|Annual Meetings Reports|
- Chair – one two year term. The Chair of the Congregation shall be elected from the Active Members of the Church. The Chair shall preside at all business meetings of the Congregation and at all meetings of the Council. The Chair shall have such other duties as may be delegated to him or her by the Congregation or the Council.
- Vice Chair – one two year term, then expected to succeed Chair. In the absence of the Chair of the Congregation, the Vice-Chair of the Congregation shall preside at all business meetings of the Congregation and at all meetings of the Council and shall have such other duties as may be delegated to him or her by the Congregation, the Council, or the Chair as may be consistent with these Bylaws.
- Clerk – two year term, can serve two consecutive terms. The Clerk shall record the proceedings of the Congregation and shall be the custodian of the Charter of the Church and of these Bylaws. The Clerk shall be responsible for overseeing that lists of Active and Inactive Members of the Congregation are kept, with the time of admission, transfer, withdrawal or death, and a record of baptisms; also the issuance of letters of transfer to other churches, such credentials as may be required by the delegates to other bodies, and such other credentials as may be required. The Clerk shall collect and file all reports. The Clerk shall keep minutes of meetings of the Council, copies of which shall be available to any member of the Congregation upon request. The Clerk shall make an annual report to the Congregation. In addition to what is stated in the by-laws, the Clerk will also “activate” the membership component of the role and work closely with staff to ensure an accurate understanding of member interests and service.
- Treasurer – two year term, can serve two consecutive terms. The Treasurer shall receive and have custody of all funds of the Church, in whatever form they may be, subject to the direction of the Council, except as otherwise provided in these Bylaws. The Treasurer shall make all disbursements of funds that are in accordance with the annual budget adopted by the Congregation and that are approved by such persons as the Council shall designate. The Treasurer shall make a disbursement that is in excess of budgeted amounts only when specifically authorized by action of the Council, in consultation with the Budget Committee and such Ministry Groups as are necessary from time to time to insure effective management of the Church’s financial affairs. The Treasurer shall give a detailed report concerning the financial affairs of the Church at each regular meeting of the Council, the Support Ministry Group, and the Financial Management Committee.
Purpose/Mission: Assure the continued growth and development of the pastoral and business staff.
Job Description and Key Considerations: Oversee all issues regarding employment of the staff, pastoral and support. The committee supports the senior pastor and the business manager in their personnel management roles. The committee does not work with the staff on a daily basis and is not meant to be “managing” the staff. It helps to have some professional knowledge of compensation, benefits, recruitment, employee relations, performance appraisals, etc. It is necessary to have been around the church for a while, to understand how it works. One of the chairs needs to sit on the Budget Committee since personnel is the largest part of the budget. Although the office staff does all the number crunching, it helps to be knowledgeable about financial statements and budgets. Finally, it is essential to keep personnel issues confidential.
Number of Leaders: Two, with significant strategic and administrative HR experience. No additional members due to confidential nature of the work.
Time Commitment: Less than one hour per week, on average. Busy periods will include budget preparation and during recruiting and hiring projects
Council provides the overall leadership of the Church, with its responsibilities divided into five Ministry Groups:
Members of Council: Two Councilors serve each Ministry Group. The WCC Church Council consists of the ten Ministry Group Councilors, as well as the Chair, Vice Chair, Treasurer and Clerk of the Church. The latter four, along with the Senior Pastor, constitute the Executive Committee. Councilors are elected to two year terms and can serve up to three consecutive terms.
Job Description and Key Considerations: Overall flexibility and leadership skills are important attributes for Councilors, since the areas for concentration in lay leadership vary from year to year. Ability to work cross¬functionally with people in other Ministry Groups is also important. Ability to set priorities, communicate those priorities and delegate work to Committee Chairs is another important skill.
Ministry Group Councilors serve three primary functions —
- Overall leadership of the Ministry Group working closely with Staff members responsible for activities in the Ministry Group area and Committee Chairs; the latter oversee the more day to day work of the Ministry Group.
- Acting in a fiduciary capacity (in a Board of Directors/Board of Trustees fashion) as the body responsible for the overall oversight of the Church. Primary decision-making body for decisions not requiring a congregational votes, and deliberative and recommending body for decisions requiring a congregational vote (budget, other major decisions).
