Personnel Policy. Kingsville Baptist Church. Ball, Louisiana

Transcription

1 Personnel Policy Kingsville Baptist Church Ball, Louisiana

2 TABLE OF CONTENTS Introduction... 3 Personnel Committee Duties... 4 Employment: Defined... 5 Hiring and Terminations... 5 Letter of Employment... 6 Responsibilities... 6 Personnel Files... 7 Needs Assessments and Performance Evaluations... 7 Compensation Benefits... 8 Reimbursable Expenses... 8 Holidays... 9 Time Off, Sick Leave, Vacation & Other Authorized Absences Employee Grievances...11 Sexual Harassment Alcohol, Drugs, Pornography and Gambling Policy Revisions, By Year APPENDIX KBC Organization Chart... A-2 Job Descriptions: Pastor... A-3 Minister of Administration/Families/Adults... A-5 Minister of Music... A-7 Minister To Students... A-8 Minister To Children and Their Families... A-10 Church Secretary... A-12 Financial Secretary... A-13 Records Secretary... A-14 Receptionist... A-15 Janitor...A-16 Custodian... A-17 2

3 INTRODUCTION Welcome to Kingsville Baptist Church (KBC). We, the church family, appreciate you as a valued employee of this congregation. We recognize you for the special talents and abilities that you bring to our ongoing ministries. We consider you to be a blessing from God and look forward to working with you as a member of the KBC staff. As a member of our church staff, you represent the ministry of Kingsville Baptist Church in both your work life and your private life. The church family expects you to strive to live your life in a manner consistent with the teachings and example of our Lord Jesus Christ. The ministries of Kingsville Baptist Church require dedication, mutual understanding and cooperation of all employees. The Christian spirit must be evident in all activities of the workplace. This Policy contains information that applies to all employees of the church.* It is recognized that this Policy will not contain policies that meet the specific needs of every situation that may arise in the workplace. The church reserves the right to modify, supplement, rescind or revise any part of the Policy as deemed necessary and appropriate. Any change will be approved by the church membership and provided as a written supplement to the Policy and individually to each employee. Reference to Policy herein shall mean as so modified, supplemented, rescinded and revised. This Policy should be reviewed annually and may be revised as deemed necessary to provide adequate and contemporary guidelines for employment with Kingsville Baptist Church. This Policy shall supersede all previous policies. *Mother s Day Out and Extended Teaching Care have their own Personnel Policy. 3

4 DUTIES OF THE PERSONNEL COMMITTEE MEMBERSHIP AND TERM OF OFFICE: This committee shall be composed of six (6) members for rotating terms as follows: two 3-year terms; two 2-year terms; and two 1-year terms. PERSONNEL COMMITTEE MEMBERS SHOULD BE: DUTIES: a. A person who is an active and faithful member of the church and has given ample evidence of a genuine conversion experience with Jesus Christ. b. A person whose past church responsibilities have provided a thorough knowledge of the church and its operations. c. Special consideration should be given to persons who meet the above qualifications and possess experience in hiring and/or supervising personnel in business or industry. a. The Personnel Committee is designed to assist the ministerial staff in their ministry and the non-ministerial staff in performing their jobs. The Committee will use this Policy as a guideline. b. The Committee is responsible for defining the job responsibilities of all employees. Job descriptions will be developed and maintained on file in the church office. c. When a vacancy for a non-ministerial position is established, the Committee shall assist the supervisor in the hiring process as outlined in the Personnel Policy. d. Establish a salary/benefits package for new employees. e. Responsible for the semi-annual needs assessments of all employees as outlined in the Personnel Policy. f. Make recommendations on annual salaries and other compensation adjustments. g. Assist the Pastor and other supervisors in all personnel issues. h. Review and update the Personnel Policy annually. 4

