The Policies & Procedures document records issues that have been voted on by the board that translate how we are to operate as an organization.

Transcription

1 Dear Community, Below are revised Bylaws and Policies & Procedures for our Community. The bylaws are laws or rules governing the internal affairs of an organization. They are filed with the state and should be reviewed every five years for needed updates. The Policies & Procedures document records issues that have been voted on by the board that translate how we are to operate as an organization. Most of the changes to the bylaws are clarifications. The one major change is the description and empowering of our Chrysalis Community. This description is found in Article V, section 2. The Emmaus and Chrysalis boards have been working closely together this year to update these documents. The Bylaws and Policies & Procedures have been voted on and approved by the Emmaus Board of Directors during our September board meeting. The Chrysalis board is working to update their Policies & Procedures document. De Colores, Alan Adam Board Chairperson / Community Lay Director

2 BYLAWS OF THE NORTHWEST OHIO EMMAUS/CHRYSALIS COMMUNITY, INC. (Amended September, 2010) ARTICLE I. NAME The name of this community shall be 'The Northwest Ohio Emmaus/ Chrysalis Community, Inc.', hereinafter referred to as the Community ARTICLE II. Section 2. PURPOSE The objective of the Community shall be to inspire, challenge, and equip church members for Christian action in their homes, churches, places of work, and the world community through the Emmaus experience. The Community is affiliated with the International Emmaus Program of the Upper Room, Nashville, Tennessee. Section 3. The Community was incorporated in the state of Ohio on May 15, 2001 and was granted a 501(c)3 status by the U.S. Internal Revenue Service on December 10, ARTICLE III. Section 2. ARTICLE IV. MEMBERSHIP All persons who have completed a weekend experience of the Walk to Emmaus sponsored by an Upper Room Emmaus Community shall be members of the Community. Persons who have completed a Walk to Emmaus, Chrysalis, Cursillo, Tres Dias, and other fourth day groups may become members by participating in the activities of the Northwest Ohio Emmaus Community and asking the Secretary or a Board member of the Community to include their name in the mailing list. BOARD OF DIRECTORS Purpose Direction of The Northwest Ohio Emmaus/Chrysalis Community shall be vested in fifteen (15) elected lay members of the Community, the Community Spiritual Director, and the Chrysalis Chairperson comprising the Board of Directors. Each of these persons has one vote on the board. Page 1 of 5 Amended September, 2010

3 Section 2. Terms of Office Directors shall be elected in three (3) classes for three (3) year terms. Board members cannot succeed themselves in consecutive terms, but can be re-elected after a vacancy of three (3) years. An appointed Board member who is filling a vacancy and has served for one year or less is eligible to be nominated for another term immediately following their appointment. Terms of office shall begin January 1 and end December 31. Section 3. Officers/Executive Committee Officers shall be Chairperson, Leadership Chairperson, and Secretary/Treasurer. In case of an absence, officers will chair the meeting in this order. Officers shall be elected annually by the Board of Directors for a one (1) year term of office effective with the start of the January meeting. Newly elected Board members are eligible to vote. Outgoing Board members are not eligible to vote. Officers shall be nominated by the Board of Directors. Section 4. Spiritual Directors The Spiritual Director and Assistant Spiritual Director of the Community shall be selected by the Board of Directors annually. The term of office shall begin January 1. Section 5. Church Liaison The Board may elect church liaisons, upon nomination by the Chairperson, for each host church for an Emmaus Walk and may attend each Board meeting as a non-voting member. Each liaison will serve a one (1) year term. Section 6. Kairos and Chrysalis The Board may elect a Kairos representative, upon nomination by the Chairperson, to serve on the Board of Directors. The Kairos representative will be a non-voting member. The Chairperson of the Chrysalis Board will be a voting member on the Emmaus Board of Directors. This person serves ex officio, that is by virtue of the office. Page 2 of 5 Amended September, 2010

4 Section 7. Past Chairperson The immediate past Chairperson of the Board of Directors may serve on the Board of Directors for one (1) additional year as an ex officio member at the request of the Chairperson of the Board. If the immediate past Chairperson cannot serve as ex officio, the Chairperson may ask another retiring Board member to serve as the ex officio. Section 8. Vacancies The Board may elect persons, upon nomination by the Chairperson, to fill vacancies on the Board until the next regular election for that term. Section 9. Quorum Ten (10) voting members of the Board of Directors present at a duly called meeting shall constitute a quorum. A quorum is required to pass resolutions within the scope of the Board's responsibilities. Section 10. Attendance All Board members are expected to attend all meetings. Should a member need to miss a meeting, he/she is still expected to fulfill their position responsibilities. At any time, the Executive Committee has the right to notify a member if the member is not fulfilling his/her responsibility, including the request for a resignation. The Executive Committee will set the dates for all Board meetings. ARTICLE V. COMMITTEES Standing Committees The Board of Directors shall name Board members to chair committees as established in the Emmaus Policies and Procedures for the Board. The Chairperson of the Board shall be an ex officio member of all standing committees. No person shall serve more than two (2) consecutive years in the same position. Page 3 of 5 Amended September, 2010

5 Section 2. Chrysalis The Northwest Ohio Chrysalis Community Board is a permanent standing committee of The Northwest Ohio Emmaus/Chrysalis Community Board of Directors. Chrysalis is the primary outreach of Emmaus and the communities will work in ministry partnership, yet operating as separate programs. The Chrysalis Standing Committee will adopt operating policies and procedures that are in concert with the bylaws of the Emmaus board and in agreement with the yearly Upper Room Letter of Agreement. The Emmaus board ratifies the Chrysalis operating policies and procedures and empowers and supports the Chrysalis Standing Committee to operate as the governance agency for mutual support, working together on commonalties and honoring differences. The Emmaus board will have a representative/liaison (with voice and vote) to the Chrysalis Committee. The Chrysalis Treasurer will submit a year-end financial report to the Emmaus Treasurer to be included in the Emmaus 1990 filed with the IRS. ARTICLE VI. ELECTION OF BOARD MEMBER Elections A nominating committee shall be chaired and formed by the Board Chairperson each year with members approved by the Board of Directors. The committee shall operate per the Emmaus Policies and Procedures. ARTICLE VII. Section 2. Section 3. Section 4. WALK TO EMMAUS The Community shall follow the guidelines of The Upper Room Walk to Emmaus program in the formation of the three-day (72-hour) experience "Walk to Emmaus." The Board of Directors shall have general oversight in all matters relating to the local Walk to Emmaus Community. The Board of Directors shall choose a Lay Director for each Community Walk to Emmaus weekend. The Spiritual Director for each Community Walk to Emmaus shall be selected by the Community Spiritual Director with approval by the Board. Page 4 of 5 Amended September, 2010

6 ARTICLE VIII Section 2. ARTICLE IX. AMENDMENTS Proposed amendments may be presented to the Board by any member of the Board one (1) month in advance of consideration by the Board. If the amendment is voted in the affirmative by a three-fourth (3/4) vote it will be circulated to the membership by the Community Newsletter and if no petition signed by at least twenty-five (25) Community members objecting to the new amendment is received, the amendment will be considered adopted. Any objections must be received within sixty (60) days of the mailing of the notification. If any objection petition signed by twenty-five (25) Community members is received within the specified sixty (60) days of mailing, the amendment will be considered voided. If the Board then wishes to submit the amendment to the entire Community for a vote it may do so. A majority or plurality of the votes cast by the membership will decide the matter. Changes or amendments to Committee responsibilities are to be reflected in the Board of Directors Policies and Procedures. These Policies and Procedures are maintained by the Board of Directors and may be amended by a quorum of the Board. RATIFICATION Inasmuch as the content (different format/headings) of Articles IV (Board of Directors), V (Committees), and VI (Election of Board Members) has been ratified and is currently "in effect", these Bylaws shall be considered an amendment to the previously accepted rules and take effect immediately upon completion of the process described above for amendments. END Page 5 of 5 Amended September, 2010

7 Policies and Procedures Emmaus Board (revised September, 2010) Introduction Below are the operating policies and procedures for the Northwest Ohio Emmaus Community. These items represent decisions that have been voted on and approved by the Board of Directors and are not intended to serve as a job description or a listing of duties for each chair position. Each item includes the date board approval was received. The most recent item in each category is listed first. New items can be hand-written in until redistributed. Old items that no longer apply or have been changed can be deleted. The Policies and Procedures should be maintained by the Community Secretary and distributed to each board member. Board Organization The Board's fifteen elected Chair positions are as follows: Chairperson/LD, Leadership, Secretary/Treasure, Agape, Good Shepherd, Kitchen-East, Kitchen-West, Log-East, Log- West, Outreach, Registration, Social, Sponsorship, Supply, and Worship. Election of officers and selection of chair positions shall take place during the December's board meeting led by the ending year's Chairperson. Each member of the Board of Directors, through prayerful consideration, shall volunteer to chair the committee that he/she feels best qualified to chair. In the event of two or more persons feeling qualified for the same position and resolution cannot be achieved within the Board, the Chairperson of the Board shall decide the placement. Priority may be given to persons who have held a chair for one (1) year and would like to continue serving in that position. Persons in their third term may be given priority for all open positions followed by second term members and then newly elected members. No person shall serve more than two (2) consecutive years in the same position. Board members with new chair positions will shadow the current chair during the December meeting. The new board will start January 1 st. A person must serve at least one year on the Board of Directors, or have previously served on the Board, or have served on the Chrysalis Board, before being eligible for an officer position. Page 1 of 7 Amended

8 Agape Jan Agape Chair will keep inventory of battery operated candles. Candles will be sold to the Community for $ 5.00 each. Candles will be provided free of charge to each new pilgrim in their agape packet. Candles will be provided at each candlelight service for members to borrow. Deadline for accepting agape is 10:00 pm on Saturday. No large agape will be allowed on walks. Only 15 pieces of agape will be given to the pilgrim during the walk. The remaining agape will be put in their envelope to be read after the walk. Good Shepherd The Good Shepherd will present the Table Leader Followup sheet to all table leaders during one of their team meetings. For one year after each walk, the Good Shepherd shall contact table leaders regularly to encourage them to follow up with their new Community members. Kitchen Before each walk, the Kitchen Chair shall ask the Treasurer for estimated food costs from previous walks. Cost of food for each walk should be in line with costs from previous walks. Logistics Music Director Position created as a non-board member to coordinate music activity for the Community. Page 2 of 7 Amended

9 Outreach The Joyful Noise will be produced and posted online six (6) times during the year by the following dates: January 30 th, March 30 th, June 30 th, September 30 th (board nominations), October 30 th, December 30 th. January, June, and September issues will include team roster for upcoming walks. March, September, and October will include pilgrim roster of previous walks. Registration Maximum number of pilgrims on a Walk: Bryan is 35, Epworth is 30. Mar The cutoff date for adding pilgrims to a Walk is the Sunday night before. Any exceptions must be approved by the Executive Committee and Registration. Dec Pilgrim fees are $ Dec Feb Walk weekends will be offered to pilgrims in the order that registrations are received. Exceptions are: Spouses will be scheduled within six (6) months of the first spouse s Walk, if both spouses send in their registration together. Board approved exceptions. Clergy. All applications should be destroyed by the Registrar within two (2) weeks after the pilgrims have been on the Walk. The Good Shepherd should receive the bottom portion of the form which includes sponsor, church, and town information. Social Sept Add Social Chair as a board position. Page 3 of 7 Amended

10 Sponsorship June 2010 June 2010 If a sponsor is sponsoring more than two (2) pilgrims, The Registration Chair and Sponsorship Chair will contact the sponsor and offer to help by suggesting co-sponsors with a Community Member. Sponsorship chair to contact all sponsors before each walk to review Sponsorship responsibilities and encourage good sponsorship. Supply Jan Reintroduce Supply Chairman as a Board position. Worship April 2010 April 2010 Babysitting shall be provided at all Gatherings, Candlelights, and Closings. Babysitters will be paid $15.00 per hour per person for two people for 3-4 hours depending on the event. Community Lay Director (Board Chairman) A nominating committee of no less than five (5) and no more than seven (7) persons shall be chaired and formed by the Board Chairperson in June of each year and members approved by the Board of Directors. The committee shall submit the names of a least seven (7) nominees to the board by September 1 st. Board elections will start on October 1 st and close on October 31 st. The total new and present Board shall meet together beginning with the December Board meeting. Page 4 of 7 Amended

11 Leadership The Lay Director for the following Walk may serve as an ALD on the next Walk as Lay Director In Training if needed. To serve as a LDIT will be decided by the Lay Director and the Leadership Chair. Walk Lay Director Selection Lay Directors for upcoming walks should be selected 6 to 9 months prior using the following procedure: 1. At least two weeks before the next board meeting, Leadership Chair will distribute list of eligible LDs to the board. 2. At least one week before the next board meeting, board members to prayerfully consider list, add comments, select top five candidates, and return list to Leadership Chair. 3. During the Board meeting, Leadership Chair to present five (5) recommended Lay Directors (in order) to be reviewed and voted on by the Board. 4. Leadership Chair contacts recommended Lay Directors to ascertain their willingness to accept the assignment. 5. If none accept, a new list of five will be presented for board approval. Walk Spiritual Director Selection 1. The Community Spiritual Director will submit a list of eligible SDs & ASDs to the board for approval prior to the SD making contacts. Team Selection Committee The team selection committee is made up of the Community Spiritual Director, Community Lay Director, the Leadership Chair, eight (8) Community members (nonboard members), and the Lay Director for the next walk. The Leadership Chair will lead the committee. 1. The team selection committee members will be formulated prior to Jan. 1 of the year in which the term will be served. 2. Community members are selected by the Leadership Chair and approved by the Community Spiritual Director and Community Lay Director. Members should be selected from a diverse geographical area (3 from West area, 3 from Eastern area, 2 from Central areas). 3. Members will serve for a one year term with a possible renewal of term for up to 2 additional years upon approval by Leadership, Community Spiritual Director & Community Lay Director. Page 5 of 7 Amended

12 Secretary/Treasurer May 2001 The Community Employer Identification Number (EIN) is May 2001 Jan The Community name is 'The Northwest Ohio Emmaus/Chrysalis Community, Inc.'. The Community bank is First Federal Bank of Midwest, 211 S. Fulton St., Wauseon, OH March 2010 The Secretary/Treasurer shall collect all funds as soon as possible from any source and deposit such in the Community bank account. Funds shall be deposited in their entirety with no cash removed for payment of other expenses such as babysitting, etc. There must be at least two people present when the offering is transported to the count location and while it is being counted. In no event will the Secretary/Treasurer reimburse an expense which has not been approved, documented, and verified. In no event will the Secretary/Treasurer advance additional funds to a Board/Community Member until they have turned in receipts for such approved documented and verified expenditures of funds. The Secretary/Treasurer shall prepare a monthly financial statement prior to each board meeting. Community debit cards to have a $ 0.00 cash withdrawal and $ merchandise withdrawal limit. This can be changed to $ 1, merchandise withdrawal limit the week before a Walk. Feb The Upper Room increased the Pilgrim fees to $ per pilgrim effective 1/1/05. Page 6 of 7 Amended

13 Walk Procedures Mar Mar Dec Chrysalis community members can attend an Emmaus Walk as a pilgrim or be eligible to be on an Emmaus team at age 18. Emmaus team members should wait at least one year before serving on another team. The Leadership chair should be consulted for any exceptions. The Spiritual Director and Assistant Spiritual Director are not required to pay Walk dues. All checks for team fees should be made out to NWOE. ALD's are in charge of distributing medications pilgrims may need. All over the counter drugs will not be displayed on the table and will be available by request only. Dec Team fees are $ Nov New Emmaus Community Members may serve on a team after a 6 month waiting period. They are to serve as silent servants during these 6 months. Board Notes Re-imbursement of travel expenses for regional meetings and training seminars for board members must be pre-approved by the board. Page 7 of 7 Amended