Deacon SOP

Standard operating Procedure

Introduction

The purpose of this Standard Operating Procedure (SOP) is to explain, outline and define organization, structure, principles, and practices for the Deacon Fellowship as adopted by the Deacon Fellowship of First Baptist Church, Bryan, Texas hereafter known as FBC or the Church.

Organization

Classification of Deacons

The Deacon Fellowship shall consist of duly ordained deacons elected by the Church. Deacons so ordained will serve as voting members of the Deacon Fellowship under one of the classifications outlined below:

Active Deacon

A man who has completed the nomination and election processes outlined in the processes below and is actively serving a 3-year term as a Deacon per this SOP. The 3-year term may be extended by an Active Deacon’s election to serve as a Deacon Officer. If, due to election as a Deacon Officer, a deacon serves beyond a 3-year term, his extended term will end and he will become a Reserve Deacon at the conclusion of his required term as a Deacon Officer.

Active Deacons are voting members of the Deacon Fellowship

Deacons may choose to remain an Active Deacon at the end of each 3-year term.

Reserve Deacon

A deacon who has completed serving a 3-year term as an Active Deacon or;

Reserve Deacons will remain in this classification for a period of one year before being reinstated as an Active Deacon by and upon approval of the Deacon Officers serving at that time.

Reserve Deacons may be called upon by the Chairman and stand ready to serve if a significant need arises.

Reserve Deacons are voting members of the Deacon Fellowship

Inactive

A deacon who, while serving as an Active Deacon and, for a period of time, has special commitments due to work, travel, family responsibilities or other extraordinary circumstances and is unable to fulfill the responsibilities of an Active Deacon. Or;

A deacon who at any time has decided to no longer serve or has been found to no longer be serving in the role of a deacon (see section III below) Or;

A deacon who would otherwise be serving as an Active or Reserve Deacon but due to advanced age, health restrictions or other special circumstances becomes unable to continue in, or be reinstated to, Active Deacon Service.

The Deacon Chairman must be notified in writing, outlining the reasons an Active or Reserve Deacon desires or is needing to enter Inactive status.

If inactive status exceeds two consecutive years, an Inactive Deacon can be reactivated to Active Deacon status by:

Notifying the Deacon Chairman in writing of his reason for inactivity and his desire for reactivation.
Meet with the Deacon Officers and the Pastor/Pastor of Ministries to reaffirm commitment to the Deacon Covenant (Appendix B) and willingness to take up ministry anew.
Receiving approval by two thirds majority vote of the quorum present at a regular meeting of the Deacon Fellowship.

Inactive deacons are non-voting members of the Deacon Fellowship.

Deacon Emeritus

A deacon who has met the eligibility requirements for, and received the designation of, Deacon Emeritus through the process detailed in Appendix H, Deacon Emeritus Designation Process.

Deacon Emeriti are voting members of the Deacon Fellowship.

Deacon officers

The designation “Deacon Officers” will refer to the current Chairman, Vice Chairman, Secretary, and Immediate Past Chairman.

Election of Officers

A Vice-Chairman and a Secretary shall be elected annually at a regular meeting during the 4th quarter and prior to the deacon Christmas fellowship.

A nomination committee shall be formed. The committee shall consist of the current deacon officers and two past chairs.

Nominations may be made by any member of the Deacon Fellowship. Only deacons serving in the status of Active Deacon may be nominated.

Election is by majority vote of the deacons in attendance at the regular meeting which the election is held.

The Vice- Chairman shall be elected to serve for 3 years, serving a one-year term each as Vice Chairman, then Chairman, then Immediate Past Chairman.

The Secretary shall be elected to serve a term of one year.

Meetings

Deacon Officers will meet with members of the Executive Staff at a date prior to a regular meeting of the Deacon Fellowship, and as needed, to discuss, plan, and respond to the ministry needs of the Church and/or take action to address issues that may arise within the Deacon Fellowship.

