Elk Horn Lutheran Church
Know Jesus. Serve God. Spread the Gospel.
Policies and Practices

 

Elk Horn Church Policies & Practices

“For he has made known to us in all wisdom and insight the mystery of his will, according to his purpose which he set forth in Christ as a plan for the fullness of time, to unite all things in him, things in heaven and things on earth.”  Ephesians 1: 9 – 10

The church seeks to organize because the gifts God has given it are for its welfare and mission as a whole.  Only through proper organization can these gifts be responsible allocated.  An organizational structure must be designed, policies determined and tasks assigned if the church is to carry out its work responsibly and effectively.

In the early church good organization was a matter of concern.  The Apostle Paul wrote letters to recent converts not only to encourage them in the faith but also to instruct them on how to organize their churches.  Paul concludes a lengthy discussion of the relationship between spiritual gifts and order by saying “all things should be done decently and in order” (1 Corinthians 14: 20)

These policies and practices were developed to use as a means to inform and instruct the reader as to how Elk Horn Lutheran means to carry out its mission and ministry honestly and with integrity to the scriptures and the Lutheran faith.


ELK HORN LUTHERAN CHURCH

Organizational Flow Chart

President

Secretary

Treasurer

|

Church Council
   7 members
Parish Ed.
6 members

 
Deacons
3 members

 
Stewardship & Finance
3 members

 
Property
3 members

 
Music/Worship
4 members

 
 

3-year terms.

2 consecutive terms.

Each committee budgets.

Each committee elects a chairperson

Each committee has job descriptions.

Chairpersons make up the balance of council.

President & Secretary are elected at large.


 


 
BOARDS, ORGANIZATION, POLICIES AND JOB DESCRIPTIONS
 

THE FUNDAMENTAL CHRISTIAN MISSION OF ELK HORN LUTHERAN CHURCH IS TO BRING THE GOSPEL TO ALL PEOPLE, BOTH WITHIN AND OUTSIDE THE CHURCH.


 

CHURCH COUNCIL OFFICERS

The members of the Church Council shall be made up of President, Secretary and five board chairpersons.
 

PRESIDENT

  1. The President of the congregation shall preside at all meetings of the voting Membership.  He shall, to the best of his ability, enforce the Constitution and by-laws of the congregation and carry out the expressed will of the congregation as embodied in the resolutions of the Voting Membership.  All Boards, committees, auxiliaries, groups, etc. in the congregation shall be responsible to the President, and he shall be welcome at any and all meetings of such groups, either in person or as represented by such person or persons as he may appoint.
  2. He shall also call and preside over the meetings of the Church Council and shall endeavor to coordinate the functions, plans, and activities of the congregation.
  3. The term of the President shall be three (3) years.  The President shall be eligible to serve no more than two (20 consecutive terms.
  4. The President and council shall appoint or hire the Treasurer.
  5. The President shall appoint a member of the Church Council to preside over the church Council meeting in his absence.

TREASURER

  1. Be responsible for accurate recording of congregational disbursements and budgeted and actual expenditures according to proper account procedures and, as deemed advisable, shall suggest improved methods for congregational consideration.
  2. Shall present a written, duplicated financial report at Voters’ Meetings and a preliminary report at Church Council meetings.
  3. Shall be responsible for monthly remission of offerings for missions and church agencies and for prompt payment of salaries and bills authorized by cong the egation or the Boards and Chairperson as duly constituted sources.
  4. Shall receive from the Financial Secretary a report of all monies received through worship services, special offerings, or any other source and duly record same.
  5. Shall have available for all Boards a current record of their accrued disbursements and budget allotment. 

COUNCIL SECRETARY

  1. The Secretary shall be present at all Voters Meetings of the congregation and at all meetings of the Church Council.
  2. The Secretary shall enter the minutes of all meetings of said groups in a permanent record book.
  3. The Secretary shall conduct all official correspondence of the Church Council.
  4. In general the Secretary shall perform all the duties normally pertaining to the office and such additional duties as the Voting Membership may delegate.
  5. The term of the Secretary shall be three (3) years.  The Secretary shall be eligible to serve no more than two (2) consecutive terms.
     

