standing rules, policies, and procedures

STANDING RULES | 1 of 32

STANDING RULES, POLICIES, AND PROCEDURES AUTHORIZATION The Committee on Policies and Standing Rules has the responsibility to: a. Propose new policies and standing rules; b. Propose needed amendments to existing policies and standing rules; c. Provide guidance to the Annual Conference at any point where Conference action

may be at variance with a policy or standing rule.

A. STANDING RULES

(SR) Definition: Standing Rules establish the procedure by which a deliberative body (e.g. the Tennessee Conference) conducts its business sessions.

Procedure

SR1. The Conference shall follow the latest edition of Robert’s Rules of Order except where it is in conflict with the current Book of Discipline.

SR2. All motions and resolutions shall be supplied to the Conference Secretary in writing on a form provided for this purpose by the Conference Secretary.

SR3. Any entity planning to present a report at any Annual Conference session shall submit the report to the Office of Connectional Ministries at least ten weeks prior to the opening day of Annual Conference for inclusion in Pre-Conference Journal.

SR4. All resolutions not printed in the pre-Conference booklet shall be submitted to the Committee on Resolutions at least thirty days prior to the first day of the Annual Conference Session. The chair of the Resolutions Committee shall submit to the Annual Conference, in their original form, all resolutions so submitted. In addition, the committee may present to the Annual Conference for consideration a revised version of any such resolution.

SR5. The roll call of the Tennessee Annual Conference shall be taken from the registration.

SR6. The agenda of the Conference shall be that as it is corrected, printed, and distributed at registration with the understanding that the Bishop may adjust the agenda for the good of the order.

SR7. All speeches other than reports shall be limited to three minutes. SR8. Voting cards given out at registration shall be the means of

identifying who is eligible to vote on all issues requiring a vote. Election of Delegates to General and Jurisdictional Conference

SR9. Clergy and lay delegates to General and Jurisdictional Conferences shall be elected as provided in the Constitution of The United Methodist Church (paragraphs 34-36 of The Book of Discipline [2012].

SR10. Ballots A. Ballots will be provided by the office of the Conference Secretary. B. 50% plus one valid ballots cast shall be necessary to elect. C. Ballots with more or less than the number to be elected shall be rejected as

invalid. SR11. Candidacy of persons eligible to serve as delegates, whether clergy or lay to

General and/or Jurisdictional Conference, may be established either by declaration or nomination.

A. To declare candidacy for election to serve as a General or Jurisdictional


Conference delegate, the eligible person must submit to the Office of Connectional Ministries, no later than ten weeks prior to the opening day of Annual Conference, for inclusion in the pre-Conference materials a statement concerning

1. His/her activities at the local church, district, and annual, jurisdictional, and general conference levels; 2. An assessment of he principal needs of the General Church and how those needs should be met, and 3. Any other information felt pertinent to introducing himself/herself to those members of the Annual Conference who may not be familiar with his/her views on issues confronting the Church.

B. To nominate a person for candidacy to be elected to serve as a General or Jurisdictional Conference delegate and have the nomination printed in the Pre- Conference booklet, the nominator(s) must,

1. Determine the eligibility of the person to be nominated. 2. Secure from the person to be nominated and submit to the Office of Connectional Ministries the proposed nominee’s written consent to accept the nomination. 3. Submit to the Office of Connectional Ministries, no later than ten weeks prior to the opening day of Annual Conference, for inclusion in the pre- Conference materials, a statement concerning

a. The activities of the nominee at the local church, district, and annual, jurisdictional, and general conference levels, b. An assessment of the opinions of the nominee regarding the principal needs of the church and how those needs should be met, and c. Any other information (such as age and ethnicity) felt to be pertinent to introducing the nominee to those members of the Annual Conference who may not be familiar with that nominee’s views on issues confronting the church.

4. Statements submitted in the establishing of candidacy, whether by declaration or nomination, shall be limited to 200 words, and shall be submitted via e-mail. 5. Persons do not have to declare candidacy or be nominated for candidacy in order to be eligible for election to serve as a General or Jurisdictional Conference delegate. 6. The initial ballot for election to General Conference will have a ballot number assigned only to those who, by declaration or nomination, have expressed their desire to be considered as a candidate. All subsequent ballots will assign numbers to write-in candidates during the election process.

SR12. Reserve delegates: After the Jurisdictional Conference delegates are elected, on the next ballot reserve delegates shall be elected (the number of General Conference delegates) in order of the highest number of votes received without regard to majority. The delegation’s budget will include funding for one lay and one clergy reserve delegate to attend General and Jurisdictional Conferences.

Suspension and Amendment

SR13. Any standing rule, with the exception of SR 14, SR 15, and SR 16, may be suspended at any session of the Annual Conference by a two-thirds majority vote of those


present and voting. SR14. Any Standing Rule, Policy, or Parsonage Standard may be amended at any

session of the Annual Conference by a two-thirds majority vote of those present and voting, provided that notice of the desired amendment shall be given to the Conference at least twenty- four hours in advance of a vote being taken in regard to it.

SR15. Any proposal for the adoption of a new policy nor standing rule, or for the amendment of an existing policy or standing rule, shall be presented to the Annual Conference through and by the Committee on Policies and Standing Rules.

SR16. Any proposal for an addition or change in the Parsonage Standards shall be presented to the Annual Conference through or by the cabinet and through the Committee on Policies and Standing Rules.

B. POLICIES Definition: Policies are general principles that guide an organization (e.g. the Tennessee Conference) in the management of its affairs.

Procedural

POL1. All boards, agencies, and other entities of the Annual Conference in the performance of their duties shall adhere to the appropriate provisions in the current Book of Discipline.

POL2. The Annual Conference Session shall meet at a location that is accessible to persons with disabilities.

POL3. Conference Master Calendar A. There shall be a Master Calendar of all Conference and district dates which will be maintained by the Office of Connectional Ministries staff in the CCOCM offices. All district and conference committees, councils, commissions, boards, task groups, and institutions amenable to the Conference shall coordinate all dates with the CCOCM office, and establish dates upon the Master Calendar for all events that call for general participation of the people of our churches. B. The Master Calendar shall be coordinated with the General Church calendar, such that, where possible, conflict with national meetings will not occur.

POL4. All Annual Conference Reports and all materials to be included in the Journal shall be e-mailed to the Journal Editor by June 30. Any corrections and/or additions received after this date shall, at the discretion of the Journal Editor, be included in the succeeding Journal. Handwritten and typewritten reports shall not be accepted for publication in the Journal. All reports should be typed, using Microsoft Word. Photos must be submitted in the format requested by the Journal Editor. Original digital copies of any photograph in a report must be submitted with the report. Files that contain tables should be submitted in Microsoft Excel format. No PDF or directly scanned images will be accepted.

POL5. Agenda items and reports not requiring action by the Annual Conference other than a vote to receive said item for publication in the Journal, shall be placed on a Consent agenda. In order for any item or report to be eligible for placement on the consent agenda, it must have been

A. Distributed in the pre-Conference materials, or B. Included in the Conference Packet distributed to the members (both clergy and lay) of the Annual Conference session. Any item may be removed from the consent agenda if ten members of the Conference petition for


removal. POL6. Parsonage standards shall be printed each year in the Journal. The standards

shall be reviewed quadrennially by the Committee on Policies and Standing Rules, which shall submit to the Annual Conference a report to the Cabinet detailing any proposed amendments to the parsonage standards.

POL7. The Annual Conference and District organizational structure shall be printed each year in the Journal.

POL8. Any entity that claims a relationship to the Tennessee Annual Conference of the United Methodist Church must be endorsed and/or authorized by and accountable to an officially recognized board, commission, committee or council of the Tennessee Annual Conference.

