The purpose of this position is to lead the Church Council and support the Pastoral staff in serving the mission of Bethel Lutheran Church. The President serves for one year (typically immediately after serving for one year as President Elect). The President is an ex officio member of all committees of Bethel except the Audit and Mutual Ministry Committees.

Responsibilities and Specific Functions:

• Is responsible for the implementation of the decisions of the congregation, the Congregation Council and the Executive Committee.
• Actively lead the Council and Executive Committee; chair meetings.
• Assist Pastors and Administrative Officer with issues and projects; ensure successful completion of same, including staff reviews and salary administration.
• Call/attend ad hoc meetings dealing with substantive issues as appropriate.
• Sign checks when Fiscal Officer (Treasurer) is unavailable to do so.
• Attend finance, and other meetings as necessary.
• Work with President Elect to ensure Stewardship Committee moves forward with its annual campaign.
• Ensure Fiscal Officer and Parish Administrator complete annual church budget prior to the August Congregational Meeting.
• Work with HR Advisor to address any personnel issues as necessary.
• Chair Congregational Meetings, special meetings as necessary.
• Mentor President Elect.
• Appoint a support committee for each pastor.
• Ensure progress made on action items; work toward resolution of same.
• Participate in annual leadership council retreat (normally a Saturday in early spring).

Qualifications:

• Strong organizational, communication, and leadership skills.
• Committed to the welfare and development of Bethel Lutheran Church and its membership
• Ability to respond quickly to situations
• Flexibility
• Availability and willingness to discuss member's concerns

Time Commitment:

Variable, but typically ranges from 5–10 hours/week

Advice:

• Familiarize self with church constitution, (and ELCA model constitution) and relevant synod ELCA processes & issues.
• Meet with Parish Administrator to learn how church functions from business/operations perspective.
• Closely monitor activity of Nominating Committee to ensure any vacancies are filled quickly.
• Keep abreast of on-going action items.
• Work with Ministry Liaison and Adult Ministry Coordinator to ensure Ministries are healthy and active.

Calendar activities:

The purpose of this position is to prepare the incumbent in the role of Council President. Serving for one year in this role prior to assuming the role of President assists in providing continuity for the Council as leadership changes.

Responsibilities and Specific Functions:

• Be an active, participating member of Council and Executive Committee
• Assist President with issues and projects
• Attend ad hoc meetings dealing with substantive issues (as requested by President)
• Chair Council, Executive Committee when President unavailable to do so
• Attend a minimum of one meeting of the finance and other ministries to familiarize self with groups’ function, process and issues
• Work with Stewardship Committee to ensure it moves forward with its annual campaign

Qualifications:

• Strong organizational, communication, and leadership skills
• Committed to the welfare and development of Bethel Lutheran Church and its membership
• Ability to respond quickly to situations
• Flexibility
• Willingness to assume Council President in second year

Time Commitment:

Variable, but likely will range from 10–15 hours/month (as President Elect; time commitment increases substantively as President.)

Advice:

• Familiarize self with church constitution, (and ELCA model constitution) and relevant synod ELCA processes & issues.
• Meet with Parish Administrator to learn how church functions from business/operations perspective.
• Review previous year’s minutes.
• Ask questions!

The communications officer serves as a vital link between the Bethel’s leadership and the congregation by facilitating, monitoring and streamlining all of Bethel's formal communication. This position is not that of “recording secretary” although these duties sometimes fall to the communications officer. Instead, this position requires written and verbal communications skills with an eye for crafting Bethel’s message both internally and externally.

The Communications Officer is a member of both the Council and the Executive Committee and serves for a two-year term; terms may be renewed for an additional two terms (six years total). 

