Board of Directors - s3.amazonaws.coms3.amazonaws.com/emmaus.upperroom.org/BoardofDirectors.pdf · Board of Directors All information is ... Governing Documents •Bylaws/policies

Board of Directors

All information is available in the Emmaus Ministries Community ManualThis Manual takes the place of the Handbook on Walk to Emmaus, Handbook on Chrysalis,

and the Coordinators Manual.

Responsibility of the BoardLeadership: Formation of broad policy for the

organization

Management: Oversee day to day operations, assure

that functioning within the policies established by

the governanceFor example: Meals for the weekendLeadership: The Board makes it clear that a standardized menu will be used for all events with a set budgetManagement: The Board empowers the kitchen committee to establish that menuDay to Day: The committee works with the menu and budget, and when questions arise, like the cost of butter and eggs went up this year and so the menu was over budget, those questions go to the board.The Board Manages the process by deciding if the budget can be increased, and if that means weekend fees increase, or if the menu should be changed to stay under budgetIf the menu is to be changed the Board doesn’t do that, it is given back to the committee

Governing Documents• Bylaws/policies and procedures

• 501c3 (IRS non profit status)➢ 990/990EZ or 990N

• State statutes or Organization (Incorporation)

• Rules of Operation

• The Upper Room Community Covenant➢ Signed yearly by all board members➢ Covenant Signature page for each Ministry

• Current Handbooks and Manuals• Manuals are COPYRIGHTED MATERIALS and should be

treated as such. No duplication, additional printings, etc.

Accountability of the Board

• First to God

• The Upper Room International Emmaus Ministries Office

• Local Emmaus Ministries Community

• IRS - Not for profit status

• State government granting incorporation

• Benefactors

Covenant Agreement• Covenant between Upper Room Emmaus Ministries and

local Emmaus Ministries communities.

• A Covenant is:❖ God’s promises to people in the Old and New

Testaments❖ A binding agreement made by two or more parties

(marriage); a contract.❖ A solemn agreement or vow made by members of a

church (or faith community) to defend it’s faith or doctrine.

• Covenantee is The Upper Room Emmaus/Chrysalis

• Covenantor is The local community

Covenant Agreement (cont.)

By signing the Covenant The Local Community Agrees:

1. to become a Emmaus Ministries Community for the year.

2. to conduct its program and events in accordance with the Emmaus Ministries materials, described on Appendix A.

3. to refer to the International Emmaus Office for the interpretation of the Emmaus Ministries materials.


4. to seek prior written approval from the International Emmaus Ministries Office before translating, scanning, copying or otherwise reproducing any Emmaus Ministries materials.

5. to seek prior written approval from the International Emmaus Ministries Office before using any of the Emmaus Ministries trademarks, described on Appendix B, other than as specifically authorized by the International Emmaus Ministries Office in its Branding Guide.


7. to promote in all of its activities the openness to diversity and the theological balance that is reflective of The Upper Room, inviting interdenominational, interracial and international participation and fostering a spirit of Christian acceptance and unity.

8. to have an elected local governing body that will conduct its business in accordance with the International Emmaus Ministries Office guidelines and in a manner that honors Christ and the church universal.

9. to function as a servant of the Church.


10. to ensure that all members of its Board of Directors and of its event Conference Room teams are active participants in a Group Reunion or an accountability group, all in accordance with The Upper Room Community Manual

11. to be in regular and prompt communication with the International Emmaus Ministries Office regarding scheduled events, election of new officers, and other developments affecting the quality of the Local Community’s ministry.


12.to maintain and promptly update its information at the Boardroom website, at http://emmaus.upperroom.org/leaders or http://chrysalis.upperroom.org.

13.to keep denominational leaders, other church officials and the International Emmaus Ministries Office informed about the activities and the fruits of the local and international Emmaus Ministries Movement, and to cooperate with all of requests for such information.


12.to maintain and promptly update its information at the Boardroom website, at http://emmaus.upperroom.org/leaders or http://chrysalis.upperroom.org.

13.to keep denominational leaders, other church officials and the International Emmaus Ministries Office informed about the activities and the fruits of the local and international Emmaus Ministries Movement, and to cooperate with all of requests for such information.


