Westover Hills

Church of Christ

Mission Policy

Philosophy and Purpose

God so loved the world that he sent his only son to suffer and die on the cross to reconcile us to Him. The mission of Westover Hills church of Christ is to make God’s love known to all the world.

Westover Hills will engage in missions of many types including church planting and maturing efforts, evangelism, and humanitarian services throughout the world. Our primary emphasis will be on the recruitment, training, equipping, and sending of individuals, families, and teams who will serve those objectives. A special emphasis will be placed on developing missionaries from within the membership of Westover Hills.

Table of Contents

Westover Hills Mission PolicyDecember 2002Page 1 of 18

II. Definitions......

A. Policy......

B. Endorsement......

C. Oversight......

D. Sponsorship......

E. Missionary......

1. Long Term Missionary......

2. Short Term Missionary......

F. Campaigner......

G. Compensation......

H. Work Fund......

III. Organization......

A. Elders......

B. Mission Committee......

1. Purpose......

2. Organization......

a) Chairman......

b) Members......

3. Meetings......

C. Support Teams......

1. Purpose......

2. Selection......

3. Support Team Lead......

IV. Policies and Procedures......

A. Long Term Missionaries......

1. Selection of a mission field......

2. Selection of a Missionary......

3. Preparation for the field......

a) Support Team......

b) Work Plan......

c) Budget......

i) Personal......

ii) Work Fund......

d) Insurance......

i) Major Medical......

ii) Life......

e) Will......

f) Agreement......

4. While on the field......

a) Finances......

i) Compensation......

ii) Compensation Review......

iii) Outside Support......

iv) Outside Employment......

b) Reporting and Communication......

i) Purpose......

ii) Frequency......

iii) Work Fund......

c) Time Off......

i) Vacation......

ii) Furlough......

iii) Spiritual Renewal......

5. Termination......

a) Normal Termination......

i) Preparation for disengagement......

ii) Relocation expenses......

iii) Post-term compensation......

b) Termination at Missionary’s Discretion......

i) Notification......

ii) Relocation expenses......

iii) Post-term compensation......

c) Termination at Westover Hills’ Discretion......

i) Notification......

ii) Relocation expenses......

iii) Post-term compensation......

d) Termination For Cause......

i) Notification......

ii) Relocation expenses......

iii) Post-term compensation......

B. Short Term Missionaries......

1. Selection......

2. Preparation......

a) Plan......

b) Budget......

3. Funding......

4. Reporting......

C. Campaigners......

1. Selection......

2. Preparation......

3. Funding......

4. Reporting......

Westover Hills Mission PolicyDecember 2002Page 1 of 18

I.

II.Definitions

A.Policy

Policy, as used in this document, means guideline as opposed to rule. These policies describe goals and intent. They are not rigid or all-inclusive. Even when situations covered by these policies arise, circumstances may dictate that the policies defined herein be waived.

B.Endorsement

Westover Hills may endorse a person, program, or the like. Westover's endorsement may be requested when funding from another source is being sought. The form of the endorsement will often be suggested by the requestor. Endorsement means the entity is known to Westover to have certain qualities. There is no obligation of any kind to the endorsee implied by Westover's willingness to offer its endorsement.

C.Oversight

Oversight is a level of responsibility for spiritual or doctrinal matters. For Westover Hills to accept oversight of a work means its elders will exercise pastoral care for that work. It does not assume or imply a specific level of financial responsibility for a work. Those not needing financial assistance such as vocational missionaries might fall under the oversight of Westover Hills.

D.Sponsorship

Sponsorship of a work includes the responsibility of oversight as well as significant financial responsibility for it. Westover Hills accepts the liability of an open-ended commitment to a sponsored Mission Point.

In practice this means Westover Hills will provide backup or emergency funding while efforts are being made to properly address the cause of the emergency and/or the needs created by it. It does not mean that Westover Hills will cover any expense, emergency or otherwise, for an indefinite period.

E.Missionary

A missionary is an individual or family who has a formal relationship with Westover Hills and who is working according to an agreed upon plan.

