TCC By-Laws
Article I
By-laws of the Topinabee Community Church, Topinabee, MI., updated and approved by the Congregation on June 22, 2008. These By-laws include Change 1, approved by the Congregation on January 11, 2009, and 9 amendments approved by the Congregation on January 24, 2010.
Article II – Purpose
The purpose of Topinabee Community Church is to worship God and to bring together followers of Jesus Christ and to invite people into a fully committed relationship with Him.
The Topinabee Community Church may be dissolved only by a 75% vote of the active full/associate membership at said time. In the event of such dissolution, all assets real and personal shall be distributed to such organizations as are qualified as tax exempt under Section 501 (c)(3) of the United States Internal Revenue Code or the corresponding provisions of a future Internal Revenue law.
Article III – Policy
This Church acknowledges Jesus Christ as its Head, and finds in the Holy Scriptures its guidance in matters of faith and discipline as interpreted by the Holy Spirit through reason, faith, and conscience.
The government of this Church is vested in its own membership. All members 18 years of age and older shall have the right to vote except on matters of legal concern governed by and subject to the Articles of Incorporation granted it by the Secretary of the State of Michigan.
While this Church is not obligated to any ecclesiastical body, it recognizes the great principle of Christian fellowship and is ready to cooperate with other churches.
Article IV – Membership
A. Any person, 18 years of age or older, who gives evidence of living a Christian life may be received into the membership of this Church by:
1. Presentation of a satisfactory letter of transfer from any other Christian Church.
2. Affirmation, or reaffirmation, of faith and on the recommendation of the Pastor and approved by the Church Council.
3. Confession of faith and baptism and on the recommendation of the Pastor and approved by the Church Council.
B. Reception: All persons desiring to become members of this Church shall present their names to the Pastor, or in the event of the office of the pastor being vacant, to the Chairperson of the Council, who shall receive the candidates into membership. The Pastor or Council Chairperson shall present the names of the candidates to the Council for final approval.
C. Voluntary termination of membership: Any member in good standing who desires a letter of dismissal or recommendation to another church shall receive it upon request.
D. Eligibility for Church office: Any active full member shall be eligible to serve as an officer.
E. Full Membership: This status may be granted to those who request to be affiliated with this Church.
1. A Full Member holds his/her membership in Topinabee Community Church as their primary church membership.
2. They shall have all the privileges of Full Membership (including the right to vote when present) and privileges of the floor on matters pertaining to corporate interests or policies of the Church.
3. They shall be eligible to serve on the Church Council.
F. Associate Membership: This status may be granted to those who request to be affiliated with this Church while continuing in full and regular membership with their home church.
1. They shall be enrolled on a membership list other than the roll of full members.
2. They shall have all the privileges of full members (including the right to vote when present) and privileges of the floor on matters pertaining to corporate interests or policies of the Church.
3. They shall not be eligible to serve on the Council.
G. Preparatory Membership: Anyone under the age of 18 who has attended this Church on a regular basis has preparatory membership. After reaching the age of 18, anyone can make a request to the Pastor or in his absence to the Chairperson of the Council, and after approval of the Church Council become a full member of this Church.
H. Inactive members: Any Church full or associate member who does not attend Church services for over 6 months (homebound/medical reasons, vacations, and snowbirds not included) and has not requested a Termination of Membership in writing shall be moved to the inactive members list. In order to be reinstated to the active member list they must attend on a regular basis and request of the Church that they be transferred back to active membership. Inactive members will not be allowed to vote, serve on committees, teach or serve on the Church Council. Inactive members are welcome to attend Church services, participate in activities and receive Church correspondence. Every year the membership list will be updated. Inactive members who are contacted and fail to respond within 60 days will be removed from all Church membership lists.
I. Termination of Church Membership: Responsible and faithful membership is a vital part of Topinabee Community Church. While membership is vital, it is also a privilege. Therefore, any full or associate member who verbally expresses he or she is leaving the Church or does not serve the Lord and His Church in a Christian manner may have his or her membership taken away. The Church recognizes that we are not perfect. We would be lost without the love, grace and sacrifice of Jesus Christ. We must, as a part of the Body of Christ, hold our members accountable for immoral and unbecoming Christian behavior. 1st Corinthians 5, 9-13, states: “Are you not to judge those inside the Church? God will judge those outside. Expel the wicked man from among you.” Any members, after consultation with Church leadership, that cannot responsibly and faithfully repent from immoral or unbecoming Christian behavior, will have their membership taken away. This decision will be made by the Pastor with advice from the Deacons and with approval by a majority vote of the Church Council.
