Opequon Presbyterian Church
Administrative Manual
Prayerfully equipping disciples of all
generations to be Christ’s hands, heart and
feet in the world.
Table of Contents
A. Administrative .................................................................................................................. 4
1. Definitions ............................................................................................................... 4
2. Facilities Use .......................................................................................................... 4
3. Evacuation Procedures .......................................................................................... 7
4. Van Use .................................................................................................................. 9
5. Severe Weather .................................................................................................... 12
6. Church Credit Card ............................................................................................... 12
7. Good Samaritan Fund .......................................................................................... 13
8. Quorum for Congregational Meeting .................................................................... 13
9. Period of Minimum Notice for Congregational Meeting ........................................ 14
10. Robert’s Rules of Order, Newly Revised ............................................................. 14
11. Composition of Congregational Nominating Committee ..................................... 14
12. List of Inactive Members ..................................................................................... 14
13. Preparing People for Active Membership ........................................................... 14
14. Examination of Deacons and Ruling Elders........................................................ 15
15. Term of Clerk of Session..................................................................................... 15
16. Term of Treasurer ............................................................................................... 15
17. Quorum for Session Meetings ............................................................................ 15
B. Children .......................................................................................................................... 16
18. Nursery ............................................................................................................... 16
19. Child Safety Policy .............................................................................................. 16
C. Special Services ............................................................................................................ 30
20. Wedding ............................................................................................................. 30
21. Funeral Service, Memorial Service, and Memorial Garden ................................ 33
D. Ministries ........................................................................................................................ 35
22. Ministry Membership Criteria .............................................................................. 35
23. Administrative ..................................................................................................... 35
Building & Grounds ............................................................................................. 35
Finance & Stewardship ....................................................................................... 35
Personnel ............................................................................................................ 36
24. Christian Education ............................................................................................ 37
25. Fellowship........................................................................................................... 38
26. Mission ............................................................................................................... 38
27. Worship .............................................................................................................. 39
28. Ministry of the Deacons ...................................................................................... 39
29. Evangelism Ministry ............................................................................................ 42
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E. Other ............................................................................................................................... 43
31. Endowment Fund ............................................................................................... 43
32. Display of Flags .................................................................................................. 47
33. Maintenance of this Manual ................................................................................ 47
F. Church Staff .................................................................................................................... 48
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Administrative
1.0 Definitions
1.1 Policy. Documented principles and programs, approved by Session.
1.2 Procedure. An established written method of doing something that has been
formally adopted by an organization or group within the church.
1.3 Practice. An established way of doing something that has developed through
experience and knowledge.
1. 4 Approved by Session: December 16, 2014
2.0 Facilities Use
2.1 Purpose. The purpose of this policy is (1) to ensure that church facilities are
available for use by church members, groups, and nonprofit organizations; and (2)
to provide guidelines for outside individuals and groups who use the facilities.
2.2 Scope of the Policy. This policy applies to non-profit community based
groups and other groups at the discretion of the Session. Approval will not be
granted for commercial groups for fund raising activities except in extraordinary
circumstances.
2.3 Fees. Non church members that are granted permission to use the facilities
may be charged such fees for the use as are set by the Session. Ordinarily such
fees shall be in line with the fees charged for use of the facility for a wedding
involving non-church members. See page 29 of this manual. Church members
shall not be charged a fee.
2.4 Scheduling. The Office Administrator shall maintain a Master Calendar.
Church groups and individuals are responsible for ensuring that their regularly
scheduled activities are listed on the Master Calendar well in advance of their
scheduled date. Ministries and church organizations are encouraged to plan
yearly calendars in order to ensure that church activities receive priority in
scheduling.
Outside groups wishing to use the church should contact the Office Administrator
to secure a date and make arrangements for use of the facilities. This would
include arrangements for getting a key, setting up any special equipment prior to
the activity, and agreeing to care and cleanup the facilities following their activity.
Use of the church space by outside groups is contingent upon availability
and cannot be guaranteed more than one month in advance. Church
activities have priority. If the scheduled church activities are not using the full
facility, outside groups may be given the opportunity to use other parts of the
building.
2.5 Responsibilities of Groups Using the Facilities:
All individuals or groups using the church facilities are responsible for the
following:
 Obtaining the key from the Office Administrator prior to the activity and
returning it no later than the close of the following workday.
 Supervising all members of their group to see that they stay in designated
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areas the group is using.
 Using only their supplies and equipment for the activity. Offices will be locked
during facility rentals and no church supplies shall be used.
 Leaving area/areas they have used as they found them: trash in proper
receptacles; furnishings returned to their original position, if moved; and all
supplies that were brought in should be removed. The church cannot be
responsible for supplies/equipment left in the church.
 Securing the building following the activity, to include but not be limited to
turning off all lights and closing and locking all windows and doors.
2.6 Usage of Pitcock Shelter.
2.6.1 Usage.
Usage of these facilities fall under the same guidelines for usage of the Church
facilities outlined above.
2.6.2 Fee Amounts.
Members: No fee
Non-Members: Pitcock Shelter $50 per event.
2.7 Revised: November 18, 2014
2.8 Approved by Session: December 16, 2014
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Facilities Use Request Form
______________________________________________________________________
Name of organization/group/individual
Contact person: ________________________________________________________
Address: ______________________________________________________________
Phone Number: _________________________________________________________
Date Requested: ________________________________________________________
Purpose of use: _________________________________________________________
______________________________________________________________________
______________________________________________________________________
Space requested: _______________________________________________________
List specific rooms to be used
Number of persons expected: ______________________________________________
Is this request for one-time use
or regular use?
If regular, specify frequency and dates requested:
______________________________________________________________________
______________________________________________________________________
Key
Required:
Yes
Date
No Fee: ___________ Paid ____________
Check
Cash
Use of the church space by outside groups is contingent upon availability and cannot be
guaranteed more than one month in advance. Church activities (such as funerals or
memorial services that use the Sanctuary/Fellowship Hall) have priority. The
undersigned states that s/he has read the Facilities Use Policy of Opequon Presbyterian
Church, and that the use will be in accordance with this policy. The undersigned further
accepts responsibility for damage to church property caused by such use and for
prompt and proper settlement of claims for such damage.
______________________________________________________________________
Signature
Date
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3.0 Evacuation Procedures
3.1 During routine Fire Drills or in the event of a real emergency, the Fire Alarm will
sound throughout the building to signal that everyone is to leave the building. The
exit plans described below are for various locations within the building.
3.2 Review of these evacuation plans will occur twice a year. One of these
occasions will be at the beginning of each Sunday School new term. Regularly
scheduled fire drills will occur throughout the year and the efficiency of each drill
will be reviewed. Exit plans, signage, maintenance of alarm equipment will be the
responsibility of the Building and Grounds Ministry.
3.3 Each room and area of the entire facility and each exit door will have a facility
map and exit route(s) posted and location indicator of a fire “pull box.” (“Pull
boxes” are located in Classrooms 3, 4, and 5. Emergency Exit Maps need to
reflect alternative exit routes.)
3.3.1 Classroom 1 (Lower level)
Plan A: Exit the room to the right. Proceed into the Fellowship Hall bearing
right to the first set of double doors. Exit building, turn left and proceed to the
back section of the rear parking lot.
Plan B: The alternative route should only be used if the Fellowship Hall exit is
blocked. In this case, exit classroom turning left out of the room. Proceed
down the hall to Room 4 and exit building through the outside exit door.
Proceed left to the back parking lot area, moving as far away from the building
as possible.
Plan C: If alley is blocked, proceed up the stairs to Memorial Sanctuary
crossway, proceeding out nearest exit of two sets of double doors to circle
driveway/unloading area. Walk along the sidewalk to the rear parking lot.
3.3.2 Classroom 2 (Lower level)
Plan A: Exit the room to the right. Proceed into the Fellowship Hall bearing
right to the first set of double doors. Exit building, turn left and proceed to the
back section of the rear parking lot.
Plan B: The alternative route should only be used if the Fellowship Hall exit is
blocked. In this case, exit classroom turning left out of the room. Proceed
down the hall to Room 4 and exit building through the outside exit door.
Proceed left to the back parking lot area, moving as far away from the building
as possible.
Plan C: If alley is blocked, leave classroom, turn right, go up stairs to Memorial
Sanctuary crossway; proceed out the double exit doors to circle
driveway/unloading area. Walk along the side walk to the rear parking lot.
3.3.3 Classroom 3 (Lower level)
Plan A: Exit the room and proceed into the Fellowship Hall. Bear right to the
first set of double doors. Exit the building, turn left and proceed to the back
parking lot.
Plan B: This alternative route should only be used if the Fellowship Hall exit is
blocked. In this case, exit the classroom and proceed to Room 4, exiting the
building through the outside exit door. Proceed left to the back parking lot area,
moving as far away from the building as possible.
Plan C: If alley is blocked, leave lower level using the stairs to the Memorial
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Sanctuary crossway; proceed through double exit doors to circle
driveway/unloading area. Walk along the sidewalk to the rear parking lot.
3.3.4 Classroom 4 (Lower level)
Plan A: Exit classroom via room's emergency door exit. Proceed left to rear
parking lot, moving as far away from the building as possible.
Plan B: If alley is blocked, exit classroom, leave lower level by going up the
stairs to Memorial Sanctuary crossway; proceeding through double exit doors to
circle driveway/unloading area. Walk along the sidewalk to the rear parking lot.
3.3.5 Classroom 5 (Lower level)
Plan A: Exit room, proceeding to adjacent Room 4 and out the classroom
emergency door exit. Proceed left to rear parking lot, moving as far away from
the building as possible.
Plan B: If alley is blocked, exit classroom, leave lower level by going up the
stairs to Memorial Sanctuary crossway; proceeding through double exit doors to
circle driveway/unloading area. Walk along the sidewalk to the rear parking lot.
3.3.6 Youth Spot/Lower Gathering Area
Exit directly out of the emergency exit door in this area, exit door, proceed up
steps, turn left and proceed to the back parking lot to the farthest point away
from the building as possible.
3.3.7 Assembly Room (Lower level)
Exit directly out of the emergency exit in this area, exit door, proceed up steps,
turn left moving towards the back parking area and moving as far away from the
building as possible.
3.3.8 Bageant Room (Adjacent to Memorial Sanctuary)
Exit directly out into the crossing (Memorial Sanctuary narthex area) to the front
lawn. Move as far away from the building as possible.
3.3.9 Main Sanctuary (Viewed from pulpit side looking out to sanctuary)
Ushers shall assist with directions and individuals needing mobility assistance.
Choir, organist, and partial left side of sanctuary, use back side door. Turn left
and exit via double back parking lot doors. Proceed to rear of parking lot.
Center section of sanctuary use the double rear doors of the sanctuary moving
to the left and out the rear parking lot doors, proceeding to the farthest point of
the parking lot away from the building.
Right section of sanctuary (window side) proceed to the nearest door (at the
end of the windows) move a) alongside Memorial Sanctuary to front lawn, or b)
cross to grassy area adjacent to cemetery.
3.3.10 Nursery (Main level)
Exit directly out the back exit door within Nursery Room. Move to the back of
the parking lot as far away from the building as possible.
3.3.11 Fellowship Hall (Lower level)
Plan A: Exit out the back door; turn left proceeding to the back part of the
parking lot.
