YATES BAPTIST CHURCH

DEACON HANDBOOK

Report of the Deacon Roles Task Force Adopted August 5, 2002 Revised November 2014

Yates Baptist Church Deacon Roles
Biblical Passages Related to Deacons and Servants
Yates Baptist Church Deacon Covenant – Deacon Roles
Yates Baptist Church Deacon Covenant – Deacon Qualifications
Yates Baptist Church Deacon Nomination and Election
Nomination and Election of Deacon Officers
Board of Director Responsibilities
Deacons and Nominating Committee Member Approval
Appointment of Safe Sanctuary Policies and Procedures Annual Review Team
Deacon of the Week Responsibilities
Deacon Ministry Teams and Responsibilities
Yates Doorstep Visitation Instructions
Yates Bylaws, VII Officers, Section D. Deacons

1. Yates Baptist Church Deacon Roles

The first task of deacons at Yates Baptist Church is to be servants. The title of deacon comes from the New Testament Greek word diakonos, which means servant. Service as a deacon should involve face-to-face ministry with individual members or families in the congregation, with visitors, and with unchurched persons. Service should also involve staying informed of the needs and joys of members of the congregation, and staying in prayer with petition, thanksgiving, intercession, and commitment.

Baptist churches in our region differ according to whether the deacons’ role is mostly service or administrative. We believe that deacons at Yates should be servants first. Deacons at Yates should resist the urge to routinely administer or manage the affairs of the church.

Nevertheless, in the Bible the first group of deacons was ordained to provide both service and administration in response to a significant, divisive issue in the Jerusalem church. At Yates, there is a natural inclination on the part of the congregation to look to the deacons for guidance on major issues. Deacons should be unifiers and spiritual leaders healing division in the church and providing guidance on potentially divisive issues that might arise from time to time. Major issues that are potentially divisive are customarily brought before the deacons for consideration and approval.

Yates Baptist Church does not presently have, and we do not see the need for, a Church Council, Trustees, or Elders. The efforts of our various committees can be coordinated without forming a church council.

The deacons comprise the Board of Directors of the Yates Baptist Church Corporation, charged with the responsibility of carrying out actions that pertain specifically to the corporation by law and practice. Only those actions expressly authorized by the congregation may be executed by the Board of Directors.

The deacon body is, or should be, the most trusted group of lay leaders at Yates. The level of trust depends to a large extent on the care and integrity of the process of deacon nomination and election by the congregation. Deacons are chosen by a four-step process that includes the following:

The Deacon Nominating Committee is selected by a democratic election to include two current deacons and four members from the congregation at large.

The current deacon chair serves as a seventh, previously elected member and chair of this committee.

Church members make recommendations for new deacons to be considered by this committee.
The committee is charged with nominating a slate of candidates on the basis of spiritual qualifications as delineated in 1 Timothy (see Deacon Covenant) and congregational support in terms of church member recommendations and balance so as to represent the needs of men and women, and various age groups fairly.
The church as a whole votes to accept or reject the nominated slate of deacons.

Yates has one deacon for approximately every 13 church members, based on average Sunday School attendance. This is about the norm for Baptist churches in our area according to survey responses. It is important to keep track of this statistic as the church grows so that our deacons will not be overextended.

We believe the Spirit of God gives to the congregation as a whole, assembled in business meetings as described in the Bylaws and imbued with democratic and orderly procedures, the authoritative power to direct the affairs of Yates Baptist Church. 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 pastor and staff, the deacons, and the various committees. Each influences the way that decisions are made, but none is dominant. If no one group is stronger than the others, a healthy state of “checks and balances” exists.

For example, committees may bring reports and motions directly to the congregation in business meeting. Committees are encouraged to continue this practice. However, major issues that are potentially divisive are usually presented first to the deacons, who evaluate the committee recommendation and usually vote approval or disapproval. Even with deacon disapproval, the committee may still bring the matter to the congregation, although the expectation of a positive response from the congregation is weakened. In counterbalance, any individual church member may bring an issue that they feel is important directly to the deacons, or to the congregation at a business meeting. The deacons also work in close cooperation with the pastor and staff, and vice versa.

The role of committees at Yates should be strengthened and kept strong. For example, the church budget and all nonbudgeted expenses go to the Finance Committee for authorization or recommendation according to the Bylaws. Churchwide committees should be nominated by the Nominating Committee.