1.Long Term Missionary

A long-term missionary will generally make a commitment on the order of five or more years to the field. Permanent relocation of a household will be necessary.

2.Short Term Missionary

A short-term missionary will commit approximately a two-year term to the field. Those making this type of commitment will typically be of college age.

F.Campaigner

A campaigner will go to the field for a week or so for medical, humanitarian, or evangelistic purposes.

G.Compensation

Compensation is the component of support that comprises personal and living expenses. Tax laws will apply to compensation.

H.Work Fund

Work fund is the part of support that allows the missionary to conduct the 'business' of the contemplated work. Components of a work fund could include office rent, postage, advertising, printing, travel, etc.

III.Organization

A.Elders

The Westover Hills elders will appoint a Mission Committee that will be charged with carrying out the Mission Policy of Westover Hills. The elders will provide appropriate guidance and oversight to the Mission Committee so as to ensure its efforts are well spent.

B.Mission Committee

1.Purpose

The Mission Committee will identify, qualify, and pursue mission points and evangelists. It will also oversee existing mission efforts.

2.Organization

a)Chairman

The Mission Committee Chairman will:

  • Be appointed by the elders to serve an indefinite term.
  • Schedule, organize, and preside at regularly occurring meetings.
  • Appoint sub-committees as necessary and monitor their progress.
  • Prepare and present an annual budget.
  • Report to the elders regularly and as required.

The budget will describe the work to be undertaken or continued in the coming fiscal year. The budget will be presented to the elders for review and approval. The presentation must draw special attention to works that imply a commitment of more than just the coming fiscal year.

b)Members

Mission Committee members will be appointed by the elders to serve an indefinite term. Members will either represent the interests of a specific mission point or will have an “at-large” interest in the mission efforts of Westover Hills. Those having a specific interest will often serve as Support Team Leads.

3.Meetings

Meetings will usually occur on a monthly basis or as scheduled by the Chairman.

C.Support Teams

1.Purpose

Support Teams will be brought together in support of many types of mission work. Two purposes will be served by each Support Team: a) It will provide a broad base of support for its mission effort in the congregation, and; b) It will work diligently to maintain close linkage with the mission point it supports.

2.Selection

The composition of a Support Team will vary with the need it will serve. Ideally the team will comprise individuals particularly interested in the Mission Point and will represent a good cross-section of the congregation. This will serve to broaden the base of interest in the mission point and involve many in the congregation in it.

3.Support Team Lead

The Support Team will have a designated Support Team Lead. In most cases this lead will serve on the Mission Committee. A Support Team Lead who will serve on the mission committee must be approved by the elders.

IV.Policies and Procedures

A.Long Term Missionaries

1.Selection of a mission field

Westover Hills will identify and target Mission Points. Factors affecting selection will include:

  • Westover Hills' long term strategy
  • Estimations of receptivity and effectiveness
  • The result of prior involvement, if any
  • Congregational interest
  • Availability of missionaries

2.Selection of a Missionary

A prospective missionary and family will be expected to demonstrate:

  • A history of involvement with and or membership in Westover Hills.
  • A sincere devotion to Christ and the spread of His message.
  • A history of successful involvement in church and evangelistic activities.
  • Suitability for the mission field through psychological testing preferably administered by someone of Westover’s choosing.
  • An adequate educational background including some depth of theological study.
  • Doctrinal alignment with Westover Hills.

If the prospective missionary is part of a team other factors will bear on the evaluation. These factors will include consideration of the congregations sponsoring other team members.

3.Preparation for the field

a)Support Team

The missionary must assemble a Support Team. The importance of this cannot be over-stated. An effective Support Team can be the difference between a missionary who remains an integral part of the Westover Hills family and one who loses the sense of connection and founders.