Organizational

POL9. Policies regarding incorporation A. Boards, agencies or constituent bodies may not apply for incorporation apart from the express authority given by the Annual Conference. Boards, agencies or constituent bodies may not take title to property except by the express authority given by the Annual Conference. The title to all properties acquired for the Annual Conference or its boards, agencies or constituent bodies shall be taken and held in the name of the Tennessee Conference, United Methodist Church, Inc., a Tennessee nonprofit organization or the Board of Trustees of the Tennessee Annual Conference of the United Methodist Church. Provided that this requirement shall not pertain to the Board of Directors of McKendree Village, Inc., Board of Trustees of Martin Methodist College, Board of Directors of the United Methodist Foundation for the Memphis and Tennessee Conferences, and the Board of Pensions which may take and hold title to such properties as they are authorized to acquire by the action of the Annual Conference. B. The Annual Conference shall be incorporated as a Tennessee nonprofit corporation with the name Tennessee Conference, United Methodist Church, Inc. The corporate officers shall be the Resident Bishop (President), Lay Leader (Vice-President), Conference Secretary (Secretary), and the Conference Treasurer (Treasurer). The Conference Treasurer shall also serve as registered agent. The Conference Chancellor may provide legal counsel to the Corporation. The Conference Trustees may approve bylaws and other corporate documents as needed to maintain compliance with Tennessee law, The Book of Discipline, and the Conference Standing Rules and Policies.

POL10. Equalization and Youth Participation A. Whenever it shall occur that the person serving as the Director of Administrative Services, Director of Connectional Ministries, or Director of Ministerial Concerns is a lay person, then each person so serving shall be an at- large lay member of the Annual Conference. The Conference Secretary shall determine annually the number of laypersons needed to equalize lay and clergy members of the Annual Conference. The at large members are to be allocated as nearly as possible on an equal basis to the districts. When the number of members to equalize cannot be distributed evenly between the districts, the members shall be allocated to the districts in alphabetical order of districts. The at large members are to be elected by each District Conference. B. Each District Conference shall elect two youth (ages 12-17) and two young adults (ages 18-30) as at large members of the Annual Conference.

POL11. The Tennessee Conference Personnel Committee shall be responsible for


personnel procedures and policies that apply to all offices and employees of the Tennessee Annual Conference. Policies and procedures shall not conflict with requirements of The Book of Discipline of The United Methodist Church.

POL12. Policies and Standing Rules shall be printed in the Pre-Conference Journal and in the Journal each year.

Nominations Committee - Membership

POL13. The Annual Conference Committee on Nominations shall be composed of the Bishop, as Chairperson; the District Superintendents; the Conference Lay Leader; the Conference President of United Methodist Men; the Conference President of United Methodist Women; the Chairperson of the Conference Council on Youth Ministries; the Chairperson of the Conference Council on Young Adult Ministries; the Executive Director of Connectional Ministries; the Director of Administrative Services; the Conference Secretary; the Conference Chancellor; two persons recommended from its members by the Commission on Religion and Race, one of whom is recommended to be African-American, one of whom is recommended to be of another ethnic minority; two persons recommended by its members from the Cooperative Ministries; two persons recommended from its members by the Commission on Status and Role of Women; and one pastor and one layperson from each of the Districts, recommended by the District Conference.

Nominations Committee - Procedure

POL14. The Committee on Nominations shall develop policies and procedures for applying for and for nominating for vacancies, including use of the Conference website, and shall distribute and post those procedures by September 30 in the year before quadrennial elections. The Committee on Nominations shall publicize by November 30 the list of vacancies for conference entities.

POL15. When a minister is appointed District Superintendent, he/she shall vacate any office or membership held on any conference board, commission, committee, or agency. The newly formed Cabinet shall then appoint District Superintendent(s) to each board and agency of the Conference except where required by the Book of Discipline, and to the Council on Connectional Ministries.

POL16. No person shall serve as a member of the same Conference board, council, commission or agency, or on a committee, which has as its parent body a Conference board, or agency, for more than eight years in a period of twelve. Exempted from compliance with this rule are: Cabinet members; lay persons serving as ex-officio members; lay members of the Board of Directors of Campus Ministries at A.P.S.U., M.T.S.U., T.S.U., Vanderbilt, Fisk and T.T.U.; McKendree Village; Board of Trustees of Martin Methodist College; lay members of the Board of Directors of the United Methodist Foundation for the Memphis and Tennessee Conferences; officers of U.M.W. and U.M.M.; the Conference Lay Leader; and members of the Conference Board of Ordained Ministry.

POL17. No person shall serve as a Chairperson of any Conference entity or as Conference Secretary or Conference Lay Leader for more than eight years in a period of twelve.

POL18. Persons who are elected to membership on the entities of the Annual Conference who are absent without excuse, for fifty percent or more of the meetings of that entity in a given year, shall be replaced on that entity. Replacement shall be nominated by the Conference Committee on Nominations, or other appropriate nominating source, and elected by the Annual Conference, except as may be otherwise stipulated in The Book of Discipline. Replacement members of various boards, councils, and committees of the Conference Council on Connectional Ministries shall be affected by the council, according to its procedure.


POL19. No person shall serve as a member of any entity of the Annual Conference when there is real or potential conflict of interest that is of an ongoing and thoroughgoing nature. When such conflict arises, that person shall be replaced immediately by the appropriate nominating committee, provided, however, that when a real or potential conflict of interest arises on a single issue, the person affected shall withdraw from the meeting until the discussion of and voting on that issue is complete. Should it arise that there is a difference of opinion as to which of these remedies is appropriate to any given situation, it shall be the duty of the chairperson of the entity, in consultation with the District Superintendent assigned to relate to that entity, to determine which remedy is appropriate.

POL20. The Committee on Nominations shall nominate persons to entities as authorized by the Annual Conference. It shall also nominate the officers of the Conference Council on Connectional Ministries, as well as the Conference Lay Leader, Conference Secretary, Editor of the Journal, and Conference Statistician at the session immediately following General Conference.

POL21. The fiscal year of the Annual Conference shall be the calendar year. POL22. Persons elected by the Annual Conference shall take office upon the

adjournment of the Annual Conference session at which they were elected unless The Book of Discipline provides otherwise.

POL23. Persons elected by the District Conference may take office at the time they are elected.

POL24. All Quadrennial Conference boards and agencies shall meet following the adjournment of Annual Conference, but prior to August 15, and report officers to the Conference Secretary.

POL25. Boards, Commissions, Committees, and other Entities. A. Every board, commission, committee, council, or other entity of the Annual Conference is recommended to have at least one African-American clergy person and one African-American lay person as elected members and at least one other ethnic minority when these persons are available. B. Every board, commission, committee, council, or other entity of the Annual Conference shall be inclusive in its membership in relation to lay/clergy, gender and ethnic minorities unless otherwise stipulated in The Book of Discipline. C. Committees or other entities pertaining to the Council on Connectional Ministries that do not meet these inclusiveness guidelines (lay/clergy, gender and ethnic minority) may be filled until the next Annual Conference by the Conference Council upon nomination from the Conference Council Committee on Personnel.

POL26. No person shall be eligible to serve as chairperson of more than one Conference entity or a member of more than two Conference entities simultaneously. This rule does not apply to ex-officio positions; to members of the Cabinet; or to lay members of the Boards of Directors at A.P.S.U., M.T.S.U., T.S.U.; Vanderbilt, Fisk, T.T.U. and McKendree Village; or to lay members of the Board of Trustees, Martin Methodist College; lay members of the Board of Directors of the United Methodist Foundation for the Memphis and Tennessee Conferences, and officers of U.M.W. or U.M.M.

POL27. The members of any group, whose composition is left to the discretion of the Annual Conference and is not stipulated by The Book of Discipline, shall be elected quadrennially and the composition of such groups shall be governed by ¶610.5 of The Book of Discipline of the United Methodist Church, 2012.

POL28. A representative of the Committee on Disability Concerns shall be appointed to all Tennessee Annual Conference committees responsible for planning, designing, constructing, and /or remodeling properties owned by the annual conference.


POL29. The representative of Disability Concerns in each district of the Tennessee Annual Conference shall be a member of the District Committee on Building and Locations.

POL30. All offices or spaces rented or leased by districts or agencies of the Tennessee Annual Conference shall, insofar as reasonably possible, conform to the accessibility standards of the Americans with Disabilities Act.

POL31. All financial requests of the Annual Conference shall be presented to the Council on Finance and Administration for consideration and recommendation, using the format requested by the Council on Finance and Administration.

POL32. No Conference appropriation shall be made toward the erection of a new church or addition thereto until such church building is properly and adequately insured.

