits Board. The church provides a retirement match of full-time employee’s contributions. The maximum amount of the church’s match is determined during the annual budget process.

4.3. Life Insurance

A group term life insurance policy for $50,000 is provided by the church for each full-time employee. Employees over age 65 will receive a lower amount. Included with the term life insurance policy is an accidental death and dismemberment policy. Each employee should provide the church with beneficiary information.

4.4. Long-Term Disability Insurance

Long-term disability insurance is provided by the church for each full-time employee. After 90 days of qualified disability, the policy will pay a monthly benefit according to plan documents. The payment may be reduced by other sources of income and disability earnings.

4.5. Worker’s Compensation Insurance

All employees are covered by Worker’s Compensation Insurance. It is important that employees report any work-related injury or illness to the Senior Pastor or supervisor within 24 hours, regardless of how minor it may seem. Employees should get proper medical attention immediately.

4.6. Unemployment Compensation

As a tax-exempt 501(c)(3) organization, the church is exempt from paying federal and state unemployment taxes. Therefore, any employee who is terminated will not receive unemployment compensation.

4.7. Expense Reimbursement

It is the policy of the church to reimburse staff for ordinary and necessary expenses required for the performance of ministry on behalf of the church. To be reimbursed, the expenses must have been approved in advance, normally in the church budget. All expenses should be substantiated with receipts, showing the ministry connection, and submitted to the bookkeeper with a completed Expense Reimbursement Form (the CDC form can be used for CDC expenses). The reimbursement policy and procedures are designed to conform to the IRS regulations for accountable plans which impose requirements of timely substantiation of expenses. Reimbursement is capped each year in the budget.

4.8. Mileage Reimbursement

The church reimburses local automobile mileage expenses for church business at a rate set by the church (generally equal to the IRS mileage allowance and following IRS regulations). Each year mileage reimbursement is capped by the church budget. Reimbursement will be based upon the actual mileage recorded on the Mileage Reimbursement Form which also must specify the date, destination, church-related business purpose, and odometer readings. Mileage Reimbursement Forms will be submitted to the Senior Pastor for approval before payment is made. The Senior Pastor’s mileage will be submitted to the Personnel Committee Chair for approval.

All mileage for approved conferences will be reimbursed from the conference line items in the budget, up to the budgeted amount.

SECTION FIVE: LEAVE AND TIME OFF

5.1. Vacation

  • Regular full-time employees are eligible for vacation after three months of satisfactory active service.
  • Vacation during the first calendar year of employment will be determined by the appropriate search committee or hiring staff member. If not specified, vacation during the first year of employment will be based on two weeks prorated from the date of hire.
  • After the first year of service, vacation will be determined based on the schedule below unless otherwise specified in the employment agreement.

Regular exempt full-time employees are entitled to vacation with pay as shown below.

Length of EmploymentVacation
1 to 4 years2 weeks
5 to 9 years3 weeks
10 years4 weeks

Regular nonexempt full-time employees are entitled to vacation with pay as shown below.

Length of EmploymentVacation
1 to 9 yearsNumber of hours normally worked in 2 weeks
10 yearsNumber of hours normally worked in 3 weeks
  • The search committee will be given authority to negotiate the amount of vacation provided to the minister as part of the overall financial package offered. The expectation is to be consistent with the above schedule.
  • The vacation calendar year runs from January 1 through December 31.
  • Vacation time may be taken in increments of half days, full days or weeks.
  • Holidays that occur during a vacation will not be counted as vacation days.
  • Requests for vacation time should be submitted at least two weeks in advance to the Senior Pastor or Personnel Committee Chair. Approval or rejection will be based upon the dates requested and the effect upon the activities of the church. The Senior Pastor will notify the Deacon Chair and the Personnel Committee Chair of their scheduled vacation days.
  • No more than two ministers may be on vacation at the same time, unless specifically approved by the Senior Pastor.
  • It is the responsibility of the ministerial staff to arrange for appropriate coverage when absent on Sunday and/or Wednesday. The maximum number of Sundays a minister may take as vacation is equal to the number of earned vacation weeks.
  • If an employee becomes eligible for additional vacation days because of a service anniversary, the earned vacation will be adjusted for the remainder of the year.
  • Employees may not carry over unused vacation to the following year except during the first week of January if the vacation begins in December.
  • Employees may not be paid for unused vacation within a year, except upon termination. At the time of termination, the employee will be paid for vacation hours accrued for the number of months worked that year less hours taken. If more hours have been taken than have accrued, the employee must repay the church for the unearned hours taken.
  • The Senior Pastor is responsible for ensuring that vacation days earned and used for all employees is recorded and available for the Personnel Committee.