Plan B: If alley is blocked, go up the stairs to Memorial Sanctuary crossway
and proceed through double exit doors to circle driveway/unloading area,
continue walking west on sidewalk to back parking lot.
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3.3.12 Library (Main Level)
Exit into the Crossing and left through the double exit doors to the front lawn,
moving as far away from the building as possible.
3.3.13 Gathering Area (Outside Main Sanctuary)
Exit via the main sanctuary doors OR the double doors to the rear parking lot.
Gather as far away from the building as possible.
3.4 DO NOT STAND OR BLOCK THE ROADS AND DRIVEWAYS
SURROUNDING THE BUILDING. QUICKLY MOVE TO A SAFE ZONE AND
REMAIN THERE UNTIL GIVEN THE DIRECTIVE TO RETURN TO THE
BUILDING OR LEAVE THE CHURCH PROPERTY.
3.5 DURING A DRILL, THE BUILDING WILL BE CHECKED TO BE SURE IT IS
EMPTY. Once this occurs and it is determined that it is safe for persons to
return, the groups will all be signaled to return to the building. GROUPS THAT
USED CLASSROOM 4'S DOOR CANNOT REENTER THIS WAY, BUT NEED
TO RETURN VIA THE NEAREST MAIN ENTRANCE.
3.6 Responsibility. The Chair of the Building and Grounds Ministry Team or
his/her designee shall have the responsibility for seeing that these procedures
are followed should it be necessary to evacuate the building. This person shall
make sure that all persons in the building are evacuated and accounted for in
the event of an emergency.
3.7 Approved by Session: December 16, 2014
4.0 Van Use
4.1 The Passenger van is for the exclusive use by groups within Opequon
Presbyterian Church. The use of the van is on a first-come, first-served basis and
may not exceed 14 passengers and one driver. Seat belts shall be worn by the
driver and passengers at all times.
4.2 Procedures
4. 2.1 Reserving the Van. Groups may request use of the van for special
events or trips over 75 miles one way by contacting the church office at 6621843. A completed Van Use Request Form is required at least 45 days prior to
the event/outing for proper approval. The form is located on page 11 of this
manual.
4.2.2 Driver Requirements. Drivers of the van must be over 25 years of age,
have a valid driver's license, and good driving record as verified by the Division
of Motor Vehicles of the state issuing the driver's license. A good driving record
is defined as someone who does not have a DUI/DWI on their record, or
anyone with less than 3 tickets in the past 3 years. The Office Administrator
shall be responsible for obtaining the driving record from DMV. An approved
driver's driving record must be updated at least every five (5) years. A
photocopy of the driver's license shall be attached to the Van Use Request
Form and placed in the Van Use Policy notebook. Drivers who have never
driven a 15-passenger van shall consult an experienced driver before
permission to drive is granted. Drivers must be on approved list prior to using
van. All groups must comply with all guidelines and be permitted to use the
church van as explained in Church Mutual Insurance policy.
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4.2.3 Van Use Log. Groups using the van are responsible for completing the
Van Use Log located in the van. The van must be refueled before returning it to
the church. For reimbursement, turn in receipts to the church office. The van
should be returned clean and ready for use by the next group. Groups using
the van will report any mechanical malfunctions, damage, accidents, or injuries
to the Van Coordinator. Groups using the van over 75 miles will also be
responsible for wear and tear above any normal usage. It will be group’s
responsibility to return van in same condition as when van was issued.
4.2.4 Emergency Procedures. Emergency procedures are located in the
glove compartment of the van. Any mechanical malfunctions, damage,
accidents or injuries must be reported to the appropriate authority (church
office, Van Coordinator, Department of Motor Vehicles).
4.2.5 Maintenance. The Van Coordinator is responsible for routine
maintenance of the van. Bill Robinson is the current Van Coordinator.
4.2.6 Distance approval. Any group taking the van further than 75 miles from
church grounds will require session approval. Written request must be
submitted 45 days prior to use with explanation of use, distance, amount of
people, etc. Approval based on session discretion.
4.3 Failure by a group to abide by the Van Use Policy shall result in the group
being denied use of the van on future occasions.
4.4 Revised: November 18, 2014
4.5 Approved by Session: December 16, 2014
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Van Use Request Form
Name of Group _________________________________________________________
Person requesting for Group ______________________________________________
Telephone Number ______________________________________________________
Date(s) of Use:
From ____________________
To ____________________
Destination_____________________________________________________________
Purpose of Outing:_______________________________________________________
______________________________________________________________________
Approximate Mileage _______________Approximate Number of People ____________
Driver’s Name __________________________________________________________
Telephone Number ______________________________________________________
Moving Violations in last 3 years?
No
Yes (Explain below)
______________________________________________________________________
Alternate Driver’s Name __________________________________________________
Telephone Number ______________________________________________________
Moving Violations in last 3 years?
No
Yes (Explain below)
______________________________________________________________________
I have read the Van Use Policy and promise that my group will abide by it. I will
complete the van log.
_____________________________________
Signature of person requesting van
__________________________
Date of Request
Please attach a photocopy of all drivers’ licenses to this form.
_____________________________________
Signature of Clerk of Session
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__________________________
Date Request Approved
5.0 Severe Weather Procedure
5.1 If weather conditions make attending Sunday morning worship dangerous or
impossible, it is the responsibility of the Pastors to decide whether it is necessary
to cancel or postpone worship for either or both the 8:30 and 11:00 a.m. services.
5.2 Procedures
5.2.1 The Pastors will:
5.2.1.1 notify the Organist
5.2.1.2 call the Worship Ministry Chair(s)
5.2.1.3 place a message announcing the postponement or cancellation on the
Church's voicemail.
5.2.1.4 call the local radio stations WINC and WUSQ, channel 6 cable
television, which announce weather related closings or postponements on the
half hour.
5.2.2 The Organist will:
5.2.2.1 send out notification of the change in worship via email to those who
have requested electronic notification.
5.2.2.2 call the Nursery Supervisor
5.2.2.2.1 The Nursery Supervisor will call scheduled volunteer and nursery
staff
5.2.2.3 call the Music Director
5.2.2.3.1 The Music Director will call the Sanctuary Choir section leaders
5.2.2.3.1.1 The section leaders will call the choir members in their respective
groups
5.3 Approved by Session: December 16, 2014
6.0 Church Credit Card
6.1 The purpose of the Church VISA credit card is to purchase supplies and
materials for Church use only. The Church VISA credit card shall be kept in the
Church Office and must be obtained from the Office Administrator. Only
employees authorized to use the credit card (Pastors, Director of Christian
Education, Office Administrator, and Sexton) may do so.
6.2 All Church credit card expenditures must be submitted to the Treasurer with
original receipts attached to a Charge Card Used form (pictured below & available
in the Church Office) as soon as the purchase is made.
6.3 Approved by Session: December 16, 2014
Charge Card Used
Circle which account:
American Express
Lowes
Date ________________________________________
Staples
Visa
Amount $_____________________
What is expenditure for?_________________________________________________________
_____________________________________________
Signature
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7.0 Good Samaritan Fund
7.1 This fund and the procedures for implementing it are at the sole discretion of
the Pastors and the Office Administrator (under the Pastor's supervision) and is
subject to an annual audit.
7.2 Procedures
7.2.1 Help is available by appointment Monday through Thursday, 9:00 a.m. to
2:00 p.m. to any Winchester or Frederick County resident who presents
current and valid identification. The Pastors or Office Administrator will write a
check to a business or agency only.
7.2.2 If someone comes on a Sunday morning, invite them into the sanctuary
to participate in worship. The Pastors will meet with them after the service to
handle their need.
7.2.3 No assistance is given for temporary housing, i.e. motel rooms, diapers
or prescription medications.
7.2.4 For local residents, there is a $10 limit gasoline purchase to a place of
employment, a doctor or dentist appointment. Proof of destination is required.
The check will be written to 7-11 on Valley Pike. The receipt must be returned.
If a receipt is not returned the family will no longer be given a check for gas.
7.2.5 If the applicant has a food request, Mission Ministry has brown bag
lunches containing nonperishable items stored in the blue bin in the hallway
outside the church office.
7.2.6 An applicant
7.2.6.1 Can only obtain assistance once per calendar quarter except for
heating/cooling utility which is once per season.
7.2.6.2 Must present current and valid picture identification
7.2.6.3 Must present a cut off or termination notice to service to obtain
financial assistance (there is a $30 cap per pastor's discretion) for electricity,
LP gas, water/sewer, or heating oil.
7.2.6.4 Must present a written/eviction notice from landlord or rental agency
in order to receive assistance towards rental payments.
7.2.7 Those traveling through our area and facing an emergency need
7.2.7.1 May receive up to $20 towards purchase of gasoline. The check will
be written to 7-11 on Valley Pike. The receipt must be returned.
7.2.7.2 Must provide a written estimate of the cost of car parts or repairs.
7.3 Approved by Session: December 16, 2014
8.0 Quorum for Congregational Meetings
8.1 Opequon Presbyterian Church follows the Book of Order standard of one-tenth
of the active membership being present in order to establish a quorum for
congregational meetings.
8.2 Approved by Session: December 16, 2014
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9.0 Period of Minimum Notice for Congregational Meetings
9.1 Opequon Presbyterian Church has established that two weeks (including at
least two Sundays) is the minimum notice required for a congregational meeting.
9.2 Approved by Session: December 16, 2014
10.0 Robert’s Rules of Order, Newly Revised
10.1 Opequon Presbyterian Church congregational meetings are conducted with
Robert’s Rules of Order, Newly Revised (RRONR) as the parliamentary authority.
10.2 Approved by Session: December 16, 2014
11.0 Composition of Congregational Nominating Committee
11.1 Opequon Presbyterian Church congregational nominating committees are
comprised of seven members. The make up consists of two ruling elders in active
service on the session, acting as the chair and co-chair, one deacon, and four
members of the congregation.
11.2 Approved by Session: December 16, 2014
12.0 List of Inactive Members
12.1 Opequon Presbyterian Church maintains a roll of inactive members to serve
as a reminder of members who are no longer active but are still of concern to the
congregation. Opequon Presbyterian Church defines an inactive member as
someone who has not attended worship, or participated in church activities, or
provided financial support for a period of at least one year.
12.2 Approved by Session: December 16, 2014
13.0 Preparing People for Active Membership
13.1 Opequon Presbyterian Church recognizes the covenant between God, the
member, and the congregation provides an opportunity to revisit the way session
prepares new members for their obligations as new members. As newcomers to
Opequon Church begin to actively participate in its worship and work, they are
provided with nametags, placed on the church mailing list, and invited to participate
in a Newcomers’ Class. The Pastors, with the collaboration of the Evangelism
Team, Congregational Care Ministry, and church staff, facilitates these classes
several times each year. The class provides an overview of core Christian beliefs
centered in the scriptures, Presbyterian and Reformed theology, history, and
government, and the history and current ministry of Opequon Church. At the
conclusion of the five-week class, members meet with the session to get
acquainted and to express their desire to unite with the membership of the church.
New members are then recognized in worship, assigned mentors, and begin an
assimilation process, with the expressed intent of actively engaging in ministry.
13.2 Approved by Session: December 16, 2014
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14.0 Examination of Deacons and Ruling Elders
14.1 The session of Opequon Presbyterian Church has the responsibility of
examining those elected as Deacons and Ruling Elders. The examination covers
gifts, skills, suitability to the responsibilities of the ministry of deacon and ruling
elders, and assesses whether the candidate is likely able to live out the
commitments made in giving affirmative answers to the ordination or installation
questions.
