THE FORM OF GOVERNMENT

• SECTION I - THE LOCAL CHURCH
• SECTION II - AREAS: ORGANIZATION & FUNCTIONS
• SECTION III - THE YEARLY MEETING
  

Composition. The local Friends church is an organization which consists of all of those persons recorded on its list of members. Each member has the right and obligation to participate in the business and work of the church.

Regular Meetings. Sunday and mid-week services of instruction, worship, and evangelism are held, in conformity with the schedule adopted. Business sessions are held at regular intervals to keep members informed and involved in major decisions. All major items should be brought to the business meeting for decisions. In all such sessions all members are encouraged to be present and to take part in reaching decisions.

Called Sessions. A special business session may be called when it seems necessary in the judgment of the presiding clerk and/or the pastor. Such a called session, or a session adjourned to meet at the call of the clerk, is announced in the regular Sunday morning service prior to the selected date of the session.

Functions. The local church is the general policy-making body. It is charged with the administration of the affairs of the church and has authority to call and contract pastoral services; to adopt the annual budget; to receive, transfer, and dismiss members; to deal with offenders and grant appeals; to consider and act upon all questions affecting the membership; to hold and administer real estate and other property in the name of the Yearly Meeting for the use of the church; and to consider, adopt, and carry out measures for the improvement of the spiritual interests of the church and of the community at large.

Authority. The local church is the final authority in matters of business. Elders and ministry teams should be careful to report actions to the business sessions through the Elders Board and not to assume authority that has not been granted. Notwithstanding the above, the local church is subordinate to the Yearly Meeting. (See Part II, Section III).

Communication. Communication is very important for harmony within the church. It is strongly recommended that minutes of meetings and full treasurer’s reports, with beginning and ending balances, be made public to the congregation by posting on the bulletin board or printing in a newsletter or bulletin insert.

Incorporation. Local churches are encouraged to incorporate in harmony with the book of Faith and Practice of the Yearly Meeting and state laws. (For specific inclusions in a church's Articles of Incorporation, see Part IV, Chapter VII).

Representation in the Yearly Meeting Sessions. The church appoints annually, eligible for reappointment, one representative and one alternate representative to serve in the Yearly Meeting Representative Body. Churches with more than 100 participating members shall appoint one representative and one alternate for each 100 additional participating members or major fraction thereof above the first 100. During the annual business sessions of the Yearly Meeting, the representatives serve their church as members of the Representative Body (See also). Churches are encouraged to help defray the expenses involved in the exercise of the representative's duties.

Representation in the Area. Each church's representative (See above) shall serve as a member of the Area nominating committee. (See Part II, Chapter II, Section II).

New Churches. A local church may be asked by the Yearly Meeting to sponsor a new church plant in its geographical area (See Chapter II, Section I, D). The new church may appoint annually one representative to the Yearly Meeting sessions. A new church plant may be initiated by the local church, the Area Elders Board, or by the Yearly Meeting Mission Board (Home and Cross-Cultural Ministry Team) and placed under the care of the local church strategically located.

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Clerks. Each year the church appoints a presiding clerk and recording clerk. The presiding clerk presides over all business sessions, signs official documents on behalf of the church, and serves as the chairperson of the Elders Board (See Part II, Chapter II, Section I, C). Presiding clerks are chosen with reference to sound judgment, spiritual discernment, and ability to determine the will of the body as they conduct the business of the church. The recording clerk keeps an accurate record of all business proceedings, both for business sessions and Elders Board meetings, and provides copies thereof to those authorized to request them. The recording clerk also serves as the statistical secretary and the correspondence secretary. A church may appoint assistant clerks to share in these duties.

Other officers. The church also appoints a treasurer to handle the customary responsibilities. Regular financial statements should be submitted for general information to all members. The church may name such other personnel as it considers necessary.

Qualifications. All officers, elders, and trustees are to be participating members or affiliate members of the church. (See Part III, Chapter I, Sections I & IV). The choice of elders is based upon moral character, exemplary lifestyle, and the possession of applicable spiritual gifts and qualifications, including biblical character qualities (I Timothy 3, Titus 1). They should have keen spiritual discernment for the proper performance of their duties, a good understanding of the Scriptures and the doctrines of the Christian religion, and of the position and purpose of the Friends Church. Designating elders should not prevent other members of marked spiritual discernment from obeying the Spirit as He asks them to encourage, assist, strengthen and counsel in spiritual matters.