POL33. No entity of the Annual Conference shall borrow from any source a composite amount of money greater than eighty percent of the expected annual revenue for that entity, without the express written authorization from the Conference Council on Finance and Administration.

POL34. No financial liability shall be made upon the Annual Conference without the Express authorization of the Council on Finance and Administration and the Conference which may be through the budget and expense approval process. The Conference Treasurer is authorized to sign any contract on behalf of the Annual Conference not otherwise authorized by the currently effective Book of Discipline of the United Methodist Church or the Standing Rules of the Conference. The Council on Finance and Administration may designate other persons to sign contracts with financial implications on behalf of the Conference for specific purposes or amounts.

POL35. Any major financial campaign for capital improvement or debt retirement of Conference institutions or properties shall be presented to and received by the prior Annual Conference.

POL36. All Annual Conference entities receiving financial support from the Annual Conference (except the Episcopal office, the district offices, Martin Methodist College, McKendree Village, Campus Ministry, and Miriam’s Promise) shall have their treasury functions performed by the Office of Administrative Services.

POL37. The moving expenses (actual cost of moving van but not including packing) of incoming District Superintendents shall be paid from the District Superintendent’s Fund.

POL38. Churches shall arrange for the moving of incoming ministers or pay the cost of the moving van (not including packing) incurred within the boundary lines of the Annual Conference.

POL39. Conference-wide fund raising of any kind by a conference entity shall be initiated only after consultation with and approval by the Council on Finance and Administration. When programs or services are involved, consultation with the Conference Council on Finance and Administration shall come after presentation to the Conference Council on Connectional Ministries through the appropriate commission, council, or committee. Final approval for such fund-raising activities shall be given by the Annual Conference.

POL40. Ongoing committees of the Annual Conference must present to the Council on Finance and Administration an annual budget request in order to be reimbursed for any expenses. The Council on Finance and Administration will act upon such requests and include a recommendation in the budget which it will present to the Annual Conference.

POL41. The authorization for the establishment of Short Term Committees related to the Annual Conference may include reimbursement for expenses incurred by committee members, in accordance with Council on Finance and Administration policies and oversight.

POL42. The Conference Director of Connectional Ministries in consultation with the Annual Conference Planning Committee shall submit an annual budget for the expenses of Annual Conference Sessions to the Conference Council on Finance and


Administration. POL43. The expenses of at-large members necessary for the equalization of lay and

clergy members of the Annual Conference shall be paid by the Annual Conference from the Annual Conference Expenses line item not to exceed a per diem for lodging and food established each year by the Conference Council on Finance and Administration. In addition, reimbursement for travel shall be at the conference’s current mileage rate.

Records

POL44. Annual Conference records are maintained by various persons representing the Conference Board of Ordained Ministry, Board of Pensions, Commission on Archives and History, District Boards of Ministry, the Conference Secretary, the Office of Ministerial Concerns, the Bishop’s office, and the offices of the District Superintendents. These records are the property of the Annual Conference and shall be maintained, disposed of, or archived according to The Book of Discipline, G.C.F.A. Guidelines, and/or the guidelines outlined by these policies.

A. The Annual Conference records are composed of Service Records, Permanent Files, Ministerial Files, Confidential Files, District Files, some of the Bishop’s office files, and other records as deemed necessary by the Annual Conference. B. Active files shall be maintained by the authorized person or persons representing the group compiling or maintaining the active files for the Conference. These files shall be kept with confidentiality with only those persons entitled to have access. When these files are no longer deemed necessary to the conference entity, they will be transferred to the Confidential and Permanent Annual Conference Files for storing. C. The files of the Bishop’s office and the District offices shall be maintained and kept by those offices.

POL45. All other confidential Annual Conference files shall be kept as follows: A. They shall be securely stored on property of the Tennessee Annual Conference. B. The custodians of these files shall be the Conference Secretary, the Director of the Office of Ministerial Concerns, and the Director of Administrative Services. C. Permanent and confidential files shall be confidential with limited access only to the custodians, those entitled by The Book of Discipline, by action of the Annual Conference, or by court order. D. The person who is the subject of the file may be permitted to view its contents with the supervision of one of the custodians. If the person objects to something in the file, he/she may place a written statement stating the objections, etc. in the file. E. Confidential files shall be destroyed eight years after the death of the person. F. Permanent files shall be kept forever.

POL46. The Annual Conference Records shall contain the following: A. Service Record Files shall contain service records of ministry, records relating to pensions, records relating to health insurance, and any correspondence relating to ministry. B. Permanent Files shall contain permanent records of the Board of Ordained Ministry, the Board of Trustees, the Director of the Office of Ministerial Concerns and permanent records of the Conference Secretary. C. Confidential Files shall contain psychological trial records, and any material relating to the character of a person.


Training

POL47. Inclusiveness training is required for all first time pastors, and all persons serving under appointment; they are also required to update their training by taking at least one CEU each quadrennium in the subject area of racial/ethnic inclusiveness. Inclusiveness training is included in the lay servant ministries and certified lay minister programs. The Office of Ministerial Concerns will be the entity that will maintain the record keeping and verification of those persons who have completed the inclusiveness training. The Conference Council on Connectional Ministries and the Office of Ministerial Concerns will work in cooperation to offer the Inclusiveness Training Seminars.

POL48. All first time pastors, and all persons serving under appointment in the Tennessee Conference shall be required to complete one CEU of the Basic Sexual Ethics Training and one CEU of the Basic Safe Sanctuary Training. All persons serving under appointment in the Tennessee Conference shall be required to take at least one CEU each quadrennium in the subject areas of Sexual Ethics and Safe Sanctuary training. This advanced training will be available only to those who have previously completed the basic training. Both Sexual Ethics and Safe Sanctuary training shall be included in lay servant and certified lay ministry training programs. Local church ministry staff is encouraged to complete both the Sexual Ethics and Safe Sanctuary training. The Office of Ministerial Concerns will be the entity that will maintain the record keeping and verification of those persons under appointment who have completed the Sexual Ethics and Safe Sanctuary training. The Conference Council on Connectional Ministries and the Office of Ministerial Concerns will work in cooperation to offer the Sexual Ethics and Safe Sanctuary Training Seminars.

C. PERSONNEL POLICIES AND PROCEDURES Tennessee Annual Conference of the United Methodist Church

DEFINITIONS and APPLICATIONS The following definitions apply to all references in this document where

the acronym or words/phrases are

“TAC”: Tennessee Annual Conference is comprised of Connectional Ministries, Office of Ministerial Concerns, Office of Administrative Services, District Offices, and others. “OAS”: Office of Administrative Services, which includes those functions designated for the Treasurer/ Director of Administrative Services as defined in ¶619 of The 2012 Book of Discipline of the United Methodist Church and those other functions directed by the Annual Conference or by the CFA. “CCFA”: Conference Council on Finance and Administration. See ¶611–618 of The 2012 Book of Discipline. “CCOCM”: Conference Council on Connectional Ministries, the current Conference programmatic entity that resources and implements the actions of the Tennessee Annual Conference. “ENTITIES”: Councils, Boards, Commissions, and Committees. “EXEMPT EMPLOYEES”: Applies to employees that have been removed from the protection and coverage of the “Fair Labor Standards Act of 1938 as


Amended”. Bona fide executive, administrative, and professional employees are exempt from the overtime requirements if they meet the tests set by the “Fair Labor Standards Act of 1938 as Amended.” “NON-EXEMPT EMPLOYEES”: Applies to employees who are protected and covered by the “Fair Labor Standards Act of 1938 as Amended.” These employees are entitled to overtime pay when they have worked over forty (40) hours during the workweek and be paid at least minimum wage. “DCM”: Director of Connectional Ministries, See ¶607 of The 2012 Book of Discipline “THE DIRECTOR”: Refers to the individual who is considered to have the final authority in a given office/section or department “THE DISCIPLINE” refers to The 2012 Book of Discipline of the United Methodist Church. “CONFIDENTIALITY”: Applies to any legal, personal information and personnel matters (including pastoral appointments), personal issues in or beyond the workplace and dissemination of information that could be damaging to another person. “IMMEDIATE FAMILY”: A person who is a father, mother, sister, brother, spouse, daughter, son, daughter-in-law, son-in-law, or grandchild of the employee. This would include persons who are “step” relatives.

