The supervision of Volunteer Ministers in the church is a most essential, although often somewhat thankless task. It involves much more than scheduling people to fill in calendar spots or conducting committee meetings. In short, it means ministering to the ministers. The effectiveness of church leaders in accomplishing this will greatly impact the growth possibilities of the church as well as the spiritual growth of its members.
The important ingredients in this ministry are:
A. Develop a spiritual view of the ministry you oversee.
1. What are the short term goals? What are the long term goals? Are you convinced that these are what Jesus wants for His church?
If this ministry is carried out well, how will it affect the cause of Christ and the edification of believers?
2. Who are the people who will receive the benefits from this ministry, and what are some of the needs they may represent?
3. What kind of people would best be suited to meet such needs? What would be their chief characteristics, interests and qualifications?
4. If you were asked to state, in one or two sentences, what you believe the mission of this ministry to be, what would you say?
B. Find a partner who will assist you in this ministry.
This is for the purpose of mutual encouragement, greater effectiveness with the combining of complimentary gifts, and a sharing of the burden represented in spiritual ministry. This person will become a prayer partner, and should become familiar with all aspects of the ministry. Remember Jesus always seemed to send His disciples out two by two.
C. Develop friendly, encouraging relationships with volunteer ministers.
1. Get to know your workers: their full names; what town they live in; where they work; what their family situation is; their spiritual history. If you want to go the extra mile, you may want to learn their birth dates and bless them with a card. Let them know you genuinely care for them. Be aware of possible training needs, and help workers receive what ever level of training may be necessary.
2. Establish a ministry rotation plan which is suitable for the persons involved. Some may be more often involved than others. Coordinate this plan with when other leaders are involving the same people.
3. When possible, link people who are ministering in similar tasks areas. This can be done by way of phone/prayer partners, and in meetings you hold with all the members of the ministry team. Seek to create a "we're all on the same team" attitude. A positive, encouraging environment is essential. Frequently refer to the blessings of the ministry you represent, both for those who provide ministry as well as those who receive it.
4. Make yourself very available to each member of your ministry team. Provide them with your phone number(s), with suggestions as to the best time to call, as well as "e-mail" addresses if you and members of your group have them.
5. Take the initiative to keep in touch, and look for ways to minister to people serving on your ministry team. Keep each of their names on an active prayer list. Frequently have each member give you a verbal report of their ministry. ("How did everything go with _______ last Sunday?") Listen for frustrations and causes for discouragement, and work to make sure problems or obstacles encountered are taken care of. Provide an evaluation for each person on your team at regular intervals. Evaluative comments need to be heavy on affirmation, and as the relationship grows, may also include encouragement for growth and correction.
6. When the ministry is periodic (not an every week task), provide tactful and timely reminders. This can be done by phone or mail, or in person, but should not be more than 3 days prior to the time this person is to serve.
7. Clearly define the process to be used when ministers need to find a replacement. Do they have the responsibility to find a substitute? Who is eligible to serve in their place? Do you need to be notified?
8. If a person misses an agreed upon time to serve, and has not notified you or made arrangements for a substitute to cover, they need to hear from you. Morale sinks fast when other workers are required to "take up the slack". So let them know you were aware of their absence, ask if there is a problem, and remind them of the importance of the ministry.
9. After a second incident like this, the worker may need a stronger warning, perhaps "three strikes and you're out". the third absence without making proper arrangements will result in their name being left off the ministry list.
D. Create a master calendar schedule.
A copy should be given to each person who is working in the ministry. Copies can be made on the Church Office copier, and if addresses are available or provided, copies can be mailed out from the Office. This should be done two weeks before a new schedule is in effect.
E. Dealing with Conflict.
When a problem or conflict comes to your attention, deal with it promptly and, if at all possible, in person. When handling a conflict situation, the following steps should be taken:
1. Affirm the importance of the person(s) involved, and their relationship with the church and the ministry in which they have been involved.
