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PARKVIEW BAPTIST CHURCH

PERSONNEL POLICY

TABLE OF CONTENTS

SECTION PAGE

I. INTRODUCTION...............................................................................................3

II. CLASSIFICATION OF STAFF MEMBERS .......................................................4

III. ORGANIZATION AND OBLIGATIONS .............................................................6

IV. HOURS OF WORK ...........................................................................................8

V. TIMEKEEPING AND PAYROLL........................................................................9

VI. APPROVAL OF NEW POSITIONS ...................................................................11

VII. RECRUITING ....................................................................................................13

VIII. SEPARATIONS FROM EMPLOYMENT ...........................................................14

IX. ANNUAL PERFORMANCE APPRAISAL..........................................................17

X. SALARY AND BENEFITS: BUDGETS AND ADJUSTMENTS ........................19

XI. BENEFITS.........................................................................................................20

XII. TRAINING, CONFERENCES, AND REVIVALS ...............................................24

XIII. PERSONNEL RELATED COMPLAINTS AND PROBLEMS.............................25

XIV. SERVICE AND ANNIVERSARY AWARDS ......................................................26

XV. PERSONNEL RECORDS .................................................................................27

XVI. INTERPRETATION, OMISSIONS, AND AMENDMENTS ................................29

APPENDICES:

A. SUMMARY OF CLASSIFICATIONS AND BENEFITS

B. SAMPLE LETTER OF OFFER

C. SALARY AND BENEFITS SELECTION FORM

D. TIME SHEET

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E. WEEKLY TIME/EXCEPTION REPORT

F. REQUEST FOR LEAVE OR APPROVED ABSENCE

G. PERFORMANCE APPRAISAL FORM

H. PERFORMANCE IMPROVEMENT PLAN

I. NOTIFICATION OF PERSONNEL ACTION

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PERSONNEL POLICY

PARKVIEW BAPTIST CHURCH

GAINESVILLE, FLORIDA

I. INTRODUCTION

A. PURPOSE

This policy defines the basic employment principles and procedures for paid staff members (whether full-time or part-time, salaried or hourly) of Parkview Baptist Church (hereinafter “Church”). A copy of this policy shall be given to each staff member at the time of employment. All staff members shall accept these policies at the time of employment and are expected to conform to them. This policy was adopted by the Church at the regular business meeting of July 18, 2010 and is intended to clarify the relationship between the church and its staff members.

B. GENERAL CONDUCT

The Church has an obligation to utilize wisely all of the resources with which it has been entrusted. This is especially true for its personnel. In dealing with personnel and personnel matters, the Church further has an obligation to maintain a spirit of integrity, honesty, and fairness which reflects favorably on Jesus Christ, the Church and its witness.

Staff members have an obligation to perform their duties to the best of their abilities, to support the Church’s work in serving the spiritual and physical needs of its members and the community, and to conduct themselves in a manner which favorably reflects upon Jesus Christ, the Church and its witness.

To ensure the integrity of the staff and safety of the Church body, all staff members will be required to undergo a national FBI criminal record check.

C. RELATIONSHIP TO BYLAWS AND REGULATIONS

This policy is intended to supplement the By-Laws of the Church on personnel-related matters and is not intended to replace or override any provisions adopted by the Church in the By-Laws.

No provisions of this policy should be construed to in any way deny any staff member the right to pursue remedy for employment related matters through any means provided by applicable federal, state or local statute.

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II. CLASSIFICATION OF STAFF MEMBERS

Staff members of Parkview Baptist Church shall be classified as follows:

A. PASTOR

The Pastor will be on full-time status and will serve as the spiritual leader of the Church. In addition, the Pastor will serve as the direct supervisor of all ministerial and office personnel except the bookkeeper. The Pastor will also provide day-to-day supervision of other staff members of the Church, including custodial, child care, music and other full-time or part-time staff members in the absence of their direct supervisors. The Pastor shall serve as ex-officio member of all Church Committees.

The Pastor’s position shall be considered a professional salaried position and the Pastor shall be exempt from overtime. The Pastor shall be ordained and shall be considered as being employed by the Church for purposes of administering compensation and benefits under appropriate tax regulations.

B. FULL-TIME MINISTERIAL STAFF

The Church may add additional full-time ministerial positions to assist the Pastor and the Church body in fulfilling the mission of the church. These positions shall be directly responsible to the Pastor.

The full-time ministerial staff shall be considered professional salaried positions and shall be exempt from overtime.

C. PART-TIME MINISTERIAL STAFF

The Church may also add additional part-time ministerial positions, including both interim and permanent positions, to assist the Pastor and the Church body in fulfilling the mission of the Church. These positions shall be directly responsible to the Pastor.

The part-time ministerial staff shall be considered professional salaried positions and shall be exempt from overtime.

D. FULL-TIME OFFICE/CLERICAL STAFF

The Church may establish full-time clerical positions, such as the Church Secretary, to assist the ministerial staff in carrying out the day to day administrative responsibilities within the Church. The Church secretary shall be directly responsible to the Pastor. All other office staff shall be accountable to the Minister to whom they are assigned.

All full-time office staff shall be considered as salaried positions, but will be entitled to overtime and likewise shall receive a reduced salary for any period of unexcused absence.

E. FULL-TIME CUSTODIAL STAFF

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The Church may employ full-time personnel to perform the routine cleanup, maintenance and upkeep of the Church facility. The full-time custodial staff shall be directly responsible to the Chairperson of the Board of Trustees or designee, but may also receive day-to-day supervision from the Pastor in the absence of the Chairperson.

Full-time custodial staff positions shall be considered salaried positions, but will be entitled to overtime and likewise shall receive a reduced salary for any period of unexcused absence.

F. PART-TIME OFFICE/ CLERICAL & CUSTODIAL STAFF

The Church may add additional part-time office or custodial staff positions to assist the ministerial staff and full time clerical or custodial staff in the day-to-day administrative and maintenance needs of the Church. These positions shall be responsible to the Pastor, the Minister to whom they are assigned or the Chairperson of the Trustees, as assigned. Part time office or custodial staff positions will be classified as salaried (those generally scheduled for regular weekly schedules) or hourly (those scheduled sporadically for seasonal or other special needs.) Hourly positions will be paid based on hours worked during each pay period. Both hourly and salaried positions will be eligible for overtime.

G. PART-TIME CHILD CARE

The Church may hire part-time child care workers to assist in caring for the infants and children of the Church during regular scheduled services. Part-time child care workers shall be responsible to the Chairperson of the Preschool Ministries Committee, but may receive day-to-day supervision from the Minister of Children, Youth, and Families or the Pastor in the absence of the Chairperson. Child care workers must have been cleared of any legal violations by background check prior to working with children, as required by Florida law.

All part-time child care positions are to be considered hourly positions and will be compensated based upon hours actually worked. These positions are entitled to overtime.

H. PART-TIME MUSICIANS

The Church may hire part-time musicians, such as the Organist and Pianist, to assist in carrying out the music ministry within the Church. All part-time musicians will be responsible to the Minister of Music.

Part-time musician positions will be considered salaried positions. Part-time musician positions will be eligible for extra pay (upon recommendation of the Minister of Music and approval by the Pastor) to the extent that revivals, seasonal special music programs, etc. require added time from the musicians beyond the requirements of the normal weekly music schedule.

I. VOLUNTEER POSITIONS

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The success of the Church in fulfilling its mission is highly dependent on active participation of members of the Church body through a number of volunteer positions established in all of the ministries of the Church. Although technically not staff members of the Church and, therefore, not entitled to compensation, volunteers in these positions will be entitled to reimbursement for authorized expenses incurred in carrying out the mission of the Church.

III. ORGANIZATION AND OBLIGATIONS

A. ULTIMATE AUTHORITY

The ultimate authority of the Church lies in Jesus Christ and no actions should be undertaken by the Church or its staff ministers without prayerful consideration of the teachings of Christ and the will of the Heavenly Father.

