Personnel Policies and Procedures
First Baptist Church Hillsborough 201 West King Street Hillsborough, NC 27278 Last Revision Date: February 10, 2006
Table of Contents 1 PERSONNEL POLICIES
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1.1 Purpose
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1.2 Periodic Review
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1.3 Employee Notification
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1.4 Policies Not Covered in Manual
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2 EMPLOYMENT
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2.1 Definition
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2.2 Probationary Period
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2.3 Resignation
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3 EMPLOYEE DEFINITIONS/CLASSIFICATIONS
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3.1 Definitions 3.1.1 Full Time 3.1.2 Part Time 3.1.3 Permanent 3.1.4 Temporary
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3.2 Classification 3.2.1 Ministerial Staff 3.2.2 Program Staff 3.2.3 Support Staff
3 3 3 4
4 EMPLOYEE RECRUITMENT/SELECTION
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4.1 Applicant Assessment 4.1.1 Ministerial Staff 4.1.2 Program Staff 4.1.3 Support Staff
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4.2 Reference Check
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4.3 Background Check
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5 EMPLOYEE SUPERVISION
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5.1 General Supervision
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5.2 Ministerial Staff
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5.3 Program Staff
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5.4 Support Staff
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6 WORK SCHEDULES
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6.1 Pastor
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6.2 Minister of Youth and Education
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6.3 Administrative Secretary
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6.4 Organist – Filled as one part-time position
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6.5 Choir Director-Position combined with Organist
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6.6 Bookkeeper
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6.7 Custodian
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6.8 Break/Meal Periods
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7 COMPENSATION
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7.1 Salary Review
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7.2 Salary Structure 7.2.1 Pastor 7.2.2 Minister of Youth and Education 7.2.3 Administrative Secretary 7.2.4 Other Program & Support Staff Positions
7 7 8 8 8
7.3 Pay Periods
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7.4 Employee Time/Leave Recording
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7.5 Payroll Deductions 7.5.1 Mandatory Deductions 7.5.2 Optional Deductions
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7.6 Overtime/Compensatory Time
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8 BENEFITS
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8.1 Eligibility
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8.2 Periodic Review
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8.3 Health Insurance
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8.4 Workers Compensation
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8.5 Life Insurance
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8.6 Disability Insurance
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8.7 Annuities
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9 LEAVE & HOLIDAYS
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9.1 Eligibility
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9.2 Annual Leave (Vacations) 9.2.1 Pastor 9.2.2 Minister of Youth and Education 9.2.3 Administrative Secretary 9.2.4 Organist 9.2.5 Adult Choir Director
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9.3 Sick/Emergency Leave 9.3.1 Pastor 9.3.2 Minister of Youth and Education 9.3.3 Administrative Secretary 9.3.4 Organist 9.3.5 Adult Choir Director
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9.4 Bereavement Leave
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9.5 Leave Due to Inclement Weather
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9.6 Maternity or Paternity Leave
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9.7 Civil Leave
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9.8 Additional Time Off
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9.9 Holidays
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10 PERFORMANCE MANAGEMENT
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10.1 Job Descriptions
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10.2 Work Performance and Personal Conduct Expectations 10.2.1 Work Performance 10.2.2 Personal Conduct
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10.3 Performance Evaluations 10.3.1 Employee Self-Evaluation 10.3.2 Performance Evaluation 10.3.3 Sexual Harassment Questionnaire
16 16 17 17
10.4 Disciplinary Actions for Work Performance 10.4.1 First Disciplinary Action 10.4.2 Second Disciplinary Action
17 17 18
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10.4.3 Third Disciplinary Action
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10.5 Disciplinary Actions for Personal Conduct
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11 EMPLOYEE GRIEVANCES
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11.1 Grievance Procedures
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APPENDIX I: POLICIES
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Non-Discrimination Policy
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Smoking Policy
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Sexual Harassment Policy
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Alcohol, Drugs and Controlled Substance Policy
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Confidential Disclosures Policy
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Inclement Weather Policy
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APPENDIX II: MISSION/PURPOSE STATEMENT
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Mission/Purpose Statement
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APPENDIX III: OBJECTIVES
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Objectives
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APPENDIX IV: CHURCH COVENANT
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Church Covenant
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EMPLOYEE STATEMENT OF ACKNOWLEDGEMENT
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We welcome each staff member to First Baptist Church Hillsborough. We consider you to be a gift from God and look forward to working with you as a member of our team. We appreciate your skills and the gifts and talents you bring to our team. We are committed to helping you achieve your highest level of service. It is in this spirit that these policies and procedures were developed. If you have questions or concerns about any policy stated in this document, please do not hesitate to talk directly with your immediate supervisor, or with any member of the Personnel Committee.
First Baptist Church Personnel Committee
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1 Personnel Policies 1.1 Purpose The intent of First Baptist Church Hillsborough is to provide fair and equitable personnel policies and guidelines for all employees. It is important that each staff member read, understand and comply with the standards that have been established (acknowledgement of your having done so is required). These policies are to be administered without regard to race, color, gender, age, national origin or disability. The basic policies regarding personnel of First Baptist Church Hillsborough, prepared by the Personnel Committee and approved by the Pastor, the Diaconate, and the Church, are designated to cover the personnel administration of First Baptist Church Hillsborough.
