Chapter Six of the Discipline of the Primitive Methodist Church in the U.S.A.

CHAPTER SIX OF THE DISCIPLINE
600 THE LOCAL CHURCH Definition: The local church is a congregation of Christian believers organized for the worship of God (see paragraph 101). The local Primitive Methodist Church is a part of the denomination known as the Primitive Methodist Church in the United States of America. All property is owned by the Primitive Methodist Church in the United States of America. 601 THE QUARTERLY CONFERENCE The Quarterly Conference is the highest official body of the local church. It is the governing body to which all organizations, committees, boards and ministries are responsible. It administers mainly the spiritual activities, delegating others, such as financial, social, and educational, to boards, organizations, committees and ministries. The following, who shall be approved members in good standing, shall comprise the Quarterly Conference: Pastors, Local Preachers, Local Church Elders, Deaconesses, the Station Steward, Church Clerk, one (1) representative from each approved organization, the youth director, and as members at large, a number of church members equal to one fourth (1/4) of the membership of the Quarterly Conference. The body shall determine the number of meetings. It is recommended that the Quarterly Conference meet every three months. The Pastor shall chair the meeting, or in his absence, the Station Steward shall preside. Special meetings may be called as needed. The Quarterly Conference must meet to approve the Annual Report for Conference (to be received by the District Superintendent by January 31) and the Annual Report for the District. Quarterly Conference meetings shall begin with devotional preparation and prayer. Following the confirmation of minutes of the previous meeting, business shall include the following: 1. Grant approval to candidates for Primitive Methodist ministry, as well as Local Preachers. These are to be referred to the District for examination and endorsement. 2. Receive and act upon reports from committees and boards. 3. Name special appointments and committees if necessary, and confirm the establishment of new organizations. 4. Arrange for the sacrament of the Lord's Supper and special services, and prepare the church calendar. 5. Receive and act upon complaints and appeals. 6. Act upon any required changes in the membership roll (see chapter 7). 7. Confirm the election of organizational officers and other ministry participants. 8. Confirm actions of congregational meetings. 9. Conduct any other business that is necessary. Special Appointments and Committees Missionary Secretary-Treasurer. A secretary-treasurer may be appointed to receive, record and disburse all contributions received for missions. A Missionary Committee may be appointed for the purpose of promoting the general missionary program of the church. The missionary secretary-treasurer shall be a member of this committee. A person may be appointed to care for the preparation of the Lord's Supper. Ministers of music, song leaders, choir directors and organists shall be appointed by, and subject to, the Quarterly Conference. A Membership Committee, consisting of four (4) members plus the Pastor, shall be appointed. The Pastor shall be chairman of this committee. The committee shall approve membership applications, and shall prepare an annual report of status of the membership of the church. Instruction classes All of our Pastors shall see that junior and/or adult membership classes be organized for all individuals wishing to join the church. The Pastor may appoint Christian leaders to assist him in the instruction of these classes. Instruction classes must be approved by the Quarterly Conference. 602 CONGREGATIONAL MEETINGS All congregational meetings shall be announced from the pulpit and the time for the meeting printed in the church bulletin two consecutive Sundays prior to the meeting. Exception: to further discuss business relating to the previously called meeting, this rule may be waived. All congregational meetings properly announced shall be considered official - those who attend will be considered a quorum for conducting business. The Pastor is to chair all congregational meetings, except the congregational meeting for invitation of Pastor. Voice and vote at all congregational meetings shall be restricted to the approved active adult members of the church who are present at the meeting. Absentee ballots are not valid. The action of all congregational meetings shall be confirmed by the Quarterly Conference. Delegates to the Conference and the District Conference may be elected at any congregation meeting, except the congregational meeting for invitation of Pastor. A. The Annual Congregational Meeting for the Election of Officers and Pastoral Relations Committee This meeting shall be held at such time as specified in the church charter, or as the church authorities may direct for the election of officers. The following officers shall be elected: Station Steward, Church Clerk, at least two Financial Stewards, Financial Secretary, the required number of Trustees, the Pastoral Relations Committee, and Quarterly Conference members-at-large. (see Quarterly Conference membership, chapter 601) Tenure and