OFFICERS, BAPTIST COLLEGIATE MINISTRIES …...Mid-Year Meeting. The BCM board members, officers and ministry team leaders shall be installed at the closing session of the Annual Meeting.

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The following paragraphs describe the general purposes and functions of the

Charleston Baptist Association ministry teams:

OFFICERS, BAPTIST COLLEGIATE MINISTRIES (BCM)

BOARD MEMBERS, COMMITTEES AND MINISTRY TEAMS

QUALIFICATIONS

Each officer, BCM board member, committee member and ministry team member

should be a person of outstanding spiritual maturity and commitment; should be a

member of a Charleston Baptist Association Church in good standing; should be

cooperative and supportive of the work of the Association and the denomination as a whole;

should be familiar with the structure of the Association and have a working knowledge of

parliamentary procedures.

Ministry team Leaders and Assistant Leaders must agree to complete or have

already completed the leadership training course entitled Building Powerful Ministry

Teams or its equivalent.

ELECTION AND DUTIES

The officers, BCM board members and ministry team leaders and assistant leaders

shall be nominated by the Nominating Committee and elected by the Association at the

Mid-Year Meeting. The BCM board members, officers and ministry team leaders shall be

installed at the closing session of the Annual Meeting.

BAPTIST COLLEGIATE MINISTRIES (BCM) BOARD MEMBERS

BCM board members shall be elected to serve a three-year term except that initially

a single one-year term and a single two-year term shall be elected in addition to two

three-year terms. Board members may serve a full three-year second term provided they

are re-elected and have rotated off the BCM board for at least one year following their first

term of service.

One BCM board member shall be elected each year except that every third year two

board members shall be elected. There shall be a total of four BCM board members

representing the Charleston Baptist Association.

NOMINATING COMMITTEE

This committee shall consist of six (6) members. Two members will be appointed

by the Moderator annually at the Mid-Year Meeting and shall immediately begin their term

of service. Committee members shall be elected to serve a three-year term. After one year

or more without serving on the Nominating Committee, they are then eligible for a second

three-year term. The committee shall select a chairperson each year from among its

members. Their duties are:

a. to present to the Association at the Mid-Year Meeting a list of nominations

for the Association Officers and Ministry Team Leaders and Assistant

Leaders;

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b. to evaluate the Ministry Team Leaders and Assistant Leaders annually – if a

Leader or Assistant Leader is not fulfilling the role or does not express

willingness to continue or is ineligible for re-election, then the Nominating

Committee will seek to enlist a new Leader or Assistant Leader for this role;

c. to present to the Association for election at Executive Board meetings

nominations for vacancies as they occur.

OVERVIEW OF MINISTRY TEAMS

Ministry teams will consist of a Leader and Assistant Leader, three Team Members

and the Moderator and Director of Missions as ex-officio members as stipulated by the

Association’s Constitution. The ministry team Leader and Assistant Leader shall enlist

the three team members for their ministry team and present these to the Association for

approval at the Annual Meeting. Attendance at each Team meeting will be open to any

person interested in taking part in the ministries performed by that Ministry Team. All

persons in attendance may express opinions at meetings. Subgroups may be developed as

deemed necessary by the Ministry Team Leader and Assistant Leader in an effort to fulfill

the goals and desires of the team. The ultimate goal of each Ministry Team, as well as any

subgroups of that team, is, through prayer, to make decisions by consensus.

A brief summary of each Ministry Team’s responsibilities may be summarized as

follows:

Administrative Team - Conduct the administrative functions of personnel,

finances, audit, membership and annual program planning, plus regularly consult

with all ministry teams in (1) coordinating scheduling and budgeting issues and (2)

planning and evaluating ministry team actions.

Camp Ministries Team - Plan, schedule and carry out a program of year-round

camp ministries.

Church Strengthening and Leadership Team - Assist churches and their pastors

in becoming spiritually healthy and developing strong leadership abilities. Direct

associational ministries, such as youth, Sunday School, music, VBS, discipleship

training, etc.

Facilities Team - Maintain all associational properties and facilities; plan for

future needs; and direct the Disaster Relief Ministry.

Missions and Evangelism Team – Encourage the churches to accomplish the

Great Commission and the Acts 1:8 Missions Challenge and engage in evangelistic

ministries.