14.2 Approved by Session: December 16, 2014
15.0 Term of Clerk of Session
15.1 Opequon Presbyterian Church defines the term of the clerk of session to be
one year. Based on the approval of session, and the agreement of the clerk of
session, the clerk of session may be approved for additional one-year terms.
15.2 Approved by Session: December 16, 2014
16.0 Term of Treasurer
16.1 Opequon Presbyterian Church defines the term of the treasurer to be one
year. Based on the approval of session, and the agreement of the treasurer, the
treasurer may be approved for additional one-year terms.
16.2 Approved by Session: December 16, 2014
17.0 Quorum for Session Meetings
17.1 Opequon Presbyterian Church defines a quorum for session meetings to be
one-third of the ruling elders actively serving on the current session.
17.2 Approved by Session: December 16, 2014
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Children
18.0 Nursery
18.1 This policy and procedure is being established to insure that our young
children are safe and loved in Opequon's nursery facilities.
18.2 Procedures
18.2.1 Nursery care (ages infant up to 4 years) will be provided for all
scheduled worship services excluding Christmas Eve and Easter Sunrise.
18.2.2 For services other than Sunday morning, reservations may be required
to insure that adequate staff is present. In addition, child care will be provided
for Ministry Team Nights except in the months of July and August. Nursery care
for Bible study and other church activities may be provided when necessary.
Reservations will be required.
18.2.3 Parents will be required to fill out an information form for each child
18.2.4 Children must be signed in by a parent or guardian. The child must be
picked up by an approved adult and signed out. Older siblings do not qualify as
an approved adult.
18.2.5 Parents are responsible for bringing diapers and a change of clothing.
Their child's name should be placed on these items.
18.2.6 The Nursery Supervisor will coordinate volunteer staffing as needed.
Individual programs, e.g. LOGOS, will be staffed by the program. The Nursery
Supervisor will be responsible for all activities within the nursery.
18.2.7 Nursery personnel are under the responsibility of the Chair of the
Personnel and Administration Team with input from the Nursery Team.
18.2.8 Paid Nursery staff will be at least 18 years of age
18.2.9 All paid staff will be trained in CPR and shall maintain their certifications
in an active status.
18.2.10 Cleanliness standards shall be maintained at all times with surfaces
and toys being cleaned after each session.
18.2.11 Diapers shall be changed by paid staff or parent of the child
18.2.12 If a paid staff member is absent unexpectedly the DCE at 540-662-1843
shall be notified. She will ascertain if additional staffing is required. Expected
absences shall be reported to the Office Administrator in a timely manner. The
Nursery Supervisor will fill this spot from the substitute list.
18.3 This policy will comply with the Child Safety Policy. In the event of a conflict
between the two, the Child Safety Policy will prevail.
18.4 Approved by Session: December 16, 2014
19.0 Child Safety
19.1 Purpose
19.1.1. To help Opequon Presbyterian Church provide a caring and secure
environment for children and youth in all phases of church life.
19.1.2. To help Opequon Presbyterian Church reduce its legal risk and liability
exposure; and to protect participants, adult leaders, teachers and workers.
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19.1.3. To create policies and procedures for safeguarding against sexual
abuse and misconduct within the life of the church.
19.2 Biblical Foundation
Opequon Presbyterian Church seeks to provide a nurturing and loving
environment for all people of all ages. All people need to have opportunities to
learn of God’s love, to know this love as it is shared among Christians and to grow
in becoming the persons God has intended us to be. To this end, we openly
embrace all persons as in need of forgiveness and moving towards the salvation
to which we have been called. We will not endanger or give opportunity for any
child, youth or adult to be placed in harms way or into situations that could allow
abuse to happen. God in Christ is our model for all of living. May each of us be
Christ unto each other and embody his teaching, “And now I give you a new
commandment: love one another. As I have loved you, so you must love one
another. If you have love for one another, then everyone will know that you are my
disciples.” (John 13:34-35).
19.3 Virginia’s Child Abuse Law
Under Virginia law Section 63.2-100, an abused child is defined as one who is less
than eighteen years of age, whose parents or other person responsible for his/her
care creates or inflicts, or threatens to create or inflict, or allow to be created or
inflicted upon such a child a physical or mental injury by other than accidental
means or create a substantial risk of death or disfigurement, or impairment of
bodily or mental functions. This includes the following: failure to provide care
necessary for health, abandonment, commits or allows sexual exploitation, is
endangered or neglected. Child abuse may be physical, sexual, emotional or
mental, and may be the result of actions or omissions to act (e.g., lack of care for a
child). Section 63.2-1509 Virginia Revised Code, states that “The following
persons who, in their professional or official capacity, have reason to suspect the
child is an abused or neglected child, shall report the matter immediately to the
local Department of the County or City wherein the child resides, or wherein the
abuse or neglect is believed to have occurred, or call the Department’s
(Department of Social Services) toll-free abuse and child neglect hotline:
19.3.1 Any person licensed to practice medicine or any of the healing arts;
19.3.2 Any hospital resident or intern, and any person employed in the nursing
profession;
19.3.3 Any person employed as a social worker;
19.3.4 Any probation officer;
19.3.5 Any teacher or other person employed in a public or private school,
kindergarten or nursery school;
19.3.6 Any person providing full-time childcare for pay on a regular planned
basis;
19.3.7 Any duly accredited Christian Science practitioner;
19.3.8 Any mental health professional;
19.3.9 Any law enforcement officer;
19.3.10 Any mediator;
19.3.11 Any professional staff person, not previously enumerated, and
employed by a private or a state operated hospital, institution or facility to which
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children have been committed or where children have been placed for care and
treatment;
19.3.12 Any person associated with or employed by any private organization
responsible for the care, custody or control of children; and
19.3.13 Any person who is designated as a Court-appointed “Special
Advocate.”
In addition, everyone will report any known or reasonably suspected child
abuse immediately. Any report is confidential and the person making the report
is immune from liability for making such a report, unless it is proven that such a
person acted in bad faith or with malicious intent.
19.4 Types of Child Abuse
19.4.1 Definition Child abuse refers to an act committed by an adult, (a parent,
caregiver or person in a position of trust), regardless of age, (even though
he/she may not care for the child on a daily basis) which is not accidental and
which harms or threatens to harm a child’s physical or mental/emotional health
or welfare. The following definition and explanations in the section are from the
Virginia Department of Social Service.
19.4.2 Types of Abuse
19.4.2.1 Physical Abuse A physical injury, threat of injury or creation or a real
and significant danger of substantial risk of death, disfigurement or impairment
of bodily function. Such injury or threat or injury, regardless of intent, is
inflicted or allowed to be inflicted by non-accidental means. Examples:
asphyxiation; bone fracture; shaking; brain damages; skull fracture; subdural
hematoma; burns; scalding; cuts; bruises; welts; abrasions; internal injuries;
poisoning; sprains; dislocations; gunshot; stabbing wounds.
19.4.2.2 Physical Neglect The failure to provide adequate food, clothing,
shelter, or supervision for a child endangering the child’s health or safety.
Physical neglect may include multiple occurrences or a one-time critical or
severe event that results in a threat to health or safety, such as a toddler left
alone. Other types of neglect include abandonment, inadequate shelter,
inadequate supervision, inadequate clothing, inadequate personal hygiene,
inadequate food and malnutrition.
19.4.2.3 Sexual Abuse Sexual abuse includes any act defined in the Code of
Virginia which is committed, or allowed to be committed, upon a child by
his/her parent/caregiver or other persons, or being allowed or forced to
witness sexual activity. Examples of such abuse are sexual exploitation;
sexual molestation; intercourse/sodomy; and other sexual abuse.
19.4.2.4 Medical Neglect Refusal or failure by parent/caregiver to obtain
and/or follow through with a complete regiment of medical, mental/emotional
or dental care for a condition, which if untreated, could result in illness or
developmental delays.
19.4.2.5 Failure to Thrive A syndrome of infancy or early childhood which is
characterized by growths failure, signs of severe malnutrition, and variable
degrees of developmental retardation. Children are considered to be in this
category only when the syndrome is diagnosed by a physician and is caused
by non-organic factors.
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19.4.2.6 Mental Abuse/Neglect A pattern of acts or omissions by the
parent/caretaker which result in harm to a child’s psychological or emotional
health or development.
19.4.2.7 Educational Neglect
The Child’s parent/caretaker is directly responsible for ensuring that the
child/youth attends school or an approved alternative program of study.
19.4.2.8 Bizarre Discipline
Any actions in which the parent/caretaker used eccentric, irrational or grossly
inappropriate procedures or devices to modify the child’s behavior.
19.5 God’s Call and Individual Gifts
19.5.1 Every leader in the life of the Church must believe in Jesus Christ as
his/her Lord and savior and is diligent in continuing to grow in his/her personal
discipleship and walk with God.
19.5.2 Opequon Presbyterian Church believes that each person has been given
gifts from God and that these gifts are to be used for His work. As a
congregation we will prayerfully seek to “call” people to all the ministries of our
church.
19.5.3 Each of us has varied skills and qualifications that will be considered
when leaders enter the “call” process.
19.6 Protecting Children and Youth
In an effort to create the safest possible environment within Opequon
Presbyterian Church, several abuse prevention measures will be utilized. These
measures include criminal background checks on paid workers and the checking
of references obtained through the Child Protection Policy volunteer form,
provisions for regular training on child abuse issues to paid and volunteer staff
members; standards for appropriate classroom discipline and open classrooms.
19.6.1 Protection and Prevention Policy
Each person working with children and youth, in any capacity, must read the
policies and procedures and seek clarity when needed.
19.6.2 Six Month Rule
Persons will not be “called” to work with children and youth until he/she has
been a member of the church family for six (6) months.
19.6.3 Volunteer Staff Screening and Training
Before beginning their first year of service, volunteer child care workers,
children’s Sunday School teachers, LOGOS teachers and workers, Vacation
Bible School teachers and workers, youth workers and teachers, volunteers of
any and all church activities will be required to sign a form indicating that they
have read and understand the Protection and Prevention Manual and agree to
abide by it. Volunteers are also required to fill out a Volunteer Application Form.
This form is confidential and lists past church experiences and reference
verification information. Anyone failing to so do will be contacted. If the teacher
or worker does not sign after being contacted, that person will not be permitted
to serve until the policy has been read and then agreed to. In the event
something is revealed during the reference checks of the volunteer, the Pastors
and the Director of Christian Education will be notified, and will determine if the
volunteer should be permitted to serve in this capacity.
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19.6.4 Teen Volunteers for Children’s Worship and VBS
Teens who are high school age or older may be called to serve as helpers with
children with the following guidelines:
19.6.4.1 Teens must have their parents’ permission to serve
19.6.4.2 Teens must be mentored by adult volunteers
19.6.4.3 Teens will not be asked to volunteer more than 2 times per year
w/the exception of VBS
19.6.4.4 Teens must be rising 11th graders to assist with children during VBS
19.6.5 Community groups meeting in the church:
Leaders of community groups of children and/or youth who use the church
facilities will be required to read the policy and sign the acknowledgment form
indicating that they have read and understand the policies and agree to abide
by it. Church facilities will not be available to groups whose leaders refuse to
read and sign this policy.
19.6.6 Two Adult Rule
Two adult workers should be present during any church activity involving
minors.
Other church sponsored or community groups of children/youth who meet at the
church will have two or more leaders present, unrelated whenever possible. If
the group stays overnight at the church or if a church sponsored group leaves
the premises; three or more leaders of mixed gender must be present.
Classroom Ratio Guidelines:
Age Group (years)
Birth-2 ½
2 ½-3
3-5
5 and older
Children /Provider Ratio
3-1
6-1
8-1
10-1
19.6.7 Five (5) year rule:
All adults and youth must be at least 5 years older than the group they are
teaching. This helps to eliminate any temptations and misunderstandings that
may occur. Example: A 21 year old may not teach/lead a group of senior high
students, 16-19 years of age.
19.6.8 18 year old rule:
All paid employees working with children and youth are to be 18 years or older.
19.6.9 Classroom Discipline Guidelines
All teachers and workers are encouraged to follow these guidelines. If a child is
behaving inappropriately, the teacher or worker will tell the child specifically
what he/she is doing that is not acceptable and state what the expected
behavior is, e.g., “We do not throw blocks. We use blocks for building.” If this
measure is not effective, the child will be guided to another activity. If
inappropriate behavior continues, the child may be placed in a “time out chair”
apart and away from the other students for no more than one minute for each
year of age. If the child’s disruptive behavior continues after these steps have
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been taken, the child may be taken to the Sunday School Superintendent, the
Adult Leader or the DCE and left under their supervision. If a youth is
behaving inappropriately, the teacher or worker will tell the youth specifically
what he/she is doing that is not acceptable and state what is the expected
behavior. Should the disruptive behavior continue after this step is taken, the
youth may be taken to the youth coordinator and/or the Sunday School
Superintendent and another adult to be present at ALL times in this
situation. It may be necessary to seek out the parents. In any case, the
parents are to be notified.
NO physical punishment or verbal abuses, e.g., ridicule, are to be used at
any time. If isolating the child/youth within the classroom or removal of the
child/youth from the room becomes necessary, the situation will be discussed
with the child’s parents or guardian as soon as possible.
19.6.10 Open Classrooms
Classroom or childcare rooms will be visited without prior notice by church staff,
parents, or other volunteer church workers, e.g., Sunday School
Superintendent, or Director of Christian Education. Brief observations of child
care rooms and classrooms of children or youth will be conducted by the
Pastors, Sunday School Superintendent, and/or other qualified persons during
Sunday School hours or when such classes are taking place. All but one room
has at least one window. When occasions arise and workers are briefly alone
with one child, the worker is to leave the door open.
19.6.11 Doors
All doors leading to areas to be used as classrooms, offices, meeting rooms
and other areas where two or more persons may congregate are to have
windows installed in them which are to remain uncovered.
19.6.12 Paid Staff Screening and Training
Applications for paid positions of employment require and must include the
following items:
a. Inclusive list of all names/aliases used by applicant
b. Social security number
c. Affidavit stating that there have been no civil or criminal complaints
sustained or validated for sexual misconduct and that the applicant has
not been terminated from employment due to reasons related to sexual
misconduct.
d. All credentials must be verified in writing.
Before beginning the first year of service, each full time and part time church
staff person will be asked to sign a statement indicating that he/she has never
been convicted of child abuse or other inappropriate behavior, nor had such a
conviction expunged. Also, this screening form will ask for the following: current
photo, general information, criminal convictions, prior church membership, prior
church volunteer work and/or prior employment. Anyone who has had a child
abuse conviction or expungement, as well as anyone refusing to sign the
statement will not be permitted to work with children or youth. In addition, final
candidates for paid staff positions must undergo a criminal record check prior to
beginning their employment. Additional information may be requested.
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Example: driving record if paid staff would be driving any church owned
vehicle. Opequon Presbyterian Church will cover the cost of required inquiries.
Opequon Presbyterian Church retains the right to update information and check
with the appropriate authorities for changes at any time.
19.6.13 Bathrooms and Sanitation
When assisting young children in the bathroom inform another adult and never
leave preschool children unattended. Universal Precautions for Health and
Safety should be posted in each restroom facility and should be followed.
Volunteers take preschool and kindergarten age children to the restroom in
groups and the restroom door remains propped open. If a young child needs
assistance in the stall, the stall door remains open. The same applies to
restrooms that are located in the classrooms. Children who are in diapers are
to be diapered on the changing table or changing pad provided by the parent.
Only paid staff members, called volunteers or child’s parents are to change
diapers. Gloves are mandatory for paid staff and called volunteers and hands
are to be thoroughly washed after each visit to the restroom. Diapers are to be
disposed of in the proper container. All persons are to follow the Universal
Precautionary Guidelines, issued by the Health Department, which are to be
posted in the Nursery.
19.6.14 Drop Off/Pick Up Security
A parent (or other responsible adult (18 years or older) designated by the
parent) must be in the building for children attending Sunday morning nursery,
preschool or elementary classes.
19.6.14.1 NURSERY (Birth – Age 3):
When parents bring their child to
the nursery they must sign the child in. The parent or other authorized adult
must sign the child out upon pick-up. Nursery volunteers are not allowed to
release the child to anyone except the parent or other authorized adult.
19.6.14.2 PRESCHOOL (4-5):
A parent must escort preschool age
children to their classes. A parent must pick them up at the end of Sunday
School.
19.6.14.3 ELEMENTARY/MIDDLE SCHOOL (1st Grade – 8th Grade):
These students are allowed to come to class and be released at the end of
the session without parental escort.
19.6.15 Unsupervised Children:
At no time should children be in the church building or on church grounds
without adult supervision. Children may not be left at any time in the nursery
unattended. If children accompany parents to meetings or to do volunteer work,
they should bring appropriate activities. For the safety of the child and OPC,
parents need to provide supervision by being aware of where their children are
and what they are doing at all times.
19.6.16 Medical care:
First Aid kits are located in the kitchens at the church and Opequon House and
in the Church Office. These are to be stocked and kept current at all times. No
medication of any kind will be administered without the Permission to
Administer Medication form being completed and filed with the person in charge
of the specific program. All medications to be administered must be in the
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original container with the directions attached. The Coordinator of the event will
administer all medications, unless a first aid person is listed as part of the staff.
For day trips that are more than fifty miles from the church grounds, one adult
will be designated as responsible for arranging the first aid care. Emergency
permission slips must be filed annually for children/youth. Emergency slips are
required for all adults on church sponsored children/youth trips. A cell phone
must be taken on all trips. It is also recommended that delays and other
changes in the schedule be reported to a contact person at home.
An Accident/Injury Report form must be completed by the person in charge of
the group, signed by the person witnessing the accident and the person injured
if eighteen (18) or older, or the legal guardian of the injured person. One copy
of the report must be maintained in the folder of the event coordinator and one
copy filed in the church office, also one copy of the report must be given to the
parent/guardian in the case of a minor.
19.6.17 Emergencies:
19.6.17.1 All classrooms and other meeting rooms need to be posted with
evacuation routes and meeting places and be prominently displayed.
19.6.17.2 All buildings are to be properly equipped with fire extinguishers,
smoke detectors, carbon monoxide detectors and gas detectors as needed.
These are to be maintained and tested as required by law. Those buildings
with upper floors are to have at least one window ladder and
leaders/teachers are to know how to use properly.
19.6.17.3 All paid staff working with children/youth are to be certified to
administer CPR. Copies of these certifications are to be kept in their
personnel file.
19.6.17.4 Fire/emergency evacuation drills are to be performed at least twice
yearly. The times are to be at the discretion of the Pastors and Director of
Christian Education.
19.6.17.5 It is recommended that a CPR certified adult be present at all
church sponsored events where children and youth are to be present
including Sunday School and Logos.
19.6.17.6 At least one paid staff member must be certified to administer First
Aid; it is recommended this person be the DCE as he/she has contact with
the greatest number of groups. Copies of certifications are to be kept in
his/her personnel file.
19.6.17.7 Certifications are to be kept current and a copy of such will be
placed in his/her personnel file.
19.7 Reporting Suspected Child Abuse
ALL INFORMATION WILL BE TREATED CONFIDENTIALLY. Should there be
allegations of child abuse at Opequon Presbyterian Church these procedures will
be followed:
19.7.1 We will treat any allegation of child abuse seriously.
19.7.2 We will be sensitive to the child and tend to the immediate needs. Avoid
grilling, or calling undue attention to the situation. Law enforcement will conduct
interviews.
19.7.3 DO NOT CONFRONT the accused with the allegations. If the accused
23
has assigned duties within the life of the church, that person must be
temporarily relieved of their duties until the investigation is concluded.
19.7.4 Immediately begin documenting all procedures observed in the handling
of allegations.
19.7.5 The witness of the child abuse, or observer of the signs of child abuse,
will document in writing the sign and report immediately to the person in charge
of the program or activity. The person in charge of the program or activity will
report immediately to the Pastors, or to Clerk of Session if the Pastors is the
accused.
19.7.6 The Virginia Department of Social Services will be notified immediately of
the allegations.
19.7.7 The parents will be notified immediately.
19.7.8 The Presbytery will be notified immediately.
19.7.9 The church’s insurance company will be notified immediately.
19.7.10 While this matter is under investigation, DO NOT DISCUSS THE
SITUATION WITH ANYONE. If your testimony is needed the proper authorities
will contact you.
19.7.11 The Pastors should extend whatever care and resources are necessary,
but under no circumstances should the Pastors or any church leader or
members investigate the allegation. In providing care to the principals (alleged
victim and the accused) and their families, the Pastors or church leader, should
under no circumstances be drawn into a discussion of the truth or falsity of the
allegation which could contaminate the investigation. DO NOT ASSIGN BLAME
or take any steps that involve establishing or refuting the allegation.
19.7.12 It is appropriate to show care and comfort including prayer support for
the alleged victim and all persons affected by the allegations. This should be
the pastoral objective from the moment the allegation is received or otherwise
made known. Confidentiality will be observed for both the alleged victim and the
accused
19.8 Policy Review
The Child Protection Policy and Procedures of Opequon Presbyterian Church shall
be reviewed annually by a Child Protection Policy and Procedures Task Force
appointed by Session. A member of the Christian Education, Building and
Grounds, Personnel and Worship Committees shall be on this committee as well
as any other person(s) seen as needed by Session. Any changes made to insure
the integrity of the policy and procedures are to be approved by the Session.
Once accepted by the Session of Opequon Presbyterian Church on behalf of the
congregation this policy must be followed and kept current. Failure to do so may
result in both legal and ethical consequences.
19.9 Revised: December 14, 2010
19.10 Approved by Session: December 16, 2014
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SUSPICION OF CHILD ABUSE REPORT
Name of
Event/Program:_________________________________________________________
Child’s Name:____________________________________________Age:___________
Date:____________________________________Time:_________________________
Name of Person Accused of
Abuse:________________________________________________________________
How is above person related to victim?
______________________________________________________________________
Reason for concern:
Description of evidence:
List other adult witness (name and phone number):
1.
2.
3.