- Working closely with other Ministry Groups as needed. Pastoral and Councilor reporting functions so that leaders are well informed of the broad range of what is happening in the Church.
Time Commitment: Council meets once a month (except August) on the second Tuesday evenings starting at 6:30. Meetings tend to last for 90 minutes. There can also be occasional special meetings of Council as business requires. Councilors in each Ministry Group also convene their Ministry Committees as needed with Committee leadership and Staff having responsibility for the work of the Ministry Group.
There are two general leadership meetings (all Councilors plus all Committee Chairs and all Staff) in the fall, and spring. (Add two congregational meetings)
Of note, the Worship Councilors commit considerable time working over the summer with the pastors to develop the worship theme for the upcoming church year.
- Purpose/Mission: Staff and supervise worship activities: Ushering, Greeting, Name Tags, Reading, Communion and Baptism.
- Job Description and Key Considerations: The chair recruits a leader for each activity noted above whom in turn recruits team “captains” who work at each worship service. Currently there are eight Usher/Greeter teams who are assigned to four to five services prior to the start of the church year. This group is expected to show up 20 minutes prior to the service and offer guidance to new members while monitoring the service. Additionally, one of the Liturgics Committee leaders is responsible for maintaining and curating the Name Tag system – collecting and re-ordering name tags so they are in the Narthex and ready for Worship every Sunday. There is a list of potential Readers who this leader can tap as needed for each worship service. There are two communion teams in place. Each team may need extra hands. That responsibility is in the hand of each team “captain”.
- Number of Leaders: One or two very well organized members.
- Time Commitment: Two hours per week to ensure that team captains are prepared for the service. Generally via email. More time at the start of the church year (late summer) to coordinate with the team captains. Members commit 2 to 4 hours per month. Good way to get new members involved.
- Purpose/Mission: To work closely with the WCC music directors to ensure that music remains a critical component of worship services.
- Job Description and Key Considerations: Provide counsel to enhance the WCC music experience by serving as an intermediary between the congregation and the music director. Review weekly and seasonal programs, coordinate special projects, review choir and equipment needs. The Music Committee, in conjunction with the music directors, initiates programs and activities throughout the year, as well as carries out specific directives/ideas from Council, pastoral staff, and the Music Director. This includes helping to align music selections with the worship theme, embracing a diversity of musical styles in worship, offering opportunities for our members to share their talents, and working to grow the level of member participation in music ministry. Sound budget and organizational skills are necessary as special music events can be expensive and must be planned in advance.
- Number of Leaders: Two music talents, one with an ear for more traditional church music, and one who appreciates alternatives and kids music.
- Time Commitment: Need to be available for weekly emails, calls or in person meetings. Summer and fall meetings to get things going, less frequently later in the year. Chairs spend five hours per quarter, members 3 hours/Q.
Design and Environment
- Purpose/Mission: Create and maintain a welcoming, worshipful and beautiful space in the Sanctuary and other areas of the church.
- Job Description and Key Considerations: Seasonal flowers and decorations are an important part of this committee’s responsibilities. Arrange for Sunday flowers, including donors (and attribution in bulletin). Hands on work. Requires ongoing commitment by chair and members each week. Need to develop and maintain teams to get the work done.
- Number of Leaders: Two who have keen design aesthetics and interests.
- Time Commitment: Weekly planning via email and one to two hours for team members when they are carrying out a floral assignment.
Children and Youth
- Purpose/mission: Provide lay support of children’s and youth educational and spiritual activities at WCC (JK through 12 th grade).
- Job Description and Key Considerations: This task-oriented resource group works closely with the pastoral staff responsible for Church school, Seekers, Confirmation, and Servants programs. Membership across the entire group should be balanced by perspective and experience across these children’s and youth programs. Group members will:
- Help recruit the cadre of church school teachers for the following church year.
- Review and select church school curriculum.
- Serve as a sounding board and problem solving team for the pastoral staff as Children and Youth program issues arise.
- Establish and maintain program vision and curricular goals for each age group (Church School/JK-6; Confirmands/7&8; and Servants/9-12).
- Consistent with the Strategic Plan, members of the Children and Youth ministry group are also tasked with planning or finding others to plan new initiatives that support and sustain family life in the church like a movie night or family education activities.