Responsibilities and Specific Functions:

• Actively participate in monthly Council and Executive Committee meetings.
• Ensure Council and Executive meeting minutes are completed and Council minutes are posted after review.
• Ensure congregation is informed on matters of interest/importance; methods to include monthly posting of Council Meeting Highlights in Bethel e-mail newsletter.
• Help craft messages (written and verbal) for the congregation for specific church council events/campaigns.
• Serve as substitute recording secretary at church council and congregational meetings as needed (job sharing arrangement with member-at-large or parish administrator).
• Monitor council and executive committee action item lists for completion of items.
• Chair regular meetings with the communications team to review Bethel’s upcoming communications.
• Participate in task forces, ad hoc committees as appropriate. 
• Ensure content on web site is accurate.
• Serves as resource to staff, members, and outside community regarding public relations issues.
• Participate in annual leadership council retreat (normally a Saturday in early Spring).
• Ensure that Congregational meetings are advertised in a timely fashion; ensure quorum is present, and that minutes are taken and posted after approval.

Qualifications:

• Committed to the welfare and development of Bethel Lutheran Church and its membership
• Agree to be a mission partner with all the outlined responsibilities
• Strong communication skills, both oral and written
• Willingness to serve, including ad hoc committees and task forces
• Flexibility
• Strong interpersonal skills

Time Commitment:

Variable, but typically ranges from 7–15 hours/month (including meetings)

Advice:

• Familiarize self with organizational chart, ministry rosters.
• Familiarize self with web site.
• Keep abreast of on-going action items.

The primary responsibility of any Treasurer is to ensure financial transactions are carried out properly and in accord with the goals of the organization. Treasurers have a fiduciary responsibility to their organization and must protect its financial interests.

While Bethel’s Bylaws states the Fiscal Officer “Maintains custody of all funds of the congregation, local and synodical, and pays the bills and other financial obligations of the congregation in accordance with established policies and procedures,” in fact, the financial staff, led by the parish administrator, handles day-to-day financial operations of the church. However, the Fiscal Officer, President, or President-Elect must sign every check written on the main church checking account. The Fiscal Officer is a member of the Executive Committee, Church Council, and Finance Committee.

Responsibilities and Specific Functions:

Review the financial data and ensure the financial staff has adequately responded to variances.

Attend the following meetings

• Church Council
• Executive Committee
• Finance Committee

Generate reports

• Monthly (written, oral as necessary; see below for description)
• Congregation (written & oral)
  • Budget (summer meeting)
  • Financial Update (winter meeting)

Host a Treasurer’s Forum prior to the summer Congregation Meeting where interested members of the congregation can learn more about the financial affairs of the church and the proposed budget.

Work closely with financial staff to ensure the annual church budget is accurate and completed on a timely basis.

Ensure the Audit Committee is able to begin work as soon as possible after the fiscal year ends (August 31), and to generate their report for the winter congregation meeting.

Participate in annual leadership council retreat (normally a Saturday in early spring).

Monthly Report

Each month after completing the process of closing the books (reconciling bank statements, cross-checking balances, ensuring transactions have the correct account information, etc.), Bethel’s financial staff generates reports. Usually about six days before the Council meeting, the Parish Administrator e-mails nine Excel spreadsheets to the Fiscal Officer who then a) reviews the data to create a dashboard sheet summarizing key numbers and b) adds charts that graph financial trends. The final report includes the summary information (dashboard and charts) as well as detailed reports (balance sheet, cash flows, and financial activities for each part of the organization) which are included for full transparency. Some months, an additional written report that describes key financial measures and trends may be appropriate. These reports are distributed to the Church Council, and Finance Committee.

Qualifications:

The Fiscal Officer should:

• Know how to use and create Excel spreadsheets.
• Be detailed-oriented.
• Be willing to learn enough about accrual accounting to understand the church’s monthly financial reports and explain them to the Council.
• Be able to present the information (especially budget) in a cogent manner (using PowerPoint).

Experience working with budgets and financial statements is a plus, but not essential. Any accounting experience is also useful. Note: Bethel uses non-profit accrual accounting (different than other accounting types).