Reported to Pastors: Date/Time:_________________________
Initials:_____________
Reported to Parent/Guardian: Date/Time:________________ Initials:______________
Reported to Child Protection Services: Date/Time:______________ Initials: ________
Name and Title of person contacted: ______________________________________
Reported to Law Enforcement: Date/Time:______________ Initials:_______________
Name and Title of person contacted: ______________________________________
Signed:__________________________________Position:_______________________
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CHILD SAFETY POLICY VOLUNTEER FORM
Welcome to Opequon Presbyterian Church! Please complete the form below so we can know you better
and invite you to serve where you feel called. All information is confidential.
Name _______________________________________________________________________
Address _____________________________________________________________________
City _________________________________ State __________ Zip:____________________
Phone __________________________ Email _______________________________________
Current
Employer _____________________________________ Position _______________________
Names and complete addresses of church(es) you have attended regularly during the past five
years:
1.
2.
List organizations and addresses all previous non-church work involving children or youth:
1.
2.
Why do you want to volunteer to work with children/youth? _____________________________
____________________________________________________________________________
What gifts/talents do you believe you have to help you work with children/youth?
____________________________________________________________________________
Two personal references not former employers or relatives, please list complete mailing address
Name ___________________________________________ Phone ______________________
Address _____________________________________________________________________
Name ___________________________________________ Phone ______________________
Address _____________________________________________________________________
I have read and understand the policy and agree to abide by it. I have no convictions for child
abuse or expungements of such convictions. I authorize and release any references or
churches listed to give you any information (including opinions) that they may have regarding
my works with children or youth.
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________________________________________________
Signature
________________________
Date
PERMISSION TO ADMINISTER MEDICATION
I give my permission for ______________________________________ of Opequon
Presbyterian Church to administer the following medication to my child
___________________________________.
Prescription Number _____________________ Medication Name_________________
Amount of Dosage _________________________ Refrigerate
Yes
No
Doctor prescribing medication _____________________________________________
Condition for which medication is prescribed __________________________________
I understand that the church leaders cannot be responsible for any allergic reactions or
complications resulting from this medication if given according to directions.
___________________________________________
Parent’s or Guardian’s Signature
_____________________
Date
Record of Administration
Date
Time
Amount
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Staff Initials
ACCIDENT REPORT
Name __________________________________________ Age _________________
Address _______________________________________________________________
Parent/Guardian ________________________________________________________
Date of Accident ______________________________ Time of accident ____________
Accident Site ___________________________________________________________
How as parent/guardian notified ____________________________________________
______________________________________________________________________
Give a brief description of what happened:
Adults who witnessed the accident
______________________________________________________________________
Name
Phone number
______________________________________________________________________
Name
Phone number
______________________________________________________________________
Name
Phone number
First aid given:
___________________________________________
Injured Person, Parent’s or Guardian’s Signature
_____________________
Date
___________________________________________
_____________________
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Signature of the person completing this form
Date
Reference Verification Form
_______________________________ has applied to work with children and/or youth at
Opequon Presbyterian Church. Please fill out to the best of your ability and return via the
postage paid envelope. All comments will remain confidential. Thank you!
Reference
Name__________________________________________Telephone_____________________
Address_____________________________________________________________________
____________________________________________________________________________
City
State
Zip Code
What is your relationship to the applicant?
How long have you known the applicant?
How well do you know the applicant?
How would you describe the applicant?
How would you describe the applicant’s ability to relate to children/youth?
How would you describe the applicant’s ability to relate to adults?
How would you describe the applicant’s leadership abilities?
How would you feel about having the applicant volunteer to lead your child/youth?
Do you know of any characteristics that would negatively effect the applicant’s ability to work
with children/youth? If so, describe.
Do you have any knowledge that the applicant has ever been convicted of a crime? If so,
describe.
Please list any other comments you would like to make.
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______________________________________________
Reference Form Completed By
_______________________
Date
Special Services
20.0 Wedding
20.1 Purpose. As a service of Christian worship, the marriage service is under
the direction of the Pastors and the supervision of the session, the governing body
of each Presbyterian Church. Marriage is a gift God has given to all human kind
for the well-being of the entire human family. Marriage is a civil contract between a
woman and a man to each other, publicly witnessed and acknowledged by the
community of faith. Either the man or the woman must be a professing Christian.
At least one member of the couple should have a connection to Opequon
Presbyterian Church or be open to exploring a commitment to Christ and the
church.
It is recommended that those requesting remarriage after divorce be counseled by
the Pastors. A service of worship recognizing a civil marriage should be in
accordance with the Book of Order 2-4.9006.
20.2 Setting the date. It is wise to arrange scheduling for the use of the church
well in advance. The church calendar and pastor's schedule are often filled several
months ahead of time. The session shall approve the use of the church building
for all weddings. A Facility Use Form must be completed. The seating capacity
for the church sanctuary is 330. The seating capacity of the Memorial Sanctuary
is 125.
The Pastors will help with your plans for the wedding and for your new life
together. A date for the wedding and for pre-marital counseling with the Pastors
should be scheduled before other plans are made. The Pastors normally requires
three sessions of pre-marital counseling at which time many questions can be
answered and suggestions offered which will help make your wedding a deeply
significant act.
Weddings are not scheduled for Sundays, during Holy Week, Easter, Christmas
Eve, or Christmas Day as these special times are reserved for other worship
events in the life of the congregation. Also certain Saturdays are not available: for
example, Saturday after Thanksgiving, Saturday before Christmas Sunday,
Saturday before Palm Sunday, and the Saturday before Easter.
20.3 The Wedding Service. The content, actions, and music of the entire
wedding service should be in keeping with the worship of God. During the
wedding service a man and a woman pledge their life, love, and faithfulness to one
another before God and a gathering of family and friends.
Celebration of the Lord's Supper at the marriage service requires the approval of
the session and care shall be taken that the invitation to the Table is extended to
all baptized present.
20.4 Officiating. The Pastors of this church will officiate at your wedding. If your
family desires to ask another clergy person to participate in the ceremony, our
Pastors should be consulted. Upon his approval, the Pastors and session will
extend the invitation. The Pastors will indicate the ceremony to be used during the
consultation with the couple. The Pastors should also be consulted if friends or
30
relatives are to participate in the service and if special readings or departures from
the traditional service are planned. A traditional Presbyterian service is
encouraged.
20.5 Wedding Coordinator. In making preparations for any wedding, the bride
will want to be in communication with the Wedding Coordinator. This is to facilitate
the smooth execution of all plans, to answer questions well in advance of the
wedding, and to make the bride and groom aware of details that they otherwise
may overlook. The wedding coordinator is to be engaged for all weddings.
It is the Wedding Coordinator's responsibility to:
 be your advisor in planning wedding arrangements in accordance with
church policy
 assist the Pastors in directing the wedding rehearsal
 direct the set-up and decorating as described in this policy
 assist with providing dressing areas if needed
 assist the church sexton with the care and security of the building
 be responsible for seeing that the wedding goes smoothly.
20.6 Rehearsal. A rehearsal is necessary for all weddings. The rehearsal is
usually held on the evening before the wedding and will take one hour, contingent
upon a timely start. Promptness on the part of the wedding party is requested.
For legal purposes, the Pastors must have the wedding license before the
ceremony. Therefore, the license must be brought to the rehearsal and given to
either the Pastors or the coordinator. Also all fees should be brought to the
rehearsal and given to the Wedding Coordinator.
Since the wedding is an act of worship, the minister conducting the ceremony will
lead the rehearsal and the wedding. Any questions or concerns not covered in this
policy/booklet should be discussed with the Pastors prior to making any
arrangements. The Wedding Coordinator will meet with the wedding party on a
scheduled date to explain procedures and answer questions. If the bride and
groom wish to provide a Mistress of Ceremony, that person's responsibility will be
limited to assisting the bride prior to the wedding ceremony and working with the
wedding party as they enter the sanctuary. She will be asked to meet with the
Wedding Coordinator to discuss how she may assist.
20.7 The Wedding Party. As the church is a place of worship, it is expected that
members of the wedding party will refrain from the use of alcoholic beverages prior
to and during both the rehearsal and the wedding. Smoking is not permitted in any
church building, and the bride and groom are requested to make this known to
members of the wedding party. We also ask that members of the wedding party
refrain from chewing gum in the church.
20.8 Music. Music is an important part of a wedding service and should be in
keeping with the acknowledged standards of the church. The organist acts on
behalf of the Session in the choice of appropriate music. If the church organist is
unavailable for the wedding, and another organist is engaged, that person and the
chosen music are to be approved by the Pastors and the church organist.
20.9 Decorations. The bride-to-be is responsible for notifying the Office
Administrator at the church of the name of the florist or other individuals
responsible for decorating. When using flowers or decorations, care should be
31
take that no church property is marred. No decorations are to be placed on the
organ, piano, or communion table. No nails or tacks are to be used in decorating
the pews or other parts of the Sanctuary. Ribbon or simple floral arrangements
may be used to mark reserved seats. An aisle runner must be used if living flower
petals are to be thrown. We ask that flower girls carry silk flower petals. Rice or
confetti may NOT be thrown inside or outside the church building. Birdseed is
permitted outside, but discouraged.
If candles are used during the wedding, “non-drip” candles are required and
adequate provisions must be made to protect the carpet and furnishings from
possible dripping wax. If candelabra are to be used heavy, clear plastic must be
placed beneath them. The pulpit, communion table, and baptismal font, as
symbols of Christian worship, along with the hymnbooks and Bibles shall remain in
the sanctuary. Movement of church furnishings within the sanctuary is at the
discretion and approval of the pastor(s) and wedding coordinator. Any breakage or
damage is the responsibility of the bride or the bride's family.
20.10 Photographers. The wedding ceremony is a worship service. Flash
pictures taken during the ceremony are disruptive and therefore not permitted. If
there is a printed wedding bulletin, please note that “flash photography is NOT
allowed during the wedding ceremony.” There are to be no pictures taken during
the ceremony, with the following exceptions:
 a picture of the bride entering the sanctuary
 time-exposure from unobtrusive locations
 pictures of the bridal party leaving the sanctuary.
Pictures may be taken in the sanctuary after the wedding.
If you plan to
videotape your wedding the Wedding Coordinator is to approve the locations of
such equipment. The location of the video equipment should be decided during
the rehearsal rather than the day of the wedding. The couple is to share this
information with both professional and amateur photographers.
20.11 Wedding Reception. If you desire to have the wedding reception at the
church, arrangements shall be made with the church office. There are to be no
alcoholic beverages or smoking in any church buildings. No nails, tacks or tape
are to be used to secure decorations. Suitable music for the reception must be
arranged in advance and under no condition may pianos be moved without
approval and previous arrangement with the organist. The use of the kitchen is to
be coordinated with the sexton. It is the responsibility of the families to clean up
after the reception. Families are asked to arrange for clean-up following the
reception and will be responsible should any damages occur.
20.12 Security. The church or its representatives are not responsible for the
security or care of gifts, wraps, or personal possessions at any time during
rehearsals, wedding or reception.
20.13 Fees. All fees are the responsibility of the couple. Please bring fees to the
rehearsal. If using checks make check payable to: Pastor David Witt; Organist
William Heavner; Sexton Robert Sydnor; Wedding Coordinator Robin Eddy.
Checks for the use of the Sanctuary, Memorial Sanctuary or Fellowship Hall
should be made payable to Opequon Presbyterian Church.