In keeping with Baptist beliefs and polity, earthly authority for all Church matters is vested in the local Church body. In turn, paid staff, including the Pastor, and volunteer positions are responsible to the Church body.

B. ADMINISTRATIVE AND SUPERVISORY RESPONSIBILITY

For day to day administrative, supervision and personnel matters, the hierarchy of the positions within the Church shall be as shown in the following diagram:

Parkview

Church Body

Stewardship Committee

Personnel

Committee

Pastor

Board of Deacons

Board of Trustees

Minister of

Music

Minister of

Children, Youth, and Families

Church

Secretary

Church

Custodial Staff

Church

Bookkeeper

Church

Musicians

Child care Workers*

Church

Treasurer

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*Note: Child care Workers are responsible to the Chairperson of the Preschool Ministries Committee, but may receive day to day direction from the Minister of Children, Youth, and Families or the Pastor in the absence of the Chairperson.

C. PERSONNEL-RELATED ROLES OF COMMITEES AND BOARDS

The primary responsibility for the day today operations of the Church lies in the paid professional ministerial staff and other individuals which the church employs. The role of the various committees and boards, therefore, is not to “run” the Church, but is rather to serve as facilitators and problem-solvers in helping the Church achieve its mission. Specific duties of the various committees and boards are outlined in the Church By-Laws and amplified, as they relate to personnel matters, elsewhere in this document. The following is a general description of the personnel related roles of these groups.

1. DEACONS: In their role of providing counsel and advice to the Pastor and Ministerial Staff, the Deacons shall be free to consult with the Pastor, other-members of the Staff or other committee chairpersons as required on any personnel-related matters of the Church. As appropriate, the Chairperson of the Board of Deacons or his designee shall be entitled to attend meetings of the Board of Trustees, Personnel Committee, Stewardship Committee or Preschool Ministries Committee to discuss matters of a personnel nature which have come to the attention of the Deacons and to provide recommendations for actions by those Committees concerning those matters.

Additionally, the Board of Deacons may be required to conduct an advisory vote on any recommendations concerning the hiring or separation of any member of the Ministerial Staff of the Church, as outlined in the following sections. The Chairperson of the Board of Deacons will also work jointly with the Chairperson of the Personnel Committee in preparing the annual performance appraisal for the Pastor.

2. TRUSTEES: The Trustees have responsibility for developing an appropriate program for maintenance and repair of the physical facilities and grounds of the Church, which includes direct responsibility for the full-time and part-time custodial workers hired by the Church. The Trustees will provide initial recommendations to the Personnel Committee regarding the establishment of new custodial positions, the salary levels for new hires, and annual salary increases and preparation of annual performance appraisals.

3. PRESCHOOL MINISTRIES COMMITTEE: The Church By-Laws grant the Preschool Ministries Committee authority to hire and oversee part time nursery personnel. These responsibilities will include providing initial recommendations to the Personnel Committee regarding the establishment of new positions, the salary levels for new hires, and annual salary increases and preparation of annual performance appraisals for Nursery personnel.

4. STEWARDSHIP COMMITTEE: The Stewardship Committee serves as consultants to the Personnel Committee in formulating recommendations to the Church body on the creation of new positions and changes in salary or benefit levels in light of the overall budget needs of the Church. The Stewardship Committee is also responsible for the preparation of payrolls including related record keeping, and all financial records of the Church.

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5. PERSONNEL COMMITTEE: Through the development and implementation of reasonable policies and procedures, and through participation in the processes of hiring new staff members, establishing and maintaining salary levels, and in staff member evaluations and resolution of personnel conflicts, the Personnel Committee is responsible for establishing and maintaining an environment which promotes a spirit of consistency, fairness and equity for all staff members of the Church.

In this role, the Personnel Committee will not seek to circumvent the established organizational structure of the Church staff, but will endeavor instead to work cooperatively and constructively with all members of the Church staff in critical personnel decisions and in dealing with areas of conflict.

D. OBLIGATIONS TO STAFF MEMBERS

Respecting the personal rights of individual staff members, all staff members (especially those with supervisory responsibilities) and all members of Committees involved in administering personnel practices and policies, shall recognize the general confidential nature of personnel matters and will share information obtained in fulfilling their personnel related duties with others only as required to carry out specific personnel related duties as outlined in this manual.

IV. HOURS OF WORK

A. MINISTERIAL STAFF

Recognizing that the demands on the ministerial staff are often unpredictable and sporadic based upon the specific activity schedule of the Church and the individual ministerial needs of the Church body and others in the community, the Pastor and other members of the ministerial staff (with agreement from the Pastor) shall be free to set their own work hours.

The “normal minimum” work-week for the ministerial staff is a five-day, 40 hour week (or as otherwise approved by the Pastor for part-time positions). Sunday is considered a work day; therefore another day during the week will be taken as a day off in lieu of Sunday. All Ministerial Staff members are encouraged where practical to schedule regular hours in the Church Office each week so that they are accessible to the congregation and they can attend to the administrative matters connected with their positions.

B. FULL-TIME OFFICE PERSONNEL

The normal office hours for the Church will be published in the weekly bulletin. Full-time office personnel shall observe these hours except where otherwise approved by their supervisor. Allowing for a one hour lunch period each day, the normal work-week for full-time office personnel shall be a 35 hour week. They shall be entitled to overtime for any time worked in excess of 40 hours in a seven-day workweek, provided that the overtime was approved in advance.

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C. FULL-TIME CUSTODIAL STAFF

Due to the flexible nature of the Church program, the custodian’s time must be scheduled to provide the necessary service for all Church functions. The Chairperson of the Board of Trustees or designee shall work with the full-time Custodial staff to schedule the workweek to meet the needs of the Church.

The normal work-week for the Custodians shall be 40 hours per week, unless otherwise agreed by the Board of Trustees. Any time worked in excess of 40 hours in a given seven day workweek shall be paid overtime as calculated in Section V, Paragraph F, below, provided that the overtime was approved in advance.

D. OTHER PART-TIME POSITIONS

The normal work week for the all part-time office, custodial and child care employees shall be set by their supervisors. While it is anticipated that these employees will work less than 40 hours per week, they shall be entitled to overtime for any hours worked in excess of 40 hours in a seven-day workweek.

V. TIMEKEEPING AND PAYROLL

A. TIMEKEEPING – MINISTERIAL AND OTHER SALARIED STAFF

The ministerial staff and other salaried staff members shall prepare weekly exception reports on such forms prescribed by the Personnel Committee to document excused (e.g. vacation, sick leave) and unexcused absences and overtime worked. Such forms shall be forwarded to the staff member’s supervisor (or the Pastor in the absence of the supervisor) for approval and then to the Church bookkeeper for processing. No exception reports will be required for those weeks in which only “normal hours” were worked.

B. TIMEKEEPING – HOURLY POSITIONS

All hourly employees will prepare weekly time sheets on forms prescribed by the Personnel Committee documenting hours worked within the week as well as any excused and unexcused absences. All time sheets must be approved by the staff member’s supervisor (or the Pastor in the absence of the supervisor) and submitted to the Church bookkeeper for processing.

C. PAYDAYS

All salaried staff members shall be paid twice monthly, on the 15th and last day of each month. In the event that the 15th or last day of the month shall fall on a Saturday or Sunday, then salaried staff members shall be paid on the preceding Friday. If the 15th or last day of the month falls on a scheduled holiday or Saturday or Sunday, then the salaried staff members shall be paid on the first date immediately preceding the regularly scheduled pay date which is not a holiday, Saturday or Sunday.

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All hourly staff members shall be paid weekly on Thursdays for work preformed through the preceding Tuesday. In the event that Thursday is a scheduled holiday, the hourly payroll will be calculated and distributed on the next regular workday.

D. SALARIED PAYROLL

All salaried staff members will receive an amount each pay day period equal to 50% of their scheduled total monthly compensation (i.e. 1/24th of their annual amounts) and allowances (including salary, housing allowance, travel allowance, tax supplements, etc.). This amount shall be adjusted for any overtime earned or any unexcused absences as reflected on time sheets through the previous Tuesday.