ADMINISTRATE BOARDS

BOARD OF PARISH EDUCATION

The Board of Christian Education shall consist of six (6) members and pastor.  The terms of the members shall be three years, and such terms shall be so arranged that the terms of the two (2) members expire each year.  Members shall be eligible to serve no more than two (2) consecutive terms.
 

The Board of Christian Education shall meet as soon as possible after each annual meeting of the Elk Horn Lutheran Church for the purpose of organization and electing a chairperson to the Church Council.
 

That the objectives of this Board may be carried out by the Board either corporately or through specifically designated individuals shall:

  1. Be responsible for the Christian nurture of children, youth and adults in the congregation and, through them, in the community and beyond.
  2. Establish objectives, set policies for, and supervise the total education program for each education agency in the congregation, including the personnel; i.e., for the Sunday School, confirmation, Vacation Bible School, Bible classes, and all other education groups.
  3. Approve curriculum and analyze performance of each education agency and seek constant improvement.
  4. Continually review existing agencies as to determine whether all age groups are being served, and recommend revisions and additions as deemed advisable.
  5. Enlist, train, place and continue to train lay teachers and leaders as the congregation’s needs require.
  6. Be concerned about the spiritual, emotional and physical health and welfare of the education staff and their families.
  7. Establish a system of commendation for the recognition of faithful service by all persons involved in the educational task of the congregation.
  8. Support and mediate the Library board.
  9. Provide for and promote the use of audiovisual aids and to this end establish and maintain a film library.
  10. Provide for an/or promote subscriptions to church educational periodicals.
  11. Establish and maintain a permanent file of all children and youth of the congregation by age, grade level, and the like and see to it that such a file is kept continually up to date (including a cradle role).
  12. Submit an annual budget request in the form and at the time requested by the Board of Stewardship.


DUTIES & RESPONSIBILITIES OF THE BOARD OF CHRISTIAN EDUCATION

The total board is responsible for providing refreshments for Rally Day, Vacation Bible School and Christmas program.
 

Chairperson of Christian Education

  1. Be responsible for and supervise the total educational program of the congregation, including all staff members and board members.
  2. Appoint coordinators each for a specific position.
  3. Cast the deciding vote in all cases of ties.
  4. Conduct all meetings.
  5. Report to the Church Council on its activities and needs.
  6. Schedule all meetings.
  7. Supervise the Adventure Club
    1. Secure personnel
    2. Report activities and needs
    3. Attend staff and evaluation meetings.
  8. Maintain, improve and cultivate the use of the church video library.
  9. Examine the educational facilities and equipment and make recommendations to the Board of Christina Education as to needs, upkeep, repairs, and replacements needed, as well as new equipment needed.

Public Relations Coordinator

  1. The recording and keeping of minutes of all meetings.
  2. Performing all correspondence for the Board (at the Chairperson’s request).
  3. Relaying news and other information to the editor of the congregation’s newsletter, etc.
  4. Maintain an accurate record of church school attendance and absences, or find a person to do so.
  5. Provide for a student award program.
  6. Maintain offering envelopes and collection of the offering.
  7. Establish and maintain a permanent file of all children and youth of the congregation by age, grade level, and the like and see to it that such a file is kept continually up to date.
  8. Order needed supplies.

Vacation Bible School Coordinator

  1. Provide program and leadership for the VBS.
  2. Enlist, place and supervise teachers and helpers for VBS.
  3. Recommend objectives and curriculum for VBS.

Christmas Program Coordinator

  1. Provide program and leadership for the Children’s Christmas program.
  2. Enlist two members at large from the congregation to help and provide support for the program.
  3. Be responsible for allocation and upkeep of Sunday School Christmas tree, ornaments, and other Christmas decorations.

Superintendent Sunday School Coordinator

(Nursery – 3rd Grade) 

  1. Enlist, place lay teachers for their respective grade responsibilities.
  2. Sunday School opening leader.
  3. Be responsible for allocation of space for classes for maximum effective use of personnel and facilities.
  4. Be concerned about the spiritual, emotional and physical health and welfare of the education staff and their families.
  5. Recommend a curriculum to the Board of Christian Education and request teacher impute on curriculum.
  6. Provide a program for rally Sunday each year.
  7. Order Sunday school curriculum during the year.
     