INTRODUCTION

These Personnel Policies and Procedures are to be used as guidelines and are offered to all Tennessee Conference offices. They provide a current, accurate, fair, uniform and readily accessible reference source for interpretation and use by all administrative staff of the TAC in its absolute discretion.

These Personnel Policies and Procedures are not an employment contract and are not to be construed as such. It is a statement of operating procedures and policies. Whether or not the disciplinary procedures described here are followed, all employees are subject to dismissal without notice at any time, when in the sole opinion of management, the employee’s job performance and/or conduct is found unsatisfactory for any reason.

These Personnel Policies and Procedures are designed to assemble descriptions of privileges and benefits to which employees are entitled. From a policy standpoint, it details those administrative policies and procedures presently authorized for members of the staff. It is not a static document. From time-to-time revisions and additions to this document will be made and those changes will be controlling.

Policies as Applicable to United Methodist Clergy

Whenever there is a conflict between these Personnel Policies and Procedures of the TAC and The Discipline with respect to United Methodist clergy, The Discipline takes precedence.

EMPLOYMENT CLASSIFICATIONS.

A. Full-time Employees: Employees who are regularly scheduled to work at least


35 hours per week. B. Part-time Employee: Employees who work less than 35 regular scheduled hours per week. C. Supplemental Employees: Employees who work occasionally on an “on call” basis. D. Temporary/Seasonal Employees: Employed for a specific short duration of time.

JOB DESCRIPTIONS

The respective agency’s Executive Committees shall provide a job description for each position within the organization that outlines responsibilities of the employee and relationships within and outside the organizations. Every job description should be reviewed annually for accuracy, preferably during the employee’s annual performance review.

EMPLOYMENT PROCESS & POLICIES

The various agencies’ Executive Committees, in consultation with the respective Directors, shall be responsible for determining the personnel needs of the bodies and making recommendations to the respective Board, Council or Committee. Staff vacancies shall be filled in the following manner: advertise the position, interview prospective (qualified) persons, and check references, including legal background checks.

All persons employed by the TAC shall be required to sign an Ethics Statement Form and A form stating that they have received, read and discussed all material contained in this document, “Polices and Procedures of the TAC”. These forms are attached to the conclusion of this document. Recruitment

All employing entities of the TAC shall post information of position

openings within conference established media channels prior to external announcements.

Equal Employment Opportunity

The TAC shall provide equal employment opportunity to all staff members and applicants for employment. No person shall be discriminated against in employment because of race, color, sex, national origin, age or disability. This policy applies to all terms, conditions and privileges of employment. Any communication related to equal employment opportunity shall be referred to a Director.

Employment at Will

Tennessee is an “employment at will” state. Employees and employment may be terminated at any time by the employer or employee with or without cause.

Staff Member Qualifications

All staff shall have the following minimum qualifications: · Sympathetic with the Christian faith and purposes of The United

Methodist Church


· Possess aptitudes, skills and capacities required in their respective fields of work

· Ability to win and hold the cooperation and goodwill of the people they serve as well as their associates

· Maintain and keep confidences · Ability to learn and improve performance · Legally available to work for the TAC

Hiring of Relatives

A regular full-time or regular part-time staff member shall not be hired or supervised by an “immediate family”* member currently employed by the TAC (except for positions at Beersheba Springs and Cedar Crest camp staff). *See definition of “immediate family”

Background Checks

To ensure prospective employees have been thoroughly researched for any criminal records, and for financial circumstances that make them a high risk for criminal activity, the TAC will perform background checks on all staff. Agreeing to a background check is a condition of continued employment by the TAC.

Filling Positions in the Office of Connectional

Ministries Director of Connectional Ministries: Employment of the DCM shall be the responsibility of the CCOCM in

partnership with the Bishop and Cabinet in the following manner: advertise the position, interview prospective (qualified) persons and check references, including legal background checks.

The Executive Committee of the CCOCM shall recommend, after notice to the Bishop and the Cabinet, a clergy or lay person to be in the Conference DCM. If such person is clergy, the willingness of the Bishop to appoint the person to the position must precede an affirmative vote of the Executive Committee of the CCOCM. The selection will be affirmed by a vote of the CCOCM after consultation with the Bishop. This will be effective on January 1, 2012.

General Responsibilities of Director of Connectional Ministries

The Director of CCOCCM shall be responsible for those functions directed by The Discipline (# 608), the TAC and the CCOCM. This shall include serving as the steward of the vision for the Annual Conference, providing the coordination of ministries through advocacy, nurture, outreach, and witness, monitoring functions to ensure the alignment of resources to fulfill the mission of the church, and supervising employees of their respective offices in carrying out ministries on the Conference, District, and local church levels.

Program Staff:

Employment of these persons (Associate Director and Coordinators) shall be the responsibility of the CCOCM Executive Committee in the following manner:


advertise the position, interview prospective (qualified) persons, check references, including legal background checks. (If the recommended person is clergy, the Committee will request appointment by the Bishop.)

Support/Administrative Staff:

Filling of vacancies or new positions shall be carried out by the CCOCM Executive Committee in collaboration with the DCM as follows: advertise, interview prospective (qualified) persons, and check references including legal background checks. The selected person shall be employed on recommendation of CCOCM Executive Committee.

Filling Vacancies for Camp and Retreat Ministries Director of Camp and Retreat Ministries:

When the position of Director of Camp and Retreat Ministries is vacated, the Executive Committee of the Board of Camp and Retreat Ministries (BCRM) shall advertise the vacancy and interview prospective persons and make a recommendation to the BCRM.

If such a person to be interviewed/recommended is clergy, the willingness of the Bishop to appoint the person to the position must precede an interview by the Executive Committee of the BCRM.

The final selection of the candidate will be affirmed by a vote of the BCRM. General Responsibilities of the Director of Camp and Retreat Ministries

The Director of Camp and Retreat Ministries is primarily responsible for the management of all camp and retreat ministries at both Cedar Crest and Beersheba Springs Assembly. This responsibility includes management of property, personnel, faith formation, program, finance, fund-raising, budget, strategic planning, and other duties determined by the Board of Camp and Retreat Ministries.

Beersheba Springs and Cedar Crest Camp Staff:

A new staff position or change in staff classification must be recommended by the Director of Camp and Retreat Ministries and/or the Chair of the Executive Committee and approved by the Executive Committee.

Filling camp staff vacancies:

A job description will be written and/or revised and the position advertised. Applications will be accepted directly at the camp. The Director of Camp and Retreat Ministries will consult with the Chairperson of the Conference Board of Camps and Retreat Ministries about the person recommended for the position. Following satisfactory references and background checks the person will be offered the position. See Staff classifications as previously defined under “Employment Classifications”


Filling Positions in the Office of Administrative Services Director: The TAC shall elect a Conference Treasurer/Director of Administrative Services as provided in The Discipline. This person shall serve for the quadrennium or until a successor shall qualify and be elected. If a vacancy should occur during the quadrennium, CCFA shall fill the vacancy until the next session of the TAC. The Director shall be responsible for directing all of the functions within the purview of the OAS.

Identification of the Director of Administrative Services shall be recommended

by the Executive Commit- tees of the Board of Pensions and CCFA in the following manner: advertise the position, interview prospective (qualified) persons, and check references, including legal background checks. If such person is clergy, the willingness of the Bishop to appoint the person to the position must precede an affirmative vote of the Executive Committees. The selection shall be recommended by the Board of Pensions, and affirmed by a vote of CCFA.

General Responsibilities of Director of Administrative Services The Director of OAS shall be responsible for those functions directed by The Discipline, The Tennessee Annual Conference, and CCFA. This shall include leading the development of vision and mission for these organizations and supervising employees of these respective offices in carrying out responsibilities that will help the Conference, Districts, and Local Churches meet the intent of the visions and missions so developed.

Support/Administrative Staff: Filling vacancies or new positions in the OAS shall be carried out by the Director of OAS as follows: advertise, interview prospective (qualified) persons, and check references including a legal background check. The selected person shall be employed on recommendation of the Executive Committees of the Board of Pensions and CCFA.

