The Forge (church) By-laws Part 1 – Glossary In these By-laws, unless the context otherwise requires: • The Forge refers to the community of people who belong to the community of the Forge (church), including members, adherents, and friends of the community. • Covenant refers to the membership agreement of the Forge (church), which outlines a promise to commit to membership in a discipleship community which is devoted to the apostles’ teaching, to fellowship, and to the breaking of bread and prayer. [WORDING] • In-camera refers to those meetings or parts of meetings that are not open to the Forge (church) membership at large, but are open only to those who are an official participant in the meeting by virtue of position, or who are invited and approved by majority vote of those present. • Special Resolution refers to a resolution or motion passed in a business meeting by a majority approval of a minimum of 75% of those voting. The resolution must be published a minimum of fourteen (14) days prior to the business meeting. • Approval refers to a majority in a formal vote. [NEW – NEEDED FOR LATER] Part 2 – Membership Section A – Definitions • Adherent: A person who has chosen to belong to the community of the Forge, but is not choosing to enter into covenant membership. Adherents make valuable contributions to the Forge, and are encouraged to participate in the life of the community. Adherents have the privilege of attending and speaking at business meetings, but they cannot vote on issues. [COVENANT?] • Member: A person who has chosen to belong to the Forge community, believe in the vision and mission of the community, and become accountable to other members of the Forge in covenant relationship. The Forge (church) By-laws – Draft 3.5 (Dec 2010)
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Section B – Qualifications • A profession of faith in Jesus Christ as Lord and Saviour made through baptism by immersion, or a testimony of Christian experience including baptism by immersion. • Acceptance of the Covenant, Vision Statement, and mission of the Forge, both in word and lifestyle.
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Section C – Responsibilities of Members • Members are encouraged to live incarnationally, missionally, and relationally in accordance with biblical principles and Covenant, including: • Seeking opportunities to serve in ministry, worship, and prayer, as guided by the Holy Spirit. • Participating in the business of the Forge, including, but not limited to, attending business meetings and voting. • Being accountable to Pastor(s), Steward-Elders, Leadership, and other members according to Covenant. • Dialoguing with the Steward-Elders if at any time concerns arise that may affect their ability to fulfill the Membership Covenant of the Forge (church). Section D – Nomination and Acceptance • The Steward-Elders team shall be responsible for all matters pertaining to membership. • Adherents who wish to be considered for membership should begin a dialogue with the Pastor(s) and/or Steward-Elder(s) to discuss how they belong within the Forge community and what they have come to believe. The Pastor(s) and Steward-Elders shall lead prospective members through an interview process to determine if they are ready to become part of Covenant at the Forge. • The Pastor(s) and Steward-Elders shall present the names of approved prospective members to the Leadership Team for approval. [SHOULD THERE BE RATIFICATION HERE?] • The Leadership Team, on behalf of the Steward-Elders, shall publish the names of the approved prospective members in the Forge bulletin for two (2) successive Sundays prior to the scheduled date for their acceptance into membership. [NECESSARY?] • The Pastor(s) and Steward-Elders shall decide the process for receiving new members. Section E – Term • The term for membership in the Forge (church) lasts from January 1 to December 31 of each calendar year. All members must renew their membership for the following calendar year by December 31. The Forge (church) By-laws – Draft 3.5 (Dec 2010)
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• Members may be given one month after the renewal deadline to renew their membership, as determined in conversation with the Steward-Elders. • Members who choose not to renew their memberships will become adherents. They will have to initiate a new dialogue about membership with the Pastor(s) and Steward-Elder(s) if they would like to again join the Forge in Covenant. [MECHANISM?] • The membership list will be reviewed continually to ensure that all members are remaining in Covenant relationship within the Forge community.
