PROPOSED BY-LAWS COVER SHEET
The By-laws review team has worked very hard on reviewing, changing and discussing our current By-laws. We hope to
have presented to you By-laws that will help our church organization flow more fluently and simplified. We found it
necessary to delete, add, decrease members or totally restructure some committees or positions. This cover sheet
was created to give you a general idea of the major changes to the By-laws. It is not intended to serve as a complete list
of changes. It is recommended that you review and compare the current By-laws with this revised proposed edition.
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Deleted the following committees because they no longer exist, they are carried out by other committees or
they have been included in other descriptions.
o Brotherhood Director
o Church Reporter/Communication
o Assistant Discipleship Training Director
o Organist and Pianist
o Assistant Organist or Pianist
o Parliamentarian
o Assistant Sunday School Director
o Personnel Committee
o Recreation Committee
o Preschool-Children’s Committee
o Communion Committee
o Church Programs Section
Created an Appendix Section to allow the church to maintain order while also allowing for changes to committee
focus or structure without having to change the By-laws.
Created a Childhood Committee
Moderator - restructured
Building and Grounds Committee – changed number of members
Cemetery Committee – changed members to trustees only
Church Council – restructured
Finance Committee – restructured
Usher Committee – restructured
Change age for the Youth to include 6th grade and children to include up to 5th grade
Changed the time of notice for By-Law changes to two weeks from four weeks
Created a Missions Team
Proposed By-Laws of
Laurel Hill Baptist Church
I. MEMBERSHIP Section 1.
General
This is a sovereign and democratic Baptist church under the lordship of Jesus Christ. The membership has
the right of self-government in all phases of the life of this church.
The membership reserves the right to determine who shall be members of this church and the conditions of
such membership.
Section 2. Candidacy
Candidates will participate in the church's new member class and then be presented to the church at any
regular church service for membership in any of the following ways:
(1) By profession of faith and baptism.
(2) By promise of a letter of recommendation or transfer from another Baptist church or a church of
similar doctrine and belief.
(3) By a statement of faith and having already been baptized.
Section 3. Voting Rights of Members
Each member of the church, 16 years of age or older, is entitled to vote at all elections and on all questions
submitted to the church in business meetings, provided the member is present.
Section 4. Termination of Membership
Membership shall be terminated in the following ways:
(1) death
(2) transfer to another church
(3) exclusion by action of this church
(4) individual request for withdrawal
Section 5. Discipline
(1) It will be the basic purpose of Laurel Hill Baptist Church to emphasize to its members that every
reasonable measure will be taken to assist any member. The pastor, other members of the church
staff, and deacons are available for counsel and guidance. Redemption rather than punishment
should be the guideline, which govern the attitude of one member toward another.
(2) Should some serious condition exist which would cause a member to become a liability to the
general welfare of the church, every reasonable measure will be taken by the pastor and by the
deacons to resolve the problem. A spirit of Christian kindness and forbearance shall pervade all such
proceedings. But, finding that the welfare of the church will best be served by the exclusion of the
member, the church may take this action by a majority vote of the members present at a meeting
called for this purpose; and the church may proceed to declare the offender to be no longer in the
membership of the church.
(3) Any person whose membership has been terminated for any condition which has made it necessary
for the church to exclude him/her may upon his/her request be restored to membership by a vote of
the church upon evidence of his/her repentance and reformation.
II. PASTOR AND PAID STAFF
Section 1. Pastor
The pastor is responsible for leading the church to function as a New Testament church. The pastor will lead
the congregation, the organizations, and the church staff to perform their tasks. The pastor is leader of
pastoral ministries in the church. As such the pastor works with the deacons and church staff to: (1) lead the
church in performing its tasks: (2) lead the church to engage in a fellowship of worship, witness, education,
ministry, and application; (3) proclaim the gospel to believers and unbelievers: and (4) care for the church's
members and other persons in the community and (5) supervise paid staff.
A pastor shall be chosen and called by the church whenever a vacancy occurs. The election shall take place
at a meeting called for that purpose, of which at least two weeks public notice has been given.
