Ministry Team
Serving on the Ministry Team
The SCAC Ministry Team consists of the key roles below:
- Chairperson: Thian-peng Ter
- Vice Chairperson: Amy Xiao
- Secretary: Ericson Wong
- Treasurer: Jacqueline Wang
- Ministry Liaison: Shared
- AV Management: Alexander Chan
- Property Management: Jianhong (Edward) Ma
- Responsibilities for each role will be gradually added to this page.
参与执事会服侍
SCAC 执事会由以下核心职位组成：
- 主席：Thian-peng Ter
- 副主席：Amy Xiao
- 文书：Ericson Wong
- 司库： Jacqueline Wang
- 事工关怀：多位同工分担
- 影音管理：Alexander Chan
- 物业管理： Jianhong (Edward) Ma
各职位的具体职责将会陆续添加至此页面。
Secretary Manual
Secretary Manual
Meetings of the Membership
According to the church bylaws (Article III), two meetings of the membership shall be held each year.
First Meeting of Membership
This meeting shall be held within the first three (3) months of the calendar year on a date set by the board. The secretary should complete the following tasks:
- Determine the date of the First Meeting of the Membership and then announce the date to the members at least two (2) weeks prior to the meeting.
- Gather information for the annual report.
- Collect testimonials and share from various groups at church.
- Collect the financial report for the previous year and the budget for the current year from the Treasurer.
- Identify and update active members, associate members, and adherents as defined in the church bylaws (Article I).
- Gather the names of newcomers, new babies, child dedications, those who received water baptism and new membership, and those who left the church.
- Compile and have the hard copy of the annual report ready before the meeting of the Membership
- Print a hard copy of the membership attendance form to be signed at the meeting.
- Take minutes at the meeting.
- File and upload the minutes and the attendance form to Google Drive.
- Post a hard copy of the minutes to the church bulletin board in the foyer.
Second Meeting of Membership
This meeting focuses on nominating new members serving on the ministry team as existing members finishing their term.
- All Members Meeting to nominate the Nomination Committee
- All Members Meeting to approve nominated candidate(s) for the Ministry Team in the new year
January - Preparations for Annual Report
- Work with pastorial team, elders and small group leaders to put together the annual report.
- Order paper copy of the report via https://shop.staplescopyandprint.ca upon finalization of the report. Ensure printing order is put in place one week before the meeting date. The order will be printed in Monitoba and shipped in to Saskatoon for pickup. Use black/white, regular paper, double sided printing, 2 staples on left. Order only maxiumn half of total number of active members. Encourage people to read digital version.
- Inform IT team (usually Thian-Peng Ter) the link to the PDF version of the finalized report to have it posted online at least 3 days before the meeting.
February/March - AGM
- any meetings such as this requires the membership to put their name on an attendance sheet. See Administration/Records/Forms. Change title and date as you see fit (First Meeting of Membership is not specific for me - see what I did in the Meeting Minutes binder)
- After meeting, file the attendance as an electronic form along with the notes that you take.
- File the Annual Report with the district by emailing a copy to office@canadianmidwest.ca.
October - Nomination Committee Election
- Prepare for Nomination Committee Election Meeting Notes/Voting, taking attendence. Proxy forms should be collected before the meeting.
- For details on the Nomination Committee Election and Church Board Member Nomination and Approval Process, please reference here.
November - New Board Member Approval AGM
- Prepare for approval new board members nominated by the nomination comittee.
- Prepare for meeting minutes/voting, taking attendence. Proxy forms should be collected before the meeting.
Monthly A Team Meetings
Do the same for next month, taking down the previous month’s meeting minutes & filing it in the Meeting Minutes binder.
Move the last meeting minutes into the Records/YYYY file. If you cannot make a meeting (holidays, etc.), please appoint someone to take notes so that you can properly make records in the right places e.g. Baptisms & Records (Births, Deaths, Marriages, New Members). Note Concerning Baptisms & Records File: It was compiled mostly by me, trying to read through all the annual reports which are found in the office. However, as I cannot read the Chinese, some names may be missed. Sometimes, people want proof of their baptism/membership so you will have to read through the Chinese parts. I have also started a hardcopy binder on the baptism & memberships (testimonies too) but JUST recently.