E. OTHER AGREED PAY SCHEDULES

With agreement of the Stewardship Committee, salaried staff members may be paid on schedules other than those outlined in this document provided that such practices result in the payment of 1/12 of total annual compensation in any given month. (For example, any staff members who were employed prior to adoption of this document may continue to be paid on previous cycles.)

F. OVERTIME AND EXCEPTION TIME – SALARIED STAFF MEMBERS

Reductions in salary for unexcused or other unpaid absences shall be calculated as follows:

1. FULL-TIME SALARIED STAFF MEMBERS: Multiply the number of “exception” hours times the staff member’s nominal “hourly rate” (annual salary divided by 2,080).

2. PART-TIME SALARIED STAFF MEMBERS: Multiply the number of “exception” hours times the staff member’s nominal “hourly rate” (annual salary divided by the annual “normal” number of work hours).

Overtime shall be calculated as above except that overtime in excess of 40 hours in any seven-day workweek shall be reimbursed at 1.5 times the above nominal rates. All overtime should be approved in advance by the staff member’s supervisor. For purposes of this provision, the established workweek shall run from 12:00:01 a.m. on Wednesday through 11:59:59 p.m. on Tuesday.

G. HOURLY OVERTIME

As hourly staff members are compensated only for hours actually worked, their payroll checks need to be adjusted for “exception time”. Overtime for hourly staff members shall be reimbursed at 1.5 times the staff member’s regular hourly rate times the number of hours worked greater than 40 in any consecutive seven day period. All overtime should be approved in advance by the staff member’s supervisor.

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H. CALCULATION AND DISTRIBUTION OF PAYROLL CHECKS

Payroll calculations will be performed by and payroll checks will be prepared by the Church Bookkeeper or such other qualified person that might be designated by the Chairperson of the Stewardship Committee. Payroll checks are to be signed and countersigned as appropriate in accordance with the established policies of the Stewardship Committee.

I. REMITTANCE OF TAXES AND BENEFIT PAYMENTS

The Chairperson of the Stewardship Committee shall be responsible for timely submission of payroll taxes, retirement amounts, and other benefits to the appropriate taxing authority, denomination agency, or other carrier. In addition, the Chairperson of the Stewardship Committee shall be responsible for maintenance of records to satisfy the audit requirements of the taxing authority or other agency. At his or her discretion, the Chairperson may delegate these tasks to the Church Bookkeeper or other designee.

J. BONUSES, AWARDS, AND OTHER SPECIAL COMPENSATION

To the extent that such amounts are specifically authorized within the Church budget, payments of Christmas and similar bonuses shall be recommended by the Personnel Committee after consultation with the Chairperson of the Board of Deacons and Pastor, as appropriate. Recommendations will be forwarded to the Chairperson of the Stewardship Committee for distribution to staff members.

To the extent that such amounts are not specifically authorized within the budget, then any such payments can be authorized by joint resolution of the Board of Deacons, Personnel Committee and Stewardship Committee after consideration of the over-all financial condition of the Church. The Chairperson of the Personnel Committee shall report any such action to the Church body at the regularly scheduled business meeting.

To the extent that the contributions are received from the Church body specifically earmarked for this purpose, then such amounts shall be distributed in accordance with the wishes of the contributors. To the extent not specified by the contributor, the Personnel Committee, after consultation with the Chairperson of the Board of Deacons and Pastor, as appropriate, shall make such allocations of the total amount received to individual members of the Church Staff and forward such recommendations to the Stewardship Committee for distribution to staff members. Appropriate taxes will be withheld from the distributions.

VI. APPROVAL OF NEW POSITIONS

The creation of new positions (or major changes in status of existing positions such as part-time to full-time) must be approved by the Church in accordance with Article VI, Section 2 of the By-Laws. For purposes of amplification, the responsibilities and procedural steps necessary to create a new position are as follows:

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A. RECOMMENDATION

Initial recommendation for the position, including salary and benefits and duties and responsibilities, shall be made by the Pastor, Trustees (Custodial) or Preschool Ministries Committee (child care). All recommendations will be forwarded to the Personnel Committee.

B. POSITION DESCRIPTION AND SALARY RANGE

The Personnel Committee shall draft a position description for the recommended new position to include the following:

1. Outline of key duties and responsibilities

2. Minimum key desired qualifications (education, ordination)

3. Minimum and desired experience

In addition, the Personnel Committee shall assign a minimum and maximum salary/benefit range to each position for use in calculating salary/benefit offers to final candidates and for use in subsequent salary administration. In assigning a salary range, the Personnel Committee shall consider the following:

1. Amounts paid by comparable churches/organizations for similar positions.

2. Salary ranges assigned to other positions within the Church.

3. Budgetary position of the Church

Salary ranges will be designed so that the “midpoint” of the range represents fair compensation for a competent, experienced staff member in the position and that the minimum and maximum points in the range provide a sufficient amount of room to appropriately reward the over-all level of experience of potential candidates who might fill the position (e.g. no prior experience in similar position vs. proven abilities in similar experience). Generally, the minimum and maximum points of a salary ranges will be calculated at plus or minus 25% of the midpoint for the range.

C. PRESENTATION TO THE CHURCH

After consultation with the Pastor, Board of Deacons, and Stewardship Committee, the Personnel Committee shall draft a recommendation to be presented to the Church at such next regularly scheduled or special business meeting which satisfies the 28-day waiting period (in those instances required in the By-Laws.) This recommendation shall indicate approved salary/benefits range and shall be accompanied by a complete job description and proposed salary range. The Chairperson of the Personnel Committee shall present the approved recommendation to the Church as outlined above.

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D. APPROVAL

Upon approval of the new position by the Church body, the Chairperson of the Personnel Committee shall provide copies of the recommendation and related job description and salary range to the Search Committee (ministerial positions) or hiring supervisor for use in filling the position.

VII. RECRUITING

Article VI of the By-Laws outlines procedures to be followed in filling newly created positions or vacant positions previously approved by the Church. For purposes of amplification, personnel related responsibilities and procedures in filling open, approved positions are as follows: prior to filling an open, previously approved position, the Personnel Committee shall provide an updated job description and salary/benefit range to the supervisor or responsible Search/Pulpit Committee as outlined above for new positions.

A. PASTOR AND MINISTERIAL STAFF

Church By-Laws require the formation of a Pulpit Committee (Pastor) or Search Committee (other ministerial staff) with full responsibility for locating, interviewing, and selecting a suitable candidate and to recommend that candidate to the Church along with an appropriate compensation package.

The Stewardship Committee serves in an advisory capacity to the Pulpit or Search Committee on budget and compensation issues. Likewise, the Personnel Committee serves in an advisory role on issues such as job descriptions, verification of references, compensation and interpretation of personnel policies. Ultimately, the responsibility for making final recommendations to the Church body lies with the Pulpit Committee (or Search Committee) and no formal approval by the Stewardship or Personnel Committees is required prior to the presentation of recommendations to the Church body.

B. OTHER PERSONNEL

Initial recruiting and selection of candidates to fill other approved positions shall be the responsibility of the immediate supervisor of the position as outlined in the organization chart. Final recommendations of the supervisor shall be presented to the Personnel Committee for approval before any final offer is made to any candidate. No formal approval by the Church body is required for non-ministerial positions.

The Stewardship Committee serves in an advisory capacity to the supervisor on budget and compensation issues. Likewise, the Personnel Committee serves in an advisory role on issues such as job descriptions, verification of references, compensation and interpretation of personnel policies.

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C. PREFERRED CANDIDATES

The Pastor or hiring supervisor may have identified a recommended candidate to fill a new or vacant position prior to the time that such position has been approved by the Personnel and Stewardship committees as outlined above. In these circumstances, recommendations regarding the individual to be hired to fill the position may be submitted to the Personnel Committee along with the initial request for the new position. The Personnel Committee may incorporate the recommended candidate into the formal recommendation to be made to the Church body. Upon approval of the Church, further recruiting/selection work by the Search Committee or hiring supervisor will not be required.

