2022-2023 Ministry Leadership Positions - Roles and Responsibilities

• Overseeing the CSC weekly worships in terms of time used, content, music, sermons, sound, setting...etc.

• To be an Executive Board member

• Assist CSC pastors of Worship matters

• Overseeing the Praise teams and the choir. Provide support and advice as needed.

• Promote & recruit worship leaders, such as Praise teams, chairpersons, musicians…etc.

• Arrange weekly Praise teams roster

• Arrange special events such as Christmas celebration, Good Friday and others as needed.

• Prepare annual budgets

• Keeping track of Copyrights Licensing payments

• Working as partner with Head to share the loads

• Act as acting Ministry head when he/she is absent.

• Oversee the Caring Ministry in planning, development and execution of plans and strategies to fulfill its mission in cultivating Christian care in the church community.

• Provide care and support, direction and leadership to ministry Coordinators and core group members.

• Act as an administrator to oversee various tasks/ functions carried out by the Caring Ministry.

• Understand and support church vision/ direction, channel and communicate to all members within the Caring Ministry platform.

• Act as liaison among pastors, deacons and other ministries on behalf of Caring Ministry.

• Represent Caring Ministry to attend executive board meetings and quarterly membership meetings to present ministry reports and ministry issues.

• Working with the core team to plan for Caring month/Sundays and special functions to promote fellowship and caring opportunities among brothers/sisters.

• Plan and prepare agenda for the regular Caring Ministry business meetings. Keep record of meeting minutes in an organized manner.

• Prepare annual budget and activities calendar for the Caring Ministry at the beginning of each year. Approve and keep record of expenses and to ensure yearly spending is within the ministry’s budget.

• Update the Caring Ministry Operation Manual and inform the Executive board for ministry changes.

• Participate in the Administration of Caring Fund.

• Report special concerns of Caring Ministry to the Caring Pastor.

• Consult the Caring Pastor for ministry direction.

• Oversee the functioning of fellowships in the church. Provide direction and guidelines to fellowship leaders based on the church/ Caring Ministry’s direction/ vision.

• Co-work with fellowship sub-ministry core group to establish regular communication with individual fellowships to provide support and care for the leaders, and to provide assistance in resolving fellowship issues or difficulties.

• Organize and chair regular fellowship leaders meeting to promote communication among fellowships, to discuss inter-fellowship issues, and to channel church direction, vision and guidelines and solicit support to church activities.

• Communicate and work with fellowship counsellors to oversee the wellbeing of the fellowships.

• Assist in finding appropriate counsellor for the fellowships, seek consultation from and obtain approval from the caring pastor/senior pastor.

• Encourage and arrange inter-fellowship activities as needed.

• Channel church/Caring Ministry direction, policy, and guidelines and encourage fellowship leaders to support church/Caring Ministry direction and activities.

• Work closely with Cell Group Coordinator to coordinate with fellowship leaders and fellowship caring coordinators to integrate both newcomers and regular comers into the caring network.

• Maintain an up-to-date record of Fellowship executives, counsellors, and fellowship meeting schedules.

• Maintain record keeping of fellowship leaders meeting minutes.

• Ensure fellowship pamphlets reflect up-to-date information.

• Ensure Fellowship Constitution’s guidelines are being followed and adhered.

• Ensure elected fellowship leaders fulfill the church’s “M’s Policy”.

• Review the opportunity for establishing new fellowships, or restructuring fellowships when needs are identified.

• Report and update any changes in fellowship to ministry head

• Consult ministry head and Caring Pastor for fellowship direction

• Oversee and administer the cell group structure and cell group functioning.

• Co-work with cell group sub-ministry core group to administer the operation of cell group ministry

• Provide leadership, support, direction and guidelines to fellowship caring coordinators (if any) and cell group leaders.

• Establish regular communication with middle leaders and ensure their regular communication and support to cell group leaders. (Shepherding care and guidance for middle leaders is to be provided by the Caring Pastor.)

