Purpose:                The purpose of the Foundations Sunday School Class is to create and maintain a Christian environment where families (both with and without children) can grow spiritually and personally by improving their relationship with Jesus.

 

Officer Positions/Appointments and Non-Officer Volunteers

 

1.   Description of Offices

 

1.1     The Foundations class (hereafter Class) keeps the following officer positions and responsibilities to facilitate class operations functions and responsibility:

 

President

Treasurer

Missions Coordinator

Membership

Outreach Coordinator

Program Coordinator

Social

 

1.2     All offices, with the exception of Program Coordinator, are served for a period of twelve months, from September 1 – August 31.  In order to ensure continuity of Sunday classes, the Programming Coordinator serves for thirteen months, from September 1 through September 30 of the following year.

 

1.3     Either a couple or an individual can hold any office.  If the position is to be held by an individual, this should be clearly stated at the beginning of the term.  However, no couple may be responsible for more than one office at any one time.

 

1.4     Officers may serve no more than two consecutive years, with one exception.  Any two-year officer may accept the office of President the third year, provided they are willing to do so.  It is recommended that officers not serve two consecutive years in the same position. 

 

1.5     The general requirements for all offices follow:

 

·         Willingness to perform the duties of the office held.

·         Ability to attend quarterly planning meetings (at least one member of couple, if office held by a couple).

·         Willingness to involve others in the performance of their duties.

·         Six months active attendance and involvement in the Foundations Class.

·         Willing to attend Church meetings related to the position you hold.

                                                                                                                                              

1.6     To aid in the continuity of the Class the President shall be an officer from the preceding year.

 

1.7     Responsibilities of all offices can be shared and/or delegated to any person(s) the appointed officer(s) chooses, however, primary responsibility for accomplishment of the designated task should reside with the appointed officer(s).  If circumstances prohibit keeping this responsibility, the appointed officer should appoint another person or couple to take his/her/their place. 

 

1.8     Responsibilities of each follow:

President

 

·         Plan Agenda, organize logistics and preside over meetings.

·         Publish minutes of any meetings held.

·         Serve as the Class leader or appoint someone to carry out responsibilities.  .

·         Act as the Class liaison with the CUMC administration.

·         Participate in the Adult Council meetings as the Class representative.

·         Coordinate with the Membership Officer to prepare visitor information packets.

 

Treasurer

 

·         Collect offerings monthly and other occasions as required.

·         Provide Quarterly Record (broken out by month) of balance as well as list expenditures that were paid out for the quarter.  (Note:  This should be provided to the president so that the report can be published on the web).

·         Make disbursements as required for the operation of the Class.  Keep detailed records of all disbursements.

·         Deposit and maintain accurate records of collections, fund raisers and disbursements.

·         Prepare annual report.

 

Missions Coordinator

 

·         Develop and organize special mission projects for the Class and remind the class of the CUMC monthly mission projects.  (Attempt to ensure class participation in all CUMC mission efforts.)

·         Prepare Spirit articles in order to publicize special mission projects.

·         Coordinate logistics of annual garage sale for mission project fundraising.

·         Serve as the Class liaison for the church missions council.

 

Membership

 

·         Take roll for Sunday School Class.

·         Maintain the Class roster.

·         Correspond with 1^st time visitors to the Class.

·         E-mail or call prospective couples interested in the functions of the Class.

·         Correspond with members absent for an extended time period.

·         Prepare nametags for Class members.

·         Maintain mailing labels and prepare miscellaneous mailings.

·         Maintain Class history and minutes of officers meetings.

·         Maintain membership section of class website.

 

Outreach Coordinator

 

·         Communicate cares and concerns of Class members.

·         Develop and maintain the Class prayer chain assignments.

·         Coordinate meals and/or flowers for births, illnesses, and deaths

·         Communicate outreach projects and announcements to the class website coordinator monthly.

 

Program Coordinator

 

·         Plan Class program calendar.

·         Work with the Class to identify discussion topics and interests.

·         Maintain Spirit notices of monthly programming topics.

·         Responsible for ensuring Sunday morning programs take place.

·         Communicate programs to the class website coordinator monthly.

·         Coordinate monthly topics/themes with Adult Ministries.

·         Send Thank You notes to outside speakers.

·         Frequently review pertinent materials located in Church library and other programming resources.

 

Social

 

·         Schedule and organize quarterly/annual social functions:

·         Riddle Ramble (usually October, coordinate with Family Living Class)

·         Christmas Party (December)

·         Super Bowl Party (January, if enough interest)

·         Spring Outing (Zoo, Possum Ridge etc.)

·         Summer Outing

·         Work with designated person to post Girls/Guys night out locations.

·         Work with potluck coordinator to post dates and times.

·         Communicate events to the Class website coordinator monthly. 

·         Responsible for designating locations for the 3^rd Sunday Class Lunch.

·         Send or delegate Class e-mails regarding all-Class social functions.

·         Represent or delegate representation of Class at Turkey Dinner planning meetings.

 

1.9     Additional offices can be created or existing offices can be modified should the officer council decide it is necessary to do so.