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Guidelines for Ministry Teams

Communications:

Director of Missions

Teams will communicate directly with the Director of Missions. All Team

decisions will be made with the knowledge and input of the Director of Missions.

Teams will keep the Director of Missions informed of all meetings, events and

plans.

Churches in the Association

Teams will communicate with the churches in the Association through newsletter,

Executive Board meetings, conferencing and direct communication.

Pastors in the Association

Teams will communicate with the pastors and church staff within the Association

through direct communication.

Meetings:

Teams will meet at least quarterly.

Special meetings may be called by Moderator or DOM.

Meetings are open and decisions are made by consensus.

Goals:

Each ministry team shall be responsible for including these annual goals in its

ministry team tasks.

Develop written goals for the new Association year and regularly evaluate progress

in achieving these.

Develop a written plan for encouraging high performance teamwork.

Enlist volunteers needed to complete the team’s goals for the year.

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Ministry Teams

Administrative Team

Ministry Tasks:

The purpose of the Administrative Team is to conduct the administrative functions of

personnel, finances, audit, membership and annual program planning, plus regularly

consulting with all ministry teams in coordinating scheduling and budgeting issues. The

specific tasks of the Team are delineated below.

1. Prepare and update job descriptions, salary schedules and benefits provisions for all

employees. Also, develop administrative policies and procedures for staff.

2. Develop policies and procedures in cooperation with the Facilities Team for the

operation of the office and other facilities.

3. Assess the job performance of each staff member annually or as needed.

4. Regularly review the expenditures of funds to ensure compliance with budget

allocations and make adjustments to the operating budget as needed and as

requested by other ministry teams. Recommend to the Executive Board any

changes needed in the overall operating budget.

5. Compile annual budget requests from each ministry team and include ministry

team co-leaders in developing an annual operating budget considering both the

budget requests and projected future income. Submit this budget recommendation

for adoption at the Annual Meeting.

6. Develop financial policies and procedures as needed and recommend these to the

Executive Board for approval. Also, review and approve the monthly and

quarterly financial reports prepared by the bookkeeper and treasurer.

7. Conduct an annual internal audit of financial records except for an external

professional audit which should be conducted no less often than every five years.

8. Review requests for membership in the Association to ensure compliance with the

Constitution & By-laws. Provide guidance to the applicant church and make a

recommendation regarding membership at the Annual Meeting.

9. Review concerns about the standing of member churches in the Association and

make recommendations to the Executive Board or Annual Meeting as needed.

10. Plan the program for the Annual Meeting and the Mid-Year Meeting, including the

enlistment of speakers, the selection of meeting locations and the dates and times of

said meetings.

11. Regularly consult with other ministry teams to coordinate ministry schedules and

budgets.

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Camp Ministries Team

Ministry Tasks:

The purpose of the Camp Ministry Team is to plan, schedule and carry out a program of

year-round camp ministries. The specific tasks of the Team are delineated below.

1. Assess possible new ministries for the campground facilities and propose

recommendations to the Association.

2. Prepare an annual calendar for camp ministries and update this as necessary.

3. Develop a plan for promoting camp ministries, utilizing promotional materials,

social media, paid advertising, etc.

4. Develop written job descriptions for the Summer Camp Director(s) and volunteers

and any paid staff.

5. Establish policies for associational camp ministries, including camp fees and

guidelines.

6. Enlist the Summer Camp Director(s) and volunteer staff needed for summer camp

ministries.

7. Develop a detailed budget for camp ministry income and expenses and submit an

annual budget request.

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Church Strengthening and Leadership Team

Ministry Tasks:

The purpose of the Church Health and Leadership Team is to assist churches and their

pastors in becoming spiritually healthy and developing strong leadership abilities. In

addition, the Team will direct associational ministries, such as, youth, Sunday School,

music, VBS, discipleship training, etc. The specific tasks of the Team are delineated

below.

1. Assess the spiritual health and needs of churches through surveys and direct input.

2. Assist churches in developing strategic plans for fulfilling the basic functions of

evangelism, discipleship, fellowship, ministry and worship.

3. Provide resources and assistance in the areas of conflict resolution and church

health assessments

4. Develop written job descriptions for the VBS Director plus job descriptions for

these ministry leaders as needed - music, stewardship, Sunday School, youth and

discipleship training.