• Identify training needs for cell group leaders and make recommendations for internal and external training opportunities.

• Co-work with Caring Pastor to coordinate and organize various levels of leadership training and huddling.

• Manage reference/ resources materials for cell group leaders and cell group ministry.

• Maintain and keep a good record of all cell group leaders training materials.

• Work closely with Fellowship, and Tele-care Coordinator, to identify and integrate new and old church members to cell groups.

• Maintain an up-to-date record of cell group leaders and cell group listings of each fellowship.

• Ensure cell group leaders in position fulfill the church’s “M’s Policy”.

• Recruit new cell group leaders and ensure new cell group leaders receive proper orientation, training and understand their roles and responsibilities prior to serving.

• Report cell groups progress to ministry head and Caring Pastor.

• Consult Caring Pastor for cell group ministry direction and assist in execution.

• Administer and oversee the operation of the Welcoming Team.

• Schedule helpers on duty for each Sunday worship, and Good Friday service, and submit duty roster to the general office for bulletin posting.

• Provide assistance to the volunteer appreciation lunch, church anniversary refreshment.

• Arrange gifts for Mother’s Day and Father’s Day, if needed seek assistance from the general office for flower ordering, and coordinate with children ministry for gift preparation and distribution.

• Maintain and approve Caring Ministry Bulletin Board posting.

• Co-work with the ministry core-group to organize welcoming lunches.

• Supervise the general performance of the welcoming team, assess training needs and organize training/refreshing sessions.

• Recruit new Welcoming Team members and provide orientation to team members prior to serving in position.

• Maintain up-to-date record of team members listing.

• Report special concerns to the ministry head.

• Seek advice from ministry head and Caring Pastor for special needs and direction.

• Welcome newcomers and give out newcomers’ gifts.

• Administer and provide the welcome and care for church newcomers and help them settle in our church family

• Recruit, provide orientation, and schedule helpers for newcomers’ care

• Prepare, update and provide job description to newcomers care teams

• Follow up the team members on newcomer’s statuses, provide support to the newcomers care team, help arrange visitation when possible

• Communicate with the newcomers care team on church information and encourage them to invite newcomers to attend welcoming luncheon or other church events

• Welcome newcomers after each Sunday worship, and prepare welcoming packages for the welcoming team to give out to newcomers.

• Keep record of a list of newcomers and provide report to the Pastor and Ministry Head regularly regarding the current status of the newcomers

• Organize/coordinate training, care team huddling/team building gatherings

• Lead the Christian Education Ministry Core Group regarding the development of the curriculum of the CSC Sunday Classes on a quarterly basis.

• Plan for special classes to meet the specific needs of CSC and/or other ministries.

• Work with CSC Sunday School Coordinate in identifying and inviting appropriate resources, including both the in-house teachers and guest speakers, for the planned Sunday Classes.

• Monitor the progress and performance of the CSC Sunday Classes.

• Review the reports as provided by the Sunday Class teachers for each class.

• Plan for the development of the CSC Sunday Class teachers.

• Identify potential Sunday Class teachers and invite them to join the team.

• Coordinate with other Ministries with respect to church-wise events.

• Develop the annual budget for Christian Education Ministry and monitor the expenses throughout the year.

• Lead the quarterly meeting for the Christian Education Core Group.

• Serve as a member in the E-board and attend the regular E-board meetings.

• Provide Christian Education Ministry Report to E-board on a quarterly basis and/or when requested by E-board.

• At least once in every three months, lead the CSC Prayer Meeting.

1. Planning

• Determine strategy and overall of church wide outreach approach

• Prepare annual operations/event planning

• Form core group

2. Operations

• Lead, coordinate (including cross ministry efforts) and execute annual plan and events

• Coordinate core group meetings and lead discussions

• Support MSG core group and MSG events

3. Budgeting

• Prepare annual budget based on planned events

• Review actual spend against budget each quarter and understand discrepancies for better planning

4. Reporting

   • Prepare quarterly reports to EB and QMM

   • Attend EB quarterly meetings

1. Planning

   • Determine MM implementation strategy based on overall church-wide ministry approach

   • Prepare annual operations/event planning

   • Plan MM framework and form core group

   • Lead team to connect and collaborate with other ministries

   • Consult with MM Pastor on renewal and updates to ministry development

2. Operations

   • Lead MM team in execution of annual plan and implementation of ministry work

   • Chair regular core group meetings

   • Coordinate and support the work of MM fellowship and cell groups

   • Participate in church EB and QMM meetings

   • Assist MM pastor in development and promotion of ministry work

   • Participate in church prayer meetings for Mandarin ministry work where possible

3. Budgeting

   • Prepare annual budget based on planned programs

   • Review actual spending against budget each quarter and understand discrepancies for better planning

   • Manage MM budget and fiscal expenses

4. Reporting

   • Prepare MM quarterly reports to EB and QMM

   • Report on the work of Mandarin ministries

• Working as partner with Head to share the loads

• Act as acting Ministry head when he/she is absent

• Coordinate with pastors in Ministry vision and planning.

• Attend and report/update ministry work at Executive Board and membership meetings.

• Manage budget and control ministry expenses

Following are the duties of Ministry Head and Vice Head pertaining to children and youth groups:

• Budgetary planning

• Oversee, execute and support all ministry work in worship, Sunday school and related events and programs.

• Manage human resources, provide support and spiritual needs to core members and to identify/train potential leaders.

• Ensure safety and security guidelines are followed and update Children Ministry Operation Manual.

In the absence of the Ministry Head, the Vice Head will assume his/her duties above.

Following are the duties of Ministry Head and Vice Head pertaining to children and youth groups:

• Budgetary planning

• Oversee, execute and support all ministry work in worship, Sunday school and related events and programs.

• Manage human resources, provide support and spiritual needs to core members and to identify/train potential leaders.

• Ensure safety and security guidelines are followed and update Children Ministry Operation Manual.

• Performs as one of the five bank cheques signing officers.

• Establishes annual budget for approval by Church members.

• Monitors and manages the overall finance of the Church.

• Develops Operational Procedures based on internal control principles and recommendations from the Auditor. Prepares updates to the Financial Policies and Operational Procedures whenever necessary or as recommended by the Deacon Board.

• Ensures that his/her delegates and helpers are informed and comply with the appropriate policies and procedures.

• Ensures that Finance Ministry core group members and/or helpers are appropriately trained and knowledgeable about the duties performed.

• Organizes workshops when needed to provide basic training and increase awareness of Church Financial Policies to members and/or helpers.

• Ensures accuracy and completeness of donations and receipts for Church organized events.

• Reviews monthly bank reconciliations and offering reports prepared by Church Accountant prior to publishing the offering reports to the congregation.

• Develops accounting policies based on generally accepted accounting principles and assists Finance Ministry Head on the development and revision of the Operational Procedures.

• Keeps track of all income including but not limited to donations and rental receipts. Prepares and publishes monthly donation reports. Prepares and distributes annual donation receipts for income tax purposes no later than end of February of the following calendar year.

• Processes payroll for full time and hourly paid staff. Works with the Personnel Committee to update staff salary scale for the next calendar year and makes payroll adjustments for all staff. Submits quarterly WSIB online reports and payments. Prepares and distributes annual T4 and T4A slips.

• Processes all other expenses.

• Prepares monthly bank reconciliations, quarterly financial statements and expense reports to ministry heads or coordinators for their review.

• Prepares required documents and coordinates with the Public Accounting Firm for income tax filings. Files GST/PST rebate for the previous accounting year.

