The Right Way

What a Church Board Does

“The church board is composed of the principal officers of the church. It has a number of important responsibilities, but its chief concern is the spiritual nurture of the church and the work of planning and fostering evangelism in all of its phases.

“The gospel commission of Jesus makes evangelism, proclaiming the good news of the gospel, the primary function of the church (Matt. 28:18-20). It is therefore also the primary function of the church board to serve as the chief committee of the local church. When the board devotes its first interests and highest energies to every-member evangelism, most church problems are alleviated or prevented. A strong, positive influence is felt in the spiritual life and growth of the membership.

“Included in church board responsibilities are:
1. Spiritual nurture.
2. Evangelism in all of its phases.
3. Maintenance of doctrinal purity.
4. Upholding Christian standards.
5. Recommending changes in church membership.
6. Church finances.
7. Protection and care of church properties.
8. Coordination of church departments.” (Church Manual, p. 90)

To put it simply, all aspects of running the local congregation are to be under the supervision of the church board. It is the church board's responsibility to keep things running smoothly while not losing sight of the fact that its primary task is evangelism. In order to keep its focus on evangelism the church board must discipline itself to deal with all other matters in an efficient and timely manner. This goal can be aided by the creation of subcommittees.

“Committees of the Board—The church board should permit no other business to interfere with planning for evangelism. Should other business be too time-consuming, the board may appoint committees to care for specific areas of church business, such as finance or church building projects. Such committees will then make recommendations to the church board. In this way the resources, of the board are conserved for its primary task—evangelism. (See Notes, #10, p. 100.)” (Church Manual, p. 92)

How the Church Board Should Spend Its Time

“Work of the Board—1. Planning evangelism in all of its phases. Since evangelism is the primary work of the church, the first item on the agenda of each church board meeting is to relate directly to the evangelization of the outreach (missionary) territory of the church. In addition, once each quarter of the year the entire church board meeting can well be devoted to plans for evangelism. The board will study local field committee recommendations for evangelistic programs and methods. It will determine how these can best be implemented by the church. The pastor and the church board will initiate and develop plans for public evangelistic campaigns.

“2. Coordinating outreach programs of departments. The church board is responsible for coordinating the work of all church departments. This includes the outreach programs of Personal Ministries, Sabbath School, Children’s Ministries, Youth, Health Ministries, and Education. Each of these departments develops its plans for outreach within its own sphere. To avoid conflict in timing and competition in securing volunteer helpers, and to achieve maximum beneficial results, coordination is essential. Before completing and announcing plans for any program, each department should submit its plans to the church board for approval. The departments also report to the church board on the progress and results of their outreach programs. The church board may suggest to the departments how their programs can contribute to the preparation, conduct, and follow-up of a public evangelistic campaign.

“3. Encouraging and helping the Personal Ministries Department of the church to enlist all church members and children in some form of personal outreach (missionary) service. Training classes should be conducted in various lines of outreach ministry.

"4. Cooperating with the Interest coordinator of the church to ensure that every reported interest in the message, aroused through whatever source, is personally and promptly followed up by an assigned layperson.

"5. Encouraging each department to report at least quarterly to the church board and to the church membership at business meetings and/or in Sabbath day meetings.

"6. The details of church business should be considered by the board, and the treasurer should report the state of the church’s finances on a regular basis. The church roll should be studied, and inquiry should be made into the spiritual standing of all the members, and provision made for visiting any sick, discouraged, or backslidden member. The other officers should report concerning the work for which they are responsible." (Church Manual, pp.91, 92)

Here we have inherent accountability. If every department is expected to report on its activities, plans, and results it becomes immediately obvious if a department is not participating/performing. The church board is likewise to be mindful of the church membership and arrange assistance for those who are struggling.

Who is on the Church Board

The Church Manual provides a specific list of officers who must be present on a church board. (See the Church Manual, pp.90, 91 for this list.) Local churches are allowed to customize their church board membership by including more individuals or positions than the Manual specifies, but not by subtracting officers from the provided list.

