The Church (Part 2) - Our Constitution | Kimberley Baptist Church

About this document

This is the formal constitution of Kimberley Baptist Church. The biblical understanding of the church on which it is built is set out in Part 1.

1.Name

Kimberley Baptist Church

2.Union Affiliation

To be affiliated with the Baptist Union or not will be the prerogative of the church. The decision will be based on how the Baptist Union is being run and their holding to Scriptural doctrine. The church will strive to be a member of the Baptist Union or otherwise look to join another biblically sound Union.

3.Statement of Faith

3.1

We believe in the Scriptures of the Old and New Testaments in their original writing as fully inspired of God and accept them as the supreme and final authority for faith and life.

3.2

We believe in one God, eternally existing in three persons — Father, Son (Jesus) and Holy Spirit.

3.3

We believe that Jesus Christ was conceived by the Holy Spirit, born of the Virgin Mary, and was on earth fully God and fully man and is now fully God still at the Father's right hand in heaven.

3.4

We believe that God created man in His own image; that man sinned and therefore received the consequence of death (physical and spiritual).

3.5

We believe all people have sinned and fallen short of God's glory, and are in need of saving (Romans 3:23).

3.6

We believe that the Lord Jesus Christ died for our sins, according to the Scriptures, that He died in our place as a substitutionary sacrifice, and that all who believe in Him and repent are justified (made righteous/right before God) on the grounds of His shed blood.

3.7

We believe that the Lord Jesus Christ, while on earth as fully man, set us an example and we are to live in the same way, aspiring to be Christlike (1 John 2:6).

3.8

We believe in the bodily resurrection of the Lord Jesus, His ascension into heaven, His present life as our King, Leader, High Priest and God, and that He will personally return one day.

3.9

We believe that all who receive and follow the Lord Jesus Christ by faith are reborn of the Holy Spirit and thereby become children of God. These children are to be aware of and led in all aspects by the Holy Spirit as the presence of God in their lives.

3.10

We believe in the full collection of the gifts of the Holy Spirit operating under His guidance in a biblical and orderly manner within the church.

3.11

We believe in the resurrection both of the just and the unjust, the eternal blessedness and life with Christ of the redeemed and the eternal banishment and punishment of those who have rejected the offer of salvation.

3.12

We believe that the one true Church is the whole company of those who have been redeemed by Jesus Christ and regenerated by the Holy Spirit, but that each local gathering of these people constitutes as the church in their context as well.

3.13

We believe that the local Church on earth should, with Christ as its head, strive after His character and ways personally and corporately and therefore that having accepted salvation from Christ and living to walk in His ways are essentials of Church membership.

3.14

In striving after and living according to His ways, we believe that God has ordained marriage as a heterosexual relationship between a natural man and a natural woman.

3.15

We believe that each believer is responsible for nurturing and maintaining their own personal relationship with God in knowing Him and getting to know Him more. (Prayer, Bible reading and fellowship with the community of believers is essential to this.)

3.16

We believe the church should, at the heart of what they do, look to be like Christ and continue the work of Christ with a focal point on making disciples of all.

3.17

We believe that the Lord Jesus Christ appointed two ordinances — Baptism and the Lord's Supper — to be observed as acts of obedience and to express and convey the message of Christ in our faith; that Baptism is the immersion of the believer in water in obedience to Christ's command and to follow in His example, witnessing to a belief in, and an acceptance of, Christ as saviour that has already happened; and that the Lord's Supper is the partaking of bread and wine (grape juice) as a symbol of the Saviour's given body and shed blood, in remembrance of His sacrificial death and it being our only way to obtain salvation, and we observe this until He comes.

4.Church Purposes

4.1

To worship and glorify God (Ephesians 3:21; Psalm 100:1-2; Matthew 6:9-10; John 4:23-24; Hebrews 12:28; Luke 4:8).

4.2

To carry out God's will by the power of the Holy Spirit (Matthew 7:21; Acts 1:8; Romans 8:14).

4.3

To fulfil the Great Commandment in loving God with all of who we are, and then to love our neighbour (all people), as we love ourselves (Matthew 22:37-40).

4.4

To be pure (in the process of being made pure) (2 Corinthians 7:1; Isaiah 1:16; 1 John 1:7; Ephesians 5; Daniel 12:10; James 1:2-4; Galatians 6:16-26).

4.5

To make disciples (Matthew 28:18-20). This is one of the absolute foundations of church existence.

4.6

To do good works (Matthew 25:31-46 — sheep and goats; Matthew 5:14-16).

4.7

For all to become part of the body (Acts 2:47; Hebrews 10:25).

4.8

For those in leadership and those who have authority to be equipping the saints for works of service (Ephesians 4:12) and for all followers of Jesus to use the gifts God has given them to serve the body and for the common good (Matthew 25:14-30; 1 Corinthians 12; Romans 12).

5.Partnering with other Churches

5.1

Research into the purpose of the ministry or event approached to partner in will be done.

5.2

No partnering will be done where the core beliefs or doctrine of our faith will be in question by the teaching at the event or by our church being part of the event.

5.3

Where possible, partnering with Churches whose core beliefs agree with sound doctrine, who aim to glorify God and extend and grow the Kingdom of our Lord, will be encouraged.

5.4

Before attending or being part of any event or program that involves partnering with other churches, the Elders' opinion and advice will be sought.

5.5

Our Church will strive to help and gather with local Churches that have the same core doctrine as much as is wise and possible.

6.The Church Vision

Love God, love others, and live to make disciples of Jesus Christ.

7.The Church Mission (to accomplish the Vision)

We aim to achieve our Vision through journeying with people to:

Be In, Abide In and Bear Fruit In Jesus for His glory.

8.Membership

8.1

All those who are on the role of membership at the adoption of this constitution will be considered members.

8.2 Application of Membership

8.2.1

Anyone who attends or plans to attend and be part of the church, having it as their spiritual home, can apply.