14.to work through the Emmaus Ministries Communicators to gain and improve understanding of the Emmaus Ministries Movement.

15.to keep accurate accounting books and records, to preserve them for at least four (4) years after they are generated or received by the Local Community, to have them inspected annually by someone other than the Local Community’s treasurer and to make the ensuing report available to any interested party as part of the Local Community’s corporate minute book, and, further, to allow them to be examined and copied by the International Emmaus Office Ministries or its representative(s).


16.to actively support international Emmaus Ministries Communities through financial contributions to “The Gift” program, http://emmaus.upperroom.org/leaders/gift.

17.to send some or all members of its Board of Directors to at least one Regional Celebration event, in accordance with The Upper Room Emmaus Ministries Community Manual.

18.to have a unified working relationship with all Emmaus Ministries Programs that exist within the serving area of the community in accordance with the Emmaus Ministries Community Manual.


19.to review and to consider the renewal of its covenant with the International Emmaus Ministries Office on an annual basis, unless this Covenant is terminated, and except as otherwise provided in Appendix C.

20.to consult with the International Emmaus Ministries Office to reactivate its status as an Emmaus Ministries community after three (3) years of dormancy (without conducting events).


By signing the Emmaus Ministries Office Agrees:

1. to recognize the Local Community as an Emmaus Ministries Community.

2. to develop and support the Local Community in the fulfillment of the Emmaus Ministries vision and mission.

3. to commit to the upholding of the Local Community and this covenant in prayer.


By signing the Emmaus Ministries Office Agrees:

1. to recognize the Local Community as an Emmaus Ministries Community.

2. to develop and support the Local Community in the fulfillment of the Emmaus Ministries vision and mission.

3. to commit to the upholding of the Local Community and this covenant in prayer.


4. to make available to the Local Community: the Emmaus Ministries materials and the various Emmaus Ministries trademarks, subject to the provisions of Appendix C; training, guidance and consultation on the Emmaus vision and mission; interpretative materials on Emmaus; direction and leadership for starting new Emmaus Ministries Communities (or re-starting dormant ones); resource persons for leadership training; and coordination and networking of the Emmaus Ministries movement.

Appendixes5. to support the Local Community’s members in their

Fourth Day by making available, upon request, information about other resources for strengthening the spiritual life that are published or produced by The Upper Room.

6. to grant to the Local Community a 25% discount on Upper Room Books® publications to be offered for sale by the Local Community at Emmaus Ministries events.

7. to maintain regular communication with the leadership of the Local Community.

8. to continually seek to improve the Emmaus Ministries programs.

Appendix A: List of “official” Emmaus Ministries materials.

Appendix B: Official Trademarks and logos.

Appendix C: Intellectual Property, Term & Termination, Indemnity, & Insurance.

Appendixes

More about Insurance

“Along with the executed copy of this Covenant, the Local Community shall send to the Emmaus Ministries Office a certificate of insurance evidencing such insurance coverage.”

See more on the website about coverage!

Appendixes

Ministry Specific Signature Pages




• Working Board – for Communities hosting one to two sets of an Emmaus Ministries event annually.

• Coordinating Board – for Communities hosting three or more sets of an Emmaus Ministries event annually.

• Governing Board – recommended for Communities running 2 or more Ministry Areas (WtE, CHR, FtF, JTT).

Types of BoardsEmmaus Ministries Community Manual Pages 32-44

• Elected by the Community for 3 year terms

• Divided evenly into 3 classes• 12-15 members in 3 classes + CSD

• Clergy expected in each class, but not specified

• Officers elected yearly by the board• CSD, CLD, Secretary & Treasurer

• All members serve as a committee chairperson

Organization of Working and Coordinating Boards

• This video explains the need, as well as the basic structure - https://youtu.be/Hm7ZO_aZKRU

• Communities looking at this structure should form a “Transition Team” to plan how to make this change over a year or so.

• Each specific Ministry Area works in a Working or Coordinating structure depending upon the number of events held annually.

• Ensures that each ministry area has the appropriate focus to handle the day to day workings, as well as have the needed representation and voice on the Board.