While the committee structure is important, one goal of the church is to empower individual members and groups of members for ministry. This generally means breaking down bureaucratic barriers to ministry. We want to encourage effective initiatives at Yates beyond the deacons and the elected committees. For example, not every ministry opportunity or idea should necessarily pass through the Nominating Committee. When such initiatives and groups are developed, we encourage a policy of keeping membership open or deciding participation in a manner that promotes the unity of the church fellowship and empowers individuals to serve.

2. Biblical Passages Related to Deacons and Servants

The title of deacon is derived from a Greek word meaning “servant.” The New Testament writers employed the word approximately thirty times, and the most common meaning is that of a servant. The following are some of those passages:

John 2:5 and 2:9 — reference is to table waiters.
Matthew 22:13 — reference is to the king’s servants.
Mark 9:35; Matthew 20:26; 23:11 — the hallmark of great disciples is servanthood.
Mark 10:45 — Jesus uses the verb “to serve” to describe his own role.
1 Corinthians 3:5; 2 Corinthians 3:6; Colossians 1:23 — examples where Paul describes himself as a “servant.”
1 Thessalonians 3:2; Colossians 1:7; Ephesians 6:21 — examples where Paul refers to fellow workers as “servants.”
Romans 13:4 — Paul refers to Roman authorities as “servants of God.”

The English word deacon comes from the use of servant as the title of an order of ministry.

Philippians 1:1 — Paul speaks of bishops and deacons.
Romans 16:1 — Paul refers to Phoebe as a “deaconess” of the church in Cenchreae.
1 Timothy 3:8, 12 — Paul uses the term to describe a specific office in the church.
1 Timothy 3:1–13 — lists qualifications first for bishops, then for deacons.
1 Timothy 3:11 — the Greek word gunaikas can be translated as “women” or “wives.”
Acts 6:1–7 — these men were called “The Seven” (Acts 21:8) instead of deacons. The verb wait used here later becomes the noun “deacon.” It is debated whether these men were the first deacons.
Romans 12:6–8; 1 Corinthians 12 — passages related to the distribution and use of spiritual gifts in the church.

3. Yates Baptist Church Deacon Covenant – Deacon Roles

By the grace of God, in keeping with the mind and purpose of our Lord as stated in His Holy Scripture, we commit ourselves to using the following Roles and Qualifications as a guide in the selection of deacons and as a set of standards to which we hold ourselves accountable to our church and to God.

Deacon Roles

The word deacon (diakonos) means “servant.” Deacons work with the pastor and staff, and with church committees, in ministering to the spiritual and physical needs of the church body and in reaching out in like manner to the larger community encompassing the city, region, and world. Specifically, deacons are responsible for:

Ministering to individual members or families in the congregation, visitors, and unchurched persons.
Staying informed of the needs and joys of members of the congregation, and praying with petition, thanksgiving, intercession, and commitment.
Serving as Deacon of the Week, which may include making visits to new visitors on Sunday afternoon and delivering new member packets.
Participating as active members of Deacon Ministry Teams.
Serving as leaders and unifiers to heal division in the church and providing guidance on potentially divisive issues that might arise from time to time.
Being one of three groups of servant leaders which influence, interpret, and administer congregational decisions. These groups are the pastor and staff, the deacons, and the various committees. The congregation as a whole, assembled in business meetings, has the ultimate authoritative power to direct the affairs of Yates Baptist Church.
Attending to the spiritual life and development of the church (spiritual leaders).
Helping to equip church members to perform their responsibilities as Christians and as church members.
Providing services which help meet the physical needs of church members.
Demonstrating their commitment and faith by being consistent and loyal members of the church.
Carrying out other deacon responsibilities as may be required, such as serving the Lord’s Supper.

4. Yates Baptist Church Deacon Covenant – Deacon Qualifications

(based on 1 Timothy 3:8–13)

Scriptural Reference	Interpretation
Worthy of Respect	A person who professes belief in Jesus Christ as personal Lord and Savior. A person of proven Christian character who takes responsibilities seriously and seeks to promote church harmony.
Sincere	Does not engage in gossip or double talk; dependable in what they say.
Not Indulging in Much Wine	Sets an example for others to follow; does not abuse the use of alcohol.
Not Pursuing Dishonest Gain	Demonstrates sound and ethical financial practices in their personal and professional lives.
Keeps Hold of the Deep Truths of the Faith	Understands and obeys Christian doctrine; bases decisions on the Word of God; consistent reader of Scripture; maintains an active and regular prayer life.
Tested and Proved	Sets a Christian example before the church and community; active participant in church life (regular attendance); practices tithing; 21 years of age or older; church member for one year or more.
Wife is a Woman Worthy of Respect	Spouse is a believer, serious about the ministry of the deacon, not given to slanderous talk, and faithful in all that they do.
Husband of One Wife	Faithful in marriage. Divorce is acceptable. Singles are acceptable.
Manages His Children and Household Well	Committed to building and maintaining a Christian home and family life.

