The Monthly Congregational Council News
When we voted recently to adopt a new constitution, a part of that process authorizes the Church Council to establish the various committees and groups that the church needs to fill in order to run the day-to-day operations of the church.
Posted below are the “job descriptions” of the committee and director jobs, as well as the duties of the Church Council Officers, as defined in the by-laws of our constitution.. Please feel free to contact me of any other council member if you’d like to work on any of these committees or fill a leadership role as a committee chairman in the future. In the mean time these job descriptions are posted so that members of the congregation can better understand what the various groups in the church are charged to do.
To read the Holy Spirit Constitution - CLICK HERE
To read all of the By-Laws to our constitution -CLICK HERE
Bob Frick, Council President
Posted below are the “job descriptions” of the committee and director jobs, as well as the duties of the Church Council Officers, as defined in the by-
To read the Holy Spirit Constitution -
To read all of the By-
Bob Frick, Council President
Fellowship Committee
The Fellowship Committee coordinates the following activities within the Church:
The Fellowship Committee coordinates the following activities within the Church:
1. Annual congregational dinner,
2. Lenten soup supper,
3. Food baskets,
4. Helping Hands – funeral dinners,
5. WELCA,
6. Special events,
a. Ice cream social on the Fourth of July,
b. Life Line screening,
c. New member welcome, and
7. Men’s Group.
The Fellowship Committee shall consist of at least three members, including the elected director of the boards and the coordinator of volunteers.
The purpose of this board is to represent and involve the congregation in the work of Christ, provide for spiritual growth, and nurture through genuine Christian fellowship. The board is responsible for the utilizing social activities to attract and integrate new members into the life of the congregation.
The committee shall:
1. Initiate and implement regular social activities throughout the year which will further the goals of the congregation;
2. Maintain a list of persons who will help to plan, coordinate and carry out the programs of this board;
3. Be responsible along with the Evangelism Committee, for the reception, orientation and integration of new members and their families into the congregation, and to encourage them to become (and/or stay) active within church programs and organizations;
4. Periodically review the communication and church attendance of all members and make calls to members not attending regularly to encourage their re-engagement within the congregation;
5. Recruit, train and supervise a Visitation Committee and be responsible for visitation of all sick, hospitalized and shut-in members of the congregation;
6. Encourage programs for spiritual growth in the organizations of the congregation;
7. Submit an annual report summarizing the business and activities of the committee; and
8. Submit an annual budget request to the Finance Committee in the format and at the time requested by the Finance Committee.
Property Committee
The Property Committee consists of three members.
The committee chairperson oversees the property, maintenance, and repair of church property and works to protect the congregation against loss or damage to the property.
The committee shall:
The committee chairperson oversees the property, maintenance, and repair of church property and works to protect the congregation against loss or damage to the property.
The committee shall:
1. Conduct an annual inventory of all church property;
2. Make or facilitate all repairs or replacement of church property and furnishings. Maintain records of acquisition date and approximate value for insurance purposes. (Insurance falls under the Finance Committee.) Emergency repairs may be made regardless of cost without prior approval of the president or treasurer;
3. Recommend to the congregation council any policies and rules that may be needed for the use of the church property or equipment;
4. Provide and issue keys for church property and maintain a list of keys issued. The list should be reviewed annually; (The office manager assists with issuing keys.)
5. Supervise the storage of all church property, equipment, and supplies;
6. Have all property checked by necessary experts each year for fire and safety hazards.
7. Enlist volunteers to perform annual spring cleanup;
8. Negotiate service contracts for snow removal, lawn care, and building cleaning;
9. Submit an annual report summarizing the business and activities of the committee; and
10. Submit an annual budget request to the Finance Committee in the format and at the time requested by the Finance Committee.
Church in Society Committee
The committee shall:
The committee shall:
1. Represent the congregation in community activities and keep the congregation informed of social, political and economic developments within the community;
2. Study the congregation’s role in the community and develop useful means for the church to become a better servant to the community;
3. Work with other churches to improve the unified Christian image to the community and to implement the Church’s mission;
4. Maintain contact with benevolent and the charitable agencies and recommend opportunities for service to the community;
5. Establish and maintain, in conjunction with the pastor, friendly relationships between the congregation, and professional community service and governmental agencies within the community;
6. Submit an annual report summarizing the business and activities of the committee; and
7. Submit an annual budget request to the Finance Committee in the format and at the time requested by the Finance Committee.