5 I. EMPLOYMENT: Defined To ensure the consistent and fair administration of policies and benefits, Kingsville Baptist Church employees must be classified as full-time, part-time or temporary. Employees must also be classified as exempt or nonexempt. a. A full-time employee is an individual who regularly works 36 or more hours per workweek and is hired for an indefinite period. b. A part-time employee is an individual who regularly works less than 36 hours per workweek and is hired for an indefinite period. c. A temporary employee is an individual hired either part-time or full-time for a specified, limited period. This period is determined at the time of the Letter of Employment and may be months or years. Full-time, part-time and temporary employees may be classified as either exempt or nonexempt, depending on the primary duties required of the position, as well as the actual duties performed by the employee. a. A nonexempt employee is subject to the minimum wage and overtime provisions of the Fair Labor Standards Act (FLSA). Hours worked over 40 in a workweek are paid at a rate of 1½ their regular hourly rate. b. An exempt employee is exempt from the overtime and minimum wage provisions of the FLSA. Exempt employees are paid on a salaried basis. II. HIRING PROCESS a. Ministerial Staff: A search committee as appointed by the Committee on Committees and the church body will perform the search and interview process. b. Non-ministerial Staff: The Personnel Committee will work alongside the supervisor of said position to hire a replacement for a vacant position. The Personnel Committee or a designated hiring committee will conduct interviews and make recommendations to the supervisor. The supervisor will also have an opportunity to interview candidates. The supervisor will have the final word on hiring choice. c. New Positions: i. A minister or supervisor shall present a written justification and job description to the Pastor for approval. ii. After approval by the Pastor, this information shall be presented to the Personnel Committee, who will review the justification and job description to confirm the need or, after study, recommend internal job realignments to accommodate the desired functions of the proposed position(s). 5

6 iii. If the need is confirmed, the position shall be filled in keeping with the hiring process of non-ministerial staff. d. Employment at Will: Employment is with the mutual consent of the prospective employee and the church. Consequently, both the employee and the church have the right to terminate the employment relationship at any time, with or without cause or advance notice. This employment-at-will relationship may not be modified by any oral or implied agreement. Nothing contained in the Personnel Policy is intended to be or should be construed as a guarantee that employment or any benefit program will be continued for any period of time. III. LETTER OF EMPLOYMENT When a firm offer is extended to a potential full-time, part-time or temporary employee, a Letter of Employment shall confirm the offer. The letter shall be coordinated and cosigned by the Personnel Committee Chairman and the Pastor. It shall state the terms and conditions of the employment offer, the specific initial salary and other benefits, the job title, the title of the supervisor and a description of duties. The employee is required to sign the letter, and it shall remain in his/her personnel file. A copy shall be furnished to the employee. IV. RESPONSIBILITIES: a. The responsibilities of each full and part-time position, ministerial and nonministerial staff members are listed in the Appendix of this Personnel Policy. b. The Pastor is ultimately responsible for the work of all employees of the church. The KBC organizational chart describes the lines of accountability (See Appendix). The Personnel Committee assists both the church family and the church staff in matters relating to personnel administration. c. Church work requires close association with and cooperation from each member of the staff. Questions coming from personnel related issues should be resolved through the immediate supervisor or, if necessary, discussed with the Pastor. The Personnel Committee will be available to assist in resolving problems when called upon. V. PERSONNEL FILES a. All information concerning an employee of KBC shall be kept in individual personnel files. Personnel files will be maintained by the Personnel Committee and located securely in the church office. The employee may request to see his/her personnel file, but the file may not be removed from the church office. b. Salaries at KBC are public record. Salaries are printed in the annual budget and monthly financial records. 6