VIII. SEPARATIONS FROM EMPLOYMENT

A. PROBATIONARY PERIOD FOR NEW HIRES

All newly hired staff members are subject to a six-month probationary period. If the new hire of the Church does not feel that this working relationship should continue, and is not in God’s plan, either party has the right to discontinue this working relationship.

B. RESIGNATIONS AND RETIREMENTS

1. MINISTERIAL STAFF: All resignations (or retirements) by members of the ministerial staff shall be submitted to the Personnel Committee. The Personnel Committee shall, at its discretion, consult with the Chairperson of the Deacons and conduct such interviews with the staff member as required to determine whether such resignation is in the best interest of both the Church and the staff member and to attempt to resolve any conflicts which gave rise to the resignation. Once accepted by the Personnel Committee, such resignation shall be final.

2. SUPPORT STAFF: All resignations (or retirements) by support staff members shall be submitted in writing to the staff member’s supervisor, who has final authority to accept the resignation. Any formal letters of recommendation shall be forwarded to the Personnel Committee to be incorporated into the staff member’s personnel file.

C. INVOLUNTARY SEPARATIONS FOR CAUSE

Involuntary separations for reasons of gross moral misconduct (including, but not limited to, the use of drugs or alcohol or other personal acts inappropriate for a staff member), gross neglect of duties (such as extended or repeated periods of unexcused absences or refusal to perform reasonable assigned duties), insubordination and endangerment or harassment of other Church staff members shall be considered to be “for cause” and shall be handled as follows:

1. MINISTERIAL STAFF:

a. INITIAL CHARGES: Any charges of such conduct shall be submitted, preferably in writing, to the Chairperson of the Personnel Committee. The Personnel Chairperson

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shall schedule an emergency meeting of the Personnel Committee within seven days of receipt of such allegation. The Chairperson of the Board of Deacons, Pastor, member of the Church body bringing the charge, and the affected staff member shall be invited to the emergency meeting.

b. HEARING: At the emergency meeting of the Personnel Committee, the charges will be discussed and the affected staff members will be given an opportunity to dispute such charges or explain his/her position. The Personnel Committee shall then vote on one of the following recommended courses of action:

i. Take no action pending additional investigation (follow up meeting within seven days)

ii. Suspend the staff member with pay pending a formal vote by the Church body.

iii. Suspend the staff member without pay pending a formal vote by the Church.

iv. Issue letter of reprimand warning the staff member against repeated offenses.

v. Determine that the charges merit no action.

c. APPROVAL BY THE BOARD OF DEACONS: Recommendations for involuntary separation of a staff member for cause shall be referred to the Board of Deacons for approval prior to submitting recommendations to the CHURCH as a whole.

d. APPROVAL BY THE CHURCH: Recommendations regarding final involuntary separation of the staff member shall be submitted by the Personnel Committee to the Church body for vote at such regular meeting or special meeting as determined by the Moderator. The specific incident(s) which serve as the basis for the recommendation for involuntary separation may be withheld from the final recommendations at the discretion of the Personnel Committee, if the Committee feels that disclosure of the incident(s) would violate the privacy rights of the staff member or others.

e. SEVERANCE PAY: Staff members involuntarily separated for cause shall not be entitled to any continuation of salary or other such severance arrangement but shall be entitled to payment of all salary and benefits earned up to the date of action by the Personnel Committee (or vote of the Church if staff member was suspended with pay pending that vote).

2. NON-MINISTERIAL STAFF:

a. SUSPENSION: The staff member’s supervisor shall have authority to suspend any staff member with or without pay in those circumstances where a staff member is accused of actions which merit involuntary separation for cause.

b. INITIAL CHARGES: Any charges of such conduct shall be submitted by the staff member’s supervisor or the Pastor to the Chairperson of the Personnel Committee. The Chairperson shall schedule an emergency meeting of the Personnel Committee within seven days of receipt of such allegation. The Chairperson of the Board of Deacons,

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Pastor, supervisor and member of the Church body bringing the charge (if such is the case), and the affected staff member shall be invited to the emergency meeting.

c. HEARING AND ACTION: At the emergency meeting of the Personnel Committee, the charges will be discussed and the affected staff member will be given an opportunity to dispute such charges or explain his/her position. The Personnel Committee shall then vote on whether to impose the involuntary separation as requested by the staff member’s supervisor. The actions of the Personnel Committee shall be considered final.

d. SEVERANCE PAY: Staff members involuntarily separated for cause shall not be entitled to any continuation of salary or other such severance arrangement but shall be entitled to payment of all salary and benefits earned up to the date of action by the Personnel Committee.

D. INVOLUNTARY SEPARATIONS FOR JOB PERFORMANCE

All involuntary separations for reasons related to poor performance of assigned duties and responsibilities shall be handled as prescribed below.

1. PERFORMANCE APPRAISAL AND PERFORMANCE IMPROVEMENT PLAN: The Performance Appraisal Form prescribed by the Personnel Committee shall be used to clearly document the areas of performance deficiency. The Performance Appraisal Form shall be completed by the Pastor (for other Ministerial Staff) or by the Pastor Appraisal Committee (for the Pastor) or supervisor (for other staff members) as outlined elsewhere in this policy (the “Appraiser”). The Performance Appraisal Form shall be accompanied by a Performance Improvement Plan detailing specific actions required from the staff member to correct the performance deficiency.

2. INITIAL REVIEW: The Personnel Committee shall convene at a regular meeting or special meeting called by the Chairperson to review the Performance Appraisal Form and Performance Improvement Plan prior to formal discussion with the staff member. For actions relating to the Ministerial Staff positions, the Chairperson of the Deacons shall be invited to attend these discussions.

3. DISCUSSION WITH STAFF MEMBER: The “Appraiser” shall meet with the Staff member to discuss the Performance Appraisal Form and the Performance Improvement Plan. At the discretion of the staff member’s Appraiser, the Chairperson of the Personnel Committee or designee may attend these discussions. If, during the course of these discussions, the staff member feels that corrective action in line with the Performance Improvement Plan is not possible, the probationary period outlined below can be bypassed.

4. PROBATIONARY PERIOD: At the close of the meeting with the “Appraiser,” the staff member shall be placed on probation for a period of not less than 30 days or more than 90 days. During this period, the staff member shall be given an opportunity to take appropriate action to correct performance deficiencies. Throughout the probationary period, the Pastor, Pastor Appraisal Committee or supervisor shall meet regularly (no less than twice monthly) with the staff member to discuss progress and continued needed improvements.

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5. RE-APPRAISAL: Upon completion of the probationary period, a new Performance Appraisal Form shall be completed to document performance during that period. This re-appraisal shall include the recommendation of either; (a) reinstatement of the staff member to regular (non-probationary) status; (b) involuntary separation of the staff member; or (c) extension of the probationary period to allow for continued progress. The Personnel Committee shall re-convene to discuss the re-appraisal.

6. INVOLUNTARY SEPARATION: If, at the conclusion of the probationary period and any extensions thereof, the staff member’s Appraiser determines that performance continues below the standard of the position and if the Personnel Committee concurs with that assessment, then the Personnel Committee shall draft a recommendation for involuntary separation for the Pastor or staff member. Such recommendation shall include proposed salary continuance or other severance payments that the Personnel Committee considers appropriate under the circumstances.

7. FINAL APPROVAL: With regards to non-ministerial staff positions, the recommendations of the Personnel Committee shall be final. Recommendations for involuntary separation of the Pastor or other Ministerial Staff member shall be submitted by the Personnel Committee to the Board of Deacons for their approval and then forwarded to the Church for approval at such next regularly scheduled meeting or special meeting as determined appropriate by the Moderator.