The Support Team should include:

  • Prayerful individuals who share a sincere interest in the Missionary and the Mission Point.
  • A good coordinator.
  • Several communicators (people who will remember birthdays, etc. with letters and small presents).
  • At least one publicist; a person who can speak publicly and effectively about the work on behalf of the missionary;
  • A ‘money’ person; someone who can handle banking, tax, and other matters related to the missionary’s finances.
  • Be headed by someone mature in the faith.

The selection of the body of the Support Team is entirely up to the missionary. The selection of its Lead is not. The Support Team Lead will likely be asked to serve on the Mission Committee. As a result, the selection of this person will be a cooperative process involving primarily the elders, the missionary, and the Mission Committee Chairman.

The Support Team Lead will have to achieve a delicate balance. On one hand, the Lead will represent the missionary to the Mission Committee. The Lead will be expected to represent those interests vigorously and faithfully. On the other hand, the Lead will be expected to represent the Mission Committee to the missionary. Instructions, directives, or counsel must be passed to the missionary faithfully by the Lead. It is a difficult job. As such, it must be filled by a seasoned person, one made of firm stuff.

b)Work Plan

A Work Plan must be developed before leaving for the field. The Work Plan should show specifically how the contemplated work will be accomplished. The Work Plan should:

  • Account for additional training which could be required shortly after arriving on the field including but not limited to language training.
  • List the ultimate objectives for the work.
  • List intermediate objectives and the methods by which they will be achieved. Attention should be given to defining measurable objectives.
  • Describe a plan for disengagement from the work.
c)Budget

The preparation of a budget is critically important. More than simply being a financial planning tool, a budget brings the missionary face to face with the details of daily life on the field. Considerable time and care must be taken during the budget preparation phase to ensure its completeness and accuracy.

i)Personal

The personal budget should account for items including:

  • A reasonable living wage.
  • Appropriate housing. Security is often an overlooked concern.
  • Insurance (health, life, auto, etc.)
  • Local transportation.
  • Food.
  • Contribution to a retirement plan.
  • Personal emergency savings.
  • Vacations taken locally (not furlough)
  • Applicable taxes (pay particular attention to Social Security)
  • Discretionary expenses (include church contribution)

As the field and family conditions warrant, additional consideration should be given to:

  • Education of children
  • Continuing education for the missionary

Furlough from the field will be taken periodically. Travel to and from the field associated with furlough is not a part of the missionary budget. It will be handled separately as a mission committee budget line item. Personal expenses related to furlough should be considered, though these may be difficult to predict:

  • Security of the residence.
  • Storage of goods during the absence
ii)Work Fund

The Work Fund will cover expenses associated with the execution of the Work Plan. A Work Fund budget should be prepared. It will include such items as:

  • Office rent
  • Postage
  • Printing
  • Advertising
  • Evangelistic materials (Bibles, tracts, WBS lessons, etc)
  • Missions and church seminars for spiritual renewal
  • Work-related travel
  • Language training if applicable (probably a first-year expense only)
d)Insurance

Each Missionary must have in effect at all times while on the field insurance that will cover expenses associated with catastrophic events in the life of the missionary and/or the family. Westover Hills will periodically require that cover sheets from these insurance policies be supplied as proof of current coverage.

i)Major Medical

A major medical policy covering the missionary (and dependent family members) must be in place while on the field.

ii)Life

The missionary must have a life insurance policy in effect while in the service of Westover Hills. If the missionary has a family, each family member must be covered by a similar policy. The policy value must be sufficient to cover all expenses associated with burial in the desired location.

e)Will

A will must be in place while on the field. In addition to the items customarily considered in a will, instructions should be given regarding desired place of burial in the event of death while on the field. A member of the Support Team should have knowledge of the will.

f)Agreement

A missionary will enter into a signed Agreement with Westover Hills before entering the field. This Agreement will stipulate specifics of a missionary’s agreement with Westover Hills

4.While on the field

a)Finances
i)Compensation

Personal compensation will be paid monthly. The mechanics and timing of the payment will vary from one instance to another. Careful attention should be given to making sure the church office and the missionary are in agreement about these details. The ‘money’ person on the Support Team should be involved at every step. An individual on the Support Team and in the church office should have signature authority on relevant accounts.

ii)Compensation Review

The personal compensation will be reviewed annually, usually in the Westover Hills budget cycle, which begins in the fall of the year. (Westover’s fiscal year corresponds to the calendar year).