20.14 Fee Amounts.
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Members
When the bride or groom or at least one of their parents is an active member of
the church, the following fees apply:
 Use of the Sanctuary—No Fee
 Use of the Memorial Sanctuary—No Fee
 Use of Fellowship Hall/Kitchen—No Fee
 Organist (wedding & rehearsal)—$150 Add $25 for practice with soloist
 Wedding Coordinator—$100
 Sexton (wedding)—$75 Add $50 for reception and/or rehearsal dinner.
The Pastors makes no specific charge for his services, but it is customary for
the bridegroom to give a gratuity to the Pastors which is usually the same or
more than the amount paid to the organist. The best man presents it to the
Pastors.
Non-Members
 Use of the Sanctuary—$375
 Use of the Memorial Sanctuary—$275
 Use of Fellowship Hall/Kitchen—$275
 Pastors—$250
 Organist (wedding & rehearsal)—$200 Add $25 for practice with soloist
 Wedding Coordinator—$150
 Sexton (wedding)—$125 Add $50 for reception and/or rehearsal dinner
20.15 Approved by Session: December 16, 2014
21.0 Funeral Service, Memorial Service, and Memorial Garden
21. 1 Purpose. The funeral or memorial worship service is intended to reassure
the family of the grace and love of God, to articulate the redemption offered by
Jesus Christ, and to celebrate the resurrection of Jesus Christ. The service is
intended to comfort the family and allow the community of faith to collectively
participate in that comforting.
21.2 Notification of Pastor. Family/church members or funeral home directors
will notify the Pastors of the death of a member of the congregation. The Session
of Opequon Presbyterian designates the Pastors as responsible for conducting all
funerals within its sanctuary. If pastors from other denominations are invited to
participate in the funeral service, arrangements should be made through the
Pastors of Opequon Presbyterian Church and be in compliance with the Directory
for Worship (Book of Order) of the Presbyterian Church (USA).
21.3 Place of Service. In keeping with the Book of Order of the Presbyterian
Church (USA), the Session of Opequon Presbyterian Church urges funeral or
memorial services for an active member to be held in the sanctuary as the center
for weekly worship of God for this congregation. The seating capacity for the
sanctuary is 330 and 125 for the Memorial Sanctuary. Funeral or memorial
services may be held in the church sanctuary, the Memorial Sanctuary, a funeral
home, or graveside. The choice is made by the family with guidance and
agreement of the Pastors. At the family's request, the casket may be open prior to
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the funeral service during the hours of visitation. Before the funeral service begins,
the casket shall be closed. NOTE: There are no lots available in Opequon
Presbyterian Church Cemetery.
21.4 Music. If the funeral service is to be held in the sanctuary or Memorial
Sanctuary, the organist should be consulted about appropriate hymns, family
preferences, accompanists for solos and any arrangements for choir participation.
21.5 Fellowship Gathering. At the request of member families, the Bereavement
Coordinator will make arrangements for a luncheon meal to be served in the
Fellowship Hall following the service.
21.6 Memorial Garden. The grounds of Opequon Presbyterian Church have a
Memorial Garden for the scattering of remains of members and non-members.
21.6.1 Founder of the Opequon Memorial Garden. Members of the
Opequon Presbyterian Church, who pledged a minimum of $500 prior to the
opening of the Memorial Garden, are recognized as a Founder of the Opequon
Memorial Garden. A Founder is entitled to the following:
o Recognition of founding members on a memorial plaque installed at the
entrance of the garden
o Scattering of their remains in the Opequon Memorial Garden
o Memorial service officiated by the Pastors of Opequon Presbyterian
Church
o Recognition of the service in the Opequon Presbyterian Church bulletin
o Recognition and recording of the service in a special online registry to be
maintained as part of the Opequon Presbyterian Church website
o Recognition and recording of the service in a written registry to be
maintained by the Clerk of Session
o Fifty personalized announcements for family members denoting the date
and time of the memorial service, the quadrant into which the remains
were scattered, and the officiating minister
21.7 Fees. The pastor charges no fees for funeral or memorial services for
members. There are no fees for use of the church sanctuary and fellowship hall.
21.7.1 Memorial Garden Fees
Members. Members of Opequon Presbyterian Church are entitled to have their
remains scattered in the Opequon Memorial Garden for a one-time fee of $600.
Non-Members. Non-members of Opequon Presbyterian Church are entitled to
the same recognition and services for a one-time fee of $700.
Services Provided. The one-time fee (both members and non-members) is
used for perpetual maintenance of the Opequon Memorial Garden,
enhancements and landscape services, set up and break down of a sheltering
canopy, portable seating for up to 25 guests, and honorarium for the minister
and the sexton for their participation. Records designated above are also
provided. Inscription of the individual’s name on a memorial plaque in one of
the four quadrants is available for an additional fee to cover labor and
materials.
21.8 Non-Member Funeral and Memorial Services. All arrangements for nonmember funeral or memorial services to be held in the sanctuary of Opequon
Presbyterian Church will be made by the Pastors in consultation with the Session.
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Arrangements for any service which the Pastors conducts for a non-member at a
funeral home will be made by the Pastors. Honorariums for those who provide
music will be negotiated by the family with the musician(s).
21.9 Approved by Session: December 16, 2014
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Ministries
22.0 Ministry Membership Criteria
22.1 Term. Service on one of the ministries of Opequon Presbyterian Church
(OPC) shall be for an initial term of two years, with a maximum of two additional
consecutive two-year terms for a total of six consecutive years.
22.2 Participation. Individuals serving on one of the ministries of OPC are
expected to participate in at least 60% of the Ministry's activities (meetings and/or
activities).
22.3 Membership Recruitment. A specific Ministry and its mission and activities
shall be highlighted periodically, either at a worship service or in the newsletter. If
during a worship service, individuals interested in knowing more can place their
name and phone number in the offertory plate (have a colored paper insert in the
worship bulletin for this purpose).
Individuals expressing an interest in serving on a Ministry (either through bulletin
insert, Newcomers’ class, or through conversation with someone within the
church) will be contacted by the Ministry chairperson, who will discuss the
purpose, mission, activities, and vision of said Ministry.
Individuals who cannot attend monthly meetings may be involved through email,
telephone, team meetings at alternate times, newsletter updates, etc.
We should include individuals who may be able to participate in specific facets of
each ministry, but are unable to commit to the entire ministry for a full term. One
way of achieving this is by dividing the responsibilities of the ministry, with “section
leaders” responsible for recruiting “helpers.”
22.4 Approved by Session: December 16, 2014
23.0 Administrative Ministry
23.1 Mission. To establish procedure and policy for the business operations of
OPC.
23.2 Purpose. To oversee the Ministry Teams of Building and Grounds;
Stewardship and Finance; and Personnel.
23.3 Building & Grounds Team
23.3.1 Mission. To maintain the OPC facility in good repair and to initiate
improvements.
23.3.2 Purpose. The Building and Grounds team will perform minor repairs,
initiate congregational participation projects, such as clean-up days and
planting days. Major items will be coordinated with recommendations to
Session.
23.3.3 Procedures. (None at the present time)
23.4 Stewardship & Finance Team
23.4.1 Mission. To establish procedures for proper handling of monies that will
best enhance the vision and mission work of OPC.
23.4.2 Purpose. To develop an annual budget, maintain financial records and
reports for Session and yearly audit, create methods of presenting stewardship
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campaign, and to establish funding guidelines for the other ministries, local and
global missions, and scholarship funds.
23.4.3 Procedures
23.4.3.1 Budget. The Ministry will create the annual budget based upon
recommendations from each of the Ministry teams, historical data, pledge
data, and forecasts. The budget shall be presented to the Session for review
at the November Session meeting prior to the budget year. Upon review and
recommendation from the Session, the final budget shall be presented to the
Session at the December Session meeting prior to the budget year for
approval prior to the first day of the budget year.
23.4.3.2 Stewardship Program. The Ministry shall facilitate with the Pastors
and other Church Staff the annual stewardship program to take place at such
time that all pledge data is received for use in constructing the annual
budget. The Ministry may, at its discretion, appoint a team to facilitate the
stewardship program, set the theme, and establish any other procedural
criteria as the Ministry sees fit.
23.4.3.3 Audit. The Ministry shall cause an annual audit of the financial
records of the Church to be performed. This audit may be done by internal
personnel or outside professionals as situations dictate.
23.4.3.4 Financial Monitoring. The Ministry shall present, as part of its
monthly report to Session, current financial statements and evaluation
thereof, informing Session of macro statuses of expenses, income, cash
position, and any other relevant data.
23.4.3.5 Ministry Guidance. The Ministry shall provide guidance as to the
financial position and needs to other Ministries as may be required, helping
to establish and maintain budgets throughout the fiscal year.
23.4.3.6 Treasurer. The Ministry shall coordinate activities with the Church
Treasurer and facilitate the operations thereof
23.4.3.7 Approved by Session: December 16, 2014
23.5 Personnel Team
23.5.1 Mission. To provide OPC with a staff that manages the day-to-day
business of the church and assists in the overall vision of its congregation.
23.5.2 Purpose. To establish the personnel needed to carry out the functions
and business of OPC. Duties include creating job descriptions, salary
recommendations and conducting staff evaluations. This team must also seek
and interview prospective staff members to include recommendations for
benefits. Works closely with Session and Head of Staff.
23.5.3 Team. Recruiting members that reflect the diversity of the congregation
along with prior personnel management experience. Confidentiality is a
requirement of position.
23.5.4 Procedures. Procedures applicable to church personnel are contained
in the Opequon Presbyterian Church Employee Handbook.
23.5.5 Approved by Session. December 16, 2014
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24.0 Christian Education Ministry
24.1 Teams. Older Adult, LOGOS, Sunday School, Youth, VBS, Nursery
24.2 Mission. To develop a church-wide program of Christian Education that
meets the needs of all members of Opequon Presbyterian Church in respect to
nurturing the relationship with God and each other.
24.3 Purpose. To evaluate, acquire, and recommend educational materials to be
used in Sunday School, LOGOS, PYC, church retreats, special workshops,
Leadership Development, and initiate new ventures and work closely with
individuals conducting and leading said programs. Calling leaders to become
involved in educational programs of church.
24.4 Membership and Personnel
24.4.1 The Christian Education Ministry shall consist of one or more elders
currently serving on Session, any one of whom may report monthly to Session.
An elder shall serve as chairperson. The Director of Christian Education and
Pastors shall be ex officio members.
24.4.2 It is preferred that Sunday School teachers, Vacation Bible School
teachers, LOGOS teachers be members of Opequon Presbyterian Church.
Individuals who are not members, but have been a part of the church family for
at least six months may have a call to teach extended to them. The Session
shall be informed of all additional Vacation Bible School staff, LOGOS staff, and
PYC leaders for approval, but they shall not be required to be members.
Session shall be informed of pastoral leaders for Adult Bible Studies and
Disciple classes. When such leaders are other than one of the pastors of the
church, approval of such leaders from Session shall be requested.
24.5 Meetings and Orientation
24.5.1 Meeting of the Christian Education Ministry Team shall be held the first
Tuesday of each month as regularly scheduled. The chairperson or an elder
chairs the meeting.
24.5.2 A completed volunteer form and adherence to the Child Safety Policy is
required for anyone working with children and/or youth. Informational meetings
regarding the Child Safety Policy are offered annually. All volunteers must
attend an informational meeting.