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Section F – Release • The Forge recognizes that the community will grow and change, and that members may move on to other opportunities as the Lord leads them, with the desire of reconciled relationship for the entire community upon release of members. • Adherents should dialogue with the Pastor(s) or Steward-Elder(s) so that they may be appropriately acknowledged for their contributions to the Forge community. • Members who do not renew their membership will be released as of January 1, pending dialogue with the Steward-Elders. [HOW TO DO THIS WELL?] • Members who wish to be released from their membership should notify a Pastor and/or a Steward-Elder, who will then lead members in an exit interview process. When possible, the Pastor(s) and Steward-Elder(s) shall publicly send or commission members to their new opportunity as the Lord leads. • The Forge also recognizes that though some members may not choose to remain in Covenant relationship, there is hope for reconciliation and restoration of all Covenant relationships. The Pastor(s) and Steward-Elders may begin a dialogue with a member who is not reconciled to the Forge in Covenant, according to the Lord’s leading. If the relationship cannot be reconciled, although these members may not choose to initiate their release from the Forge, the Pastor(s) and Steward-Elders may recommend that these members may be released from membership, as approved by the Leadership Team. • The Pastor(s) and Steward-Elders shall decide the process for communicating a member’s release. Part 3 – General Business Meetings Section A – Definition • General Business Meetings (GBM) are those meetings in which the members of the Forge (church) are encouraged to contribute to the dialogue on issues pertaining to the vision, mission, and operation of the Forge. The Forge (church) By-laws – Draft 3.5 (Dec 2010)
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• GBMs include the Annual General Meeting (AGM), Quarterly Business Meetings (QBM), and Special Business Meetings (SBM). • Issues that must be approved by the membership at a General Business Meeting are: o call or removal of a Pastor or Director of Ministries o removal of a Leadership Team member or Steward-Elder o issue of debentures o amendments to the Constitution or Bylaws of the Forge (church). o Any other issues may be sent to the membership for approval at a GBM by a majority vote of the Leadership Team. • The Leadership Team also may call Town Hall Meetings to discuss issues with the Forge. These meetings will not require a vote, quorum, or any final decisions, and are intended primarily for communication between membership and leadership. Section B – Voting Privileges • Each member of the Forge is entitled to one vote on each motion at all General Business Meetings. • Voting by proxy is not permitted, except under the following guidelines: o Proxy may be granted for extreme circumstances with 75% approval of members present at the meeting. o Application for proxy must be made to the Steward-Moderator no later than twenty-four (24) hours prior to the start of the meeting. Section C – Annual General Meeting (AGM) • An Annual General Meeting (AGM) shall be held once every calendar year at a maximum of fifteen (15) months after the previous AGM. • The Leadership Team shall determine an appropriate date for the AGM. Notice of the AGM shall be published in the Forge bulletin for a minimum of two (2) successive weeks prior to the date of the AGM. • Quorum shall be 15% of the membership of Forge (church) as of the date of the AGM. • The meeting shall contain, but is not limited to: o Presentation of the Annual Financial Statements for the previous fiscal year. The Forge (church) By-laws – Draft 3.5 (Dec 2010)
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o Presentation of the Annual Report. o Presentation of vision for finances for the fiscal year. o Approval of the nominated candidates for the Leadership Team, including approval of the appointed Steward-Elders. o Approval of the Nomination Committee. Section D – Quarterly Business Meetings (QBM) • The Leadership Team shall conduct Quarterly Business Meetings, in addition to the AGM. The purpose of these meetings is to communicate with the congregation issues that require approval of the Forge membership. • The Leadership Team shall determine appropriate dates for QBMs. A QBM must be more than two months preceding or following the AGM or another QBM. Notice of the QBM shall be published in the Forge bulletin for a minimum of two (2) successive weeks prior to the date of the meeting. • Quorum shall be 15% of the membership of the Forge (church). Section E – Special Business Meetings (SBM) • SBMs are any meetings, in addition to the AGM and QBMs, that are called with the purpose of discussing and deciding on issues that must be approved by the membership, according to these bylaws. • A Special Business Meeting (SBM) shall be called by the StewardModerator at the request of three (3) members of the Leadership Team, or at the written request of a minimum of 15% of the membership. An SBM must be held within four (4) weeks of the request. [THE LAST SENTENCE IS NEW] • The Leadership Team shall determine an appropriate date for an SBM. Notice of an SBM shall be published in the Forge (church) for a minimum of two (2) successive weeks prior to the date of the SBM. • Quorum for all Special Business Meetings shall be 15% of the Membership. [LOW?] Part 4 – Leadership Team Section A – Composition and Qualification The Forge (church) By-laws – Draft 3.5 (Dec 2010)
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• The Leadership Team shall consist of the Pastor(s), Director(s) of Ministries, Eldership Team (Steward-Elders), and Stewardship Team (Steward-Officers and Stewards) of the Forge (church). • The Pastor(s) and Director(s) of Ministries of the Forge shall be members of the Leadership Team ex-officio, and are not subject to the nomination and selection process or the terms of service. They are allowed to vote at all business meetings. • All members of the Leadership Team must be members of the Forge and shall endeavour to live consistent with the spiritual qualifications found in 1 Timothy 3:1-4, Titus 1:5-9, 1 Peter 4:7-9, and I Peter 5:1-4 [All scripture references are considered to be gender neutral], as well as in agreement with the Leadership Covenant of the Forge. Section B – Responsibilities • Lead ministries and/or committees according to God-given gifts. • Recommend vision for the Forge to the membership, through Spirit-guided prayer. • Ensure that all ministries and programs of the Forge adhere to the approved vision. • Support the staff and ministry leaders at the Forge. • Exhibit best practices and Spirit-led stewardship of all resources. • Meet regularly to discuss issues related to the vision, mission, and operation of the Forge. • Assist the Nomination Committee in identifying candidates for leadership. • Appoint a Pastoral Search Committee when considering a pastoral candidate. • Research and suggest ministries and/or missions through prayer and biblical study. • Communicate regularly with membership, including hosting quarterly business meetings. Section C – Nomination and approval • A Nomination Committee for the following year shall be elected by the membership at the AGM.
