Home     /    Staff    /    Contact
An Open and Affirming Church.
Whoever you are, wherever you are on life’s journey,
YOU are welcome HERE!

Church Bylaws

The Haydenville Congregational Church
United Church of Christ
Incorporated 1952

Updated February 12, 2023

Article I.  Church Services

Section 1. Sunday worship shall be held at designated hours and at any other time designated by the Minister and the Diaconate.

Section 2. The Sacrament of the Lord’s Supper shall be celebrated at any time designated by the Minister and the Diaconate.

Section 3. The Sacrament of Baptism may be administered to those taken into the church as members (if they have not previously been baptized) and to children, one of whose parents stands in covenant with the church. Others may be baptized at the discretion of the Minister.

Article II.  Congregational Meetings

Section 1: Annual Meeting: The Trustees shall call for the Annual Meeting of the Church, at which reports shall be presented, the budget for the ensuing year approved, and officers for the ensuing year elected. The Annual Meeting shall be in February or such near date as the Church Council may approve.

Section 2: Special meetings of the Church shall be called by the Trustees on request of the Minister, or Clerk, or on petition of any five members of the Church within fifteen days of request, notice and agenda thereof being given by the Trustees.

Section 3: Notice of meetings shall be given from the pulpit, printed in the Sunday worship bulletin and mailed, or emailed to all members at least two (2) weeks prior to the date of the meeting. The notice shall include a written agenda of all items to be discussed.

Section 4. The Moderator, and in their absence the Vice Moderator, shall preside over all congregational meetings. The Clerk shall, in accordance with the simplified version of Robert’s Rules of Order, keep accurate minutes of the Congregation’s deliberations and actions, update appropriate documents, and retain and maintain records in a manner that makes them readily available to Church members.

Section 5: Any assembly of active members of the congregation, called as provided in the Bylaws, shall constitute a quorum at the Annual Meeting and at any special meeting.

Section 6: The fiscal year for the Church shall be January 1st through December 31st.

Article III.  Leadership

All officers and Board members of the Church shall be covenant members. The officers of the Church shall be the Minister, Diaconate, Trustees, Clerk, Treasurer and Moderator. The boards of the Church shall be the Diaconate, and the Board of Trustees. If an elected position is not filled, the Church Council will create a plan to fulfill the officer’s duties until the position can be filled.

Section 1: Minister

The Minister shall: Be called or dismissed at a congregational meeting called for that purpose, by a two-thirds (⅔) affirmative vote of active members present, with voting to be done by secret ballot. The Call Agreement must be approved by the Board of Trustees. In order to terminate this relationship, three (3) months’ notice shall be given by either party. When the relationship is terminated, notice of such termination shall be sent to The Hampshire Association of the United Church of Christ.
Have charge of the spiritual affairs and welfare of the church and responsibility for the conduct of the services of public worship. 
Enlist people as followers of Christ, preach the Gospel, administer the Sacraments, have care of services of worship, and oversee the Christian education of the congregation. 
Be a voting ex-officio member of all boards and committees and shall have a seat and vote on the Church Council, except in personnel matters regarding the Minister.
Become a member of the church and shall have standing in the Southern New England Conference of the United Church of Christ.
Give a monthly update of their activities concerning Ministerial care to the Diaconate.
As needed on an ad hoc basis, select, appoint and supervise individuals and groups, such as the Pastoral Care Team, to assist with their Ministerial duties, the work of parish visitation, and the administration of relief within the Church community.m
Maintain an active association with local clergy and keep the congregation informed of religious activities and events in the greater community.
Upon request, issue members letters of transfer and recommendations to another church.

Section 2: Moderator and Vice Moderator

  1. The Moderator and the Vice Moderator shall be elected for terms of one (1) year.
  2. The Moderator, and in their absence the Vice Moderator, shall preside over all congregational meetings and chair meetings of the Church Council.
  3. The Moderator shall guide the Church Council in developing and implementing long-range planning.
  4. Should an incumbent Moderator or Vice Moderator seek to resign from the position, such resignation shall be in writing to the Church Council. 
  5. The Vice Moderator shall chair the Nominating Committee.
  6. The Vice Moderator shall, after deliberation with the Minister and with the relevant Board or Committee, select members to fill any vacancies in elected positions of the church. These selections must be approved by the Church Council. 