Responsibilities

Chairman

Read and be familiar with this SOP.
Leads by example in service to the Church
In conjunction with the Pastor/Pastor of Ministries, schedules and sets the agenda for Deacon Officer and Deacon Fellowship meetings.
Presides over Deacon Officer and Deacon Fellowship meetings.
Ensures meeting minutes are recorded at regular meetings and distributed to the Deacon Fellowship prior to the next meeting.
Ensures each Deacon Ministry Team has an appointed leader.
Works with the Church Staff and Ministry Team Leaders to ensure Ministry Teams are equipped and have the resources needed to effectively serve the needs of their assigned ministries.
Works with the Church Staff and Deacon Officers to identify specific ministry initiatives.
Assesses need, and coordinates training for the Deacon Fellowship.
In conjunction with the Pastor/Pastor of Ministries, may appoint committees to study problems and activities which properly come under the direct responsibility of the deacons, and to bring recommendations to the Deacon Fellowship. These committees may be composed of deacons and non-deacons. Such committees will not supersede the work of other Church committees.

Vice-Chairman

Read and familiar with this SOP.
Leads by example in service to the Church.
Attend Deacon Officer and Deacon Meetings.
Preside over meetings in the absence of the Chairman.
Work with Deacon Ministry Team Leaders to ensure every deacon is assigned to a Ministry Team.
Appoint mentor deacons.
Organize deacon prayer gatherings at regular meetings.
In even numbered years, lead SOP Review Committee and bring recommended changes, if any, to the Deacon Fellowship for approval.
Assist the Chairman in carrying out duties and responsibilities set forth in this SOP.

Secretary

Read and be familiar with this SOP.
Leads by example in service to the Church.
Attend Deacon Officer and Deacon Meetings.
Record meeting minutes at all meetings of the Deacon Fellowship.
Record attendance at regular and special-called meetings.
Distribute meeting minutes to the deacon officers for review no less than two weeks prior to the next scheduled regular meeting. After review, make any edits or corrections as needed and provide final draft to the Chairman for distribution to the Deacon Fellowship.
Organize the collection of a benevolence offering at regular meetings. Record amount collected in the meeting minutes and hand offering over to the Pastor of Ministries or other member of the Church Staff in attendance at the meeting.
Assist the Chairman and Vice Chairman as needed in carrying out the duties and responsibilities set forth in this SOP.

Immediate Past Chairman

Read and be familiar with this SOP.
Attend Deacon Officer and Deacon meetings.
Provide assistance to the Chairman to ensure continuity of responsibilities and deacon ministry initiatives.
Serve a one-year term on the Deacon Nominee Selection Committee.

Deacon Meetings

Regular meetings

Regular meetings of the Deacon Fellowship will be held at a frequency determined by the Chairman, but at least quarterly. These meetings may be Deacon prayer gatherings, meetings to discuss Deacon business issues, or a combination of the two.

The primary purpose of every deacon meeting should be to share reports from the Ministry Teams and/or to gather for prayer needs of the Church and community.

To enhance leadership and guidance, recommendations from the Personnel, Finance, Missions, Properties, or other committees may be brought to the Deacon Fellowship for endorsement, word of caution, or without remark. The Deacon Fellowship will not have the right to change any such recommendation.

Special Called meetings

Special Called Meetings may be called by the Chairman, the Pastor/Pastor of Ministries at a place and time to be determined.

Attendance

Active Deacons shall attend a minimum of 60% of regular or special called meetings during the calendar year.

Absences in excess of the minimum requirement will be reviewed by the Deacon Officers for appropriate action.

Fellowships

To enhance the fellowship of the deacons, to the extent possible there should be an annual fellowship gathering (in addition to the Christmas Banquet), e.g. chili cook-off, domino/42 tournament, etc.; other activities to be determined as needed to foster and improve Deacon fellowship

The Role of FBC Deacons

The Deacon Fellowship shall consist of spiritually qualified and duly ordained deacons who are members of FBC. Ordained deacons should demonstrate Christian maturity and should be available to serve and assist with the ministries of the Church. All deacons are expected to meet the qualifications set forth in the SPIRITUAL QUALIFICATIONS FOR DEACONS (Appendix A) and to subscribe to the conditions and promises set forth in THE DEACON COVENANT (Appendix B).