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Local churches are allowed to organize using the following guidelines for the purpose of developing the ministry of the church and its members. Smaller churches may organize with a minimum organization using either an Elders Board which meets each month or having a church business meeting each month. Larger churches may organize with an Elders Board and ministry teams for each area of responsibility. Churches are encouraged to organize to accomplish ministry. The structure should support ministry, not hinder it.

Areas of responsibility should be designated which reflect the ministry goals identified by the local church and area and should be administered by an elder. The areas of concern should include, but are not limited to: spiritual life, outreach, education, and stewardship. The elders should see that the different areas of responsibility are given adequate emphasis in the local church. Annual Reports are to be completed as requested by the Yearly Meeting.

In addition a nominating committee must be appointed (See Part IV, Chapter IV). Other elders, ministry teams, or task forces may be appointed, to be charged with special responsibilities, serving on behalf of the elder or ministry team. However, caution should be taken not to name additional structures unnecessarily.

If ministry teams are used, they should be composed of three or more members, appointed for terms of three years with individual membership on the team expiring in rotation. Larger meetings may find it helpful to appoint six or more persons to each ministry team and/or to establish additional task forces. It is suggested that no member serve for more than two consecutive terms on the same ministry team.

All officers, elders, and trustees must be participating or affiliate members of the church. Associate members and carefully selected non-members may serve as members of ministry teams or task forces.

1. Spiritual Life. This area may include, but should not be limited to the following responsibilities:

A.    Have an active concern for the spiritual health of the members and attendees.
B.    Coordinate and evaluate the areas of worship, evangelism, and spiritual leadership.
C.    Encourage the use of gifts and talents, including music and other arts.
D.    Promote Christian fellowship and spiritual communion through varied ministries and social functions.
E.    Help prepare and recommend candidates for membership to the church business meeting.
F.    Classify all adult members annually as either participating or non-participating, and review of the status of associate and affiliate members.
G.    Make arrangements for special speakers and pulpit supply in consultation with the pastor.
H.     Plan and direct special programs of evangelism, visitation, and public services.
I.      Encourage in the formation and help develop the patterning of Bible study groups.
J.      Identify and recruit prospective ministers and missionaries, encourage their continued growth, and help facilitate their training and growth.
K.    Appoint and supervise ushers and greeters for all regular church services.
L.    Prepare memorials for deceased members as needed, (See Part I, Chapter IV, Section II), and send typed copies to the Yearly Meeting office by July 1.
M.    Provide for nursery and children's church; one or both of these may be delegated to education.

2. Outreach. This area may include, but should not be limited to the following responsibilities:

 A.     World Missions.

1)      Keep the church informed regarding Evangelical Friends Mission and encourage prayer support.
2)      Cooperate with other churches (and with Friends Women if they so desire) in planning and conducting Area missions conferences.
3)      Encourage systematic giving for missions.
4)      Encourage those who show interest in missions.
5)      Encourage correspondence with missionaries.
6)      Present special mission projects.
 

B.   Home and Cross-Cultural Missions      

1)      Encourage support for starting new churches by keeping the church informed of opportunities and progress.  (See Part II, Chapter II, Section I, D).
2)      Promote ways to encourage new churches; help in securing personnel for them. (See pages 46-47, Part II, Chapter II, Section I, D., 1.).
3)      Promote and support of Indian centers and missions.
 

C.  Camp.

1)      Promote the values of Christian camping as a ministry to people of     the church and community.
2)      Encourage support of Camp Quaker Haven with both workers and finances.
3)      Encourage all ages to attend the camps provided at Camp Quaker Haven.
4)      Delegate these responsibilities to education, if desired.

D. Service.

1)    Identify the needs and concerns of all the diverse types of family units in the local community.
2)    Plan and implement programs to develop and enrich those skills, values, and perspectives essential to Christian marriage and family life.
3)    Provide resources for ministry to families.
4)    Render assistance to those in need, both members and others.
5)    Assist disaster relief agencies, including Friends Disaster Service.
6)    Give instruction relative to the Friends testimony regarding peace and war.
7)    Counsel about conscientious objection to military service.
8)    Provide instruction and support legislation on current moral issues and principles.
9)    Promote prison ministries, either individually or in cooperation with other churches of the Area.
10)    Promote helpful interracial communications and activities.
11)     Promote the work of Friends World Committee for Consultation and Friends Committee on National Legislation.