8.2.2

A person needs to be 16 years or older in order to apply for membership.

8.2.3

Each applicant will go through the Church's membership form and format.

8.2.4

If they have fulfilled the requirements of believing in the Lord Jesus and given their lives to Him, are aiming to follow Him in their lives and have demonstrated this through baptism and the fruits of the Spirit being displayed in their lives, agree to the expectations of membership and agree with, support and commit to the church's vision and mission, they will sign the membership form and it will be given to the Elders with the recommendation of the member who ran the class/session.

8.2.5

If someone through a chronic illness cannot be baptized by immersion, then baptism by another manner will be accepted.

8.2.6

The Elders will discuss the person and if there are no reservations, they will announce the name(s) of those applying for membership and they will include them on their platform of communication and in the church announcements over a two week period.

8.2.7

Any reservations regarding specific persons are to be brought to the Elders. If there is a reservation brought to the Elders, they will investigate and get clarity from the person giving the information and then chat to the proposed member about the issues raised. They will then discuss and pray through the matter and decide if they are happy with the person's current journey in Christ (that it is real and sincere and legitimate in truth).

8.2.8

If the Elders after this process are happy with the person being in membership, or if there were no reservations expressed during the two week period, the person will be accepted into membership the following Sunday.

8.3 Termination of Membership

8.3.1

If members are found to be acting in ways unbecoming of a Christian, one of the Elders will meet with them to discuss this. If constant sinful patterns continue and they don't accept or want help in these issues and are not actively working on it, or if an action is deemed substantial enough by itself, a person can at the consensus of the Elders be removed from membership. 75% of the Elders need to be in agreement for this to happen. The church will then be notified about this. The decision to remove someone from membership/the congregation should be processed, prayed through and dealt with keeping the best interests of the person in mind. The degree of removal also needs to be processed and prayed through, as at times someone can be removed from membership yet still be journeyed with by an Elder or trusted member; at other times, they can be totally removed from the congregation.

8.3.2

Members will also be removed from membership if they:

8.3.2.1

Relocate further away where travel to church is not possible and they stop attending.

8.3.2.2

Have started attending another church regularly as their home church and made this known, or this has been happening for more than three months.

8.3.2.3

Have not attended church or responded to contact from the church or its leaders for three months or more.

8.3.2.4

Have given a letter of resignation from membership to the church.

8.3.2.5

Have passed away.

8.4

It is to be noted that the suspension or expulsion of any member should only happen after all efforts at restoration have been tried without compromising God's Word or truth that has been brought in love.

8.5 Membership Expectations

8.5.1 From members

8.5.1.1

To continue building their own personal walk with God (through reading His word, hearing His word, prayer and fellowship).

8.5.1.2

To be committed (to commit to the church body by attending and being part of our corporate gatherings as regularly as possible).

8.5.1.3

To plug in (to seek to join and meet with other believers either in small groups or social settings and grow in their faith).

8.5.1.4

To uphold the church in prayer and support the Lord's work financially with their giving.

8.5.1.5

As God grows them in the faith, to see and commit to where He desires them to serve in the church practically and with their gifts.

8.5.1.6

To understand the Church's Vision and commit to supporting and being a part of that.

8.5.1.7

To be human ☺ — we know that everyone falls short and we don't expect members to be perfect. So in this community know there is grace and love, but out of love we will encourage and support each member in their relationship with God.

8.5.2 From the Church

8.5.2.1

To provide sound biblical teaching (teaching based on scripture in context and not conflicting on the statement of beliefs in point 3).

8.5.2.2

To provide opportunities to grow in the Lord.

8.5.2.3

To provide opportunities to serve.

8.5.2.4

To help each person to serve.

8.5.2.5

To provide encouragement, accountability, support and counselling all in wisdom where needed and possible.

8.5.2.6

To pray for each member.

8.6 Transfer of Members

8.6.1

Kimberley Baptist Church will not accept transfers from other churches as automatic members. All people who want to be members need to follow the process stated in 8.2.

8.6.2

Kimberley Baptist Church will provide a letter of transfer/commendation to other churches if it is requested from a current member who is moving to a different church. This letter will be sent by the church secretary on behalf of and with the approval of the Elders.

9.Elders and Deacons

9.1 Process of election of an Elder

9.1.1

A man that fulfils the biblical qualifications for an Elder mentioned in the "Elder Qualifications and Roles" document in The Constitution Part 1, can be recommended and nominated by the members of the church as an Elder.

9.1.2

Each nomination will be vetted by the existing Elders to see that the nominee does meet the biblical qualifications for the position. If there are no Elders then Deacons will vet each nominee; if there are no Deacons then they are to be vetted by a trustworthy pastoral figure from a neighbouring trusted church.

9.1.3

To sincerely see these qualities will take time and so the person should be a member of the church for at least six months.

9.1.4

If the person has been attending the Church for a lengthy period of time but hasn't been a member and then decides to become a member, upon the agreement of the Elders their attendance can serve as time served.

9.1.5

A potential Elder must be tested/trained first.

9.1.5.1

They must have had opportunities to teach and be seen to have done so accurately and biblically by the Pastor and the other Elders.

9.1.5.2

They are to be involved in Elders and Council Meetings three months before being elected, being able to actively give input in that third month, and seen to give good, godly input or opinion.

9.1.6

If approved by the Elders, the person's name will be announced and put in the bulletin or on the church's communication platform for four weeks, prior to the AGM.

9.1.7

If there are any reservations, they can be brought to the existing Elders who can, if necessary, investigate and chat to the proposed Elder regarding it.

9.1.8

If the Elders are at peace to go ahead after the reservation has been processed, or if there were no reservations, the church will then vote via secret ballot at the AGM on each nominated person.

9.1.9

An Elder needs 75% votes in favour to be elected.