Duties of Officers Elected at the Annual Congregational Election Station Steward: Tenure of office - one (1) year. In a church where the Local Church Elder office exists the Station Steward would be elected from among this staff. Duties: he shall have oversight of the church in the absence or disability of the Pastor; he shall assist the Pastor when requested; he shall preside over the annual Congregational Meeting for Invitation of Pastor. Church Clerk: Tenure of office - one (1) year. Duties: The Clerk shall be the secretary of all congregational meetings and the Quarterly Conference. Financial Stewards (at least 2): Tenure of office - one (1) year. Duties: the Financial Stewards shall receive all offerings of the church services, prepare a report and present the offerings and the report to the appropriate church treasurers. This shall be done as soon as possible after the church services. Financial Secretary: Tenure of office - one (1) year. Duties: the Financial Secretary shall record all contributions and present a statement thereof to each contributor. Trustees: the Board of Trustees shall consist of not less than three (3) nor more than nine (9) members. Tenure of office - one third (1/3) of the trustees shall be elected annually and shall hold office for three (3) years. All trustees shall be members of the local church. Note: the church should consider the legal age requirements of the state in electing trustees. Duties: the Trustees shall be responsible for the properties and the finances of the church. (See guidelines for Trustee Board meetings in paragraph 603). Pastoral Relations Committee: The Annual Meeting for the Election of Officers of the Church shall elect three (3) to five (5) persons, one of whom shall be the Station Steward, to serve as the Pastoral Relations Committee. 1. This committee will serve in a counseling capacity to the Pastor to discuss the mutual concerns of the ministry of the total church during their term of office. 2. This committee will serve as an intermediary in the creation of a contract between the local church and the pastor in preparation for the Congregational Meeting for Invitation of Pastor. 3. This committee will also serve as liaison between the congregation and the Pastor in communicating ministry goals and negotiating salary. (Refer to Appendix 20-9) Other officers may be elected as deemed necessary. B. The Congregational Meeting for the Invitation of Pastor and the Pastor’s Response. The meeting will be held on the last Tuesday in March, or any of the three days preceding, during the second year of the two-year contract. If this date falls during Holy Week, the meeting will be held on the first Tuesday of April. The Church Clerk shall notify the District Superintendent, on the designated Tuesday, with the decisions of the Congregational Meeting for the Invitation of Pastor. The pastoral contract for ordained Elders will be for a two-year term. The salary may be set on an annual basis. No other business shall be transacted at this meeting. 1. Procedures for Invitation of an Ordained Elder. The congregation shall discuss the philosophy of ministry and vision for the church and the work of the Lord in the church with the leadership of the pastor in view. They shall discuss and set the salary, fringe benefits and all other items relating to the new pastoral term and invitation. A majority vote, taken by the active members present by paper ballot, is sufficient to recall the present pastor. No absentee ballots will be accepted. If the Congregational Meeting for the Invitation of Pastor is held on any of the three days preceding the designated Tuesday, then the Pastoral Relations Committee will meet with the pastor on the designated Tuesday to discuss the decisions of the church. A letter of invitation, setting forth the salary and fringe benefits, shall be presented to the pastor on the designated Tuesday. In the event the pastor does not accept the invitation, the congregation shall meet again as soon as possible and instruct the Pastoral Relations Committee how to proceed. These instructions can be to re-negotiate with the present pastor or contact other eligible ordained Elders. When the majority of votes cast are not in favor of the present pastor’s returning, the Pastoral Relations Committee will inform the pastor of the church’s decision, but not before the designated Tuesday. The church shall then follow the procedures in item 4. (Refer to item 5 for pastor’s response). 2. Procedures for Invitation of Pastor for Churches Served by Student Pastors or Conference Supplies. The congregation shall discuss the philosophy of ministry and vision for the church and the work of the Lord in the church with the leadership of the pastor in view. The congregation shall vote either to request the return of their current pastor or seek a relationship with an eligible ordained elder according to the procedure in item 4. They shall discuss and set the salary, fringe benefits and all other items relating to the new pastoral term and invitation. If the congregation votes not to request the return of their current Student Pastor, they are to instruct the Pastoral Relations Committee to inform their present pastor of their desire to seek another relationship either with an ordained