Business Affairs

Business Affairs Ministry Team

Second Tuesdays at 6:00 p.m.

Parlor

​

“Ask the Lord to bless your plans, and you will be successful in carrying them out.”

Proverbs 16:3 (GNT)

​

The Business Affairs Ministry Team (BAC) is responsible for general oversight of church facilities and operations. It comprises four sub-ministry teams, each with specific responsibilities:

• Administration

• Building and Grounds

• Finance

• Personnel

The Business Affairs Ministry Team has a special responsibility to ensure that all of its work conforms to the requirements detailed in the current PC(USA) Book of Order, especially:

• F-3.02 – Principles of Presbyterian Government

• G-3.01 – General Principles of Councils

• G-3.0205 – Finances

• G-4.02 – Church Property

BAC Special Membership Requirements

The BAC is chaired by a Ruling Elder. The Treasurer, annually elected by the congregation (see Book of Order G-3.0205), serves as an active member of the ministry team. Other members are at-large volunteers.

​

General Administration: Duties and Responsibilities

• Planning for and managing the Business Affairs Ministry Team budget

• Providing periodic ministry team status reports to the Session

Administrative Sub-Ministry Team: Duties and Responsibilities

• Provide oversight and support for the daily business operations of the church

• Maintain Westminster’s bylaws and update as necessary

• Establish or revise as needed, and maintain administrative policies specific to WPC

• Maintain emergency and disaster preparedness plans, policies, and procedures sufficient to safeguard the safety and security the church facilities and occupants

• Negotiate and maintain all contracts, leases, and insurance policies, including adequate insurance coverage for the church staff and property, including buildings, fixtures, and equipment (see Book of Order G-3.0112)

• Support and maintain office equipment and services for copiers, computers, telephone, internet, and other similar equipment and services

• Oversee and coordinate purchase of office and maintenance supplies, and contracted services such as elevator, pest control, fire extinguishers, etc.

• Establish and maintain an inventory of equipment 

• Investigate, propose, and implement improvements in administrative operations

Buildings & Grounds Sub-Ministry Team: Duties and Responsibilities

• Oversee the maintenance of all church buildings, grounds, and equipment, including lawn care, landscaping, signs, lighting, elevator, parking lots, and sidewalks

• Oversee the maintenance of safety and security systems, including regular testing of fire alarms, emergency lights, and elevator

• Oversee relationships with entities outside of the congregation that use our facilities, especially those with long-term agreements and leases

• Coordinate with other ministry teams that have responsibility for managing the use and readiness of special areas of the facility:

  • Congregational Care & Fellowship—Fellowship Hall, kitchen, adjacent small dining area/work room, pantries, and storage areas, plus the parlor downstairs

  • Mission & Outreach—front yard banners; courtyard entrance welcome table; and side hallway, including bulletin board and display table

  • Nurture & Christian Education—classrooms in both wings, including Joe Gettys room (near the Fellowship Hall) and the specially equipped youth rooms; church library; and bulletin boards in the office hallway

  • Worship & Music—narthex, sanctuary (including balcony and adjacent storage areas), and sacristy, plus the Choir room, shared with Nurture & Christian Education; also Lent/Easter cross erected in the front yard 

• Acquire new equipment and fixtures not covered under other ministries. B&G is not responsible for business office equipment, musical instruments, or sound system equipment. Business office equipment is an Administration Sub-Ministry Team responsibility. Musical instruments and the sound system are the responsibility of the Worship and Music Ministry Team. Kitchen equipment is the responsibility of the Congregational Care & Fellowship Ministry Team.

• Plan and organize church-wide volunteer work days as needed for basic maintenance and landscaping

• Create and maintain an inventory of church property

• Provide material and supplies for the janitorial contractor as needed

Finance Sub-Ministry Team: Duties and Responsibilities

• Ensure adherence with Book of Order requirements for financial processes and polity (see G-3.0205 and G-3.0113)

• Ensuring that all money collected during worship is deposited in the lock box outside the office door

• Ensure that receipt of all monetary and non-monetary gifts to the church, as well as all expenditures related to church operations and benevolences, are accurately and faithfully documented and executed on a timely basis

• Organize and conduct an annual stewardship campaign

• Provide and manage process for ministry teams to develop the annual asking budget

• Prepare and recommend to the Session and congregation an annual asking budget based upon projected pledge receipts and expense input from all standing and special ministry teams

• Prepare and distribute periodic reports to givers regarding the amount contributed; at a minimum, reporting is done at midyear and end-of-year 

• Recommend to the Session a nominee for Treasurer on an annual basis

• Make monthly income statement and fund balance reports to the Session and congregation

• Report monthly income and expense performance versus budget to standing and special ministry team chairs. Report same to congregation as deemed necessary

• Ensure adequate policies and procedures are in place to maintain the efficient and financial integrity of the church and respond to any questions or concerns voiced by the congregation

• Provide for a year-end financial performance review; the scope and depth of which shall be at the direction of the Session

Unless otherwise noted, the ministry team Chair and the Treasurer work closely together to achieve the following tasks and responsibilities:

• Plan for and manage the Business Affairs Ministry Team budget

• The Treasurer, in concert with the Office Manager, is responsible for the receipt of all contributions, including counting, documenting, and depositing of all monies and assurance that all funds are accurately accounted for

• Regularly consult with Pastor regarding any finance-related concerns or requests

• Administer receipt of all non-monetary gifts

• Sign checks for payroll and operating expenses on a timely basis

• Monitor the bookkeeping functions of the Office Manager, and recommend enhancements as necessary

• Ensure confidentiality of congregational pledges and giving and that contribution statements are sent out at least bi-annually

• Ensure on-time completion of all required monthly and quarterly reports and payments to the IRS and state

• Prepare required financial reports to Presbytery and General Assembly

• Assure that Board of Pensions accounts are current and documented

Personnel Sub-Ministry Team: Duties and Responsibilities

• Develop and maintain job descriptions for both ordained and non-ordained staff 

• Meet with staff as needed to review and discuss their work, address any deficiencies, and discuss any impediments or grievances

• Ensure that annual performance reviews are completed for all staff

• Ensure that terms of employment and terms of call are reviewed and make recommendations to the Session as to any proposed changes

• Establish, or revise as needed, personnel policies

• Provide Safe Place Policy for all staff and support personnel as required by the Book of Order

• Ensure workplace compliance with EEO and other government regulations