Filling Positions in other Offices of TAC

Program Staff: Employment of Directors, Associate Directors, and Coordinators shall be the responsibility of the Executive Staff member and/or the related Executive Committee in the following manner: advertise the position, interview prospective (qualified) persons, check references, including legal background checks. (If the recommended person is clergy, the Executive Staff member or the Executive Committee will request appointment by the Bishop.)

Support/Administrative Staff: Filling of vacancies or new positions shall be carried out by the Executive Staff member and/or the related Executive Committee as follows: advertise, interview prospective (qualified) persons, and check references, including legal background checks. The selected person shall be employed on recommendation of the related Executive Committee or Executive


Staff person.

STANDARDS AND EVALUATION ORIENTATION A new employee shall receive an orientation during the Introductory Period of

Employment which shall include (but is not limited to): explanation of the vision, mission, and expectations of the organization; introductions to people within and outside the organization with whom she or he may routinely work; review of the office facility and equipment; and, the relationship of the organization with respect to the TAC, the districts and the local churches.

The Director shall be responsible for coordinating the orientation and monitoring the employee’s progress during the “Introductory Period of Employment”. Monthly progress reports will be given to the chairperson of the appropriate Executive Committee

Introductory Period of Employment

There shall be an introductory period of employment of three months. Approximately two weeks before the end of this period, the designated supervisor shall conduct a “Performance Appraisal” covering the staff person’s performance during the period. The completed form will be placed in the staff person’s file.

Staff Reviews A progress review is intended to provide an annual means of appraising a staff person’s performance on the job.

Employee Performance

The appropriate Director/supervisor shall evaluate annually the job performance of each person under his/ her supervision. Such evaluation shall be reviewed with the chairperson of the respective agency’s Executive Committee and, if deemed appropriate, with their entire Executive Committee. This evaluation shall be based upon the employee’s work as related to his/her job description and performance goals.

In the event that there are deficiencies in an employee’s performance, the director shall schedule interim reviews with the employee to assess the needed improvement. The director will keep the chairperson of the Executive Committee apprised of such reviews.

An evaluation is a confidential matter that shall remain with those who have a need to know: the employee, the supervisor(s), and appropriate entity. A copy of the evaluation shall be placed in the employee’s personnel file and the employee shall be given a copy. Both copies shall be marked “Confidential”.


FINANCIAL RENUNERATION

The appropriate entity, in consultation with the Director, shall be responsible for setting the salary for newly hired persons, and reviewing salaries of each employee annually.

Pay Period

Pay checks (or direct deposit) shall be issued on the 15th and 30th of each month (except when those dates fall on a Saturday or Sunday; then, the issuance will be made on the last work day immediately preceding the 15th or 30th). All staff is encouraged to sign up for direct deposit.

Overtime/Compensatory Time for Non-exempt Employees

Actual time worked is the basis for computing overtime. For purposes of computing overtime, the work week begins on Monday and ends on Sunday.

1. All requests for overtime must be approved in advance by a director or equivalent.

2. All time worked up to and including 40 hours is computed at straight pay; all overtime worked in excess of 40 hours is computed at time-and- one-half pay or one and one-half time comp time to be taken in pay period. 3. All overtime is to be clearly reported on the attendance record (i.e. time card).

Travel Expense

All employees will receive reimbursement for Conference related travel in accordance with TAC rules, subject to IRS rules defining business expense and appropriate contemporaneous documentation. Travel between the place of employment and the place of residence shall not be reimbursed.

If a staff member receives an honorarium or gift for services, the staff member shall deduct that amount of money from the travel related to the ministry performed. If the amount received is greater than the travel that would have been reimbursed, the staff member will not request the reimbursement funds. If the amount received is less than the expense, the staff person may request the difference.

Work Schedule

Office hours for support staff persons normally are from 8:30 AM to 4:30 PM, Monday through Friday. Lunch period is one hour in length. The Directors may allow a deviation from these hours or days when the Director deems it appropriate.

Offices of the TAC will remain open Monday through Friday with the exception of the holiday schedule listed under Holidays. Exceptions may be made by the Director(s) at each location.

Directors, Associate Directors and Coordinators are often expected to work days and hours that do not fit the normal schedule of office hours. These persons are responsible for their areas of ministry and will demonstrate by their results that they are faithful to their ministries.


Adjustments to compensation

A wage assignment or a garnishment is a legal order requiring an individual’s employer to withhold part of the employee’s wages in order to pay a debt or obligation. Wage assignments which meet legal requirements will be honored when issued, and withheld from employee’s compensation.

All lay employees are covered by the Federal Old Age and Survivors Benefits Act to provide the protection offered by Social Security. Social Security tax is paid half by the lay employee and half by the employer. Clergy pay the total cost for Social Security coverage as “self-employed” persons for Social Security purposes. Clergy may also have part of their compensation designated as a “housing allowance.”

All full-time Conference employees are eligible to participate in the Conference’s Flexible Medical Spending Account (FSA, or cafeteria) program. Employees designate the amount to be withheld from their compensation, from which they can be reimbursed for covered medical-related spending.

Assisting Employees with Disabling Illnesses

Staff may be covered by the Conference’s disability coverage but should consider purchasing their own policies to provide additional short-term and long-term disability benefits.

Military

The TAC supports and complies with the Veteran’s Reemployment Rights Act and applicable state laws. Relocation Moving Expense

A newly employed/appointed Director or Associate Director needing to locate housing within a reasonable commuting distance will receive a one-time reimbursement for cost of transportation, meals, and lodging, for the purpose of locating housing. The trip will be for no more than five days.

Moving expenses incurred with hiring of new staff who move more than 50 miles may be paid at the discretion of the executive director. The appropriate entity will pay the costs of moving. Moving expenses will be reported as income unless they qualify for tax-exempt treatment, and appropriate forms and documentation are provided to Administrative Services.

PERSONNEL FILES

The TAC maintains a personnel file for each staff person. The Conference attempts to maintain those documents which are, have been or are intended to be used in determining a staff person’s qualifications for employment, promotion, transfer, additional compensation, discharge or other disciplinary action. A staff person has the right to inspect certain portions of his/her personnel file. Personal information is not to be released to a third party without authorization by the appropriate Director.


BENEFIT POLICIES Vacation A vacation is a time for rest and renewal and is granted with pay to all full time

and part time employees (exempt supplemental/temporary/seasonal employees) of the TAC after 6 months of satisfactory employment. The time granted is based upon the anniversary date of employment using the following schedules:

Exempt employees will receive 4 weeks vacation Non-Exempt employees receive the following:

6 months–1-year — 1 week 1–5 years — 2 weeks 5–10 years — 3 weeks 10 years or more — 4

weeks The Directors shall establish vacation schedules. A week of vacation is five

working days. Vacation time is not cumulative from one year to the next. However, Directors may permit, under extenuating circumstances (such as illness at year end), a person to carry over vacation time, provided the vacation is taken at the earliest opportunity after the beginning of the vacation year. An employee shall not be granted pay in lieu of vacation, except in case of employee’s termination.

Holidays

The TAC staff shall observe the following holidays and employees shall be paid for these authorized holidays:

New Year’s Day Martin Luther King’s Birthday Good Friday Memorial Day Independence Day (July 4) Labor Day Two days at Thanksgiving Two days at Christmas

These are paid holidays with the following provisions:

A. Supplemental/temporary/seasonal employees are not eligible for holiday pay. B. Persons on leave of absence are not eligible for holiday pay.

Health Plan Benefits

All full time employees (except Supplemental/Temporary/Seasonal employees) are eligible to participate in the Tennessee Conference Health Plan. Contact Administrative Services for more information about this program.

The TAC will pay the premium of the employee. Dependents and children may be covered under the plan at the employee’s expense.

All employees are covered under the Worker’s Compensation law of the State of Tennessee for job-related injuries or illnesses and such accidents must be reported immediately by the employee to the appropriate Director.

Unemployment insurance is not provided for employees under the provisions of Tennessee state law.


PENSION Clergy appointed to serve as employees of the TAC are participants in the

TAC’s Clergy Retirement Security Plan (CRSP). For lay employees, the TAC will contribute 12% of the employees’ compensation to the UMPIP account if (1) the employee is scheduled to work at least 20 hours per week, and (2) the employee contributes at least 3% of their compensation to their UMPIP account.

