Deacon Council

Purpose (Scope of Ministry): Defined in article III, section 1, E of the church’s Bylaws

Basic Objectives & Responsibilities:

  • Defined in Article II, section 1, E of the church’s Bylaws.

Ministry Team Composition Requirements:

  • The Deacon Council’s ministry team composition requirements are defined in Article II, section 1, E of the church’s Bylaws.
  • Church Membership: Yes
  • Chairman: Nominated by the Deacon Council
  • Length of service: 3 year term
  • Main Staff Contact: Senior Pastor

General policy and procedures and sub-committee policy and procedures:

Electing Chairman, Co-Chairman and Secretary

  • Annually the Deacon Council will elect a Chairman, Co-chairman and Secretary.
  • To ensure the roles are filled in a timely manner and avoid a lapse in coverage, the election will take place during the final meeting (the transition meeting) of the prior council, where the newly elected council members are present.
    • If a transition meeting is unable to happen, then the election of the Secretary will happen in the final meeting of the closing term and election of the Chair and Vice Chairman will occur in the first meeting of the new council.
  • The procedures for electing these positions:
    • In the deacon meeting, all deacons for the coming year (excluding Yokefellows) are given an opportunity to verbally nominate candidates for chairman.
    • If more than one person is nominated, a ballot vote will be taken, otherwise, a voice vote is taken.
    • If a ballot vote is taken, the secretary or clerk will count the votes and announce.
    • A simple majority is necessary to elect a chairman.
    • If a simple majority is not reached on the first vote, the person receiving the least votes is removed from consideration and a second vote is taken.

Deacon Yokefellow

  • Purpose: To train and groom candidates to serve as Deacons  
  • During the time a prospective deacon serves as a Yoke Fellow, he is expected to do the following:
    • Participate in the monthly Deacon Council meetings
    • Be assigned to a deacon to mentor them through their time as a Yokefellow, explaining the general expectations of a deacon, setting expectations for serving the Lord’s Supper, etc.
    • Rotate through at least three of the council subcommittees, on a quarterly basis:
      1. New Member
      2. Hospital / Convalescence
      3. Benevolence
      4. Inactive
    • Complete any training or reading assigned by the Senior Pastor

Hospital / Convalescence Ministry

Purpose: 

A hospital stay is never a welcomed experience, but its stress can certainly be eased by the sensitive attention of people who care and want to provide help for you and your family.  When you or someone in your family has to go into the hospital, call the church office and the Deacon Ministry Team will be notified.  You will discover sensitive, loving Deacons who want to minister to you during this stressful time.  Your Deacon Ministry Team will not crowd into your life, but they will stand ready to help you in any way possible.  They will keep in touch with you and communicate your needs to the church staff.

  • Visit members who are in the hospital for illness or surgery
  • Visit members who are in the nursing home

Procedure:

  1. Church office staff will notify the Deacon coordinating hospital/nursing home visitation of any members who have recently been placed in the hospital and any members who are currently in a nursing home
  2. Deacon coordinator will notify team members to plan visits to take place as soon as possible

Bereavement Ministry

Purpose:

Losing someone you love is likely life’s most difficult experience for many people.  It is one experience that calls for genuine compassion from people who really care.  When you lose someone you love, please notify the church office.  As soon as the church staff knows of your loss, not only will they minister to you, but they will also contact a caring member of your Deacon Ministry Teams.  Members of your Deacon Ministry team have volunteered to serve the needs of those who experience the loss of a loved one through death.  These Deacons stand ready to help you in any way possible.

Procedure:

  1. The church office will notify the Deacon Council Bereavement Ministry lead, when a bereavement need arises.
  2. If the need involves a church member, the Bereavement Ministry lead will coordinate having a member of the Bereavement Ministry team visit the family and offer support.
  3. If the need involves a non-church member, the Bereavement Ministry lead will assess the need and determine how to meet that need.

Homebound Ministry

Purpose:  A feeling of isolation and loneliness often overtakes those who become homebound because of physical circumstances.  The Deacon Ministry Team understands the significant ministry task that is performed by a caring person who makes regular contact with that person who is not able to attend the services of the church.  Deacons will strive to be a connecting link between the homebound member and his/her church family.

Procedure:

  • Homebound Ministry activities are currently being handled by the Homebound Ministry.

New Member Ministry

Purpose:

Assimilating new members into the Staples Mill Road Baptist Church family calls for priority attention.  Deacons will serve as bridges into fellowship, facilitating the involvement of these new members into the church family as quickly and effectively as possible.  In accomplishing this goal, Deacons will visit new members immediately after becoming a part of the church family, sharing with them how to become involved in the life and work of the church.  And, in turn, Deacons will share recommendations with church leaders and committees as to how these new members can serve their church.