1.2 Periodic Review These personnel policies and procedures will be reviewed periodically and updated as necessary.
1.3 Employee Notification All employees of First Baptist Church Hillsborough will be provided a copy of this manual along with revisions, as they become available.
1.4 Policies Not Covered in Manual The Pastor and the Chair of the Personnel Committee may resolve any personnel policy or procedural situation not covered herein. The Personnel Committee will consider whether revision to these policies is warranted.
2 Employment 2.1 Definition Employment is with the mutual consent of the employee and First Baptist Church Hillsborough. Consequently, both the employee and First Baptist Church Hillsborough have the right to terminate the employment relationship at any time. This employment “at will” relationship may not be modified by any oral or implied agreement.
2.2 Probationary Period Individuals receiving initial appointments to non-ministerial positions serve a probationary period of at least 90 calendar days from the date of hire. The probationary period serves as an extension of the selection process. It provides time for the new employee to adjust and allows the supervisor time to ensure the new employee can satisfactorily meet performance expectations before granting permanent status. The probation period provides an opportunity for a new employee to demonstrate the ability to perform the essential functions of his/her job. An employee may be separated during the probationary period, without right of appeal or hearing, for personal conduct detrimental to the agency. Upon successfully completion of the probationary period an employee is considered a permanent employee.
2.3 Resignation Employees are asked to give at least two weeks notice of voluntary termination. Additional notice is encouraged where possible.
3 Employee Definitions/Classifications 3.1 Definitions 3.1.1 Full Time Full time employment consists of a work schedule that usually requires the employee to work 30 or more hours per week. This can be either regular or temporary employment.
3.1.2 Part Time Part time employment consists of a work schedule that usually requires the employee to work less than 30 hours per week. This can be either regular or temporary employment.
3.1.3 Permanent Permanent employment refers to a job that is considered to be a permanent (nontemporary) position.
3.1.4 Temporary Temporary employment is employment for a specific project, job, or assignment for a period of six months or less. 2
3.2 Classification 3.2.1 Ministerial Staff 3.2.1.1 Pastor The Pastor is the spiritual leader of the Church and shall be in charge of the welfare and ministries of the Church. The Pastor shall proclaim the gospel in the community and to the world. The Pastor shall develop objectives in encouraging the membership to minister to one another, to the community, and to the world. The Pastor shall be in charge of the day-to-day Church administration, serving as chief executive officer and supervising the Church staff. The Pastor may serve as ex-officio member of any Church committee. The Pastor shall enter in a covenant relationship with the Church who may enunciate further responsibilities and arrangements. 3.2.1.2 Minister of Youth and Education The Minister of Youth and Education will be directly responsible for the coordination and support of the preschool, children, youth and adult Sunday school Programs. The Minister of Youth and Education will serve on behalf of the Pastor in working with the WMU and the Baptist Men in missionary and service activities. The Minister of Youth and Education will plan and implement a comprehensive program of Christian development for youth in accordance with our Church’s purpose and objectives. All activities and programs conducted by the Minister of Youth and Education will be fully coordinated with the goals, objectives and plans of the Pastor.
3.2.2 Program Staff 3.2.2.1 Organist The Church Organist shall be responsible for specific duties prescribed in a job description prepared by the Personnel Committee, and approved by the Pastor, Diaconate and Church membership. 3.2.2.2 Choir Director The Choir Director shall be responsible for specific duties prescribed in a job description prepared by the Personnel Committee, and approved by the Pastor, Diaconate and Church membership.
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3.2.3 Support Staff 3.2.3.1 Administrative Secretary The Administrative Secretary shall be responsible for specific duties prescribed in a job description prepared by the Personnel Committee, and approved by the Pastor, Diaconate and Church membership. 3.2.3.2 Bookkeeper The Bookkeeper shall be responsible for specific duties prescribed in a job description prepared by the Personnel Committee, and approved by the Pastor, Diaconate and Church membership. 3.2.3.3 Custodian Custodial services are provided on a contract basis. 3.2.3.4 Other Staff Members Other personnel, either full-time or part-time, shall be employed as needed by the Personnel Committee, as provided for in the Church budget. The Personnel Committee, with the advice of any other appropriate committee, shall prepare job descriptions for these positions.
4 Employee Recruitment/Selection 4.1 Applicant Assessment 4.1.1 Ministerial Staff Ministerial Staff are evaluated and appointed pursuant to the provisions of the Constitution and Bylaws of First Baptist Church Hillsborough.
4.1.2 Program Staff Persons considered for either full-time or part-time employment are to be interviewed, evaluated and recommended by the Personnel Committee in consultation with the Pastor. The Pastor and the Personnel Committee may appoint a Search Committee to identify, interview and recommend persons for Program Staff positions.
4.1.3 Support Staff Persons considered for full-time, part-time, permanent or temporary employment are
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interviewed, evaluated and recommended by the Personnel Committee in consultation with the Pastor. The Pastor may delegate the authority to hire certain staff members to a designated supervisor.
4.2 Reference Check As part of the application, all employees are required to submit three recommendations from previous employers. These references will be contacted.