All pension participants may make additional contributions to their UMPIP account up to the amount allowed by IRS regulations and the plans. Contact Administrative Services or GBOPHB for more information about these programs.

CONTINUING EDUCATION

Directors, Associate Directors, and other staff may be given time with pay for participation in job-related Continuing Education to the extent authorized by their Director, Council, Board, or Committee.

ABSENCE

Employees are expected to be at work every day or as agreed between supervisor and employee. However, if illness or an unexpected emergency requires the employee to be absent, it is the employee’s responsibility to talk with the supervisor/Director within an hour of the employee’s expected arrival time. A voice mail message is not considered to be a personal notification of the supervisor. Therefore, the employee is expected to continue trying to reach a supervisor or another staff member.

If an extended absence is anticipated, the employee is to notify his/her

supervisor of the expected date he/she is able to return to work. If an employee is unable to complete the workday due to injury on the job, he/she will receive compensation for the remainder of the workday.

Regular attendance and punctuality are essential to an employee’s effective performance on the job. Every employee is expected to maintain a good attendance record and act responsibly in the use of sick leave.

Leave for Illness

An employee shall be permitted absence for illness with pay according to the categories listed below:

Annual Sick leave—up to twelve days per calendar year and non- accumulative

Use of annual sick leave includes: 1. Employee’s own illness 2. Serious illness of a member of the employee’s immediate family 3. Medical and dentist appointments

Extended Sick leave—Accrues at the rate of one (1) day each month of

active employment up to a maximum of 60 working days and applies only to


employee‘s own illness and recuperative time with written physician’s orders. Use of Extended Sick leave may include:

1. Hospitalization and post hospitalization recuperative time 2. Medical testing and out-patient surgery 3. Disability due to injury 4. Complications due to pregnancy

A statement may be required from the attending physician in the event of extended or repeated illness. At retirement or termination of employment by either party, the employee shall not be compensated for unused sick leave.

Maternity/Adoption/Paternity Leave

Maternity leave may be granted and counted as sick leave and charged to time accrued in Extended Sick leave. Maternity leave may be granted as leave without compensation if accrued Extended Sick leave time is not available. The employee is responsible for notifying the appropriate Supervisor as soon as she knows she will require maternity leave.

Paternity and Adoption Leave will follow the same pattern as for maternity leave and be charged from time accrued in Extended Sick Leave. Maternity leave may be granted as leave without compensation if accrued Extended Sick Leave is not available.

Granted leave must be taken within 90 days of the child’s birth or the child’s entering the home for the purpose of adoption.

Bereavement Leave

An employee will be allowed up to three days with pay to attend the funeral of an employee’s father, mother, sister, brother, spouse, daughter, son, daughter-in-law, son- in-law, or grandchild; or two days to attend the funeral of an employee’s mother-in-law, father-in-law, as well as grandparents, aunts and uncles.

Religious Participation

Each employee is encouraged to participate in a local congregation of a Christian church.

Civic Duty

Employees are encouraged to accept their responsibilities by voting in elections.

Employees are supported in serving as a juror or appearing in court as a witness. Employees are expected to return to work when the service is completed for the day if there is reasonable time to do so. Likewise, if for example, the jury is excused from reporting for a day or more, the employee is expected to report to work.

GRIEVANCE PROCEDURE

Employees are expected to make every effort to resolve differences by talking and communicating with those with whom they have a difference. If the difference cannot be worked out, the supervisor must be notified and with the supervisor’s help, resolution will be attempted. If the dispute involves the supervisor, the grievance may


be taken to any Director who will work toward achieving a fair resolution of the problem.

Policy on Sexual Misconduct—see separate document

Firearms or Concealed Weapons Possession or use of firearms or concealed weapons on TAC premises is

strictly prohibited. Background Checks

The TAC will periodically perform background checks on all staff. Consent to a background check is a condition of continued employment.

Resignation

Should a staff person decide to leave the employment of the TAC, it is expected that at least two weeks written notice will be given.

Probation

Any employee being considered for involuntary termination—except in the case of reorganization, substantial misconduct, or other reasons set forth herein—ordinarily will be placed on probation and given an opportunity to correct the problem(s). However, the TAC reserves the right to discharge a staff person at any time without a probationary period if the offense merits such action. The TAC retains the right to terminate the individual’s employment at any time during the probation period. Termination shall be based on appropriate documentation and under ordinary circumstances will take place only after discussion with the employee involved.

Severance

If a termination or discharge is made because of reorganization, shortage of work or lack of funds, the staff member will be given at least one (1) month’s notice in advance of termination date and the following severance pay will apply:

Years of Full-time Service Pay Less than 1 year 2 weeks Less than 1 year 4 weeks 3 to 5 years 6 weeks 5 to 8 years 8 weeks 8 to 10 years 10 weeks 10 years or more One week for each year of service

Staff leaving employment must return all conference property such as office keys, credit cards, and equipment before receiving the separation pay.

Exit Interview Before leaving employment, the Director may conduct an Exit Interview.


This document will become part of the exiting staff person’s personnel file.

WORK ENVIRONMENT Dress Standard

Employees of the TAC are expected to be dressed in comfortable business

attire, which is appropriate for job function, and expresses individuality and professionalism in equal proportion. Employees of The TAC represent The United Methodist Church.

Courtesies

The immediate supervisor is to be notified when serious illness, birth or death occurs within the immediate family of any employee of the conference staff. The supervisor is responsible for notifying the executive director’s office who will respond with the appropriate courtesy as outlined below:

Illness: Remembrances will be provided during hospitalization of employee. Birth: Remembrances will be provided at the birth of a child to an employee or

at time of adoption. Death: Flowers or a memorial gift will be provided at the death of an employee

or a retiree, or at the death of father, mother, wife, husband, child of an employee. Environment

Employees of the TAC are expected to maintain a quality work environment by: • Being respectful of each employee as a person with individual rights

and differences • Being courteous and offering assistance, as appropriate, to persons

or groups calling or visiting the offices • Exercising responsible stewardship in the use of TAC funds and property • Keeping internal and external personal telephone calls brief and few • Honoring non-smoking designations in all TAC buildings • Refraining from use of abusive and obscene language

LIFE OF THE DOCUMENT

This Policy shall be reviewed by the TAC Personnel Committee, approved, and republished if changes have been made.


D. WHEN EVERY MINUTE COUNTS

Tennessee Conference Media Crisis

Response Plan

A Media Crisis in the Tennessee Conference is: An event or emergency associated in some way with the Church but beyond its control, which can be expected to become public. It presents potential for damage to individuals, or the image of the Church, and hinders the ability to be in ministry. In other words, a media crisis is anything that could cause the public to lose faith in Tennessee Conference leadership or in the United Methodist Church.

Media Crises come in several packages: 1. Personnel crisis (clergy, church staff or lay member’s misconduct, death, illness

or injury) 2. Threatened criminal or legal action 3. Violent acts, demonstrations 4. Corporate crisis (lawsuits against the conference, an agency or institution) 5. Positive crisis (Donations exceed what can be handled, etc.)

Purpose of Crisis Response Plan 1. Provide compassion for victims 2. Meet needs of the media 3. Project positive image of the Tennessee Conference and the United Methodist

Church. Immediate Crisis Response Team (ICRT) The Immediate Crisis Response Team will consist of five persons: 1. Tennessee Conference Bishop 2. Area Assistant to the Bishop 3. District Superintendent of the affected area 4. Connectional Ministries Director 5. Conference Director of Communications.

Media Crisis Management Team (MCMT) 1. The Media Crisis Management Team will include: 2. The Immediate Crisis Response Team 3. The Tennessee Conference cabinet 4. The Tennessee Conference chancellor 5. The Tennessee Conference treasurer 6. Other leaders as deemed appropriate by the bishop.

Actions - Media Crisis Management Team 1. The bishop will decide whether to notify the MCMT.