 

Superintendent Sunday School Coordinator

(4th – 12th Grade) 

  1. Enlist, place lay teachers for their respective grade responsibilities.
  2. Enlist a Sunday School closing Leader.
  3. Be responsible for allocation of space for maximum effective use of personnel and facilities.
  4. Be concerned about the spiritual, emotional and physical health and welfare of the education staff and their families.
  5. Recommend a curriculum to the Board of Christian Education and request teacher impute on curriculum.
  6. Establish system of commendations for, and recognition of, faithful service of the Sunday School staff.
  7. Teacher appreciation coffee in May.
  8. Order Sunday School curriculum during the year.


 

BOARD OF WORSHIP & MUSIC

The Board of Music & Worship shall consist of (4) members and pastor, Altar Guild representative and all staff pertaining to worship and music.  The terms of the members shall be three years, and such terms shall be so arranged that the term of the one (1) member expires each year with the exception of two (2) members every third year.  Members shall be eligible to serve no more than two consecutive terms.
 

The Board of Music & Worship shall meet as soon as possible after each annual meeting of the Elk Horn Lutheran Church for the purpose of organization and electing a chairperson to the Church Council.
 

The Chairperson shall have the responsibility for the entire program and all responsibilities delegated to this board.  Specifically, the Chairperson shall oversee the following duties assigned to the entire board.
 

That the objectives of this board may be carried out, the board, either cooperatively or through specifically designated individuals, shall:

  1. Pray for the Pastor and other spiritual leaders.
  2. Encourage the Pastor in his work by word and action.
  3. Submit and annual budget request in the form and at the time requested by the Board of Stewardship.
  4. Supervise the organists, lay leaders, choir directors, etc. of the congregation.
  5. Staff, train and supervise the ushering staff.
  6. Provide the Pastor with assistants with reading of scripture.
  7. Set the schedule and number of communion services in conjunction with the Pastor and congregation.
  8. Seek and submit new forms of worship, liturgies, and hymns for use in public worship.
  9. Supervise the Altar Guild in the care, use and maintenance of the sacred vessels, the altar, the altar furnishings, and vestments.
  10. Maintain an adequate supply of expendable items for worship such as communion cards, pencils, communion wine and wafers, baptismal napkins, candles, etc. in conjunction with the Altar Guild.
  11. Coordinate with the Altar Guild all church and chancel decorations.
  12. Plan and publicize the services for the year.
  13. Supervise the budgeted allotment for the selection and procurement of appropriate music, supervision of choirs and other related matters.
  14. Recommend and annually review compensation and personnel for the music staff as required for public worship.
  15. Arrange and publicize special services as required.
  16. Maintain and supervise adequate nursery facilities and personnel.
  17. Negotiate service contracts for the organ, pianos and the like.


BOARD OF CHURCH PROPERTIES

The board of Church Properties shall consist of at least three (3) members and the pastor.  The terms of the members shall be three years, and such terms shall be so arranged that the term of the one (1) member expires each year.  Members shall be eligible to serve no more than two consecutive terms.
 

The Board of Church Properties shall meet as soon as possible after each annual meeting of the Elk horn Lutheran Church for the purpose of organization and electing a chairperson to the Church Council.
 

The basic objectives of this board are the proper maintenance and repair of the church property, the representation of the congregation in all legal matters, and the general protection of the congregation against loss or damage of whatever nature.
 

The Chairperson shall have the responsibility for the entire program and all responsibilities delegated to this board.  Specifically, the Chairperson shall oversee the following duties assigned to the entire board.
 

That the basic objectives of this board may be carried out, the board, either corporately or through specifically designated individuals shall:

  1. Make an annual inspection of the church properties and equipment and recommend to the Church Council needed repairs, improvements, or replacements.
  2. Carry out all resolution of the Voters’ Meeting on purchases, repairs, replacement of church property and equipment.
  3. Determine and engage, with Church Council approval, adequate custodial help.  The board shall also meet periodically with custodian(s) to discuss the care of the building, needs and problems in custodial service and the like.
  4. Annually review and recommend salaries for all custodial help.
  5. Determine and establish, with the approval of Church Council, regulations governing the use of church property and equipment.
  6. Annually check the adequacy of all types of insurance for church property and equipment and negotiate insurance contracts.
  7. Enlist work crews for special repair, improvement, cleaning, painting, decorating, landscaping and other projects.
  8. Arrange for immediate repairs of an urgent nature and all normal repairs and alterations for which budget funds have been allocated.
  9. Obtain legal information necessary for the wise consideration on contracts, deeds, and the like by the congregation.
  10. Sign official documents and contract that have been negotiated and approved by the congregation.  And to this end the board shall be responsible for the following:
    1. Church facilities and property
    2. Parsonage and property
    3. Cemetery board
  11. Set all policies and fees for rental, use and lending of church properties.
  12. Submit an annual budget request in the form and at the time requested by the Board of Stewardship.

