Hillendale Baptist Church, 13135 Hillendale Dr. Woodbridge, Va 22193

BY-LAWS 

HILLENDALE BAPTIST CHURCH

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I.        Purpose                                                                             2

II.      Business Meetings                                                            2

III.     Membership                                                                      2

IV.     Leaders                                                                             3

                    A.       Pastor                                                            3

                    B.       Ministers                                                       4

                                        1. Music                                              4

                                        2. Youth                                              4

                                        3. Other Ministers                              4

                    C.       Deacons                                                        5

                    D.      Church Council                                            6

                    E.       Sunday School Director                                6

                    F.       Church Clerk                                                7

                    G.      Treasurer                                                      7

                    H.      Trustees                                                        7

                    I.        Financial Secretary                                      7

                    J.       Historian                                                       8

                    K.       Librarian                                                       8

                    L.       Coordinators and Directors                          8

                                        1.  Visitation Coordinator                   8

                                        2.  Nursery Coordinator                     8

                                        3.  Cradle Roll Director                       8

                                        4.  Children's Church Coordinator     8

                                        5.  Association Representative           9

                                        6.  Brotherhood Chairman                 9

                                        7.  Women's Missionary Union Director       9

                                        8.  Usher Coordinator                         9

                                        9.  Media Coordinator                         9

                                        10.Vacation Bible School Coordinator         9

                    M.      Committees                                                   10

                                        1. Tellers                                             10

                                        2. Properties                                        10

                                        3. Nominating                                     10

                                        4. Administrative                                10

                                        5. Worship                                           11

                                        6. Fellowship                                       11

V.       Amendments                                                                     11

          1.

    Purpose

          The purpose of these By-laws is to briefly describe how the church as an organization functions and to outline the scope of the various leadership positions of the church.  It is not intended to be a detailed manual on every function of every position.  Additional details for committee or individual functioning may be found in the Procedural Manual.

          The Hillendale Baptist Church shall affiliate with the Potomac Baptist Association, the Baptist General Association of Virginia, and the Southern Baptist Convention, and shall cooperate with their institutions and agencies. This affiliation may be terminated by vote of the members present at a business meeting that has been called for the purpose of considering termination of the relationship with one or more of these bodies.

II.     Business Meetings

          Meetings will be held yearly (changed Aug 14, 2002 from quarterly) to conduct the business of the church.  The pastor will serve as moderator and the meeting will be regulated by Robert's Rules of Order.  The financial statement will be presented by the treasurer, other church leaders may report on current issues, and minutes will be kept by the church clerk.  Written notice of the date and time for the business meeting must be published in writing prior to the event.  All members are eligible to vote on motions and a majority vote will carry the motion.  Special business meetings may be called by the moderator or chairman of the deacons at any time providing a written notice has been published prior to the meeting.

III.    Membership

          Membership in the fellowship of Hillendale Baptist Church is granted by majority vote of members present at the first business meeting after a request for membership is made.  Persons requesting membership in Hillendale Baptist Church must be in one of the following categories:

          A. Those who make an initial profession of faith in Jesus Christ  and who desire membership in our church following their baptism.

          B. Those who hold membership in another Baptist church of like faith and order and desire membership in our fellowship will be received by transfer of church letter. 

2.

          C. Those who are members of other Christian churches and who desire membership in our fellowship will be received by statement of their Christian experience, provided they have experienced baptism.

         Active Membership. Members of Hillendale Baptist Church should:

          A. Regularly worship and commune together;

          B. Participate in the organizations, programs, or ministries of church as determined by the individual's interests and/or abilities;

          C. Practice dedicated Christian stewardship of their time, talents, and finances; and

          D. Engage in prayer and provide mutual support and encouragement.

         Criteria for Removal from Church Membership.

          Those persons should be removed from church membership who have:

          A. Died:

          B. Requested removal from the church roll (verbally or in writing); or

          C. Joined another church fellowship (official notification required):

          D. Failed to attend services or communicate with for a period of two years.

IV.    LEADERS

          All leaders, officers, and teachers should be members of Hillendale Baptist Church.

         A. PASTOR

          1. The duties of the pastor are to conduct worship services, unless other provisions are made; provide spiritual leadership for the congregation through his pastoral preaching, counseling and teaching ministry; and lead the congregation in its ministries of outreach.