- Number of Participants: This group is led be a pastor and a paid church school coordinator who tap each grade group for a team captain, one or two dedicated teachers, and four assistant teachers.
- Time Commitment: Monthly meetings with pastoral staff throughout the year and event planning support as needed
- Purpose/Mission: Work closely with selected pastoral staff to develop and implement the adult education program within the broad WCC community, in coordination with other ministries and populations in the congregation.
- Job Description and Key Considerations: The program is held during regular sessions on a weekly basis, Sunday morning from 9am – 10am, and additional events are scheduled at other times. The Committee chairs will meet with selected pastoral staff two or three times during the year to discuss the content, schedule, etc.
- Assist pastoral staff in planning the details of the program, including topics, speakers, videos, and schedule.
- Understand the interests of the congregation.
- Coordinate the calendar and major themes with other ministry groups.
- Actively participate in the program and promote participation within WCC congregation.
- Number of Leaders: Two with keen interest in continued learning.
- Time Commitment: A few hours per month.
- Purpose/Mission: Identify and support opportunities for WCC members of all ages to work together in fellowship and service, after consulting with members of the pastoral staff.
- Job Description and Key Considerations: Develop service opportunities working closely with members who can actively lead specific endeavors. Be an organizer (plan activities with agencies, and organize the activity), know lots of people willing to work hands on. The leadership role is more about coordinating activities and sourcing funds to support the service projects. Caring about and dedicated to the mission and outreach of WCC. Participants find the work very rewarding, both in regard to the accomplishments achieved and in growing relationships with each other.
Recurring and recent activities have included:
– Jesus has Left the Sanctuary (fall event after a shortened Sunday worship service)
– Serving food at the Night Ministry and Good News Soup Kitchen
– Performing handyman chores with the United Church of Rogers Park to aid the elderly
– Serving holiday meals and sharing time at Interfaith House
– Supporting Family Promise
– Sending Servants and chaperones to the Dominican Republic
– Sending an intergenerational work team to Guatemala
-Holding an alternative craft fair at WCC
- Number of Leaders: Two active and well organized members.
- Time commitment: Leaders need to commit a few hours each month. Committee member time varies with the event. For example, can be one evening a month, or several weeks at a time, or ongoing throughout the year.
- Purpose/Mission: In keeping with our covenant as a tithing church, evaluate and allocate 10% of annual pledged funds from members to suitable agencies in the Chicago area. Mission Giving provides grants to social service agencies whose primary focus is to meet the most basic of human needs (including those that provide food; shelter; clothing, healthcare and education).
- Job Description and Key Considerations: We support many smaller and even start-up agencies with relatively small amounts (for us) that are hugely meaningful for them. Mission Giving has a highly active and engaged committee that evaluates and reviews charitable giving plans and applications. Committee makes numerous site visits (up to 20 per year).
- Number of Leaders: Two; and a robust and engaged committee of six more.
- Time Commitment: Chair commits 2 to 3 hours per week. Be willing to meet every other week from Jan-May. Allocation occurs in Q4 calendar year.
- Purpose/Mission: Interfaith understanding and dialogue is essential to understanding our mission to love our neighbors. In pursuit of that, WCC is a member of the Winnetka Interfaith Council.
- Job Description and Key Considerations: The WIC consists of 13 member organizations (churches, synagogues, mosques) from around the area. The committees plan the Thanksgiving service and interfaith dialogue events. Minutes and communications are, conveniently, done through email.
- Number of Leaders: Two, with a total of five involved in the meetings.
- Time Commitment: The Winnetka Interfaith Council meets about 5 times a year, with committee meetings in between. The meetings are in different faith communities on Monday evenings and last about 90 minutes.
Centennial Loan Fund
- Purpose/Mission: Finding Christian churches in the Chicago area to loan or grant money to support physical assets of that church.
- Job Description and Key Considerations: Must be able to run a loan and grant application process including all due diligence. Closely coordinate grant giving with Mission Giving and Benevolence.
- Number of Leaders: Two; one with commercial lending experience and one with physical asset grant allocation experience.
- Time Commitment: A few hours per month for the Chairs. Less for members.
Of note, in addition to Council leadership role noted above, one of the two Nurture Councilors also represents Council at Woman’s Society Business meetings.