Evangelism Committee
The basic function of this committee is to bring the Gospel to those not attending church and to enlist all of God's people in the work of spreading the Gospel.
The committee shall:
The basic function of this committee is to bring the Gospel to those not attending church and to enlist all of God's people in the work of spreading the Gospel.
The committee shall:
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Foster a climate of evangelism that encourages congregational members informally and spontaneously to share Christ with others;
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Emphasize evangelism through an annual education program and promote and direct
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Be responsible for developing and maintaining a program of lay visitors and encourage
membership in the church to have a personal relationship with Christ; |
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Explore various forms of media for evangelism purposes;
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Be concerned for those moving into the community and for members of the church moving into other communities;
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Be responsible for keeping and following up with the prospect file for church
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membership;
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Conduct special visitation to invite prospective members to attend membership instruction classes;
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Be responsible for the reception, orientation and integration of new members into the congregation
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Develop an atmosphere of friendliness in the congregation towards members and visitors, and suggest means of improvement;
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Study the use, where feasible, of suggestions for evangelism as may be provided by the ELCA and other church organizations; and
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Submit an annual budget request to the Finance Committee in the format and at the time requested by the Finance Committee.
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Christian Education Committee
The committee shall:
The committee shall:
1. Organize a committee to assist in planning and implementing the following activities, programs, and events:
· Vacation Bible School (VBS) – Coordinate with Prince of Peace Catholic and West Bloomfield United Methodist Churches to plan and organize a week-long VBS program held during the summer months. Holy Spirit is the host church every third year.
· Sunday School – Plan and organize special events throughout the Sunday School year that include:
o Easter egg hunt and party,
o Valentine’s Day activities,
o Thanksgiving, Christmas, and Easter food collection,
o Children’s Choir performances,
o Rally Day program,
o Mother’s Day observation, and
o Children’s Christmas program;
· Order supplies and lesson plans as needed for the Sunday School staff, and
· Maintain open communications with the Sunday School staff;
2. Attend all scheduled church council meetings;
3. Keep the congregation informed of all educational programs, events, and activities, and encourage participation and support;
4. Submit an annual report summarizing the business and activities of the committee; and
5. Submit an annual budget request to the Finance Committee in the format and at the time requested by the Finance Committee.
Finance Committee/Stewardship Committee
The Finance Committee shall consist of the elected chair, the treasurer, the financial Secretary and several ad hoc members. Members for the Stewardship Committee will be recruited from the congregation to work with the Finance Committee during the annual stewardship campaign.
Finance Committee Responsibilities:
Ensure the financial stability of the congregation and its work through the dedicated proportionate, first fruits giving; to prepare and recommend to the congregation council an annual budget for the church and to '"provide for an annual audit of the church's financial accounting. This committee will oversee and supervise the work of the treasurer and the financial secretary.
The Finance Committee shall consist of the elected chair, the treasurer, the financial Secretary and several ad hoc members. Members for the Stewardship Committee will be recruited from the congregation to work with the Finance Committee during the annual stewardship campaign.
Finance Committee Responsibilities:
Ensure the financial stability of the congregation and its work through the dedicated proportionate, first fruits giving; to prepare and recommend to the congregation council an annual budget for the church and to '"provide for an annual audit of the church's financial accounting. This committee will oversee and supervise the work of the treasurer and the financial secretary.
The committee shall:
Submit in writing a proposed annual budget for the congregation to the Congregation Council no later than their regularly scheduled meeting prior to the congregation's annual meeting which includes:
1. Distribution to other committees the requirements and format of the annual budget requests required from each committee and consolidate these requests into the overall budget for the congregation,
2. Review budget requests from all committees,
3. Submit an annual report summarizing the business and activities of the committee,
4. Provide a detailed monthly report to the congregational council of all transactions and of the financial condition of the congregation, and
5. Coordinate with the congregational council to “provide for an annual audit of the church’s financial accounting.
Supervise the duties of the treasurer and financial secretary, report on the activities of these positions to the congregation council as needed and/or as requested by the congregation council:
1. Recruit and train volunteers from the congregation to be responsible for the handling counting, recording and depositing of all offerings; and
2. Assist with execution of the building use policy by identification of collected funds.
Recommend to the congregation council the investment, retention, use or disposal of the funds or other property received in connection with any gift or bequest by:
1. Reviewing gifts or bequests offered to the congregation and recommend acceptance or rejection thereof to the congregation council; and
2. Encourage and develop a program for gifts and bequests to the congregation and other Lutheran organizations;
Evaluate outside appeals for funds and make the appropriate recommendations to the congregation council.