          2. He shall be an ex officio member of all committees. 

3.    

           3. The relationship between the pastor and the church may be dissolved at the option of either, by giving a one-month notice or otherwise by mutual consent. It shall be the responsibility of the diaconate to call a meeting of the church to consider dissolution of the pastor-church relationship when requested by the pastor or when the diaconate deems such action in the best interest of the church.

          4. When the pastor-church relationship has been terminated, a Pastor Search Committee of seven members shall be nominated by the church council and elected by the church to seek a suitable pastor.  The committee's recommendations will constitute a nomination.  The committee shall bring to consideration of the church only one name at a time.  Election shall be by ballot, an affirmative vote of four-fifths of those church members present being necessary.  The pastor shall serve until the relationship is terminated at his request or the church's request.

         B. MINISTERS

                 1. MINISTER OF MUSIC

          The minister of music shall coordinate the music ministry for the church. This shall include directing the Adult choir; coordinating the activities of the Youth and/or Children's choirs; coordinating music for regular services; and coordinating special and seasonal musical programs.

                 2. MINISTER OF YOUTH

           The minister of youth shall seek to promote spiritual growth and fellowship for the church youth. The minister of youth shall be present at all youth council meetings and, in conjunction with the president of the youth council, shall be the liaison between the church council and the youth council.

                 3. OTHER MINISTERS

                    Other ministers shall be employed to perform needed specific ministries whenever the church decides to secure such leadership.  Other ministers shall serve until the relationship is terminated by the individual minister's request or the church's request by giving a one-month notice or otherwise by mutual consent. 

4.

                  C. DEACONS

          1. In accordance with the meaning of the work and the practice of the New Testament, deacons are to be servants of the church. They shall:

          a. Serve with the pastor and other ministers in performing pastoral ministry tasks;

                    (1) Proclaim the gospel to believers and non-believers;

                    (2) Care for members of the church and other persons in         the community;

                    (3) Lead the church to engage in fellowship of worship, witness education, ministry and application; and

                    (4) Lead the church in performing its tasks.

          b. With the pastor, consider and formulate plans for constant effort and progress of the church in all things pertaining to the salvation of souls, the development of Christians, and the extension and growth of the Kingdom of God.

          2. Deacons will serve on a rotation basis, serving a three (3) year term ending on December 31st.  If required, an election will be held during a business meeting prior to January 1.  After serving a term of three years, no deacon shall be eligible for reelection until a lapse of one (1) year.

          3. Deacons will elect their officers annually.

          4. Deacon candidates must meet the qualifications outlined in I Timothy 3:8-13 and Acts 6:3-5.

          5. In case of absence or inability of the pastor, subject to advice from and conference with him and/or other ministers, the deacons will provide for supply of the Pulpit. In any period when the church is without a pastor, unless the church shall otherwise provide, the deacons, in conjunction with the church leaders, will arrange the temporary ministry and take counsel with reference to securing a pastor. It is not intended, in any way, to prejudice herein the method by which the church shall proceed in securing a pastor. 

5.

         D. CHURCH COUNCIL:

          1. Responsibilities: The primary responsibilities of the church council shall be to:

                    a. Review and coordinate program plans recommended by church officers organizations and committees;

                    b. Recommend to the congregation suggested objectives and church goals;

                    c. Recommend to the congregation the use of church resources according to program priorities;

                    d. Evaluate program achievements in terms of church goals and objectives; and

                    e. Make policy decisions where necessary. Such policies shall always be subject to review and approval of the church in business session.

          2. Membership:

                    a. The chairman of the church council shall be the pastor. In his absence, the chairman of the diaconate shall preside. If neither are present, the council shall select a moderator.

                    b. The other members of the church council shall be: other ministers; chairman of the diaconate; Sunday School director, church clerk, treasurer, visitation coordinator, nursery coordinator, cradle roll director, youth minister, music minister, children's church director, Associational representative, chairman of the Hillendale Brotherhood, director of Woman's Missionary Union, nomination coordinator and chairpersons of all committees.