2. If asked to conference about the crisis, the MCMT will: a. develop a strategy for dissemination of information b. determine how much and what kind of information can be released c. decide when and to whom the information will be released d. develop an official statement regarding the situation (brief, confirmed facts, the

Church’s response, and an expression of compassion for all concerned). 3. The bishop or alternate spokesperson and local church pastor* or agency

director* must be thoroughly and regularly briefed before making any appearances or statements. The spokespersons may refer news media to others who can speak with authority on a particular subject. *If the local church pastor or agency director is intimately involved in the crisis, s/he will not be a spokesperson.

4. The MCMT will determine whether the spokesperson should leave immediately for the location of the crisis (such as a church camp or church building). This may be necessary if reporters are already on site and there is no spokesperson present.

5. The bishop or alternate spokesperson must establish a schedule for regular briefing sessions of team members for the purpose of updates and discussion during the first few days of the crisis when media interest will be most intense.

6. The team is authorized to engage other professionals as needed. The bishop or his/her designate and the team should determine who receives information, updates and copies of all statements and releases.

7. The team agrees to provide 24-hour availability and access to one another.

Responsibilities of Team Members

The Bishop and/or Bishop’s Area Assistant and alternate spokespersons will: • review public reports on crisis • clear calendar when press conference is necessary • be available for key media interviews • work with team to review facts and anticipate questions • provide background information to team • provide contact phone numbers to director of communications when out of state.

The Director of Communications will:

• gather pertinent information • assist spokespersons in preparing public statements • prepare background information handouts for media • monitor flow of information • monitor and report media activity to members of Media Crisis Management Team • advise support staff on how to handle calls relating to the case • provide the bishop and support staff with personal itinerary when trip is planned • provide training of lay personnel, cabinet, staff, etc. • be available to support pastor if crisis involves local church • If the crisis is of large proportions, will notify clergy and laity in the conference

using constant contact, e-mail, letter, website, and/or UM Reporter. (Notices will also be emailed to district offices.)

The Conference Chancellor/legal counsel will:


• provide information on liability related to the crisis • review statements and releases to the media for legal implications • provide a list of alternate lawyers to be contacted if chancellor is unavailable • be available 24 hours a day for consultation when necessary during a crisis

The Media Crisis Management Team will:

• provide 24-hour availability at least during first few days of crisis • develop a strategy for dissemination of information • develop an official statement regarding the crisis • determine how much, what kind and to whom information will be released • provide communications with phone number if outside the area

Conference/Church Support Staff will:

• not answer questions. This is the sole responsibility of the spokespersons. • take written messages before allowing the caller to leave a voice message • keep a time chart of all messages pertaining to the crisis using the log sheet • direct calls as instructed by the Media Crisis Management Team • keep copies of all messages related to the crisis • assist the information flow as directed • assist in collection of public statements and articles about crisis

Remember

• If the crisis involves personnel, the bishop or appropriate authority may remove the individual immediately from his/her position. He or she can be reinstated if found innocent of charges.

• Team members and members of the support staff are required to document all conversations relating to the crisis, as well as keep a log of all media contacts.

• A log of all public statements should be kept in addition to any developments in the crisis. Be prepared to answer questions as to who is in charge, biographies of personalities, background information, knowledge of the church.

• If the crisis warrants it, the Media Crisis Management Team will make arrangements for security personnel to limit access to offices and for people to handle the telephones and serve as “runners” or provide hospitality.

• If the crisis is of large proportions, the director of communications will notify clergy and laity in the conference using whatever means necessary: constant contact, email, letter, FAX, website, and/or UM Reporter. (Notices will be emailed to district offices that will be responsible for immediate distribution.)

• Prepare a pressroom. Phones and FAX machines for media should be readily accessible. If possible, provide internet connection. The site will be determined by location of crisis and availability of facilities.

Crisis Review The Media Crisis Management Team will meet to review how the crisis unfolded and how it was handled. The team will consider:

1. What went well? 2. What missteps were made? 3. What problems could have been foreseen or avoided? 4. What adjustments in the crisis management plan are needed?


5. What loose ends need to be tied up?

Media Procedures for Church and Conference Staff Handling Telephone Calls From Reporters

• Take a written message (don’t transfer to voicemail without taking message) • Use the Crisis Communications Telephone Log for Media Calls • Get reporter’s name, media outlet, direct phone #, and deadline • Ask for topic of story • Explain that church spokesperson will return the call • Don’t answer questions yourself • Be polite, but firm • Keep a copy of all written records of media calls

Telephone:

Hold Response

“I want to make sure we give you the most accurate and up-to-date information. Our _____________________(appropriate person) can best help you. If you give me your contact information, deadline and topic that you’re calling about, I’ll have that person return your call as soon as possible.”

On-site: “Our job right now is to keep everyone safe. We understand that the media have a job to do. We’re gathering information and our spokesperson will speak to reporters shortly.”

Handling Reporters On-Site

• Refer questions to pastor, conference communicator or district superintendent • Don’t be hostile • Don’t give your personal opinion • Don’t speak “off the record” • Don’ use the term “no comment” • Be polite, but firm

Handling Casual Conversations or Questions about

Crisis • Don’t speculate, repeat unconfirmed information or express personal opinions • Don’t feel like you have to answer questions • Do respond with a brief, positive, general statement

Contact Information for __________________________ (Appropriate Contact)

Office # Mobile/Pager #


Notification Process - The First 60 Minutes If you learn of the crisis through a media contact (not unusual), you have 60 minutes to make your first formal response. If you learn of the crisis through another contact, be prepared to be contacted by the media. Your immediate responsibility is to contact your District Superintendent. This will activate the Immediate Crisis Response Team (ICRT) to prepare an initial statement.

Instruct staff to follow “Media Procedures for Church and Conference Staff”

guidelines. • If notified by media outlet requesting information, use the Hold Response and complete

the Crisis Communications Telephone Log for Media Calls. (see “Media Procedures for Church and Conference Staff” guidelines)

Use this “Hold Response” to respond to requests for information. “I want to make sure we give you the most accurate and up-to-date information possible. Our spokesperson can best help you. If you will give me your contact information, deadline and the topic that you’re calling about, I’ll have that person return your call as soon as possible.”

• First person aware of crisis contacts his/her district superintendent. (TNUMC Cabinet 2014-2015) (If this person cannot contact his/her district superintendent, then call must be placed to bishop’s office.)

Clarksville - Rev. Roger Hopson Office: (931) 553-8401 Columbia - Rev. Allen Black Office: (931) 381-9558 Cookeville - Rev. Max Mayo Office: (931) 526-1343 Cumberland - Rev. Scott Aleridge Office: (615) 822-1433 Murfreesboro - Rev. LeNoir Culbertson Office: (615) 893-5886 Nashville - Rev. Harriet J. Bryan Pulaski - Rev. Kennard Murray Bishop Bill McAlilly

Office: (615) 327-3582 Office: (931) 363-8981 Office: (615) 742-8834

Rev. John Collett, Jr. Office: (615) 742-8834 • District Superintendent calls bishop’s office, speaks to Bishop or Bishop’s Area Assistant,

explaining the crisis in a 5-minute or less conversation. • Bishop or Bishop’s Area Assistant makes decision whether or not to contact ICRT. If the

decision is made that a media crisis might occur, ICRT will immediately assemble via conference call.

• ICRT will assess the nature and extent of crisis by asking the following questions: 1. What is known about the situation? What is not known? 2. Who knows about the situation? What do they know? 3. What can we expect to occur during the next few hours/days? 4. What information can we release to the media and public immediately?

• Quickly uncover as many FACTS as possible before calling together the Media Crisis Management Team.

• The ICRT will prepare a one paragraph statement to be distributed as soon as the facts are known. The statement will include facts (no suppositions) about what happened and what the church intends to do. The statement will express compassion for all persons involved. This IS the church!


Crisis Communications Telephone Log for Media Calls 1. Duplicate this sheet so a new page is available for logging every media call related to the

crisis. 2. Every call from the media related to the crisis is to be noted using a log sheet. An

electronic log may also be used, but it is recommended that a paper log be maintained for convenience of those returning logs AND for possible court cases.

3. Copy the completed log sheet before giving it to the spokesperson. Place the copy in a file to be maintained for several years.