I commit to using these Deacon Roles and Qualifications as a set of standards to which I hold myself accountable to my church and to God.

Deacon Signature

_ Date

5. Yates Baptist Church Deacon Nomination and Election

Election of the Deacon Nominating Committee (DNC) by the Church

Put notices in the August Messenger and appropriate bulletins.

– Elect the DNC between the fourth Sunday in August and the second Sunday in September at the discretion of the deacon chair. (The election is held on only one Sunday.) – Remind the congregation that DNC members are not eligible to be nominated as deacons for the next year. – Make absentee ballots available for members who will be out of town on the designated Sunday.

Make a ballot for six DNC members (other than the deacon chair).

– Include a list of active deacons who are eligible for two positions. (Do not include the current deacon chair or any deacons who served on the DNC the past year.) – List persons ineligible for the four at-large positions (last year’s DNC, current deacon chair, and deacon chair’s spouse).

Elect the DNC.

– The deacon officers count the ballots. – The officers make small adjustments if necessary to assure balance on the DNC. – The DNC at-large positions are filled with elected members who would not serve as deacons the following year.

Give the names of those who serve on the DNC to the next deacon chair.

Nomination of New Deacons by the DNC

Put notices in the Messenger and bulletins that church members should recommend persons to be nominated for deacons during a two-week period, which should begin by the Wednesday ten days after the election of the DNC.

Make deacon recommendation forms available in the bulletin on the first Sunday during this two-week period and in the foyer and office at other times.

– The forms should include a list of those ineligible to be nominated to serve as new deacons: DNC members, active deacons, and spouses of deacons who are not rotating off.

Members should not request permission from the persons they wish to recommend.

After the two-week period, the DNC begins considering recommendations (from the congregation and DNC) and determines a schedule to finish by the mid-November business meeting.

The DNC selects deacon nominees and requests their permission to be nominated to serve.

– Qualifications are based on 1 Timothy 3:8–13 (see Deacon Covenant). – Nominees are representative of the congregation.

At the September deacons meeting, the deacons decide the number of new deacons needed.

Elect deacons at the November business meeting (nominations not accepted from the floor).

A person filling an unexpired term of one year or less shall be eligible for a full term as soon as the unexpired term ends.

6. Nomination and Election of Deacon Officers

At the November deacons meeting, request that deacons give nominations for the next deacon chair to the current chair.

– The deacon chair contacts the deacons who have been nominated to determine who is willing to serve if elected.

In late November, the deacon chair gives the names of nominees for the next deacon chair to the current deacons.

At the December deacons meeting, elect the deacon chair (nominations accepted from the floor).

At the December deacons meeting, request that deacons give nominations for the next deacon secretary and vice chair to the new deacon chair.

– New deacons are eligible to serve. – The new deacon chair contacts the deacons who have been nominated to determine who is willing to serve if elected.

In late December, the new deacon chair gives the names of nominees for the next deacon secretary and vice chair to deacons.

At the January deacons meeting, elect the deacon secretary and vice chair (nominations accepted from the floor).

7. Board of Director Responsibilities

Provide for the timely and accurate execution of acts that pertain by law and practice to the Church Corporation, but only insofar as these acts are expressly authorized by the congregation, as stated in the Bylaws.

The Chair of the Deacons serves as President of the Corporation, the Vice Chair of the Deacons as Vice President of the Corporation, and the Church Clerk as Secretary of the Corporation whenever required by law or practice.

8. Deacons and Nominating Committee Member Approval

Yates Bylaws, VIII Ministries and Leadership, Section C4 (Committees) states that:

> “Members of the Nominating Committee shall be approved by the Deacons.”

Immediately following the August deacons meeting, the deacon chair will contact the Nominating Committee chair and request a list of individuals the Nominating Committee will call to serve.

The list provided to the deacons should exceed the number of individuals needed, to account for individuals who may decline the call to serve.