4.3 Background Check Due to the nature of the business, all positions are designated as "positions of trust," and First Baptist Church will perform a full background check. Though a disqualification is possible, a previous conviction may not necessarily disqualify an applicant from consideration for employment, depending on the nature of the offense. However, if an applicant fails to reveal previous conviction, he/she will be disqualified from employment due to falsification of an application.
5 Employee Supervision 5.1 General Supervision The Pastor shall be charged with the general supervision and direction of all First Baptist Church Hillsborough employees.
5.2 Ministerial Staff The Pastor is under the immediate supervision of the Personnel Committee. All other ministerial staff members are under the supervision of the Pastor.
5.3 Program Staff The Pastor is the immediate supervisor of the Program Staff.
5.4 Support Staff The Pastor is the immediate supervisor of the Support Staff.
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6 Work Schedules The Pastor, in consultation with the Personnel Committee shall establish the Church business hours, which are currently Monday through Friday, 8:00 a.m. – 5:00 p.m. Parttime staff hours are determined by the needs of the position, and are established by either the Pastor or by a supervisor designated by the Pastor.
6.1 Pastor The Pastor is on call 24 hours a day. Regular office hours are to be kept, depending on the need for administration and counseling. The Pastor is entitled to 2 days off per week. In case of emergencies, this time should be taken during the following two-week period.
6.2 Minister of Youth and Education The Minister of Youth and Education is a full-time position. Regular office hours are to be scheduled and maintained, with approval of Pastor in conjunction with the Personnel Committee.
6.3 Administrative Secretary The Administrative Secretary is a full-time, hourly position (40 hours per week). Regular office hours are to be scheduled and maintained, with approval of Pastor in conjunction with the Personnel Committee.
6.4 Organist – Filled as one part-time position The Organist is a part-time position. Most of the Organist’s work will be accomplished on Wednesdays and Sundays. Other scheduling for preparation of music, extra rehearsals and special services will be decided in conjunction with the Pastor. Regular office hours are to be scheduled and maintained, with approval of Pastor in conjunction with the Personnel Committee.
6.5 Choir Director-Position combined with Organist The Choir Director is a part-time position. Most of the Choir Director’s work will be accomplished on Wednesdays and Sundays. Other scheduling for preparation of music, extra rehearsals and special services will be decided in conjunction with the Pastor. Regular office hours are to be scheduled and maintained, with approval of Pastor in conjunction with the Personnel Committee.
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6.6 Bookkeeper The Church Bookkeeper is a part-time position averaging about 10 hours per week. Work hours are to be scheduled and maintained, with approval of Pastor, in conjunction with the Personnel Committee.
6.7 Custodian The Church has engaged the services of a professional cleaning service. This a contract position and is not covered by the policies in this manual but the conditions described in the contract. The contract will be evaluated each year on or before the anniversary of the contract.
6.8 Break/Meal Periods During a full, regular workday, a fifteen-minute break period may be scheduled in the morning, and again in the afternoon. Break periods are counted as work time and may not be combined with meal periods, other break periods, or any type of leave. Break periods may not be used in order to report to work late or leave early. If breaks are not taken they may not be saved for use at a later date. Each full workday requires a lunch period, which must be at least thirty consecutive minutes long. During this time you must be completely free from all work.
7 Compensation 7.1 Salary Review Staff salaries are to be reviewed annually or more often if deemed necessary. The Personnel Committee will make salary recommendations to the Finance Committee for each budgetary year. Hiring salary will be based on educational qualifications, experience, and special training for the position. The Personnel Committee, in consultation with the Finance Committee, will set a hiring range for each staff position.
7.2 Salary Structure 7.2.1 Pastor Adequate compensation will be provided for salary and benefits. Provisions are to be
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made to reimburse the Pastor for all expenses incurred in the performance of his duties, so long as they do not exceed budgeted funds so designated. Expense reports are maintained on a regular basis.
7.2.2 Minister of Youth and Education Adequate compensation will be provided for salary and benefits. Provisions are to be made to reimburse the Minister of Youth and Education for all expenses incurred in the performance of his duties, so long as they do not exceed budgeted funds so designated. Expense reports are maintained on a regular basis.
7.2.3 Administrative Secretary Adequate compensation will be provided for salary and benefits.
7.2.4 Other Program & Support Staff Positions Program & Support Staff salaries are to be reviewed and recommended annually, or more often if deemed advisable.
7.3 Pay Periods Hourly employees are paid every other Friday and pay is current for that period. Other employees of First Baptist Church Hillsborough will be paid twice per month; on the 15th and the last day of the month. Amount paid covers the designated pay period, less deductions. Should the 15th or the end of the month fall on a weekend day, checks will be issued on the Friday prior to that weekend.
7.4 Employee Time/Leave Recording All staff members are required to report leave hours (e.g. vacation, sick/emergency, unpaid, etc) to the Church Bookkeeper in a timely manner for proper payroll and benefit recording. In addition, all staff members are required to document and report leave hours to the Personnel Committee on a monthly basis. A worksheet will be provided for this purpose. All staff members must provide a copy of their completed worksheet to the Personnel Committee by the 5th workday of each month. This documentation will allow the Personnel Committee to track the utilization and availability of leave hours for all staff members.
