The Audio-Visual Committee is responsible for the oversight and facilitation of audio-visual ministries for the church.  Its primary mission is to expand our worship experience beyond the walls of our church through streaming video and other recording resources. The committee will provide support and vision for future development of resources.  It shall consist of three members, or such greater number as the Church Council may from time to time determine, at least one of whom shall have no audio-visual expertise. 

The Board of Trustees is responsible for all business, financial, and property matters affecting the Church.  The Board of Trustees shall consist of ten elected men and women, including the Senior Trustee and the Treasurer.  Members of this Board, other than the Treasurer, shall be elected at the Annual Meeting for three-year terms and are eligible to be elected for two consecutive terms.  All Board members shall be members or associate members of the Church.  Special meetings of the Board of Trustees may be called by either the Senior Trustee or the Treasurer.  The specific responsibilities of the Board of Trustees are:

a. Review payments by the Treasurer and Bookkeeper of bills of the Church.

b. Prepare a written financial statement for the past year and a proposed budget of expected income and expenses for the coming year to be presented to the Annual Meeting.

c. Supervise investments of the Church, including the Endowment Fund.

d. Assure that no real estate or other capital assets are mortgaged, sold, or given away without a vote of the congregation at its Annual or Special Meeting.

e. Approve payment of unbudgeted bills up to a maximum of $5,000 without approval of the congregation.

f. Develop and maintain financial policy guidelines.

g. Develop and maintain church property policy guidelines.

h. In coordination with the Pastor, develop and maintain policy guidelines and job descriptions for the employees of the Church.  In addition, oversee employee relations, engage and negotiate contracts for employees, paid staff and contractors, and if necessary terminate employees.  

i. Appoint subcommittees as may be required.  Subcommittees may include, but are not limited to: Budget Preparation, Church Property Policy, Buildings and Grounds, Insurance, Investment, and Employee Relations.  

j. Receive and review the Treasurer’s Annual Review of Church Finances.

k.  Appoint an Auditor, who shall:

     (1) Audit, as directed by the Board of Trustees, the financial statements of the Church in accordance with auditing standards generally accepted in the United States. 

     (2) Review and assess the Church’s financial procedures and controls.

     (3)  Report in writing the results of the audit to the Board of Trustees.

     (4) Conduct special audits as may be directed by the Board of Trustees or requested by the Church Council. 

The Auditor need not be a member of the Church, but if a member, is not eligible to serve as Treasurer, Assistant Treasurer, or Trustee.  The Auditor shall report directly to the Board of Trustees. 

l. Appoint from time to time one or more Assistant Treasurer(s) for such term as the Board of Trustees shall see fit.  The Assistant Treasurer(s) shall be a member(s) of the Church.  They shall report directly to the Treasurer and secondarily to the Board of Trustees.  The Assistant Treasurers will be bonded as directed by the Board of Trustees.  Their duties and responsibilities shall be as assigned by the Treasurer or the Board of Trustees.

m. Retain from time to time legal counsel, as required.

In concert with the Pastor, the Diaconate is responsible for all worship and spiritual matters of the Church, and for assisting the Pastor with pastoral responsibilities.  The Diaconate shall consist of twelve elected men and women, including the Senior Deacon.  Members of the Diaconate shall be elected at the Annual Meeting for three-year terms and are eligible to be elected for two consecutive terms.  All Diaconate members shall be members or associate members of the Church. The Diaconate may appoint a Junior Deacon (under 21 years), who shall have a voice but no vote at meetings of the Diaconate.  The specific responsibilities of the Diaconate are:

a. Assist and advise the Pastor in all matters pertaining to the spiritual interests and welfare of the Church.

b. In consultation with the Pastor, oversee the use of the sanctuary and all services of worship and the supply of the pulpit in the absence of the Pastor. 

c. Assist the Pastor in the preparation and administration of the sacraments.

d. Participate in the reception of new members, confirmation, baptism, and other services.

e. Welcome all candidates for membership in the Church.

f. Cooperate with the Pastor and trained lay ministers in visiting the sick, incapacitated, and disaffected members of the Church.

g. Receive, evaluate, and resolve instances of friction or ill feeling among members of the Church, its officers or Pastor.  Specifically, any criticism of the Pastor should be submitted to the Diaconate, which may refer such instances to the Pastoral Relations Committee.  