Time Commitment:

Weekly: (about 0.5–2 hours)

• Record weekly offering income (e-mailed from bookkeeper); about 5 minutes/week.
• Sign checks prepared by the staff (after ensuring paperwork is in order); about 30 minutes/week
• Check in with Parish Administrator to see if there are issues to discuss; 0 to 2 hours, occasionally.

Monthly: (about 10 hours)

• Prepare financial reports for Church Council ; 2 to 4 hours/month
• Attend Executive Committee and Church Council meetings; 2 to 3 hours each
• Review bank statements and Youth Director/other’s receipts; 10 to 20 minutes
• Ensure there is good communication about financial topics with the Lead Pastor, President, and Parish Administrator. The Finance Committee provides a good forum for this to take place; preparation: 1 to 2 hours, meeting another 2 hours.

Yearly:

• Budget preparation: Beginning in spring, ensure Pastors and staff are considering the financial aspects of new initiatives for the next fiscal year. Ensure the Parish Administrator is collecting detailed information from the staff and will have a preliminary budget ready for the June Council meeting. Reviewing the budget before it is presented to the Council takes several hours.
• Budget presentation: Preparing for the Treasurer’s Forum takes 3 to 8 hours, depending upon what data will be presented and what issues need to be addressed. Preparation for the presentation at the summer congregation meeting should take 2 to 3 hours, and a run-through with other presenters may take another hour.
• January financial review: Following the December income “bump” the Finance Committee reviews income and expenses to determine whether spending cuts are warranted.
• Financial update: Preparation for the presentation at the winter congregation meeting should take 1 to 2 hours, and a run-through with other presenters may take another hour.

Advice:

Use existing Excel spreadsheet macros, formulas, and conditional formatting to quickly analyze the staff-provided financial reports and identify items that are significantly above or below budget.

The budget process takes a significant amount of time in the spring and summer, but if it is done correctly it will inform the organization each month whether or not changes are needed to maintain the financial health of the church.

The Fiscal Officer provides an alternative point of view to test staff opinions. Sometimes this means looking at multi-year trends to ensure a suggested change matches the big picture. Other times the Fiscal Officer will bore into details to test whether all the components of a proposal add up.

The Fiscal Officer is often the one who must throw the cold water of financial reality on ideas that are otherwise good—but can also be the one who suggests methods or resources to accomplish ministry while meeting financial goals. Making other members of the Church Council aware of financial risks is an important job (see Luke 14: 28-30). But always remember that God has abundant resources that He will make available to those who do His will.

The Ministry Liaison is to serve as a liaison between the Ministry Leads (Bldg. & Grounds/ Children’s/ Congregational Life/ Discipleship/ Evangelism/ Mission Outreach/ Stewardship/ Worship & Music/ Youth) and Council. The Ministry Liaison facilitates bidirectional communication between ministries and council as well as between the various ministries. The Ministry Liaison has a vote on Council.

Responsibilities and Specific Functions:

• Be a voice for each Ministry at Bethel (to Council, Pastors, congregation, other ministries)
• Submit a monthly report to Council summarizing the activities of each Ministry, highlights, and any problems or concerns for Council to address.
  • This report should also be sent to all Ministry Leads so each ministry is aware of the other’s activities and needs.
• Provide a summary of Council issues that impact the Ministries
• Facilitate communication between the Ministries and the congregation
• Attend at least one meeting of each ministry each year
• Facilitate semi-annual meetings with the Ministry Leads
• Work closely with the Adult Ministry Coordinator

Qualifications:

• Willingness to serve
• Strong communication skills
• Good organizational skills
• Flexibility
• Strong interpersonal skills
• Self-starter

Time Commitment:

Advice:

• Get to know each Ministry Lead individually and how each ministry runs. (Some ministries meet monthly, some just a few times a year.)
• Encourage each ministry to think about congregational goals (i.e. welcoming new people) and the goals of the other ministries.
• Are there any areas where the ministries intersect?
• Can there be several joint ministry events each year?
• Make meetings with the Ministry Leads fun (games/cookouts/pot lucks).
• Encourage creativity and give support.
• Help them to be visible in the Bethel community.
• Acknowledge the ministries for the important work they do.