elder at that time or with a pastor through the Annual Conference sessions. If the Congregational Meeting for the Invitation of Pastor is held on the designated Tuesday, then the Pastoral Relations Committee will meet with the pastor immediately following the meeting to discuss the decisions of the church. If the Congregational Meeting for the Invitation of Pastor is held on any of the three days preceding the designated Tuesday, then the Pastoral Relations Committee will meet with the pastor on the designated Tuesday to discuss the decisions of the church. No church is permitted to contact a Student Pastor for consideration as its pastor, unless he is presently serving that church (just as Student Pastors are not to contact churches). Instead, they may instruct the Annual Conference delegate to request the Stationing Committee to consider the stationing of a particular pastor. The church should consult with their respective District Superintendent concerning their interest. The Stationing Committee and Primitive Methodist Conference assigns Student Pastors and Conference Supplies to churches at the Annual Conference sessions. (Refer to item 9, Student Pastors and Conference Supplies). 3. Procedures for Pastoral Invitation for a Circuit. The meeting will be held on the any above designated dates. Each congregation shall meet separately, followed by a joint meeting, in order to reach a common decision. One Pastoral Relations Committee of three to five members from each church shall represent all churches on the circuit. When the circuit is pastored by an ordained Elder, the circuit shall follow the procedures listed under Procedures for Invitation of an Ordained Elder, item 1. When the circuit is pastored by a Student Pastor or Conference Supply, follow the procedures listed under Procedures for Invitation of Pastor for Churches Served by Student Pastors or Conference Supplies, item 2. When the circuit has no pastor, or is served by a District Supply, they shall follow the procedures listed under Procedures for Pastoral Invitation when the Church Has No Pastor, item 4. 4. Procedures for Pastoral Invitation when the Church Has No Pastor or Is Served by a District Supply. Churches in this status shall meet on any of the above designated dates. The church may discuss possible choices of eligible ordained Elders or the congregation may vote to leave themselves in the hands of Conference. They may set salary and fringe benefits and extend an invitation to an eligible ordained Elder. The Pastoral Relations Committee cannot make any commitments with an eligible ordained Elder other than the one authorized by the Congregational Meeting for the Invitation of Pastor. No invitation can be offered to an eligible ordained Elder before the designated Tuesday. If the church fails to secure a pastor they may continue to negotiate or contact other eligible ordained Elders following the election until the Annual Conference sessions. 5. Procedure for an Elder to Respond to the Congregational Invitation. The incumbent pastor, upon receiving the invitation from the congregation may accept the invitation, re-negotiate any differences with the congregation through the Pastoral Relations Committee, or decide not to accept the invitation. The final decision must be made known to the Pastoral Relations Committee as soon as possible and must be presented to the congregation in a written letter by the Sunday following the congregational meeting. When the pastor has accepted the invitation, the Church Clerk shall furnish a letter detailing the invitation, the salary and the fringe benefits. The letter of invitation, along with the acceptance letter of the pastor, will constitute a binding contract between the church and the pastor. The Church Clerk shall notify the District Superintendent as soon as possible that the contract has been completed. The District Superintendent will then notify the General Secretary. If the pastor declines the invitation of the church he should do so in writing. He then shall have the right to send his name to the General Secretary, the District Superintendents, and any church that is looking for a new pastoral relationship. An ordained Elder who has officially declined to accept an invitation may enter into a relationship with another church before the Annual Conference sessions. A church whose pastor has declined to accept their invitation shall have the right to send the name of the church to the General Secretary, the District Superintendents and to any eligible Elder in order to secure a pastor. The church may reset the salary, fringe benefits and all other arrangements when a new pastor is being considered. 6. Procedure for an Elder Who Will Not Be Renewing his Contract. Any time prior to the Congregational Meeting for the Invitation of Pastor, an Elder may decide he will not renew his contract with the church. He shall notify the church of his intent in writing. The church is then free to contact other eligible ordained Elders as possible candidates for their ministry. The Elder is now eligible to candidate. 7. Procedure for Termination during the Two-Year Contract. If the congregation or Pastor decides it would be in the best interest of both parties to terminate the contract in mid-term, they shall contact the District Superintendent prior to the Congregational Meeting for assistance and counsel in this matter. 