7.5 Payroll Deductions 7.5.1 Mandatory Deductions Federal and State law requires certain payroll deductions. For non-ministerial staff, these include Federal Income Tax Withholding, State Income Tax Withholding, Social 8
Security and Medicare. Churches have different payroll reporting obligations for ministers than non-ministers. Though employed by the church, ministers (as defined by IRS rules) are always selfemployed for Social Security tax (SECA) purposes, and are exempt from income tax withholding, although they and their church can always agree on voluntary withholding. Further guidelines/details are available from the Southern Baptist Annuity Board’s annual Minister’s Tax Guide, available at http://www.absbc.org, or by calling 1-800262-0511. Each paycheck stub will itemize all voluntary or required amounts that have been withheld. If there are questions about deductions, an employee should consult their immediate supervisor.
7.5.2 Optional Deductions Optional payroll deductions include life insurance, health insurance for family members and additional payments for pension plans an employee may elect to carry. The employee may secure family coverage by paying the additional premium which, if the employee desires, may be deducted from scheduled paychecks.
7.6 Overtime/Compensatory Time The employee’s immediate supervisor and the Personnel Committee must approve overtime and compensatory time in advance. It is the policy of First Baptist Church Hillsborough to use compensatory time off rather than overtime payments. If Pastor and the Personnel Committee approve compensatory time, it shall be earned at the rate of 1:1 (1 hour of compensatory time for each hour of overtime worked). Further, it is the policy of First Baptist Church Hillsborough that compensatory time should be taken within the pay period in which it is earned or within the next pay period. The Pastor and the Personnel Committee must approve paid overtime hours in advance. If overtime hours are approved, employees who work overtime will receive pay at their regular pay rate up to 40 hours per week, then at one-and-one-half times their regular pay rate over 40 hours a week. Some employees classified as salaried may be exempt from the overtime provisions of state and federal law due to their job classification.
8 Benefits 8.1 Eligibility Only permanent, full-time employees who work at least 30 hours per week are eligible to receive benefits. When one employee occupies multiple positions, the position having the greatest benefits applies. 9
8.2 Periodic Review Benefits offered (medical, life and disability insurance and retirement plan) shall be reviewed annually for each permanent, full-time staff position. This review shall include an assessment of the adequacy of current benefits and the need to increase or add to the current benefits offered to each employee of First Baptist Church Hillsborough.
8.3 Health Insurance All permanent full-time employees who work at least 30 hours per week are eligible for at least partial coverage of the cost of single-member medical insurance coverage.
8.4 Workers Compensation Worker’s Compensation Insurance automatically covers all employees at the time they are hired. First Baptist Church Hillsborough pays 100% of the premiums for this coverage. Employees must immediately report any work-related injury or illness to the supervisor.
8.5 Life Insurance Permanent full-time employees who work at least 30 hours per week may be eligible for term life insurance coverage, and may participate in plans such as one offered through the Southern Baptist Annuity Board or the Cooperative Baptist Fellowship. First Baptist Church Hillsborough does not contribute to the cost of this coverage, but the employee may have the premium payroll deducted.
8.6 Disability Insurance Permanent full-time employees who work at least 30 hours per week may be eligible for disability insurance coverage, and may participate in plans such as one offered through the Southern Baptist Annuity Board or the Cooperative Baptist Fellowship. First Baptist Church Hillsborough does not contribute to the cost of this coverage, but the employee may have the premium payroll deducted.
8.7 Annuities Permanent full-time employees who work at least 30 hours per week may be eligible to participate in annuity plans such as ones offered through the Southern Baptist Annuity Board or the Cooperative Baptist Fellowship. First Baptist Church Hillsborough does not contribute to the cost of participation, but the employee may have the contributions payroll deducted.
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9 Leave & Holidays 9.1 Eligibility All permanent employees earn paid leave at the rates described below. Temporary employees are not eligible for paid leave.
9.2 Annual Leave (Vacations) Annual leave will be arranged with as little disruption to the work schedule as possible. The employee’s supervisor must approve annual leave. Requests must be submitted far in advance, preferably 45 days for a vacation of one week or more, and generally should not be made for more than two weeks. Extended vacation requests (any period of time greater than five (5) days) must be submitted to the Pastor and approved by the Personnel Committee. Annual leave year shall run from January 1 through December 31. Annual leave shall be accrued at 1/24 total annual leave per pay period. Leave may not be taken in advance of that earned without prior approval of Pastor. Annual leave is provided in order that the employee may have a break from work. Therefore, all employees are encouraged to take their time accrued in full each year. Otherwise time accrued and not taken during the year will be lost at the end of the year. Electing payment for unused accrued vacation, in lieu of either taking vacation or losing vacation, is not an option. However, upon termination, employees will be paid for any unused annual leave accrued within that year through date of termination. Report of leave balance (according to leave reported to date) will be reflected on the employee’s paycheck. When one staff member holds multiple positions, his/her annual leave is based on the position with the greatest allotment.