Deacons are servant leaders and spiritual leaders of the Church. Deacons are to be zealous in maintaining and guarding the unity and integrity of the Church’s ministries. They are expected to use the spiritual gifts granted them by the grace of God to partner with the Pastor and Church staff to proclaim the gospel, assist with pastoral tasks, care for Church members and others in the community and lead the Church to engage in fellowship, witness, education, ministry and application in accordance with the mission and vision statements of the Church.

The works of the deacons should include, but not be limited to, the following:

Strengthen Group Life ministry through personal involvement and leadership
Listen carefully to the congregation
Give wise counsel to the Pastor, Church staff, committees, and congregation
Conduct themselves in a manner that provides role models for Godly living
Teach, by example and precept, the responsibility of the individual to the Lord in the matter of stewardship of talents, time, and possessions, and to encourage the bringing of undesignated personal tithes and offerings to the Church, to be distributed by the will and vote of the Church
Participate as a member in the organizations of the Church
Participate in personal evangelism and the evangelistic ministries of the Church
Maintain church discipline and promote a spirit of reverence toward God in the worship service
Fervently and faithfully seek and follow the leading of the Holy Spirit concerning participation and support of the ministries of the Church
Promote and protect, as a body and as individuals, the harmony and fellowship of the FBC congregation

Ministry Teams

As a primary mission of the Deacon Fellowship, Ministry Teams are formed to address various ministry needs within the Church which can be assigned to Active Deacons.

Mandatory Team Membership

Every Active Deacon is required to serve on the Lord’s Supper and Offering Ministry Teams.

Elective Team Membership

Every deacon is required to serve on at least one other Ministry Team.

Each deacon selects the Team(s) that best aligns with his spiritual gifts, talents, and interests.

Ministry Team Leaders

Each Team is to have an appointed Team Leader who will be responsible for coordinating the ministry of the Team.

The appointment of Team Leader will be made by the Chairman and assessed annually.

The Team Leader also works with the Church Staff and Deacon Officers to identify specific ministry initiatives and supports and holds Team members accountable in the completion of ministry initiatives.

Ministry Team Leader Reports

Reports will be provided to the Deacon Fellowship during Regular Meetings by the team leader or designee.

The Ministry Team’s acts of service to the Church Body are to be the focus of every report.

Reports should consist of activities accomplished by the Ministry Team since the last meeting and plans for activities in the coming months.

Recognition will be made by the Team leader of exceptional accomplishments and leadership qualities he has observed on his Team.

Ministry Team Training

Deacons at FBC should hold at least an annual training event to address identified needs and to enhance the Ministry Teams of the deacons. Ministry Team members will receive ongoing (at least once annually) training related to the fulfillment of the role of their Team and their part in meeting the Team goals. This training will be identified by the Team members based on their needs and the needs of the recipients of their ministry.

Accountability

All Deacons will be held accountable for their service through monitoring of their involvement in their Ministry Team(s) by their Ministry Team Leader(s), in consultation with the Deacon Officers.

New Ministry Teams

New Ministry Teams can be suggested by any member of the Deacon

Fellowship or Church staff to the Deacon Officers. The Deacon Officers are authorized to determine if, when, and how to add new Ministry Teams. Role descriptions for Ministry Team members will then be developed and Team Members will receive training and support in the fulfillment of their role. As new Team Members join the Ministry Team ongoing training is the responsibility of the respective Team Leader.