Care and Calling
- Purpose/mission: Provide support for homebound members and those experiencing difficulties.
- Job Description and Key Considerations: Maintain contact with WCC members in need including meals on an emergency basis (sick, injured, baby). Visit shut-ins, deliver flowers to shut-ins and those in the hospital. Organize Senior Sunday. Chair commits 4 hours per month, members commit from 2 to 4 hours per month, Determine and communicate group expectations for volunteers and ensure that all volunteers are aware of them. Plan/execute all of the above events. The chair needs to be well organized, have the time to coordinate and commit to the activities, and have knowledge of Church membership. Activities include but are not limited to:
- Visit homebound — ongoing
- Provide meals as needed — ongoing
- Schedule dinner for all volunteers to be together
- Promote Prayer Vigils — 3 to 4 a year
- Coordinate Long Term Member Sunday
- Deliver Christmas/Easter flowers
- Write notes of support to members experiencing difficulties
- Number of Leaders: This ministry can be led by one well-organized person who, in turn, is good at recruiting many members for the array of activities noted below.
- Time Commitment: Meetings as necessary. Coordinate activities with committee members via email and phone. On average, expect to spend one to four hours per week.
- Purpose/Mission: Plan and organize ways to celebrate as a congregation together each Sunday after worship and including quarterly special events.
- Job Description and Key Considerations: Organize and staff after-worship fellowship, receptions, potluck dinners after congregational meetings, Fall Fest, other events. Maintain eight “regular” Fellowship teams of up to four people who are assigned to four or five Sundays per church year to provide after-worship snacks. The teams largely exist, but there is need for constant replenishment. Individual Fellowship Teams provide cookies, fruit and refreshments following each Sunday service.
Additionally, there are three “quarterly” all congregation events that need to be planned and managed starting with the September “Fall Fest”. Note that Gift Fair, Fiesta del Soul, and other “specials” are handled by their respective ministry groups. Lots of coordination and good way to get new members involved. Plan, organize and implement fun all-family events throughout the year such as bowling, bingo night, broomball, paddle tennis. Need project management skills and enjoy organizing a party. Conduct kick-off meeting, assign volunteers to annual events, assist volunteers when needed with logistics (check requests, room set-up, work orders, etc.), follow-up with team regarding status of their event. Act as liaison between congregation and team if additional fellowship requests are made during the year.
- Number of Leaders: Two very well organized members who can recruit a committee of 25+ volunteers to standing fellowship teams and for quarterly special events.
- Time commitment: One kick-off meeting /year (late August/early September). The Chairs need to commit up to 10 hours per month, members’ commitment is by project. When forming team and preparing for kick-off meeting, approximately three hours. Thereafter, approximately one-two hours per event or for weekly post-worship fellowship.
- Purpose/mission: Increase the number of prospects in the funnel and work with the entire congregations to convert them into active members.
- Job Description and Key Considerations: Engage with prospective members from the time they enter the Narthex to the time they join, then help with on-boarding. Committee members will tend Welcome Table before both services, follow-up with new visitors within one week of visit, and run the New Member orientation meetings held two to three times each year. Need an ability to learn prospects needs and match them with what WCC has to offer, then understand their interests so they can be guided to appropriate groups. Ability to forward information to staff for ACS tracking.
- Number of Leaders: Two well-organized “evangelists” who are energized by engaging and welcoming prospective new members.
- Time commitment: Two hours/week with some additional time for the orientation meetings.
Building and Grounds
- Purpose/Mission: To ensure the long-term well-being of the church building, grounds, and properties.
- Job Description and Key Considerations: Create policy, set budgets and work closely with the Facilities Manager to assess capital asset needs of WCC’s physical plant. Update the reinvestment plan. Recruit members with expertise in HVAC, Structures, Landscaping, Plumbing, Electrical, capital investment and financial planning as needed. Big picture thinker, flexible, able to do what is best for the common good and longevity of WCC. Ability to listen to presentations and ask relevant questions.
- Number of Leaders: Two works well with one focused on physical plant and the other on grounds. Members as needed, particularly when a capital expense might be incurred.
- Time Commitment: A few hours per quarter as long as the capital depreciation plan is up to date.
- Purpose/Mission: Manage WCC’s financial well-being applying high standards of fiscal management with a goal of clean annual audits.