9.2.1 Pastor The Pastor is eligible for the following annual leave, based on length of time employed: • • •
0 - 3 years of service: 3 weeks per year (accrued at 5 hours per pay period) >3 – 5 years of service: 4 weeks per year (accrued at 6.67 hours per pay period) 5+ years of service: 4 Weeks per year plus 2 additional Sundays (accrued at 6.67 hours per pay period)
In addition, 2 weeks for revivals, conferences and/or continuing education are provided annually.
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9.2.2 Minister of Youth and Education The Minister of Youth and Education is eligible for the following annual leave, based on length of time employed: • • •
0 - 3 years of service: 2 weeks per year (accrued at 3.33 hours per pay period) >3 – 5 years of service: 2 weeks per year plus 3 additional days (2 of these days may include Sunday) (accrued per pay period) 5+ years of service: 3 weeks per year (accrued at 5 hours per pay period)
In addition, 1 week for conferences and/or continuing education is provided annually.
9.2.3 Administrative Secretary The Administrative Secretary is eligible for the following annual leave, based on length of time employed: • • •
0 - 3 years of service: 2 weeks per year (accrued at 3.335 hours per pay period) >3 – 5 years of service: 2 Weeks per year plus 2 additional days (accrued per pay period) 5+ years of service: 3 weeks per year (accrued at 5 hours per pay period based on 30 hour work week)
In addition, 1 week for conferences and/or continuing education is provided annually.
9.2.4 Organist The Organist is eligible for the following annual leave, based on length of time employed: • • •
0 – 3 years of service: 2 Sundays and 2 Wednesdays >3 – 5 years of service: 6 Days per year (not to exceed 4 Sundays) 5+ years of service: 8 Days per year (not to exceed 5 Sundays)
9.2.5 Adult Choir Director The Adult Choir Director is eligible for the following annual leave, based on length of time employed: • • •
0 – 3 years of service: 2 Sundays and 2 Wednesdays >3 – 5 years of service: 6 Days per year (not to exceed 4 Sundays) 5+ years of service: 8 Days per year (not to exceed 5 Sundays)
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9.3 Sick/Emergency Leave It is occasionally necessary for an employee to be absent from work due to sickness or for personal reasons. The employee may use Sick/Emergency leave days for illness experienced by the employee, or the employee’s spouse or child. When Sick/Emergency leave is requested for reasons other than illness, approval must be obtained in advance from the Personnel Committee. Sick/Emergency leave accrues annually at 1/24 leave per pay period. For example, a permanent employee working 40 hours per week, accrues 3.33 (80 hours / 24) hours Sick/Emergency leave per pay period. Unused Sick/Emergency leave does not accumulate from year to year and cannot be “cashed-in” upon termination of employment.
9.3.1 Pastor The Pastor is eligible for 10 days of paid Sick/Emergency leave per year.
9.3.2 Minister of Youth and Education The Minister of Youth and Education is eligible for 10 days of paid Sick/Emergency leave per year.
9.3.3 Administrative Secretary The Administrative Secretary is eligible for 10 days of paid Sick/Emergency leave per year.
9.3.4 Organist The Organist is eligible for 4 days of paid Sick/Emergency leave per year.
9.3.5 Adult Choir Director The Adult Choir Director is eligible for 4 days of paid Sick/Emergency leave per year.
9.4 Bereavement Leave In the case of death in the immediate family of a permanent employee (spouse, child, parent, and in-laws), the Pastor and/or the Chair of the Personnel Committee can automatically grant up to three days leave, with pay. If additional time is needed, this time can be taken from Sick/Emergency leave upon the approval of the supervisor or from vacation time upon the request of the employee.
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9.5 Leave Due to Inclement Weather When services are officially cancelled or the Church office is officially closed (see Inclement Weather Policy in Appendix), employees will be paid for scheduled work hours that occur during the period that the Church office is closed as if they reported for work. If, however, a permanent employee elects not to report to work due to inclement weather on a regular business day determined “open” (per Pastor), that time may be made up at a later date or be charged against vacation and/or Sick/Emergency time or taken without pay. Employees who choose to work, in the church office, during the hours that the church office has been officially closed due to inclement weather should report on their time sheet actual hours worked as normal. Hours available to employees as a result of the Church office closing due to inclement weather may not be taken in addition to actual hours worked.
9.6 Maternity or Paternity Leave Permanent employees may be eligible for up to 12 weeks of Maternity/Paternity Leave. Requests for Maternity/Paternity Leave shall be submitted to and approved by the Pastor and the Personnel Committee. Accrued annual leave and/or Sick/Emergency leave days may be applied toward the leave as paid time-off. The balance of the timeoff, not covered by vacation and/or Sick/Emergency leave, is treated as unpaid time-off. This policy applies equally to the adoption of a child.
9.7 Civil Leave A Church staff member called for jury duty or as a court witness shall receive leave with pay for such duty during the required absence without charge to vacation or sick leave.
9.8 Additional Time Off Any additional time taken by staff members must be taken without pay and must be approved in advance by the Pastor in consultation with the Personnel Committee.