5. Establish policies for the associational ministries listed under task 4.

6. Enlist a VBS Director plus directors for these ministries as

needed – music, stewardship, Sunday School and discipleship training.

7. Provide resources and assistance in the areas including but not limited to Sunday

School, VBS, youth, music and discipleship training.

8. Provide the opportunity for pastors to assess their individual leadership strengths

and weaknesses.

9. Discover areas for encouraging leadership growth and development in pastors.

10. Design and carry out leadership training programs for pastors and church leaders.

11. Promote the SEMO Regional Leadership Conference for pastors and wives plus

other leadership conferences.

12. Provide regular times of fellowship for pastors and staff (such as a weekly meal, a

monthly luncheon and an annual banquet).

13. Encourage each church to develop a plan for identifying potential lay leaders and

for training them in basic leadership skills.

14. Assist churches in providing training for church leaders.

15. Prepare an annual budget request.

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Facilities Team

Ministry Tasks:

The purpose of the Facilities Team is to maintain all associational properties and facilities;

plan for future needs; and to direct the Disaster Relief Ministry. The specific duties of the

Team are delineated below.

1. Maintain adequate insurance coverage on all facilities and ministries. Conduct an

annual review of all insurance policies.

2. Evaluate the annual operation and maintenance costs for each facility and seek to

implement feasible means for reducing these costs.

3. Develop and maintain a detailed inventory of all properties, equipment,

furnishings, etc.

4. Plan and evaluate the future needs of the campground and direct the detailed

planning and construction of future improvements to the camp facilities.

5. Develop and carry out needed policies for the use of the campground facilities.

6. Prepare an annual budget request for operation and maintenance of properties,

facilities and related ministries. Also, prepare an annual request for any needed

capital improvements.

7. Enlist volunteers to make needed repairs or improvements to facilities whenever

feasible; otherwise, select competent contractors at reasonable costs for the needed

work.

8. Enlist volunteers for the disaster relief ministry who will complete required training

offered by the Missouri Baptist Convention. Maintain a list of trained volunteers.

9. Maintain all disaster relief equipment, including the provision of adequate

insurance coverage.

10. Develop written protocols for deploying and operating disaster relief equipment.

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Missions & Evangelism Team

Ministry Tasks:

The purpose of the Missions and Evangelism Team is to encourage the churches to

accomplish the Great Commission and the Acts 1:8 Missions Challenge and to engage in

evangelistic ministries. The specific tasks of the Team are delineated below.

1. Promote the Acts 1:8 Missions Challenge to encourage churches to engage in

partnership missions – locally, regionally and internationally. Regularly notify

the churches about opportunities for mission partnerships.

2. Assist churches in planning and conducting mission trips. Help them in enlisting

and training mission volunteers; raising funds for mission trips; and conducting

detailed planning for mission trips.

3. Maintain an up-to-date list of mission partnerships and mission trips being

conducted by association churches.

4. Assist the churches in training their members for personal evangelism.

5. Encourage the churches to actively participate in the God’s Plan for Sharing

initiative. Promote the GPS strategy and events.

6. Plan, promote and carry out association-wide evangelistic events in conjunction

with the churches.

7. Prepare an annual budget request.

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Revision of Operations Manual

All changes in the Operations Manual must be considered by the Executive Board

upon recommendation in writing from any of the following: the Administrative Team

or the Director of Missions. All changes will be approved by a majority vote of the

Executive Board.

FINANCIAL POLICIES AND PROCEDURES

1. The Administrative Team shall develop an annual associational budget after

soliciting input from the ministry teams and committees. The Administrative Team

shall recommend the proposed budget to the Association for approval at the Annual

Meeting. Following adoption by the Association, this budget shall guide the

expenditure of the Association’s funds during the fiscal year.

The associational budget may be amended at any time during the fiscal year upon

the recommendation of the Administrative Team and the approval of the Executive

Board.

2. Expenditures will be made by the Treasurer or other authorized representative in

accordance with the adopted budget.

3. The Treasurer, Assistant Treasurer, and Bookkeeper shall be authorized to sign

checks for expenditures on behalf of the association. Two signatures shall be

required on each check unless written authorization is granted by the Director of

Missions for one signature only.