Section 3: Clerk

The Clerk shall be elected for a term of one (1) year, and shall, with assistance from the Church Secretary:

  1. Retain and maintain records of all Congregational Meetings, minutes of the Church Council meetings, and all written policies adopted by the Church Council. Such records shall be retained and maintained in a manner that makes the documents readily available to Church members.
  2. Ensure that records of new memberships, baptisms, marriages and funerals conducted by the Church are maintained, and shall report these events once a year in the Annual Report.
  3. Once a year, collect and compile into an Annual Report all Committee and Board reports, the Pastor’s report, the Clerk’s report, and the Treasurer’s report, and submit it to the Church Council for inspection and verification at least three (3) weeks before the Annual Meeting. Accept all reports presented at the Annual Meeting and note any corrections made thereto, and file in a manner that makes the documents readily available to Church members.
  4. Once a year, compile any proposed changes to the Bylaws and/or Constitution that have been approved by the Church Council, and make them available for the Church to review at least three (3) weeks prior to the Annual Meeting. Accept any changes approved at the Annual Meeting, provide an updated version for our website, and file in a manner that makes the documents readily available to Church members.  
  5. Perform other duties as required by the Church Council. 

Section 4: Treasurer

The Treasurer shall be elected to serve for a three (3) year term and shall:

  1. Keep accurate records of all operating, endowment and special funds, securities, receipts and disbursements of the Church.
  2. As an agent of the Board of Trustees and, as directed by the Trustees, maintain the investment accounts of the Church and deposit or cause to be credited to the Church, all investment income in such manner as the Board of Trustees shall direct.
  3. Promptly pay all bills and salaries as directed by the Board of Trustees.
  4. Disburse the monies received from special funds and outreach funds in accordance with the orders of the board or committee which is charged with the collection and disbursement of such funds.
  5. Disburse funds from the Minister’s Discretionary Fund at the sole direction of the Minister.
  6. Keep separate, accurate accounts of all receipts and disbursements for each fund handled.
  7. Render at the Annual Meeting, at Church Council meetings, and at other times as requested, an accounting of the financial condition of the Church.
  8. Prepare the annual budget for the Trustees and present regular updated budget reports for approval at Trustee meetings.
  9. Be bonded by the Church at the expense of the Church.
  10. Perform other duties as required.

Section 5: Collector

The Collector shall be elected to serve for a three (3) year term and shall:

As an agent of the Board of Trustees and, as directed by the Trustees, receive all monies belonging to the Church.
Deposit or cause to be credited to the Church, all income in such manner as the Board of Trustees shall direct.
Record member pledges and donations and distribute regular stewardship reports.
Act as a permanent member of the Stewardship Committee

Section 6: Human Resources Coordinator

The HR Coordinator shall be elected to serve for a three (3) year term and shall: Oversee payroll and work with the Treasurer to assure accurate compensation of all staff.
As an agent of the Board of Trustees, contact the Pension and Insurance boards as necessary to assure accurate and timely payment of employee benefits.
In conjunction with Trustees, update employment agreements on an annual basis.
Act as an agent on behalf of employees to resolve issues reported to this position by an employee.
Be bonded by the Church at the expense of the Church
Process CORI applications for staff and any volunteers working with children at the church.
Perform other duties as required.

Section 7: Rental Coordinator

The Rental Coordinator shall be elected to serve for a three (3) year term and shall:
Respond to rental requests, provide tours as needed, and present potential renters to Trustees for approval.
Act as a permanent member of the Kitchen Subcommittee
Maintain records of: annual rental agreements; deposits; and proof of insurance.
Manage renter schedules and enter schedules into the church calendar.
Send invoices to renters as directed by the Treasurer.
Resolve issues reported by renters or by the church involving renters.