5.2. Holidays

The holidays below are allotted to eligible full-time employees with pay and to part-time employees without pay.

  • New Year’s Day
  • Good Friday (1/2 day)
  • Easter Monday
  • Memorial Day
  • Independence Day
  • Labor Day
  • Thanksgiving Day
  • Friday after Thanksgiving (1/2 day)
  • Christmas Eve
  • Christmas Day
  • Day after Christmas
  • The Personnel Committee and Senior Pastor will approve the holiday schedule each year.
  • When a holiday falls on a Saturday or Sunday or a church-scheduled day of activity, then another day will be substituted. The ministerial staff will recommend to the Personnel Committee when the substituted holiday will be taken.
  • On all holidays the ministerial staff shall ensure that at least one minister is available to the membership in case of emergency. The name of the designated minister(s) shall be publicized in advance with instructions on how they may be reached.
  • If the holiday falls on a Friday, then the holiday will be a half day rather than a full day.
  • Holidays do not accumulate throughout the year or across years.
  • Employees on leave of absence for any reason are not eligible for holiday pay on holidays that are observed during the period they are on leave.

5.3. Personal Days

There are occasions when it is necessary to take time off for personal reasons. Personal time off without pay may be granted with the approval of the Senior Pastor.

5.4. Jury Duty

Absences of employees who are summoned for jury duty will be approved with pay. Employees must show the jury duty summons to their supervisor as soon as possible so that they may make arrangements to accommodate the absence.

5.5. Sick Days

The church recognizes that inability to work because of illness or injury may cause economic hardship. Therefore, the church provides up to ten sick days with pay per calendar year to full-time employees. Sick days may not be accrued. In order to be entitled to sick leave, an employee or a dependent residing with the employee must be sick. After three consecutive sick days, the church may request that the employee provide a doctor’s certificate to substantiate the illness. Employees may use sick time for doctor’s appointments.

Employees who are unable to report to work due to illness or injury should notify their supervisor before the scheduled start of the workday. Absences may be charged in half or full day increments. After all sick days have been used, continued absences will be charged against any accumulated vacation and then medical leave without pay.

If a holiday occurs during a sick leave period of an employee, the day will be paid as holiday pay and not charged against their sick days. If an employee becomes sick during a scheduled vacation or other time off, the time will be counted as vacation or time off.

Sick leave benefits are only to provide income protection in the event of illness or injury and may not be used for any other absence. The Senior Pastor is responsible for ensuring that sick days earned and used for all employees is recorded and available for the Personnel Committee.

5.6. Family and Medical Leave

Yates Baptist Church is not covered by the Federal Family and Medical Leave Act. However, the church will seek to accommodate employees who request unpaid leave in the event of the birth or adoption of a child or the serious health condition of the employee or close family members. Given the small staff, extended absences may not be feasible.

Employees may request unpaid family or medical leave after having completed one year of service. Eligible employees should make requests for family or medical leave at least 30 days in advance of foreseeable events and as soon as possible for unforeseeable events. Family or medical leave must be approved by the Senior Pastor and the Personnel Committee.

A health care provider’s statement must be submitted verifying the need for medical leave and its beginning and expected ending dates. Employees returning from medical leave must submit a health care provider’s verification of their fitness to return to work.

Eligible employees are normally granted leave up to a maximum of 12 weeks per year. Any combination of medical leave and family leave may not exceed this maximum limit. Employees will be required to use any accrued paid leave time (sick days and vacation) before taking unpaid family or medical leave. Paid leave time will be included in the 12 week maximum.

Subject to the terms of the applicable plans, the church will continue to provide health, disability and life insurance benefits for the full period of the approved family or medical leave. Benefit accruals, such as vacation, sick leave or holiday benefits, will be suspended during the leave and will resume upon return to active employment.

5.7. Bereavement Leave

In the event of a death in the immediate family (spouse, child, grandchild, parent, grandparent, sibling, mother-in-law or father-in-law) of regular full-time employees, the employee will be allowed up to three days bereavement leave with pay, not to exceed six days per year. Employees who require more than the allowed days away from work may request vacation time or personal leave of absence without pay, subject to the approval of the Senior Pastor.