Review annually the financial offerings of the members of the congregation, share (in general) these evaluations with the members of the congregation and suggest improvements that can be made;
Stewardship Committee Responsibilities:
The Stewardship Committee is a sub committee of the Finance Committee consisting of members of the existing Finance Committee as well as members of the congregation. The basic function of this committee is to initiate and supervise programs for the development of year-round financial stewardship by the members of the congregation, and to secure time and talent stewardship interest from members of the congregation. .
The Stewardship Committee is a sub committee of the Finance Committee consisting of members of the existing Finance Committee as well as members of the congregation. The basic function of this committee is to initiate and supervise programs for the development of year-
1. Develop a year-around financial stewardship emphasis and encourage all members, to practice Christian stewardship;
2. Conduct an annual appeal, with a pledge campaign, to give members an opportunity to support the work of Christ through the congregation by their financial resources; and
3. Plan, develop and implement a program for securing time and talent stewardship interest from members of the congregation.
Worship and Music Committee
Chairperson responsibilities:
The chairperson of the Worship and Music Committee at Holy Spirit Lutheran Church is responsible for overseeing every aspect of the worship service and the music provided therein. The chair is responsible for the following subgroups, each with a volunteer subgroup leader and some assistant leaders, as follows:
1. Acolytes and Nursery Attendants: Leader finds and assigns children to fulfill these two positions for each worship service. These children usually are attending confirmation classes.
2. Altar Guild: Leader teaches and directs all altar guild volunteers, per the written instructions and guidelines.
3. Greeters: Leader finds and assigns church members to greet people as they enter the church for worship.
4. Music Director (paid position): The director is responsible for all musical aspects of the service and other duties, as listed on his/her contract with the church.
OR: Choir Director and Accompanist(s) – see separate job descriptions.
5. Readers and Communion Assistants: Leader finds and assigns church members to assist the pastor by reading the lessons for the day and assisting with the distribution of communion.
6. Ushers: Leader directs the volunteer ushers in their duties, per the written instructions and guidelines.
The chair will also hold meetings with the subgroup leaders and assistants from time to time as deemed necessary, but at least semi-annually. The chair may assist with hymn selections each month along with the music leaders and pastor, if desired.
Chairperson responsibilities:
The chairperson of the Worship and Music Committee at Holy Spirit Lutheran Church is responsible for overseeing every aspect of the worship service and the music provided therein. The chair is responsible for the following subgroups, each with a volunteer subgroup leader and some assistant leaders, as follows:
1. Acolytes and Nursery Attendants: Leader finds and assigns children to fulfill these two positions for each worship service. These children usually are attending confirmation classes.
2. Altar Guild: Leader teaches and directs all altar guild volunteers, per the written instructions and guidelines.
3. Greeters: Leader finds and assigns church members to greet people as they enter the church for worship.
4. Music Director (paid position): The director is responsible for all musical aspects of the service and other duties, as listed on his/her contract with the church.
OR: Choir Director and Accompanist(s) – see separate job descriptions.
5. Readers and Communion Assistants: Leader finds and assigns church members to assist the pastor by reading the lessons for the day and assisting with the distribution of communion.
6. Ushers: Leader directs the volunteer ushers in their duties, per the written instructions and guidelines.
The chair will also hold meetings with the subgroup leaders and assistants from time to time as deemed necessary, but at least semi-
As a member of the church council, the Worship and Music Committee chair will report committee happenings at each monthly council meeting. The chair will bring to the meeting any topics needed for discussion, and decisions and opinions, to ensure the smooth and efficient operation of the worship services. The chair will also provide a written summary of the committee’s activities for the monthly newsletter and for the church’s annual report.