9.1.10

Elders not meeting the percentages required will not be accepted into the position. If the current Elders feel they should, they will enquire of the church as to why the vote did not succeed and do investigations, and after due process if they feel the person should still be an Elder, they can re-nominate them at a Special General Meeting. They will still need the same percentage of the vote and if they don't get it, the nominee cannot be elected and the Elders need to pray through and strategically work through this, but not let it be their focus as they will need to proceed with running the church effectively.

9.1.11

The Senior Pastor of the Church automatically by his position is considered part of, and leader of, the Eldership team.

9.2 Process of election of a Deacon

9.2.1

A man or woman who fulfils the biblical qualifications for a deacon in the "Deacon Qualifications and Roles" document in The Constitution Part 1, can be nominated as a deacon.

9.2.2

9.2.3

To sincerely see these qualities will take time and so the person should be a member of the church for at least six months.

9.2.4

9.2.5

Each deacon must be tested first (this is where certain responsibilities of service are given to them over a period of time to see if they fulfil them faithfully and in a God honouring way. These can be door duty, tea duty, being in / doing specific tasks in a ministry, locking up, or a mix of these possible responsibilities through the testing period).

9.2.6

If approved by the Elders, the person's name will be announced and put in the bulletin or on the church's communication platform for four weeks, prior to the AGM.

9.2.7

If there are any reservations, they can be brought to the existing Elders who can, if necessary, investigate and speak to the proposed Deacon regarding it.

9.2.8

If the Elders are at peace to go ahead after the reservation has been processed, or if there were no reservations, the church will then vote via secret ballot at the AGM on each nominated person.

9.2.9

A deacon needs 66% of the votes in favour to be elected.

9.2.10

Deacons not meeting the percentage required will not be accepted into the position. If the current Elders feel they should, they will enquire of the church as to why the vote did not succeed and do investigations, and after due process if they feel the person should still be a Deacon, they can re-nominate them at a SGM. They will still need the same percentage of the vote and if they don't get it, the nominee cannot be elected and the Elders need to pray through and strategically work through this, but not let it be their focus as they will need to proceed with running the church effectively.

9.3 Terms

9.3.1

Each Elder or Deacon will serve a two-year term.

9.3.2

After each term they may be re-nominated to serve another two-year term to the maximum of three terms (six years). After each six-year period of service they have to take a mandatory year off from their position as Elder (excluding the Senior Pastor) or Deacon. They may still be involved in ministry but will not be in their position or on the Council.

9.3.3

After the year off, the person may then be re-nominated.

9.3.4

If an Elder or Deacon has served for six consecutive years and there is a lack of Elders or Deacons and the church is desperately in need of that person in that position (if there is no pastor or no one else fulfils the criteria for the role and there will be less than two people in that position) for the immediate time, they can be nominated and if successful be voted in for a one-year extension subject to 9.1.1 or 9.2.1 still being fulfilled. They are to focus on building others up and training them for that role in that year until the person they are training fits the qualifications of an Elder or Deacon, or God alerts them to someone else who does already have the qualifications of an Elder or Deacon. After that year, if the person trained is capable, the Elder or Deacon whose term was extended will then take a break for a year; otherwise another year extension can be taken until the trained person/people embody the biblical requirements of the position or someone else who already has the qualifications is recognised.

9.3.5

An Elder or Deacon can be released from their position if there is found to be improper conduct (for something to be investigated and a charge against an Elder to be accepted, there need to be 2-3 witnesses — 1 Timothy 5:19). The Elders will discuss the incident and at their discretion they may release the Elder or Deacon from their position, or advise the person to step down from the position. They will then inform the church of this, handling the situation with love and care in a gentle yet truthful manner. If there is a disagreement amongst the Elders about asking a fellow Elder or Deacon to step down or to release them from their position because of something that has happened, they need to pray through it, and if still at odds, they need to bring the situation to the Council where information will be shared, and if after prayer there is still not a consensus of at least 75%, it is to be taken to a SGM and a vote will be taken according to 13.5 and 13.6.

9.4 Elders and Deacons Meetings

9.4.1

It is recommended that the Elders meet twice a month to discuss any matters of governance within the church and spiritual or other matters that have arisen, as well as to pray for the Church (60% need to be present for a Quorum).

9.4.2

It is recommended that the Elders and Deacons (who together shall be known as the Church Council) meet together once a month to have a report back on each ministry and to discuss service and logistical matters within the church (60% need to be present for a Quorum). At the first meeting together after the AGM, they are to decide on roles and portfolios, where each person needs to preside over or be part of a ministry within the church. The positions of Treasurer and Council Secretary are to be decided at this meeting.

9.4.3

If there is no one on the Council to fulfil the roles of Council Secretary or Treasurer, a member can be asked to serve in that capacity for a time. The person asked to fulfil the role needs to possess the same biblical qualities expected of that of a Deacon.

9.4.4

If a suitable person cannot be found, the Council can arrange a small group of members as a committee to handle the task or in wisdom look for how in a God honouring way the responsibilities can be fulfilled.

10.Ministry Leaders

10.1

All ministry leaders need to be known by the Council and known to have a sincere faith.

10.2

All ministry leaders need to be agreed upon and appointed by the Elders.

10.3

They can be an existing Elder or Deacon.

10.4

They need to have proved to be faithful and loyal and of godly character.

10.5

They must be recommended by an Elder or Deacon.

10.6

They need to agree to the portfolio outline of the ministry and need to be fulfilling the portfolio faithfully in line with the church's vision and mission, as well as running the ministry in manners of integrity.

10.7

These positions are to be evaluated and discussed annually by the Council and the Elders.

10.8

Each ministry leader is to meet with an Elder to discuss the ministry they are running periodically (minimum annually).

10.9

All appointments made within the leadership team of each ministry are to be subject to the Elders'/Pastor's approval.

10.10

Each ministry leader is to have meetings with their ministry team during the year in order that, in the planning of certain events, the purpose of those events or programs remains in line with the Church's vision and mission.

11.Ministries

11.1

Ministries themselves are to be assessed by the Council annually to see what they did, and if their programmes and events correlated with their portfolio outline and the Church's vision and mission which should be at the heart of all activities.

11.2

A ministry leaders meeting is to take place annually, at the start of each year/financial year after the election of Elders and Deacons, in order to remind each department of the Church's vision and mission and to plan ahead for the different events and ministries that will take place during the year.

11.3

Dates of possible events are to be written down on a yearly calendar in order to plan well and to ensure that there are not too many events or clashes in a particular time frame.

11.4

Each ministry should have a portfolio outline, which shares the expectations for the ministry.

12.Church Practices

12.1

The Church will practise the elements of sound doctrinal preaching/teaching, prayer, worship, service, fellowship and evangelism within corporate and small group settings.

12.2

The Church will observe the practices of the Lord's Supper regularly; once a month corporately and sporadically within small groups.

12.3

The Church will also perform baptism of believers by submergence in obedience to God's word and as a symbol of their belief and commitment to and following of Jesus in their lives. This will take place as people voluntarily desire to be baptised for the above reasons.

13.Authority and Decisions of the Church

13.1

Christ is the ultimate Head of the church, and all decisions are to be taken according to biblical guidance and instruction and in character befitting Christ.

13.2

The Elders in their role as overseers are given the authority to have spiritual oversight over the church. They are given the responsibility and freedom to be making some of the decisions in the church and on behalf of the church. (These decisions would include overseeing the benevolent fund within the budget, managing some of the budgeted items or budget item lists, making ministry leader appointments, vetting Elder and Deacon nominations prior to nomination to the church, starting new ministries within the church, closing certain ministries in the church, establishing committees and their functions, dealing with membership additions, accountability and removals, staff appointments and their roles and responsibilities, and any other spiritual oversight decisions considered appropriate to be made by just the Elders and not in need of the gathering of the saints.)

13.3

All Elders need to be in support of certain decisions before they are carried out, and a freedom and responsibility is also given to the lead Elder (Pastor) to make certain governing decisions as well.

13.4

All decisions made by the Elders and lead Elder (Pastor) are to be transparent and reported to the Church at an AGM or any other General meeting where the Church can question any decision made and ask for the Elders or lead Elder to explain or validate. If the majority of the Church is unhappy with a decision made, they can ask that the decision made be relooked at and voted on by the members. If the members' suggestion to be voted on is biblically sound, the matter can be discussed and voted on in the meeting or at a scheduled future meeting.

13.5

In other decisions of the church, the entire membership is to be part of making decisions. Some of these would be bigger decisions, while others smaller but where the Elders want the congregation to be part of the process. In these combined decisions, the Elders are to bring a recommendation and the members are entitled to discuss and voice their views on the matter before a vote takes place. (These decisions would be that of the budget at the start of the financial year, a change in the constitution, Elder and Deacon Elections, Pastoral candidates and acceptance thereof, any changes to the budget during the year, or a change or establishment of a vision and mission for the church. Any other decisions felt relevant to bring to the members will also be brought to them.)

13.6

In order for any big decisions that don't have unanimous agreement amongst the Elders to be made, it will require that at least 75% of the Elders are in agreement (unless there are 3 or less Elders, then it will require 50% to be in favour), and then it is to be taken to the congregation at a General Meeting where 66% of the members present will need to vote in favour for a decision to be made.

13.7

If in extreme cases of decision making there are areas of difference between the Elders, or between the Elders and a large part of the Congregation, that is causing division in the Church or stopping the Church from advancing in its purposes, vision and mission, or is infringing on the beliefs or nature of the church, and after many attempts no peace or solution is able to be achieved by the Elders, the Pastor or the Congregation, then a mediator will need to be contacted. A recognised Union would be able to recommend or send someone, or a mutually agreed upon Pastor or person in ministry who has a godly character is to then come in to investigate and hear all sides before providing, after much prayer, how the issue needs to be handled going forward and make a final decision on the matter.

13.8

If the decision is for the only Elder/Pastor to step down:

13.8.1

A special meeting is to be called by at least 50% of the congregation and the lead Elder/Pastor is to be present at this meeting.

13.8.2

Their concerns are to be voiced with the lead Elder/Pastor able to respond.

13.8.3

The matter is to be voted on, where 90% votes in favour from the members will be needed.

13.8.4

If a 90% favourable vote is achieved, it will need the final approval of a recognised biblically sound pastor or from a recommended spiritual advisor from a recognised biblically sound union. He is to hear the concerns of the Church and investigate (if he desires to have both parties present in discussion he can do that). He can then condone the decision as biblical and fair, or challenge the congregation and decline the motion to vote the lead Elder/Pastor out if he feels the congregation is wrong and it is unbiblical or unvalidated.

13.8.5

If the motion is declined by the consultant/pastor and if the members still feel strongly about it, they can ask for another consultant or pastor by following the measures in 13.8.4.

13.8.6

If the motion is still declined but the members feel it is biblical, they can take it to a biblically sound union and ask their executive to make a decision for them.

13.8.7

If it is still declined, and they are unhappy, they should leave the church.

13.8.8

Any consultant/mediator used is to be compensated for time and expenses as is reasonable throughout the process.

14.Resolution of Differences / Areas of Concern

(between 2 believers in the Church)

14.1

The church shall endeavour to resolve areas of conflict with individuals in accordance with biblical principles. Where one is aggrieved because a fellow believer has sinned against them, the two parties are to sort it out as stated in Matthew 18.

14.1.1

Go and tell them one on one in a gentle manner expressing truth in love.

14.1.2

If this doesn't work and there is no acknowledgement of wrong, take one or two other believers with you that you have given the details of the situation to and they are in agreement that there is legitimate offence. (Here we suggest that you take it to a ministry leader and ask that they report what is going on to the Elders, or you can report it directly to one of the Elders. An Elder might be tasked to go with you in this second step, or they might agree to a ministry leader going with you or people you have asked to go with you.)

14.1.3

If there is no admission of wrong and/or no readiness to listen, let the Elders know and they are to meet with the person on behalf of the Church and if necessary they can bring the issue to a Church meeting.

14.1.4

If the person in the wrong refuses to listen, the person will be treated like a Gentile and will be excused from membership until repentance has taken place.

14.2

In the unhappy event of a serious disagreement and argument where no reconciliation or moving forward as Christ would want is possible, and which is affecting the function of effective ministry, unity in the Church or the proper functioning of the Church between any person(s) or group(s) of people within the church, the following procedure should be followed:

14.2.1

The Eldership is to be made aware of the issue and they will try and resolve the differences so that a Godly outcome can be achieved.

14.2.2

If one party or people group are wrong according to the Elders and Scripture, and are not acknowledging their fault/sin after an intervention from the Elders, then the full measure of point 14.1 needs to be applied, and if that fails, then 13.7 as a last resort.

14.3

The whole of point 14 is applicable to individual member disputes or grievances between each other where biblical guidelines are not to be compromised on, but the heart of dealing with the matter is to be guided by Appendix A — "Agreeing and Disagreeing in Love". Matters where the Elders are involved in trying to sort out a situation, or the situation has become bigger or is big enough to be affecting the church, or where there is ongoing ungodly behaviour, this is to be dealt with in wisdom and scriptural guidance by the Elders and according to 8.3 and 8.4. If the situation escalates with no resolution and is still affecting the Church negatively, then at the Elders' discretion 13.7 is to apply.

15.Assembly Meetings

15.1 Annual Assembly Meetings / Annual General Meetings (AGM)

15.1.1

The Church business year shall be from January to December. An AGM shall be held in the last quarter of the year (October to December) to discuss and approve the budget for the forthcoming year and elect Elders and Deacons. The financials (audited statements) of the previous year can be confirmed at a Quarterly General Meeting (QGM) early in the year ahead (March-April) when any changes that need to be made to the budget can also be approved.

15.1.2

At the AGM, reports and audited financial statements shall be submitted by the secretary and treasurer of the Council or a Council person or member approved by Council.

15.1.3

Reports are also to be submitted by each ministry leader within the church.

15.1.4

The annual election of Deacons and Elders will take place at this meeting via secret ballot voting.

15.1.5

The announcement of the number of members present at the meeting is to be announced to validate a quorum.

15.1.6

The vision of the church is to be reiterated.

15.2 General Assembly Meetings / Quarterly General Meetings (QGM)

15.2.1

These are assembly meetings to report any feedback that is required to the church; it can also be used to discuss any relevant or timeous issues as an assembly.

15.2.2

These meetings can be held quarterly or once mid-way between the Annual AGM meetings; however they are needed for progress reports and so forth.

15.3 Special Assembly Meetings / Special General Meetings (SGM)

15.3.1

These meetings are called for specific and urgent matters that cannot wait for the Annual or General Assembly Meetings.

15.3.2

These meetings will only be called:

15.3.2.1

With the approval of the Elders, or

15.3.2.2

Upon written request of at least 10 members, stating the purpose of the proposed meeting but still with the approval of the Elders.

15.3.2.3

If in the case of calling a meeting for the purpose of wanting to remove the Pastor/only Elder, refer to 13.8 where 50% of the members can call for the meeting.

15.4 Quorum for Assembly Meetings

15.4.1

For a Quorum to be established that can reflect the members' views, at least a third of the members of the congregation need to be present (33%).

15.4.2

If there is not a Quorum at the meeting, the meeting will be postponed to a later date, at least seven days away, and notice given to the church thereof by email and messages. If it is not being held on the next Sunday, it will be announced then as well. The re-arranged meeting should be on a day and time that is not commonly a difficult time or day to attend, and at the second meeting if there is still no Quorum, with the Elders' consent those present will constitute a Quorum.

15.5 Notice of Meetings

15.5.1

Before any Assembly Meeting, at least two weeks' notice should be given to the congregation together with the agenda of the meeting.

15.6 Voting

15.6.1

Only those who are actual members will be invited to General Meetings as only members have a say and have a vote in the proceedings (children of members of the church that are not old enough to apply for membership may attend the meeting in a passive role).

15.6.2

Unless there is a situation that occurs or news comes to light in the meeting that is relevant and the Elders defer a decision to be discussed amongst themselves before bringing it back to the members at a later meeting, decisions will be determined by voting in the Assembly meeting.

15.6.3

All decisions, unless otherwise stated, need at least a 50% vote in favour to be passed. (This includes new proposals, changes to previous decisions or opposing or revoking any previous decisions.)

15.6.4

As mentioned, the election of Deacons needs a higher stipulated percentage of votes in favour (66%) as stated in 9.2.9, and Elders need the higher stipulated percentage of votes in favour (75%) as stated in 9.1.9.

15.6.5

Voting in all matters except for the voting of Deacons and Elders will be by show of hands, unless there is a request for secret ballot voting on a particular decision.

15.6.6

There will be no proxy voting.

15.6.7

Two or three members present need to be nominated and accept nomination to do the counting of the secret ballot votes. This must be done in view of the meeting.

15.7 Chairman

15.7.1

The Pastor shall be the ex-officio Chairman of all Church Assembly, Council and Elder meetings, except when his own position is under consideration, or when he may elect to vacate the chair to a member of Council of his choosing, failing that to a member present of his choosing.

15.7.2

In the absence of a Pastor, the Assistant or Associate Pastor will act as Chairman with the same exception applying as in 15.7.1 above.

15.7.3

When there are neither of the people stated above available, one of the Elders will Chair the meeting.

15.7.4

Failing an Elder being present, the meeting will elect a Chairman but only for that meeting, and the meeting needs to be held with the full knowledge and consent of the Elders.

15.7.5

The Chairman will be able to share his opinion on matters if he so wishes and will also have a casting vote.

15.7.6

The role of the Chairman is to facilitate the meeting and to go through the agenda items.

15.7.7

If one third of the members present, or the Pastor or the Elders, object to any matter brought up without prior notice or that is not on the meeting agenda, the Chairman will rule that it be referred to a future Assembly Meeting.

16.Staff

16.1 The Calling of a Pastor

16.1.1

When the need arises and there is news that the Pastor will be leaving or has left, the Elders are to meet together and set a date for calling a SGM (Special General Meeting).

16.1.2

At this meeting a Call Committee is to be elected. This committee should comprise of, if possible, 2 Elder representatives, if possible 2 Deacon representatives, and 3 ordinary members of the church nominated by the Council or the members, and approved by the Council and accepted by the members nominated.

16.1.3

This committee is to meet and appoint a Chairperson from among the Elders who will lead the committee.

16.1.4

The committee is to meet and pray together regularly, discussing any names recommended and brought to them and follow up with each potential person: from making contact with the person, to receiving their CV, to reference follow up, and the final candidates coming to preach and be interviewed. As the call committee finalises a person to approach, just before they ask them to come to preach and be interviewed for the Pastor position, their name is to be brought to the church informing them of the person invited to preach.

16.1.5

After the sermon and interview, the call committee is to meet and discuss the candidate, where after prayer together they will determine if the person is the right person to pastor the Church. If it is not unanimous, the committee can either decide to pray more on it and meet again to vote, or vote immediately, where 75% of the call committee needs to be in favour.

16.1.6

If this person is deemed to be the person God is leading the call committee to propose, they will then recommend that person to the church at a SGM where the church will vote and a 75% favourable vote is needed for the person to be approved and called; otherwise the process continues with the Call Committee seeking other possible candidates.

16.1.7

If, after the visit and interview of the candidate, there is consensus among the call committee members that the candidate is not the right fit, the process will start again.

16.1.8

The potential new Pastor must fulfil all aspects of the qualifications and role of an Elder stated in Part 1 of the constitution under "Elder/Overseer Qualifications and Role".

16.1.9

If possible and the outgoing Pastor has given good notice, and at the discretion of the Elders, the outgoing Pastor can be involved in the transition of the new pastor coming in, helping him to understand the history and ethos of the church and the call of God on it, before fully stepping aside.

16.1.10

The new Pastor will become a member and an Elder of the church on assuming the Pastorate.

16.1.11

In terminating or ending the contract between the pastor and the church, three months' notice from either side is to be given, unless otherwise mutually agreed upon.

16.1.12

Once an announcement of the Pastor's retirement or leaving has been made, the position of Chairman of meetings and committees is to be handed over to one of the Elders; if there are no Elders, then to one of the Deacons; if there are no Deacons, then to a reliable member known to be godly and of good standing in the Church.

16.2 General Staff

16.2.1

All full-time or part-time staff that the church is looking to employ is to only be as a need to employ, or as an opportunity to employ for the benefit of ministry arises.

16.2.2

Staff being employed will be based on the size and assets of the church. The Church will hire only in line with what can be afforded and/or in response to God's guidance.

16.2.3

All staff hired are subject to the approval of the Elders.

16.2.4

Formal contracts with proper job descriptions, expectations, disciplinary procedures and remuneration must be signed by the church (Pastor / Head Elder / Chairman) and the person accepting the employment.

16.2.5

Remuneration for all employees will be fair compensation for work done / hours worked.

16.2.6

All remuneration will be in line with government regulations and be handled and overseen with integrity.

16.2.7

If full-time employees cannot be afforded but are needed, the church can look at part-time or hour-based positions to fill these needs in line with a tighter budget.

16.2.8

All employees must be made aware that integrity and conducting themselves and their work in a godly manner is part of their job description, and all staff are therefore to be made aware of and commit to the Staff Code of Christlikeness.

16.2.9

All misdemeanours and reprimands in the workplace are to be handled with integrity, grace and truth under the supervision of the Elders.

16.2.10

A record of all disciplinary actions (warnings and dismissals, as well as resignations) are to be signed by the employees concerned and kept by the church.

17.Finances

17.1 Financial Transactions

17.1.1

The Church shall have power to use its finances and make financial decisions in freedom in whichever way the church sees fit, all within legal frameworks and operations. (The Church shall have power to buy, sell, donate, let or hire, exchange, transfer, receive by way of donation or otherwise movable and immovable property and to invest its funds in Government or Municipal stock, mortgage bonds, or on Fixed Deposit or otherwise in Banks, Post Offices or approved organisations. The Church shall further have the power to borrow money with or without security in such manner as the Church shall think fit, negotiate loans from bankers or others by overdrafts or otherwise, and by passing mortgage and notarial bonds for registration with the proper authorities, and to open and operate upon banking accounts, and to make, draw, accept, discount, execute and issue promissory notes, bills of exchange and other negotiable and transferrable instruments, to guarantee the performance of contracts by any person or duly constituted Church having objectives wholly or partly similar to the objectives of this Church, and to enter into guarantees or suretyships of every description.)

17.1.2

Proper books of all church accounts shall be maintained.

17.1.3

All physical money received as tithes and offerings at a Church service:

17.1.3.1

Is to be collected by more than one trusted person (Elders or Deacons or trusted godly members) directly after people have been given a chance to give or directly after a service.

17.1.3.2

They are to privately count the money after the service together and check each other's counting.

17.1.3.3

They are to then record either in a book, on a computer or spreadsheet form the total amount collected, as well as to specify the amount of each money value received (how many R200 notes, R100 notes, R50 notes, R20 notes, R10 notes, R5 coins, R2 coins, R1 coins and the total money amount of copper coins).

17.1.3.4

This money is to then be stored in a safe place until a trusted person in the church that has been assigned this task can collect it, either on the Sunday or early the next week, and they are to deposit the money into the church account within the first half of the next week.

17.1.4

At the end of the month, the treasurer or person approved by the Elders is to summarize the finances of the church and keep a record of it either in a Church book or on computer, showing a record of the total of all the physical money that was collected in the month together with any money that was received via EFT into the church account. They are also to record all the expenses of the church for that month (this includes municipal accounts and staff salaries).

17.1.5

Receipts of all expenses need to be kept. If there is no receipt for an expense, there needs to be a witness to sign that the expense did take place and there needs to be proof of the item bought, with an expectation that in future receipts will be expected, otherwise the person will not be allowed to make future purchases for or on behalf of the church.

17.1.6

All expenditure is to be managed by the Church Treasurer/bookkeeper who needs to be approached to release finances via the Church account.

17.1.7

All expenditure is to be pre-authorized by the Elders and the Treasurer.

17.1.8

Budgets for certain ministries and events that have been voted on and approved by the Church are authorized to be used by those ministry leaders or those running the event without further reauthorization needed.

17.1.9

Ministries and events will not be allowed to exceed their annual budget, unless they have sought permission from the Church Council and their reasoning is valid. The monthly budget report is to be checked by the Council at their monthly meeting to see if there are any areas of concern or mismanagement and that all is in order and there are no discrepancies or mistakes. If there are mistakes, they are to be rectified, and if an expense in a month is deemed to be unwise or in a manner of bad stewardship or mismanagement, the Elders are to speak to the person responsible and if needed pause/cancel any further spending or even stop entrusting that person with the finances going forward.

17.1.10

It is recommended that the Church has a small financial committee of trusted members that have expertise in finances to analyse the monthly budget as well. They can then report to and give advice to the Council and give advice on the handling of the budget during the year. This team is to be led by the Treasurer.

17.1.11

A competent external auditing person/firm is to be appointed/approached to examine and audit the accounts and financial records of the church and give feedback in the form of a written report to the church. The report is to reflect on the accuracy of the records maintained by the church.

17.1.12

The Church's income and property may not be distributed to its members or office-bearers, except as reasonable compensation for services rendered. Members or office-bearers have no rights to the property or other assets of the Church solely by virtue of them being members or office-bearers. The property and income of the church rests under the leadership of the Elders and then the Council, to then be approved by the church members.

17.1.13

The Church must have a bank account where transactions can be recorded and all the Church's finances are kept. If the Elders and Council approve the keeping of petty cash, a strict record of slips must be kept and the money balance is to be accounted for within the monthly financial statements and report backs to Council.

17.2 Public Benefit Organisation

For as long as the Kimberley Baptist Church is a Public Benefit Organisation:

17.2.1

The Kimberley Baptist Church will comply with such conditions as the Minister of Finance may prescribe by way of regulation to ensure that the activities and resources of the organisation are directed in the furtherance of its vision.

17.2.2

The Kimberley Baptist Church will submit to the Commissioner a copy of this Constitution and in terms of this clause it is:

Required to have at least three persons, who are not connected persons in relation to each other, to accept the fiduciary responsibility of the Kimberley Baptist Church and no single person directly or indirectly controls the decision making powers relating to the Kimberley Baptist Church finances.
Prohibited from directly or indirectly distributing any of its funds to any person (otherwise than in the course of undertaking any public benefit activity) and is required to utilise its funds solely for the object for which it has been established.
A public benefit organisation contemplated in paragraph (a)(i) of the definition of "public benefit organisation" in section 30(1) of the Income Tax Act, required on dissolution to transfer its assets to any public benefit organisation which has been approved in terms of section 30(3)(iii)(aa) of the Income Tax Act which is required to use those assets solely for purposes of carrying on one or more public benefit activities.
Prohibited from accepting any donation which is revocable at the instance of the donor for reasons other than a material failure to conform to the designated purposes and conditions of the donation, including any misrepresentation with regard to the tax deductibility of the donation in terms of section 18A of the Income Tax Act, and no donor may impose conditions which could enable that donor or any connected person in relation to that donor to derive some direct or indirect benefit from the application of that donation.
Required to submit to the Commissioner a copy of any amendment to this Constitution.

17.2.3

The Kimberley Baptist Church is not, has not been and will not be knowingly a party to, or permit itself to be used as part of, any transaction, operation or scheme of which is excessive, having regard to what is generally considered reasonable in the sector and in relation to the service rendered, and has not and will not economically benefit any person in a manner which is not consistent with its Vision.

17.2.4

The Kimberley Baptist Church will comply with such reporting requirements as may be determined by the Commissioner.

17.2.5

The Kimberley Baptist Church has not and will not use its resources directly or indirectly to support, advance, or oppose any political party.

17.2.6

To the extent that the provisions of any of the Constitution conflict with the provisions of this clause, the provisions of this clause will prevail over such conflicting clause.

17.2.7

In the event that the Church ever goes into dissolution, such meeting shall thereupon authorise the Executive (Trustees) to take the necessary steps to wind up the affairs of the Church, and if the Elders and members are in agreement, to transfer the immovable property in due and proper form to the Union that the Church is affiliated to, that it may be prayed through with the aim of rebuilding a congregation and establishing new leadership in being the Church as stated in "The Church Part 1".

18.Trustees

The trustees of the said Church shall be the Executive Body/Council (the Elders and Deacons) of the said Church, and the President of the Union that the Church belongs to. The Church with its furniture and all property, both movable and immovable, now possessed, or which may hereafter belong to the Church, shall be vested in the Trustees for the benefit of the Church. All proceeds and legal acts or other things incidental to the ownership of property and documents, all powers to sue or be sued, shall be signed and executed by and on behalf of the said Church by 66% or more of the said Trustees with the approval of the majority of the Church Elders, and provided always that they act under and by the virtue of the resolutions as provided in 20.3.

