CHAIRMAN/SECRETARY

The chairman’s functions

Help in conducting various meetings of the board

Make meeting more fruitful that promote progress in the work of ministry

Always have foresight in taking all associates in the right direction in as far as meeting are concerned

Improve work relationships among cabinet members
Call meetings that demand absolute attention for the ministry
Always inform associates about the current situation in ministry
Always aware of people whose aim is not to see God’s work progress but fell
Always read financial statements to the cabinet
Always coordinate between the treasurer and the secretary when presenting minutes of the meeting
Chairing meetings
Prepare bench mark of productivity so to make references to it in any meeting
Select the right time and place for the meetings
Prepare and distribute Agenda that will work
Dispatch agenda and background papers
Gather appropriate tools for the meetings: note paper, pens, flip chart, white board, refreshments, overhead projector, telephone, tape recorder and so on.
Lead the meeting in its objectives
Facilitate meetings at all time
Motivate participation among associates
Keep the meeting on track
Monitor those that dominate meetings
Dispel unknown agendas coming from the group
Do enough home work on every subject on the agenda
Lead the spirit of very meeting
Start meetings on time
Initiate discussions on each item
Reinforce each item
Clarify issues that need clarification
Diffuse un-necessary debates that read to tensions and unfruitfulness
Summarise regularly particularly lengthy discussion
Clarify decision making processes before hand
Conclude discussions
Allow group vote if a consensus answer on the subject is needed
If issues cant be resolved find out why and appoint a task group or individual to investigate and report back to the next meeting
Review and analyse the success of your meetings
Excise flexibility in the meetings
Examine all nonverbal language among executive members
Discourage interruption of the meetings by anything
Learn to thank members for making it to the meeting
Deal with conflict hostility and tensions when they appear
Create harmony by mediating differences
Use humour or call for a break to easy tensions
Respect participants personal schedules
Avoid side comments to your neighbour
Explain the structure of the ministry
Learn closing the meeting with the word of God and pray

The Vice chairpersons functions

To Help the Pastor in preceding meetings
To Help the Chairperson in all church management
To participate in all church board meeting
To always share ideas on how ministry can improve in all its’ functions as an organisation
To always be available and show support to the chairperson
To always encourage associates to work together as a teem
To always help in developing strategic plans for the ministry
Help the chairperson put goals that are achievable
Assist the chairperson in developing policies, using collaborative and consultative processes
Help in establishing a representative policy committee
Help departments reach decisions
Help in planning and managing projects of the ministry
Help in identifying tasks that demand quick attention
Help the chairperson in making the budget
Prepare bench mark of productivity so to make references to it in any meeting
Select the right time and place for the meetings
Prepare and distribute Agenda that will work
Dispatch agenda and background papers
Gather appropriate tools for the meetings: note paper, pens, flip chart, white board, refreshments, overhead projector, telephone, tape recorder and so on.
Lead the meeting in its objectives
Facilitate meetings
Motivate participation among associates
Keep the meeting on track
Monitor those that dominate meetings
Dispel or consider unknown agendas coming from the group
Do enough home work on every subject on the agenda
Lead the spirit of very meeting
Start meetings on time
Initiate discussions on each item
Reinforce each item
Clarify issues that need clarification
Diffuse un-necessary debates that read to tensions and unfruitfulness
Summarise regularly particularly lengthy discussion
Clarify decision making processes before hand
Conclude discussions
Allow group vote if consensus is the only solution
If issues cant be resolved find out why and appoint a task group or individual to investigate and report back to the next meeting
Review and analyse the success of meetings
Excise flexibility in the meetings
Examine all nonverbal language among executive members
Discourage interruption of the meetings by anything
Learn to thank members for making it to the meeting
Deal with conflict hostility and tensions when they appear
Create harmony by mediating differences
Use humour or call for a break to easy tensions
Respect participants personal schedules
Avoid side comments to your neighbour
Explain the structure of the ministry
Learn closing the meeting with the word of God and prayer