Article V – Services and Meetings
A. Services of worship: Shall be held at a given hour each Sunday except when temporarily suspended by a majority vote of the members of the congregation or due to unusual circumstances such as dangerous weather.
B. Sacraments:
1. The Lord’s Supper shall be celebrated on the first Sunday of each month or at such time as the Pastor and/or Deacons may determine.
2. Baptism of adults and the baptism or dedication of children shall be administered at such time as the Pastor or Deacons or in their absence the Church Council, may decide.
C. Business Meetings:
- The Annual Congregational Meeting shall be held in July to hear the yearly reports of the officers, committees, and organizations and to elect officers, transact business, adopt the annual budget, and set up plans for the new year.
- Additional required meetings shall be held quarterly or semi-annually at the discretion of the Council Chair or Vice Chairperson.
- In the case of necessity, the regular Sunday service (or other duly called meeting) shall be considered sufficient to transact business, with the exception of corporate action requiring legal notice and business specifically referred to in other meetings.
- Special meetings for business of a congregational nature may be called by the Pastor or Chairperson of the Council by giving a two weeks’ notice to the congregation. The nature of the business to be transacted must be stated in the call. Two weeks’ notice in the regular Sunday bulletin shall serve as sufficient notification.
- Rules and regulations for meeting:
a. Notices for annual and other meetings shall be given in accordance with the requirements of State law and these by-laws.
b. A quorum shall consist of 20% of the active membership of the Church except for the call or dismissal of the Pastor. A Council quorum shall consist of five voting members.
c. Elections shall be by hand vote or by ballot. Voting by proxy is not allowed. A majority vote is decisive.
d. Unless restricted by law, all members of the Church 18 years of age or older are entitled to vote.
e. All officers, committees, and organizations shall report at the Annual meeting and at other such times as the Church may request.
6. The official year of the Church shall begin on July 1 and all officers and committees shall assume their duties at that time.
a. Council committee chairpersons shall be selected at a specially called meeting as soon as possible following the Annual meeting.
b. Committee chairpersons for the new year shall have their committees formed and ready to report at the August meeting of the new Council.
7. The Church Council will meet monthly at a time and place determined by the Council Chair or Vice Chair. Monthly meetings of the Council are open to anyone 18 years of age or older. The Council has the right to meet in closed session. Children present during Council meeting should be supervised by an adult.
D. As part of its religious education program, the Church shall conduct a Sunday School.
1. It shall be the purpose of the Church School to lead its members into an increasing fellowship with God and a commitment to His Son Our Lord and Savior.
2. Rules of the administration of the Church School shall be left with the Religious Education Committee under the approval of the Church Council.
Article VI – Officers
A. The Pastor shall be called for an indefinite time by at least a 75% vote of the membership present at a duly called meeting for that purpose. The Pastor will be required to sign a yearly contract. His continued service and salary will be based in part on the financial situation and growing membership of the Church.
1. When a vacancy occurs in the pastorate, a pastoral search committee of five members shall be selected by the congregation at a duly called meeting. After seeking the guidance of the Holy Spirit and after consulting with Church members and the Church Council, they shall make a canvass of available ministers, and recommend the best candidate. The search committee will provide one or more opportunities for the congregation to meet the candidate prior to his/her Sunday service. Members will vote on the candidate after the service.
a. During a pastor vacancy, pulpit supply and/or an interim pastor may be hired.
b. The contract of the pastor will be determined by the church council after reviewing the financial condition of the church.
2. When a Pastor has been elected and has accepted the call, the Pastor, as soon as possible shall become a member of the Church.
3. While the term of the Pastor shall be indefinite, the Church may at any time, at a duly called meeting, by a 75% vote of the active members present, request the Pastor’s resignation. The Pastor shall give 90 days’ notice in case he/she wishes to leave of his/her own volition. The Church Council has the authority to accept or reject or change the 90 days. In the event the Pastor voluntarily or involuntarily resigns, retires or is removed for any reason, the Church has an obligation to only pay for services rendered to the date agreed upon by the Church Council. There will be no severance pay or packages give to the pastor.
4. The Pastor shall have charge of the spiritual welfare of the Church with the assistance of the Deacons and the Church Council. The Pastor shall have under his care all services of public worship, and administer the activities of the Church in cooperation with the Church Council.
5. The Pastor shall seek to enlist Deacons as followers of Christ to preach the gospel, administer the Sacraments, perform parts of the Worship service and assist the Pastor in various services to and for the Church.
6. The Pastor shall be an ex-officio member of all committees unless otherwise indicated.
B. The Chairperson of the Council shall preside as moderator for the Annual and Quarterly and/or Semi-annual meetings of the congregation. Council members cannot miss more than three Council meetings in a Church year unless due to illness. Those missing more than three Council meetings are subject to removal.