Basically, collect what you can & file it! This includes baptism and membership documents.
Additional Secretary Responsibilities
- Monitor incoming requests through the church website Contact Us form.
- Contribute to Elvanto, ensuring congregation information are kept up to date
Resources:
Some resources you will find helpful:
- Church Administrative Drive Folder Structure walkthrough
- Annual Report Preparation
- Monthly A Team Meeting Preparation walkthrough
- Membership Meeting Preparation walkthrough
- Administration Team Member Nomination Meeting Preparation walkthrough
- Church Annual Calendar Setup
- Handling Incoming Inquiry
秘书手册
会友大会
根据教会章程（第三条），每年应举行两次会众大会。
第一场会友大会
此会议应在日历年的前三（3）个月内，由教会董事会决定日期。秘书应完成以下任务：
- 确定第一场会友大会的日期，并至少在会议前两（2）周向会众公布。
- 收集年度报告所需的信息。
- 收集教会各个团体的见证分享。
- 向财政收集上一年度的财务报告及本年度预算。
- 根据教会章程（第一条），确认并更新现有的正式会友、附属会友及参与者名单。
- 收集新来宾、新出生婴儿、婴孩奉献、受洗者、加入会籍者，以及离开教会的名单。
- 编写并准备纸本年度报告，于会众大会前印制完成。
- 打印会众出席签到表，并在会议当日供会众签名。
- 记录会议纪要。
- 将会议纪要与出席表上传至 Google Drive 存档。
- 在教会前厅公告板上张贴会议纪要纸本。
第二场会友大会
此会议重点在于提名新一届事工团队成员，接替即将卸任的成员。
- 会友大会：提名提名委员会成员
- 会友大会：表决通过提名的来年事工团队成员
一月 - 准备年度报告
- 与牧师团队、长老及小组组长一起合作，编写年度报告。
- 报告定稿后，通过 https://shop.staplescopyandprint.ca 订购纸质版。请确保在会议日期前一周提交打印订单。该订单将在马尼托巴省打印，并寄送至萨斯卡通供领取。打印选项：黑白、普通纸张、双面打印、左侧双订书钉钉装。订购数量最多为活跃会员总人数的一半。鼓励大家阅读电子版。
- 通知资讯技术团队（通常由 Thian-Peng Ter 负责），提供年度报告 PDF 最终版的下载链接，以便在会议前至少三天将其发布到网上。
二月/三月 - 年会（AGM）
- 此类会议需成员在签到表上签名。因故无法现场投票的会友，需要提前收集他们的代理投票授权书。请查看路径：Administration/Records/Forms。可根据实际情况修改标题与日期（例如“第一场会众大会”可更具体化，参考 Meeting Minutes 文件夹中我的记录方式）
- 会议后，请将出席记录与所记笔记电子化归档。
- 将年度报告通过电子邮件发送一份副本至office@canadianmidwest.ca，以向地区提交存档。
十月 - 提名委员会选举会议
- 准备提名委员会会议记录 / 投票，会友签到。提前收集代理投票授权书。
- 会议后，请将出席记录与所记笔记电子化归档。
- 更详细关于提名委员会选举会议以及教会执事选举程序的信息请查阅这里。
十一月 - 新一届事工团队成员提名选举会议
- 预备新一届事工团队成员提名选举会议，准备会议记录 / 投票，会友签到。提前收集代理投票授权书。
- 会议后，请将出席记录与所记笔记电子化归档。
每月会议纪要整理：
每月需重复相同步骤，取下上个月的会议纪要并归档至 Meeting Minutes 文件夹。 将上一次的会议纪要移动至 Records/YYYY 文件夹中。 若你无法出席某次会议（如假期等），请提前委托他人记录笔记，以便你事后整理并存入正确的档案位置，例如 Baptisms & Records（洗礼、出生、去世、婚礼、加入会籍）。
关于 Baptisms & Records 文件夹的说明：
该文件主要由我根据历年来的年度报告整理而成，报告原件存于办公室。偶尔会有人来索取其洗礼或会籍的证明，此时需要翻阅中英文部分记录。
其他秘书职责
- 监测教会网站 “联系我们” 表单的来信请求。
- 参与 Elvanto 系统维护，确保会众信息持续更新。
资源：
以下是你可能会用到的资源：
Responsibilities of the Secretary Team
Secretary and Team Members
The goal of the Secretary team is to ensure the smooth running of the church by providing administrative and organizational support to the church ministries.
