At the special meeting of the membership called for January 29th at 12:30 p.m. at the Ladner Auditorium there will be a vote to adopt a new procedure for electing board members. Included in this news post is the full proposal e-mailed to the membership. It includes
- An explanation of why this changes is deemed necessary. (pg 1)
- The actual policy which would govern our process (pg 2&3)
- The portions of the current constitution related to the process (pg 4&5)
- The portion of the PAOC's updated constitution related to the process (pg 6)
For those reviewing this online, this format may be the most helpful for mobile devices. You are also able to download the attached PDF copy.
The board is proposing to revise the process by which we elect board members and present changes to the congregation at the 2015 AGM.
The constitution recognizes that we are a self-governing assembly and within its framework provides the opportunity for change when it is required to more effectively fulfill our mission. We discern that this is such a time. Whereas the current process has served historically, the changing nature of our culture and our organization has prompted the board to review our practice and propose this new model. Changes that include:
- The recruitment of volunteers becoming more challenging as people face greater demands upon their time.
- The expansion to multi-site ministry and a desire for fair representation require more effort put in to recruiting an appropriate slate of nominees.
- A growing congregation and expansion to multi-site ministry brings challenges to people in voting as they are often unfamiliar with the slate of nominees.
- Reluctance of people to participate in a win/lose type of election.
What won’t change:
- We will still rely upon a nomination committee.
- We will still strive for meaningful participation of the general membership and ultimate approval.
- We will still seek to have a board with between 5 and 7 members.
- We will still expect the same personal and spiritual qualifications
What will stop:
- The board being the nomination team.
- Holding elections where some ‘win’ the election while others ‘lose.’
- Rushing the process because of constitutional time constraints.
- The policy which automatically disqualifies more than one member of a family from serving on the board together.
What will be added:
- More initiative by the nomination committee in seeking out candidates.
- More work in orienting board members prior to their commitment
- A nominating committee that has more participation from outside the board
BOARD NOMINATION POLICY
This policy is in support of the LCF Constitution regarding the establishment and the organization of the Church Board.
A/ TERM OF OFFICE
the Term of office for Ladner Christian Fellowship shall be 2 years.
B/ NUMBER OF BOARD MEMBERS
This Nominations team will strive to provide nominees for election so that the Church board numbers 7. However, if the nomination committee is unable to find sufficient nominees they shall present enough to make it at least 5.
C/ NOMINATION & ELECTION PROCESS
In keeping with the LCF Constitutional provision to empower an alternate process this policy shall govern the nomination and election process for the Church Board. [The updated PAOC Local Constitution which we will be adopting in April contains the provisions more clearly identified]
- CREATING A NOMINATIONS TEAM
- The Church board strikes a nomination committee by September 30th. This committee shall be comprised of 1 board member (who is not going to be part of the election either by the continuation of their term or by their ineligibility due to the length of their term), the Senior Pastor and 3 non-board members. [Already spelled out as an option in our constitution but traditionally we have simply gone with the board acting as the nomination committee.]
- The nominating committee will meet with the Board to:
- Determine the number of nominees required,
- review the qualifications for Board members and
- determine questions that should be posed to the candidates.
- CREATING A SLATE OF NOMINEES
- The congregation shall be provided with teaching regarding the biblical qualifications for Deacons/Elders and their scriptural role
- With the biblical qualifications in mind, members will be given 30 days to prayerfully consider and speak individually with those participating members whose names they would want to submit for consideration as Board member.
- Forms (online or paper) will be provided so that members can submit their recommendations.
- Members may nominate one name for each position needing to be filled.
- Individuals who permit their names to be submitted shall be urged to engage in self-appraisal and personal evaluation in light of the scriptural qualifications. Any person may withdraw if they do not aspire to the position (I Tim. 3:1) or do not believe they adequately meet the qualifications.
- The nominating committee shall review the names of the nominees and shall conduct interviews with each nominee.
- Interviews are to be consistent across all candidates
- APPROVING THE NOMINEES
- After prayerfully considering each nominee, the nominating committee shall submit a slate of recommended candidates to the Board for presentation to the membership.
- ALL nominees officially considered by the committee shall be informed either yea or nay without comment on the committee’s discussion.
- The names of the recommended prospective and returning Board members shall be presented to the membership, who will be given 14 days to show cause why any of the prospective or returning Board members would not be qualified to serve. Such issues should be dealt with in accordance with the biblical guidelines for resolving relational issues (Matthew 18:15, Matthew 5:24, et al.) and the Church’s constitution regarding disciplinary issues.
- At the end of the 14-day period, the nominees will be presented to the membership at the Annual General Meeting for election as per the constitution.
- TERM OF SERVICE
- The terms of election are to remain the same with each member serving a 2 year term with a mandatory break of at least 1 year after 6 consecutive years of service.
FOR YOUR INFORMATION
Below are the components of the constitution related to the election process both as it currently stands as well as from the updated PAOC Local Church Constitution which we will review and approve in April.
Current Constitutional Directives
BY-LAW IV - OFFICERS
SECTION 4 - THE CHURCH BOARD
- The Church Board shall consist of the Pastor and up to seven but not fewer than five Board Members. (If more, the exact number and the resolution authorizing the same must be duly recorded in the church minutes). The lay members of the Board shall be elected in accordance with the resolution of the Church. The Pastor shall act as chairman of this board. Where no Pastor holds appointment, the Board may elect one of its members to act as coordinator.
