THE BYLAWS OF SYCAMORE PRESBYTERIAN CHURCH (U.S.A.) 11800 MASON ROAD CINCINNATI, OHIO 45249 NAME: This Congregation is incorporated in and by the State of Ohio under the name of, and shall be known as, SYCAMORE PRESBYTERIAN CHURCH (U.S.A.). RELATIONSHIP: As an organized congregation of the Presbyterian Church (U.S.A.), this church accepts the government and discipline of that denomination, as expressed in the Constitution of the Presbyterian Church (U.S.A.), the Book of Order and The Book of Confessions, and acknowledges its subordination to the several courts of that body. It is a member of the Presbytery of Cincinnati in the Synod of the Covenant. PURPOSE: We affirm that Sycamore Presbyterian Church is an evangelical church adhering to Reformed Theology and committed to serving the growing community in which God has placed us. MEMBERSHIP: All persons who profess faith in Jesus Christ, and adhere to the discipline and doctrine of the Presbyterian Church (U.S.A.) are qualified for membership in the church. It shall be the policy of Sycamore Presbyterian Church (U.S.A.) to minister equally to all people. The membership covenant shall be that set forth in The Book of Order. MEETINGS: All meetings of the congregation shall be called by the Session or Presbytery as set forth in the Book of Order. One scheduled meeting of the congregation is established as follows: 1. An Annual Meeting of the congregation shall be held by April 15 of each year for the election of officers and at large committee members; presentation of the budget for the ensuing year and any plans, projects or business which may properly be presented for consideration and/or action. 2. A quorum for a congregational meeting shall consist of at least one tenth of the church s active members. 3. Notice for a congregational meeting shall be given for two successive Sundays prior to the meeting date. 4. Congregational meetings shall be conducted following Roberts Rules of Order. 1
OFFICERS AND COMMITTEES OF THE CONGREGATION: Only members on active roll shall be eligible to serve as Officers except for the Pastor and Associate Pastor(s). 1. The elective officers of the church shall be: a. The Pastor/Head of Staff and Associate Pastor(s). b. The Elders c. The Deacons d. The Trustees 2. The Treasurer, Financial Secretary, and Assistant Financial Secretary shall be nominated by the Nominating Committee, elected by the Session and report to the Session, as described in the Session Handbook. 3. Joint Board Committees are those groups formed by two or more boards to manage aspects of the church mission that are of mutual interest. The mission and membership of these committees shall be determined and documented by the boards establishing them. Membership will ordinarily be composed of elected officers. Joint Board Committees may work in areas such as personnel, finance and others, as needed to accomplish the mission of the church. 4. Standing Committees are those groups formed by the officers of the church and tasked to carry out specific aspects of the work, ministry and mission of the congregation. The board(s) establishing the committees shall determine and document the mission and membership of these committees in their respective handbooks. The Nominating Committee shall nominate the at large members of standing committees as candidates for election by the congregation at the Annual Meeting held no later than April 15 of each year. Standing Committees include the Nominating Committee (mandatory under the Book of Order) and the Audit Committee (required to perform annual audit of financial records). Standing Committees may also work in such areas as Stewardship, Christian Education, Worship & Music and Mission, to name a few, as needed to accomplish the mission of the church. 5. Each committee, as described herein, shall not take official action unless a quorum of 51% of the committee members are present. 2
6. Other ministry groups may be organized by the officers or congregation to carry out short or long term purposes to foster the fellowship of the church family. Formation of these groups is subject to Session concurrence and shall be documented in the Session Handbook. The Nominating Committee will not assist in filling general membership needs of ministry groups unless specifically requested by the ministry group. Ministry groups may include such areas as Dinners and Receptions, Sanctuary Guild, and Women of Sycamore, to name a few, and others as needs are identified. TERMS AND COMPOSITION OF OFFICERS AND COMMITTEES: Session shall determine and document in the Session Handbook the specific number of members of each board (Session, Board of Deacons and Board of Trustees). Number and makeup (board members, at large members, etc.) of committees shall be specified in the committee charter documented by the board(s) establishing each committee. Committee charters shall become an integral part of the appropriate board s handbooks. The terms of active service of Elders, Deacons and Trustees shall ordinarily begin upon being installed, normally effective July 1 and expire when their successors have been installed. The terms of at large committee members shall begin on the first day of July, except when otherwise provided. 