List of Current Elective Ministry Teams

Widowed
Lord’s Supper to Homebound
Worship Center Make-Ready
First Impressions
Prayer
Member/Ministry Needs (including in-reach to single moms and widows to care for home and automobile maintenance/tips on an ongoing basis)
Nail Pouch (including in-reach to single mom and widows for minor construction projects and other needs of Church ministries)

Deacon Selection Process

New deacons shall be selected according to the process outlined in Appendix G, Deacon Selection Process.

New Deacons at FBC Bryan

Newly Elected Deacon

Newly elected deacons will be mentored for at least one year (see Mentoring below).

Deacons Transferring into FBC

A deacon who has been ordained in another Southern Baptist Church can be considered for service as a deacon at FBC after completion of the following:

Transfer Deacon indicates his desire to serve as a deacon at FBC by completing the Transfer Deacon Questionnaire and submitting it to a current Deacon Officer. The Transfer Deacon must also read the current FBC Deacon SOP and indicate his willingness to abide by it.
Once the Deacon Questionnaire (Appendix E) has been submitted, the Transfer Deacon will be contacted by a Deacon Officer and an interview with a Deacon Officer and a member of the Executive Team will be scheduled.
The information from steps one and two will be considered by a Deacon Officer and a member of the Executive Team and upon approval, the Transfer Deacon will be invited to join the Deacon Fellowship at FBC.
At this point, the Transfer Deacon will be considered a deacon in the Fellowship of FBC. As we do for new Deacons at FBC, the new Deacon who was previously a Transfer Deacon may, upon recommendation by the Deacon Officers and the Executive Team, be assigned a Mentor Deacon to assist him in his transition into the FBC Deacon Fellowship. Reference the New Deacon Mentoring Plan (Appendix D).

Mentoring

A newly elected or transfer deacon should enter deacon service with the understanding that he may be requested to fulfill the expectations outlined in the New/Transfer Deacon Mentoring Plan (Appendix D).

Review of Deacon SOP

Revisions to the Deacon SOP will be ongoing and targeted to the changing needs of the Church Body whom we serve. To this end the Deacon Officers shall appoint, in even numbered years, a standing committee of the Deacon Fellowship to serve as a Deacon SOP Review Committee to review and make recommendations to the Deacon Fellowship regarding changes and improvements to the Deacon SOP. As a result, the SOP will serve as a living document that is dynamic with the purpose of meeting the needs of our Church Body and Deacon Fellowship.

Appendix A - Scriptual Qualifications for Deacons

According to Scripture, deacons are to be selected based upon their character, their commitment, and their service to Christ and His church. Accordingly, a deacon should:

Be above reproach, both within and without the church. (1 Tim. 3:10)
Be filled with the Holy Spirit. (Acts 6:3)
Not be self-centered, quick-tempered, violent, or contentious. (1 Tim. 3:3)
Abstain from all activities that would distort their testimony or cause another believer to stumble. (1 Tim. 3: 3 and 8)
Be in control of his tongue as evidenced by the fact that he is not a gossiper, can keep confidences, and is not a critical person. (1 Tim. 3:8; James3:2)
If married, be one who manages his own household well, resulting in love and respect from his wife and children. (1 Tim. 3:12)
If married, model faithful devotion to one spouse, committed to the sanctity of the marriage bond. (1 Tim. 3:12)
Know what he believes and be able to discern false doctrine, as well as to share the Truth with others. (1 Tim. 3:2, 9, and 16)
Be free from the love of money and diligently seek the Kingdom of God and His righteousness. (1 Tim. 3:8; Matt. 6:33)
Be a mature Christian, not a new and immature convert. (1 Tim. 3 and 10)
Be a New Testament steward as evidenced by his regular practice of giving generously through First Baptist Church, Bryan as God has prospered him. (1Cor. 16:2)
Do all in his power to create and preserve harmony in the church. (1 Tim. 3:3; Eph.4:3)
If married, be one whose wife is guided by these same principles. (1 Tim. 3:11)

Appendix B - Deacon Covenant

Because of the Biblical qualifications and ministry of deacons given by Acts 6: 1- 8 and 1 Timothy 3:8-13, and supported by the requirements of a pastor in 1 Timothy 3: 1-7, and

