Covers the day-to-day management of facilities, events, communications, and logistics to support ministries and church-wide activities effectively.

Guidelines and process for using church facility.

Application for Usage

• Organizations or individuals must contact the church office to inquire if our facilities are available at the time of their event. Do not request directly through pastors or administration team member for usage.
• If our facilities are available, the applicant must fill the application form completely and submit it to the church office a minimum of 3 weeks prior to the date of their proposed event.
• The application form will be reviewed by the Administration Team.
• The application form will be reviewed by the Administration Team. The Administration Team will inform the applicant in writing if usage is approved.
• If it is an application for long-term usage of our facilities, the application must be approved by the Administration Team.
• Requests for regular use of church facilities may be subject to a contract agreement instead of this usage agreement.
• SCAC cannot guarantee usage bookings more than 2 months ahead; SCAC ministry events take priority over third-party usage, and SCAC reserves the right to cancel events at any time.

Principles for Approval

• Usage for SCAC ministries always has priority over third-party usage. The nature of the activities or events shall not violate Biblical principles. Users of the sanctuary should also respect that it is a place of worship. No non-Christian events will be held in the sanctuary.
• SCAC will not approve our facilities to be used for business or personal profit. Usage is encouraged for non-profit oriented activities and events. Please do not put up advertisements for businesses during events.
• Any event that involves fundraising must be approved by the SCAC Administration Team.
• Guidelines that ensure accountability include: a minimum of two people must be responsible to count the funds raised, the funds raised should be reported publicly, there should be proof that the funds were donated to the organization.
• The user recognizes that SCAC reserves the right to terminate the usage of the building by any person or organization at any time.
• Dispute due to the usage of the church building, if any, shall be under the jurisdiction of the laws of Saskatchewan.
• Church equipment will not be loaned or used for non-ministry purposes

Liability

• The following events will be covered by SCAC insurance:
  • All events approved by the Administration Team and that fall under the approved ministries of SCAC
  • All weddings that are officiated by SCAC pastors
  • Events where the primary organizer of the event is an active member* of SCAC.
  • Note that SCAC members recognize that usage of SCAC facilities is encouraged for ministry-related purposes.
• SCAC’s insurance cannot be extended to an outside organization or other legal entity, even if it is run/operated by a SCAC member. Third-party organizations and non-members of SCAC must provide proof of their own liability insurance.
• Requirements of insurance are as follows:
  • The organization must provide a valid insurance certificate, including “Tenant’s Legal Liability”
  • Minimum coverage of $2,000,000
  • A policy number listed on this document
  • A valid expiry date
  • Saskatoon Chinese Alliance Church’s name and address must be listed as an “additional insured” to the policy.
  • Adequate description of what the organization is using the SCAC facilities for and what specific dates they are using it under the “Description of Operations/Special Items” section.

Principles for Users

• Smoking, drinking alcoholic beverages, promoting any illegal activity, or promoting behaviour contrary to Biblical principles will absolutely not be allowed in the church.
• Users are expected to exhibit appropriate dress, behaviour and respect in the church.
• Users have the responsibility to keep the building clean and neat, and after usage to clean up and return all items to their original places.
• Users should bring their own supplies (food, drink, utensils, etc.) and audio/video equipment for their event. If a user wants to use church supplies or equipment, permission must be obtained.
• If the SCAC sound system is being used, only approved SCAC-trained technicians may operate it. Applicants are then responsible for booking a SCAC audio/visual technician. If no qualified technician is available on the requested date, then the event may not take place.
• Applicants are responsible for booking SCAC personnel to unlock the church before the event, and lock the church door and arm the alarm system after the event. If no SCAC personnel are available to provide access on that date, then the event may not take place.
• Users will be responsible for any damage to the church during the usage.
• This church is a non-profit organization and does not receive rental fees. However, users should recognize that the church is covering costs such as electricity and water, and SCAC will accept free-will offerings to cover such costs.
• All children must be supervised at all times in the facility

*Please refer to the SCAC bylaw for the definition of inactive member.

使用申请

• 组织或个人必须联系教会执事会，以确认在其活动时间段内教会场地是否可用。请勿直接向牧师或执事提出使用申请。
• 若教会场地可用，申请人必须完整填写申请表，并至少在拟定活动日期三周前提交至教会办公室。
• 申请表将由教会执事会审核。教会执事会将以书面形式通知申请人是否获准使用。
• 若申请为长期使用教会场地，必须经由教会执事会批准。
• 若为定期使用教会场地之申请，可能需签署正式合约以替代本协议。
• SCAC无法保证提前两个月以上的预订申请；SCAC事工活动优先于第三方使用，且SCAC保留随时取消任何活动的权利。