1. Boards: a. Session shall consist of at least twelve Elders in three classes. b. The Board of Deacons shall consist of at least eighteen members in three classes. c. The Board of Trustees shall consist of at least twelve members in three classes. No person shall hold the office of Trustee who is not, at the time of their election, at least 21 years of age. d. Each board member shall ordinarily be elected for a three year term and may not serve on the same board for consecutive terms, either full or partial, aggregating more than six years. After one inactive year, a board member is eligible for re election to the same board. 2. Standing Committees: At large members of all standing committees, except the Nominating Committee (see next paragraph); Audit Committee (appointed by Session) and the Legacy Gifts Committee (see next paragraph) shall ordinarily be elected for a two year term and may not serve on the same committee for consecutive terms, either full or partial, aggregating more than four years. Membership of each committee shall be elected in two equal, or near equal classes. After one inactive year, a member is eligible for re election to the same committee. 3
3. Nominating Committee: At large members of the Nominating Committee shall ordinarily be elected for a one year term and may not serve on the Nominating Committee for consecutive terms, either full or partial, aggregating more than three years. After one inactive year, a member is eligible for re election to the Nominating Committee. No member of the Nominating Committee is permitted to nominate themselves for any committee or board. Legacy Gifts Committee: At large members of the Legacy Gifts Committee shall be elected for two terms of three years each. Any member shall be eligible for reelection, provided no one serves more than two (2) consecutive terms or a total of six consecutive years. DUTIES AND RESPONSIBILITIES OF BOARDS 1. Session a. The Pastor, Associate Pastor(s) and Elders in active service shall constitute the Session, the Pastor being the moderator. Quorum requirements above those specified in the Book of Order shall be established by Session and documented in the Session Handbook. b. The Session is charged with the mission of the church, spiritual care and government of the congregation, and to do whatever else pertains to the office of Session in maintaining the good order and promoting the welfare of the church as prescribed in the Book of Order. c. Session shall develop and maintain a Handbook to describe details of responsibilities beyond those specified in the Book of Order, organization, committees, and other information pertinent to their ministry. This document shall be made available for review through the church Media Center. 2. Board of Deacons a. The Board of Deacons shall consist of the Deacons in active service and pastor(s) (in advisory capacity). b. The Deacons shall elect a Moderator, Vice Moderator, Secretary and Treasurer, who shall serve for one year or until successors are elected and installed. 4
c. The Deacons shall be helpers to the Pastor(s) and Elders in the work of the Lord, specifically charged with ministering to the congregation and the church s community, the sick, the shut in, the bereaved, and to any who may be in other distress. d. The Board of Deacons shall develop and maintain a handbook to describe details of responsibilities beyond those specified in the Book of Order, organization, committees, quorum and other information pertinent to their ministry. This document is subject to Session concurrence and shall be made available for review through the church Media Center. 3. Board of Trustees a. The following paragraph taken from G 4.0101 of the Book of Order: The corporation so formed, or the individual Trustees, shall have the following powers: to receive, hold, encumber, manage and transfer, property, real or personal, for the congregation, provided that in buying, selling, and mortgaging real property, the Trustees shall act only after the approval of the congregation granted in a duly constituted meeting: to accept and execute deeds of title of such property, to hold and defend title to such property, to manage any permanent special funds for the furtherance of the purposes of the congregation all subject to the authority of the Session and under the provisions of the Constitution of the Presbyterian Church (U.S.A.). The powers and duties shall not infringe upon the powers and duties of the Session or the Board of Deacons. b. The Trustees shall elect a President, Vice President and Secretary. c. The Board of Trustees shall develop and maintain a handbook to describe details of responsibilities beyond those specified in the Book of Order, organization, committees, quorum, and other information pertinent to their ministry. This document is subject to Session concurrence and shall be made available for review through the church Media Center. REQUIRED COMMITTEES 1. Nominating Committee a. The Nominating Committee s primary purpose is to nominate persons to fill positions as officers (excluding pastors) and at large committee membership (as requested by committee chairs). 5