Because I have as my goal the common purpose of all Christians, to come to the "fullness of Christ" (Eph. 4:13), and

Because I believe God is leading me to share in the Deacon Ministry of First Baptist Church, Bryan, Texas,

I solemnly and joyfully covenant with Christ and my fellow deacons:

To be faithfully involved in the life of my Church and to fully support its mission.
To give regularly and joyfully to the Lord's ministry, beginning with the tithe.
To share in the Deacon's Ministry of care and concern to the congregation and community.
To cooperate with and support my fellow deacons by attending every deacon's meeting unless hindered by just cause.
To serve as a deacon striving as my goal to fulfill the ideals and principles of the Deacon Ministry and Fellowship.

Should I fail in my purpose to keep this covenant, I will seek forgiveness and renewal as I take up Ministry anew.

Appendices C, E, & F

Appendix C - Deacon Qualification Questionnaire; Appendix E - Deacon Transfer Questionnaire; and Appendix F - Deacon Ministry Questionnaire are each located on the Deacon Forms page of this website.

Appendix D - FBC New/Transfer Deacon Mentoring Plan

Intent of Mentoring Plan:

For his first year, this mentoring plan is intended to bring the new or transfer deacon into the Deacon Fellowship with grace and concern for any possible anxiety he may have in beginning his service as a deacon at FBC and to allow him to get up to speed as a deacon more rapidly.

This plan is intended to provide the deacon with an experienced mentor who can fellowship, mentor, and advise the new or transfer deacon as he begins his first year as a deacon at FBC. After completion of this plan, the deacon will be familiar with every Deacon Ministry, he will have been introduced to the Deacon Team Leader of every Deacon Ministry and will be knowledgeable enough of each ministry so that he will be able to make an informed decision as to the ministry or ministries in which he would like to serve. The deacon will also have reviewed and be knowledgeable of the Deacon SOP by review and discussion with his mentor.

Process:

At least monthly, the deacon and his mentor will meet or communicate verbally about Deacon Ministries or the SOP including meetings or phone calls with Ministry Team Leads in order to learn as much as possible about the ministries. The plan, while being informal, will be executed such that the deacon will know each ministry team lead, be informed about the purpose and function of each ministry, and have a good working knowledge of the Deacon SOP. The deacon and his mentor can and should use this process as an opportunity to become prayer partners.

Responsibilities of Mentor Deacon:

1. Arrange to meet monthly to communicate, at least verbally, with his assigned new or transfer deacon in order to achieve the intended training for the year.

2. Submit an update report periodically, as requested by Deacon Chairman, to the Deacon Officers outlining progress made with new or transfer deacon.

3. Willingness to serve as a mentor deacon, appointed by Deacon Vice Chairman.

Appendix G - Deacon Selection Process

Number of Deacons

At the end of each calendar year, those Active Deacons who have completed a 3-year term, (approximately one-third of Active Deacons) will rotate off the Active Deacon Fellowship, and become classified as Reserve Deacons or Deacon Emeritus, unless they request to remain as an Active Deacon.

Beginning in January each year, to determine the number of Active Deacons needed at FBC for the following year, Active Deacons will be given a questionnaire to determine their current ministries and their ministry interests. Utilizing the ministry questionnaire (Appendix F) and evaluating the current ministry needs of FBC, the Deacon Officers, in conjunction with the Pastor/Pastor of Ministries will determine the minimum number of Active Deacons needed to meet the ministry needs of FBC. This number will also take into account the number of Reserve Deacons being reinstated to Active Deacon status.

Deacon Nominee Selection Committee

A Deacon Nominee Selection Committee will be formed. The committee will be composed of six members. Three members, as nominated by the Committee on Teams and Committees, will be elected at large from the Church Body and serve one term of three years. Two members shall be from, and elected by, the deacon fellowship and serve one term of three years. The deacon Immediate Past Chairman shall serve a one-year term. Terms will be staggered so that no more than one member will be elected by the Church Body, or by the Deacon Fellowship, in any year. The committee will elect a Chair and Vice Chair each year.