8. Procedure for Candidating. The purpose for candidating is for the church and pastor to meet each other and discuss purpose and philosophy of ministry in order to see if there is a possibility of pursuing a pastoral relationship. Candidating can begin in January of the second year of the two-year term. Only an eligible ordained Elder is permitted to candidate as a potential pastor, since Student Pastors and Conference Supplies are stationed by the Conference Stationing Committee. All pastors candidating at an open church must notify their present church in writing that they are candidating (at an eligible church). Travel expenses of all candidates will be met by the inviting church. No commitments between a pastor and church shall be made before the designated Tuesday. An open church may contact an eligible ordained Elder at any time to arrange a date for that Elder to meet with the Pastoral Relations Committee and the congregation to candidate as a potential pastor. (We define ‘eligible’ pastors as men who have informed their churches of intention to candidate at another church. An eligible church is a church that has either been informed by their pastor that he is considering not returning, or has no current Ordained Elder as their pastor. If a congregation votes at the annual meeting for election of pastor to seek a relationship with another Elder, they have become eligible as well.) 9. Student Pastors and Conference Supplies The Conference Stationing Committee will station Student Pastors and Conference Supplies for a period of two years, unless the Student Pastor or Conference Supply is stationed during the second year of the two-year term. In this case the contract will expire at the end of that Pastoral year. All Pastoral Contracts expire at the same time. The Conference Stationing Committee has the authority to move a Student Pastor or Conference Supply in mid-term. C. Congregational Meetings for other purposes: Establishing Organizations: the local church may establish any organizations upon approval of the Quarterly Conference (for example, The Board of Christian Education - Appendix 10). Buildings and Properties: (also see ____) No new buildings or properties shall be purchased or erected without the consent of two-thirds (2/3) of the church members of legal age who are present at a duly called congregational meeting. Plans and financial arrangements shall be presented to the District Conference for approval. The action of the District shall be recorded in the Conference minutes. In the sale of property, the consent of two-thirds (2/3) of the church members of legal age who are present at a duly called congregational meeting shall be required. The sale must also have the approval of the District Conference and Conference or the General Committee. After payment of any indebtedness, the proceeds shall be applied to the purchase or improvements of other church properties. When a circuit is divided an equitable arrangement shall be made between stations regarding the disposition of properties. Discontinuation of a Congregation: Discontinuation of a Congregation requires a two-thirds (2/3) vote of active adult members present at a duly called congregational meeting specified for the purpose of conisdering discontinuing the congregation. The Conference President must be notified of this meeting and no such meeting shall be held without his approval. The Conference President and/or his representative(s) are to be present at this meeting. Should the motion to discontinue the congregation pass by the required two-thirds (2/3) vote, all local organizations shall cease to function within the church, and the Conference Trustee Board shall immediately assume control of all church properties and contents, and arrange for a complete inventory to be made. Nothing shall be removed from the premises by any person without the approval of the Conference Trustee Board. Borrowing: All borrowing must be approved by a two-thirds (2/3) vote. If a church wishes to borrow more than the amount set by Conference (currently $20,000), approval must be granted by the District and Conference. Local Church Name Change: Any local church name change must be approved at a congregational meeting by a two-thirds (2/3) vote. (See Conference Trustee Board Guidelines for Local Church Name Change). 603 PASTORAL RELATIONS COMMITTEE The purpose of this committee is to act as a liaison between the pastor and congregation. This committee, elected at the Annual Election of Church Officers, shall be composed of 3 to 5 members, one of whom shall be the Station Steward, for a term of two (2) years that will coincide with the current term for the pastoral contract. It is not a complaint committee, but rather advises in the maintaining of a harmonious working relationship between the pastor and the congregation. In a circuit, the Pastoral Relations Committee will consist of each of the Pastoral Relations Committees which has been duly elected from each church. A. Duties The Pastoral Relations Committee should act as a support to the pastor, offering encouragement and discussing matters of mutual concern to both pastor and congregation. They