F I R S T B A P T I S T C H U R C H
dba The Bridge Community Church
65 WEST STREET, MILFORD, NEW HAMPSHIRE03055
Telephone: 603-673-5191
Proclaiming Jesus Christ
SafeChurch Policies and Procedures
Introduction
Mission
First Baptist of Milford (FBCM) dba The Bridge Community Church (BCC) is committed to being a community of Christian fellowship. Every effort will be made to ensure that all who participate in our church life, including children, adults and church workers, whether paid or volunteer, will be able to explore their relationship with God and each other as they seek to grow in their faith and faithfulness in an environment that is safe, secure, and nurturing.
Scope of Policies and Procedures
SafeChurch Policies and Procedures provide protection and sanctuary for persons of all ages. They also protect staff members and those who have leadership, teaching and other volunteer responsibilities. These policies and procedures apply to all activities that take place at any property and/or facility of First Baptist Church of Milford, New Hampshire (FBCM)dba The Bridge Community Church (BCC) as well as any program, activity or event scheduled as part of the ministry of FBCM (BCC) that takes place in any location. These policies and procedures also apply to all groups using any property and/or facility of FBCM (BCC).
Location of Policies and Procedures
Copies of the Safe Church Policies and Procedures will be kept in binders in two locations:
1.The Church Office
2.The Church Library
3.Leadership Manual
4.Membership Package
All forms referenced in this document are located in Appendix B.
Policy Implementation
A Safe Church Team consisting of three members has been created. Members shall be elected at FBCM (BCC)’s Annual Meeting to three-year terms, with terms staggered so that one member rotates off the Team each year. The names and contact information for members of the Safe Church Team can be obtained from the Church Office or found in the front of the SafeChurch binder in the Church library. The Safe Church Team shall meet, at a minimum, on a quarterly basis.
Table of Contents
- General Policies for a Safe and Respectful Church
II.Definitions
III.Buildings and Grounds
IV.Finance
V.Employment Practices
VI.Guidelines for Volunteers
VII.Criminal Background Check Policy
VIII.Youth Protection and Supervision
IX.Protection of Adults
X.Adult Conduct
XI.Complaints of Misconduct
XII.Training and Education
Appendix A: Master Log of Forms
Appendix B: Master Forms
I. General Policies for a Safe and Respectful Church
Anyone associated in any way with FBCM (BCC) should be aware that this Church will not tolerate abuse, harassment or threatening behavior of any kind. FBCM (BCC) is committed to taking whatever action is needed to prevent or correct such behavior.
A.No alcoholic beverage is permitted on church property at any time unless permission is received in advance from the Pastor and/or Elders.
B.Smoking is not permitted within the church buildings or within 50 feet of the buildings.
C.No illegal drugs are to be brought onto any Church property or facility.
D.No firearm or weapon, other than that carried by a law enforcement officer in the line of duty, may be brought onto any Church property or facility.
E.No gambling is permitted on any Church property or facility.
F.All adults should become familiar with the location of telephones, first aid kits, fire extinguishers and fire exits, which are clearly marked. There are maps posted at various locations throughout the facility indicating the closest fire exit(s).
G.If an injury, accident or mishap occurs at any property and/or facility of FBCM (BCC) or at an FBCM (BCC) activity at any location, an Incident Report (Form Number 103 -available in the Safe Church policy binders in the Church Office and the library) should be filed with the Safe Church Team immediately, if possible, or in any case, no later than 24 hours after the incident. The report should be completed by the individual(s) who either witnessed the injury or accident, or who was made aware of the injury or accident.
H.Except as otherwise provided in these policies, no adult, while at a property and/or facility of FBCM (BCC) or at an FBCM (BCC) activity at any location, is to be alone with a child (birth through 12 years) or youth (13 through 17 years) other than his or her own, unless the meeting is in view of a second adult or is pre-approved by the child’s or youth’s parent or guardian.
I.If anyone becomes aware of an inappropriate relationship involving children, youth or a child or youth and an adult, any one of whom is associated with FBCM (BCC), he or she should report it immediately to a member of the Safe Church Team or to the Pastor or an Elder.
J.If any adult becomes aware of abuse or neglect of a child or youth, or of an elderly, handicapped, or otherwise vulnerable person, he or she is required by law to report it immediately to the Safe Church Committee, the Pastor and/or Board Member and to legal authorities (RSA 169-C:29-30 and RSA 161-F:46). The Division for Child, Youth and Families (1-800-894-5533) and the Department of Health and Human Services (1-800-949-0470) are the agencies to which such reports must be made. If the abuse or neglect involves anyone associated with FBCM (BCC), including anyone using any property and/or facility of FBCM (BCC) or associated with a FBCM (BCC) activity at any location, a report should be filed with the Safe Church Team.