Deacon Selection Process

January/February

Deacon Officers and the Pastor/Pastor of Ministries meet to evaluate current ministry needs of the Church.

Begin process described above to determine the number of new deacons to be added for Active service.

March/April

The Deacon Nominee Selection Committee will accept nominations for Active Deacon from the leadership of Group Life and/or Small Group Ministry, any Church member, the Deacon Fellowship, or the Church staff.

The Deacon Nominee Selection Committee will review the nominees to determine eligibility based on the requirements for deacon service by FBC (Appendices A and B).

May

Each man considered worthy and qualified to serve as a deacon will be given a Deacon Qualification Questionnaire (Appendix C).

Nominees return the completed form to the Deacon Nominee Selection Committee by June 1.

June/July

The Deacon Nominee Selection Committee will interview each candidate.

Interviews are to remain confidential.

August

All interviews are complete.

The Deacon Nominee Selection Committee will recommend a slate of Deacon Nominees for election by the Church Body in September.

September

Deacon nominees will share their testimony at a called business meeting(s) of the Church.

Upon completion of the testimonies the Church will vote on the nominees to fill the number of deacon positions needed.

Church members must be present to vote (no absentee or proxy votes).

October/November

Once elected by the Church Body, the deacon(s) will be ordained in an ordination service and begin serving as An Active Deacon on January 1st of the following year.

Appendix h - deacon emeritus designation process

I. Deacon Emeritus Definition:

An honorary title bestowed by FBC Bryan upon a Deacon who due to advanced age, health restrictions or other special circumstances, has entered into the Deacon classification of Inactive.
The title of “Deacon Emeritus” designates a Deacon who has served faithfully as a Deacon and is now being recognized for his years
of active service and leadership to the church as a Deacon.

II. Consideration Process:

Candidate must have 30 years of consistent, dedicated service as a Deacon.
Candidate must have 15 years minimum of consistent, dedicated service as a Deacon at FBC Bryan.
Deacon service should include, at a minimum, active service in the role of a Deacon as detailed in section III, Role of FBC Deacons, of the Deacon Standard Operating Procedure (SOP), and Appendix B, The Deacon Covenant.
Recommendation of candidates must be written and endorsed by 3 or more Deacons
- - Recommendation to include detailed service history as a Deacon
  - Include reasons why this Deacon is being recommended for DE
Deacon recommendations may be supplemented by recommendations from Staff in support of the candidate’s service record.

III. Selection Process:

All recommendations and supporting documentation must be submitted to Deacon Chair prior to June 1 of calendar year of consideration.
Deacon Officers will review all written documentation for each candidate and if Officers agree, candidate(s) will be recommended to Church Executive staff for the honor of Deacon Emeritus.
If Church Executive Staff agree, the candidate(s) recommended by Deacon Officers will be recommended to Deacon Body for a vote. A unanimous vote of approval of Deacons in attendance is required, as a final step, to approve candidate(s) be designated as Deacon Emeritus.
Selection process should be completed not later than the last Deacon Fellowship meeting prior to the Deacon Christmas banquet in the year of consideration.

IV. Recognition of Deacon Emeritus:

During the Deacon Banquet, those Deacons receiving designation as Deacon Emeritus will be recognized, formally, and presented with a special memento to commemorate this special recognition.
The Deacon’s name will be added to the Deacon Emeritus board in the church library.
The Church body will be informed of those Deacons who have received the Deacon Emeritus designation by proper means such as “The Loop”.

V. Deacon Emeritus Role:

Deacon Emeritus deacons are voting members of the Deacon Fellowship and may attend any deacon event, meeting, and/or continue to be involved in the ministries of the church.
A Deacon Emeritus, may be asked to serve in an advisory role or on a church or deacon committee that needs his expertise or service.

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