2. Make sure the reports you receive are accurate - don't react to hearsay.
3. As soon as possible, bring together the people who are directly involved. If you are anxious about the outcome of such a meeting, then either a Deacon or a Pastor should be invited to meet with you.
a. Begin with prayer.
b. Ask each one to speak about the issue (one at a time)
from their perspective without being interrupted. If necessary, coach them not to use accusatory language.
c. Try to understand what each of the parties want; verbalize your assessment to check if you understand their goals accurately. Also try to become aware of the unmet needs this conflict may represent.
d. Develop a list of possible solutions for the problems identified. Make every effort to grow this list to include a number of options.
e. Help the parties to choose from this list, and once a solution has been accepted, solicit a clear commitment to follow through.
f. Close with prayer, with each person participating. If you have previously conferred with a Pastor or Deacon, be sure to give them a report about the meeting's outcome.
F. Recruiting new persons to be involved with this ministry:
1. When you have someone in mind, it is always wise to seek counsel from a Deacon or Pastor. Become aware of the person's other ministry involvements, and whether or not it is felt that this person would be spiritually suited for the ministry you represent.
2. Make every attempt to match a prospect's spiritual qualifications, giftedness and interests with ministry activity. This requires time in conversation with the person to become well acquainted with them. They need to realize the sincerity of your desire to get to know them. Remember, we are not merely trying to fill positions; we are seeking to give opportunities to committed people so that they will be fulfilled in their God-given ministry gift.
3. When inviting someone to participate in the ministry, be positive and encouraging, and give ample time for them to pray and make a decision. It might go like this:
"Hi, my name is Harry. I don't know if you're aware of this, but I have a responsibility in the church to give leadership to the cleaning ministry. I've noticed that you've been coming here for some time now (or, "the Pastor mentioned that he thought you may be willing to become involved"). I'm wondering if you would be willing to help us by getting involved in the cleaning ministry. Right now there are 5 other people who are involved, and we need one more person so that the work load is evenly shared. Would you be willing to pray about the possibility of being involved?"
If the person has a quick, decisive "no", thank them for their consideration, and decide not to take it as a personal slight to you.
If he or she appears to be ready to say "No" right away, immediately interject, "There's no pressure here, but if you would be willing to take a couple of days to pray about this, I would greatly appreciate it." (Always remember, "a slow 'yes' is better than a fast 'no'.")
In some cases a prospect may be ready to say "yes". Still ask them to pray about this, and tell them you'll get back to them n a couple of days.
We will always avoid using pressure, manipulative or deceptive tactics: "If you're not able to help, we'll probably have to close down this ministry". "God laid it on my heart that you should be involved in this ministry." "It really doesn't take any time at all."
4. Be sensitive concerning the length of time, or "term" for the commitment which is sought. The first period of time may be shorter to give a volunteer opportunity to "check it out" before making a longer commitment. Also, having a term of service gives volunteers less fear about becoming locked in.
5. Clearly define the tasks which are to be performed, preferably in writing. This should include such things as:
how frequently this ministry is performed;
when, and for how long the volunteer should be "on duty" each time she or he will serve;
what is the expected attire;
what preparation is necessary;
what records may need to be kept;
who should be spoken to if there are questions or problems;
how necessary absences should be handled.
6. Introduce the prospect to others who are currently involved, or who have had some experience with this ministry.
G. General Qualifications for Church Ministry Volunteers:
1. People who become involved in ministries within our church must give evidence of having been "Born Again", and growing in their relationship with the Lord. They should be people who are known to exhibit the "Fruit of the Spirit", who continue to seek to be "Filled with the Spirit", and demonstrate a healthy attitude of cooperativeness with other church members and leaders.
They need to be people who's Christian "walk" is far above moral and/or ethical criticism.
2. While it is always wise for leaders to confer with a Pastor or Deacon when considering someone for a ministry position, when the ministry involves children or teens in any way, the approval of the appropriate Deacon and/or Pastor is absolutely required
Eventually a type of application form may be requested so that, if necessary, the church will have permission to do background checks.
3. Each person being considered for a ministry role should be faithful in attendance at church worship services, and be in agreement with the doctrines and practices of the church. They should either be a member of the church, or be moving in that direction.