4. At the close of the fiscal year, all budget account balances shall be transferred into

The operating fund unless other designations are proposed by the Administrative

Team and approved by the Association.

5. Financial reports will be generated monthly and given to the Executive Board and

the Administrative Team. Summary reports will be given at the Mid-Year and

Annual Meeting sessions.

6. The Administrative Team shall be responsible for conducting an annual audit of the

Association’s financial records. In addition, the Administrative Team shall enlist

the services of a professional accounting firm to conduct a full audit of the

Association’s financial records and practices no less often than every five years.

7. The fiscal year of the Association shall be October 1 through September 30.

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8. The Executive Board or the Association meeting in Mid-Year or Annual Sessions

must authorize major expenditures that are not provided for in the budget.

9. The use of the Association’s credit card shall be governed by the following

guidelines:

a. Only those individuals authorized by the Association or the Executive

Board may be eligible to use the credit card.

b. The credit card shall only be used for the Association’s purchases.

No personal purchases may be placed on the Association’s credit card.

c. All credit card receipts shall be submitted to the Bookkeeper within 30 days

of any transactions.

d. All credit card transactions shall be made in compliance with the

Association’s approved budget.

e. Should the Association’s credit card be lost, stolen or otherwise subject to

fraudulent activity, the credit card company should be immediately notified

after discovery of the problem.

ASSOCIATION SPENDING POLICY

In order to monitor the cash flow on a monthly basis within the budget of the Charleston

Baptist Association, the following spending policy will be in place:

1. All budgeted purchases up to $1000 will require a purchase order or

acknowledgement secured from the Associational office (by means of written order

or written acknowledgement from DOM or assistant). Purchases must also have

Ministry Team Co-leaders approval prior to purchase.

2. Missouri state sales tax is not to be paid because the Association is tax-exempt in

Missouri only. Copies of the Missouri tax-exempt letter are available in the

Association office. If a receipt is turned in for reimbursement and the tax-exempt

letter has not been used, only the amount minus the sales tax will be reimbursed or

in the case of a credit card charge the charging party will be responsible for the tax.

3. Exceptions to this policy are as follows:

a. Utilities

b. Debt Retirement

c. Cooperative Program and Missions

d. Breakdown in Mechanical Equipment

e. Payroll Checks

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4. Items from $1001 to Budget line amount will require purchase order and

Administrative Team affirmation.

5. Non-budgeted items of $1000 or less will require DOM and appropriate Ministry

Team Co-leader affirmation and a purchase order/acknowledgement. Funds also

must be secured from another Ministry Team’s funds to balance the budget.

6. Non-budgeted items over $1000 must be approved by the DOM, the

Administrative Team and either the Association or the Executive Board.

7. No binding contracts for the Association may be made without the approval of the

Administrative Team and the DOM.

8. Funds can be transferred between Ministry Teams provided the involved Ministry

Team Co-leaders and the Administrative Team agree to this.

9. The Administrative Team may establish subgroups to facilitate spending, cash

flow, budget formation, audits, etc.

ASSOCIATION DESIGNATED FUNDS POLICY

1. The Association (meeting in annual or mid-year sessions) or the Executive Board

has the sole authority to create, modify or terminate a designated fund.

Recommendations regarding designated funds should be presented through either

ministry teams or committees or the Director of Missions.

2. All designated funds must meet the following criteria before they may be

established.

a. The fund must have an appropriate name.

b. The ministry team(s) or committee(s) which shall administer the fund must be

designated.

c. The purpose of the fund must be clearly stated.

d. The criteria for receiving and disbursing funds must be clearly delineated.

e. The fund must specify its anticipated duration and how it will close following

either (1) the completion of the ministry it funds or (2) a period of inactivity

exceeding three years.

f. A list of donors for each Designated Fund shall be maintained in the

Association Office with each donor contacted to either a) approve any change

of intended use of the funds or b) not approve the change of use and require the

donation be returned to the donor.

3. All designated funds established prior to the creation of this policy shall be subject

to all the stipulations outlined above and must be re-authorized before any

disbursements of funds are made.

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ASSOCIATION ESCROW FUNDS POLICY

The Administrative Team may establish one or more escrow funds to temporarily hold

monies that either (1) belong to the Association or (2) are being held on behalf of sister

organizations. The same criteria that govern the establishment of designated funds shall

also regulate all escrow funds.