7 VI. NEEDS ASSESSMENT AND PERFORMANCE APPRAISALS a. Ministerial staff: The Personnel Committee shall conduct a needs assessment for each ministerial staff member every six months. Notes from this meeting shall be kept in the minister s personnel file, and pertinent matters shall be brought before the appropriate committees. b. Non-ministerial employee: The supervisor shall conduct a needs assessment for each non-ministerial staff member every six months. In addition, supervisors shall conduct semi-annual performance evaluations for each employee. Notes from this meeting shall be kept in the employee s personnel file, and pertinent matters shall be brought before the Personnel Committee by the supervisor and/or employee. c. Privacy: Due to the public nature of salaries and hourly wages at KBC, at no time would performance evaluations be so directly tied to salary so as to lead someone to associate evaluation scores with salary. Performance evaluations will remain confidential. VII. COMPENSATION a. All employees are paid weekly. All non-ministerial employees will keep a record of time worked. This is to be submitted to the employee s supervisor weekly. The pay period is from Monday to Sunday with employees being paid on Monday for the previous week s work. b. Payment is made by check or direct deposit. Checks shall not be issued prior to the scheduled date except when the scheduled date falls on a holiday or during an employee's scheduled vacation or convention/conference time away. c. New Salaries: The Personnel Committee determines salaries for new employees. The Committee does this by reviewing the latest compensation data from the Southern Baptist Convention. Other factors taken into consideration are the previous salary of the candidate, past experience, education and local salary data of similar positions. Salaries of other KBC staff are not a factor. d. Moving Expenses: Newly employed ministers may be entitled to moving expenses as determined by the Personnel Committee. If allowed, the minister shall submit an itemized statement of out-of-pocket moving expenses for reimbursement within the allowance previously determined. e. Salary Increases: Increases for all employees are considered annually. Recommendations are made from the Personnel Committee to the Finance Committee to be included in the annual budget. Due to the public nature of salaries and hourly wages at KBC, increases are not based on performance evaluation scores. 7

8 f. Overtime: Overtime must be requested by a non-exempt employee and approved by the supervisor before the overtime hours are worked. Exempt employees are not eligible for overtime. VIII. BENEFITS a. Ministerial staff receives a salary/benefits package. Of this total package, 15% is designated benefits. The ministerial staff can designate 15% towards any benefits they so desire. The remaining 85% of the salary/benefits package is considered taxable salary. b. A cell phone package is paid for by the church for all ministerial staff to have unlimited cell phone usage. IX. REIMBURSABLE EXPENSES a. Reimbursements: Under the Kingsville Baptist Church Accountable Reimbursement Plan specific documented expenses will be reimbursable to staff members and are not included in the pay package budgeted annually. All fulland part-time ministers, interim ministers, interns, and office personnel will be allowed reimbursement of mileage in the use of a personal vehicle for activities related to fulfillment of ministry duties. The mileage reimbursement will be based upon the annual IRS allowance per mile. Full-time ministers on staff also will be allowed reimbursement of other ministry related expenses, specifically meals at lunch meetings and ministry specific materials. Under the plan, the amount of these reimbursements should not be reported as taxable income on W- 2 forms or Form 1040, and there are no deductions for the employee to claim. Reimbursements are to be made only upon submission of adequate documentation of mileage and other expenses, and receipts are required for expenses of $25 or more. To receive reimbursement, employees must submit a copy of the Kingsville Baptist Church Expense Form, along with appropriate receipts, to the Financial Secretary within 60 days of the expenditure as suggested by the IRS. The Financial Secretary will review and initial each form, ensuring appropriate receipts and information are provided, and secure approval by the Finance Committee Chairman. Upon approval by the Finance Committee Chairman, a reimbursement check drawn on the church s General Fund account will be provided to each employee within 10 days after submitting the expense form. b. Documentation: The Kingsville Baptist Church Expense Form shall provide for information documenting miles driven during ministry-related activities, showing the date, location and purpose of the activity. Other expenses will be recorded as to date, the specific expense, amount, entity purchased from, and ministry or business nature of each expense. The expenditures for these reimbursable expenses will be monitored closely by the Finance Committee, and the budgeted line items will be adjusted annually based on historical 8