         E. SUNDAY SCHOOL DIRECTOR

          The Sunday School director shall be elected annually by the church, and shall serve no more than three (3) consecutive one-year terms. The responsibilities of the Sunday School director include:

          1. Supervising the affairs of the Sunday School departments and promoting outreach and enrollment of new members, attendance at worship service, stewardship and fellowship;

          2. Keeping abreast of Convention and Association activities and materials, and encouraging teachers and department heads to take advantage of regional conferences, training courses, and other helps available for the improvement of the Sunday School programs;

          3. Being alert to Sunday School needs for housing, equipment, and personnel and making recommendations to appropriate church committees to meet those needs; 

6.     

           4. Advising and counseling department heads and teachers when necessary for the improvement of the Sunday School program. Cooperating with other organizations of the church in planning and developing programs through the church council; and

          5. Requisitioning and distributing teaching materials, supplies and equipment.

F. CHURCH CLERK

          The church clerk shall be elected annually by the church and shall serve no more than three (3) consecutive one-year terms. The clerk shall keep records of the proceedings of the church.  The clerk will work in conjunction with, and under the direction of, the pastor. All church records are church property and shall be filed in the church office.

G. TREASURER

          The treasurer shall keep an itemized account of all receipts and disbursements.  Properly executed vouchers from persons with authority to expend funds must be presented to the treasurer when request for payment is made. (The authority to expend funds is held by the chairman, director, or leader of those groups included in the annual budget of the church.)

          The treasurer shall provide itemized reports of the receipts and disbursements at each regular business meeting. The treasurer's books shall be audited by an auditing committee when deemed appropriate by the administrative committee. The treasurer's books shall be preserved as permanent records of the church. The treasurer shall be an ex officio member of the administrative committee and shall be bonded by the church.

H. TRUSTEES

          Three (3) trustees will hold in trust the church real property. The trustees shall have no power to buy, sell, mortgage, lease, or transfer any real property without a specific vote of the church. The trustees shall sign legal documents involving the sale, mortgage, purchase, or rental of real property or other legal documents as required. The trustees shall be elected for an indefinite term.

I. FINANCIAL SECRETARY

          The financial secretary shall maintain a record of offerings by

individuals who use envelopes and shall provide them with a record of their contributions.  The envelopes shall be kept for reference for a period of at least three (3) years. The financial secretary shall serve ex officio on the administrative committee. 

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J. HISTORIAN

          The historian shall (1) collect and safeguard all records pertaining to the history of the church; (2) make sure that the church makes and keeps adequate records of current progress; and (3) promote an awareness and appreciation of our church history.

K. LIBRARIAN

          The librarian shall be responsible for the church media library. The Librarian and Assistants (as needed) shall be approved by the church in a regular business meeting. The Librarian shall serve a minimum of three (3) years. He or she shall:

.         1. Maintain the library media center by cataloging all books, cassettes, videos, audio/visual equipment and other media added that shall be available for check-out by church members.

          2. Provide media-graphics in the library; assist Director (Sunday School, VBS) in finding materials for their and/or teachers use.

L. COORDINATORS AND DIRECTORS

         1. VISITATION COORDINATOR

          The visitation coordinator shall organize and coordinate visitation efforts and maintain a prospect file.

         2. NURSERY COORDINATOR

          The nursery coordinator shall (1) review and evaluate nursery

policies; (2) recommend the purchase of nursery equipment and supplies; (3) make recommendations concerning the cleanliness and care of the rooms and equipment; and (4) enlist workers for the nursery during services.

         3. CRADLE ROLL DIRECTOR

          The cradle roll director (1) works with the nursery coordinator and the Sunday School director; (2) ministers and witnesses to expectant parents and the parents of children up to two years of age; (3) informs parents about the church, Sunday School, etc. and (4) is available to assist parents when needed. This ministry is in the home -- not in the church.

         4. CHILDREN'S CHURCH DIRECTOR

          The children's church director shall promote spiritual

growth and fellowship for children. 

8.  

             5. ASSOCIATION REPRESENTATIVE

           The associational representative shall represent the church

on the Association Executive Committee and other functions and activities of the Association as directed by the church. The associational representative shall report to the church at regular

business meetings concerning the activities of the Association.

          6. CHAIRMAN OF HILLENDALE BROTHERHOOD

          The chairman of the Hillendale brotherhood shall

be elected by the brotherhood and must promote Christian brotherhood, fellowship and spiritual growth.  The overall ministry should be focused on service to the church body and community.

         7. WOMAN'S MISSIONARY UNION DIRECTOR

          Woman's Missionary Union (WMU) director is responsible for the maintaining the programs of the Southern Baptist Convention (SBC) for the WMU auxiliary within the church. She is responsible for directing the missions education programs among the women and girls of the church and for promoting the annual missions offering

emphasis of the denomination.

          1. The WMU director shall be elected by the church.

          2. The membership of the WMU shall consist of all women of Hillendale Baptist Church, members and non-members.

         8. USHER COORDINATOR

          The usher coordinator will be responsible for ensuring that ushers greet people as they enter and depart the church, seat people at the proper time, distribute bulletins and other materials at the time of seating, and are attentive to the needs of the congregation and pastor.  They will also be responsible for collecting the offering from the congregation.  The coordinator will count those in attendance and provide that information to the tellers.

         9. MEDIA COORDINATOR

          .The coordinator shall organize and maintain the church media center. The coordinator shall take and maintain appropriate photographs depicting the church's activities and history.

         10. VACATION BIBLE SCHOOL DIRECTOR

         The Director of Vacation Bible School, an annual volunteer, will be responsible for ordering materials, securing additional volunteers, training teachers/assistants, assigning classroom space and coordinating the entire Vacation Bible School Program.

9.

M. COMMITTEES.

          Various organizations and committees shall be formed to perform specific ministries or services which the church deems desirable.  Periodic review of all church activities shall be conducted by the church council to determine the continuing usefulness and

effectiveness of such activities. Termination of ineffective programs and establishment of new and creative ministries shall always be encouraged.

         1. TELLER COMMITTEE

          The committee shall consist of church members. The committee

shall open envelopes and record all monies received in the church offerings. It shall turn over to the financial secretary each week all evidence of individual giving and shall deposit all monies in the bank on the date received. The committee shall report weekly to the church treasurer and pastor the amount of each deposit.

         2. PROPERTIES COMMITTEE

          The committee shall assist the church in matters related to

properties administration. Its work includes maintaining church properties for ready use (except where delegated to other committees); recommending policies regarding use of properties; performing and maintaining inventories of property, buildings,

furnishings and equipment; and assisting the administrative committee in locating maintenance personnel for employment.

         3. NOMINATING COMMITTEE

          The committee shall consist of church members to include the

Sunday School Director. The committee will coordinate the staffing of all unpaid positions. It will recommend election of those persons in a business meeting. Additional nominations may be made from the floor.

         4. ADMINISTRATIVE COMMITTEE

          The committee shall consist of church members. The financial secretary and treasurer shall be members of this committee. The

committee is responsible for church finances, administration of personnel other than the pastor(s), and maintaining a current and workable church constitution and organizational manual. The committee shall lead and educate the church in the area of Christian stewardship, emphasizing the Biblical themes of stewardship as the responsible use of all of the gifts and resources which God has entrusted to us.

          The committee shall formulate and recommend to the church an annual budget based upon the ministries in which the church is

engaged and the requests for funds needed to conduct these ministries. Requests must be submitted in writing.

          The committee will prepare and present the budget for initial discussion at a specially called business meeting. The budget shall be amended, if necessary, and adopted by the church at a business meeting prior to October 1.

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         5. WORSHIP COMMITTEE

          The Pastor, under the leadership of the Holy Spirit, is responsible for the content and conduct of worship services. The Worship Committee will assist the pastor in developing and promoting methods, ideas, and programs of the worship service of the church, including baptism, observance of the Lord's Supper, and the decoration of the church. 

          1. The worship committee will assist the pastor and candidates in preparing for the ordinance of baptism. It also will be responsible for the care and maintenance of the baptismal facilities.

          2. The committee will prepare the Communion elements for observance of the Lord's supper. With direction from the pastor the committee will establish a schedule to ensure regular observance of this memorial service

         6. FELLOWSHIP COMMITTEE

          The committee shall plan, coordinate, and implement a program of recreation and supervise all social functions of the church. The committee shall purchase all supplies for all church events and shall oversee the church kitchen and its supplies.

V. AMENDMENTS

          Changes to the constitution and/or by-laws may be made at any regular business meeting, provided that each amendment was presented in writing at a previous meeting and copies of the proposed amendment are furnished to each member present. Amendments shall be approved with a majority vote of church members present. 

                                      By-Laws adopted 10/28/98. Amended for yearly business meetings 8/14/2002