DESIGNATED FUNDS

Mission Partnership Fund

Fund Administrator: Missions & Evangelism Team

Purpose: To assist CBA Churches in enabling their members to participate in missions

partnerships. This fund is designed to assist only based on the following parameters, and

too support the CBA vision statement.

Duration: The Missions Partnership Fund anticipates having a life exceeding More than ten

years as it supports the CBA vision statement for promoting CBA Church mission

partnerships. In the event of an inactive period exceeding five years, any remaining funds

will be deposited in the associational operating budget (general fund/undesignated fund)

unless the Association votes to make other use of the remaining funds.

Partnership definition: A partnership being either (1) a Charleston Baptist Association

Church or (2) the Charleston Baptist Association entering into an agreement with a

Church, or an Association, or an IMB Missionaries, and or a People group for the purpose

of engaging an un-reached people group in the fulfillment of the great commission,

(Matthew 28:19-20). The agreement being multiple, consecutive years with stated

identifiable goals.

Vision Trip Funding: A CBA Church or Churches engaged in a vision trip for the purpose

of establishing a Mission Partnership as defined in the Partnership definition may make

application for funding to the Missions & Evangelism Team.

Guidelines for Use of the Fund

1. The Missions & Evangelism Team will determine whether to fund a request for Mission

Partnership Funding.

2. All requests for funding must clearly show how the funds will be used and no funds will

be allocated without written approval.

3. Priority will be given to funding the Mandinka/West Africa partnership.

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4. Mission volunteers are expected to pay their own travel, lodging and meals expense with

the exception of overseas trips. In such cases, up to one-half of the total cost of airfare per

person may be paid from the fund, up to a maximum of $800.00.

5. This fund intends to primarily fund ministry events, training events, and supplies. These

might include, but are not limited to, such items as construction materials, Bibles, tracts,

VBS supplies and honorariums/salaries paid to non-Charleston Baptist Association

members, up to a maximum of $2,500.00

6. A proper accounting of funds expended shall be made by promptly submitting receipts

for all expenditures and by returning all unused funds.

7. Written reports on the status of the Mission Partnership should be regularly submitted to

the Mission & Evangelism Team and a final report presented at the conclusion of the

Mission Partnership, for all Mission Partnership Funds received.

NAME OF FUND: Block Party Trailer Escrow Fund

MINISTRY TEAM/COMMITTEE TO ADMINISTER FUND: Missions &

Evangelism Team

PURPOSE OF FUND: To provide for the operation and maintenance of the block

party trailer; to repair or replace equipment as needed; and to replenish supplies on

a routine basis. Funds may also be used for capital expenditures, such as the

purchase of new equipment items and the purchase or construction of a shelter for

the trailer.

HOW FUNDS WILL BE RECEIVED AND DISBURSED: A rental fee and a

damage deposit shall be assessed for each usage of the trailer. Donations may also

be received at any time from individuals, churches, other organizations or through

fundraising efforts. Disbursements in accordance with Association spending

policies may be made at any time for operation and maintenance needs or capital

expenditures.

DURATION OF FUND: Ongoing

HOW FUND WILL BE CLOSED: When the Association or the Executive Board

determines that either (1) the block party trailer ministry is completed or (2) a

period of inactivity exceeding three years has occurred, then the Block Party Trailer

Escrow Fund shall be considered closed. Any remaining funds shall be transferred

to the operating budget (or other use approved by the Association or the Executive

Board) provided that each donor is contacted to either a) approve this change of

intended use of the funds or b) not approve the change of use and require the

donation be returned to the donor.

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NAME OF FUND: New Church Start Designated Fund

MINISTRY TEAM/COMMITTEE TO ADMINISTER FUND: Missions &

Evangelism Team

PURPOSE OF FUND: To assist the financial needs of a new church start.

HOW FUNDS WILL BE RECEIVED AND DISBURSED: Donations will be

solicited from individuals, churches, other organizations or through fundraising

efforts. Disbursements in accordance with Association spending policies may be

made at any time for appropriate financial needs of a new church start as

determined by the Missions & Evangelism Team.