- Job Description and Key Considerations: This committee is led by the Treasurer (member of the Executive Committee) and works closely with the staff business manager and church accountant to ensure accurate monthly financial reporting and appropriate internal controls for operating and capital expenditures. This group also ensures sound controls for pledges, donations, and fund management. As described in the bylaws, the Treasurer, subject to direction of the Council has responsibility for the church’s funds. He or she also leads the annual budget development process (November and December). The Financial Management Committee (FMC) is charged by the Church Council to work with the Treasurer including in recommending and reviewing policies and procedures for meeting these objectives. The FMC will receive, review and give input on reports from the Treasurer monitoring the Church’s performance against these standards on a regular basis. The Treasurer leads the annual all congregation budget meeting (February). Additionally, the FMC
- Develops, implements and maintains Investment Policy Statements (IPS) for any and all of the church’s investment programs.
- Reviews characterization of donations between Unrestricted, Temporarily Restricted and Permanently Restricted.
- Ensures appropriate documentation is in place for any funds created.
- Reviews budgeted and actual releases from Temporarily Restricted or Permanently Restricted funds for compliance with the restrictions on those funds.
- Reviews and ensures appropriate approval and documentation for any major variances in operating or capital expenditures.
- Reviews movements of cash between the church’s investment and operating accounts. Ensures Council reviews the circumstances of and allocates annual operating surpluses or deficits.
- Recommends changes in the format and presentation of Financial Statements and supporting documents.
- Number of Leaders: Treasurer plus one or two other members with extensive financial officer experience (FP&A, accounting, or investment).
- Time commitment: One to two hours per month. With more time in January to prepare for budget presentation. Quarterly investment performance reviews. Most handled via phone and email.
- Purpose/Mission: This group leads the annual canvass campaign. Annual contributions from members provide the majority of WCC’s operating income.
- Job Description and Key Considerations: The annual canvass (or pledge drive) is conducted primarily during the months of October, November and January.
– Creating a canvass plan, covering theme, communication and contact strategy and timelines,
– Preparing list of members to be contacted, with assistance of business manager,
– Creating the letter(s) and pledge cards used in the campaign,
– Creating messenger articles to inform the congregation of the canvass, including status,
– Working with the business manager to track progress,
– Provide updates to the Executive Committee and Council on progress, as required,
– Emailing and/or calling members to remind and encourage their participation,
– Writing Thank You Notes to all pledging members,
– Preparing a report for the Annual congregational Meeting (May)
- Those involved are, in effect, ambassadors for the church. They should possess care and calling skills, “fellowship” skills and have the ability to talk with all members. Committee leaders may present at worship services in the fall and will often recruit other members for testimonies. Ideally, committee leaders will recruit 2-5 other members to assist with tasks of the committee.
The committee leaders must be able to work closely and collaboratively with the senior pastor and the business office. There is significant contact with the accountant, desktop publisher and the business and facilities manager. Leaders should be able to regularly attend church services during the canvass to answer questions for members.
- Skills desired on committee:
- Planning: craft the strategy and theme for the canvass and directs all components of the canvass.
- Comfortable presenting in front of large groups.
- Communications: writing skills and be able to work closely with the senior pastor and staff for Emails, Website, Messenger and Bulletin insertions.
- Analytics: familiar with Excel. While the business office team will track results, it is helpful to have someone on the committee able to create information for reminding and encouraging individual member participation.
- Time commitment: Approximately 1 hour per week, during months of September, October, November and January. The actual amount of time will depend upon the number of committee members, as tasks can be distributed among team members easily. There will be more activity in September to kick off the campaign, and in January to contact outstanding members.
- Purpose/Mission: Gain long term commitments to support WCC.
- Job Description and Key Considerations: The task is to build relationships that, over time, can lead to deferred gifts. Discuss the opportunity of bequests or other deferred gifts to WCC among members with the means and inclination to support the church. This is a long term endeavor, thus the committee needs inter-generational representation. An effective person for this task will be convinced of the benefits of deferred giving and be comfortable in sharing that conviction with a few thoughtfully selected contemporaries. Understanding of wealth management is a plus.
- Number of Leaders: Two to three. Need to cover the generational gaps.
- Time commitment: On average, two to three hours per week via email, calls and personal meetings.