The Pastor Search Committee shall be elected by the church to seek out a suitable pastor, and its
recommendations will constitute a nomination. The committee shall bring to the consideration of the church
only one name at a time. Election shall be by ballot at the conclusion of a regular Sunday morning worship
service. An affirmative vote of three-fourths quorum is necessary for a choice. The pastor, thus elected, shall
serve until his request or the church's request terminates the relationship. The pastor shall give at least two
weeks notice at the time of resignation before terminating his responsibilities as pastor. The search
committee will work with the pastor in helping with his transition and needs for the first year of his
service. Following this one year period the Deacons will continue this interaction with the pastor.
Section 2. Music Director
The music director shall work with the pastor and the music committee in selecting appropriate music for
each service. They will be responsible for recruiting and coordinating accompanist. If at some point the
music director chooses to resign, at least two weeks notice at the time of resignation shall be given.
Section 3. Paid Staff
The church shall employ such staff members as needed. When the need for a new paid staff position
arises, a new job description shall be written. Support staff members shall be recommended to the
church by the appropriate committee and employed by church action. Ministerial staff be shall be
recommended to the church by an elected search committee and employed by church action. If at some
point a staff member chooses to resign, at least two weeks notice at the time of resignation shall be given.
III. CHURCH OFFICERS
All church officers must be members of the church. A detailed job description is available upon request. In
the event of a vacancy the nominating committee shall present to the church a candidacy for election.
Section 1. Augusta Association Executive Committee Representative
The church shall elect annually an Augusta Association executive committee representative. It is the duty of
this representative to serve on behalf of our church.
Section 2. Clerk
The church shall elect annually a church clerk. It is the duty of this person to keep in a suitable book a
record of all the actions of the church, except as otherwise herein provided. The clerk is responsible for
keeping a register of the names of members, with dates of admission, transfer, or death, together with a
record of baptisms. The clerk shall issue letters of transfer voted by the church, preserve on file all
communications and written official reports. All church records are church property.
Section 3. Deacons
There shall be nine deacons who will serve on a rotational basis. Each year the term of office of one third of
the number of deacons shall expire. The Deacons in consultation with the Pastor shall generate a list of
possible candidates. The Pastor and a Deacon shall personally visit each nominee to determine that the
candidate is aware of the responsibility and is willing to accept the office of Deacon.
In the case of death or removal or incapacity to serve, the church may elect a deacon to fill the unexpired
term. After serving a term of three years, a Deacon shall be eligible for reelection only after the lapse of at
least one year. Deacons are ordained for life.
In accordance with the meaning of the work and the practice of the New Testament, Deacons are to be
servants of the church. The task of the Deacon is to serve with the Pastor and staff in performing pastoral
ministries tasks: proclaim the gospel to believers and unbelievers; care for church members and other
persons in the community; lead the church to engage in a fellowship of worship, witness, education,
ministry and the Lord’s Supper.
Section 4. Financial Secretary
The church shall elect annually a church financial secretary. It is the duty of the financial secretary to list
and record all offerings, distribute individual reports to contributors, and order envelopes.
Section 5. Moderator
The church shall elect annually a moderator who shall serve no more than three consecutive one year
terms. They will be moderator of all meetings for the transaction of business. They shall see that
business meetings are conducted in an orderly manner according to parliamentary procedure using
Roberts Rules of Order as a guideline.
Section 6. Sunday School Director
The church shall elect annually a Sunday school director to coordinate and organize classes for all ages to
teach the Bible.
Section 7. Treasurer
The church shall elect annually a church treasurer. It shall be the duty of the treasurer to receive, preserve,
and pay out, upon receipt of vouchers approved and signed by authorized personnel, all money, or things of
value (with the exception of the cemetery funds) paid or given to the church, keeping at all times an
itemized account of all receipts and disbursements and give a quarterly report at the quarterly business
meetings. The treasurer's records shall be audited annually by the finance committee. The treasurer shall be
bonded.
Assistant Treasurer: Assist treasurer in performing the duties as needed. The assistant treasurer will be
bonded.