C. The Vice-Chairperson of the Council shall be elected at the organizational meeting and shall preside as moderator in the absence of the Chairperson.
D. The Treasurer
1. Shall be hired by the Church Council and be bonded.
2. Shall keep faithful records of the financial activity of the Church and Church Council.
3. Shall in the temporary absence/vacancy of any Council member, at the discretion of the Council Chairperson or Vice Chairperson and approved by the Council, become a voting member of the Council, provided he or she is a full member of the Church.
4. Shall be required to attend all Church Council meetings required by the Church Council.
5. Shall be present in the counting and reconciliation of all contributions made to the Church and keep accurate records of all transactions. In their absence, an approved assistant will be provided.
6. Shall always have a financial steward present to assist in the counting and reconciliation of all contributions made to the Church. (Note: An individual can serve as financial steward for a maximum of 3 months in any given fiscal year (July to June). The financial steward will be selected by the Church Council Chairperson.)
7. Shall keep detailed contribution records of all offerings and other income.
8. Shall provide detailed statement of contribution letters to all contributors for the last calendar year by January 31st of the new year.
9. Shall pay the bills and commitments of the Church on order of the Church Council and keep accurate records of all transactions.
10. Shall, with the Church Council approval, contract with financial organizations to invest all contributions (regular or endowments) in legal investments in the State of Michigan. (Note: The Treasurer will maintain and record earnings and expenses associated with the maintenance of the legal investments.)
11. Shall require the Church Council Chairperson or an approved Financial Committee member to review the bills prior to payment every Sunday or as required.
12. Shall require the Church Council Chairperson or an approved Financial Committee member to reconcile all investments to which the Treasure has direct control. (Note: The Treasurer will not be able to reconcile accounts to which he or she can write checks or make withdrawals without an additional member. The Treasurer will be able to reconcile accounts that are in control of another church member (i.e. the Mission Fund).
13. Shall provide the appropriate financial statements on a monthly, quarterly, and/or semi-annual basis to the Church Council and congregation.
14. Shall be a duly appointed officer of the Church Corporation and be authorized to sign legal documents on behalf of the Corporation with the approval of the Church Council.
15. Shall be custodian of all legal documents pertaining to the Church Corporation.
16. Shall perform other duties as assigned and/or those other duties that are designated in the position description.
17. Note: The Church Council may appoint an assistant to the Treasurer, known as the Financial Advisor, to assist in items 5, 6, 7, 11, 12 and 13 above.
E. The Secretary
1. Shall be hired by the Council.
2. Shall be an ex-officio member of the Council.
3. Shall in the temporary absence/vacancy of any Council member, at the discretion of the Council Chairperson or Vice Chairperson and approved by the Council, become a voting member of the Council, provided he or she is a Full Member of the Church.
4. Shall maintain a listing with addresses and telephone numbers of all Full, Associate and Inactive members.
5. Shall keep a faithful record of the proceedings of the Church and of the Council.
6. Shall issue letters of membership transfer for those so requesting.
7. Shall preserve on file all communications and written official reports.
8. Shall give legal notice of all meetings when necessary.
9. Shall handle all correspondence.
10. Shall perform such duties as are prescribed by law.
11. Shall have custody of all papers relating to the property of the Church.
12. Shall be appointed by the Council to assist in the counting of ballots after voting by the congregation.
13. Shall perform other duties as assigned and/or other duties that are designated in the position description.
F. Music Director
1. Shall provide musical accompaniment primarily by organ, secondarily by piano, during weekly Worship service (s) as well as other special programs and events.
2. Shall consult with the Pastor in selecting the hymns for weekly Worship service.
3. Shall arrange the “Special Music” feature performances during Worship service.
4. Shall hold regularly scheduled rehearsals for the Church choir.
5. Shall select the music sung by the choir.
6. Shall recruit new members for the choir.
7. Shall develop a variety of singing groups.
8. Shall solicit/utilize existing musical talent available in the congregation.
9. Shall inform the Church secretary of musical selections for Worship service.
10. Shall perform other duties as assigned and/or those other duties that are designated in the position description.
G. Church Positions. All Church positions, paid or volunteer, are filled at the discretion of the Pastor and Church Council. Two weeks’ notice will be given when resigning voluntarily. No notice is necessary, but may be given, at the discretion of the Pastor and/or Church Council, when being involuntarily dismissed. No severance pay or packages or pensions will be given to any paid employee or volunteer including the Pastor. All paid employees except the pastor will have an annual evaluation. The pastor will be evaluated according to the terms of his or her contract. All employees including the Pastor may, at the discretion of the Church Council, be given a Christmas bonus. This amount to be determined by the Church Council and in doing so, must take into consideration the financial situation of the Church. The bonuses are considered as church operation expense and may be paid from the general fund.