9 information. The church will require the same degree of substantiation as would be required by the IRS for a deduction on a minister s income tax return. c. Other Travel Expenses: Expenses for camps, conferences, meetings, mission trips, revivals, etc. are to be covered in the budget request submitted annually to the Finance Committee. The church will not pay for any travel expenses that are reimbursed by another entity. X. HOLIDAYS The following dates are observed as paid holidays for all full-time employees: New Year's Day January 1 Good Friday Easter Holiday Memorial Day Independence Day July 4 Labor Day Thanksgiving Day after Thanksgiving Friday before Easter Monday after Easter Last Monday in May 1 st Monday in September 4 th Thursday in November Friday after Christmas Eve December 24 Christmas Day December 25 Day after Christmas December 26 New Year s Eve at noon December 31 When a holiday occurs on Saturday, the preceding Friday will be observed as the holiday. When a holiday occurs on Sunday, the following Monday will be observed as the holiday, unless otherwise designated by the Pastor. For those members of the ministerial staff whose responsibilities include church activities on any of the designated holidays, or whose day off falls on a holiday, another day may be scheduled with the time-off subject to approval by the Pastor. 9

10 XI. TIME OFF, SICK LEAVE, VACATION & OTHER AUTHORIZED ABSENCES Employees must make a written request at least seven days prior to time off for camps, conferences, meetings, mission trips, revivals or vacations. Coordination with other employees and major church calendar events will be considered. Upon agreement, the dates will then be posted on the church calendar to provide adequate time for adjustments to scheduled work activities. The Financial Secretary will maintain the records on employee vacation and sick leave time. The Pastor s requested time off will be considered and agreed upon by the Personnel Committee. The Pastor will notify the Personnel Committee of time off scheduled by any of the ministerial staff. a. Ministerial Staff Day Off: Ministerial staff is allowed one day off per week in consideration of the fact that Sunday is actually a working day for them. These days are to be scheduled so that only one ministerial staff is scheduled off per day. This day may be exchanged in whole or half-day increments for another day. b. Sick leave: All full-time personnel are eligible to take sick leave with pay according to the following guidelines: i. Each full-time employee shall earn sick leave at the rate of one-half day per month. If unused, sick leave may accumulate to a maximum of 15 working days. Sick days are available for use at the beginning of each calendar year. ii. The Personnel Committee and the church will address needs for additional sick leave on an individual basis. iii. The use of sick leave for the illness of an immediate family member normally requiring the dependent care of the employee requires approval of the supervisor. iv. Time off for doctor appointments for absences of more than two hours shall be taken out of sick leave (half-day increments only). v. When or if all sick leave has been used, vacation time shall be used. If vacation time has been used, the employee shall be docked a day's pay for each day s absence in increments no less than one-half day. vi. Unused sick leave shall not be paid to an employee upon termination; days cannot be bought back by employees; and it cannot be used as additional vacation days. vii. The Financial Secretary shall keep records of sick leave for each employee. 10

11 c. Vacation: All full-time personnel are eligible to take vacation with pay according to the following guidelines: i. Full-time staff is entitled to the following amount of vacation time per calendar year unless otherwise negotiated in an employee s Letter of Employment. 1-5 completed years of service at KBC 2 weeks vacation 6-9 completed years of service at KBC 3 weeks vacation 10 or more completed years of service at KBC 4 weeks vacation ii. Vacation time does not carry over into another year. iii. The Financial Secretary shall keep records of vacation for each employee. d. Authorized Absences i. Upon approval by the Pastor, ministers may be granted authorized absences to attend camps, conferences, meetings, mission trips, revivals, etc. (other than those sponsored by KBC). This shall not count as vacation time. ii. Funeral leave may be taken when a death occurs within an employee s immediate family (spouse, children, stepchildren, foster children, parents, grandparents, grandchildren, brothers, sisters, brothers-in-law, sisters-inlaw, mother-in-law and father-in-law). Arrangements for funeral leave shall be made with the employee s supervisor. This leave is granted for three working days but may be extended to five workings days if travel time is necessary. During a funeral leave, salary and benefits continue. Attending the funeral of those affiliated with KBC is considered a part of ministry and is therefore not considered an absence. iii. The Personnel Committee and the church will address special needs for additional authorized absences on an individual basis. XII. EMPLOYEE GRIEVANCES It is the policy of Kingsville Baptist Church to maintain a work environment that is unbiased, fair, pleasant and efficient for all employees. Should a situation arise that is perceived by any employee not to meet this criteria, he or she should discuss the matter with any of the following: his/her supervisor, the Pastor or a member of the Personnel Committee as soon as possible, without fear of retaliation. Employees must follow these guidelines and must not seek a solution through another employee or any other source. A satisfactory solution will be sought that is equitable for all and that restores the desired work environment. 11