24.5.3 A Sunday School staff orientation meeting is held annually.
24.6 Budget and Curriculum
24.6.1 All curriculums used by Sunday School, LOGOS, and Bible studies shall
be approved by Session. Sunday School books and materials shall be paid for
by OPC. Books and materials for Disciple classes and other adult study groups
shall be paid for by participants in the classes.
24.6.2 As part of the Christian Education budget, financial assistance up to half
the cost is offered to children/youth for one church camp or church conference
of their choice during the year.
24.7 Ministry Activities
24.7.1 Communion Education Workshops for children 4 years old through 5th
grade are held one or two times annually led by the Pastors, Director of
Christian Education and assisted by elders.
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24.7.2 Confirmation shall be offered during the regular Sunday School hour for
students in their 8th grade year. A Bible shall be presented to each student at
the Confirmation ceremony.
24.7.3 Students who have completed 8th grade are eligible to attend youth
mission trips.
24.7.4 High school students are eligible to assist with Children’s Worship no
more than twice during the Children Worship annual schedule. Students who
have completed 10th grade are eligible to assist in Vacation Bible School.
24.7.5 Deadlines must be adhered to for conferences, retreats, youth mission
trips, older adult trips and/or programs that are the responsibility of the Christian
Education Ministry. Registrations for such events must occur within the
registration period and shall not be accepted after the deadline. Deposits
required with registration are non-refundable.
24.7.6 High school graduates, including confirmed members and/or regular
participants and attendees, shall be recognized annually.
24.7.7 Staff is advised that glitter is banned from all church buildings.
24.8 Revised: December 14, 2010
24.9 Approved by Session. December 16, 2014
25.0 Fellowship Ministry
25.1 Mission. To establish events and programs that would join congregational
members, friends, visitors, and community newcomers together to become better
acquainted.
25.2 Purpose. To offer a more social atmosphere through dinners, get-togethers,
planned activities, people associated through membership or extended family at
OPC, so that people can become better acquainted and assist in developing
lasting relationships as friends in Christ.
25.3 Procedures. (None at this time)
25.4 Approved by Session. December 16, 2014
26.0 Mission Ministry
26.1 Mission. To develop a service program of continued giving monetarily and
through projects to established global and local missions.
26.2 Purpose. To encourage congregational participation in local outreach
programs, both in fundraising, public awareness, and specific projects. Coordinate
C-CAP and 4 Cents-A-Meal collections, discover new missions that would serve in
a purposeful project for OPC member participation. To coordinate global mission
work with the OPC congregations, i.e., collection of blankets, toys, needed items
for sponsored missionaries.
26.3 Procedures. (None at this time)
26.4 Approved by Session. December 16, 2014
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27.0 Worship Ministry
27.1 Mission. To establish a diversified network of OPC members to engage as
integral parts of the worship services.
27.2 Purpose. To develop and continually recruit members of OPC into a network
of ushers, beadles, liturgist, and acolytes. To train adults and OPC youth to usher
and acolyte and to establish the importance of maintaining order, procedure, and
assistance during our worship services.
27.3 Procedures. (None at this time)
27.4 Approved by Session. December 16, 2014
28.0 Ministry of the Deacons
28.1 Congregational Care Ministry
28.1.1 Mission. The Congregational Care Ministry, led by six elected Deacons
and resourced by the Associate Pastor, is dedicated to augmenting the work of
the church staff in their nurture and care of the members of Opequon
Presbyterian Church and is committed to offering opportunities for members to
share their gifts for Christian caring, love, and support with one another.
28.1.2 Goals. To assist other Ministry teams in providing for the physical,
emotional, and spiritual needs of Opequon’s members through formation and
support of caring groups such as Shepherd’s Touch, Food for Families,
Bereavement Meals, Small Groups, and the Faith Community.
28.1.3 Objectives. The Ministry team will recruit, train, and assign lay
caregivers to provide one-on-one care for those in need and to aid the pastors
in visitation and nurture. The Ministry team will coordinate the provision of
meals to those returning home from the hospital following surgery, illness, or
childbirth (Food for Families) and will provide meals for family and friends
following funerals (Bereavement Meals). The Ministry team will oversee the
formation and support of small group opportunities. The committee will sponsor
and support the Parish Nurse and related health programs.
28.1.4 Programs.
 Deacons – Three Deacons are nominated by the Nominating Committee
and elected by the congregation each year to serve a two-year term as
leaders of the Congregational Care Ministry team, for a total of six
Deacons. Each year, one elected Deacon will be assigned to oversee
the Shepherd’s Touch, and the other Deacon oversight of the Small
Group team. The new Deacons will join the remaining second-year
Deacons in learning leadership of these programs.
 Shepherd’s Touch – Volunteer lay Shepherds are those who have
completed 18-20 hours of training in visitation and one-on-one caregiving
skills. They are then matched with and assigned to visit and form
relationships with those the pastors see as needing extra care. The
Shepherds meet monthly with the Parish Associate for Visitation and
Nurture or one of their two Deacon leaders for Supervision, a peersupport group activity that helps them be better caregivers.
 Small Group Ministry – A ministry is comprised of small groups of
congregants, bonded by a common interest, getting together for
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







fellowship, sharing, prayer, devotions, Christian education, mission, and
outreach. Current active groups are Tuesday Morning Mission (prepare
and deliver food to homebound and ailing members), Read ‘Em and
Reap (read and discuss books chosen by group), Prayer Chain (pray for
those who need/request spiritual assistance and those listed each week
in the church bulletin), Hands and Hearts (make things and deliver them
to members with special needs), Memory Lane Travelers (scrapbookers),
Women’s Bible Study, Men of Opequon (MOO) and Men’s Lectio Divina.
Health Ministry – Headed by a trained Faith Community nurse,
programs are suggested and implemented when a need is identified
such as: purchase of a defibrillator and training in its use; development of
a health fair to aid in making decisions dealing with end of life issues;
engagement of speakers on addictions, medications, etc.; regular flu
shots and blood pressure checks; Red Cross blood drive sponsorship.
Food for Families – This ministry offers meals to members who have
illness. The ministry uses the Take Them A Meal program online. The
coordinator is a volunteer called by the Pastors. When a need arises,
the pastor contacts the coordinator who communicates with the
individual in need. The coordinator then advises the church secretary
who sends out a Congregation wide email advising the need for meals
with the appropriate information to login to the Take Them A Meal
website.
Contacting Lost Sheep – Each month, members that have not attended
worship for a month are called to determine if all is well and to let them
know they are missed. Members of the Ministry team make the contact.
Card Ministry – Cards (Get Well, Thinking of You, Sympathy, etc.) are
sent to members on the prayer list at the request of the Pastors. This
done by a volunteer recruited by the Ministry team.
Christmas Caroling – Youngsters from the LOGOS program and adult
chaperones, as well as members of the choir and congregation, visit
neighborhoods near Opequon as well as homebound and nursing home
members to sing Christmas carols in mid-December and share a meal
afterward.
Transportation to Church Services and Events – This service is
offered to anyone in need of transportation when they call the office 24
hours in advance. The team keeps an updated list of volunteer drivers.
Grief Box and Devotional – A large plastic box is filled with items
needed when a family gathers after a death. Also included in the box is
a booklet of devotionals prepared by members of Opequon, printed by
the office administrator, to provide words and thoughts of comfort for
those grieving for health, death reasons.
Bereavement Meals – When a member dies and a Funeral or Memorial
Service is held at Opequon, a luncheon meal for all attendees is
provided if the family wishes. This meal is coordinated by a
Bereavement meal Team that consists of 2 people, who contact food
providers from a list of volunteers, help set up the Fellowship Hall for the
41
meal, and oversee the cleanup.
 Liaison Activities – A Deacon will attend each New Member Class and
Session meeting.
 Ministry Team Night Dinner – Dinner will be prepared by the
Congregational Care Team members and served to all at this event once
during the school year.
28.2 Small Group Ministry
28.2.1 Purpose. Congregational Care’s Small Group Ministry exists to provide
opportunities for the Christian nurture of all members, so that, as a sense of
community-within-community is developed and expressed, members may live
out Christ in their lives.
28.2.2 Goals. To be a vehicle by which each member of the congregation can
feel welcomed and be actively involved, resulting in member growth, nurture of
others, and expansion of Christ’s work in the world.
28.2.3 Objectives.
 To provide opportunities for members to discover/use their God-given
gifts and talents.
 To provide opportunities for members to share the joys and frustrations
of daily life in an atmosphere of mutual support and care.
 To provide opportunities for study to increase knowledge of Christian life
and service.
 To provide opportunities to experience the power of God in our lives by
praying with and for one another.
 To provide opportunities for Christian fellowship other than during
Sunday services.
 To provide opportunities to express our faith in Christ in mission to those
beyond the church.
28.2.4 Guidelines. At Opequon, we strive to carry out our mission statement in
all aspects of church life. In defining what our Small Group Ministry
encompasses, there are four areas, which need to be included to work toward
the mission. Each small group will covenant together to meet at regular times
to fulfill the following guidelines, to support one another and to provide mutual
accountability for the participation and care of each member.
 Fellowship – All small group meetings begin with a time of fellowship as
the members connect with one another. Fellowship includes enriching
each other’s lives with mutual interests and activities.
 Sharing/Prayer – Sharing time involves more intentional conversation
as the members of the group share joys, cares, and needs in their
personal lives. As a part of this sharing, all members of the group need
to be accountable to all other members by listening and nurturing.
Prayer is an integral part of small ministry. It signifies our faith that God
will care, help, lead, and love us in our relationships with Him and each
other. That prayer relationship is exhibited while meeting together and
while apart from each other.
 Devotions/Christian Education – At each meeting a time of devotions
is to be included, using scripture. Devotions have the goal of sharing,
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learning, empowering, and enriching each other. This may include a
specific curriculum-based study that includes scripture reading.
 Mission/Outreach – The group is to use what they have experienced
together to serve others in our church and in the wider community. This
mission/outreach component should regularly include working toward
and competing a project (or a presentation) for the church and/or the
wider community.
28.3 Lay Caregiving at Opequon
28.3.1 Goal. To have a trained lay caregiving ministry at Opequon that can be
integrated with and compliment Opequon’s existing pastoral ministry, to serve
Opequon through home and hospital visitation and one-on-one care.
28.3.2 Job Description.
28.3.3 Name.
28.3.4 Application Process and Review.
28.3.5 Training and Assignment.
28.4 Procedures (None at this Time)
28.5 Approved by Session: December 16, 2014
29.0 Evangelism Ministry
29.1 Mission. Through activities, promotions, and publications, the Evangelism
Team endeavors to share the excitement of Jesus Christ with all peoples.
29.2 Purpose. Encourage church members to become aware that Evangelism is
so much more than reaching out to un-churched people and those who have fallen
away from church in our community. To help people understand that not only must
we tell people the joyful message of the Good News – but we must show by our
actions, in church and in our communities, how as a redeemed and forgiven
people we have a purpose and meaning in life.
29.3 Procedures. Provide leadership, training, and staffing for the following
ongoing activities:
 Nametag Ministry – Provide nametags for all who worship at OPC and
encourage their use through occasional bulletin reminders or oral reminders
from team members during announcements. Coordinate refilling of
nametags each week, replacing as needed. The church office provides
names of visitors; nametags are made in anticipation of their return.