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o All members of the Nomination Committee shall be members of the Forge. o The Nomination Committee shall consist of a minimum of five (5) and a maximum of seven (7) members, including one Pastor, one Steward-Elder, one member of the Stewardship Team, and a minimum of two general members of the Forge. o The Leadership Team, on behalf of the Nomination Committee, shall publish notice of open nominations for the Leadership Team for a minimum of four (4) successive Sundays preceding the Annual General Meeting. o The Nomination Committee shall produce a list of nominees for the Leadership Team to the membership through Spirit-led prayer, informal discussion, and an interview process. • All nominees to the Stewardship Team shall be approved by the membership at the Annual General Meeting (AGM) as Stewards, with no specific designation. • All Stewardship positions on the Leadership Team, excluding the StewardElders, will be decided at the first Leadership Team meeting held after the AGM. Section D – Term of Service • All Leadership Team members shall serve a term of one year, commencing at the first Leadership Team meeting following the Annual General Meeting (AGM) at which they were selected and concluding at the first Leadership Team meeting after they have finished their time of service. • All Leadership Team members must be approved by the membership at the AGM. • A member of the Leadership Team shall be eligible to serve for a maximum of six consecutive years. All years of service on the Stewardship and/or Eldership Team count toward the total. • Any member who has completed their six-year commitment or otherwise stepped down from the Leadership Team shall wait for one year to be eligible to rejoin the Leadership Team. • If a member of the Leadership Team is unable to complete their term, the Leadership Team may appoint another member of the Leadership Team to The Forge (church) By-laws – Draft 3.5 (Dec 2010)
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fulfill the empty position on an interim basis within two (2) weeks of the vacancy. If no suitable candidate can be found within the Leadership Team, the Nomination Committee shall conduct a search for a nominee from the membership until the position is filled. [THIS IS NEW] Section E – Meetings • Leadership Team meetings shall be held a minimum of twelve (12) times in each calendar year. • Quorum for all Leadership Team meetings shall be a minimum of 60% of the Leadership Team, including a minimum of one Pastor and one Steward-Elder. • Leadership Team meetings shall be open to all members and adherents. Only members of the Leadership Team shall vote on motions presented at meetings. • In-camera sessions may be held during a Leadership Team meeting when discussing matters of a delicate nature including, but not limited to, those that fall under the Privacy Act. Section F – Removal • A member of the Leadership Team may be removed from the Leadership Team by Special Resolution at a General Business Meeting.
Part 5 – The Officers of the Forge (church) Section A – Composition • The Officers of the Forge (church) shall be the Steward-Moderator, Steward-Secretary, and Steward- Treasurer. • Pastor(s), Director(s) of Ministries, Steward-Elders, and any permanent employees of the Forge may not serve as Officers of the Forge (church). [THIS IS NEW] • Temporary or contract employees may serve as Officers during their employment with approval of a minimum of 75% of the Leadership Team. [FIX?]
