XPastor tries to help churches out by providing some of the essentials for running a church—items like job descriptions, employment applications, employee manuals, review forms and policies. Below is the Personnel Manual of Village Bible Church.
Section 1: Welcome
Welcome to Village Bible Church! We consider you to be a gift from God and look forward to working with you as a member of our ministry team. We appreciate you and the gifts and talents you bring to our ministries, and desire that you achieve your highest level of service for the Lord here at Village Bible Church. You can only do that by maintaining a close, personal relationship with Jesus Christ, and we want to foster that relationship.
As an employee of the church, you represent our church and the Lord Jesus Christ in both your work life and private life. As a result, you are expected to always be sensitive to how others may see you, spiritually and morally. We encourage you to live a life that honors God, and makes your relationship with Jesus Christ evident to others. Church employees are expected to be in agreement with the Statement of Faith and to support the Mission and Purpose Statements of Village Bible Church.
1.2 Personnel Manual Information
The policies contained in this Personnel Manual apply to all employees. The Manual is intended to provide information about the church’s personnel policies, procedures, benefits, and rules of conduct. This Manual is not intended to be a contract, nor is it intended to otherwise create any legally enforceable obligations on the part of the church.
It is important that you read, understand, and become familiar with this Manual and comply with the standards that have been established. Please talk with your supervisor if you have any questions or need additional information.
It is not possible to anticipate every situation that may arise in the workplace or to provide information that answers every possible question. As a result, the Guiding Elder Team reserves the right to modify, supplement, rescind, or revise any policy, benefit, or provision of this Manual from time to time. Appropriate changes in this Manual will be made as needed. Each employee will be supplied with any changes and will be responsible for updating his Manual. The information in this employee manual supersedes and replaces all previous personnel policies, procedures, benefits, and rules of conduct.
If there is a conflict between this Manual and the provisions set forth in the terms of an ordained staff member’s call, the terms of the call shall prevail.
1.3 Our Vision
Village Bible Church desires to be a family of growing believers committed to glorifying God by reaching our world with the life-changing Gospel of Jesus Christ.
1.4 Our Mission
- Loving Jesus to the point of transformation.
- Loving each other to the point of sacrifice.
- Loving our neighbors to the point of action.
1.5 Village Bible Church Employee Values
Lead a spiritually surrendered life: Bring the gift of a self that is fully yielded to the Holy Spirit. Approach your work and your life with Spirit-controlled hearts (1 Tim. 4:7).
Lead a life of prayer. Pray for God’s supernatural intervention in the life of this church, your family, your ministry and your personal walk with Jesus. Humble yourself before God and expect Him to do great things as you seek to serve Him with all your might (1 Thes. 5:17, 1 Pet. 5:6).
Maintain an infectious, optimistic and enthusiastic attitude: Ask people with whom you work, “What can I do to help you?” Expect to be a team player who has the best interests of the team at heart (Deut. 20:8, 1 Thes. 5:11).
Engage co-workers in honest communication: Let’s not allow things to go underground. Conflict resolution and meaningful communication must take place in an environment of openness, truth telling and sensitivity (Eph. 4:25).
Approach your work with intensity: Maintain a fervent and dedicated spirit that perseveres in the midst of difficulty. Put your hand to the plow and don’t look back! Do all you can heartily, and serve the Lord with fortitude (Col. 3:23-24).
Honor and value co-workers and volunteers: Motivate and encourage people around you by giving them words of encouragement and appreciation whenever you have the opportunity. Write a note, make the call. Give the gift that says, “You and your ministry matter to God” (1 Pet. 2:17).
Don’t lose the big picture and God’s ultimate desire and plan for your life and ministry. Remember why you’re in this (1 Cor. 15:58).
1.6 Statements of Faith
See our Constitution.
Section 2: Employment Introduction Information
As leadership in the congregation, the staff is to exercise caution when discussing any church business, with those outside the church staff as well as other staff members. Any information learned from correspondence, conversations, counseling sessions, or business transaction should not be discussed or made public in any way, except on the expressed instruction from the elder team. Breach of confidentiality shall be cause for disciplinary action. Confidentiality, in some cases, may be a matter of privacy laws. Any questions regarding confidentiality issues should be addressed to the Guiding Elder Team.
2.2 Introductory Period
The introductory period for all employees is meant to provide you and Village Bible Church with an opportunity to become acquainted with each other and to evaluate the working relationship. All employees will complete a minimum ninety (90) day introductory period and the church may extend this period beyond ninety (90) days upon review.
At any time during the introductory period, an employee may decide to resign without stating a reason, or may be released by the church on the same basis, without any negative effect on the individual’s employment record.
A performance evaluation may be given at the end of the introductory period at the discretion of the supervisor or executive pastor.
Completion of your introductory period is not a guarantee of continued employment. Your employment is a mutual relationship between you and VBC. Either party may end the employment relationship during or after your introductory period without cause or advance notice.
Illinois is an “at will” employment state. At Village Bible Church, we are committed to the philosophy that employment relationships are both personal and voluntary. By this we mean that although we hope for mutually beneficial working relationships with our employees, we recognize that changing circumstances make it impossible to guarantee employment. Your employment with VBC has no specific duration, and either you or the church may end the employment relationship whenever either of us believes it is best to do so, without consideration of cause or notice, except as otherwise agreed to. This employment-at-will agreement constitutes the entire agreement between employee and the church. (You may be required to give certain notice if you choose to terminate the employment relationship, in order to receive any accumulated pay or benefits.)
While we maintain and revise written and other personnel policies in order to adapt to changing organizational needs, any personnel policies or programs that may be in effect from time to time do not affect our policy of voluntary employment relationships. The voluntary nature of our employment relationship may not be changed except by a separate written agreement specifically entered into for such purpose and signed by the Guiding Elders.
The Employee Guidelines and Benefits Program Handbook is not intended to create nor should it be construed to constitute a contract.
2.4 Personnel Data Changes
It is the responsibility of each employee to promptly notify Village Bible Church of any changes in personnel data. Personal mailing addresses, telephone numbers, number and names of dependents, individuals to be contacted in the event of an emergency, and other status reports should be accurate at all times. If any personnel data has changed, notify the administrative team at the Sugar Grove campus.
2.5 Equal Employment Opportunity
The church is committed to full compliance with applicable federal and state laws and regulations regarding equal employment opportunities for all qualified persons.
VBC is an equal opportunity employer. It is our strong belief that equal opportunity for all employees is central to the continuing success of our church. VBC will not discriminate against an employee or applicant for employment because of race, color, sex, national origin, age, physical or mental disabilities, political affiliation, marital status, ancestry, pregnancy or childbirth or military service membership. VBC’s equal employment philosophy applies to all aspects of employment, including recruitment, screening, training, promotion, demotion, transfer, benefits, compensation and dismissal. Opportunity is provided to all employees on the basis of qualifications and job requirements.
It is the responsibility of supervisors and ministry directors at VBC to conduct their ministry in conformity with this policy. In addition, each employee is expected to support VBC in its efforts to provide a work environment free from bias, unfairness and harassment.
VBC does, however, reserve the right to employ persons who have made a life commitment to Jesus Christ and who have a work history and a lifestyle that is consistent with scriptural principles in the Bible and our doctrinal positions as a church.
All employment decisions will be made in compliance with applicable labor laws.
The elders are assigned overall responsibility for the effectuation of this policy.
My brothers, as believers in our glorious Lord Jesus Christ, don’t show favoritism. (James 2:1)
2.6 Immigration Reform and Control Act
VBC complies with the Immigration Reform and Control Act. As a condition of employment, each new employee must properly complete, sign and date the first section of the Immigration and Naturalization Service I-9 form. Before commencing work, newly rehired employees must also complete the I-9 form if they have not previously filed an I-9 form with VBC, if their previous I-9 form is more than three years old, or if their previous I-9 form is no longer valid.
2.7 Americans with Disabilities Act (ADA)
VBC is committed to complying fully with the American with Disabilities Act (ADA) and related federal and state laws and regulations as it applies to churches. We are committed to ensuring equal opportunity in employment for qualified persons with disabilities. All employment practices and activities are conducted on a non-discriminatory basis.
Post-offer medical examinations are required only for those positions in which there is a bona fide job-related physical requirement. They are given to all persons entering the position only after conditional job offers have been made. Medical records will be kept separate and confidential.
Reasonable accommodation is available to all disabled employees, where their disability affects the performance of job functions. All employment decisions are based on the merits of the situation in accordance with defined criteria, not the disability of the individual.
Qualified individuals with disabilities are entitled to equal pay and other forms of compensation (or changes in compensation) as well as in job assignments, classifications, organizational structures, position descriptions, lines of progression, and seniority lists. Leave of all types will be available to all employees on an equal basis.
This policy is neither exhaustive nor exclusive. VBC is committed to taking all other actions necessary to ensure equal employment opportunity for persons with disabilities in accordance with the ADA and all other applicable federal, state, and local laws.
2.8 Employment of Minors
The church complies with all provisions of federal and state employment laws regarding the employment of minors, i.e. “Illinois Child Labor Law” (RSMo 294). Defined by law, a “child” is a youth under 16 years of age.
Any prospective employee younger than age eighteen is required to provide a valid work permit and parental consent (unless emancipated) prior to commencement of employment. State and federal regulations restrict the types of jobs that may be performed and the number of hours per day or week a minor is allowed to work while school is in or out of session.
2.9 Workplace Diversity
We cultivate a work environment that encourages fairness, teamwork, and respect among all employees. We are firmly committed to maintaining a work atmosphere in which people of diverse backgrounds may grow personally and professionally.
2.10 Employment of Relatives
Relatives of employees will receive the same consideration as any other applicant and will not be accorded preferential treatment in employment matters. Related employees may not be permitted to work in the same department or under the direct supervision of each other. The church may require a related employee to transfer or resign if there is a conflict of interest or management problem that cannot be resolved. Exceptions could be made with the consent of the executive pastor for temporary employees.