Section 8: Music Director
The Music Director shall:

  1. Plan and direct the musical activities of the church.
  2. Have primary responsibility for the choir and instrumental/vocal soloists at Sunday services and special services as scheduled. Conduct regular choir rehearsals and schedule and conduct extra rehearsals as required.
  3. Perform as organist at scheduled Sunday services, special services as required, and weddings and funerals if available. Arrange for substitute pianists/organists as needed.
  4. Ensure proper care, operation, maintenance and repair of instruments.
  5. Act as a permanent member of the Music Committee.
  6. Act as a permanent member of the Worship Planning Committee.

Section 9: Director of Youth and Family Ministries
The Director of Youth and Family Ministries shall:

  1. Administer a Christian education program for youth, guided by the church’s vision and mission statements.
  2. Act as Chair of the Youth and Family Ministries Committee.
  3. Appoint Children’s Church coordinators and as many teachers as are required.
  4. Register students, maintain enrollment data, and provide ongoing communication with church school parents.
  5. Plan and organize activities for the students, ideally drawing on the talents of interested church members.
  6. Plan and lead children’s participation in special services throughout the year.
  7. Arrange and supervise Nursery care coverage.
  8. Ensure that all volunteers working with children have completed an up-to-date CORI application, which will be processed by the Human Resource Coordinator.

Article IV.  Rules Governing Boards and Committees
Section 1: All boards and committees shall schedule regular meetings, at any interval which supports and facilitates their work. Meetings shall be called by the Chair or Co-chair of each body who shall give at least one (1) week notice, and who shall provide a written agenda with the call to the meeting.

Section 2: A quorum for any board or committee shall be at least one-half (½) of the body’s total number of voting members. All decisions shall be by majority affirmative vote or by consensus.

Section 3: All boards and committees shall hold their first meetings during the first month after the Annual Meeting where members of the boards and committees are elected. At their first meeting each committee shall elect, and each Board shall recognize in accordance with its rules of succession, a presiding chairperson or co-chairpersons. The outgoing chair of each committee shall chair this first meeting to oversee the selection of the new chairperson(s), help reassess committee meeting days/times (if needed), and offer guidance to the incoming members.

Section 4: Each body will also keep accurate minutes of the deliberations and actions of each body, and provide a copy thereof to each member of the respective board or committee within one (1) week of the meeting. Once the minutes have been approved by the respective board or committee, a copy thereof shall be sent to the Church Secretary.

Section 5: Should a member of any body of the church fail to attend at least 60% of that body’s regular meetings during any six-month period, that member shall be deemed to have resigned. The vacancy must be reported at the next meeting of the Church Council. Any vacancy among the elected positions of the church must also be reported to the Vice Moderator.

Section 6: Each board or committee shall submit a list of names of potential nominees to the Nominating Committee Chair (the Vice Moderator) at least two (2) months prior to the Annual Meeting. 

Section 7: At least one (1) month prior to the Annual Meeting, the chair of all boards, committees of the church shall submit to the Clerk an annual written report summarizing the activities of their group for the past year.

Section 8: Boards and committees that administer their own budgets shall have an opportunity to have input into the projected budget for the upcoming program year.

Section 9: Any questions which may arise with respect to the execution or interpretation of this Constitution and Bylaws shall be resolved by a two thirds (⅔) majority of the Church Council.

Section 10: All meetings of the church, boards and committees shall be conducted in a manner that builds consensus and is inclusive of all voices and opinions.

Article V.  Church Council
The Church Council shall:

Section 1: Be the overall policy and planning body of the church. It shall have complete power to supervise and coordinate the plans and activities of the boards, committees, and organizations of the church, and to plan prayerfully for its future.

Section 2: Be composed of the Moderator, who shall act as chair; the Clerk, who shall act as secretary; the Treasurer; the Minister; and the chairs/co-chairs of all boards and committees. The Vice Moderator shall be a nonvoting member of the Church Council, but shall be able to vote when acting as Chair.

Section 3: Establish regular meeting times at its first meeting after the Annual Meeting. Notice of regular meetings shall be printed in the worship bulletin on the Sunday preceding the meeting and shall be provided to all members of the Church Council by the Moderator/Vice Moderator.

Section 4: No person may represent more than one (1) group on the Church Council for voting purposes. Members, excluding the Minister, shall appoint alternates to represent them on the Church Council in the event they cannot be present at any meeting.

