Officers' Roles from the Constitution of St. Luke

IV A. The pastor is ex officio, a non-voting member of all boards and committees.

 

IV B. The Board of Elders

The pastor shall select from the slate of nominees presented by the nominating committee at least 3 (three) male members to serve on the Board of Elders. These appointments shall be ratified by the Voters' Assembly at the annual election meeting. This Board shall elect its own chairman from within its own midst.

IV C. The Board of Trustees

The Voters' Assembly shall elect from its eligible members a board of trustees consisting of at least three (3) members, the number being determined by the Voters' Assembly. This Board shall elect its own chairman from within its own midst.

IV D. Other Officers

The Voters' Assembly shall elect from its eligible members the following other officers: a chairman of the congregation i.e. Voters' Assembly; a vice-chairman; a recording secretary; a financial secretary; and a treasurer.

 

DUTIES OF THE OFFICERS

VIII A. The Elders shall:
1. assist the pastor in all matters pertaining to the spiritual welfare of the congregation, having particular oversight over doctrinal matters and matters pertaining to the godly walk of life on the part of the pastor, officers, and members of the congregation, being careful to observe that our Lord's injunction in Matthew 18:15-18 be applied in church discipline according to Christian love and for the salvation of the erring soul; 
2. assist the pastor in annual visits of every member; 
3. render counsel and advice in difficult problems; 
4. sign diplomas of vocation in the name of the congregation; 
5. be examples of Christian conduct and conversation; 
6. see that all resolutions of the congregation are carried out; 
7. see to it that all services are conducted in such a manner as to avoid needless disturbance and to foster an attitude conducive to worship among those in attendance; and shall be responsible for all music (including choir and organist);   8. assist the pastor in arranging for pulpit assistance, special services, and guest speakers; and 
9. appoint the head usher and supervise ushering. 

VIII B. The Trustees shall:

1. on behalf of the congregation and in accordance with specific authorizations of the congregation passed at general meetings of the congregation from time to time negotiate the purchase, sale, leasing or mortgaging of real property and for this purpose are empowered to enter into all necessary agreements and execute all necessary deeds, mortgages, leases and other instruments with respect to real property of the congregation and may receive deeds to real property in their name as Trustees on behalf of the congregation in a form complying with the provisions of the Religious Institutions Act of Ontario and they and their successors in office shall hold such real property from time to time on behalf of the congregation. 
2. have general power of supervision over all property of the congregation whether real or personal, movable or immovable, and shall perform such duties in connection therewith as the congregation shall authorize from time to time. 
3. manage the property of the congregation as an equitable trust; 

4. make provisions for the upkeep of the property of the congregation, and see that the same is kept in good condition and repair, and, if necessary, solicit the help of the members in this work; (this includes adequate insurance against fire, loss or damage, etc.); 
5. administer all secular affairs of the congregation according to the instructions and resolutions of the congregation and represent the congregation in all legal matters. All legal papers will be valid when signed by two trustees (subject to Article VI B paragraph 2); 
6. make non-budgetary expenditures to the extent of $100.00 without the sanction of the congregation but for which expenditures they are responsible to the congregation; 
7. retain for safe keeping in the designated bank's deposit box, in the name of the congregation, all important and valuable documents and securities of the congregation; 
8. supervise the janitor service; 
9. serve as a planning committee for the congregation (additions, new buildings); and 
10. consider all offers of gifts (such as furniture and other articles) and report their reasons for accepting or declining to accept, to the Church Council.  

VIII C. The Chairman of the congregation shall: 

1. preside at all meetings of the Voters' Assembly; 
2. submit to the meeting the order of business; 
3. present for discussion all proper resolutions regularly moved and seconded; 
4. decide questions of order; 
5. call motions and announce the result; 
6. preserve order and proper decorum during the meetings; 
7. may cast the deciding vote in the case of a deadlock or tie vote; 
8. together with the Recording Secretary, shall sign the minutes after they have been adopted; and 
9. shall see that all committees and officers fulfil their duties. 

 

VII D. The Vice-Chairman

shall perform the duties of the chairman during the temporary absence or inability of the latter to serve. 

VIII E. The Recording Secretary shall: 

1. prepare and keep careful and accurate minutes of the proceedings of each meeting of the Voters' Assembly and Church Council in the official permanent book of the congregation, present the same to be read and adopted at the next regular meeting, deliver a copy of the minutes to the church office (within two weeks after the meeting) for distribution; 
2. keep an accurate list of all the voting members and a record of their attendance at the meetings; 
3. send notice to any member absent six (6) consecutive times and remind him of his status as a voting member; 
4. in general, serve as clerk and correspondent of the congregation; 
5. sign the minutes of each meeting after their adoption together with the chairman; and 
6. note all resolutions of sustaining nature in a permanent record.  

VIII F. The Treasurer shall: 

1. disburse all monies of the congregation and pay all fixed and regular expenses without an order. All other disbursements shall be made on order of the congregation, or the council, or the Board of Trustees; 
2. keep an exact record of all financial transactions of the congregation in the permanent book provided for that purpose, which shall be and remain the property of the congregation; 
3. retain all receipts, vouchers, and bank sheets until the auditing committee has made its report on its annual audit; 
4. report at each regularly scheduled council and Voters' Assembly meeting, showing actual receipts and disbursements compared with budgeted amounts and outstanding accounts; 
5. sign the authorized cheques of the congregation; and 
6. retain all receipts, cancelled cheques, and bank sheets for a minimum of five (5) years, in a file provided by the congregation. 

VIII G. The Financial Secretary shall: 

1. receive all monies of the congregation and deposit all monies received in the corporate name of the congregation in a bank (designated by the congregation) and submit reports to the treasurer regarding such deposits; 
2. keep an accurate record of all contributions made by individuals and of other monies received in the official book provided for that purpose by the congregation; 
3. provide contributors with official receipts for the contributions given; and 
4. prepare quarterly reports for Church Council and congregational meetings, and an annual report for the Voters' Assembly of all monies received. 

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