IX. ANNUAL PERFORMANCE APPRAISAL

A. SETTING PERFORMANCE EXPECTATIONS

An effective performance appraisal process requires that expectations of job performance are clearly understood by the staff member from the very beginning of the performance period. These expectations are most appropriately set through the following means:

1. JOB DESCRIPTION: In order for a staff member to be appropriately rated on performance of the principal duties and responsibilities for the job, the job description must accurately reflect the current duties and responsibilities of the position. All job descriptions should be reviewed annually by the Personnel Committee to insure that they are up to date.

2. ANNUAL OBJECTIVES: In certain cases, such as in ministerial staff positions, routine duties and responsibilities for a position should be supplemented with specific objectives (such as the establishment of new programs and specific measurable growth objectives) to clarify significant areas of emphasis for a specific performance period. Any such annual objectives should be prepared by the supervisor and discussed with the staff member no later than August 31 of each year to insure that the staff member has a sufficient understanding of the objectives to guide efforts during the period.

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B. PREPARING THE ANNUAL PERFORMANCE APPRAISAL

1. TIMING: A formal appraisal of each staff member’s performance shall be prepared during the month of August of each year for the preceding 12 month period (which coincides with the annual Church year). A formal appraisal can be prepared at any time, for instances where job performance is clearly below expectations and immediate improvement is required.

2. RESPONSIBILITY – PASTOR’S PERFORMANCE: The preparation of the Performance Appraisal Form for the Pastor will be the responsibility of the Pastor Appraisal Committee, which shall consist of the Chairperson of the Board of Deacons and the Chairperson of the Personnel Committee. In preparing this Performance Appraisal Form, the Appraisal Committee shall consult with such others within the Church as considered necessary by the Committee members.

3. RESPONSIBILITY – OTHER CHURCH STAFF MEMBERS: The Performance Appraisal Forms of all other Church staff members shall be prepared by their immediate supervisor as outlined in the organization chart. The Church Treasurer shall be the Appraiser for the Church Bookkeeper.

4. GENERAL TONE OF PERFORMANCE APPRAISALS: Staff member Performance Appraisal Forms should reflect a sense of fairness and honesty and should be an accurate reflection of performance on balance for the entire period of the review. Areas of strong performance should be appropriately noted and praised.

Likewise, areas requiring improvement should be dealt with constructively and fairly and should, where possible, include specific examples of deficiencies and specific suggestions for performance improvement in the future. In assessing performance deficiencies, care should be taken to take into account any circumstances beyond the staff member’s control which contributed to the deficiency.

In preparing the annual Performance Appraisal Form, care should be taken to focus comments and the assessment on the performance, not the person. Personality characteristics and issues are only significant to the appraisal if they work to impede or enhance a staff member’s performance in his/her position.

In preparing the annual Performance Appraisal Forms, the Appraiser should consult with those members of the Church, committee chairpersons, etc., who have worked closely with the staff member throughout the period on projects and activities to obtain perspectives on the staff member’s performance.

5. FORM AND CONTENT OF APPRAISALS: Staff member Performance Appraisal Forms (see Appendix G) should be prepared on the form specified by the Personnel Committee and should incorporate the following elements:

a. Performance of principal duties and responsibilities

b. Performance of critical objectives

c. Overall assessment of performance

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d. Development needs and development plan as appropriate

e. A space for staff member comments

If the overall performance of the staff member fails to meet expectations, then the supervisor should prepare a Performance Improvement Plan as outlined in Section VIII.C, above.

C. DELIVERING THE PERFORMANCE APPRAISAL

1. APPRAISAL REVIEW: The Appraiser shall discuss the performance appraisal with the Pastor and Chairperson of the Personnel Committee (or designated member of the Committee) prior to discussing the appraisal with the staff member, in order to insure a level of consistency in ratings of staff members among the various Appraisers within the Church.

2. DISCUSSIONS WITH STAFF MEMBER: Each Performance Appraisal Form should be discussed in detail with the staff member as quickly as possible after the Performance Appraisal Form is prepared. In general, these discussions should be private sessions between the Appraiser and the staff member to create an atmosphere for free exchange of assessments. However, in those instances which involve serious performance deficiencies requiring potential job action, the Appraiser may ask to have the Chairperson of the Personnel Committee or Pastor attend the discussion to insure that there is no misunderstanding of the deficiency. All staff members shall be entitled to copies of written Performance Appraisal Forms.

D. INTERIM DISCUSSIONS

A performance appraisal is most effective when it serves as a recap of informal discussions that have occurred throughout the course of the appraisal period. Supervisors are encouraged to hold regular discussions with their staff members regarding performance and should recognize significant accomplishments and problem areas promptly as they occur.

X. SALARY AND BENEFITS: BUDGETS AND ADJUSTMENTS

A. INITIAL BUDGET REQUEST

In connection with the preparation of the Annual Budget for the Church each year, the Stewardship Committee Chairperson shall request input from the Personnel Committee on budgeted salaries and benefits for the upcoming year. The Personnel Committee shall meet as a group to prepare a recommended budget amount for the upcoming year which takes into account the following:

1. General assessment of staff performance

2. General trends in the Church (growth, stewardship, etc.)

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3. Financial condition of the Church

4. External trends such as cost of living

The Personnel Committee shall consult with the Pastor and supervisors of other church staff as considered necessary to develop the budget amounts. The budget for salary and benefit increases shall be initially submitted to the Stewardship Committee Chairperson as a lump sum amount.

B. ALLOCATION TO BUDGET LINE ITEMS

The final allocation of the initial lump sum budget amount for increases shall be completed by the Personnel Committee to individual salary and benefit line items in the Church budget prior to presentation of the final budget to the Church in November. This timing will allow the Personnel Committee to consider the results of annual performance appraisals in allocating increases to individual staff members. In addition to the results of performance appraisals, the Personnel Committee should consider the position of an individual’s salary in the assigned range for the job and the general budgetary condition of the Church in assigning an increase amount to each specific staff member.

XI. BENEFITS

A. VACATION

1. ACCRUAL: Vacation pay for all Church employees shall be accrued at the following rates (based upon full years experience completed with Parkview Baptist Church):

Less than five years: one day per month of service

Greater than or equal to five years but less than 10 years: 1.5 days per month of service

Ten years or more: two days per month of service

For full-time staff members, a “day” of earned vacation shall be considered the equivalent of eight hours. Part-time staff members shall earn at the same rates, but the equivalent hours to which they are entitled for compensation shall be reduced according to the ratio of their normal annual scheduled hours divided by 2,080.

When a new staff member is hired, the Personnel Committee, upon recommendation of the Pulpit Committee, Search Committee or hiring supervisor, may recommend to the Church body that the new staff member be granted vacation time beyond the above schedule, in recognition of the new hire’s cumulative experience in the ministry. Any such exceptions shall be approved by the Church.

2. PASTOR: Notwithstanding the above, the Pastor shall earn vacation at the rate of two days per month of service.

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3. VACATION PAY AMOUNT – SALARIED STAFF MEMBERS: Salaried staff members shall continue to receive regular scheduled pay during periods of vacation the same as if they had continued to work during the period.

4. HOURLY STAFF MEMBERS: Those positions classified as hourly (part-time child care, custodial and clerical) shall not be entitled to vacation pay.

5. SCHEDULING: All staff members shall receive approval in advance from their supervisor prior to taking scheduled time off for vacation. As a general rule, staff members shall not be entitled to take more than two consecutive weeks and ministerial staff members shall not take more than two consecutive Wednesdays or Sundays. In unusual circumstances, longer periods of vacation may be granted with prior approval of the staff member’s supervisor, the Pastor, and the Personnel Committee. The Pastor’s time off shall be approved at the discretion of the Board of Deacons and the Personnel Committee.

6. RECORDS: All staff members shall complete a weekly exception report indicating vacation taken during the period and forward to the Church Bookkeeper for filing.