Organization of GOVERNING Board

https://youtu.be/Hm7ZO_aZKRU

Organization of GOVERNING Board

• Chrysalis is the primary outreach ministry of Emmaus

• Chrysalis cannot exist without the support of Emmaus

• 501C3 – not legal for youth to serve as a voting member of a board (with very few state exceptions).

• Emmaus does not have the authority to start up or close down a Chrysalis community

• Young people need to be taken seriously, given responsibility and mentored

Chrysalis as a Standing Committee

• Can (or must in case of Discovery Weekend) be hosted by organizations outside the traditional organization structure of an Emmaus Community.

• A LIAISON to Journey to the Table and/or Discovery Weekend will only be appointed should the Community AND the Hosting Location BOTHdesire to make use of that support relationship. These two roles will be limited depending on the level of support that is desired.

Journey to the Table (& Discovery Weekend?)

• Be informed - UR Materials, Bylaws, Community

• Participate in UR Regional Gathering/Trainings

• Attend board meetings – expectation✓ Participate in discussion ✓ Support decisions

• Be loyal

• Honor confidentiality

• Delegate day to day management

• Operate with Integrity

Life Together As a Board

• Annual Board Retreat - internal training, group building,

getting to know each other as people

• Weekend Orientation Meeting - This is the main way for the board

to take responsibility for the start of team formation.

• Annual Community Trainings

• Sponsorship Training (monthly or quarterly)

• Review Bylaws (ad hoc) every 5 years (required)• Chrysalis review Policies (recommended)

• Nominating Committee (ad hoc)

Additional Board Functions

• Work with discernment & prayer• Strive for excellence•Always have more nominees than vacancies

- Should have at least 7 to fill 5 openings

• Automatically appointing a volunteer is NOT the same as voting on a slate of nominees

• Nominations for Board positions• Consider diversity• Consider community involvement• Consider team experience

Nominating Committees

• Insurance• Liability and Directors & Officers (D&O) Insurance• Fire and Theft - if own property

• Sexual Harassment Policy• Safe Sanctuary• Background checks (Chrysalis Requirement)

• Emergency Policies and Procedures• Community policies and facility policies• Emergency Contact Forms on the weekend

• On the back of nametags?

• Security Policy

Health & Safety

• Family members serving on board together• Spouses, Siblings, Parent/Child, Extended Family

• Board Members serving as Conference Room team (with exception of Board representative)

• Obsessive extensions of term - should be addressed in the By

Laws/operating procedures

• Lack of diversity• Gender, age, denomination, geography

• Disregarding youth and young adults• Ministry Areas that don’t share resources• Communicating only through emails

Some Pitfalls for Board Service

• Officers of the Board = 4 Total

• Standing Committee Chairs = 12 16

• Committee Members = 19 35(Gatherings, Group Reunion, Newsletter, Outreach, etc)

• Event specific = 40 75(Team selection, Registrar, Sponsor’s Hour, Candlelight, Transportation, Agape, Logistics, Kitchen, etc.)

• Other Committees = 20 95(Facilities, Literature/Supplies, Entertainment, etc.)

• MORE PEOPLE ARE NEEDED IN LEADERSHIP THAN JUST BOARD MEMBERS!

• Is your Board trying to do the work of 95 people?

• What if you actually had 95 people doing the work?

People involved in a WELL RUN Community

• Allows the work to be shared by many

• Encourage diverse people to work together

• Allow for on-the-job training in future roles

• Experience the grace and blessing of anonymous servanthood

• Lead to further involvement in all community activities through shared involvement and service

Committees“One obstacle to grace and leadership development is the tendency to assume more responsibility

because ‘I can do this quicker and better if I just do it all myself.’”

• Give committee chairs intentional access to new community members• Schedule communication 3 months after the walk

• Use a Database (like IMS)

• Sign-up sheets• Candlelight, Gatherings• Online (website, Facebook)

• Ask for recommendations from Table Leaders

Committee Best Practices

“I do not seek unpopularity as a badge of honor.

But sometimes it is the price of leadership and the cost of conviction.”

Tony Blairspeech in Glasgow in February of 2003

“He had no beauty or majesty to attract us to him, nothing in his appearance that we

should desire him.

He was despised and rejected by men, a man of sorrows, and familiar with suffering.

Like one from whom men hide their faces he was despised, and we esteemed him

not.”

Isaiah 53:3