DURATION OF FUND: Ongoing or until all funds are expended


determines that either (1) the new church start ministry is completed or (2) a period

of inactivity exceeding three years has occurred, then the New Church Start

Designated Fund shall be considered closed. Any remaining funds shall be

transferred to the operating budget (or other use approved by the Association or the

Executive Board) provided that each donor is contacted to either a) approve this

change of intended use of the funds or b) not approve the change of use and require

the donation be returned to the donor.

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NAME OF FUND: SEMO Regional Leadership Conference Escrow Fund

MINISTRY TEAM/COMMITTEE TO ADMINISTER FUND: Leadership

Development Team

PURPOSE OF FUND: To cover the expenses of conducting an annual or

occasional leadership conference for pastors in the Southeast Missouri Region of

the Missouri Baptist Convention. Please note that all monies in this fund belong to

the various SEMO Baptist Associations.

HOW FUNDS WILL BE RECEIVED AND DISBURSED: Donations may be

received from the various SEMO Baptist Associations and the Missouri Baptist

Convention. A conference fee will also be charged to each participant attending

the conference. Funds will be disbursed as stipulated by the SEMO Baptist

Associations.



or the SEMO Baptist Associations determine that either (1) the SEMO Regional

Leadership Conference ministry is completed or (2) a period of inactivity

exceeding three years has occurred, then the SEMO Regional Leadership

Conference Escrow Fund shall be considered closed. Any remaining funds shall

be according to the wishes of the SEMO Baptist Associations provided that each

donor is contacted to either a) approve this change of intended use of the funds or b)

not approve the change of use and require the donation be returned to the donor.

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NAME OF FUND: Disaster Relief Escrow Fund

MINISTRY TEAM/COMMITTEE TO ADMINISTER FUND: Facilities Team

PURPOSE OF FUND: To provide for the operation and maintenance of the

Disaster Relief ministry plus any capital expenditures deemed necessary by the

Facilities Team


received at any time from individuals, churches, other organizations or through



expenditures.



determines that either (1) the Disaster Relief ministry is completed or (2) a period

of inactivity exceeding three years has occurred, then the Disaster Relief Escrow

Fund shall be considered closed. Any remaining funds shall be transferred to the

Missouri Baptist Convention Disaster Relief ministry (or other use approved by the

Association or the Executive Board) provided that each donor is contacted to either

a) approve this change of intended use of the funds or b) not approve the change of

use and require the donation be returned to the donor.

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NAME OF FUND: New Dormitory Designated Fund


PURPOSE OF FUND: To enable the planning, design and construction of a new

dormitory for the Association’s camp but not its operation and maintenance

HOW FUNDS WILL BE RECEIVED AND DISBURSED: Donations will be

solicited from individuals, churches, other organizations or through fundraising

efforts. Disbursements in accordance with Association spending policies may be

made at any time for costs, such as but not limited to: architectural/engineering

fees, permits, material and labor costs for construction, etc.

DURATION OF FUND: Ongoing until the dormitory construction is completed


determines that either (1) the new dormitory is completed or (2) a period of

inactivity exceeding three years has occurred, then the New Dormitory Designated


Camp Development Fund (or other use approved by the Association or the

Executive Board) provided that each donor is contacted to either a) approve this



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NAME OF FUND: Camp Development Designated Fund


PURPOSE OF FUND: To make capital improvements to the Association’s camp,

including remodeling/refurbishing existing structures, constructing new facilities

and adding new equipment and landscaping.




policies may be made at any time for capital improvements.



determines that either (1) the camp development ministry is completed or (2) a

period of inactivity exceeding three years has occurred, then the Camp

Development Designated Fund shall be considered closed. Any remaining funds

shall be transferred to the operating budget (or other use approved by the

Association or the Executive Board) provided that each donor is contacted to either

a) approve this change of intended use of the funds or b) not approve the change of

use and require the donation be returned to the donor.

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NAME OF FUND: Insurance Escrow Fund


PURPOSE OF FUND: To assist the Association’s monthly cash flow by creating

a “level payment plan” for paying insurance premiums that are due less often than

monthly

HOW FUNDS WILL BE RECEIVED AND DISBURSED: The total annual cost

of all Association property and casualty insurance premiums (including workman’s

compensation) will be divided into equal monthly payments. Each month the

amount of the “equal monthly payment” will be transferred from the Association’s

operating budget to the Insurance Escrow Fund. Disbursements from the Fund

will be made only when an insurance premium is due. At that time the amount of

the insurance premium due will be transferred from the Fund to the operating

budget.