3. Education. This area includes the essential initiative and supervision on behalf of the children, youth, and adults in the areas of Sunday school, day school, Friends Youth, vacation Bible school, clubs, camps, retreats, and the church library. Specific duties may include, but should not be limited to the following:

A.    Coordinate all the education ministries listed, to avoid duplication and conflict either in schedule or in personnel.
B.    Appoint all personnel involved in these ministries, including the Sunday school staff, library staff, directors, and counselors. The local church may choose to have its nominating committee make these appointments for approval. (See Part II, Chapter II, Section I, C).
C.    Recommend the calling of a youth minister or director to the Elders Board and/or church business meeting.
D.    Approve curricula for all educational activities.
E.    Utilize approved Yearly Meeting and/or EFI programs in these areas.
F.    Provide opportunities for leadership training to members of the educational staff.
G.    Recommend improvements in physical equipment for the program.
H.    Encourage youth to attend a Friends college. Encourage those who attend secular schools to maintain a consistent Christian witness. Provide scholarships.
I.    Encourage of support for Friends schools.
J.    Promote participation by members in local school organizations.

4. Stewardship. The responsibilities of this area are finance, trustees, and promotion.

A. Finance.

1)Prepare the annual budget in consultation with the elders and present to the church for approval at a business session.
2)    Include applicable taxes and insurance premiums in the budget.
3)    Administrate and supervise retirement coverage for pastors and staff.
4)    Consider proposals for non-budget expenditures and special offerings.
5)    Supervise the treasurer and the audit the books.

Trustees. If a Stewards ministry team is appointed, three or more members of the Stewards ministry team shall be nominated by the nominating committee as trustees with terms expiring in alternating years. Otherwise three or more members of the local church are nominated. The Trustees must be approved by the business meeting. They serve as the "duly elected" legal agents of the church with specific duties as follows:
1)    Hold and care for all church properties.
2)    Arrange custodial service.
3)    Secure and maintain adequate insurance.
4)    Establish policies relating to use of church facilities.
5)    Provide for custody of all except current church records.
6)    Receive and administer all proceeds of wills, endowments and other gifts as directed by the donors and the church.
7)    Transact real estate purchases and sales as directed by the church.

C. Promotion.
1)    Educate the church about giving according to Scriptural methods.
2)    Promote stewardship of one's time and talents.
3)    Promote estate planning.
4)    Distribute church publications, announcements, advertisement and promotion.
5)    Send newsworthy items of correspondence to the Yearly Meeting office for possible publication. This duty may be assigned to the meeting's recording clerk. (See Part II, Chapter II, Section I, B).

5. Elders Board. The Elders Board consists of the pastor (Ex Officio), the presiding clerk, treasurer, Yearly Meeting representative and the elders of the areas of responsibility. The presiding clerk chairs the Elders Board. Others may be named to the Elders Board at the discretion of the church.

The Elders Board serves as the coordinating body for the responsibilities of the local church. Unless a church business meeting is held each month, the Elders Board meets each month, and additional sessions may be called if necessary. The schedule for Elders Board meetings shall be made public. It is an open meeting for any church member to attend, unless the chairperson announces that a closed executive session shall be called.

It has the responsibility to review pastoral leadership of the church and to recommend, after consultation with the Yearly Meeting General Superintendent, a candidate and his term of service. (See Part III, Chapter II, Section I) It also recommends to the local church pastoral duties, assistants, and their salaries and vacations.

The Elders Board is the church in interim, authorized to take any action that is necessary in the interest of the church, especially to chart and implement its major goals. It reports its actions to the regular business sessions.