7. ACCUMULATION: All staff members shall be entitled to accumulate up to the full amount earned in any one year times 1.5 before losing accumulated vacation days. All employees are encouraged to take all vacation earned.

8. PAYMENT ON SEPARATION: All staff members eligible for vacation shall be entitled to payment in full for any vacation accrued but not yet taken as of the date of voluntary or involuntary separation.

B. SICK LEAVE

1. ACCRUAL: Sick leave for full-time staff members shall be accrued at the rate of one day (eight full hours) per month of continuous service up to a maximum of 25 days. Part-time staff members shall earn at a reduced rate according to the ratio of their normal annual scheduled hours divided by 2,080, multiplied by one day a month.

2. ELIGIBILITY: All full-time and part-time salaried staff shall be entitled to sick leave. Hourly staff members shall not be entitled to sick leave.

3. EXCUSED ABSENCES: All staff members shall be entitled to continued payment of salary during periods of bona fide illness of the staff member or during periods of a bona fide illness of an immediate family member requiring the staff member’s attention, up to the maximum sick leave accrued. Immediate family members shall include children, parents, spouse, or siblings of the staff member. The staff shall provide a doctor’s note regarding the illness or injury requiring the staff member’s absence after an absence of seven working days.

4. EXTENDED ABSENCES: In those hardship cases where a serious illness requires an extended absence beyond sick leave earned by the staff member, the Personnel Committee, after consultation with the Pastor, the Board of Deacons, and the Chairperson of the Stewardship Committee, may authorize continued payment of full or partial salary amounts beyond the accumulated sick leave earned by the staff member.

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Such action will be taken as a reflection of the Church’s broader mission to tend to the physical needs of those in the Church body and not as a reflection of the existence of a formal long-term disability plan.

5. PAYMENT UPON SEPARATION: Sick leave does not vest with the staff member and, therefore, the staff member is not eligible for payment of sick leave upon separation.

C. BEREAVEMENT

All salaried staff members shall be granted up to three days off per incident with pay for absences due to the death of an immediate family member (as defined in Section XI.B.3 above), aunt, uncle, cousin or grandparent. However, under unusual circumstances, the staff member’s supervisor, upon approval by the Personnel Committee, may grant additional time for bereavement and/or bereavement time for personal relationships not covered above. In allowing those exceptions, the Personnel Committee shall consider equity with other staff members who may find themselves in similar circumstances.

D. JURY DUTY

All salaried staff members shall be granted continued payment of salary while serving on Jury Duty. Any compensation received for Jury Duty (beyond travel costs) shall be returned to the Church.

E. HOLIDAYS

The Church provides nine annual paid holidays during the calendar year for all salaried staff members: (1) New Year’s Day, (2) Good Friday, (3) Memorial Day, (4) July 4th, (5) Labor Day, (6-7) Thanksgiving – two days, and (8-9) Christmas – two days.

To the extent that these holidays fall on a weekend, the Pastor (or Personnel Committee in the absence of the Pastor) shall set the Friday preceding or Monday following or such other day considered appropriate as the day in which the holiday shall be observed and such alternative day shall be published in the Church calendar.

In the event that the holiday falls on the scheduled day off for a staff member (such as staff members not on a Monday through Friday schedule), the staff member shall be entitled to an alternative day off as fits the staff member’s schedule, upon agreement with the staff member’s supervisor.

F. PROFESSIONAL DEVELOPMENT LEAVE POLICY FOR FULL-TIME MINISTERS

Professional development leave is designated for the purpose of spiritual and professional enrichment. It is not considered as vacation time, but as an investment by the Church in a renewed, better informed, and more productive minister. Professional development leave will not be automatic. The Church may offer a professional development leave or the minister may request a professional development leave. Each request will be judged on its merit, statement of objectives, and potential impact on the Church’s programs.

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1. DURATION AND ELIGIBILITY: A two-month leave may be granted after the first six years of service to the Church.

2. COMPENSATION: Full salary and benefits continue during the period of professional development leave.

3. FUNDING: Funds annually budgeted for each staff member for Professional Improvement may be used for sabbatical expenditures.

4. REQUESTS: All requests for professional development leave must be approved by the Personnel Committee, the Board of Deacons, and the Church at least six months prior to the date of the professional development leave.

5. APPROVAL: Granting of professional development leave to a minister is contingent upon funds being available in the Church budget for interim pulpit supply or availability of other staff members or lay leaders to perform the pastor’s duties.

6. RECIPROCAL OBLIGATION OF THE MINISTER: Ministers are expected to remain with the Church for at least one year after returning from professional development leave. If they do not, they must reimburse the Church for salary and Professional Improvement money received during the professional development leave. Exceptions to this must be approved by the Personnel Committee and the Board of Deacons.

7. FREQUENCY/PRIORITIZATION: No more than one staff member can be approved for professional development leave during a calendar year, and the staff member with the longest service will receive first priority.

G. UNPAID LEAVE OF ABSENCE

All salaried staff members may be granted unpaid leaves of absence with approval by their supervisor and (when the period of absence exceeds two weeks) with approval by the Personnel Committee. In reviewing these requests, the supervisor and/or Personnel Committee shall make every effort to meet the needs of the staff members. However, the needs of the Church or ongoing services during the period must also be considered.

H. FICA (SOCIAL SECURITY AND MEDICARE)

All staff members (other than those classified as self-employed for tax purposes) shall be granted employer contributions of Social Security and Medicare or any similar mandated employer tax/benefit programs in accordance with the applicable regulations.

Those members of the Church staff classified as self-employed who are required to pay Social Security self-employment taxes shall be granted payment of a social security supplement as a part of their overall compensation package.

I. RETIREMENT, HEALTH, LIFE AND DISABILITY INSURANCE

All salaried staff members who meet the requirements as set forth by the plan provider shall be eligible to participate in those programs, such as Retirement, Health, Life and

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Disability coverage sponsored by the plan provider. (See discussion in section XI.K, below, regarding the cost of participating in these programs.)

J. HOUSING ALLOWANCE

All ordained ministerial staff members of the Church shall be entitled to receive a housing allowance as a part of their overall compensation package in lieu of the Church providing a parsonage for those ministers.

K. OVERALL COMPENSATION PACKAGE

It is the policy of the Church to encourage a total compensation package for staff members (including base salary, housing allowance, retirement and insurance programs, etc.) which is appropriate and meaningful to the individual’s personal circumstances. Accordingly, the value of the overall compensation package must be weighed in determining the extent to which staff members participate in the cost of the program. As an example, a staff member’s election to begin participating in the retirement program or other similar program may result in a line item adjustment to salary for part or all of the cost of this program. The Personnel Committee, in conjunction with the Stewardship Committee, shall evaluate the appropriateness of adjustments in these circumstances.

L. LETTER OF OFFER

For each new hire, upon approval of the budget each year containing staff compensation increases and upon any other changes in benefits agreed to by the staff member on an interim basis, the Personnel Committee, in consultation with the Stewardship Committee, shall put together a Letter of Offer for each staff member outlining the total compensation (including salary, benefits, vacation, etc.) for each staff member to be given to the staff member for his/her reference. The original signed copy of this letter shall be placed in the staff member’s personnel file.

XII. TRAINING, CONFERENCES, AND REVIVALS

A. MINISTERIAL STAFF-LED REVIVALS AND CONFERENCES

Recognizing that the skills of the Church Ministerial Staff are enhanced through ministry in revivals at other churches, as well as through leadership of conferences and meetings such as those sponsored by the Southern Baptist Convention (SBC), Cooperative Baptist Fellowship (CBF), or local Association, the Church shall provide time off with pay for participation by the Ministerial Staff in those events. Expenses should generally be paid by the sponsoring organization, except in those cases (such as Association events) in which Staff members participate as direct representatives of the Church. (See Section XII.D, following, for approval process.)

B. TRAINING CONFERENCES

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Staff members are encouraged to attend formal training conferences from time to time to sharpen their ministerial skills. In these cases, expenses associated with approved conferences will be paid by the Church. (See Section XII.D, following, for approval process.)