19.Legal Functioning

The Church shall continue to exist as an entity even when its membership changes and there are different office bearers.

20.Immovable Property

20.1

All immovable property acquired by the Church in any manner will be registered in the name of the Church.

20.2

All acquisitions of immovable property in any manner will require the approval of an Assembly Meeting, due notice having been given of the proposed transaction.

20.3

Any action from the Church to sell, donate, exchange, mortgage, hypothecate, or otherwise alienate or encumber any immovable property shall have the prior approval of an assembly meeting by a two-thirds (66%) majority vote of the members present.

21.Sale of Property

The proceeds derived from the sale or other disposal of any property of the church shall be used in such a manner as the church may deem best fitted to secure the furtherance of its objectives under the leading of the Elders and consensus of the members as stated in 17.1.1.

22.Indemnity

The Trustees, Pastors and all Elders and Deacons of the Church shall be fully indemnified against all actions, costs, charges, losses, damages and expenses which they or any of them may incur in the execution of their duties, except such as they shall incur by their own wrongful action done intentionally or with gross negligence.

23.Dissolution

23.1

The dissolution of the church may be effected by a 75% vote in favour by the Elders and then followed by a 75% vote in favour by the members present at a Special General Meeting.

23.2

In the event that a dissolution is approved, such meeting will authorise the Elders of the Church, with Council's help, to action point 17.2.7.

23.3

In the event of not having Elders, dealing with such will fall to the Deacons, and in the event of not having Deacons, the Church shall appoint and authorise any other person or persons to comply with winding up the Church's affairs as mentioned in 23.2.

23.4

In the event of the Church at any time ceasing to exist, all acquired property or rights to property at such time shall ipso facto vest in and become the property of the Union to which the Church belongs, which shall hold, administer or deal with it in such manner as the said Union through its Executive Committee may deem best fitted to wind up the church's affairs properly.

23.5

The Church shall be deemed to have ceased to exist:

23.5.1

When dissolution shall have been resolved in accordance with 23.1.

23.5.2

When members have been totally dispersed so that no small or large gathering of believers has been held for a consecutive period of six months with no extenuating or contributing factors influencing this.

24.Modification of the Constitution

24.1

Any proposal to change this Constitution may be submitted by way of a Notice of Motion to the members following the inspection and approval of the Elders. No new changes may be implemented if they are seen to be contradicting or going against any biblical precedents or values or beliefs.

24.2

Such Notice of Motion shall be communicated to the Church on as many platforms as possible (email, WhatsApp, etc.), placed on the notice board or a place where the church may easily see it, and copies of the proposed changes printed for all those who want a copy. These changes will then be discussed and voted on at a Special General Meeting not more than three months after it was proposed.

24.3

A 75% favourable vote is needed for the proposed changes to be adopted.

This Constitution supersedes all previous governing manners, regulations and constitutions and is agreed upon and adopted at this Special General Meeting and put in place to be followed on this day, the ______ of ______________, 20______.

Appendix A — Agreeing and Disagreeing in Love

Commitments for Individuals in Times of Disagreement

"Making every effort to maintain the unity of the Spirit in the bond of peace" (Ephesians 4:3), as both individual members and the body of Christ, we pledge that we shall:

In Thought

Accept conflict: Acknowledge together that conflict is a normal part of our life in the church. Romans 14:1-8, 10-12, 17-19; 15:1-7

Affirm hope: Affirm that as God walks with us in conflict we can work through it to grow. Ephesians 4:15-16

Commit to prayer: Admit our needs and commit ourselves to pray for God to be honoured and for His truth to guide each person. James 5:16

In Action

Go to the other: Go directly to those with whom we disagree; avoid behind-the-back criticism. Matthew 5:23-24; 18:15-20

In the spirit of humility: Go in gentleness, patience, and humility. Place the problem between us at neither doorstep and own our part in the conflict instead of pointing out the other's. Galatians 6:1-5

Be quick to listen: Listen carefully, summarize and check out what is heard before responding. Seek as much to understand as to be understood. James 1:19; Proverbs 18:13

Be slow to judge: Suspend judgments, avoid labeling, end name calling, discard threats, and act in a non-defensive, non-reactive way. Romans 2:1-4; Galatians 5:22-26

Be willing to negotiate on matters that are open to it — biblical truth is non-negotiable: Work through the disagreements constructively. Acts 15; Philippians 2:1-11

Identify issues, interests, and needs of both (rather than take positions).
Generate a variety of options for meeting both parties' needs (rather than defending one's own way).
Evaluate options by how they meet the needs and satisfy the interests of all sides (not one side's values).
Collaborate in working out a joint solution (so both sides gain, both grow and win).
Cooperate with the emerging agreement (accept the possible, not demand your way).
Reward each other for each step forward toward agreement (celebrate mutuality).

In Life

Be steadfast in love: Be firm in our commitment to seek a mutual solution; be stubborn in holding to our common foundation in Christ. Colossians 3:12-15

10.

Be open to mediation: Be open to accept skilled help. If we cannot reach agreement among ourselves, we will use those with gifts and training in mediation in the larger church. Philippians 4:1-3

11.

Trust the community: We will trust the community and if we cannot reach agreement or experience reconciliation, we will turn the decision over to others in the congregation or from the broader church. Acts 15

In one-to-one or small group disputes, this may mean allowing others to arbitrate.
In congregational, conference, district or denominational disputes, this may mean allowing others to arbitrate or implement constitutional decision-making processes, ensuring that they are done in the spirit of these guidelines, and abiding by whatever decision is made.

12.

Be the Body of Christ: Believe in and rely on the solidarity of the Body of Christ and its commitment to peace and justice, rather than resort to the courts of law. 1 Corinthians 6:1-6