5.8. Extended Leave

Extended leave without pay is defined as any time that the employee has received approval for an extended absence from work with the right to return, typically for an identified period of time. Whether a leave is granted will depend on the circumstances including the urgency and compelling need for the leave, the length of the leave, the length of service by the employee, and the ability of the church to find suitable alternatives to carry out the responsibilities during the leave. During an extended leave, the church will not provide benefits. Benefit accruals will be suspended. The leave must be approved by the Senior Pastor and the Personnel Committee.

5.9. Military Leave

Full-time employees shall be granted time off for up to two weeks each year for National Guard or military reserve duty or such other time as required by state or federal law. For up to two weeks of military leave, the church will ensure there is no loss of pay.

In the event of a national emergency, or an extended call to active duty, a full-time employee shall be granted a military leave of absence without pay. Employees must apply for reinstatement in accordance with all applicable federal and state laws. Every effort will be made to return eligible employees to their previous position or a comparable one.

5.10. Continuing Education and Professional Development

Ministers are encouraged to enhance their skills with additional education appropriate to their professional development and the ministry of the church. Ministers may take up to two weeks per year for training, conferences, conventions, revivals, education meetings or mission trips. Requests for such leave must be submitted to the Personnel Committee prior to the proposed dates. If funds are needed, the request should be made during the budget planning process.

These meetings should not normally include Sundays or Wednesdays. If a minister is absent on Sunday or Wednesday, they are responsible for providing a replacement for their area of responsibility. The minister should present a report to the church after completion of the seminar, class or conference.

Continuing education requests for the CDC Director are approved by the WEE Committee in consultation with the Senior Pastor.

5.11. Inclement Weather and Natural Disasters

The Senior Pastor and the Deacon Chair are responsible for determining if the church will conduct normal business on days of inclement weather or natural disasters. The CDC Director is responsible for determining if the CDC will conduct normal business on days of inclement weather or natural disasters.

If the church is closed, time off due to inclement weather or natural disasters will generally be compensated. Employees may be expected to make up the hours missed. Employees should contact their supervisor to receive instructions concerning work schedules. Alternative work arrangements may be possible in the event of a delayed opening, early closing or complete closing for the day with prior approval from the Senior Pastor.

Employees are encouraged to use their best judgment when deciding to report to work during inclement weather. Employees who arrive late due to weather conditions will receive full pay for the day. They should call their supervisor to inform of a late arrival. If the church is open and the employee does not come to work, they may take time off as vacation or unpaid leave.

In the case of severe weather, a decision about worship services will be made and any cancellations posted on the church website. Further efforts will be made to communicate cancellations with local television stations WRAL and WTVD.

The Senior Pastor is responsible for ensuring that all time off and leave days earned and used for all employees is recorded and available for the Personnel Committee.

SECTION SIX: OFFICE STANDARDS and PROCEDURES

6.1. Calendar

All events should be recorded on the master church calendar. Reservations of church facilities must be made through the church office. The CDC maintains a separate calendar for the CDC business hours for the first floor of the Education Building and offsite events.

6.2. Dress Standards

All staff members must demonstrate neatness, professionalism and respect for the church in their appearance. Dress for all employees should be appropriate for the duties to be carried out during a particular day. The Senior Pastor is responsible for assessing the appropriateness of attire. It is expected that each employee will take pride in their appearance and strive to achieve a positive image when representing the church.

6.3. Public Relations

The Senior Pastor, Deacon Chair or another minister designated by the Senior Pastor will be the spokesperson for the church in all matters of publicity or official comment. The Senior Pastor or CDC Director will be the spokesperson for the CDC. No employee will originate or release any news which is concerned with the policies, doctrines, procedures, convictions, finances or activities of the church for use in newspapers, social media, radio, television or any other medium of communication, except as directed by the Senior Pastor. All such inquiries should be referred to the Senior Pastor.

6.4. Confidentiality

Employees may have access to highly sensitive and confidential information such as church records, documents, correspondence, conversations and inter-office communications. Employees serve in a position of trust and have an obligation to the church and to persons to whom the church ministers to strictly maintain and protect the confidentiality of such information. These matters should never be discussed with family, friends, co-workers or anyone else outside official and professional channels. If questioned, employees should not provide information, but instead should refer the request to the Senior Pastor or other church leadership.