Section 8. Trustees
There shall be a total of three trustees to hold in trust the church property. Trustees elected subsequently to
2011 are elected to a five year term. They shall have no power to buy, sell, mortgage, lease, or transfer any
property without a specific vote of the church authorizing each action. It shall be the function of the trustees
to sign all legal documents involving the sale, mortgage, purchase or rental of property or other legal
documents where the signatures of trustees are required. They shall review the insurance policies of the
church at least annually and recommend changes in insurance coverage to meet the changing needs of the
church. Trustees shall prepare an annual report on the insurance needs of the church and present the report
at a called business meeting prior to renewal for acceptance and approval by the church body.
In the event of a vacancy the nominating committee shall present to the church a candidate for election.
The candidate will require a majority vote.
Section 9. Women On Missions Director
The church shall elect annually a WOM director. It is the duty of this person to coordinate and organize
missions.
IV. COMMITTEES AND COORDINATING GROUPS
Section 1. General
All church committee members shall be recommended by the nominating committee and elected by the
church unless otherwise indicated in the description below. All committee chairmen shall be members
of the church.
Section 2. Baptismal Committee
The baptismal committee is responsible for preparing and maintaining the baptistry. They are also
responsible for assisting candidates when needed.
Section 3. Buildings & Grounds Committee
The buildings and grounds committee assists the church in matters related to property and space. Its
work includes such areas as maintaining all church properties for ready use, recommending the use of
church facilities, recommending policies regarding use of properties, and recommending employment of
maintenance personnel. The buildings and grounds committee shall evaluate and supervise
maintenance personnel. The buildings and grounds committee members are the three trustees and four
people elected at large of which two shall be women.
Section 4. Cemetery Committee
The cemetery committee, made up of the trustees, is responsible for the sale, layout and general
maintenance of the cemetery. They are responsible for the fiduciary control of the cemetery funds.
Section 5. Church Council
The purpose of the council shall be to guide the church in fulfilling its mission. They will
recommend and review programs, activities and ministries with the purpose of keeping them in line
with the church’s mission. They will be responsible for a bi-annual review of the church by-laws
recommending changes necessary to design the church organizational structure to focus on meeting
outlined goals and objectives.
The council shall have as regular members the Pastor, Discipleship Training Director, chairman of
the Deacons, Treasurer, Missions Director, representative of the music committee and 2 at large.
All matters changing the structure, worship or missions of the church shall be referred to the church
for approval.
Section 6. Finance Committee
The finance committee shall consist of the Pastor, Treasurer(s), and three at large members and shall
appoint a chairman. The finance committee develops and recommends the annual budget using sound
financial principles and with considering funding requests from committees and officers. They shall
have charge of all monies of the church and shall develop financial procedures for handling receipts
and disbursements. They may, at their own discretion, allow designated fund-raising activities or
authorize special expenditures by reallocating unused funding from the approved budget; but at no
time exceeding the total church budget. The committee shall periodically review the financial
condition of the church and inform the church of funding or budgeting needs. They shall audit the
treasurer(s)’s books annually and report to the church at a regular business meeting, generally in
March.
Section 7. Nominating Committee
The six member nominating committee coordinates the staffing of all church leadership positions that
are filled by volunteers. The nominating committee recommends persons for all volunteer positions to
be elected by the church. The committee will have two members rotating off each year and the current
nominating committee will select the two members each year to be voted on with the other officers.
V. ORDINANCES/WORSHIP
Section 1. Worship Services
The church shall meet regularly for worship. Worship services will be open to all people and shall be
conducted under the guidance of the pastor or the pastor’s designee.
Section 2. Baptism
A person who receives Jesus Christ as Savior by personal faith; who professes Him publicly at any
worship service: and who indicates a commitment to follow Christ as Lord, shall be received for
baptism.
1. Baptism shall be by immersion.
2. Baptism shall be administered by the pastor or whomever the pastor shall authorize.
3. Baptism shall be administered as an act of worship during any worship service.
Section 3. Lord's Supper
The Lord's Supper is a symbolic act of obedience whereby members of the church and other Christians
who are present, through partaking of the bread and fruit of the vine, commemorate the death of Jesus
Christ and anticipate his second coming.
1.
2.
3.