12 XIII. SEXUAL HARASSMENT a. It is the policy of Kingsville Baptist Church to provide a work environment that is free of harassment. In keeping with this commitment, the church maintains a strict policy prohibiting unlawful harassment, including sexual harassment. It is important for employees to understand that jokes, stories, cartoons, nicknames and comments about appearance may be offensive to others. b. Sexual harassment of employees by supervisors, co-workers or non-employees is prohibited. Furthermore, intimate relationships between supervisory and subordinate employees are prohibited. Sexual harassment is defined as unwelcome sexual advances, requests for sexual favors or other sexual conduct either verbal or physical, or any conduct or other offensive, unequal treatment of an employee or group of employees that would not occur but for the sex of the employee or employees when the following conditions occur: i. The advances, requests or conduct has the effect of interfering with performance of duties or creating an intimidating, hostile or otherwise offensive work environment. ii. Submission to such advances, requests or conduct is explicitly or implicitly a term or condition of employment or the basis for any employment decision affecting the employee. iii. Submission to or rejection of such advances, requests or conduct is used as a basis for employment decisions. c. Examples of sexual harassment include, but are not limited to: unwelcome sexual flirtations, advances, or propositions; verbal abuse of a sexual nature; subtle pressure or requests for sexual activities; unnecessary touching of an individual; graphic comments about an individual s body; a display in the workplace of sexually suggestive objects or pictures; sexually explicit or offensive jokes; or physical assault. d. If an employee believes that he/she has been subjected to any form of harassment, he/she should report immediately the facts of the incident or incidents to any of the following: his/her supervisor, the Pastor, or a member of the Personnel Committee, without fear of retaliation. To the fullest extent practical and legal, all reports of sexual harassment will be kept confidential. e. In determining whether the alleged conduct constitutes unlawful harassment, the totality of the circumstances, such as the nature of the conduct and the context in which the alleged incident occurred, will be investigated. 12

13 f. Violation of this policy will result in disciplinary action, up to and including termination. XIV. ALCOHOL, DRUGS, PORNOGRAPHY AND GAMBLING a. The use, sale, distribution, possession, or being under the influence of alcohol or illegal drugs, is strictly prohibited. Likewise, the use, possession, sale or distribution of drug paraphernalia is forbidden. The improper or abusive use of legal drugs or other intoxicating substances while on or off duty is also strictly prohibited. If an employee is required to take prescription drugs or other medication that may impair his/her ability to perform assigned duties in a satisfactory manner, it is his/her responsibility to inform the supervisor of this requirement. In addition, off-duty conduct which may adversely affect the reputation or interests of the church is prohibited. For the purpose of this Policy, under the influence is defined as being unable to perform work in a safe or productive manner, and/or being in a physical or mental condition which creates a risk to the safety and well-being of the affected employee, other co-workers, the public or church property. b. Viewing of, possession of, or participation in pornography on or off duty is strictly prohibited. Any gambling activities also are strictly prohibited. c. Violation of this Policy shall result in disciplinary action, up to and including termination. The church reserves the right to screen employees for drug use. Drug tests may be administered on a pre-employment, reasonable cause, post-accident, periodic and random basis. 13

14 Policy Revisions by Year Revisions Effective 14