 

2.   Appointments

 

2.1     During the month of July, the current Officer Council will review the positions, duties and responsibilities of all Officer and Non-Officer Volunteer positions to ensure they continue to meet the needs of the Class.  Should the Officer Council agree to modify a position, the class bylaws will be appropriately amended.

 

2.2     After this review, but prior to the end of July, a letter or e-mail should be sent to all class members, in order to assure everyone is contacted.  The correspondence should contain the revised list of officer positions and responsibilities as well as a request that class members interested in chairing a position for the next year contact the current officers.  It is recommended that class members be encouraged to sign up for all positions they are interested in volunteering for and state their order of preference.

 

2.3     No sooner than two weeks after the correspondence has been sent to all class members, the current Officer Council will meet to review the list of persons/couples who have volunteered and “slate” officers for the next year, starting with the President first.  Consideration in the review process should be given to level of interest, and whether the person or couple has held an officer position in the past.  It is recommended that new persons be appointed to the officer council whenever possible in order to deepen class involvement and maintain a fresh flow of ideas to the class.

 

2.4     Where more than one person or couple expresses interest for the same position, the officer currently holding that position should seek to understand the level of interest of each person before going before the officer council to make a final decision.

 

2.5     If the council can not slate a single person or couple for the position and determines both parties should be involved, arrangements should be made for one party to represent the class for six months and the other party for the remaining six months of the term.

 

2.6     Outgoing officers will contact “slated” new officers and get verbal acceptance.  After all positions are accepted and finalized, new officers are announced to the class. 

 

3    Non-Officer Volunteers

 

3.1     In addition to Officer positions, certain Non-Officer positions exist to support various specific functions of the Class.  These Non-Officer Volunteer positions can be either temporary or permanent.

3.1.1            Filling non-officer volunteer positions will be the decision and responsibility of the officer position these functions are a part of (see chart at the end of this document).  Officers need only ensure that they or someone of their appointment carry out the duties/responsibilities described in the positions below.  Officers may choose to cover the responsibilities themselves and not fill the position. 

 

3.2     The current permanent Non-Officer Volunteer positions and their responsibilities are:

 

·         Website coordinator – Responsible for maintaining and updating class information on the Church and Class website.

 

·         Girls Night-Out Organizer – Responsible for designating time and place of monthly girls night out (last Tuesday of each month.)

 

·         Guys Night-Out Organizer – Responsible for designating time and place of monthly guys night out (second Monday of each month.)

 

·         Pot Luck Coordinator – Responsible for designating the time and place of the potluck gatherings along with coordinating food and drink for 5^th Sunday class meetings and representing the Class at the church-wdie Turkey Dinner. 

 

·         Greeter Coordinator – Responsible for ensuring that class members serve as greeters each Sunday before Class to welcome visitors and class members. 

 

·         Historian – responsible for collecting photos and memorabilia and maintaining some form of a class “scrapbook”.  Historian updates the class bulletin board at least once per year.

 

3.3     The current temporary Non-Officer Volunteer positions and their responsibilities are:

 

By-laws Committee Chair - Responsible for ensuring the class bylaws are appropriately reviewed and amended each year.  The chair will coordinate with class officers and other class members to gather changes between September 1^st and January 1^st.  The Chair will then put into written form the suggestions for the committee and will present them to the class for approval in January.  The Chair will reconvene with the committee after presenting to the class to make any amendments required and formally publish the bylaws upon final Class approval and completion.  Final class approval shall mean at least a majority approval by the Class membership gathered through e-mail, written correspondence and show of hands at a class gathering.  The bylaws shall be posted on the Class website. 

 

3.4     The Officer Council as appropriate can create additional temporary or permanent Non-Officer Volunteer positions.  The purpose of these positions is to support specific projects or services for the Class.  Any temporary positions should be terminated as soon as the goal for creating the position is accomplished.

 

3.5     Officers should request Non-Officer Volunteers from the class whenever necessary.  

 

 

Collections and Disbursements / Fund Raising

 

4.      Collections and Disbursements

 

4.1.      A collection should be taken monthly by the Treasurer, or the person appointed by the Treasurer. The purpose of the collection is to support the on-going, administrative costs of the class.

4.2.      Disbursements should be made to Officers or class members who incur expenses to support the class.

4.3.      The Treasurer shall submit a quarterly accounting report to the President regarding all collections and disbursements.

4.4.      In the event the Class collections create a surplus of administrative funds, the Officer Council may recommend to the Class that the surplus funds be donated or spent on an appropriate cause.  The class members attending the Sunday the surplus is announced should provide recommendations on what to do with the surplus.

4.4.1.    The President or other Class officer shall send an e-mail or other correspondence to all Class members asking for other recommendations.  A list shall be compiled over a one-week period and sent to all Class members for a vote.  The majority rules and the Office Council may elect to distribute funds to the top two or three recommendations. 

 

5.      Fund Raising

 

5.1.      From time to time, the Class may host or participate in fund raising events.  The purpose of these events should be to raise money to benefit a cause other than supporting the administrative or social functions of the Class.

 

5.2.      Should an agreed upon cause not exist before the fund raising event, (such as the Annual Garage Sale), then the disbursement of the funds raised should be decided by a vote of the Class members.  Majority rules and voting shall be open for a one-week period (see para. 1.3.1).

 

Organization: