Following is the continuation of last week's article from Ken Sloane at umcdiscipleship.org.
Article by Ken Sloane
6. Pastor’s discretionary fund policy
This designated fund is often available to pastors for special needs or pastoral care emergencies. Models for funding, managing, and distributing discretionary funds vary. Pastors should never be sole signatures on a discretionary fund account because this practice puts both the church and the pastor in a position of unnecessary risk and temptation. It is the church’s responsibility to protect both its assets and leadership. Periodically review the fund management system to ensure that all parties understand the procedures and that the pastor is protected from tax or misappropriation risk.
Sample Discretionary Fund Policy
7. Safe sanctuary and limited access policies
Faith communities set expectations about protecting children, youth, and other vulnerable people by adopting a Safe Sanctuary policy with guidelines for supervision, adult-child ratios, and transportation. Annual review and revisions as well as ongoing education are necessary after adopting such a policy. In situations in which previous violations of trust, convictions of illegal actions, or status as an offender of some sort exist, customized agreements or covenants set expectations for the level of access or activity as well as appropriate boundaries put in place for the safety of all people. Enforcement of such covenants entails ongoing supervision and vigilance. This type of policy is included because it is a best practice to reduce the financial and legal consequences of violations of trust or misconduct.
(Excerpt from Church Finances for Missional Leaders: Best Practices for Missional Leaders by Bonnie Ives Marden (2019, Wesley Foundry Books, p. 136)
8. Church personnel policy
You may think that only very large churches need to develop a personnel policy or employee manual. Any church that employs staff, full or part-time, has certain expectations of the work patterns of those employees and how they interact with volunteers, church leaders, and the congregation in general. All employees have some rights and protections granted by law, as well as expectations about how they will be treated by those who supervise them and their coworkers. A personnel policy does not necessarily involve creating a one-hundred-plus-page employee manual, but it is an important tool in preventing situations that might lead to the loss of a good employee or legal action against the church. Searching for the policies established by other churches may be a good way to begin developing a personnel policy for your church.
9. Accountable reimbursement and/or credit card policy
With all the attention given to the housing/parsonage allowance, it is easy to not pay a lot of attention to the advantages for clergy of an accountable reimbursement line in the church budget. Unlike the housing/parsonage allowance, which is a reduction of clergy compensation, the accountable reimbursement draws from funds in the church budget for legitimate expenses that clergy incur in the performance of their work. The policy should spell out as specifically as possible what items can be charged to this line, how the expenses are authorized by a different party, and what the schedule is for reimbursement. Clergy are still advised to keep a log of the expenses’ purpose and their travel and miles driven. However, remember that there are a variety of tax laws that dictate what are considered church expenses and what are more appropriately shown as income to the pastor.
These distinctions should also get attention in situations where clergy or other staff use a credit card in the church’s name. See the links below for help establishing these policies.
10. Church communication policy
Who speaks for your church? More specifically, is there a plan for where and from whom people can find accurate information about what is happening that involves your church membership? This information can range from questions about closing the church due to bad weather to a crisis that might involve the arrest of a staff person or a volunteer. The plan might include who can speak to the press, who starts a phone or text chain, or who reviews the church newsletter to be sure that the language is clear, accurate, and not offensive.
United Methodist Communications has excellent resources on developing a communication plan (link below). There is also a local church team (localchurchservices@umcom.org) whose purpose is to work with and support your church.
Article by Ken Sloane at umcdiscipleship.org Read the full article here.
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