b. A Nominating Committee shall consist of two members selected by and from the Session, one of whom shall be named by the Session as chairman; one member selected by and from the Board of Deacons; and one member selected by and from the Board of Trustees. Nine members (none of whom may be in active service on the Session, the Board of Deacons or the Board of Trustees) from the active membership of the church shall be elected by the congregation at the Annual Meeting held by April 15 of each year. In addition, the Pastor shall be a member of this committee, but without a vote. Session, Deacon and Trustee members should be named at the July meetings of these respective bodies. c. The committee shall present to the congregation at the Annual Meeting held by April 15 of each year, a slate of nominees for each office to be filled. The committee shall secure the consent of nominees before placing their names before the congregation. d. The committee shall present to the congregation, at meetings called for the purpose of electing officers, nominees to fill vacant, un expired terms of officers. The committee shall secure the consent of nominees before placing their names before the congregation. e. The Nominating Committee shall submit to the Session nominees to fill unexpired term vacancies in any committee or office in the church, excluding ordained officers. The Session shall have the power to fill such vacancies by appointments. 2. Audit Committee An Audit Committee of three members shall be appointed by the Session at its December meeting. Its duties shall be to examine the financial records of the Church Treasurer, Financial Secretary and any other designated organization and to report to the Session in writing on their condition and accuracy no later than June 30, each year. 6
SYCAMORE PRESBYTERIAN PRESCHOOL (SPP) BOARD OF DIRECTORS 1. The SPP Board of Directors is responsible for administration of the Preschool. That Board reports directly to the Session and maintains a close working relationship with the Board of Trustees and relevant Christian education committee(s). The membership of the Board and terms of office shall be as described in the Sycamore Presbyterian Preschool Board of Directors Bylaws. 2. The Sycamore Presbyterian Preschool Board of Directors Bylaws shall be subject to the approval of the Session. REPORTS 1. Each Board (including the SPP Board of Directors), Joint Board Committee and Standing Committees (excluding the Nominating Committee and the Personnel Committee shall record minutes of each meeting (normally monthly) and furnish a copy to Session and other relevant boards following each meeting. 2. Annual written reports by the Session, Board of Deacons, Board of Trustees, Treasurer(s), Financial Secretary(s) and Pastor(s) covering the discharge of their responsibilities, the condition of the work committed to them, and recommendations for the good of the church, shall be made to the congregation in the Annual Report of Sycamore Presbyterian Church. The fiscal year shall conform to the calendar year beginning January 1 and ending December 31. The Annual Report for each fiscal year shall be issued prior to the first annual congregational meeting of the following year. 3. All organizations and committees of the church shall also make written reports to the congregation via the Annual Report. These reports shall cover their activities over the past year, their plans for the future and an itemized accounting of all funds received and disbursed. INTERPRETATION In matters requiring interpretation of any part of these Bylaws, the Session shall serve as judiciary committee. AMENDMENTS These Bylaws may be amended by a two thirds vote of members present at any congregational meeting, provided notice of such proposed amendment has been given in the announcement of such meeting. 7
These Bylaws were adopted by the Congregation of Sycamore Presbyterian Church (U.S.A.) on April 6, 2003 replacing The Constitution of the Sycamore Presbyterian Church (U.S.A.), last amended October 27, 1996. These Bylaws were amended and adopted by the Congregation of Sycamore Presbyterian Church (US.A.) on March 11, 2012 to comply with Book of Order changes. These Bylaws were amended and adopted by the Congregation of Sycamore Presbyterian Church (U.S.A.) on March 23, 2014. A copy of the Bylaws and all amendments thereto shall be made available through the church Media Center. 8