II. Definitions
A.Associate member, friend of the church: a person who is not a member of FBCM (BCC), but who attends regularly and contributes to the support of the Church.
B.Authorized Volunteer: Any person who offers or is recruited, has completed the appropriate application forms and has been accepted by the appropriate board or committee at FBCM (BCC) to provide unpaid services. This may include people to whom keys have been assigned, Sunday School teachers, youth group leaders or drivers for church-sponsored youth events.
C.Chaperone: a volunteer who helps supervise youth for a special activity, such as a party or field trip. To be an approved chaperone, an individual must be:
1)a member of FBCM (BCC) for at least six months or have attended FBCM (BCC) regularly for at least six months; and
2)at least 21 years old and a minimum of five years older than the oldest youth participating in the activity.
D.Church member: a person who has been voted into FBCM (BCC) membership.
E.External Candidate: An applicant for a paid position who is not a member of FBCM (BCC), has not been actively and regularly participating as a member or friend of the Church for at least six months, or has never held a position at FBCM (BCC) previously.
F.FBCM (BCC), the Church: First Baptist Church of Milforddba The Bridge Community Church.
G.Field trip: a youth event that is scheduled off FBCM (BCC) property, whether for in-town or out-of-town, for one hour, one day, or overnight.
H.Harassment: repeated misconduct, whether verbal or physical, that creates an environment that is uncomfortable, unwelcoming, discriminating, or intimidating, or leads to an atmosphere in which a person’s ability to participate in worship and activities at the church is compromised.
I.Helper, assistant: a volunteer for regular youth activities, such as Sunday school and related activities or youth group, who functions in a non-supervisory role.
J.Pastor/Minister: a person engaged by the church to carry out its ministry. For the purposes of this document, a minister includes elected or appointed leaders of the church, commissioned ministers, employees and authorized ministers. This does not include substitute or one-time only participants, such as visiting musicians or speakers.
K.Monitor: a person who, during church services, will be in the foyer to act as a greeter for any late arrivals, and who will monitor any inappropriate entrances and exits from the building.
L.Sexual exploitation: activity or conduct of a sexual nature in which a person engaged in the work of the Church takes advantage of the vulnerability of a participant by causing or allowing the participant to engage in sexual behavior.
M.Sexual harassment: repeated or coercive sexual advances toward another person contrary to his or her wishes. It includes behavior directed at another person’s sexuality or sexual orientation with the intent of intimidating, humiliating or embarrassing the other person, or subjecting the person to public discrimination.
N.Supervisor: a paid or volunteer worker who has direct responsibility for the care of youth, such as a teacher, youth group leader, chaperone or choir director.
III.Buildings and Grounds
A.The Buildings and Grounds Committee will be responsible for keeping all church owned properties safe, and for writing and implementing policies as needed to accomplish such.
B.Key Policy
1.Any person seeking long-term possession of a key shall submit a Long-term Key Request form (Form Number 107) to the Buildings and Grounds Committee. The applicant must be recommended by either an officer of the church, their department head, or the Buildings and Grounds committee.
2.There will be one (1) key housed in the lock box at the front door for fire and police department access.
3.The church office will have three (3) keys for short-term use. These keys will be recorded on the FBCM (BCC) Short-term Key Log (Form Number 109).
4.Anyone requesting a key on a short-term basis will have either an officer of the church, a department head, or the Buildings and Grounds Committee notify the church office. The office will update the short-term key log and issue the key.
5.Certain people are authorized, by virtue of their position in the church, to hold a key. This includes paid personnel, officers of the church, and department heads. These keys will be issued by the Buildings and Grounds Committee and recorded on the FBCM (BCC) Key Log (Form Number 108).
6.Only the Authorized Representative of the Buildings and Grounds Committee will issue all keys and will maintain a log of such issues (Form Number 108). All long-term keys will be returned to the Authorized Representative of the Buildings and Grounds Committee and the log will be updated. All short-term keys will be returned to the church office and the return reflected on the log. The Chairman of the past year’s Buildings and Grounds Committee will review the FBCM (BCC) Key Log a minimum of once each year at the first Buildings and Grounds Committee meeting following the annual church business meeting in January.
- Keys will not be loaned to anyone not listed on the Long-term Key Request Form (Form Number 107). Keys should not be duplicated or kept beyond the time that they are needed.
8.All keys shall be stamped “Do Not Duplicate”.
IV. Finance
A.The Finance Director will be responsible for ensuring that Safe Church policies are written and implemented in regards to the church's finances.