9.9 Holidays The following are observed as paid holidays: • • • • • •
New Year’s Day Monday in Easter Week Memorial Day Independence Day Labor Day Thanksgiving Day and day after 14
•
Two work days at Christmas
10 Performance Management The goal of performance management is to provide clear job descriptions, expectations for work performance and personal conduct, periodic performance evaluations, and a process for addressing deficiencies in work performance or personal conduct.
10.1 Job Descriptions The Personnel Committee will provide every staff member with a job description clearly summarizing the expectations and responsibilities of his/her position. Job descriptions will be reviewed annually or more often if deemed necessary by either the staff member or the Personnel Committee. The Personnel Committee will use each job description as a tool for: • • • •
interviewing and placement; studying salaries and benefits of comparable positions; balancing workflow and monitoring job content; evaluating work performance.
10.2 Work Performance and Personal Conduct Expectations Employee work performance and personal conduct must support and promote the mission and objectives of First Baptist Church Hillsborough.
10.2.1 Work Performance Employee work performance directly impacts the mission and ministries of First Baptist Church Hillsborough. Work performance is defined by such factors as: • • • • • • • •
quality of work quantity of work work habits timely performance of work accuracy of work attendance safety practices ability to follow instructions, directions or procedures
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10.2.2 Personal Conduct Employee actions reflect directly on First Baptist Church Hillsborough; therefore all employees are expected to conduct themselves in a manner that reflects favorably on the church. Inappropriate personal conduct includes behavior for which no reasonable person would expect to be forewarned that the behavior is wrong, and could result in severe discipline. Examples of inappropriate personal conduct include, but are not limited to: • • • • • • • •
• • • •
Negligence or any careless action that endangers the life or safety of another person. Disorderly conduct, threatening or intimidating language or behavior. Spreading malicious gossip and/or rumors, or engaging in behavior designed to create discord and lack of harmony. Abuse, misuse, theft, or the unauthorized possession or removal of church property or the personal property of others. Falsifying or making a material omission on church records, reports or other documents. Unauthorized release of confidential information. Possession of a dangerous weapon while on duty. Violation of any law adversely affecting the church, or conviction in court of any crime that may cause the employee to be regarded as unsuitable for continued employment. Engaging in unethical or immoral acts. Insubordination. Violation of First Baptist Church Hillsborough’s policy on alcohol, drugs and controlled substances. (See Appendix) Violation of First Baptist Church Hillsborough’s policy on sexual harassment. (See Appendix)
10.3 Performance Evaluations The Personnel Committee will prepare and administer performance evaluations annually. In order to allow for a full calendar year assessment, the evaluation period for all employees will be during the month of January. A performance evaluation consists of the following: • Completed FBC Personnel Form: Employee Self-Evaluation • Completed FBC Personnel Form: Performance Evaluation • Completed FBC Personnel Form: Sexual Harassment Questionnaire
10.3.1 Employee Self-Evaluation Each staff member must complete a self-evaluation form during the performance evaluation period. The Personnel Committee will provide this form. 16
10.3.2 Performance Evaluation The Personnel Committee must complete a performance evaluation form for each staff member during the performance evaluation period. Written input from the pastor and appropriate committees/organizations will be solicited. In addition, church members will have an opportunity to submit written input during the performance evaluation period. A satisfactory performance evaluation does not guarantee a salary increase nor does it alter the “at will” employment relationship between First Baptist Church Hillsborough and the staff member.
10.3.3 Sexual Harassment Questionnaire Each staff member must complete a confidential sexual harassment questionnaire during the performance evaluation period. The Personnel Committee will provide this questionnaire.
10.4 Disciplinary Actions for Work Performance Reasonable efforts must be made by the Pastor and/or the Personnel Committee to informally address deficiencies in work performance. Reasonable efforts include open discussions to determine the cause(s) of any deficiency, and the identification of available resources to improve work performance. If the Personnel Committee determines by majority vote that any employee continues to perform inadequately, the Personnel Committee must follow the process outlined below.
10.4.1 First Disciplinary Action At least two members of the Personnel Committee must meet with the employee to inform him/her verbally and in writing, using FBC Personnel Form: Record of Disciplinary Action for Work Performance, that he/she is being disciplined for unsatisfactory work performance. The Personnel Committee must: • • • • • • •
specify the performance deficiencies; review any previous discussions concerning the performance deficiency; document factors which contribute to or account for lack of improvement; indicate the corrective measures to be taken; define a reasonable time frame for improvement; describe the consequences if satisfactory improvement is not made in a reasonable period of time; and provide an opportunity for the employee to respond in writing. 17
At the conclusion of this discussion, the employee and the representatives of the Personnel Committee must sign the completed FBC Personnel Form: Record of Disciplinary Action for Work Performance. A copy of the signed form will be given to the employee, and the original will be placed in the employee’s personnel file. The chair of the Personnel Committee or his/her designee must notify the executive board of the Diaconate of the above action within 3 days. The original FBC Personnel Form: Record of Disciplinary Action for Work Performance will be removed from the employee’s personnel file if: 1. the deficiency has been corrected within the defined time frame for improvement and, 2. the deficiency does not reoccur for a period of 12 months following the defined time frame for improvement.