The purpose of this position is to be actively involved with the Church Council in serving and supporting the mission of Bethel Lutheran Church on special projects.  Project Manager Advisor serves for a two-year term; terms may be renewed for an additional two terms (six years total).

Responsibilities and Specific Functions:

• Assist the council in establishing special projects related to the functions and activities of the church. 
• Lead projects where appropriate.
• Actively participate in monthly Council meetings.
• Participate in task forces, ad hoc committees as appropriate. 
• Participate in annual leadership council retreat (normally a Saturday in early spring).

Qualifications:

• Committed to the welfare and development of Bethel Lutheran Church and its membership.
• Experience in project management.
• Willingness to serve, including leading projects and task forces

Time Commitment:

Variable, but typically ranges from 4–8 hours/month

Advice:

This is an opportunity to develop, initiate and lead projects that the council member believes would be beneficial to the church.

Incumbent is responsible for advising the Pastors, Parish Administrator, Bethel Church staff, and Council on issues related to Human Resources.

Responsibilities and Specific Functions:

• Conduct annual salary analysis and make recommendations on COLA increases for staff
• Conduct bi-annual performance review of Lead Pastor with 360 degree input.
  • Provide written documentation of said performance review
• Review accomplishments of past quarter objectives with Pastor and President.
  • Assist Lead Pastor and Council President in delineating objectives for coming quarter
• Work with Parish Administrator on budget, benefits, HR policies, organizational charts, roles & responsibilities and HR procedures as needed
• Participate in the interview process of new position candidates as needed; ensure hiring procedures are accurately followed
• Participate in the termination process of any employee
• Act as a sounding board for HR issues
• Seek assistance from legal counsel and synod as needed
• Attend monthly Council meetings.
  • Attend other Ministry, Board, Committee meetings as needed with respect to HR issues

Qualifications:

• Management experience
• HR experience desired
• Knowledge of California Labor Law
• Ability to meet during daytime hours if necessary
• Sound judgment
• Good communication skills/conflict resolution skills
• Ability to respect the confidentiality the position requires

Time Commitment:

Highly variable, depending on circumstances
Typically 0–2 hours/week

The purpose of this position is to actively be involved with the Church Council in serving and supporting the mission of Bethel Lutheran Church.  Members-at-Large serve for a two-year term; terms may be renewed for an additional two terms (six years total).

Responsibilities and Specific Functions:

• Actively participate in monthly Council meetings.
• Participate in task forces, ad hoc committees as appropriate.
• Serve as recording secretary for Council meetings; submit minutes in timely fashion.
• Review Model Constitution of ELCA; make requisite modifications to Bethel’s constitution to ensure compliance
• Participate in annual leadership council retreat (normally a Saturday in early spring).
• Assist Pastors in planning an annual retreat for church leadership (senior position)
• Assist Ministry Lead Liaison & Adult Ministry Coordinator to ensure ministry positions are updated and appropriately disseminated (junior position)
• Assist Communications Officer in monitoring web site for accuracy (junior position)

Qualifications:

• Committed to the welfare and development of Bethel Lutheran Church and its membership
• Willingness to serve, including ad hoc committees and task forces
• Flexibility

Time Commitment:

Variable, but typically ranges from 2–4 hours/month

Advice:

• Familiarize self with church constitution, (and ELCA model constitution) and relevant synod ELCA processes & issues.
• Familiarize self with web site.
• Keep abreast of on-going action items.

The purpose of this position is to strengthen the relationship between youth membership of Bethel Lutheran Church and its leadership by serving as a direct liaison to the youth and to the Council.