C. CONVENTIONS

Staff members are encouraged to attend local, state, and national conventions of organizations, such as the SBC or CBF, which are directly related to affairs of the Church. (See Section XII.D, following, for approval process.)

D. APPROVAL AND LIMITATIONS

Participation by the Pastor in any revivals, conferences, conventions, etc. shall be approved in advance by both the Chairperson of the Personnel Committee and the Chairperson of the Board of Deacons. Participation by other ministerial staff in such events shall be approved by the Pastor. Participation by non-ministerial staff members in training programs, conferences, etc., shall be approved by their supervisor.

As a general rule, staff members are expected to limit participation in such events to no more than the equivalent of three work-weeks in any calendar year (one work-week for part-time staff members) in order to ensure that a sufficient portion of their energies are devoted to duties at the Church. A request for any time required in excess of that amount shall be submitted in writing to the Personnel Committee for consideration.

XIII. PERSONNEL RELATED COMPLAINTS AND PROBLEMS

A. FROM STAFF

All Church staff members are encouraged to work within established channels to resolve conflicts with other staff members. In those events where that is not possible, the Personnel Committee shall maintain an open door policy regarding personnel-related concerns and issues originating from the staff. Each staff member shall be free to contact the Chairperson of the Personnel Committee to discuss issues which arise in carrying out his/her duties.

In those instances involving supervisor, peer, or subordinate relationship, the Chairperson of the Personnel Committee shall endeavor to resolve those issues to the staff member’s satisfaction through direct communication between staff members in an effort to avoid the need for formal action by the Personnel Committee. In the event that the Chairperson is unable to do so, the Chairperson shall arrange for the staff member grievance to be heard at the next regular/special meeting of the Personnel Committee as is considered appropriate. In all cases, the Personnel Committee shall endeavor to resolve these issues in a fair and equitable manner.

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B. FROM CHURCH BODY

The Deacon Family Ministry is the primary vehicle for members of the Church body to raise concerns regarding individual staff members. Each Deacon shall use his/her judgment in determining those issues which require consideration by the Board of Deacons as a whole and shall bring any such matters to the attention of the Chairperson of the Board of Deacons. Upon vote of the Board of Deacons, the Chairperson shall take any such matters to the Personnel Committee for counseling and/or possible disciplinary action.

In the event of matters involving conduct which may lead to involuntary separation for cause, the Personnel committee shall follow those procedures outlined in Section VIII above. Other matters shall be discussed at the next regularly scheduled meeting or any such special meeting of the Personnel Committee, as considered appropriate by the Chairperson.

XIV. SERVICE AND ANNIVERSARY AWARDS.

A. RESPONSIBILITY

It is the responsibility of the Personnel Committee regularly to recognize the faithful service of the Church staff members, including both part-time and full-time staff.

B. ANNIVERSARY RECOGNITION

Staff member anniversaries shall be recognized annually for the first four years and then once each five years beginning with the fifth year and thereafter. Specific awards shall be as follows:

1. YEARS ONE THROUGH FOUR

a. Notice in monthly newsletter

b. Recognition from the pulpit.

2. YEARS FIVE AND FIFTEEN

a. Notice in monthly newsletter

b. Presentation of memento from the Pulpit (by the Chairperson of the Personnel Committee, Pastor, or designee) at a regularly scheduled Sunday morning service (memento to be determined by the Personnel Committee).

3. YEARS TEN, TWENTY, TWENTY-FIVE, THIRTY, AND THIRTY-FIVE

a. Notice in monthly newsletter

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b. Presentation of memento from the Pulpit (by the Chairperson of the Personnel Committee, Pastor, or designee) at a regularly scheduled Sunday morning service (memento to be determined by the Personnel Committee).

c. Church-wide luncheon in staff member’s honor.

C. OTHER RECOGNITION

Notwithstanding the above, the Personnel Committee, in conjunction with the Board of Deacons, shall be free to provide other means of public recognition for individual staff members or the Staff as a whole as is considered appropriate. Such recognition shall include, but not be limited to, special staff recognition days, calls for love offerings, and recognition of particularly notable achievements by the Staff.

XV. PERSONNEL RECORDS

A. RESPONSIBILITY

The Personnel Committee shall have the responsibility of maintaining personnel files for all staff members of the Church. In carrying out these responsibilities, the Personnel Committee may delegate the day-to-day responsibilities for maintaining current records to the Church Secretary or any other staff member as considered appropriate by the Committee.

B. CONTENTS – STAFF MEMBER FILES

The personnel files for each staff member shall contain the following:

1. Application for employment

2. Letters of recommendation

3. Original signed letter of initial employment

4. Copies of Salary and Benefits Selection form (Appendix C)

5. Performance Appraisal Forms (for the last seven years)

6. Performance Improvement Plans (for the last seven years)

7. Copies of letters of commendation (for the last seven years)

8. Copies of letters of reprimand (for the last seven years)

9. Copies of required tax and other payroll forms. (Current and last five years)

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10. Current job description

11. Salary reduction agreement (if applicable)

12. Notifications of Personnel Action

13. Background check results

14. Requests for leave

NOTE: The required federal Form I-9 (Eligibility for Employment), duly completed and signed, shall not be placed in the New hire’s file but instead shall be retained as required by law in a separate file of all I-9 forms.

C. ACCESS TO PERSONNEL FILES

Personnel files are of a private and confidential nature. Access to or review of a staff member’s file shall be limited to that staff member, that staff member’s supervisor, or the Chairperson of the Personnel Committee. The file shall be reviewed in the presence of the designated custodian of the file. The file shall not leave the office where it is retained. No item in the file may be removed except as specified in section XV.B above. A copy of any item placed in the file may be requested by anyone authorized to review the file, and will be made by the custodian of the file. The Social Security Number shall be redacted from any such copy before its release. No access or copy shall be given for casual review or without a valid reason. In order to maintain required records as set forth in section XV.B, maintenance of personnel files shall be performed annually by the Personnel Committee or its designee.

D. RETENTION OF FILES – FORMER STAFF MEMBERS

Personnel files for each staff member voluntarily or involuntarily separated from employment at the church shall be maintained for a period of fifty years following such separation.

E. OTHER PERSONNEL RECORDS

In addition to the individual staff member files, the Personnel Committee shall have the responsibility of maintaining other such records as may be required to support the personnel-related activities of the Church, including:

1. Current Personnel Policy

2. Salary Pay Range assignments

3. Copies of minutes and correspondence related to the actions of the Personnel Committee.

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XVI. INTERPRETATION, OMISSIONS, AND AMENDMENTS

The Personnel Committee shall be solely responsible for interpretation of the provisions of this document and for resolving any other personnel-related issues not covered by the provisions of this document, including reasonable exceptions to the provisions of this document when strict enforcement would result in undue hardship or unfair situations for the staff members.

Any changes in the provisions of this document shall be approved by a vote of the Personnel Committee, and if deemed appropriate, by a vote of the Church.

No part of the following appendices shall be construed to override the provisions of the text of the Personnel Policy. In the event of an apparent conflict between the text of the Personnel Policy and the appendices, the text of the Personnel Policy shall take precedence.

APPENDIX A PARKVIEW BAPTIST CHURCH SUMMARY OF CLASSIFICATIONS AND BENEFITS !