  • Welcome new members
  • Answer any questions they may have about the church
  • Provide new member packet prepared by church office staff
  • Tactfully ask to hear the new member’s testimony to be assured of new member’s acceptance of Christ and baptism by immersion (this is usually possible by everyone sharing their testimony)

Procedure:

  1. Once a person has come before the church seeking membership the church office staff will prepare a new member’s packet that includes the new member’s contact information. The staff will then contact the Deacon coordinating the new member visitation team.  The Deacon coordinator will contact team members to coordinate assigning a Deacon who will oversee his team in visiting the new member.  The team can be made up of the Deacon and his wife or the Deacon and a second Deacon.
  2. The Deacon will contact the new member as soon as possible to schedule a visit by the team. This visit can be at the home or any other venue where the new member feels comfortable.
  3. The visiting Deacon will then complete a form provided by the office staff and return the form to the office to verify that the visit has been made and that he is comfortable that the new member does know Christ as his/her Savior and has been baptized.
  4. If the Deacon is having trouble contacting the new member and setting up a meeting, the Deacon should contact the Deacon responsible for coordinating the new member visitation and let him know after two or three weeks.

Inactive Member Ministry

Purpose:

For various reasons, church members drop out of regular involvement in the life and work of the church.  It is our goal to have all members of the body actively participating in the process of Christian growth.  The members of this Deacon Ministry Team will make contact with inactive church members or those who seem about to become inactive.  During the contact, Deacons will indicate the church’s concern for the member.  An attempt will be made to determine the reasons for the member’s inactivity.  Deacons will seek to guide the member back into an active relationship with the church.  Staff members will be notified of special needs.  Those who do not desire to resume active worship will be recommended for removal from membership.

Procedures:

  • Defined in “Rationale and Procedure for Efforts to Reclaim Inactive Members”

Benevolence Ministry

Purpose:

The purpose for the Benevolence Ministry is to provide financial assistance to members, family members of church members, and members of our community, following the model provided in Acts 6. 

Financial assistance can be in the form of but not limited to payment to gas and utility companies, grocery stores, partial or full mortgage payment.  Vendors and/or type of assistance are at the full discretion of the benevolence sub-committee.

Qualifications:

  • A church member or a family member of a church member shall be eligible to apply for assistance
  • Upon a church member’s recommendation, the Benevolence Ministry may consider allowing a non-member to apply for assistance.

Procedures:

  1. Members seeking assistance shall contact the church office to request a written application.
  2. The church office will forward the completed application to the benevolence chairman for the benevolence sub-committee to review.
  3. The sub-committee will review the application to ensure the applicant qualifies and to determine the next steps. 
  4. The sub-committee may meet with the requester to discuss their need and request. 
  5. Following the meeting, the sub-committee will prayerfully access the request and determine how to respond to the need.
  6. If the sub-committee determines we should provide the requested support, they will notify the requester. 
  7. If the sub-committee determines we should provide the requested support, and the request is for less than $1000 and we have the available benevolence funds, the sub-committee can take action without the full Deacon Council approval.  The committee will then notify the requester and arrange payment.
  8. If the sub-committee determines we should provide the requested support, and the request is more than $1000 and we have the available benevolence funds, the sub-committee will need to obtain approval from the full Deacon Council.  The sub-committee will provide the Deacon Council the application and their recommendation.  Review and approval can be handled via a meeting or via email, with majority consent.    

The benevolence sub-committee will provide updates to the full Deacon Council in council’s monthly meeting, noting any approved requests and the status of benevolence funds. 

Guidelines:

  • No cash shall be given nor shall a check be written to an individual.  Funds must be made directly to the organization or in the form of a gift certificate from a provider.
  • All applications and discussions with applicants shall remain confidential.
  • If any expenditure exceeds budget line item 103 or Designated Benevolence funds available in Fund 11 (Designated Funds), the Deacon Council, will obtain Finance Committee approval for additional funding.
  • Referrals to other organizations, including those supported by the 100 line items may also be made.

Oversee Budgeting for “100” or “Our World” line items

Purpose:

To allocate the Church’s giving to external ministries (including but not limited to the Cooperative Program, local church planting, etc.), the Benevolent Fund, the Seminarian Fund and mission outreach, altogether known as the “100” or “Our World” line items. 

(As of 2014, 10.5% of the church’s budget is allocated to the “100” line items.)

Procedure:

  • During the annual budgeting process, the Deacon Council will review and propose the allocations for the 100 line items.
  • The Deacon Council will seek input from the Pastor, discuss the ministry needs, and then vote on the allocation for the upcoming year.
  • The Deacon Council reserves the right to re-allocate giving to the 100 line items as needed.