The secretaries’ function

The Secretary functions shall be the following

Write minutes of the Executive meeting
Keep records in the office
Keep the diary of the executive meetings
Follow the Calendar of the church events
Read the minutes for the previous meetings
Prepare snacks for the executive meetings
Keep the register of the executive committee
Inform in advance the Chairman about the coming meeting
Send Reminding letters for the meeting a week earlier
Always specifying the place and time the meeting shall take place
Assist in keeping track of the meeting
Help the chairperson observe time during meetings
Provide materials that assist the executive, flow with the meeting
Meet daily to plan meeting for the ministry
Keep the book phone numbers for the ministry
Screan all calls that come to the chairperson
Summarise reports
Schedule the day for the chairperson
Clarify issues that the chair person need to know
Shall be one of the signatories on all that demand her/his signature
Act as time keeper all the time in the meeting
Read letters of concern to the cabinet
Record all assets of the ministry
Display professional qualities; helpful, reliable, hardworking, courteous, loyal, respective, imaginative, creative, resourceful, efficient and level-headed person
Should be aware of many things happening in the ministry
Composing letters, summarising reports and articles, supervising others and the office, standing in for meetings sometimes, managing the calendar, tracking the jobs and keeping the servant of God up the speed
Check assignments, appointments and priorities, clarify tasks, processing paper etc

The Assistant Secretary

The Assistant Secretary shall have the following functions

1. Writing minutes of the Executive meeting

2. Keeping records in the office

3. Keeping the diary of the executive meetings

4. Following the Calendar of the church events

5. Reading the minutes for the previous meetings

6. Preparing snacks for the executive meetings

7. Keeping the register of the executive committee

8. Informing in advance the Chairman about the coming meeting

9. Sending Reminding letters for the meeting a week earlier

10. Assisting in keeping track of the meeting

11. Helping the chairperson observe time during meetings

12. Providing materials that assist the executive, flow with the meeting

13. Meeting daily to plan meeting for the ministry

14. Keeping the book phone numbers for the ministry

15. Screening all calls that come to the chairperson

16. Summarising reports

17. Scheduling the day for the chairperson

18. Clarifying issues that the chair person need to know

Treasurer

The treasurer shall have the following functions;

To keep records of money for the church
Sign on maters concerning money
Give report on how money is being used in the church
Assist in raising money for various projects in the church
Monitor cash flow in all departments of the church
Co-ordinate the debasement of funds in various departments in the church
Improve cash flow in the church for deferent departments in the church
Report on how faithful people are in maters of tithes and offering
Find ways of improving good cash flow in the church
Maintain the church ministry bank account
Give advise in the usage of cash in the church
Assist in prioritising the debasement of money in various projects of the church
Have a better projection of cash intake for various offices in the church
Give necessary information on all departmental transaction in the church
Keep receipt for future reference when balancing books
Read the annual financial statement on the time stipulated in the constitution
Explain how money is being used in the church quarterly
Assist in the salary review of the Pastors and to all that the church employed workers
To examine carefully how records are written in all petty cash books
Deposit money into the church account all the time
Verification of assets and ministry liabilities
To ensure that all receipts and payments are accounted for
To ascertain that no improper or fraudulent payments are made in the name of the ministry
To ascertain that all receipts and payments are correctly recorded
To verify the accuracy of the amount of cash in hand and/or at the bank
Act responsibly in issues pertaining to both ministry and other organisation’s cheques, Postal or money orders
All money received should be paid into the bank daily
Bank statement should be independently checked with the cash book periodically and be verified
Castings of the cash book should be independently checked
Internal control should be exercised over the preparation and payment of wages with the view to the prevention of fraud and manipulation of wages book
Check the abstract of the balances at the commencement of the period with the control account
Check the casts of the ministry ledger account
Check the closing balances on to the schedule of balances and check the casts of this schedule
Scrutinise the folio columns of the book of original entry for any not posted item

Executive Functions

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