2.11 Employee Classifications
The church classifies employees as follows:
Full-Time Employee—Any employee who works an average of more than 30 hours each work week will be deemed to be a full-time employee.
Regular Part-Time Employee—Any employee who works an average of 30 hours or less each work week is a regular part-time employee.
Temporary Employee—An employee who is hired on a temporary basis to fill a temporary need in staffing will be deemed a temporary employee. The temporary status of employment will be clearly communicated to the person at time of interview and in writing at time of hiring.
Full-time employees and part-time employees may be paid a fixed salary or an hourly wage. The compensation arrangement will be clearly communicated in writing to each employee when hired and on yearly intervals.
2.12 Position Classifications
Any of the following position classifications may include either full-time or part-time employees.
Pastors—Licensed or ordained pastors employed/called by a church vote; required to meet the demands of the job description assigned to the position; receives benefits as outlined by their Letter of Call.
Ministry Directors—Employed by the local elder team or the executive pastor in conjunction with Guiding Elder Team; required to meet the demands of the job description assigned to the position; receives benefits as outlined by the terms of their employment. Examples include Director of Children’s Ministry and Director of Communications.
Support Staff—Employed by the local elder team or the executive pastor; required to meet the duties of the job description assigned to the position; benefits as outlined by the terms of their employment. Examples include ministry assistants and custodians.
Staff—When used alone, the word “staff” in this manual shall refer to full-time pastors, ministry leaders, and support staff. It does not refer to part-time employees, unless otherwise stated.
2.14 Criminal Background Checks
VBC conducts criminal background checks of all new employees to determine suitability of employment. VBC also reserves the right to conduct criminal background checks of existing employees. In the event a criminal record exists, consideration will be given to the relationship between the conviction and the responsibilities of the position that is or will be held. A relevant job-related conviction is grounds for termination of employment or non-selection of an applicant.
Section 3: Benefits
VBC is committed to providing its employees with excellent benefits that are equitable and cost effective. The cost to provide these benefits is a substantial addition to an employee’s compensation package. Eligible employees at VBC are provided a wide range of benefits. A number of the benefit programs (such as Workers’ Compensation) cover all employees in the manner prescribed by law. Benefits eligibility is dependent upon a variety of factors, including employee classification. If there is a change in family status or a spouse has had a significant change in their employment status, please notify the executive pastor immediately. Some common examples of family or spousal status changes include:
- Marriage or death.
- Birth, adoption or legal guardianship.
- Loss of outside coverage because spouse’s employment ends,
- A change from full-time to part-time employment (or vice versa) by the employee.
- A significant change in medical coverage because of a change in spouse’s employment.
- Benefits cease upon termination of employment or retirement.
After 30 days of continuous employment, full-time staff will be eligible to receive holiday pay, in addition to hours worked, on the following holidays:
- New Year’s Day
- Good Friday
- Easter (Monday after Easter)
- Memorial Day
- Independence Day
- Labor Day
- Friday after Thanksgiving
- Christmas Eve Day
- Christmas Day
- Your Birthday
If the holiday falls on a Saturday, it will be observed on a Friday. If the holiday falls on a Sunday, it will be observed on a Monday. Exceptions to this policy may be made at the discretion of the elder team or the executive pastor when necessary.
For full-time Pastoral and ministry leadership staff, if holiday falls on a week-day that they are normally off work, either the following work day will be taken, or on another day that week that is mutually agreed upon between the staff member and their supervisor.
If a holiday falls during approved vacation leave, staff will receive holiday pay and will not be charged for a vacation day.
Regular part-time employees who work a minimum of 20 hours a week are entitled to holiday pay based on their part-time to full-time ratio.
Temporary employees are not entitled to holiday pay.
It has been the informal policy of the church to work “half-days” during the week between Christmas and New Year’s Day. If employee chooses to take a vacation day during this period, it will be counted as entire vacation day. The “half-days” during this week are “days of grace” and staff may be required to work full days if workload demands. The “half-day” policy during the week between Christmas and New Year’s Day is informal and has been practiced in order to give everyone extra family time over Christmastime. However, it may be rescinded at any time.
Come to me, all you who are weary and burdened, and I will give you rest. (Matt. 11:28)
3.2 Vacation Leave
Vacation leave is something that we grant to all employees and desire for them to utilize. Ministry roles are very demanding of our employees time, energy and emotions. Vacation leave provides an important time of refreshment and recharging for our employees and their families. Accordingly, we strongly encourage our staff to fully utilize their vacation time. (Vacation leave cannot be carried over from year to year and must be taken in units of no less than one-half day. We do not allow employees to take pay in lieu of vacation time.)
Requests for vacation time should be submitted on a Time Away Request Form and submitted to the immediate supervisor at least 10 working days in advance of requested date. Vacation requests not submitted on a timely basis are subject to rejection. Approval of vacation requests will be based, not only on the date the request is received, but also with consideration of other staff being given equal opportunities for choice vacation dates. Consideration for approval of request will also be given as to whether the time off will interfere with normal operations of the church.
A. Full-time employees will earn paid vacation as follows:
- Full Time Support Staff and Ministry Directors