Consideration will be given to factors affecting buying power such as inflation or changes in the exchange rate (negative or positive). Other factors such as changes in family or living situations will also be considered. Westover Hills will strive to maintain a consistent level of buying power for the missionary while on the field.

iii)Outside Support

It is understood that the personal budget supplied by the missionary is a complete description of the compensation required by the missionary. Soliciting and/or collecting personal support beyond that described in the personal budget without the knowledge and consent of Westover Hills is expressly prohibited. Violation of this provision will be considered cause for termination.

Background note: This provision is intended to prevent abuse by those who would enrich themselves by, for example, collecting numerous small regular contributions from well-intentioned benefactors. It is not intended to interfere in any way with Christmas, birthday, or other occasional gifts.

iv)Outside Employment

The compensation described in the personal budget should be sufficient to provide all personal living expenses. The missionary is forbidden from taking outside employment. Violation of this provision will be considered cause for termination.

Outside employment by the missionary spouse should be taken under careful consideration of its effect on the family and mission work. Consider seeking Westover’s counsel via the Support Team.

b)Reporting and Communication
i)Purpose

Regular reporting serves the vital purposes of:

  • Keeping Westover Hills informed of and involved in the work, and
  • Helping the Missionary stay focused on meeting the objectives proposed in the Work Plan.

Reports will generally have two forms. One form, the “Broadcast Report”, is for general use and will be, in many ways, a public relations and communication tool. The tone will be relatively upbeat and informal. It will be aimed at a general audience who may have little or no other contact with the work, the missionary, or Westover Hills. These reports will be distributed widely such as through the church bulletin, mass-mailing (postal or elctronic), or publication via web pages.

The second form, the “Targeted Report”, will be aimed at a highly knowledgeable audience. These reports will contain considerably more detail including statistics (attendance, local contribution, baptisms, ongoing studies, etc.), and descriptions of problem areas if applicable. These reports should discuss frankly any issues of importance to the Missionary. Distribution of these reports will be limited, probably to Mission Committee members and elders.

ii)Frequency

Targeted Reports should be sent monthly except as specific situations demand otherwise. The Support Team Lead will be responsible for collection and distribution of this report.

The frequency of the publication and distribuiton of the Broadcast Report is up the the Missionary's discretion, but at least quarterly is advised.

iii)Work Fund

Great care must be taken by the Missionary to fully document the use of the Work Fund. Failure to maintain good records could result in some or all the work fund being taxed as personal income.

If Westover Hills is overseeing or sponsoring the missionary, a copy of the Work Fund report must be submitted at least annually. This is required even if Westover Hills is making no contribution to the Work Fund.

c)Time Off
i)Vacation

The Missionary will have two weeks of paid vacation per year. A maximum of one week may carry forward to the following year.

Vacation is provided for the purpose of breaking up prolonged work periods thereby reducing the possibility of burnout. Regular vacations make a critical contribution to the well-being of a Missionary and family, hence should not be neglected.

Vacation may not be combined with furlough so as to extend to time off the field.

ii)Furlough

Furlough serves the dual purposes of a) allowing a deep recharge of the missionary’s energies, and b) permitting reconnection between the missionary and the supporting congregation(s). Eight weeks per two-year cycle may be spent away from the field on furlough. This time will include travel to and from the field and should include a minimum of two weeks in Austin.

If Westover Hills is responsible for furlough expenses, those expenses will be handled separately, i.e. neither as personal nor work fund budget items. The Support Team Lead will collect relevant expense information from the missionary in the annual budget cycle. Those expenses will appear as specially noted line items in the Missions budget and funded as needed. Westover Hills will reimburse for travel to the US and certain housing and related expenses while in the US. Personal travel within the US and normal living expenses will be the missionary’s responsibility.