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Section B – Nomination and Selection • All Officers of the Forge (church) shall be affirmed as members of the Leadership Team. • Officers shall be chosen to serve in their positions for the following year at the first Leadership Team meeting after the AGM by majority vote. [THIS IS NEW] Section C – Responsibilities of the Steward-Moderator The responsibilities of the Steward-Moderator include, but are not limited to, the following; • Serve as one of the signing officers of the Forge (church). • Lead all General Business Meetings of the Forge and all Leadership Team Meetings. o In the absence of the Steward-Moderator, another member of the Leadership Team, as approved by the Leadership Team, shall lead the meeting. • Ensure that all operations of the Forge (church) are fulfilled • Be entitled to vote at all meetings. Section D – Responsibilities of the Steward-Secretary The responsibilities of the Steward-Secretary include, but are not limited to, the following: • Serve as one of the signing officers of the Forge (church). • Record and distribute minutes from all General Business Meetings and Leadership Team Meetings, and maintain the Official Book of Minutes. • Answer all official correspondence and complete all statutory returns on behalf of and under the instruction of the membership, excluding those of a financial nature. • Maintain an updated Membership List in co-operation with the StewardElders. • Maintain the official copy of the Forge (church) Constitution and By-laws. • Compile and produce the Annual Report to be distributed prior to the AGM. Section E – Responsibilities of the Steward-Treasurer
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The responsibilities of the Steward-Treasurer include, but are not limited to, the following: • Serve as a signing officer for the Forge (church). • Ensure that all monies contributed to the Forge (church) are recorded and that the monies shall be paid out according to the instructions of the Membership. • Present monthly financial statements to the Leadership Team, quarterly financial statements to the Forge (church), and an Annual Financial Statement at each AGM. • Ensure that all official financial statements and correspondence related to financial matters including, but not limited to, Canada Customs and Revenue Agency, and the City of Langford, are completed in a timely manner. • Draft the financial vision for the fiscal year and present it to the Forge (church) at a General Business Meeting. • Manage matters pertaining to personnel, including wages and benefits Part 6 – The Steward-Elders Section A – Composition and Qualification • There shall be a minimum of two (2) Steward-Elders in addition to the Pastors. • The Pastor(s) shall serve as part of the Eldership Team, ex-officio. • Steward-Elders must be members of the Forge (church) who are recognized as spiritual leaders within the church and the Leadership Team. Section B – Responsibilities • Provide spiritual nurturing of the Forge (church). • Provide spiritual nurturing and development of the Leadership Team, including Pastor(s). • Oversee all matters relating to membership, including dialogue with prospective members, preparation for baptism, and release of members. • Act in an advisory position to the Pastor(s) in matters related to church discipline. The Forge (church) By-laws – Draft 3.5 (Dec 2010)
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• Administer and maintain the financial statements related to the Fellowship Fund. • Lead ministries and/or committees according to God-given gifts and talents. Section C – Nomination and Approval • Steward-Elders shall be nominated by the Nomination Committee at the AGM. • Notice of the nominated Steward-Elders shall be published for a minimum of two (2) successive Sundays preceding the AGM. • The membership of the Forge (church) must approve the nominated Steward-Elders at the AGM. Section D – Term of Service • Steward-Elders shall serve a term of one year, commencing with the approval of the membership at the AGM. • Steward-Elders shall be eligible to serve six consecutive terms. Section E – Meetings • Steward-Elders shall meet a minimum of once per month. All Steward-Elder Meetings shall be considered in camera, unless otherwise voted. Section F – Removal • A Steward-Elder may be removed from the Leadership Team by Special Resolution at a General Business Meeting. Part 7 – Pastor(s) and Director(s) of Ministries Section A – Qualifications • Agree to the Leadership Team Covenant and the Covenant of the Forge (church). • Be a member in good standing with the Canadian Baptists of Western Canada. Section B – Call of the Pastor • The Leadership Team, with the approval of the Forge (church), shall appoint a Pastoral Search Committee. The Forge (church) By-laws – Draft 3.5 (Dec 2010)