 Hospitality Greeters – Circulate in the Gathering Area prior to worship
services watching for first-time guests to worship. Guests are warmly
greeted, offered a nametag, given any help that will make their visit more
comfortable and introduced to several other worshippers and the user who
will seat them and introduce them to those sitting near. Guests with small
children may be escorted to the Nursery or those needing audio equipment
assisted with this need. After the service, the Hospitality Greeter makes
themselves available for questions or help.
 Visiting Teams – Teams of two people make a “porch visit” to first time
visitors to worship, whenever possible Sunday afternoon of the visit. They
introduce themselves, thank the guest for visiting, give them a church
brochure, church magnet, and bookmark. They offer to answer any
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questions and leave their name and phone number.
29.4 Special Projects and Responsibilities.
 Evaluate publicity options and available promotions within the community.
Budget line item is restricted for this use.
 Design and duplicate brochures, invitations, calling cards, and other
publications for use by the congregation.
 Placement of church brochures in motels, hotels, and other community
locations so that visitors to the area will know about OPC.
 Plan special events to encourage all aspects of Evangelism activity.
29.5 Meetings and Membership. Monthly meetings are held during Ministry
Team night. Minutes are circulated among all members in a timely manner.
Members may initiate inclusion on this team. The team also increases their
numbers by invitation to those who existing members feel have an interest in and
aptitude for the activities of this team.
29.6 Approved by Session. December 16, 2014
Other
30.0 Endowment Fund
30.1 Introduction. A financial endowment is a transfer of money or property
donated to Opequon Presbyterian Church (OPC) with the stipulation that it be
invested, and the principal remain intact. This allows for the donation to have a
much greater impact than if it were spent all at once. To support OPC’s mission,
an OPC Endowment Fund has been created to provide resources for extraordinary
expenses and future needs of OPC.
30.2 OPC Endowment Fund
30.2.1 Purpose Opequon Presbyterian Church has an operating budget that
enables its current programs and activities to be funded. Monies are generally
budgeted such that each year’s income fuels each year’s expenses. During the
annual budgeting cycle, determinations are made as to how much to fund each
of OPC’s programs and activities.
The purpose of this OPC Endowment Fund is to have additional resources
available to address unforeseen emergencies or opportunities, since not all of
OPC’s needs are foreseen during the annual budgeting cycle. The OPC
Endowment Fund might be used as follows:
Under extraordinary circumstances to improve or enhance OPC’s facilities or
to meet emergencies having to do with the preservation and maintenance of
OPC facilities.
To enhance and promote specific programs of OPC in its service to its
members and the community once the Endowment Fund reaches a significant
level. The significant dollar level will be determined by the Trustees and
approved by Session.
To provide funding for new ministry programs outside of the annual budget.
New ministry programs are required to be approved by Session.
30.2.2 Description The OPC Endowment Fund consists of two components:
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Fund Principal – contains all gifts to the OPC Endowment Fund.
Fund Income – contains the latest gains from investing the principal. Prior
Fund income unspent will be retained as Fund Income, unless it is converted to
Fund Principal. Depending upon investment results, Fund Income may vary
substantially from year to year. Typically, in any given year, a substantial
portion of the Fund Income will not be spent and none of the Fund Principal will
be spent.
30.2.3 Endowment Gifts
30.2.3.1 Gifts to the OPC Endowment Fund are in two categories:
 Unrestricted Gifts
 Restricted Gifts
Unrestricted Gifts are given to OPC with no stipulations as to how a gift shall
be used. These gifts provide the greatest flexibility of usage because income
from these gifts can meet emergency needs. OPC’s preference is for gifts to
be unrestricted whenever possible.
Special Note: A gift’s principal, whether Restricted or Unrestricted shall not
be spent except as discussed in Section 31.2.7.1. Gifts to the Fund shall be
made with the understanding that the Principal of the gift will not be spent,
except in an unusual or emergency situation. This philosophy will enable the
Fund Principal to generate income, theoretically, for an indefinite period of
time. A donor wishing to make a gift to the OPC Endowment Fund with the
intent that the gift’s principal be spent should be advised to direct their
donation to another fund for such appropriate usage.
30.2.3.2 Restricted Gifts While it is OPC’s preference that gifts be
unrestricted whenever possible, it is a donor’s prerogative to designate a gift
as a Restricted Gift provided it is indicated that its income shall be used for a
designated area or activity of OPC, such as, Mission, Christian Education,
Worship, Building and Facilities, Music, Capital Improvements, and
Fellowship.
Gifts shall not be restricted with respect to management or investment as
this would increase the Fund’s management expenses and thus reduce the
gift’s income. Donors need to have faith in OPC’s ability and aims with
respect to management and investment.
All gifts to OPC without the Restricted or Unrestricted “label” will be
treated as an Unrestricted gift.
Any gift will be respectfully declined if it is unacceptably restricted, not in
keeping with the Christian mission of OPC, poses liability issues for OPC, or
for any other reason is not acceptable to the Session.
30.2.3.3 Types of Gifts Gifts may be made to OPC in any acceptable form
provided that the gift can be reasonably “cash” liquidated and added to the
Fund. Examples of acceptable gift types are as follows: bequests,
assignment of life insurance, transfers of cash, investments, real property, or
personal property.
All non-cash gifts given to OPC will be sold promptly and the net sale
proceeds (gross sale price less expenses and debt) will be added to the
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Fund’s principal.
30.2.3.4 Making a Gift A person can present a gift to OPC at any time during
her/his lifetime, or through her/his estate. A person can consider gifts to the
Fund via multi-year, planned giving, or via estate planning. Gifts may be
made anonymously. Due to OPC’s not-for-profit status, all gifts are taxdeductible to the extent allowable by law.
People are encouraged to seek out any member of the Trustees if there are
questions related to the OPC Endowment Fund.
30.2.4 Endowment Investment
30.2.4.1 Investment Objectives. Preservation of the OPC Endowment
Fund’s capital, held in consistency with the mission of a Christian church, is
the primary investment objective. This is a recognized conservative
investment approach, in order to provide a reliable base from which to
generate income. The Fund’s principal will grow through gifts. For
investments purposes, all gifts will be pooled. Funds should be invested to
produce long-term total return within prudent levels of risk. Long-term total
return targets are inflation rate (as measured by the Consumer Price Index of
the U.S.) plus 4-6%. In measuring total return, no distinction shall be made
between dividends, interest, and capital appreciation distinction (realized or
unrealized). As a prudent risk parameter for equity investment of endowment
funds, over rolling 5 year periods, the annualized standard deviation of the
equity portfolio’s quarterly rate of return shall be no greater than 125% of that
of an appropriate benchmark determined by the Trustees.
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30.2.4.2 Legal Guardrails for Investment Authority. All funds must be
invested consistent with [ 1 ] the requirements applicable to organizations
exempt from income tax pursuant to Section 501(c)(3) of the Internal
Revenue Code and [ 2 ] the Uniform Management of Institutional Funds Act,
Virginia Code Sections 55-268.1 thru 55-268.10.
30.2.4.3 Investment Allocations and Limitations. The investment
portfolio shall be diversified. Disproportionate or extreme positions that might
cause significant diminution of value in adverse circumstances shall be
avoided. All securities held in the endowment portfolio shall be readily
marketable. The portfolio may include equity securities of both domestic and
international corporations, but must be classified as institutional quality
issues. Fixed income securities shall be investment grade, with average
credit quality at least AA. Funds may not be invested nor obligations incurred
in futures, options, swaps, or any other financial derivatives.
30.2.4.4 Investment Managers. The Trustees will annually designate a
“fund manager” which will manage the OPC Endowment Fund and
administer it. Prior to designating a fund manager, the Trustees shall secure
proposals from at least three potential fund managers. The proposals should
contain a description of an investment strategy for achieving the investment
objectives outlined in this policy. The fund manager may be selected from
the Shenandoah Presbytery Corporation, the Presbytery Foundation, or a
private investment firm, depending on the return achieved and other
considerations.
The Trustees will review the OPC Endowment Fund investment
performance at their regular meetings based on reports from the fund
manager.
30.2.5 Endowment Spending
30.2.5.1 Spending Guidelines. All prior and current OPC Endowment Fund
income may be spent if approved by the Session and the Trustees for
extraordinary expenses. Fund income is defined as all gains, whether from
dividends, asset appreciation (realized and unrealized capital gains), interest,
or otherwise, less investment expenses.
Fund income that is the result of Unrestricted Gifts (Unrestricted Fund
Income) shall be used for extraordinary purposes in any area or activity of
OPC, such as Outreach, Christian Education, Worship, Building and
Facilities, Music, Capital Improvements, and Fellowship. Fund Income that is
the result of Restricted Gifts (Restricted Fund Income) will be distributed
according to each Restricted Gift’s spending guidelines.
If it is no longer possible to adhere to a Restricted Gift’s spending
guidelines, then the Trustees will attempt to contact the donor or her/his
relatives for further guidance on how the gift’s income shall be spent. If the
Trustees are unable to obtain additional guidance, then the gift’s Restricted
Principal and Income will become Unrestricted Principal and Income.
Small amounts of the OPC Endowment Fund may be spent in order to
recognize donors, such as plaques, nameplates, or other items that facilitate
recognition.
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In any given OPC fiscal year, whatever Fund Income (Unrestricted or
Restricted) is not spent, it will either be retained as Fund Income for
unforeseen future needs, or converted to Fund Principal. If Fund Income is
converted to Fund Principal, it must adhere to the guidelines in this policy
related to Fund Principal.
30.2.6.1 Spending Proposals Spending proposals may be submitted
through the Stewardship & Finance Committee to the Session at any time
during the year. The Session will discuss and recommend specific
expenditures from the Fund Income to the Trustees for approval.
30.2.7.1 Spending Principal Distribution of Fund Principal may only be
made in extraordinary situations, if approved by a vote of the Session and
approved by the Trustees. The OPC Endowment Fund may be pledged as
collateral or security for loans obtained by the Church, if approved by a vote
of the Session and Trustees.
30.3 OPC Endowment Fund Administration
30.3.1 Endowment Responsibilities The OPC Endowment Fund will be
managed by a “fund manager” designated annually by the Trustees with
quarterly review by the Trustees.
The Trustees will ensure all gifts are incorporated into the Fund as soon as is
reasonably possible. The Trustees will accept or decline all Gifts. The
Trustees will report on the status of the OPC Endowment Fund in the Annual
Report. The OPC Treasurer, at the direction of the Trustees, will disperse the
Fund Income or Principal in accordance with this policy. The Endowment
Committee will develop a planned giving program, solicit support from the
fund manager, and provide information and guidance to interested donors.
30.3.2 Conflict of Interest A fund manager will be used to manage the OPC
Endowment to ensure that no member of OPC has any direct or indirect
personal interest in any dealings or transactions involving these funds which
might be constructed as conflicting with the interests of Opequon
Presbyterian Church.
31.0 Display of Flags
31.1 The Christian flag and American flag may be placed in the Sanctuary on
appropriate occasions, as determined by the Session and the Pastor. At other
times, the flags are to be stored in the Memorial Sanctuary.
31.2 Approved by Session: December 16, 2014
32.0 Maintenance of this Manual
32.1 Maintenance of this Manual is the responsibility of the Personnel Team. Each
Ministry Team must submit any changes or updates to the Personnel Team prior to
Session meeting in November of each year. From there they will present it to
Session for review at the November meeting with final review and approval in
December of each year.
32.2 Approved by Session: December 16, 2014
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