ELIGIBLE FOR STAFF MEMBER FUNDED ONLY

POSITION

SALARY CLASS

EMPLOYMENT STATUS

ELIGIBLE FOR

OVERTIME

STANDARD WORK WEEK VACATION

LEAVE SICK PAY

HOUSING ALLOWANCE FICA RETIREMENT*

LIFE, HEALTH,

DISABILITY*

PASTOR Salaried Employee No 40 hrs. Yes Yes Yes Yes Yes Yes

FULL TIME MINISTERIAL Salaried Employee No 40 hrs. Yes Yes Yes, if Ordained

or Licensed Yes Yes Yes

PART TIME MINISTERIAL Salaried Employee No As Assigned Yes Yes

Yes, if Ordained or Licensed or 20 hrs. or more per week

Yes Yes Yes

FULL TIME OFFICE/CLERICAL STAFF

Salaried Employee Yes 35 hrs. Yes Yes No Yes Yes Yes

FULL TIME CUSTODIAL

Salaried or Hourly Employee Yes 40 hrs. Yes Yes No Yes Yes Yes

Salaried (regular) Employee Yes As Assigned Yes Yes No Yes Yes Yes PART TIME

OFFICE/CLERICAL/ CUSTODIAL Hourly

(as needed) Employee Yes As Assigned No Yes No Yes No No

PART TIME CHILDCARE WORKERS

Hourly Employee Yes As Assigned No Yes No Yes No No

PART TIME MUSICIANS Salaried Employee Yes As Assigned Yes Yes No Yes No No

* Voluntary, staff member-funded through the select benefits provider. !

APPENDIX B. Sample Letter of Offer

Date

Name Address Dear : This letter is to formally offer you the position of (Title) at Parkview Baptist Church. This appointment, which is a (full-time/part-time) position, with a starting annual salary and benefits package in the amount of ($amount), is effective (date). Probationary Period of New Hires: All newly hired staff members are subject to a six month probationary period. If the new hire or the church does not feel that this working relationship should continue, and is not in God’s plan, either party has the right to discontinue this working relationship. As discussed during your interview, the principal duties and responsibilities assigned to this position are on the attached job description (include functions from position description). To accept this position, please sign and return this letter to the office. You are eligible to participate in the benefit and retirement programs offered by Guidestone Financial Resources. As a full-time employee you will initially earn (number) hours of vacation leave and (number) of sick leave on a (biweekly/monthly) basis. In addition you will receive (number) paid holidays each year. Background Check: For the safety of our church family we require a background check to be done on all new staff members. Proof of their request for the background check must be provided to the church office before assuming their duties. The staff members of Parkview and I are delighted to have the opportunity to work with you. Should you have any questions, please let me know.

Sincerely,

Name Title

I understand and accept the conditions of this appointment as outlined above and have received and read a copy of Parkview’s Personnel Policy. ___________________________________________________________________ Name Acceptance Date

APPENDIX C.

SALARY & BENEFITS PACKAGE SELECTION

SALARY AND BENFITS FROM _________________ TO _________________ The following outlines your salary and benefit package for the period outlined above. ______________ Monthly Salary (Hourly rate for hourly employees) ______________ Monthly for Housing Allowance (If eligible) ______________ Monthly contributed by you to the selected benefits provider for Retirement ______________ Monthly contributed by you to the selected benefits provider for Life Insurance coverage as outlined fellow: Employee $__________

Spouse $__________

Dependents $__________

______________ Monthly contributed by you to the selected benefits provider for Health Insurance to cover you and (your spouse/children)

______________________________ ______________________________

Chairman, Personnel Committee Chairman, Stewardship Committee Staff Member's Signature:_____________________________ Date: ___________________

APPENDIX D PARKVIEW BAPTIST CHURCH STAFF MEMBER TIME SHEET

Month Name

Period: 1 2

Dates

Time Time Time Week Day Date In Out In Out In Out Hours

Week 1 Total

Week 2 Total

Week 3 Total

Total Hours on This Time Sheet

I submit that this time sheet is accurate to the best of my

knowledge.

Signature Date

APPENDIX E PARKVIEW BAPTIST CHURCH WEEKLY TIME/EXCEPTION REPORT STAFF MEMBER: _________________________________ WEEK ENDED: ____ / ___ /_____ WED THU FRI SAT SUN MON TUE TOTAL

VACATION

SICK LEAVE

BEREAVEMENT

JURY DUTY

HOLIDAY

OTHER

OTHER

TOTAL HOURS

SUPERVISOR APPROVAL: _________________________________________

APPENDIX F

Request for Leave or Approved Absence 1. Name (Last, first, middle)

2. Organization

3. Type of Leave or Absence Date Time Check appropriate box(es) and

enter date and time below From To From To Total Hours

! Vacation Time

! Sick Leave

Purpose: ! Illnes/Injury/Incapcitation of requesting staff member

! Medical/Dental/Optical examination of requesting staff member

! Care of family member, including medical/dental/optical examination of family member, or bereavement

! Other (specify in remarks)

! Other Paid Absence (specify in remarks)

! Leave Without Pay

4. Remarks

5. Certification: I certify that the leave/absence requested above is for the purpose(s) indicated. I understand that I must comply with my employing agency's procedures for requesting leave/approved absence (and provide additional documentation, including medical certification, if required) and that falsification of information on this form may be grounds for disciplinary action including removal.

5a. Staff Member Signature

5b. Date Signed

6a. Official action on request

! Approved ! Disapproved (If disapproved, give reason.

If vacation time, initiate action to reschedule.)

6b. Reason for disapproval

6c. Signature 6d. Date Signed

APPENDIX G PERFORMANCE APPRAISAL FORM

Print or Type Name of Staff Member Being Rated (Last, First, Middle Initial) Signature

Position Title Current Rate of Pay

Rating Period Covered From: To:

Print or Type Name of Rater (Last, First, Middle Initial) Signature

RATING CODE: 1 = Unsatisfactory 2 = Minimally Satisfactory 3 = Satisfactory 4 = Very Good 5 = Outstanding

A. WORK BEHAVIOR ELEMENTS: (Circle one number per element) 1. WORK EFFORT: Exerts effort, shows initiative, spends time effectively. Supporting Statement: 1 2 3 4 5

2. WORKING RELATIONSHIPS: Sensitive to co-workers and supervisors. Supporting Statement:

1 2 3 4 5

3. WORK PRODUCTIVITY: Produces work of the quality and quantity expected. Supporting Statement:

1 2 3 4 5

4. RELIABILITY: Reports to work on time. Completes work projects, duties and tasks in the tme allowed.

Supporting Statement: 1 2 3 4 5

5. SKILLS IN WORK: Perorms tasks well whether they require physical, technical, supervisory or managerial skills.

Supporting Statement: 1 2 3 4 5

TOTAL of A = _______ B. SUPERVISORY ELEMENTS: (Evaluate superviso rs on both elements) 1. LEADERSHIP: Cooperates with others and gains the necessary cooperation of subordinates as

reflected by the subordinates' willingness to accept or follow the supervisor's advice or suggestions. Supporting Statement:

1 2 3 4 5

2. WORK EFFORT: Exerts effort, shows initiative, spends time effectively. Supporting Statement: 1 2 3 4 5

TOTAL of B = _______

TOTAL of ELEMENTS A AND B = _______

COMMENDATIONS:

RECOMMENDATIONS:

Signature of Staff Member Date

Signature of Supervisor Date

Signature of Head of Staff Date

APPENDIX H PARKVIEW BAPTIST CHURCH PERFORMANCE IMPROVEMENT PLAN

STAFF MEMBER DATE

PROBATION PERIOD FROM TO

AREA OF DEFICIENCY DESIRED IMPROVEMENT

DESIRED LEVEL OF PERFORMANCE

ADDITIONAL TRAINING / DEVELOPMENT STEPS

Describe area(s) of performance deficiency to be addressed through this plan as identified in staff member appraisal.

Provide description of specific improvements desired in deficiency area. Include, where possible, specific measureable objectives and desired dates for meeting objectives.

Provide description of steps to be taken by staff member’s supervisor to assist staff member in meeting objectives. Include discussion of formal training to be provided to enhance staff member skills.

LIST ITEMS LIST ITEMS LIST ITEMS

SIGNATURE OF SUPERVISOR: ________________________________________________DATE: _________________________ PERSONNEL COMMITTEE: ___________________________________________________DATE: _________________________

APPENDIX I.

Notification of Personnel Action Parkview Baptist Church

Name:

Effective Date:

Action:

Supervisor’s Signature: __________________________________________