The Lord's Supper shall be observed at least quarterly, preferably the first Sunday of the quarter, or
as otherwise scheduled.
The pastor and deacons shall be responsible for the administration of the Lord's Supper.
The Deacons shall be responsible for the physical preparations of the Lord's Supper.
VI. CHURCH BUSINESS MEETINGS
Section 1. Parliamentary Rules
Robert's Rules of Order, Revised, is the authority for parliamentary rules of procedures for all business
meetings of the church. All motions shall be passed by a majority vote unless otherwise stated in the
bylaws.
Section 2. Quorum
A quorum will consist of twelve (12) voting age members.
Exception: The call of a pastor or the sale or purchase of real estate shall require thirty-five (35) voting
age members. An affirmative action requires a three-fourths vote of those present.
Section 3. Regular Business Meetings
Regular business meetings shall be held on the second Wednesday night of each quarter (September,
December, March, and June). New business requiring calling or dismissing paid staff, purchase or
sale of real property, or financial matters of $2,000 or more shall require a two weeks notice or a
special called business meeting.
Section 4. Called Business Meetings
Called business meetings may be held to consider special matters of significant nature. A two-week
notice of the subject, date, time, and location must be given for the called business meeting.
Unadvertised new business shall not be considered at a called business meeting.
VII. CHURCH FINANCES
Section 1. Accounting Procedures
All funds for any and all purposes, except for the cemetery funds, shall pass through the hands of the
church treasurer and be properly recorded on the books of the church.
Good financial practices recommend that multiple bids be obtained for larger purchases.
A system of accounting policies and procedures that will adequately provide for the handling of all
funds shall be the responsibility of the finance committee.
Section 2. Budget
The finance committee, in consultation with all church committees, shall prepare and submit to the
church for approval a unified budget, indicating by items the amount needed and sought for all church
ministries. The budget shall be voted on at the quarterly business meeting held the second Wednesday
night of December. "
Giving to support the mission of this church is-encouraged.
Section 3. Fiscal Year
The fiscal year of the church shall begin January 1 and end December 31.
Section 4. Special Offerings
Laurel Hill Baptist Church encourages a unified budget system with any offerings taken in addition to:
Alma Hunt Offering, Annie Armstrong Offering, or Lottie Moon Offering be approved by the Finance
Committee.
VIII. AMENDMENTS
Changes in this constitution and bylaws may be made at any business meeting of the church, provided
each amendment shall have been presented in writing with two (2) weeks notice, and copies of the
proposed amendment be furnished to each member present. Amendments to the constitution and bylaws
shall be by three-fourths vote of all members of the church present.
Volunteer and Committee Appendix to Laurel Hill’s By-laws
1. Preamble:
Focused and productive volunteers and committees are vital to the proper operation of the church to allow
Laurel Hill to meet stated goals and objectives. This appendix to the by-laws is created to allow the church to
maintain order while also allowing for changing committee focus or structure as conditions demand without
necessitating a by-law change. In situations where the wording in this document contradicts wording of the bylaws, it should be noted that guidance for volunteers and organizations in this appendix should only apply to
this appendix and not positions or organizations incorporated within the by-laws document. Should the
contradictory wording still present a governance issue, the wording of the by-laws shall take precedence.
It is desired to establish a rotating committee membership, replacing only 1/3 of the members in any given year.
Unless otherwise stated, all volunteers shall serve a three year term. Unless otherwise stated, the separating
member may be reappointed to the committee as recommended by the nominating committee.
Volunteers shall be recommended by the nominating committee and shall be confirmed by majority of vote at a
scheduled business meeting. Should a volunteer be unable or unwilling to complete the three year term, the
nominating committee shall seek a replacement. The nominating committee may recommend shorter terms for
a volunteer in order to maintain the desired rotating membership.
The nominating committee shall also approve additions and deletions to positions and organizations within this
Appendix and report any such changes to the church at the next scheduled business meeting. The need for
additions or deletions to positions or organizations shall be justified to supporting the approved goals and
objectives of the church and the nominating committee shall document such changes by revising this Appendix
and presenting a copy to the church clerk and church council.