A minimum of ten names is recommended.

The list should be accompanied by a brief description of why each individual is being considered for service on the Nominating Committee (age or gender balance, experience, etc.).

At their September meeting, the deacons will consider the list and may elect to add names or offer additional considerations for the Nominating Committee.

A complete list of candidates, including any added by the deacons, will be approved at the September meeting and, along with any other considerations from the deacons, sent to the Nominating Committee chair for further action.

If the Nominating Committee changes its list, any new names must be submitted to the deacons at a later meeting and approved in a likewise manner.

9. Appointment of Safe Sanctuary Policies and Procedures Annual Review Team

Yates Baptist Church Policy on Safe Sanctuary Policies and Procedures specifies that:

> “An annual review of Safe Sanctuary Policies and Procedures shall be conducted by a team consisting of the Minister to Children and Youth, the Chair of the Deacons, and the Chair of the Personnel Committee.”

The Deacon Chair shall appoint one additional deacon to serve on this review team each year.

The review team will meet at least once annually to ensure that Safe Sanctuary practices are being followed, required training is being conducted, and policy updates are incorporated into the governing documents.

The review findings will be presented to the Deacons and Personnel Committee and then reported to the church in a regular business meeting.

10. Deacon of the Week Responsibilities

The Deacon of the Week is responsible for ministerial contact, visitation, and logistical support for the worship and pastoral ministries of Yates Baptist Church during the assigned week. This service role ensures consistent pastoral care and visibility of the deacon body within the congregation.

Responsibilities

Contact visitors and new members assigned to you by the office or staff.
Offer prayer before or after the 11:00 a.m. service when requested by the pastor.
Make hospital, home, or nursing care visits when pastoral coverage is needed.
Serve as the primary liaison for member needs, emergencies, and deaths.
Deliver new member packets, welcome cards, or prayer notes as needed.
Be available to assist the pastor or associate ministers with baptisms and the Lord’s Supper.
Notify the pastor or church office of any member concerns or pastoral needs encountered during the week.
Maintain confidentiality and discretion in all matters of pastoral care.
Participate in the offertory collection and serve as backup for usher or hospitality roles if requested.
Ensure that ministry communication is logged in the weekly Deacon Report Form for archival reference.

Deacons serve in this role on a rotating weekly basis, typically two to three times per year. Assignments are published quarterly and distributed via the deacon chair and church office.

11. Deacon Ministry Teams and Responsibilities

To fulfill the mission of Yates Baptist Church and provide effective pastoral care, the deacon body is organized into specialized ministry teams. Each team focuses on a distinct aspect of congregational life, coordinated by the Deacon Chair and Vice Chair. Teams are expected to meet regularly and to report quarterly to the full deacon body.

A. Membership Care Team

Provides support for members in times of illness, bereavement, and personal crisis.
Coordinates hospital and home visitation schedules.
Sends sympathy cards, delivers meals, and communicates with the pastor about pastoral care needs.
Oversees new member assimilation and mentorship assignments.

B. Congregational Life Team

Promotes unity and fellowship within the congregation.
Organizes or assists with special events such as Deacon Family Fellowship, Homecoming, and seasonal gatherings.
Collaborates with the Fellowship and Hospitality Committees as needed.

C. Worship Support Team

Assists with the observance of the Lord’s Supper and baptismal services.
Prepares communion elements and ensures setup and cleanup.
Provides logistical help for special services, including Advent, Holy Week, and Easter worship.
Assists the pastor with pulpit and sanctuary preparation.

D. Outreach and Missions Team

Supports community and global mission efforts.
Encourages deacon participation in church-sponsored mission projects.
Collaborates with the Missions Committee and staff to identify outreach needs.
Ensures that members in the community who request pastoral contact receive appropriate follow-up.

E. Administrative Support Team

Provides logistical and administrative support to the deacon officers.
Assists with agenda preparation, meeting minutes, and policy review.
Helps maintain alignment between deacon actions and the church’s bylaws and policies.
Oversees Deacon Orientation for newly elected deacons.

F. Spiritual Growth and Prayer Team

Leads devotional moments during deacon meetings.
Organizes prayer gatherings for the congregation and for the church staff.
Coordinates annual deacon retreats and spiritual formation opportunities.
Maintains a list of prayer concerns shared during deacon meetings and follows up as appropriate.