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o The Pastoral Search Committee shall consist of: a minimum of two (2) Stewards, one (1) Steward-Elder, and two (2) members of the Forge (church). • The Pastoral Search Committee will dialogue with one candidate at a time. • The committee will present one candidate to the Forge (church) at a Special Business Meeting after giving a two (2) week notification to the membership. o The meeting shall have a quorum of 15% of the membership. [LOW?] o The vote shall be conducted by secret ballot. o The question on the ballot shall read as follows: “Should the membership of the Forge (church) call [the candidate] to serve as Pastor of the Forge (church)?” with the responses listed as “Yes, No, and Abstain”. [THIS IS NEW] o The motion must receive a 75% vote of affirmation of those voting to pass. • A call may then be extended to a candidate to serve as a Pastor of the Forge (church). Section C – Release of the Pastor(s) A Pastor(s) may be released from the position of Pastor under one of the following means: • The Pastor may submit no fewer than three (3) months notification of the intention to resign. [OR WHAT ELSE? DO WE NEED SOMETHING HERE?] • The Leadership Team, after receiving a 75% vote of affirmation at a Business Meeting with a quorum of 15% of Members, may give the Pastor notification of termination or offer severance in lieu of notification in accordance with the BC Labour Standards or signed Pastoral Contract. [SHOULD THIS BE HIGHER??? 15% Seems low to me] • The Leadership Team requires a 75% vote of affirmation of all members of the Leadership Team to place a Pastor on suspension with pay, with the intent to terminate for cause when there is an issue involving Covenant, doctrine, church discipline, or criminal charges. They must seek Church membership approval of this act in a Special Business Meeting within a The Forge (church) By-laws – Draft 3.5 (Dec 2010)
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minimum of two (2) weeks and a maximum of three (3) months of the initial vote. [THIS IS STRAIGHT FROM THE LAST ONE, except for “Covenant” and the SBM Part] [AND WHAT IF THE CHURCH DISAGREES? WHAT THEN?] Section D – Director(s) of Ministries • The call and release processes shall be the same for Director(s) of Ministries as for Pastors. • [OPEN FOR DISCUSSION – LOTS TO SORT THROUGH HERE] Part 8 – Finances Section A – Fiscal Year • The fiscal year of the Forge (church) commences on January 1 and terminates on December 31 of each calendar year. Section B – Auditing • Annual audits of the Forge (church) are not required, but may be mandated by majority vote of the membership at any General Business Meeting. [NEW LAST HALF] • Upon approval by the membership, an auditor may be ratified at a General Business Meeting. The auditor will hold the office until the close of the next AGM. • The auditor shall be a professional accountant or bookkeeper hired by the Leadership Team at the direction of the Church membership to perform a professional audit. The auditor shall not be a member or adherent of the Forge (church) during their term. Section C – Borrowing Powers • In order to carry out the business and ministry of the Forge (church), the membership may direct the Leadership Team to raise or secure the payment or repayment of money in such a manner as they decide, without limiting the generality of the foregoing, by the issue of debentures. • The membership of the Forge (church) must pass a Special Resolution at any General Business Meeting prior to a debenture being issued.
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Part 9 – Execution of Documents • All official documentation signed on behalf of the Forge (church) must be signed by either the Steward-Secretary or the Steward- Treasurer plus one other signature from a Signing Officer of the Forge (church). Section A – Use of the Church Name • The Forge (church) shall have the power to grant, refuse, or withdraw the use of the name of the Forge (church) as part of the name of a subsidiary organization of the Forge (church). Section B – Execution of Contracts • No committee or organization of the Church, including the Leadership Team, shall have the power to commit the Church to any contract, agreement, or expenditure, unless it has been authorized to do so by the membership at a General Business Meeting. [IF WE KEEP THIS, IT SEEMS TO MEAN THAT WE WOULD NEED TO GO TO MEMBERSHIP FOR ALL NEW CONTRACTS. IS THAT WHAT WE WANT? SHOULD THIS READ “INDIVIDUAL” INSTEAD, OR DO WE OUTLINE WHICH CONTRACTS CAN BE COMMITTED BY THE LEADERSHIP TEAM?] Part 10 – Amendments Section A – Constitution • The constitution of the Forge (church) may be amended only by special resolution at any General Business Meeting, having a quorum of 75% of the membership. • Any proposed amendments to the Constitution shall be made available to the members of the Forge (church) for a minimum of two (2) successive weeks before the date of the GBM. Section B – By-laws
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• The By-laws of the Forge (church) may be amended only by special resolution at any General Business Meeting, having a quorum of 75% of the membership. – [amount] • Any proposed amendments to the by-laws shall be made available to the members of the Forge (church) a minimum of two (2) weeks before the date of the business meeting.
Now the Lord is the Spirit, and where the Spirit of the Lord is, there is freedom. 2 Cor 3:17 ESV
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