Article VII – Church Government
A. At a duly called meeting, a majority vote of the active members present supersedes action of any of the other Church policies (in all matters except those pertaining to the calling or dismissing of the Pastor). Its decisions are binding in all matters.
B. The governing body shall be the Church Council consisting of eight persons elected at an Annual Meeting. The term of a Council member shall be three years, except as otherwise ruled by a majority vote of the active members present (operating with a 3-3-2 rotation). Candidates for the Council shall be submitted by the Nominating Committee with nominations also open from the floor at the Annual Meeting. A Council member may not be re-elected until after a period of one year. The Pastor shall be a member of the Council with vote.
C. The Council shall be the governing body responsible for the operation of the total Church program and shall provide the necessary committees which will be responsible to the Council. Such committees shall be chaired by a member of the Council except as otherwise provided in these By-Laws.
D. The Council shall in general have the authority to administer the financial matters of the Church. They shall be responsible for the payment of all bills and see to the maintenance of the real properties of the Church. All expenses exceeding $2500, excluding emergency repairs, must be approved by a majority vote of the active members present at a duly called meeting.
E. The Church Council must review and approve the annual budget as presented by the Finance Committee. The Council approved budget will be presented to the congregation for the coming fiscal year. The budget shall be made available 2 weeks before the Annual Meeting and shall be approved by a majority vote of the active members present. Any organization of the Church desiring to sponsor a project shall work in cooperation with the Council
F. Any individual member or Church organization that shall harbor a complaint pertaining to the Council, or its operation of the Church, shall first present the matter to the Council for understanding and correction. In the event that with prayer and guidance such individual or organization shall not be satisfied with the results of such communication, upon presentation of a proper petition, signed by a minimum of 10% of the active Church membership, a duly called meeting of the congregation shall be held to consider and resolve the matter. The decision of the majority vote of the active members present shall be binding upon the Council and member or organization.
Article VIII – Committees
Committee members will be chosen by their respective Chairperson, with the exception of the Nominating Committee and the Pastoral Search Committee. (Note: See those Committees for how members are selected). Serving on a committee is at the pleasure of the committee Chair and or the Council. If the Chair changes, the new Chair has the right to choose a new committee.
A. Worship and Fellowship Committee
1. Will be composed of at least four members and the Chairperson shall be a member of the Council.
2. Shall work in cooperation with the Pastor and Deacons in all matters pertaining to the well-being of the Church Fellowship.
3. Shall see to the preparation of the Lord’s Supper.
B. Religious Education Committee
1. Shall be chaired by a member of the Church Council, with the Pastor and all Church School teachers and their assistants being members of this committee.
2. Shall provide for a Church School and other educational programs that shall benefit the Church and further the work of the Lord.
C. Finance and Stewardship Committee
1. Shall be chaired by the chairperson of the Council and shall consist of at least six members including the Pastor.
2. Shall be responsible for the preparation of the next fiscal year’s budget to be presented to the Church Council by the May Council meeting. The Church Council, with the assistance of the Finance Committee, must approve the budget for presentation to the congregation at least 2 weeks prior to the Annual Meeting. The congregation must pass the next fiscal year’s budget by a majority vote of the active members present at the Annual Meeting.
3. Shall be responsible for developing a stewardship program that will insure that all financial obligations will be met.
D. Missions Committee
1. Shall be chaired by a member of the Council and shall consist of at least four members.
2. Shall be responsible for developing a program which shall disperse the mission giving of the Church, with the approval of the Council. This shall include both local and world-wide mission work.
E. Property Committee
1. Shall be chaired by a member of the Council and consist of at least three members.
2. Their responsibility shall be to see that the physical properties of the Church are well maintained, and shall make recommendations to the Council in matters of improvement or repair.
F. Nominations Committee
1. Prior to the Annual Meeting of the Church, the Chairperson of the Council shall appoint at least three persons to serve as a nominating committee (one of these to be a member of the Council).
2. They shall prepare a suggested slate of candidates for the various elected offices. The nominations shall not be closed until time has been given for additional nominations from the floor at the time of elections. Any nomination shall be approved by the nominee prior to the voting.
G. Memorial Committee
1. Shall be chaired by a Council member and consist of at least three members.
2. Shall be responsible for counseling with an individual or organization wishing to contribute in memoriam. If the individual or organization wishes to give a stipulated memoriam, the Memorial Committee will present the stipulation to the Church Council for approval. Refer to Article X – Finances, paragraph A.