Altar Guild Responsibilities
Prepare the communion vessels, wash all the vessels and straighten and prepare the altar for the communion service, fill the oil candles, and store everything properly.
Prepare, as needed, for other services; such as weddings, funerals, and baptisms.
Arrange all paraments and banners according to the season, and at the direction of the pastor.
Be sure all of the white linens are clean and ironed. Report any spots to the Altar Guild president. (They may need dry cleaning.)
Report any problems, such as defective plastic cups to the president.
If the pall is used to cover a casket for a funeral, look at it prior to the service to see if it needs ironing. When ready, hang it on the back pew for the funeral director to use.
Reference the oil candles direction manual in the top cupboard, when necessary.
Initial Supplies Needed To Prepare For Communion Service
You will need Welch’s white grape juice. The wine is usually found in the lower left cupboard. We use Mogan David wine.
You will need a round loaf of bread for the pastor to break in the service. We use a pita loaf; usually just one, but leave an extra one in the back during the service. You can use round Hawaiian sweet bread found in an orange wrapper too. Home baked communion bread is welcome too. Take home the leftover bread.
You will need to bring some clean dish towels for washing the utensils after the service. We usually wash the utensils in the kitchen; there is a sink, hot water, and dish soap there. Bring an apron if you wish.
Accompanist Job Description
1. Be responsible for the music or accompaniment for all regularly scheduled
worship services, including preparation and presentation of musical prelude,
offertory, postlude, stipulated choir accompaniments, solo or ensemble
accompaniments, as needed, congregational hymns, songs, and other service
music.
2. Accompany the following extra “non-
by the pastor.
3. Accompany all regularly scheduled Adult Choir rehearsals and presentations,
September through May (based on Sunday morning rehearsals).
4. Accompany the Sunday School children in song for the regular school year and
in special programs, such as the annual Christmas program.
5. Submit hymn selections to the church office personnel one month in advance (when
possible) for inclusion in the bulletin.
6. Give advance notice of vacation time to the Worship and Music Committee
chairperson, the pastor, and the church office personnel. The Lead Accompanist is
responsible for securing substitutes.
7. The Lead Accompanist is responsible for any substitute or co-
Committee chairperson and church office personnel one month in advance.
8. The Lead Accompanist is responsible for the care of all keyboard instruments
(organ and pianos), and will make arrangements for regular maintenance, tuning,
and repairs, with advance notice to the Worship and Music Committee chairperson.
9. The Lead Accompanist is the first contact for the music for all weddings
and funerals held in the church. Substitutes or other musicians will need prior
approval by the Lead Accompanist.
10. The Lead Accompanist is a member of the Worship and Music Committee and the Worship Planning Committee.
11. The Accompanists is accountable to the chairperson of the Worship and
Music Committee and the pastor.
Responsibilities of the Choir Director
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Select choir anthems appropriate to the season of the church year and lectionary.
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Conduct rehearsals with the choir.
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Direct the choir at regularly scheduled Sunday services, mid-
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Coordinate with the accompanist the choir’s rehearsal schedule and songs, as well as special music presentations.
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Submit choral and special music selections, as well as performers’ names for special music, to the church secretary one month in advance (when possible) for inclusion in the bulletin.
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Recruit and shepherd choir members.
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Arrange for special music on Sundays when the choir does not sing, including the summer months when the choir is on vacation.
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Communicate to choir members any pertinent workshops or concerts of benefit to them, including Synod activities.
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Attend training workshops, as needed, with advanced permission from the Worship and Music Committee chair.
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Perform general administrative duties, such as keeping copyright licenses up to date, ordering sheet music and music supplies, and completing surveys.
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Be responsible for the care and orderly filing of all sheet music and music folders, as well as the upkeep of the music room.
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Obtain permission from the Worship and Music Committee chair prior to making any purchases. Forward all invoices to the committee chairperson for approval and payment.
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Participate as a member of the Worship and Music Committee and the Worship Planning Committee.
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Give advance notice of vacation time to the committee chairperson, the pastor, and the church secretary and be responsible for securing a substitute.
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Be accountable to the Worship and Music Committee chairperson and pastor.