Feeling the weight of responsibilities resting upon them, elders will be prayerful in the active performance of their duties, which specifically include:

    A.    Cooperate with, encourage and strengthen the pastoral ministers in all their duties, giving counsel and advice.
    B.    Assist the pastor as the spiritual needs of the membership and congregation may require.
    C.    Counsel members regarding their spiritual welfare.
    D.    Initiate disciplinary action when necessary. (See Part III, Chapter III)
    E.    Encourage those who give evidence of true spiritual gifts when taking part in public meetings for worship, but restrain others who do not give such evidence.
    F.    Consider persons who may have a gift for ministry. If the person meets the qualifications, the procedure for recording may be initiated. (See Part III, Chapter VI)

6. Nominating Committee. This committee of three or six persons is appointed for a three-year term, one third being appointed each year, in the business session held no later than September or October.

At the church's last business session before January 1, the committee presents its nominations for all officers, elders, ministry teams (if these are to be used), and trustees. Upon approval all appointees begin service January 1st. In the selection of persons to serve, the committee should seek to discover the gifts and abilities of people in the congregation, and try to match giftedness with the different realms of responsibility. The committee shall nominate persons to fill any vacancy that occurs during the year.

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D - NEW CHURCHES

1)    Starting a New Church. A new congregation (See definition) may be started by the leaders of a local church, by several churches, by an Area, or by the EFC-MAYM Home & Cross-Cultural Missions Board. When a person or a group desires to initiate a work, the authorization of one of these bodies should first be secured and a plan established with appropriate supervision. The new work may begin as a type of small group, or as a focal point of ministry as long as its purposes include, but are not necessarily limited to worship, edification, and evangelism. It may begin meeting in a home or any other convenient facility. Very little local organization is required, inasmuch as all of its affairs are administered by the body under whose leadership it has been initiated. If there are those who are ready for church membership at this point, they become members of the sponsoring local church as provided in this Faith and Practice. (See Part III, Chapter I, Section I)

2)    Extension Churches. When a new congregation has developed sufficiently so that in the judgment of the initiating body it could become a local church, its sponsoring group petitions the HCCM Board to organize it as an extension church. The HCCM Board at its discretion may grant this request by guiding the congregation into a simple but functional organization, appointing one or more persons to handle local affairs. Leadership of the extension church may be handled by members of the congregation, or representatives from the sponsoring body, or a combination of leaders from both the church and sponsoring group.

3)    Organization and Membership of Extension Churches. The sponsoring body, or HCCM Board as needed, after consultation with the new congregation and the General Superintendent, will select and secure pastoral leadership, as well as provide general supervision of the extension church. The leadership of the sponsoring body will guide the extension church in developing organizational structure and establishing church members.

The Elders Board of the sponsoring body, along with the church planting pastor, and if deemed advisable, leaders of the extension church who are members of the sponsoring local church, shall interview applicants and recommend to the sponsoring church those who are prepared for church membership. The same qualifications for membership and procedures for the transfer of members shall be followed as outlined in this Faith and Practice. (See Part III, Chapter I, Section I).

When an adequate number of applications for membership have been approved, the above named group shall select a nominating committee of three or six members. (See Part II, Chapter II, Section I, C) The nominating committee shall select for nomination the names of seven persons, in addition to the pastor (Ex Officio), to serve as an Elders Board. The positions to be nominated include a presiding clerk, recording clerk, Yearly Meeting representative, and an elder for each of the four areas of responsibility. (See Part II, Chapter II, Section I, C). A treasurer shall also be nominated.

4)    Financial Responsibilities of Extension Churches. An extension church is responsible for contributing toward the financial support of the Yearly Meeting programs. Its proportionate share of the Yearly Meeting financial program (See Part II, Chapter II, Section III, I, 5) is based on a gradually increasing scale according to its ability, using the following guidelines:

• Year 1: No Assessment to the Yearly Meeting

• Year 2: 10% of the full fair share assessment calculation

• Year 3: 25% of the full fair share assessment calculation

• Year 4: 50% of the full fair share assessment calculation

• Year 5: 75% of the full fair share assessment calculation

• Year 6: 100% of the full fair share assessment calculation

A standard statistical report should be prepared annually and forwarded to the new congregation, the sponsoring body, and the Yearly Meeting.

5)    Property and Building Rights. All property rights involved in connection with an extension church are vested in the Yearly Meeting through its trustees, or, at the discretion of EFC-MAYM, in some incorporated Friends Church within the same state. Projects for buying, building, and remodeling are to be submitted to the sponsoring body and their approval secured before action is taken. (See Part II, Chapter II, Section III, F.).