DURATION OF FUND: Ongoing or as long as the Association deems prudent

the use of a “level payment plan” to pay insurance premiums


determines that either (1) the insurance escrow ministry is completed or (2) a period

of inactivity exceeding three years has occurred, then the Insurance Escrow Fund

shall be considered closed. Any remaining funds shall be transferred to the

operating budget (or other use approved by the Association or the Executive Board)

provided that each donor is contacted to either a) approve this change of intended

use of the funds or b) not approve the change of use and require the donation be

returned to the donor.

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NAME OF FUND: Camp Maintenance Escrow Fund


PURPOSE OF FUND: To provide for significant repair, replacement and

maintenance expenditures on camp facilities and equipment generally exceeding

$1,000. This would include, but not be limited to, replacement of pool liner; seal

coating of parking lot; purchase of beds and mattresses for dormitory; replacement

of water heaters, ice machine, refrigerator, etc.





expenditures.



determines that either (1) the camp maintenance ministry is completed or (2) a

period of inactivity exceeding three years has occurred, then the Camp

Maintenance Escrow Fund shall be considered closed. Any remaining funds shall

be transferred to the operating budget (or other use approved by the Association or

the Executive Board) provided that each donor is contacted to either a) approve this



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NAME OF FUND: Camp Ministries Designated Fund

MINISTRY TEAM/COMMITTEE TO ADMINISTER FUND: Camp Ministries

Team

PURPOSE OF FUND: To assist with the operational needs of camp ministries,

such as (but not limited to) providing scholarships for campers whose families

cannot pay their camp fees or for purchasing supplies for camp ministries. These

funds may not be used for capital expenditures.



fundraising efforts. In addition, any surplus income derived from camp ministries

may be transferred to the Fund upon approval of either the Association or the

Executive Board. Disbursements in accordance with Association spending

policies may be made at any time for operational needs of camp ministries.



determines that either (1) camp ministries are completed or (2) a period of

inactivity exceeding three years has occurred, then the Camp Ministries Designated


operating budget (or other use approved by the Association or the Executive Board)

provided that each donor is contacted to either a) approve this change of intended

use of the funds or b) not approve the change of use and require the donation be

returned to the donor.

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RENTAL POLICY FOR BLOCK PARTY TRAILER

The Missions & Evangelism Team and the Facilities Team shall jointly administer

the Association’s block party trailer. The Missions & Evangelism Team shall

establish policies regarding the rental and use of the trailer and its contents. The

Facilities Team shall secure appropriate insurance coverage, satisfy title and

registration requirements and maintain the trailer and its contents. The

Association Office shall schedule uses of the trailer and collect and disperse rental

fees. All income and disbursements for the block party trailer ministry shall be

administered through an escrow fund, the Block Party Trailer Fund.

The Association Office shall maintain a calendar of reservations for the block party

trailer. The trailer shall only be rented to Southern Baptist Churches. First priority

shall be given to Charleston Association churches. Southern Baptist Churches not

affiliated with the Charleston Association may rent the trailer but shall pay a higher

rental fee. The Association Office shall create a reservation form which must be

completed (signed and dated); have required proof of insurance; and be submitted

with the required fee and deposit. No reservation shall be confirmed until the

rental fee and damage deposit are paid in full.

For the 2014 calendar year, the rental fee for Charleston Association churches shall

be $50 per use ($30 per use for churches with annual budgets less than $100,000).

For Southern Baptist Churches not affiliated with the Charleston Association, the

rental fee shall be $75 per use. A damage deposit of $200 per use must accompany

all trailer rentals. Upon return of the trailer an inspection shall be made of the

trailer and its contents. If everything is found to be in good order, the deposit

check shall be promptly returned. If damage beyond normal wear and tear is

noted, the cost of repairs shall be deducted from the damage deposit.

The rental fee includes the use of all trailer contents, including expendable

materials, such as popcorn and oil, snow cone syrup, beads and bracelets, etc.

OFFICERS, BAPTIST COLLEGIATE MINISTRIES …...Mid-Year Meeting. The BCM board members, officers and ministry team leaders shall be installed at the closing session of the Annual Meeting.

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