Confidentiality violations could seriously injure the church’s reputation and effectiveness. Breach of confidentiality shall be cause for disciplinary action. After employment with the church, no employee may disclose confidential information regarding the church or its members acquired during employment. Information protected by law and/or ethical requirements maintains its protected status regardless of the individual’s employment status.

6.5. Financial Integrity

  • All employees should respect the church’s budget process and final adopted budget. Staff members should administer the budget effectively and abide by the financial guidelines below.
  • No funds shall be disbursed without the express authorization of the church as provided for in the budget or separate authorization.
  • Funds may only be used for the intent specified in the applicable budget or separate authorization.
  • Funds may not be transferred from one budget area to another without prior approval from the Finance Committee.
  • The budget cannot be overspent without prior approval from the Finance Committee and church.
  • Emergency repairs defined as necessary for maintaining an adequate operational environment of the church may be made by a staff member immediately. The Treasurer and chairpersons of the Finance and House and Grounds Committees should be notified by phone or email within 24 hours.
  • If funds are inadequate due to lack of contributions, staff may be asked to limit purchases.
  • Requests for reimbursement shall be approved by the Treasurer or Senior Pastor.
  • Designated contributions for items, programs or other purposes should not be solicited from church members without prior approval of the Finance Committee and church.

SECTION SEVEN: HEALTH AND SAFETY

7.1. Security

The security of the church facilities as well as the welfare of our members, regular attendees, employees and guests requires that every individual be constantly aware of potential security risks. Employees should call 911 when unknown persons are acting in a suspicious manner in or around the facilities. Files, desk drawers and other places with confidential or valuable materials should be locked when no one is in the office.

At least one staff member or a responsible designated church member should always be present when anyone is in the building. The staff shall ensure that the church facilities are locked and armed after all events including worship services, Bible studies, committee meetings and other group events.

7.2. Building Security System

The alarm security code and password is limited to the church staff along with CDC employees and church lay leaders who have been approved by the Senior Pastor and the House and Grounds Committee Chair. At least one minister should always be available to respond to security calls.

7.3. Keys

Employees will be issued keys which should be carefully guarded. Keys should not be duplicated or lent to other persons. The Senior Pastor and the House and Grounds Committee Chair should approve distribution of keys and they or a designated individual should be informed immediately when keys have been lost. A log will be maintained for keys that are assigned to other persons.

The CDC Director can issue keys specific to the CDC floor. The CDC Director may not distribute any keys which can unlock other areas of the church or provide access to other areas of the church without the approval of the Senior Pastor and the House and Grounds Committee Chair.

7.4. Safety

Each employee is responsible for their own safety as well as for others in the workplace. Safety hazards should be brought to the attention of a supervisor, a member of the House and Grounds Committee, or an appropriate emergency agency.

7.5. Safe Sanctuary Policy and Procedures

Yates Baptist Church has established policies and procedures to ensure that at all times the church is providing a safe and nurturing environment for all persons in our facility, particularly children, youth and Sonshine Class members. All Yates staff and volunteers are required to familiarize themselves with the Safe Sanctuary Policy and Safe Sanctuary Procedure Manual.

7.6. Harassment

Yates Baptist Church maintains a strict policy prohibiting unlawful harassment, including sexual harassment. Prohibited unlawful harassment because of sex, race, ancestry, physical or mental disability, mental condition, marital status or age includes, but is not limited to, the following behavior:

  • Verbal conduct such as epithets, derogatory jokes or comments, slurs or unwanted sexual advances, invitations or comments.
  • Visual conduct such as derogatory or sexually oriented posters, photography, cartoons, drawings or gestures.
  • Physical conduct such as assault, unwanted touching, blocking normal movement or interfering with work.
  • Threats and demands to submit to sexual requests as a condition of continued employment and offers of employment benefits in return for sexual favors.
  • Retaliation for having reported or threatening to report harassment.

The Complaint Process

Any person who believes that they have been subjected to any form of unlawful harassment must register a formal complaint with the Senior Pastor or the Personnel Committee Chair. The complaint should specify the name(s) of the individual(s) involved (including any witnesses) and a description of the specific conduct. The church will immediately undertake an effective, thorough and objective investigation and attempt to resolve the situation.

If the Personnel Committee determines that unlawful harassment has occurred, effective remedial action will be taken commensurate with the severity of the offense. Appropriate action will also be taken to deter any future harassment. The Personnel Committee will not retaliate against any employee for filing a complaint and will not knowingly permit retaliation by any other employee.

