Responsibilities of the Secretary Team

Secretary Manualand Team Members

Meetings

The goal of the Membership

Accordingteam is to ensure the smooth running of the church by providing administrative and organizational support to the church bylawsministries.

Receives III),Direction twoFrom: meetingsSenior Pastor

Duties and Responsibilities of the membershipSecretary

be held each year.

First Meeting of Membership

This meeting shall be held within

• Assume the firstgeneral threeduties (3)as monthsOfficer of the calendarChurch. yearWork 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 aunder datethe setsupervision 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.Board. TheCoordinate secretaryand shouldsupervise completesigning theup, following tasks:
  • Determine the datecounting of thevotes Firstand Meetingother ofrelated matters in 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 testimonialsMeetings and shareSpecial fromGeneral 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.Meetings.
  • Compile and haveimplement operational policies, documentation, and guidelines. Work closely with the hardteam copymembers 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 annualSenior reportPastor, readygive beforeguidance and advice to the meetingteam 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 Membershipteam activities.
  • Print
  a hard copy

  Duties of theTeam membershipMembers

  attendance
  form
  • to

    Maintain bechurch signedrecords. atGather information from the meeting.

  Senior
  • Take minutes atPastor, the meeting.
  secretary
  • Fileteam and upload the minutesmembers, and the attendancefellowship formteam tomembers Googleand Drive.then update the following records:
    • Membership list
    • PostAdherents alist
    hard
    • Newcomers copylist
    of
    • Baptism thelist
    minutes
    • Funeral list
    • Child dedication list
    • Church publications

  • Produce church publications. These include but not limited to the churchfollowing bulletinitems:

    board
    in
    • Meeting theminutes
    foyer.
    • Bulletins
    • Announcements and program notices
    • Policies and guidelines
    • Congregational newsletters (updates, sharing, articles, etc.)
    • Monthly ministry reports
    • Program/camp handbook
    • Annual reports

    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

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.

November - prepare for Nomination Committee Meeting Notes/Voting and another attendance.

Typing up Monthly 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

Qualifications

• MonitorBasic incomingrequirements requestsas throughprescribed in I Timothy 3:1-13, Titus 1:5-9, the C&MA church constitution, and the church website Contact Us form.bylaws.
• ContributeAbility to Elvanto,work ensuringwell congregationindependently informationand arewith keptother upteam members.
• Attention to date

Resources:

Some resources you will find helpful:

• Church Administrative Drive Folder Structure walkthroughdetails.
• AnnualEffective Reportoral Preparationand walkthroughwritten (comingcommunication soon)skills.
• MonthlyExperience Awith Teamword Meetingprocessing Preparationand walkthrough (coming soon)Internet.
• MembershipGood Meetingorganizational Preparation walkthrough (coming soon)
• Ministry Team Member Nomination Meeting Preparation (coming soon)
• Church Annual Calendar Setup (coming soon)skills.

秘书手册秘书及团队成员职责

会友大会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。

根据教会章程（第三条），每年应举行两次会众大会。

接受指引对象：

第一场会友大会

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

• 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：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：

  • 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。会籍名单
  • 收集年度报告所需的信息。参与者名单
  • 收集教会各个团体的见证分享。新来宾名单
  • 向财政收集上一年度的财务报告及本年度预算。洗礼名单
  • 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。安息礼名单
  • 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。婴孩奉献名单
  • 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。教会出版物

  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. 会众大会：提名提名委员会成员
  2. 会众大会：表决通过提名的来年事工团队成员

  一月 - 准备年度报告

  二月 / 三月 - 年会（AGM）

  • 此类会议需成员在签到表上签名。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。

  十一月 - 准备提名委员会会议记录 / 投票及签到表。

  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：制作教会出版物，包括但不限于以下项目：

  • 教会行政 Google Drive 文件夹结构使用说明会议纪要
  • 年度报告准备流程说明（即将上线）周刊
  • 每月 A Team 会议准备说明（即将上线）公告与程序通知
  • 会众大会准备说明（即将上线）政策与指引
  • 事工团队成员提名会议准备说明（即将上线）会众通讯（更新、分享、文章等）
  • 教会年度日历设置指南（即将上线）每月事工报告
  • 活动 / 营会手册
  • 年度报告