10.4.2 Second Disciplinary Action If the employee continues to perform unsatisfactorily, a second meeting will be conducted in the same manner as the first disciplinary action meeting. The representatives of the Personnel Committee must inform the employee during this meeting that any further unsatisfactory work performance may result in the following: • •
for all ministerial staff, including the Pastor – notification to the Diaconate for further action. for program and support staff – dismissal.
The chair of the Personnel Committee or his/her designee must notify the executive board of the Diaconate of the above action within 3 days. The original FBC Personnel Form: Record of Disciplinary Action for Work Performance will be removed from the employee’s personnel file if: 1. the deficiency has been corrected within the defined time frame for improvement and, 2. the deficiency does not reoccur for a period of 12 months following the defined time frame for improvement.
10.4.3 Third Disciplinary Action If the employee continues to perform unsatisfactorily, the Personnel Committee will take the following action: •
for all ministerial staff, including the Pastor – notification to the Diaconate for further action at a regularly scheduled or specially called meeting. 18
•
for program and support staff – dismissal, as defined in the church bylaws.
The Pastor or ministerial staff member will be notified of the above action prior to the regularly scheduled or specially called meeting of the Diaconate. Out of respect for all parties, special care will be taken to reduce the amount of time between notification to the employee and notification to the Diaconate. The executive board of the Diaconate will be notified of program or support staff dismissal on the day the employee is dismissed. Timely and appropriate notification to the church membership will follow.
10.5 Disciplinary Actions for Personal Conduct See Section 10.2.2 Personal Conduct for examples of inappropriate personal conduct. Disciplinary action for personal conduct need not be successive. When the Personnel Committee determines by majority vote that any staff member has conducted himself or herself inappropriately, at least two members of the Personnel Committee must meet with the employee. The staff member will be informed verbally and in writing, using FBC Personnel Form: Record of Disciplinary Action for Inappropriate Personal Conduct, that he/she is being disciplined for inappropriate personal conduct. At the conclusion of this discussion, a copy of the form will be given to the employee, and the original will be placed in the employee’s personnel file. Depending on the severity of the conduct: • program or support staff members may be counseled, suspended, or dismissed by the Personnel Committee. This action may occur without any prior warning to the employee. • ministerial staff members, including the Pastor, may be counseled or suspended by at least two members of the Personnel Committee along with the chair of the Diaconate or his/her designee. This action may occur without any prior warning to the employee. The executive board of the Diaconate will be notified of any action for personal conduct on the day the action is taken. Timely and appropriate notification to the church membership will follow.
11 Employee Grievances Employees of First Baptist Church Hillsborough have a right to present grievances to the Pastor, to the Personnel Committee, or to the executive board of the Diaconate.
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11.1 Grievance Procedures Grievances must be presented using the procedures outlined below. 1. The employee will submit a written statement identifying his/her grievance to the Pastor, and/or the Personnel Committee, and/or the executive board of the Diaconate. A copy of the written statement will be placed in the employee’s personnel file. 2. The recipient(s) of the written grievance will review the grievance and schedule a meeting with the employee. 3. If needed, a second meeting will be scheduled to include the recipient(s) of the written grievance, the employee, and all parties referred to in the grievance. •
•
• •
•
Depending on the nature of the grievance, the Pastor, the chairman of the Personnel Committee, or the chairman of the Diaconate will facilitate this meeting. The employee may invite one additional person to accompany him/her to the meeting who may address those attending and confer with the employee, but will not be permitted to answer questions on behalf of the employee. The employee and his/her representative will be excused from the meeting while the others in attendance determine a course of action. The facilitator will notify the employee within 24 hours of the determined course of action. If more time is needed, the employee will be notified and the group will have 7 days to determine a course of action. The final decision will be documented and filed in the employee’s personnel file. A copy will be provided to the employee.
4. All meetings convened to address employee grievances will be documented.
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Appendix I: Policies Non-Discrimination Policy First Baptist Church Hillsborough is committed to equal employment opportunities for all qualified persons without regard to race, color, ancestry, national origin, sex, marital status, physical handicap, medical consideration, or age, to the extent required by law. At its discretion, First Baptist Church Hillsborough may require religious qualifications.
Smoking Policy First Baptist Church Hillsborough is a “Smoke Free” facility. Smoking by Church employees within the Church facilities is prohibited.
Sexual Harassment Policy Sexual harassment is a form of discrimination involving unwelcome sexual or sex-based conduct that interferes with the employment of others. Harassing behaviors can be verbal, non-verbal, or physical, and range from subtle innuendo of a sexual nature to coerced sexual activity. Sexually harassing behavior creates an intimidating, offensive, or hostile work environment and should be reported immediately to the Pastor and/or the Personnel Committee. First Baptist Church Hillsborough maintains a strict policy prohibiting unlawful harassment, including sexual harassment. Sexual harassment violates First Baptist Church Hillsborough policy, as well as Federal law, and employees should be aware that substantiated incidents of such behavior could result in disciplinary action for offenders as severe as dismissal. In addition, people who engage in sexual harassment may be subject to civil or criminal action. Either men or women may be sexually harassed, and the law protects both equally from this discrimination. Each employee must sign a statement during the employment process stating that they have received, read and understand First Baptist Church Hillsborough’s Sexual Harassment Policy and Procedure, as well as attend any required workshops. Each employee must complete a Sexual Harassment Questionnaire annually during his/her performance evaluation period.