Section 5: At least three (3) months prior to the Annual Meeting, the Church Council shall appoint a Nominating Committee, consisting of at least three (3) members of the Church, including the Vice Moderator, who shall act as Chair of the committee. The Minister shall be an advisor to the Nominating Committee. It shall be the responsibility of the Nominating Committee to bring to the Annual Meeting nominations for all elected positions. The Nominating Committee shall notify members of their election or appointment to any official position within the Church. 

Section 6: Vote whether to approve any member selected by the Vice Moderator to fill a vacancy in an elected position of the church.

Section 7: The Council shall have the authority to establish ad hoc task forces and committees, as needed.

Article VI.  Diaconate
The Diaconate shall:

Section 1: With the Minister, have the general oversight and promotion of the spiritual activities of the church.

Section 2: Be a board of up to twelve (12) Deacons. Four (4) Deacons shall be elected each year for a three-year term.  

Section 3: Receive applications for church membership and verify that the requirements of membership have been met. Each new member shall be sponsored by a Deacon and will be formally received into membership during a worship service. Report to the Church Council and the Secretary the names and dates of all new memberships.

Section 4: Conduct, with the Minister, an annual review of the membership list of the church and provide a list of active members to the Secretary and Clerk at least two (2) months prior to the Annual Meeting. If a member is fully separated from the fellowship, worship, service and support of the church for a period of one year, the Diaconate shall instruct the Minister to inquire into the reason(s) for such separation. If such a member remains inactive for an additional year, the Diaconate may, with permission of the Minister, remove the member’s name from active membership.

Section 5: Provide for the supply of the pulpit in the absence of, or upon request from, the Minister. 

Section 6: Provide elements for the Sacrament of Communion and aid in its celebration and distribution.

Article VII.  Board of Trustees

The Board of Trustees shall:
Section 1: Be responsible for:

  1. Generating income for the Church and, within the provisions of the budget, be responsible for all expenditures; make provision for the audit of all financial accounts of the Church.
  2. Calling the meetings of the Church, including the annual meeting and special meetings.
  3. The care and custody of the property of the Church, as prescribed by law.
  4. The hiring, and oversight and evaluation of all church employees. Where such employees will work with Ministerial staff, the Board will strongly weigh the views of Ministerial staff when performing this oversight function.

Section 2: Consist of six (6) Trustees, the Treasurer, and the Human Resources Coordinator. Two (2) Trustees shall be elected each year at the annual meeting of the Church for a three-year term. 

Section 3: Have a Building Subcommittee that reports to the Trustees. The subcommittee shall find and report to the Trustees all necessary maintenance and up-keep of the Church building, and shall oversee any projects that are recommended and approved by the Trustees. All authorizations and financial matters related to such projects must be approved by the Trustees.

Section 4:  Have a Grounds Subcommittee that reports to the Trustees. The subcommittee shall find and report to the Trustees all necessary maintenance and up-keep of the Church grounds, and shall oversee any projects that are recommended and approved by the Trustees. All authorizations and financial matters related to such projects must be approved by the Trustees.

Section 5:  Have a Kitchen Subcommittee that reports to the Trustees. The subcommittee shall find and report to the Trustees all necessary maintenance and up-keep of the Church Kitchen, and shall oversee any projects that are recommended and approved by the Trustees. All authorizations and financial matters related to such projects must be approved by the Trustees.

Section 6:  Have a Safety Subcommittee that reports to the Trustees. The subcommittee shall find and report and shall oversee all necessary maintenance and upkeep needed for Church Safety, and shall oversee any projects that are recommended and approved by the Trustees. All authorizations and financial matters related to such projects must be approved by the Trustees.

Section 7: Have a Fundraising Subcommittee that reports to the Trustees. The subcommittee shall oversee all fundraising activities of the church. All authorizations and financial matters related to such projects must be approved by the Trustees. All approved fundraising activities shall be reported to the Church Council for further input.   

Article VIII.  Stewardship Committee
The Stewardship Committee shall:

Section 1: Be responsible for encouraging the principles of Christian stewardship in the church; plan and carry out a stewardship drive; and perform other duties relevant to the stewardship program of the church. Stewardship, education and enlistment shall be a continuing responsibility of the committee.