Receives Direction From: Senior Pastor
Duties and Responsibilities of the Secretary
- Assume the general duties as Officer of the Church. Work closely with the Chairman (Senior Pastor), Vice-chairman, and Treasurer to carry out administrative duties.
- Assist in two-way communication between teams. Facilitate agendas, church publications, reports, events, and so on under the supervision of the Senior Pastor to increase the awareness of the church activities.
- Be an authorized signatory of the church’s bank accounts. Review and sign financial related documents.
- Attend meetings and take minutes. Meetings include the General and Special Annual Meetings, Board meetings, and any dialogue or special meetings held by the Board. Coordinate and supervise signing up, counting of votes and other related matters in the Membership Meetings and Special General Meetings.
- Compile and implement operational policies, documentation, and guidelines. Work closely with the team members to ensure the compliance of processes.
- Recruit and support team members. This recruitment includes providing adequate training for the team members.
- Coordinate with the team. Under the supervision of the Senior Pastor, give guidance and advice to the team where necessary so that they can fulfill their roles effectively and efficiently.
- Communicate frequently. Communicate and resolve with team members on regular basis for current needs and latest issues in the team.
- Give monthly updates. Provide the Board the team updates to increase the awareness of the team activities.
Duties of Team Members
-
Maintain church records. Gather information from the Senior Pastor, the secretary team members, and the fellowship team members and then update the following records:
- Membership list
- Adherents list
- Newcomers list
- Baptism list
- Funeral list
- Child dedication list
- Church publications
-
Produce church publications. These include but not limited to the following items:
- Meeting minutes
- Bulletins
- Announcements and program notices
- Policies and guidelines
- Congregational newsletters (updates, sharing, articles, etc.)
- Monthly ministry reports
- Program/camp handbook
- Annual reports
Qualifications
- Basic requirements as prescribed in I Timothy 3:1-13, Titus 1:5-9, the C&MA church constitution, and the church bylaws.
- Ability to work well independently and with other team members.
- Attention to details.
- Effective oral and written communication skills.
- Experience with word processing and Internet.
- Good organizational skills.
秘书及团队成员职责
秘书团队的目标是通过为教会事工提供行政和组织支持，确保教会运作顺畅。
接受指引对象： 主任牧师
秘书的职责和责任
- 承担教会干事的常规职责。与主席（主任牧师）、副主席及财政紧密合作，履行行政职能。
- 协助团队之间的双向沟通。在主任牧师的监督下，推动议程、教会出版物、报告、活动等的准备工作，以提升会众对教会活动的认知度。
- 成为教会银行账户的授权签字人。审核并签署与财务有关的文件。
- 出席会议并记录会议纪要。所需参与的会议包括：年度会员大会、特别会员大会、董事会会议以及董事会所举行的任何话或特别会议。在会员大会与特别会员大会中，协调并监督签到、计票及其他相关事项。
- 汇编并执行操作政策、文件与指引。与团队成员紧密合作，确保流程规范得到遵守。
- 招募并支持团队成员，包括为团队成员提供充分培训。
- 与团队协调配合。在主任牧师的监督下，给予团队必要的指导与建议，以帮助其有效履行职能。
- 保持频繁沟通。就团队当前的需要和最新事务，与团队成员保持定期沟通与解决问题。
- 每月更新进度。向董事会汇报团队进展，以增强董事会对团队活动的了解。
团队成员的职责
-
维护教会记录。从主任牧师、秘书团队成员和团契负责人收集信息，更新以下记录：
- 会籍名单
- 参与者名单
- 新来宾名单
- 洗礼名单
- 安息礼名单
- 婴孩奉献名单
- 教会出版物
-
制作教会出版物，包括但不限于以下项目：
- 会议纪要
- 周刊
- 公告与程序通知
- 政策与指引
- 会众通讯（更新、分享、文章等）
- 每月事工报告
- 活动 / 营会手册
- 年度报告