H. To whom should you go for guidance and support?
A. Pastoral Oversight
1. If your ministry is among the following, you should seek Pastoral guidance from the Senior Pastor:
Church Worship Services, Fellowship Events, Music-Drama, Helps, Greeters, Ushers, Missions, Benevolence, Counseling, Men's Ministry, W.M.s, Senior Saints, Baptism, Communion, Membership, Nursing Home Ministry, Visitation, Home Meetings, Building Maintenance and Improvements, Church Office
2. If your ministry is among the following, you should seek Pastoral guidance from the Associate Pastor for Family Ministries:
Children's Church, Sunday School, Youth Group, Teen Bible Quiz, Nursery, Toddler Church, Bus Ministry
B. Deacon Organization of Portfolios
Worship: - - - - - - - = Nursery, Children's Church, Helps, Greeters, Ushers, Music, Sound, Communion
Education: - - - - - - - = Bible Study, Sunday School, Royal Rangers, Bus and Van Ministry, Pioneer Girls
Evangelism/Fellowship: - - - - - - - = Missions, Small Groups, Outreach Programs, Follow-up, Discipleship, Youth Group, Membership Preparation, Baptism, WMs, Men's, Singles
Caring/Healing: - - - - - - = Benevolence, Intercessory Prayer, Nursing Home, Visitation, Prayer Meetings
Building/Grounds: - - - - - - - = Maintenance, Cleaning, Interior Decorations, Lawn Care, Future Building Planning
Finance: - - - - - - - = Offering Counters, Book Keeping, Reports, Fund Raising, Church Office
I. Attendance and Finances
1. Every group should designate someone to keep a careful records of attendance and giving.
2. To make sure information is recorded in the Church Office, submit an "Operation Uno" sheet for each new person.
3. When turning in money from your ministry group, fill out a "Record of Group Ministry Income". In addition, each group will keep their own journal of group finances
4. Expense items can be approved on a "Reimbursement Request" or "Check Request" form. Requests which are submitted by Wednesday will be paid out by church check the following Wednesday.
J. Policy for use of Church Keys
Any active member of the church, if the fullfilling of their ministry requires them to be at the church other than for regular church services and events may request either a door key or master key for the various rooms in the church. A record of these keys is being kept in the church office, and they should be returned whenever the need no longer exists or when the leader moves away.
K. Church Van Use Policy
Chuch groups may reserve the use of the Church Van by calling the Church Office during regular office hours. Reservation is generally made on a first come basis. If there is a conflict in dates the preference will go with the group with the younger people involved. The van must always be returned clean and with a full tank of gas unless special other arrangements have been made. Payment for gas is by a special credit card used for only this purpose. Drivers must be approved by the Bus and Van coordinator or one of the Pastors.
L. Church Calendar and Sunday Bulletin
Leaders who are involved in planning events other than the normal scheduled ministries will be invited to meet together in the Fall to plan for the coming year. When additional events are planned, the leader will call the Church Office with the information. No entry
on to the church calendar will be made unless approved by one of the Pastors.
Any leader wanting an announcement to be included in the Sunday Church Bulletin should submit the request, preferably in writing, no later than Wednesday. Announcements made verbally during the Sunday worship services will be generally limited to those which affect a significant portion of the congregation.
M. Ministry Group Fund Raising Guidelines
Permission to organize a fund raising event will be given by the Pastor and/or Deacon under whose supervision the Ministry falls. No fund raising relating to games of chance will be permitted.
The purpose for raising monies from sources outside the Church will be connected with a particular Missions and/or Benevolence Project (Scholarships may be considered as Benevolence). When the chosen project is related to Missions, it must also meet with the approval of the the Missions Advisory Commission.
Groups will not use fund raising events to solicit support for their own operating costs, or to pay for a ministry that is only for their own benefit.
A written report of each fund raising event will be given to the overseeing Deacon. This report will include an accounting of the funds collected, the expenses paid out in relation to the event, and the Mission that these funds will be forwarded to.
Advertising for fund raising events will clearly indentify the purpose for the monies being raised. Care will always be taken not to leave the impression that Clare Assembly of God Church is utilizing fund raising events for its own operational costs.
The Church building and grounds may be used insofar as there is no conflict with other Ministry Programs. Fund raising events will not take place on the Lord's Day.
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