Responsibilities:

• Actively participate in monthly Council meetings.
• Participate in annual leadership council retreat (normally a Saturday in early spring).
• Work with Ministry Lead Liaison, Youth Ministry and Ministry Leads to provide a voice of the youth in how they might become more engaged in these ministries and in other functions and activities of Bethel Lutheran Church.
• Assist Communications Officer in monitoring youth web site for accuracy
• Participate in task forces, ad hoc committees as appropriate.

Qualifications:

• High-school age, voting member of the congregation
• Committed to the welfare and development of Bethel Lutheran Church and its membership
• Willingness to serve, including ad hoc committees and task forces
• Flexibility

Time Commitment:

Advice:

• Familiarize self with various ministries and their functions.
• Familiarize self with web site.
• Keep abreast of on-going action items.

Each Ministry Lead is responsible for overseeing their particular umbrella Ministry:

• Buildings & Grounds
• Children’s Ministry
• Congregational Life
• Discipleship
• Evangelism
• Mission Outreach
• Stewardship
• Worship & Music
• Youth

Each ministry lead facilitates development of various ministry functions and activities. The lead also serves to facilitate communication between sub-ministries.

Responsibilities and Specific Functions:

• Help facilitate overall congregational ministry emphasis
• Know each sub-ministry under the umbrella ministry
• Establish regular communication with the sub-ministries
  • Facilitate dissemination of relevant materials (e.g., Ministry Handbook)
• Facilitate communication/assistance with Ministry Liaison, Adult Ministry Coordinator and appropriate church staff as needed
• Obtain brief monthly updates from sub-ministries; submit to Ministry Liaison for Council, including action items to go before council
• Attend relevant leadership retreats, meetings
• Identify and mentor future ministry leads
• Facilitate handoffs between outgoing and incoming members/leaders of sub-ministries
• Prepare budget for individual ministry team in cooperation with appropriate church staff
• Participate in annual leadership council retreat (normally a Saturday in early spring).

Qualifications:

• Passion for the specific ministry to be led
• Willingness to serve
• Flexibility
• Good communication skills
• Strong interpersonal skills

Time Commitment:

Variable; Most likely 1–2 hours/week (average); more time required when coordinating meetings with sub-ministry members

Advice:

Try to encourage quarterly meetings with all sub-ministry members to foster cohesiveness and communication, plan for the coming year, and ensure little duplication of efforts.

• Review financial statements and reconcile by third party or physical reconciliation
• Review processes to ensure that appropriate non-profit accounting practices are being followed as well as Bethel accounting policies

Responsibilities and Specific Functions:

Maintain Balance Sheet:

• Bank accounts: Review of bank statements to reconcile
• Fixed Assets/Depreciation: Oversee physical inventory to verify
• Accounts payable: Verify through open bills from vendors for expenses incurred before the end of the fiscal year
• Loans: verify loan payments and balance through reconciliation with third party documentation
• Vacation accrual: verify with employee vacation balances and pay rates

Review Expenses:

• Payroll: review payroll records for reconciliation to recorded payroll and benefit expenses
• Review all transactions for correct booking to appropriate accounts
• Tithe: verify benevolence payments per Bethel policies and verify accurate booking through third party reconciliation with recipients of benevolence gifts
• Fee-based events: verify activity funded through fees to verify that it is booked and documented correctly

Other:

• Review reports of all insurance and bonds in force
• Review property inventory

Qualifications:

Some understanding of financial procedures is helpful, but not essential (should have at least one member of committee with a financial background). Good analytical skills, attention to detail.

Time Commitment:

Usually most active beginning at the end of the fiscal year, to be complete by the time of the winter annual meeting. May be some regular activity quarterly to verify processes during the year. Usually have some team meetings, with a great deal of independent work with the financial office staff. Usually split out the tasks among the group to review and report on results to audit team. Final report prepared and signed by audit team and presented to council, and included in annual report.

The position requires the understanding of general ledger accounting principles. This includes the concepts of the balance sheet, income statement and the analysis of funds and cash flows. Auditing experience is a plus, but the main emphasis is on the analysis and interpretation of financial statements.