All allegations of harassment will be discussed with independent legal counsel and the investigation of the allegations may be directed by legal counsel at their request.

7.7. Tobacco Products, Alcohol, and Illegal Drugs

All employees must refrain from the use of tobacco products, alcohol, or illegal drugs or being under the influence of alcohol in any of the church’s buildings, grounds and parking lots or at any church functions. Use of illegal drugs while employed by Yates Baptist Church will result in immediate separation. Employees will be required to sign a waiver giving the church permission to perform testing.

7.8. Life-threatening, Infectious and Communicable Diseases

It is recognized that employees with a potentially life-threatening and/or infectious illness may wish to continue to engage in as many of their normal pursuits as their condition allows, including their employment. As long as these employees are able to meet acceptable performance standards and medical evidence indicates that their conditions are not a threat to them or others, supervisors should seek wherever possible to work with the preferences of the employee.

Employees with highly communicable diseases should notify their supervisor and either take sick days or work under some accommodation that minimizes the risk of infecting others. The church retains the right to make decisions that preserve the health and safety of others.

SECTION EIGHT: COMPUTER POLICY

Computers are made available to employees for the furtherance of the church’s ministry. The church requires computer equipment to be used in a way that is consistent with the ministry of the church and that will not create a risk of legal liability to the church or the users. Therefore, the church has created this policy regarding church computer equipment and requires compliance with it by each user.

8.1. Ownership and Access

The information created on, stored in, sent from or received by the computer equipment owned or used in the church’s ministry belongs to the church and the church reserves the right to review, audit, intercept, access, monitor, sample and disclose all such information. The confidentiality of any information should not be expected or assumed.

The church will not access computer information unless there is agreement of the need by any two of the Senior Pastor, Deacon Chair, and/or the Personnel Committee Chair. Any review and access will be done in a way to limit disclosure and to protect the confidential nature of the information that may be discovered.

Creating a password that limits access or protects access from appropriate review by the church, the Senior Pastor or its agents is not allowed, and provisions must be made to allow appropriate review as is necessary without asking permission of the staff member or other user.

Individual passwords should never be shared with anyone and should be stored in an encrypted form to prevent administrative users from having direct access to individual passwords other than their assigned passwords.

8.2. Personal Use

All computer equipment provided by the church exists for the sole purpose of assisting the church to better accomplish its ministry objectives and is to be used for that purpose. The church is aware that there are times when users would like to use computer equipment for personal purposes and, provided that such use is minimal and in compliance with all other provisions of this policy, such personal use will be permitted. Use of computer equipment for personal purposes should be on the user’s own time, at no cost to the church, and does not imply any protection or confidentiality over the information created, sent, received or stored using church equipment.

8.3. Personal Software

The use of personal software on church computer equipment is permitted only with the written approval of the Senior Pastor. Loading personal software can introduce viruses into a computer network. Valid software licenses are required for all software loaded onto the church computer network. Freeware and even licensed commercial software may contain programs or attachments that may not be desired. Care should be taken to avoid adding unnecessary programs to church computers.

8.4. Prohibited Use

Computer equipment may not be used to create, store, transmit, receive, access or otherwise communicate the following:

  • Any message or other information that would violate any applicable federal or state laws, church rules or regulations, or any church policy.
  • Any copyrighted materials or other information, or any trade secrets or other proprietary information or similar materials.
  • Information that is libelous, defamatory or abusive.
  • Pornography, sexually explicit materials or any other images and text that can be broadly construed as sexually explicit.
  • Information that creates an atmosphere that is sexually or racially abusive.
  • Internet gambling.
  • Any e-mail or other information which the user should know is likely to contain a computer virus.
  • Any message or other information which constitutes or is used for the purpose of spreading chain mail, non-value added or other pointless communications.
  • The use of Christian standards of integrity is expected to be used for all electronic and traditional forms of communication representing the church or using its property.

8.5. Home Computer Use

Church documents, spreadsheets and data belong to the church and should not be copied or given to any person without prior approval. Any information or documents loaded onto home computers should be adequately protected from viruses or other malware or disclosure, as well as inappropriate viewing by other members of the employee’s household.

8.6. Violations

Any user who violates this policy or uses computer equipment for improper purposes shall be subject to the limitation or termination of their right to use the church computer equipment and shall be subject to discipline up to and including discharge.