“In many cases two or more of these offices are carried by one individual. Additional members of the board may be elected by the church if desired. The minister appointed by the local field to serve the church as its pastor is always a member of the church board.

“Officers—The chairman of the church board is the minister appointed to serve the church as pastor. If the pastor prefers not to act in this capacity or is unable to be present, he may arrange for the church elder to preside as chairman on a pro tem basis. The church clerk serves as secretary of the board and is responsible for preserving the minutes of the meetings.” (Church Manual, p.91)

How to Hold a Church Board Meeting

“Meetings—Because the work of the church board is vital to the life, health, and growth of the church, it needs to meet at least once each month. In larger churches more frequent meetings may be needed. It is well to fix the monthly meeting time for the same week and the same day each month. (Example: The first Monday of each month.)

“The church board meeting is announced at the regular Sabbath worship service. Every effort should be made to have all board members present at each meeting.

“Each church should determine at one of its regularly called business meetings the number of church board members who must be present at a church board meeting to constitute a quorum. Votes by proxy or letter shall not be accepted.” (Church Manual, p. 91)

Again we see inherent accountability in the specification of a quorum. If a reasonable quorum cannot be achieved it is clear that the leadership of the church is not committed to the work to which it was elected, and the church should take appropriate action if a pattern is evident in this regard.

Business Meetings

“Church business meetings duly called by the pastor, or the church board in consultation with the pastor, may be held monthly or quarterly according to the needs of the church. Members in regular standing on the roll of the church conducting the business meeting may attend and vote. A quorum shall be decided by the church in a business meeting or by the church board. Votes by proxy or letter shall not be accepted. …A duly called business meeting of the church is a meeting that has been called at the regular Sabbath worship service, together with proper announcements as to the time and place of the meeting. At such meetings, at which the pastor will preside (or will arrange for the local elder to preside), full information should be given to the congregation regarding the work of the church. At the close of the year, reports should be rendered covering the activities of the church for the entire year, and, based on those reports, the church should approve a full plan of action for the next year. When possible, reports and the next year’s plan of action should be presented in writing. (See Notes, #9, p. 99.)” (Church Manual, p. 89)

From the Notes—“Reports may comprise the following activities:
“a. A report from the clerk, showing the present membership of the church and the number of members received and those transferred to other churches. Note also should be made, giving the number but not necessarily the names, of those who may have had to be removed from fellowship during the year, as well as those who have died. A brief statement of the decisions of the church board in its meetings would naturally be of interest to all members of the church.
“b. A report from the Personal Ministries leader, giving a statement of outreach (missionary) activities, including Community Services activities, together with any plans for future work. This should be followed by a report from the Personal Ministries secretary.
“c. A report from the treasurer, showing the amount of tithe received and sent to the conference/mission/field treasurer; also a full statement of mission offerings received and forwarded; and a statement showing local church funds received and disbursed.
“d. A report from the deacons and deaconesses, concerning visits to the members, their activities in behalf of the poor, and any other features that come under their supervision.
“e. A report from the secretary of the young people’s society, outlining the activities in outreach (missionary) and other lines by the youth of the church.
“f. A report from the Sabbath School secretary, giving the membership and other matters pertaining to the Sabbath School.
“g. A report from the treasurer as to the financial status of the church school, with details as to its needs in equipment and other matters.
“h. A report from the principal or teacher of the church school, covering such matters as enrollment, the educational progress of the school, baptisms among the schoolchildren, and the results of the children’s efforts in denominational endeavors.
“i. A report from the Home and School Association leader, covering the activities and needs of that organization.
“j. A report from the Communication secretary, covering press, radio, television, and other related activities involving church and community.” (Church Manual, pp. 99, 100)

When conducted according to these principles a business meeting becomes a prayer, praise, and testimony meeting. It should generate excitement for the work of the church as the membership is informed about the successes and challenges the various efforts are encountering. Business meetings would also become fertile ground for recruitment as members seek to be a part of the efforts described by the leadership.