Each team or committee shall annually review its charge and make adjustments as necessary. Should changes
necessitate wording changes in this Appendix, the committee shall so inform the nominating committee who
will update the document accordingly. Adjustments involving changes to a stated number of members shall be
referred to the nominating committee for prior approval. Each team or committee shall appoint a chairperson
from the membership. The chairperson shall be a member of Laurel Hill Baptist Church unless the appointment
is specifically approved by the nominating committee. Again, the justification for all such deviations shall be
reported to the church at the next business meeting.
Teams and committee may appoint sub-committees without prior approval or solicit support from noncommittee members to help complete required functions of that team or committee, but all recommendations of
these sub-groups must be presented to the full committee for action. The frequency, method, and timing of
committee meetings shall be at the discretion of the chairperson; however, it is expected that committees shall
coordinate needs and activities AT LEAST quarterly.
2. VOLUNTEERS, TEAMS, & COMMITTEES
Section 1. Discipleship Training Director
The church shall elect annually a discipleship training director to coordinate and organize training programs.
Section 2. Childhood Committee
The church shall elect annually a childhood committee to organize, plan, and evaluate children’s activities
for nursery through fifth grade. This will include scheduling and maintaining the nursery for all worship
services and children’s church. The childhood committee consist of the following: Sunday School
teachers, one parent and one at large. The committee shall elect its own chairperson.
Section 3. The Virginia Weekday Religious Education Association of Augusta County Representative
The church shall elect annually a Virginia Weekday Religious Education Association of Augusta County
(WRE) representative. It is the duty of this representative to communicate the needs of WRE to our
church.
Section 4. Bulletin Editor
The bulletin editor is responsible for preparing and duplicating the weekly bulletin. They can incorporate
help as needed.
Section 5. Flower Committee
The flower committee is responsible for securing, arranging, and disposing of floral arrangements for church
services and working with the pastor for special decorations. They will provide flowers for bereaved
members.
Section 6. Kitchen Committee
The kitchen committee is responsible for the general oversight of the kitchen, fellowship hall and
maintaining kitchen supplies and utensils.
Section 7. Librarian
The librarian is responsible for the general oversight of the church library, ordering books, and formulating
plans to promote the usefulness of the library.
Section 8. Music Committee
The music committee is responsible for general supervision of the church music program and
recommendation of employment of a music director to the personnel committee. The music committee and
music director works with the Pastor in selecting appropriate music for each service. The music committee
shall evaluate the music director.
Section 9. Newsletter Editor
The newsletter editor is responsible for preparing and distributing the newsletter and can incorporate help
as needed.
Section 10. Media Committee
The media committee shall consist of three members that shall be responsible for the maintenance,
scheduling, and training of volunteers and operation of the sound/technology equipment during all
church services. They shall be responsible for maintenance of equipment for church staff.
Section 11. Usher/Greeter Director
The usher/greeter director will be responsible for scheduling volunteers to be ushers and greeters.
They are to greet people as they enter and leave the church, seat people at the proper time, provide
bulletins and/or other materials at the time of seating. They will inform visitors of the location of the
bathrooms, nursery, etc. and introduce them to the pastor if available.
Section 12. Youth Committee
The youth committee is responsible for organizing, planning and evaluating youth activities. The youth
committee consists of representatives from the following areas: youth Sunday School teachers, one
youth representatives, one parent of a youth and one at large. If the church employs a youth minister,
the youth committee shall evaluate them. The committee shall elect its own chairperson, with the
youth minister abstaining from service as chairperson.
Section 13. Vacation Bible School Team
The church shall elect annually a VBS team to consist of no more than three members. They shall
organize, coordinate, and oversee the VBS program. The VBS team and department heads shall be members
of the church.
Section 14. Mission Team
The five member Mission Team shall create, encourage, support, evaluate, review and approve
mission visions of the church. They will make sure that all mission trips, activities, and projects are in line
with the purpose and mission of the church and work with the Church Council and the Finance Committee.
They may use fundraisers to build funds which shall only be used for missions and past threw the
treasurer(s) for depositing, recording and disbursing. One third of the team shall rotate off every year.