Section 2: Consist of the Collector and at least two (2) members who shall be elected at the Annual Meeting to serve a term of one (1) year, and who shall be regular members of the church.

Article IX.  Youth and Family Ministries Committee
The Youth and Family Ministries Committee shall:

Section 1: Determine the curriculum for the Church School Program; arrange for appropriate materials for the program within the provisions of the budget; and contribute to the Trustees’ evaluation of the Director of Youth and Family Ministries.

Section 2: Consist of a total of four (4) members, two (2) of whom shall be elected at the Church’s annual meeting and shall serve one (1) year terms; one (1) of whom shall be a Safe Church Liaison who shall be appointed by the Board of Trustees; and one (1) of whom shall be the Director of Youth and Family Ministries, who shall be a permanent member and act as Chair.

Article X.  Music Committee
The Music Committee shall:

Section 1: Arrange for the vocal and instrumental music and materials appropriate for the services of the Church, within the provisions of the budget; and contribute to the Trustees’ evaluation of the Music Director.

Section 2: Consist of the Music Director, who shall be a permanent member, and three (3) members who shall be members-at-large. One (1) at-large member shall be elected each year at the annual meeting of the Church and shall serve for a period of three (3) years, or until a successor is elected.

Article XI.  Peace and Justice Steering Committee
The Peace and Justice Committee shall:

Section 1:  Engage in projects, programs and actions that bear witness to our understanding of the radical commitment to peace and justice, and care of the Earth, embodied in the life and teachings of Jesus Christ and the history and commitments made by the United Church of Christ; and pursue its objectives through whatever peaceful means appear to be appropriate in a given circumstance with the gifts, talents and consciences of its members.

Section 2: Consist of at least three (3) members, one elected each year for a three (3) year term.

Article XII.  Hospitality Committee
The Hospitality Committee shall:

Section 1: Organize the after-service coffee hour and perform other duties relevant to the hospitality of the church.
Section 2: Consist of at least three (3) members, one elected each year for a three (3) year term.

Article XIII.  Pastor Parish Relations Committee
The Pastor Parish Relations Committee (PPRC) shall:

Section 1: Serve as an advisory group to the pastor: sharing ideas, dreams, expectations, and concerns of the congregation with the pastor; serve as a support group for the pastor’s leadership: interpreting roles, functions, boundaries, opportunities, and needs of the pastor to the congregation; and work together, with other committees as necessary, to resolve conflicts that arise at the church. 

Section 2: Consist of the Pastor and at least three (3) and no more than seven (7) members. One (1) or two (2) shall be elected each year at the Annual Meeting to serve a term of three (3) years. 

Article XIV.  Worship Planning Committee
The Worship Planning Committee shall:

Section 1: Serve as the primary planning committee for worship services, using input from the Minister, the Deacons, the Music Director, and others who are involved in the services to create the order of worship.

Section 2: Consist of the Pastor, who will act as the Committee Chairperson, the Music Director, (at least) one Deacon, and any member of the church who is interested in helping to plan the services. It is recommended that the Deacon also be a part of the pulpit coordination team (a subset of the Deacons).

Article XV. Racial Equity Leadership Team (RELT)
The Racial Equity Leadership Team shall:

Section 1: As an outgrowth of the church’s commitment to racial equity and justice, be responsible for

  1. Supporting the congregation and community to center and embed racial equity and justice in every aspect of the church to create an inclusive and equitable culture, community life, worship, policies, and practices
  2. Creating a thread that runs through all the church’s structures, systems, and processes with the goal of racial equity transformation on the individual, interpersonal, institutional, and community level.
  3. Supporting and guiding efforts to move from an expressed commitment to active strategies and thoughtful actions that support racial equity and justice, such as assessment, education, and policy development and implementation.

Section 2: Consist of two (2) Co-Chairs, one of whom is recommended be a BIPOC (Black, Indigenous, and People of Color) member, and at least three (3) additional members who shall be elected each year at the annual meeting of the Church and shall serve for a period of two (2) years, or until a successor is elected.