Each deacon is expected to serve on at least one ministry team and to participate actively in its meetings and responsibilities throughout the year.

12. Yates Doorstep Visitation Instructions

When visiting, it is important to remember that deacons represent the larger church family in a spirit of friendship and grace. Visits should be brief, respectful, and focused on care and encouragement.

Guidelines for Doorstep Visits

Prayerful Preparation:

– Pray before visiting, asking God to guide the conversation and use the encounter for good.

Timing and Courtesy:

– Visits should be made at reasonable hours and limited in length (typically 15–20 minutes). – Be mindful of families with small children or those caring for elderly relatives.

Tone and Presence:

– Speak with warmth and humility; remember that deacons are servants, not inspectors. – Offer updates about church life and extend invitations to upcoming worship or fellowship events.

Materials to Bring:

– Church information packet or newsletter. – Visitor or new member packet, if applicable. – Prayer card, Scripture card, or small token of welcome.

Closing the Visit:

– Ask how the church can pray for them. – Offer a brief prayer before leaving if appropriate. – Thank them for their time and ensure they have church contact information.

Reporting:

– Record each visit on the Deacon Visitation Log and submit to the deacon secretary. – Notify the pastor or staff of any pastoral concerns discovered during the visit.

13. Yates Bylaws, VII Officers, Section D. Deacons

(Excerpted for reference from the 2013 revision of the Yates Baptist Church Bylaws.)

A Deacon Nominating Committee (DNC) shall be elected by the church each year to serve for a one-year term. Members are not eligible for reelection the next year. Members of the DNC shall be ineligible for nomination to the Deacon body while serving on the committee. The ballot shall list the eligible active Deacons and provide spaces for church members to vote for two eligible active Deacons and four church members at large. Absentee ballots shall be made available upon request. The Chair of the Deacons shall serve as the Chair of the DNC. Members of the DNC must be at least 21 years old, and only one immediate family member will be eligible to serve.

During a two-week period, the Deacon Nominating Committee will receive recommendations for Deacons from the church. This procedure will be publicized to the church at least one week prior to receiving the recommendations. The DNC will select the number of persons needed to maintain the full complement of Deacons as determined by the Deacon body each year. The DNC shall be guided by the qualifications listed in the Deacon Handbook. About one-third of the active Deacons will rotate off active service at the end of each year. A body of 12 Deacons and a Chair will be considered the minimum number of Deacons required. The DNC will recommend its nominees for election by the church at the November business meeting. In the case of an unexpired term, the DNC is authorized to elect a replacement. Only one immediate family member is eligible to serve as an active Deacon.

The three-year term of service for new Deacons begins the first Sunday of January following the election. The ordination and installation service for new Deacons shall be conducted as soon as possible after the term begins. After a Deacon completes his term of service, he shall not be eligible to serve again until one year has elapsed after his term of service.

The Deacons shall elect officers as provided in the Deacon Handbook. Officers shall serve a one-year term. The Vice Chair shall be responsible for performing the duties of the Chair in case of his absence or disability. The Secretary shall keep the minutes of all meetings and report to the church at the regular business meetings any actions approved by the Deacons that should be acted on by the church.

The Deacons are servants of the church and shall organize to fulfill the responsibilities outlined in the Deacon Covenant as set forth in the Deacon Handbook. (Acts 6:1–4) A majority of the total Deacon body will constitute a quorum. All recommendations of the Deacons must be passed by a majority of the Deacons present, unless otherwise specified in the Bylaws.

The Deacons comprise the Board of Directors of Yates Baptist Church, Inc., and they are charged with the responsibility of carrying out actions that pertain specifically to the corporation by law and practice. The Directors shall not have power to purchase, sell, or encumber any real or personal property; to install or remove staff; to amend the Bylaws; or to bind the corporation to any contract, except as expressly authorized by the church.

Whenever required by law or practice, the Chair of the Deacons shall serve as President of Yates Baptist Church, Inc. The President of the Corporation shall be subject to the same limitations as a director, having only such powers to act for the Corporation as may be expressly granted by the church. The Vice Chair of the Deacons shall be authorized to act as the Vice President of the Corporation, subject to the same limitations.

A person may be removed from the office of Deacon for conduct unbecoming a Christian or for consistent failure to attend meetings or perform the required duties of a Deacon. A Deacon may be removed from office only upon the recommendation of the Deacon body and by a two-thirds majority vote of members present in a business meeting.