3. Shall be responsible for maintaining the Church Memoriam Book with items listed that are appropriate to be so financed, and keep all records and plaques up to date.
4. Shall be responsible for informing the families and for acknowledging the gifts to the donors.
5. Shall be responsible for recommendation of the disbursement of the memoriam contributions by the Treasurer. Memoriam funds $2500 or less require Church Council approval. Memoriam funds over $2500 must be passed by a majority vote of the active members present at a duly called meeting of the congregation.
H. Personnel Committee
1. Shall be chaired by a Council member and consist of at least one other non-Council member.
2. Shall take part with the Pastor in the yearly evaluation meeting of each paid Church staff member.
3. Shall coordinate the efforts of the Church to fill paid staff vacancies, except that of the Pastor.
4. Shall, with the Pastor, interview all new staff candidates, check references, and make a recommendation to the Church Council.
5. Shall consult with the Pastor in matters dealing with paid staff members or volunteers when the situation arises.
6. Shall be responsible for updating job descriptions and duties for all salaried or hourly staff positions.
7. Shall chair the Pastoral evaluations as determined by the pastor’s contract.
I. Other Committees
Other committees may be appointed by the Church Council as needed.
Article IX – Auxiliary Organizations
Any organization connected with the Church and using its facilities will be regarded as an integral ministry of the Church.
Article X – Finances
A. Offerings and Contributions
The Church shall be financially supported by contributions from individuals or organizations. The Church shall offer opportunities for individuals and organizations to make contributions to the Church. All contributions will be deemed un-stipulated and available for Church operations, projects and missions. The Church will accept stipulated contributions for projects and missions which have been approved by the voting members of the congregation and approved by the Church Council. Stipulated contributions for projects or missions not yet approved will be held for review by the Church Council. The Council will either approve the stipulation, request a change/removal of the stipulation or return the contribution. If the contribution is over $2500, the voting members of the congregation will be required to pass the Church Council’s approval by a simple majority. If the congregation does not approve the stipulation, the Church Council will request a change/removal of the stipulation or return the contribution. The Church cannot accept stipulated contributions, of any kind or purpose, related to a paid staff position or specific individual.
B. Endowments
The Church shall accept unstipulated and stipulated endowments or permanent funds. The Church Council must approve all endowments and the intended use of the income. The voting members of the congregation must pass the Church Council’s approval by a simple majority. If the endowment does not pass, it will be returned to the individual or organization. The income derived from the endowment will be used to supplement and not supplant other contributions to the Church.
C. Fiscal Year/Church Year
The official fiscal year and church year shall start on July 1st of the calendar year.
Article XI – Necessary and Proper Article
The Church By-Laws are intended to provide a sound guideline for the appropriate operation of the Church. However, not every situation or issue that comes before the Church (the council, pastor, committees, employees and members) may have a policy or procedure in the By-Laws that enables the Church to address the situation properly. Therefore, the power is given to the Church Council to make all decisions that they deem to be necessary and proper for the appropriate operation of the Church so long as they do not conflict with any policies included in the current By-Laws or conflict with the Word of God.
Article XII – Use of the Church Facilities
To schedule the use of the building and facilities of the Church, the Pastor, Chair or Vice-Chairperson of the Council is to be contacted to insure there is no conflict with Church activities. Permission to use the facility by outside groups is granted by the Council.
A designated individual from these organizations is responsible for locking the church, turning off lights, adjusting thermostats, checking restrooms and making sure all messes are cleaned up. These organizations or individuals are responsible for all damage incurred during their use of the facility.
There is to be no use of alcohol or smoking on church property.
A. Weddings
1. Couples are expected to pay the Minister and organist/pianist an acceptable honorarium.
2. See the Church fees and policy procedures for weddings and using the facilities.
3. No rice or bird seed is to be thrown in any part of the building. No bubbles used or the releasing of balloons or rice inside or outside of the church. Bird seed however may be used outside of the church.
B. Social and Community Events using the Church Facilities
1. See the Church fees and policy procedures for social and community events using the facilities.
2. The Church reserves the right to change the time, date, and meeting room of a scheduled meeting in the event of a funeral or other emergency.
Article XIII – Amendments
These By-Laws may be altered and/or amended by a two-thirds majority vote of the active members present at a duly called meeting, after proper notification of the meeting.
When changes to the By-Laws are required a committee will be formed consisting of 5 members. A Council member will be the chair of this committee and the remainder of the committee must be active members. The committee’s recommended changes will be approved by the Council and then submitted to the congregation for a two-thirds majority vote of the active members present at a duly called meeting.