BOARD OF DEACONS

The board of Deacons shall consist of at least three (3) members and the Pastor.  The terms of the members shall be three years, and such terms shall be so arranged that the term of the one (1) member expires each year.  Members shall be eligible to serve no more than two consecutive terms.
 

The Board of Deacons shall meet as soon as possible after each annual meeting of the Elk Horn Lutheran Church for the purpose of organization and electing a chairperson to the Church Council.
 

The Chairperson shall have the responsibility for the entire program and all responsibilities delegated to this board.  Specifically, the Chairperson shall oversee the following duties assigned to the entire board.
 

That the basic objectives of this board may be carried out, the board, either corporately or through specifically designated individuals, shall:

  1. Emphasize evangelism and encourage evangelism programs in and through the societies and auxiliary organization of the congregation and suggest projects for such organizations.
  2. Be responsible for maintenance of church membership.
  3. Be genuinely concerned for those moving into the community and for those moving from Elk Horn to other areas.
  4. Be concerned for the reception, orientation, and integration of new members into the congregation.
  5. Periodically sponsor and plan fellowship receptions of new members.
  6. Review or adapt materials and ideas from various sources which will bring congregation members into personal contact in groups such as family nights, plays, fun fairs, talent shows, and the like.
  7. Review or adapt materials and ideas from various sources that will bring congregation members spiritual enrichment and growth, i.e. parenting classes, support groups, and the like.
  8. Be concerned about the spiritual, emotional and physical health and welfare of the Pastor(s) and his family.
  9. Study and adopt or adapt suggestions by the evangelism departments of the ELCA or Synod.
  10. Submit and annual budget request in the form and at the time requested by the Board of Stewardship.

BOARD OF STEWARDSHIP & FINANCE

The Board of Stewardship & Finance shall consist of at least three (3) members and the pastor.  The terms of the members shall be three years, and such terms shall be so arranged that the term of the one (1) member expires each year.  Members shall be eligible to serve no more than two consecutive terms.
 

The Board of Church Stewardship and Finance shall meet as soon as possible after each annual meeting of the Elk Horn Lutheran Church for the purpose of organization and electing a chairperson to the Church Council.
 

The basic objectives of this board are to initiate programs for the development of good stewardship attitudes in the members of the congregation in regard to time, talents, and treasures and to ensure the financial stability of the congregation and its work through a developed program of dedicated giving.
 

The Chairperson shall have the responsibility for the entire program and all responsibilities delegated to this board.  Specifically, the Chairperson shall oversee the following duties assigned to the entire board.
 

That the basic objectives of this board may be carried out, the board, either corporately or through specifically designated individuals, shall

  1. Maintain a program to discover and enlist for kingdom service the talents God has given members.
  2. Conduct an intensive program annually to confront every member personally with basic Biblical stewardship principles and practices.
  3. Initiate preparation and presentation to the Church Council and congregation of an annual budget for adoption by the Voters Assembly.
  4. Foster benevolence support for missions and charities through an ongoing program of mission information and education through education agencies, boards and organizations.
  5. Plan and recommend a year-round program of support for relief (financial gifts, clothing drives, homeless shelter, etc.) through the various agencies, groups and boards of the congregation.
  6. Supervise memorial gifts and suggest ways of implementation to the Church Council.
  7. Evaluate various programs for endowments, wills, bequests and the like, and suggest ways of implementation to the Church Council.
  8. Encourage and enlist the young people of the congregation for full time service in the church as pastors, teachers, and the like.
  9. Be concerned, together with the Treasurer and Financial Secretary, for safe deposit and recording of all funds, monthly remissions of offering for missions and church agencies, and prompt payment of salaries and bills as authorized by the Church Council and appropriate boards.
  10. Evaluate the offerings of the congregation regularly, and share these evaluations with the members of the congregation.
  11. Annually review the budgeting procedures of the congregation in conjunction with the Treasurer and Financial Secretary and recommend to the congregation any necessary improvements or revisions.