are to assist in working out any misunderstanding which might arise. The Pastoral Relations Committee may meet with the pastor at any time during the two-year term to discuss the work of the church under his ministry. Prior to the Congregational Meeting for the Invitation of Pastor, the committee will meet with the pastor to discuss the work of the church under his leadership. At the Congregational Meeting for the Invitation of Pastor, a discussion will be held, with input from the Pastoral Relations Committee, in regard to the work of the church under the pastor’s leadership as well as salary, fringe benefits and all matters relating to the new pastoral contract. This is to be a positive time of discussion. Should the pastor decide not to accept the contract, the Pastoral Relations Committee, or an appointed member or members of the Pastoral Relations Committee, may negotiate with any eligible ordained Elder who has not accepted a contract. The Pastoral Relations Committee cannot make any commitments with an ordained Elder other than that authorized by the Congregational Meeting. B. Authority This committee has only the authority granted by the congregation at the Congregational Meeting for Invitation of Pastor. It cannot make any commitments on its own. It acts to carry out the decisions of the congregation. 604 THE BOARD OF TRUSTEES The Board of Trustees administers the church properties for the benefit of the church. Membership: The Board shall consist of not less then three (3), nor more than nine (9) persons. The following officers shall be elected annually: president, vice-president, secretary and treasurer. The Board may fill all vacancies until the next Congregational Meeting for the Election of Officers. The Pastor shall have the right of attendance, voice and vote at the meetings of the Board. A member may be removed for cause by two-thirds (2/3) vote of the Board. The Board may appoint a church treasurer who may not be a member of the Board, but must be a member of the church. Duties: The Board of Trustees shall be responsible for the maintenance of all church properties and shall make an annual inspection of the same. The Board is authorized to allow the properties to be used by organizations or persons when such use is not injurious to, and does not conflict with the design of said properties, and when not inconsistent with the Discipline or doctrine of the Primitive Methodist Church or the laws of government. The Board shall be responsible for administering all funds, except as otherwise provided by the Discipline. The Board shall make an annual report to the Quarterly Conference. 605 LOCAL CHURCH ELDERS (optional) Definition: A ministry staff appointed by the Pastor to assist the Pastor in the work of spiritual leadership in the church. As members of the Quarterly Conference (see paragraph 601), Local Church Elders would contribute to the administration of the church, but their major emphasis would be ministry. In a church where the Quarterly Conference votes the establishment of this office, the Quarterly Conference shall prepare and approve a written statement of organization, specifying the selection and approval process, a program of training, the specific organization of Local Church Elders, means of evaluation, accountability and review, relationships with the church, and other specifics seen fit by the Quarterly Conference. Responsibilities of Local Church Elders: Local Church Elders shall assist the Pastor in bearing responsibility for the ministry of the church, such as worship, observance of communion, membership training and orientation, care for the flock (example, shepherding, exhorting, oversight, guarding, correction and reproof), teaching, evangelism, missions, defense of the faith, visitation, Christian education, stewardship, music, etc. Qualifications of Local Church Elders: We look to the following specific scripture texts for these qualifications: I Timothy 3:1-7; Titus 1:5-9; I Peter 5:1-4; Hebrews 13:17. Functional Qualifications: 1. A desire and capacity to study the Scripture and apply its concepts to personal life. 2. Ability to recognize a clear call from God in seeking this office. 3. A demonstration of spiritual and pastoral gifts. 4. Emotional and spiritual maturity manifested by stability. 5. Christian leadership demonstrated in the home. 6. A teachable spirit and an ability to teach. 7. A commitment to the church and the ministry under the leadership of the pastor. 8. A good reputation and respect within the church and among the community. 9. Hospitality. 10. In full agreement with our doctrine and practices. Term of Office: No less then two (2) years with no limit of tenure. Recognition: a service of consecration should be a most solemn experience for the Local Church Elder and the Congregation. Discipline: a person found unfit for this office may be removed by a vote of the Quarterly Conference only after following the requirements of Matthew 18:15-17 and after every attempt at restoration is made according to Galatians 6:1 and with the recommendation of the Pastor. A Local Church Elder removed for cause may be reinstated in the same manner as first appointed following repentance and correction of the problem.
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