4. Never transfer a call to voicemail OR to the spokesperson before completing this log. 5. Support staff must not answer the reporter’s questions. Decline politely and refer the

reporter to the spokesperson. Name/location of person taking message __________________________________

Date of Call _________________________ Time of Call _______________________

Reporter’s name _______________________________________________________

Media Outlet ___________________________________________________________

Call back telephone number ______________________________________________ Reporter’s deadline

_____________________________________________________

What information does the reporter want?

What information does the reporter already have? (They won’t want to give this to you.) ___________________________________________________________________________ Person to whom the Reporter was referred: __________________________________


E. PARSONAGE STANDARDS Parsonage standards provide uniformity so that ministers and churches may know

what to expect of each other and to minimize moving and storage expenses. It is understood that some churches provide a housing allowance in lieu of a parsonage.

In order to provide an atmosphere that enables clergy to care for their families, and to provide economy, convenience, and good will for both parsonage families and churches, we propose the following standards:

A. Energy efficient heating and cooling facilities. B. Stove, refrigerator, dishwasher, washer, and dryer. C. Furniture for living room, dining room, and one bedroom. D. Shades or blinds and curtains or draperies for all windows. E. Suitable floor coverings. F. Adequate lawn mower or adequate hired care for the parsonage yard, the choice of which shall be provided to be negotiated with the pastor. G. Proper insulation, storm windows, and storm doors. H. Garage or carport. I. Dead bolts for all exterior doors.

We further recommend that:

A. Storage of the items listed above, should the parsonage family wish not to use them, shall be provided by the parsonage family, and that storage of items not listed above shall be provided by the charge. B. All parsonage furnishings shall be bought new, with worn out furnishings being replaced in a timely manner. C. Telephones with jacks be available in each room. D. An adequate amount shall be carried in a parsonage account or in the annual budget for the charge to maintain, repair, or upgrade parsonage and furnishings when necessary. E. Any charge buying, building, or renovating a parsonage shall select either a house plan or a house that:

1. Provides accessibility to persons with handicapping conditions and keeps steps to a minimum in accordance with 2543.3b of The Book of Discipline (2004); 2. Offers at least three bedrooms, but preferably four bedrooms; 3. Includes at least one and one half bathrooms, but with two bathrooms or more being preferable; 4. Includes both a living room, and a family room or den; 5. Provides adequate closet or storage space for the parsonage family; 6. Provides a garage or carport; 7. Includes the trust clause required by 2503.2 of The Book of Discipline (2012).

As required by 2542.4 of The Book of Discipline (2004), the Parsonage

Committee, the Trustees, or a committee of the Chairperson of the Trustees, the Chairperson of the Pastor Parish Relations Committee, and the pastor shall schedule an annual review of the parsonage in cooperation with the parsonage family, and report their findings to the Administrative Board/Council, and include their report as part of the Pastor Parish Relations Committee report at Charge Conference. Said report shall include at least the following:


1. A declaration that the parsonage meets the standards set forth by the Tennessee Annual Conference or details how and when the charge shall bring its parsonage into alignment with these standards.

2. The age and condition of appliances

stove__________ refrigerator__________ dishwasher__________ washer__________

dryer__________ lawnmower__________ central heat and air__________

3. The age and condition of furniture

living room__________ dining room__________ bedroom_________ other__________ 4. The date when the parsonage was last painted

interior__________ exterior__________ 5. The annual budget or the amount in the parsonage account for parsonage maintenance and improvement____________________________________

F. SAFE SANCTUARIES Safe Sanctuary Procedures for District and Conference Young People’s Ministry Events in the Tennessee Conference of the United Methodist Church

Definition of Terms Adult- An adult is a member of the Church Youth Leadership Team. This person is at least 5 years older than the oldest youth member of the church group.

Church Youth Leadership Team: The Church Youth Leadership is the group of adults responsible for the local church group attending an event.

District Youth Coordinator- is a member of the District Youth Leadership Team. The District Youth Coordinator develops and organizes fellowship and training opportunities at the district level.

Host Mission Family- This refers to the mission site (home) that the youth group is serving. It may also mean the home where the youth group is given the opportunity to shower and freshen up prior to a meal during a local retreat such as Hands and Feet Mission Retreat.

Ministry Leader- Can be interchangeable with youth coordinator/director or Pastor. This person is the lead contact for the group attending the ministry event.

Mission Event- A mission event is an event such as but not limited to Hands and Feet Mission Retreat

Reasonable Adult/Youth Ratios- 2:16 at retreats/rallies/meetings; 2:8 at offsite camps and mission trips.

Staff/Volunteers- A staff/volunteer for an event is a person who is selected to assist with the event and is not connected to a church attending the event. This may include overnight security on camp facilities or in hotel settings.


Youth Coordinator/Director- The youth coordinator/director for the purposes of this document is considered the lead youth minister from the local church.

The purpose of these procedures is to ensure the safety and reduce the risk of harm for all persons participating in Conference and District Young People's Ministry events.

1. Two Adult Rule: During all conference events one adult will not be alone with any

number of youth. For small group activities where one adult supervises one group, two or more groups are to meet in sight and sound of each other. The ministry leader may also decide to combine groups to ensure the safety of all parties. Small Group sizes will be determined by the size of the group, but should not exceed reasonable adult/youth ratios.

2. Five Year Older Rule: Persons supervising youth will be at least 5 years older than the oldest youth participant. It is expected that all staff/volunteers be at least 21 years of age or older and have completed a background check, interview with the Director of Young People's Ministries, and Safe Sanctuary training.

3. Adult/Youth Ratio: The adult/youth ratio will be at least 2:16 at retreats/rallies/meetings with the understanding that one adult will not be alone with any number of youth (refer to Procedure I). The ratio for offsite camps and mission trips will be 2:8. Some events may require smaller ratios. If so stricter requirements will be communicated to all adults and churches prior to the event through registration confirmation packets as well as through emails and the conference youth website.

4. Male/Female Adults: When a group from any local church consists of both genders, the accompanying adults shall also be of both genders. This also applies to small groups and mission worksite groups.

5. Background Checks: All adults at conference youth events will be expected to have a background check, training on the local church's Safe Sanctuary Policy and Procedures*, as well as a review of these procedures. Each church will sign a verification form listing each adult attending the event signed by the youth coordinator/director and Pastor. The verification form will serve as a confirmation that each adult has completed the requirements for participation. (If your church does not have a Safe Sanctuary policy and/or background checks are needed contact Mary T. Newman, Safe Spaces Administrative Assistant at 615-329-1 177 for help.)

6. Medical Release/Registration Form: All youth and adults attending Young People's Ministry Conference events shall have a completed medical release form and completed parental permission form. The medical release form will be valid for a 1-year period beginning with the first event for which it is submitted, it is expected that a new form will be submitted if a change in medical status occurs. The parental permission form will be submitted through the entry form process for each event. All forms will be kept in a secure database at the Conference office; they will be referenced as needed for each event.

7. Youth Leader Responsibility: It is expected that the youth coordinator/director from the local church maintain a copy of each attendee's form at all times. These forms should be carried with the group traveling to and from events.

8. Check-In Procedure: The Church Youth Leadership Team should develop a consistent check- in procedure during the event to meet with the church group. These should be spread throughout the event and event day.

9. Lodging for overnight events: There will be separate sleeping areas/rooms for males and females at all conference-sponsored events. When there are several rooms/cabins of youth, there will be at least

10. Lodging for overnight events: There will be separate sleeping areas/rooms for males and females at all conference- sponsored events. When there are several rooms/cabins of youth, there will be at least two non-related adults of the same


gender in the room/cabin 11. Showers: In the event of open showers, separate shower times for youth and for adults

shall be designated to prevent youth and adults showering together. If this is not possible, swimsuits will be required

12. District Youth Ministry: District Youth Coordinators and adults serving on the Conference Council on Youth Ministries (CCYM) and the District Council on Youth Ministries (DCYM) shall be at least 23 years of age.

13. Two Adults at Mission Sites: There will be two adults at each work site at all times on mission project sites. (Procedure 7 applies.)

Mission Site Responsibility: No youth will be alone with an adult from a host mission family during a mission event. This includes host pastors, congregation members, homeowners, clients of mission agencies, etc. Likewise, an adult mission team member will not be alone with a youth from the host mission. Updated: 5/26/2011

standing rules, policies, and procedures

Documents