SECTION NINE: EMPLOYEE ASSESSMENTS

9.1. Performance Assessments

Performance assessments will be conducted annually in the first quarter of the business year to provide both supervisors and employees the opportunity to discuss job tasks, encourage and recognize strengths, identify and correct weaknesses, and discuss positive, purposeful approaches for meeting goals. No later than at the annual assessment, each ministerial staff member shall provide a plan for their area of ministry for the coming/current year. This plan will serve as a starting point for the subsequent annual assessment. A documented mid-year review should be conducted in addition to the annual review.

Assessments will be developed by the Senior Pastor with input from the Personnel Committee as appropriate. The Senior Pastor will work with the WEE Committee on the performance assessment for the CDC Director. The assessment will then be discussed with the employee and should provide a positive opportunity for recognition, development and improvement. Completed performance assessments are to be maintained in the employee’s personnel file. The Senior Pastor will present the annual assessment of each employee to the Personnel Committee. The Senior Pastor will be assessed by the Personnel Committee.

9.2. Complaints or Concerns

Misunderstandings or conflicts can arise in any church. To ensure effective working relations, it is important that such matters be resolved before serious problems develop.

The employee should discuss the problem or concern with their supervisor or the Senior Pastor. The employee and supervisor or Senior Pastor should come to a solution within three business days. If not, a written statement should be submitted to the Personnel Committee Chair and a meeting will be scheduled with the employee to review the concerns.

9.3. Corrective Counsel and Discipline

Outstanding job performance will be commended. In contrast, job performance below acceptable standards will require counseling. If improvement is not shown immediately, then disciplinary action up to and including involuntary termination may ensue. The basic principle underlying any disciplinary action will be corrective in intent. The church, in its sole discretion, may utilize whatever form of discipline is deemed appropriate under the circumstances. The church’s policy of discipline in no way limits or alters the at will employment relationship. Unacceptable behavior may be dealt with in one or more of the following ways:

  • First Level Warning

For any grievance based on problem behavior, not following policies in the Personnel Manual, or not fulfilling the stated job description, the employee normally will receive a first level warning from their supervisor, Senior Pastor or Personnel Committee Chair (for the Senior Pastor). This warning will detail the nature of the grievance and the imperative need for the inadequate performance or offending conduct to change and improve. A time period will be designated for improvement to be demonstrated.

  • Second Level Warning

If there is no improvement within the designated time period or if there is a repetition of the unacceptable behavior, a second level warning may be issued. This warning will be in writing and will outline the continuing problem, prior corrective efforts, and the required corrective action. A specific time period will be designated for improvement.

  • Final Level Warning

If the employee fails to meet the requirements of the second level warning, a final level warning may be issued. This warning will state that failure to correct the problem within the designated time period may result in involuntary termination.

  • Involuntary Termination

Failure to correct unacceptable performance or conduct following corrective counseling and warnings may result in involuntary termination of employment.

9.4. Rules of Conduct

Employees are expected to conduct themselves in a manner that reflects positively on Yates Baptist Church and its ministries. The following are examples of conduct that may result in disciplinary action, up to and including termination of employment:

  • Violation of church policies or procedures.
  • Insubordination or refusal to perform assigned duties.
  • Dishonesty, theft or misuse of church property.
  • Inappropriate behavior toward staff, members or visitors.
  • Excessive absenteeism or tardiness.
  • Conduct that disrupts church operations or damages the church’s reputation.

SECTION TEN: TERMINATION OF EMPLOYMENT

10.1. Voluntary Separation

An employee who chooses to resign from employment with Yates Baptist Church is requested to provide written notice of resignation as far in advance as possible, normally at least two weeks prior to the effective date of separation. This notice allows for orderly transition of responsibilities and staffing.

10.2. Involuntary Separation

Yates Baptist Church reserves the right to terminate an employee at any time, with or without cause, consistent with the employment-at-will policy. Involuntary separation may occur due to unsatisfactory performance, misconduct, violation of church policies, reduction in force, or other reasons deemed appropriate by the church.

10.3. Exit Interview

An exit interview may be conducted at the discretion of the Senior Pastor or Personnel Committee to review the circumstances of separation, collect church property, and discuss any final employment matters.

10.4. Benefits at Termination

Upon termination of employment, employees will be informed of their rights and responsibilities regarding continuation or conversion of benefits as required by applicable plans and laws. Final pay will be processed in accordance with church policy and applicable law.

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