Meeting summary
Quick recap
The committee addressed concerns about the transition process and agreed to have Anthony and Saun recuse themselves from future candidate evaluations. They reviewed and refined job descriptions for various positions, including church administrator roles and an Operations Coordinator position, while discussing reporting structures and responsibilities. The team also reviewed and approved job descriptions for specific roles like AV coordinator, discussed the process for evaluating ministerial applicants, and scheduled upcoming meetings to continue their work.
Next steps
Summary
Candidate Evaluation Process Recusal
The committee discussed concerns about the transition process and the involvement of Anthony and Saun in the evaluation of candidates. Randy expressed discomfort with the current approach and suggested recusal, while Tosh emphasized the need to move forward with the evaluation process. The group agreed that Anthony and Saun should recuse themselves from future discussions and access to candidate information. They also reviewed job descriptions and planned to focus on the logistics of reviewing applicants and scheduling interviews.
Church Administrator Role Definition
The group discussed the job description and reporting structure for a church administrator position. They agreed that the administrator should report to the board chair/co-chair while working in partnership with the lead minister and other ministry staff. The administrator's role would be to support both the board's governance functions and the day-to-day operations of the ministry. Marty suggested adding a rationale section to the job description to explain the intent behind the position and its responsibilities. The group also discussed the need for clear communication channels between the administrator and various stakeholders while avoiding potential conflicts or confusion about reporting lines.
Church Administrator Reporting Structure
The team discussed and voted on job reporting structures for two administrator positions, agreeing that one would report to the board chair/co-chair and collaborate with the lead minister/evangelist, while the other would report to the lead minister. They also debated the hours specification for the part-time church administrator position, ultimately deciding to clarify that it's a part-time role averaging 10-15 hours per week with a maximum of 19 hours during peak seasons, while ensuring the language reflects both the flexibility and income expectations for the position.
Operations Manager Position Title Review
The group discussed and approved language for a part-time position with a maximum of 19 hours per week. They reviewed and refined the title and key responsibilities for an Operations Coordinator position, deciding to keep administrative duties included in the role. Tosh suggested removing "administrative" from the title to avoid confusion, but the group agreed to keep it as "Operations Manager" with associated administrative responsibilities. They also clarified that the position would coordinate logistics for church-wide and leadership meetings, take minutes, and prepare agendas.
Job Role Refinement Discussion
The team reviewed and refined job responsibilities, focusing on clarifying the distinction between church administrator and operations coordinator roles. They agreed to move database management to the church administrator position and streamline redundant facility management duties. The group also discussed how the operations coordinator would handle event planning requirements, with a focus on taking direction from the lead minister rather than making independent decisions about venues.
Job Description Review and Updates
The team reviewed and edited job descriptions in a spreadsheet, removing redundant or outdated items and ensuring relevant tasks were properly assigned. They discussed specific changes to roles like AV support and administrative duties, clarifying that some responsibilities had been consolidated into new positions. Tosh was tasked with moving deleted items to a separate document for verification, while the team agreed to keep certain core responsibilities like agenda preparation and meeting minutes documentation.
AV Coordinator Job Description Review
The team reviewed and approved an AV coordinator job description, with Andrew explaining the role would be similar to an orchestra conductor leading a team of volunteers. They agreed to add two additional interview questions suggested by Saun regarding disciplinary history and commendations, as these were important for their screening process. The team discussed scheduling their next meeting for the following week, potentially on Saturday from 9-11 AM, with additional meetings planned for the week of the 11th.
Ministerial Candidate Evaluation Process
The meeting focused on the process of evaluating applicants for a ministerial position. Mark proposed reviewing the scoring criteria for evaluating applicants before examining their documents, a suggestion supported by David and Tosh. The group agreed to meet next Saturday to discuss the scoring system and begin reviewing applicants. Tosh mentioned changing the password for the hiring email and removing certain members from Google documents. The possibility of bringing in additional ministry help was considered but ultimately deemed unnecessary for the current stage of the process.
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