h. Coordinate with the music program of the Church.  It shall appoint annually a Music Committee as a subcommittee of the Diaconate, which shall include at least one member of the Diaconate and one member of the choir.  The Music Director shall serve ex officio.  The Music Committee will coordinate with the Diaconate by making reports and recommendations in matters affecting the music program, as needed, and shall provide a report for the annual meeting. 

i. Recommend to the congregation for election to the position of Honorary Deacon members who have served the Church long and faithfully.  Those elected shall be honored at a Sunday service by the Pastor and Diaconate.  Honorary Deacons shall serve for life, but without vote.

j. Review and update the Clerk’s membership lists on an annual basis, including transfer of members to the inactive roster.

k. Appoint subcommittees as may be required. 

The Faith Formation Committee is responsible for ensuring the availability of church educational activities that enhance the understanding and development of our faith.  It shall consist of at least three elected members. 

The Hospitality Committee is responsible for creating and promoting a welcoming environment and encouraging activities that support fellowship among congregants and visitors.  It shall consist of at least six elected members. These responsibilities include:

a.   Planning special events, as needed.

b.  Organizing Sunday Coffee Hour – identifying hosts and purchasing supplies.

c.  Maintaining the church kitchen.

The Investment Committee is a Subcommittee Appointed Annually by the Trustees and not voted upon by the membership consisting of a minimum of five members and is responsible for more direct oversight and execution of the Investment Policy. At least two members of the Investment Committee shall be members of the Board of Trustees while the rest may be other Church members selected for their knowledge of investments or experience in the Church. Committee members will serve a three-year term, renewable for subsequent three-year terms at the discretion of the Trustees.

The Trustees, together with the Investment Committee, shall appoint a professional investment advisor to aid in the implementation and execution of this Policy.  Specific investment advisor/manager responsibilities are outlined in Exhibit III.

The Investment Committee shall furnish a written report on the performance of the Portfolio quarterly to the Board of Trustees.  The Board of Trustees shall provide the congregation with a written report on the activity and performance of the Portfolio for the prior year at the annual meeting of the Church held each January.

A legacy giving society of the Congregational Church of Boothbay Harbor. New members will be recognized should they wish at either the annual meeting or on John Murray Sunday. The governing committee shall consist of at least one Deacon and one Trustee as well as the Treasurer and Pastor. Trustees will appoint new committee members as needed and continuity is important.

The committee shall serve as a point of contact and communication for members of the congregation who wish to consider a legacy gift to the church. Its meetings and minutes shall be kept confidential within the committee. It shall have no authority beyond that specified herein.

The committee will be responsible to the Board of Trustees

Timeline Of Duties

January-announce new members at the Annual Meeting

March-recognize new members in the newsletter and invite them to John Murray Sunday in July

July-announce new members on John Murray Sunday

September-recognize new members in the newsletter and invite them to the Annual Meeting in January.

The Long Range Planning Committee is responsible for developing future goals for the Church.  It shall consist of at least four elected members.  The specific responsibilities of the Long Range Planning Committee are to plan in the following areas: 

a. Capital improvements;

b. Church growth;

c. Educational trends;

d. Relationships with other organizations; 

e. Operations and finance; and

f.   Other areas that affect the future of the Church.

The Mission Committee is responsible for directing the financial benevolence activities of the Church.  It shall consist of at least six elected members.  The specific responsibilities of the Mission Committee are:

a. Inform the congregation about specific mission projects and taking the views of the congregation into account in its allocations. 

b. Coordinate the giving of the Church.

c. Select beneficiaries of undesignated or unrestricted mission funds and advise the Treasurer to disburse those funds accordingly.

d.   Lead or encourage community outreach activities that serve the mission of the Church. 

A Subcommittee Appointed Annually by the Diaconate and not voted upon by the membership (no minimum number of members; no term limits; shall include at least 1 member of the Diaconate and 1 member of the choir; the Music Director and Bell Choir Director shall serve ex officio.)

The committee makes decisions regarding the music program of the church, supporting the choir and bells director.

The Stewardship Committee is responsible for overseeing the annual pledge campaign in support of the operating activities of the Church.  It shall consist of four to six elected members. The specific responsibilities of the Stewardship Committee are:

a. Educate the members and friends of the Church regarding the involvement of our time, talents, and resources in the service of God and the Church.

b. Plan, organize, and implement the pledge campaign of the Church.