B.Receipts
Each Sunday, after the morning service, the offerings from that service are taken to the church office. There, two or more designated “counters”, including the Treasurer or Assistant Treasurer, count the money and verify totals.
B.Joash Box
When it is being used, the Joash Box stays at the back of the sanctuary and is taken to the church office by one of the counters after the close of the service.
C.Counters
The counters are predominantly members of the Finance Department, but their number also includes non-department members. Two or more counters are present as a deterrent to theft. The Treasurer is in charge of the counting process, and schedules the counters on a rotating basis. If both spouses of a married couple are counters, they are not allowed to count on the same day.
D.Counting Process
1.The loose bills and coins are summed repeatedly by two people until they reach the same total. The total is then transferred to the Offering Worksheet.
2.The loose checks are summed repeatedly by two people until they reach the same total. The total is then transferred to the Offering Worksheet. The individual checks are also recorded on the Offering Worksheet.
3.Envelopes are opened and checked by one counter to verify that the amount marked on the outside of the envelope matches what is in the envelope. If there is no amount on the outside of the envelope or the amount marked on the envelope is wrong, the correct amount is marked on the envelope. On this first pass, the money is not taken out of the envelope (if money is taken out of an envelope to assist in counting, the money is put back once that envelope’s total has been verified). The opened envelopes are then emptied by the second counter, verifying that the amount written on the envelope matches what is in the envelope.
4.The bills and coins from the envelopes are summed repeatedly by both counters until they reach the same total. The total is then transferred to the Offering Worksheet.
5.The checks from the envelopes are summed repeatedly by both counters until they reach the same total. The total is then transferred to the Offering Worksheet.
6.All items transferred to the Offering Worksheet are summed and the total is compared to the total obtained by summing all items (cash, checks) on the deposit slip.
7.The Offering Worksheet and the opened, empty envelopes are given to the Treasurer who completes the worksheet and allocates funds into the correct computer accounts.
E.Deposit
The Treasurer deposits the funds immediately on Sunday providing the Bank is open for business, or picks up the deposit from the church office later in the week.
F.Offering Worksheet
Since all loose monies have been counted by at least two people, and all envelope moneys have been counted by at least two people, there is little chance that the amount deposited does not match what was given. Therefore, the task of dividing the moneys into different ledger accounts can be done after the deposit. The Treasurer records all envelopes and then verifies that the total for all accounts matches the total deposited.
G.Accounting System
FBCM (BCC) uses Church Windows accounting software. The account breakdown on the right-hand-side of the Offering Worksheet is used to determine which accounts the moneys are deposited to. A similar procedure is to be used in the event of a change in Church accounting software.
H.Disbursements and Check Signing Policy
All invoices and requests for checks are handled by the Treasurer. Any item that is not considered a normal operating expense, such as telephone, electric, insurance, payroll, etc., will need to be presented to the Board for approval before it can be authorized for payment. All individual items must be under $5,000.00 in order to be considered for payment without having to be presented to the Church Body. Once approved by the Board, the Treasurer will prepare the check and present it to an authorized check signer (duly registered with the church bank as an authorized signer) for their signature. The Pastor and the Treasurer are not authorized to be check signers.
Non-budget items that are over $5,000.00 must be presented to the Church Body for approval by calling a special meeting. Notice of the meeting must be posted for two weeks prior to the date of the meeting. Minutes of the special meeting will be kept in a binder by the Church Clerk, along with the other regular and special church meeting minutes.
The Treasurer is not authorized to prepare and present any check over $5,000.00 to an authorized signer unless it has been approved at the special meeting before the Church Body. Authorized signers must be aware of the amount of funds being requested and the name of the vendor on any check presented to them for their signature.
Reconciliation of the bank account(s) will be performed on a monthly basis by someone other than the Treasurer. An audit of the finances will be conducted on at least a quarterly basis, by someone other than the Treasurer.
The Treasurer, counters and authorized check signers will be required to be bonded.
V. Employment Practices
A.All candidates, whether external or internal, seeking paid employment at FBCM (BCC), whether full-time, part-time or temporary, shall complete the following:
- An Application for Employment (Form Number110);
- A Criminal Record Release Authorization form, which allows a criminal background check to be conducted; and
- A signed Statement of Compliance (Form Number 106);
B.All applications for paid employment will be reviewed by the appropriate Board or Committee. Before assuming a paid position, the applicant will be interviewed.
1.Gaps in time, irregular employment patterns, or unexplained absences noted on the Application for Employment must be pursued with both former employers and potential employees.
2.For candidates for paid positions, references will be contacted for information that may be helpful in determining the applicant’s suitability for the position being sought.