- Qualifications: The official board shall be comprised of members whose qualifications for service on the board are determined, guided by such scriptural provisions for deacons as are cited in Acts 6:3 and I Timothy 3:8-13, and approved in accordance with the policy of this assembly.
- Duties: The Church Board is chosen to serve the Church, and therefore, shall act in an administrative capacity with the Pastor in matters pertaining to the Assembly and its spiritual life and financial affairs. They shall assist in the ministry of its ordinances and shall act in the examination of applications for membership, and also in the administration of the discipline of the Assembly. They shall appoint a recording secretary from among their members to record the minutes of their meetings. A majority present in any meeting of the Church Board shall constitute a quorum, provided that all members have been notified to be present. It shall be the duty of the Church Board to see that the Pastor and any employees of the Church are adequately remunerated, taking into consideration the cost of living and the Assembly’s financial ability. An annual salary review shall be made. A majority of the Church Board shall have the right to ask the Pastor to convene an official Board meeting. Where there is need for trustees, the church Board shall appoint its members to act in that capacity. The Church Board with the Pastor shall meet monthly but not less than 10 times per year for the transaction of the routine business for the Assembly, the time and place to be announced by the Pastor.
- Term of Office:
1. The term of office of all lay members of the Church Board shall be for two years. After a member has served for six consecutive years, he will not be considered eligible for re-election for a period of one year.
2. Termination of membership on the board shall occur if any Board member, during the term of his office shall resign, move away, cease to be a member of the congregation or be disqualified according to by-law 3, section 6, Paragraph (b) of these By-Laws. In any such case the remaining members of the Board may appoint a successor until the next Annual Congregational Business meeting. A Board member may be removed from office by a special resolution of the membership of the Congregation and another Board member may be elected or, by ordinary resolution, appointed to serve the balance of the term.
- Conflict of Interest:
No board member shall place himself in a position where there is conflict of interest between his duties as a board member and his other interests. Every board member who is in any way directly or indirectly interested in, or may become interested in, an existing or proposed contract, transaction, or arrangement with the church or who otherwise has a conflict of interest by virtue of involvement of a member of his family or the involvement of his employer, partner, business associate, or a corporation that the member is involved with as either a director, shareholder, officer, employee, or agent, then such board member shall declare his conflict of interest fully at a meeting of the board and withdraw from any discussion or vote. The pastor who serves as a member of the board, or any member who serves as staff shall absent themselves from a board meeting when his/her salary and allowance review is being considered.
A board member shall not be remunerated for being or acting as a board member, but a board member shall be reimbursed for all expenses necessarily and reasonably incurred while engaged in the affairs of the society.
BY-LAW V - ELECTIONS AND BUSINESS MEETINGS
SECTION 4 - NOMINATING COMMITTEE
- The nominating committee shall be comprised of the Pastor and church board, or a committee appointed by the church board, which shall be comprised of the pastor, one board member and three non-board members.
- The nominated committee, after its appointment, shall invite nominations from members of the congregation, and the slate of nominations will remain open until fourteen days prior to the annual meeting, or longer period as approved by resolution of the membership and recorded in minutes of the congregation. The nominations shall be in writing, signed by the nominator, and submitted without the knowledge of the nominee.
- It shall be the duty of the nominated committee to receive nominations for each office to be filled and, after determining if such individuals are qualified and willing to serve, shall present their names for consideration at the congregational business meeting.
SECTION 5 - VOTING
All the elected officers of this church, except the Pastor, shall be declared elected upon receiving more than 50 per cent of all votes cast for the office at the Annual Congregational Business Meeting. If the candidate is not elected on the first ballot, voting shall continue until an election is declared. If no election is declared as a result of the second election ballot, the name receiving the lowest number of votes shall be eliminated on each succeeding ballot.
UPDATED PAOC LOCAL CHURCH CONSTITUTION [coming to you in April]
BY-LAW 3 SELECTION OF CHURCH BOARD AND BUSINESS MEETINGS
OPTION ONE – ELECTED
3.1.1 The nominating committee shall be comprised of the pastor and Church Board or a committee appointed by the Church Board, which shall be constituted of the pastor, one (1) Church Board member and three (3) non-Church Board members.
3.1.2 The nominating committee, after its appointment, shall invite submissions from members of the congregation, until 14 days prior to the annual congregational business meeting, or a longer period as approved by resolution of the membership and recorded in minutes of the congregation. The submissions shall be in writing, signed by the local church member, and submitted without the knowledge of the person.
3.1.3 It shall be the duty of the nominating committee to receive submissions for each office to be filled and, after determining if such individuals are qualified and willing to serve, shall present a slate of nominees for consideration at the congregational business meeting.
3.1.4 The membership may empower a nominating committee to set aside the submission process and agree on the names of members who are qualified and willing to serve on the leadership team. Such names shall be presented as the slate of nominees for consideration at the congregational meeting.
- VOTING: All the elected officers of this local church, except the pastor, shall be declared elected upon receiving more than 50 percent of all votes cast for the office at the annual congregational business meeting. If the candidate is not elected on the first ballot, voting shall continue until an election is declared. If no election is declared as a result of the second election ballot, the name receiving the lowest number of votes shall be eliminated on each succeeding ballot.
When the church congregation is voting on business matters, a definite voting bar shall be made between those who are entitled to vote and those who are not so entitled. A member of the congregation wishing to challenge the right of another to vote may do so. In the event of such a challenge, a majority vote of the congregation shall decide.