审批原则

• SCAC的各类事工使用始终优先于第三方使用。
• 活动或事件的性质不得违背圣经原则。使用圣所的人员应尊重其为敬拜之所。圣所内不得举行非基督教活动。
• SCAC不批准教会场地用于商业或谋取个人利润之用途。鼓励将场地用于非营利性质的活动。请勿在活动期间张贴商业广告。
• 所有涉及筹款的活动必须经SCAC教会行政组批准。
• 为确保责任明确，须遵守以下规定：至少两人负责点算筹款所得款项；所筹资金应公开报告；应提供款项捐赠予机构之凭证。
• 使用者理解，SCAC保留随时终止任何个人或组织使用教会场地之权利。
• 若因教会场地使用产生争议，将依据萨斯喀彻温省法律处理。
• 教会设备不得借出或用于非事工目的。

责任条款

• 下列活动将被纳入SCAC保险范围：
  • 教会执事会批准，且属于SCAC事工范畴内的所有活动；
  • 所有由SCAC牧者主持的婚礼；
  • 活动主要主办人为SCAC现有成员；
  • 注意：SCAC成员应认知，使用教会场地应以事工相关为目的。
• SCAC的保险不得扩展至任何外部组织或其他法律实体，即便该组织由SCAC成员运营。第三方组织及非SCAC成员必须提供其自身的责任保险证明。
• 保险要求如下：
  • 组织须提供有效的保险证书，包含“租户法律责任（Tenant’s Legal Liability）”；
  • 最低保额为2,000,000加元；
  • 文件上须列明保险单号码；
  • 明确的保险到期日；
  • 保险中须列出Saskatoon Chinese Alliance Church 的名称与地址为“附加受保人（Additional Insured）”；
  • 在“活动说明/特别项目（Description of Operations/Special Items）”部分中，需清楚说明组织使用SCAC场地的具体活动及日期。

使用者守则

• 严禁在教会内吸烟、饮酒、从事任何非法活动或宣传违背圣经教导的行为。
• 使用者应穿着得体，举止合宜，并展现对教会的尊重。
• 使用者有责任保持教会整洁，活动后需清理场地并归还所有物品至原位。
• 使用者须自备所需用品（如食物、饮品、餐具等）及音响/视频设备。如需使用教会器材，须事先获得批准。
• 若使用SCAC音响系统，仅限经SCAC培训且核准的技术人员操作。申请人需负责预约SCAC音响/视频技术人员。若在所申请日期没有合格技术人员可用，则活动将不得进行。
• 申请人负责安排SCAC人员于活动前开门，并在活动结束后关门及设防警报系统。若无SCAC人员可在该日提供场地出入服务，则活动将不得进行。
• 若使用期间造成教会任何损坏，使用者将承担赔偿责任。
• 本教会为非营利机构，不收取租金。然而，使用者应意识到教会需承担电费、水费等费用，SCAC接受自由奉献以支持此类支出。
• 所有儿童在教会场地内必须全程由成人监护。

*请参阅 SCAC 章程中对“非活跃成员”的定义。

Video

Our church front door uses a commercial-style lock, which works differently from a typical household lock.

How This Lock Works

In most home locks, turning the key pushes the latch straight out into the door frame. Our church lock does not push sideways. Instead, the latch flips upward from below. When the latch flips fully upward into a horizontal position, the door is properly locked.

Important: Turning the Key Is Not Enough

Sometimes, even if:
You turn the key all the way and can remove the key, the latch may not fully flip into the horizontal position.

If this happens:

Before You Leave

Let’s take the extra few seconds to double-check. It protects the building, the equipment, and everyone who serves here.
Doors are simple. This one just likes attention.
Thank you, brothers and sisters, for your loving and patient service.

如何正确锁好教会前门

介绍视频
教会前门使用的是商用型门锁，它的工作方式与一般家用门锁不同。

这种门锁如何工作

在大多数家用门锁中，转动钥匙会使锁舌水平伸出并插入门框。 但教会的门锁不是向外水平伸出，而是锁舌会从下方向上翻起。当锁舌完全翻起并保持在水平位置时，门才算真正锁好。

重要提示：只转钥匙还不够

有时候，即使你已经把钥匙转到底，并且也能把钥匙拔出来，锁舌仍可能没有完全翻起到水平位置。
如果发生这种情况：

离开前请务必检查

如果锁舌没有完全保持在水平位置，门就没有安全锁好。请重新锁。

多花几秒钟做最后确认，可以保护教会建筑、设备，也保护每一位在教会服事的弟兄姐妹。

锁门本来很简单，只是这把锁比较需要被“关注”。

感谢弟兄姐妹有爱心又有耐心的事奉。

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

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.

1. All Members Meeting to nominate the Nomination Committee
2. 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
  • 1. Coordination
  • 2. Prepare for Members List
  • 3. Compose Secretary Report
  • 4. Edit & Print Annual Report
• 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。

1. 会友大会：提名提名委员会成员
2. 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：

• 教会行政 Google Drive 文件夹结构使用说明
• 年度报告准备流程说明
  • 1. 年报准备协调
  • 2. 会友名单
  • 3. 秘书报告
  • 4. 年报编辑&印刷
• 每月A Team会议准备说明
• 会友大会准备说明
• A Team 事工团队成员提名会议准备说明
• 教会年度日历设置指南
• 来信咨询处理

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