1. Planning

   • Determine strategy and overall church wide information direction

   • Prepare annual operations plan

   • Form core group and work with IT support staff at RHCBC

   • Research and utilize new technology for church information & AV needs

2. Operations

   • Lead, coordinate (including cross ministry efforts) with IT staff and manage annual plan and support activities

     • Wireless/wired communications implementation and support

     • RHCBC website support

     • Automation processes design and implementation

     • Audio visual services implementation and support

     • General Office IT support

     • Software and hardware inventory and other system documentation

   • Coordinate core group meetings and lead discussions

3. Budgeting

   • Prepare annual budget based on planned activities

   • Review actual spend against budget each quarter and understand discrepancies for better planning

4. Reporting

   • Prepare quarterly reports to EB and QMM

   • Attend EB quarterly meetings

• Support Ministry Head to manage the above responsibilities

• Step in to the role of Ministry Head when the Head is not available

1. Form a team of helpers specialized in managing AV services and work closely with IT staff at Church.

2. Plan and execute AV services primarily in support of weekly worship and other seasonal events e.g. church wide outreach events.

3. Maintain custody/upkeep of AV equipment and documentation of equipment use/configuration.

4. Recommend annual budget for AV services.

5. Research and utilize new technology for church AV needs

1. Plan, prepare and execute the missions budget and plan

2. Organize the ministry core group members to achieve ministry requirements

3. Promote brothers and sisters to fulfil the operations about missions.

4. Represent RHCBC to attend external missions functions, and represent RHCBC to respond to external correspondences with consultation from the pastor.

5. Call and chair ministry meetings including the preparation of meeting agenda and meeting minutes for church records.

6. Work with RHCBC Treasurer to disburse Missions support to missionaries and Christian organizations.

7. Participate in the weekly prayer meetings, Executive Board meetings and Members’ Meetings.

8. Assisting the Missions Pastor in missions events.

The Facility Ministry is responsible for leading, mobilizing and executing the church functions according to the directions set out by the Pastoral/Deacon’s Board leadership team in the area of Church facilities.

• Responsible for the overall church building maintenance, specific repair and the space/facility usage.

• Proactively inspect the church building and facility, and advise repair/upgrade reports recommendations to the EB/DB as required.

• Responsible for the security alarms arrangement dealing with the security company and scheduling of the monitoring team (layman) for the building safety/alarm matters that include arrangement of the fire rehearsal and handling alarm calls 24/7.

• Supervising the Church Administrator/Custodian and caretaker(s) to perform a list of scheduled duties according to the tasks recorded in the log-book.

• Expected to interface with local government representatives (e.g., the Fire Department, the Police Department, the Building Department etc...) and other external institutions, contractors (e.g., service providers) or individuals using our church facilities with the help from Community Services and/or Trustee Board.

• The Facilities Ministry shall conduct itself business in such a manner as to not bring reproach on the name of Jesus Christ. Business should be done in such a manner as to bring positive unsolicited recommendations from one business to another representing RHCBC.

• Prepare annual budgets and work plans for the Ministry at the beginning of each year. Approve and keep record of expenses and to ensure yearly spending is within the ministry’s budget.

• Work closely and coordinate with other ministries within the EB to support the church vision, direction and policy.

• Act as a liaison among pastors, deacons and other ministries on behalf of the Facility Ministry.

• The total number of the core group members shall be determined by the Ministry Head to take care of the General Maintenance, Building Maintenance, Safety and Security.

• General Maintenance – Support and assist the Facility Administrator in the area of General Maintenance and oversight of the Facility Caretaker. In the absence of the Facility Administrator, the General Maintenance In-Charge shall take over the responsibility in such areas.

• Building Maintenance - Support and assist the Facility Administrator in the area of Building Maintenance. In the absence of the Facility Administrator, the Building Maintenance In-Charge shall take over the responsibility in such areas.

• Safety and Security - Support and assist the Facility Administrator in the area of Safety and Security. In the absence of the Facility Administrator, the Safety and Security In-Charge shall take over the responsibility in such areas.