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Music Director Job Description
1. The music director position is a paid position and this person is responsible for all of the music for each regularly scheduled worship service. This includes preparation and provision of musical prelude, offertory, postlude, stipulated choir and hand bell selections, solo or ensemble accompaniments, as needed, congregational hymns, songs, and other service music.
2. The following extra services are to be covered by the music director: Ash Wednesday, Maundy Thursday, Good Friday, Thanksgiving, Christmas Eve, and others TBD by the pastor.
3. The music director prepares and leads all regularly scheduled adult choir rehearsals and performances, September through May.
2. The following extra services are to be covered by the music director: Ash Wednesday, Maundy Thursday, Good Friday, Thanksgiving, Christmas Eve, and others TBD by the pastor.
3. The music director prepares and leads all regularly scheduled adult choir rehearsals and performances, September through May.
4. The music director prepares and leads all regularly scheduled Handbell Choir rehearsals and performances.
5. The Music Director leads the Sunday School children in song for the regular school year and in special programs, such as the annual Christmas program.
6. The Music Director is an active participant of the Worship and Music Committee and the Worship Planning Committee.
7. The music director is responsible to the chairperson of the Worship and Music Committee.
8. The music director gives advance notice of vacation time to the Worship and Music Committee chairperson, the pastor, and the church secretary. The Music Director is responsible for securing substitutes.
9. The music director is responsible for the care of all instruments (organ, piano, handbells, etc.), and will make arrangements for regular maintenance, tuning, and repairs, with advance notice to the Worship and Music Committee chairperson.
10. Hymn, choral, and special music selections, as well as performers’ names for special music, are submitted to the church secretary one month in advance (when possible) for inclusion in the bulletin.
11. The music director is the first contact for the music for all weddings and funerals held in the church. Substitutes or other musicians need prior approval by the music director.
Duties of Officers of the Holy Spirit Lutheran Church Council
The President
1. Is Lay Leader and presides at all congregational meetings and at
meetings of the Congregation Council;
2. Is an ex-officio member of all boards and committees;
3. Is authorized to sign all checks drawn against funds standing to the
Credit of the congregation in accordance with the constitution;
4. Reviews the performance of duties by all officers, boards and
Committees and report to the Congregation Council, for appropriate actions, instances of failure of any officer, board or committee to satisfactorily perform duties;
5. Directs and supervises the timely and effective execution or
Performance of all orders and resolutions of the Congregation Council;
6. Act as a liaison between the Pastor(s) and the congregation.
The Vice President
1. In the absence of the President, perform all of the duties of the office of
the President:
2. Is authorized to sign all checks drawn against funds standing to the
credit of the congregation in accordance with the constitution.
The Secretary shall:
1. Keep minutes of all minutes of all meetings of the congregation
and of the Congregation Council and maintain a file of the minutes in the church office; (or delegate to recording secretary)
2. Keep and file all approved reports;
3. Make sure that proper notice is given for all meetings of the congregation and Congregation Council, making sure that all Council members are notified of any special meetings and of any meeting cancellations;
4. Submit at the annual meeting of the congregation an annual report summarizing the important business of the Congregation Council;
5. Prepare for the monthly newsletter a summary of the important actions of the Congregation Council.
The Treasurer shall:
1. Have custody of the funds and securities of the congregation and keep an accurate record thereof;
2. Open and maintain bank accounts as may be designated by the Congregational Council and deposit or direct deposit therein all funds and other valuables in the name of and to the credit of the congregation;
3. Be authorized to sign all checks drawn against congregation funds standing to the credit of the congregation in accordance with the constitution;
4. Disburse the funds of the congregation as may be properly authorized by the Congregational Council in accordance with the constitution;
5. Submit to the Congregational Council each month, and at such times as may be required by the Congregational Council, a detailed report of all transactions;
6. Submit to the congregation at the annual meeting and at such times as may be required by the Congregational Council, a detailed report of all transactions and of the financial condition of the congregation;
7. Submit financial records for the annual audit;
8. Furnish a report at the annual meeting of the separate funds for gifts and bequests and any memorials, including the amount available for any particular purpose; and
9. Supervise and oversee the work of the Financial Secretary.
The Financial Secretary shall:
1. Be responsible for the distribution of offering envelopes to the membership in December of each year;
2. Keep an accurate record and account of all pledges and contributions made towards the financial support of the church;