6)    New Local Churches. An extension church may request the sponsoring body to take proper steps toward its establishment as a new local church. Likewise, the sponsoring church may take the initiative, making sure to secure the concurrence of the extension church. When such action has been approved by the local church, it sends its proposition to the Yearly Meeting Home and Cross-Cultural Missions Board, stating when and where the business sessions of the new church are to be held. An extension church may be organized as a local church when it has a strong, active membership and when, in the judgment of the HCCM Board, it is able to meet all financial obligations and is otherwise ready for full local church status. Upon approval by the HCCM Board, the new church is so notified, and upon receiving this notification is authorized to proceed with full organization as a local church (See Part II, Chapter II, Section I, A), thus coming under the counsel of the Yearly Meeting Elders Board rather than the sponsoring body. (See Part II, Chapter II, Section III, E).

7)    Nomenclature. The word "Friends" is to be included in the naming of a work in any phase; for example, Pennville Friends Church.

8)    New Areas. Local churches have authority to petition the Yearly Meeting to establish, discontinue, divide, or redefine an Area, or to unite two or more Areas (See Part II, Section II). They may also request transfer of Area affiliation.

9)    New Yearly Meetings. When one or more Areas wish to be set off and established as a new Yearly Meeting, they inform the Yearly Meeting of their desire and of their concurrence in the proposal. The Yearly Meeting then considers the advisability of such action and renders a decision in view of all the facts involved. If action is favorable and a new Yearly Meeting is to be established, the Yearly Meeting appoints a committee, not to exceed ten in number, to attend the opening of such Yearly Meeting with the minute of the Yearly Meeting establishing it; this committee inaugurates sessions in accordance with the form of organization of the existing Yearly Meeting.

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E - MERGERS OR CLOSING CHURCHES

1)    Change of Church Status. If a local church is substantially weakened and no longer functioning properly, action may be initiated by either the Yearly Meeting Elders Board, the Area Elders Board, or the local church to consider the advisability of coming under the supervision of another local church, the Area Elders Board or the Home and Cross-Cultural Mission Board. In such a case the Yearly Meeting Elders Board appoints a committee to assess, in cooperation with the local church or a committee appointed by it, the total situation as it affects the proposition under consideration. If, by common agreement and official action of the local church, the change appears to be in order, the sponsoring body then assumes supervision of the church as outlined above (See Part II, Chapter II, Section I, D). The new status continues until action to reverse the status (See Part II, Chapter II, Section I, D) is again appropriate. However, if a common agreement cannot be reached, the Yearly Meeting Elders Board may proceed with the above action.

2)    Merger of Churches. When it is proposed that two or more local churches merge to form one new local church, the proposal is given full and careful consideration by the churches involved. When, after consultation with the General Superintendent, each of them has taken official action to approve the union, the General Superintendent carries their request to the Yearly Meeting Elders Board. If one or both of the churches is a new church, the Elders Board should obtain the concurrence of the sponsoring body. When approval has been secured, the churches proceed to unify their business sessions, their officers and ministry teams, their services, and their holdings at the time and in the manner which seems best to them in their situation. They consult with the Yearly Meeting trustees in regard to proper adjustment or disposal of real estate and other assets. The merged church chooses the site and facilities best adapted to its need, and the name by which it is officially to be known. Membership of the churches merging is transferred en masse to the new merged church. If the constituent churches were located in different Yearly Meeting Areas, the new church petitions the Yearly Meeting for affiliation with the Area of its choice.

3)    Discontinuance of Churches. The Yearly Meeting Elders Board has authority, when cases of irregularity of procedure or deterioration of status appear in the affairs of a local church, to make careful investigation through its officers or an appointed committee. It advises in cases of difficulty, endeavoring to help the church to maintain its active relationship with the Yearly Meeting and with its community. When such a church is judged by the board to be no longer effective or to be so irregular in its cooperation with Yearly Meeting programs that continuance is unwarranted, this board has the authority to: a) advise the local church that its relationship with the Yearly Meeting is being terminated, b) dissolve or discontinue the local church, or c) effect its union with another church.