ELECTIONS

From a list of candidates for each elective office submitted by the Nominating Committee, the voting membership shall, at its January meeting, elect candidates for Church Council and boards by ballot and simple majority.
 

Members shall be able to serve two three (3) years terms.  No member shall serve more than two consecutive terms in the same office.  It should be noted that a member can be elected to serve on another board after having served two terms in an office.
 

WEDDING POLICIES

The following items are presented for your information in planning your wedding:
 

A Christian wedding is first of all a service of worship, asking Christ’s blessing upon your marriage and new life together.  It is not primarily a social event, rather it is a spiritual service of the church, in which the pastor and congregation unite in prayer with you and shared in your joy.  It is also a legal act in which the pastor acts as an official of the state.
 

Thus, the rubrics (regulations, guidelines, rules) for a wedding shall ALWAYS be those of the church and the state.  The music, the vows and the service shall thus be approved by the Lutheran Church and the congregation.
 

The criteria for selection of service and flowers, and placement of bridal party shall be the centrality of the cross of Jesus Christ.  We want your wedding to be a sacred and holy, as well as joyous service that communicates the love of God’s Christ and his blessings before you and yours!
 

  1. Plan Early.  Church calendars are often very full.  To make sure you get the date you want, the church should have at least three months notice.  No weddings on church festival days (Christmas, Easter, etc.)
  2. Pre-marriage interview.  The Pastor will want to meet with you and your intended three or more times (as needed) for about an hour a session.  Every effort will be made to find mutually agreeable times, but flexibility will be expected.
  3. Clergy.  In order to remain faithful to the Lutheran confessions and beliefs all weddings will be conducted by Lutheran pastors, i.e. ELCA, Missouri Synod, etc. If a couple wished the participation of a clergy person from another denomination other than Lutheran, they may, with permission of the presiding pastor, and on the condition that a Lutheran pastor is the presiding pastor.
  4. Expenses.  All expenses related to your wedding at church will be borne by the contracting parties.  The following honorariums are required unless otherwise noted.  
    1. Custodian:

·        $20 if only the Sanctuary is used.

·        $20 if reception is held at the church.

  1. Musicians:

·        Organist: Negotiated with the organist

·        Soloist: Negotiated with the soloist.

  1. Kitchen & basement fellowship hall:

·        $40

  1. If a hospitality group serves:

·        $25



 

WEDDINGS FOR NON-MEMBERS

The church receives many requests from individuals outside the congregation.  Although we see it as an opportunity to minister to each couple, the time and expense can become a burden.  Therefore, the following guidelines have been approved by the council.
 

All guidelines remain the same as any wedding (see Wedding Policies, above) except for the following:
 

Expenses for non-members:  All expenses related to your wedding at church will be borne by the contracting parties.  The following honorariums are required.  Contact the church secretary for payment.

a.   Custodian:

·        $50 if only the Sanctuary is used.

·        $50 if reception is held at the church.

b.   Musicians:

·        Organist: Negotiated with the organist

·        Soloist: Negotiated with the soloist.

c.   Kitchen & basement fellowship hall:

·        $150

  1. If a hospitality group serves:

·        $25

  1. Pastor

·        $70



 

BAPTISM

Baptisms are indeed a happy and important occasion.  But it is not an occasion separated from the rest of the Christian walk.  Rather, baptism is the beginning of the Christian’s life of worship.  Along with the Christian’s natural response (worship) comes service in and through the Christian community – the church.
 

The church has been commanded to “go and make disciples.”  We take seriously this command “to make.”  Experience has taught us, and scripture tells us disciples are made, not born.  We want parents to know and understand their motives and reasons for baptism.  And we want them to receive encouragement and guidance in their mission as Christian parents.
 

Therefore the church council has determined the following guidelines for families preparing for baptism.


          
712-764-5678
4313 Main St., Elk Horn, Iowa, 51531, United States
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