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Alcohol, Drugs and Controlled Substance Policy The use, sale, transfer, possession or being “under the influence” of alcohol, drugs or controlled substances when on duty is prohibited. “Under the influence” for the purpose of this policy is defined as being unable to work in a safe or productive manner and/or being in a physical or mental condition which creates a risk to safety and well being of the affected employee, other co-workers, the public, or First Baptist Church Hillsborough property. The employee’s immediate supervisor will make this determination. Violation of this policy may result in disciplinary action, up to and including dismissal
Confidential Disclosures Policy Many First Baptist Church Hillsborough records contain sensitive material and shall not be left unattended where others can view it. Sensitive information will be disclosed only to persons that demonstrate a legitimate “need to know.” Requests for disclosure of sensitive information must be addressed to the Pastor. Violation of this policy may result in disciplinary action, up to and including dismissal.
Inclement Weather Policy The Pastor of First Baptist Church, in consultation with the Board of Deacons, will make decisions to cancel church services, activities or events, close the church or delay opening the church office due to inclement weather conditions or the threat thereof. The Pastor or his/her designee is responsible for notifying local television and radio stations of church service delays or cancellations. In addition, efforts should be made to update the church answering machine to reflect delayed or cancelled services as well as changes to office hours that have resulted from inclement weather conditions.
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Appendix II: Mission/Purpose Statement Mission/Purpose Statement The First Baptist Church Hillsborough, North Carolina exists as a body of believers called together to worship, fellowship, witness, educate and minister in accordance with the Holy Bible and in the name of Jesus Christ. We are a corporate body of believers, a whole body composed of individuals each with a personal relationship with our God through Jesus Christ. We are members of the Church as each of us is a member of the body of Christ, for it is through this Church at this time that we have chosen to serve Christ. We come together as servants to our Lord to worship openly and joyously, to share fellowship with and bear witness to the world of our maturing faith in God and His salvation, and to minister to believer and nonbeliever, because our Lord gave us the charge to love and serve our neighbors. Without this purpose, we are a building and individuals. With this purpose, we are a vibrant and effective instrument in fulfilling Christ’s commission to His presence in the world today.
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Appendix III: Objectives Objectives First Baptist Church Hillsborough embraces the following objectives: • • • • • • •
to dedicate our Church to leading the lost to Jesus Christ, to minister to those in our community who have needs that they cannot meet alone and who need assistance in being made whole in Christ, to offer spiritual leadership directly by participating in Church groups and indirectly by example in the way we live our lives daily, to fully support missions with our prayers, enthusiasm, and stewardship, to provide Christian education and discipleship training to persons of every age, to work in our community with other congregations in activities to the glory of God and the salvation of humankind, and to minister particularly to children and youth because they need Christian guidance, to senior adults who need to feel fellowship and purpose in our Church, to families who need a place to grow in Christian grace, to those without companions who need to know that they are never alone with Christ as their Savior, and to those who are new in our community and seek to know an abundant Christian life through a local fellowship of believers.
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Appendix IV: Church Covenant Church Covenant Conscious of the presence of God and our covenant with God, we most solemnly and joyfully enter into the covenant with one another. We promise to strive together for the advancement of this Church body in knowledge, holiness, and spiritual comfort; to contribute cheerfully and regularly to the expenses of the Church, the relief of the poor, and to the spread of the gospel throughout all nations. We also promise to cultivate our prayer life; to religiously educate our children; to seek the salvation of our kindred acquaintances; to be cautious and alert to the ways of the world and its effects on our lives; to be just in our dealings, faithful in our engagements, exemplary in our deportment; and to be zealous in our efforts to advance the kingdom of our savior. We further promise to walk together in Christian love and empathy, giving and receiving guidance with affection and mild and patient disposition; to remember each other in prayer; to aid each other in sickness and distress; to be slow to take offense, but always ready for reconciliation and mindful of our Savior’s directive to secure it without delay. We moreover promise that when we leave this fellowship, we will as soon as possible unite with some other Church where we can carry out the principles of God’s Word and the spirit of the covenant.
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Employee Statement of Acknowledgement This is to acknowledge that I have received a copy of the First Baptist Church Hillsborough’s Personnel Policies and Procedures. I understand that it provides guidelines and summary information about First Baptist Church Hillsborough’s personnel policies, procedures, benefits and rules of conduct. I also understand that it is my responsibility to read, understand, become familiar with, and comply with the standards that have been established. I further understand that First Baptist Church Hillsborough reserves the right to modify, supplement, rescind, or revise any provision, benefit, or policy from time to time, with or without notice, as it deems appropriate. I also acknowledge that both First Baptist Church Hillsborough and I have the right to terminate the employment relationship at any time, with or without cause, and that this employment “at will” relationship will remain in effect throughout my employment with First Baptist Church Hillsborough unless it is specifically modified by an express written agreement signed by me and the Personnel Committee of First Baptist Church Hillsborough. I further acknowledge that this employment “at will” relationship may not be modified by oral or implied agreement.
Employee’s Name (Please Print)
Employee’s Signature
Date
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