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II. The By-Laws of the
Constitution
Article
1: Communicant Membership
i.
Application for Membership
(Procedure)
a.
Applicants for communicant membership in this
congregation shall consult with the pastor who shall determine whether such
applicants are eligible for membership in accordance with Article 5 of the
constitution. Applicants not familiar with the doctrines and confessions of the
Lutheran Church shall be required to complete a course of instruction, and to
make profession of their faith either before the congregation or, at the
pastor’s discretion, before witnesses who are members of the Board of Lay
Ministry, before being received as communicant members.
b.
Applicants from other evangelical Lutheran
churches shall submit a letter of transfer from their former congregation to
establish their eligibility for membership. In the case of applicants whose
previous membership in a Lutheran congregation has lapsed, the pastor may, with
the consent of the Board of Lay Ministry, arrange for a period of reinstruction
prior to the reaffirmation of faith of such applicants.
ii.
Privileges and Duties of Communicant Members
a.
It shall be the privilege and duty of
communicant members of this congregation to:
i.
Grow in the Christian faith and life through the
faithful use of the means of grace,
ii.
Live a morally decent life before God and men,
abstaining from open works of the flesh (Galatians 5:18-21),
iii.
Provide for the proper Christian training of their
children by instruction at home and through the agencies of the church, and
iv.
Contribute toward the maintenance of the congregation
and the extension of the Kingdom of God at home and abroad to the limit of their
financial ability.
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Article 2: Voting Membership
i.
Eligibility
a.
Any communicant member of this congregation who
is 18 years of age or over shall be eligible for voting membership
ii.
Privileges and
Duties of Voting Members
a.
It shall be the privilege and duty of a voting
member of the congregation to:
i.
Conscientiously and prayerfully exercise their right
of suffrage in all measures that will advance the work of Christ’s kingdom, both
locally and in the church-at-large.
ii.
Willingly serve in any office for which their talents
and abilities equip them.
iii.
Faithfully attend all meetings of the voting
membership.
iv.
Assist with wholehearted diligence in administering
the temporal and spiritual affairs of the congregation.
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Article 3: Discipline in the
Congregation
All discipline in
this congregation shall be administered in accordance with the order of
discipline laid down in Matthew 18:15-20, in I Corinthians 5:1-5 and other
related New Testament passages. The purpose and design of this discipline is to
promote unity and commitment within the congregation rather than to exclude or
remove members from the congregation. The following procedures shall be followed
under the direction of the Pastor(s) and the Board of Lay Ministry.
i.
Communicant Membership
– Termination
a.
Transfers & Letters
of Commendation
i.
Transfers - A member desiring transfer to another
Lutheran Church - Missouri Synod (LC-MS) congregation or congregation with which
the LC-MS is in fellowship shall have the receiving congregation request such a
transfer in writing. Upon approval by the pastor and the Board of Lay Ministry,
a letter of transfer shall be issued by the pastor.
ii.
Letters of Commendation - Upon written request from
Lutheran congregations not in fellowship with the LC-MS, a letter of
commendation shall be issued upon approval by the pastor and the Board of Lay
Ministry. The Board of Lay Ministry shall report all transfers and letters of
commendation to the congregation via church publications and to the Voter’s
Assembly at the next regular meeting of that body.
b.
Joining Other Churches
i.
In cases where communicant members of this
congregation have joined a non-Lutheran congregation, they shall, upon the
decision of the pastor(s) and the Board of Lay Ministry, be deemed to have
terminated their membership in this congregation and a letter of peaceful
release shall be sent to those member(s). The Board of Lay Ministry shall report
all actions to the congregation via church publications and to the Voter’s
Assembly at the next regular meeting of that body.
c.
Whereabouts Unknown
i.
The names of members whose whereabouts are unknown and
cannot be established within a period of six months shall be removed by the
Board of Lay Ministry from the membership list of the congregation and placed in
a file designated “Whereabouts Unknown.” Such membership is terminated and shall
be reported as such to the congregation via church publications and to the
Voter’s Assembly at the next regular meeting of the body.
d.
Excommunication and
Self-Exclusion
i.
Self-Exclusion - If a communicant member of St.
Matthew does not receive Holy Communion nor participate in congregational
worship services over a long period of time, the Board of Lay Ministry shall
offer them the admonition and encouragement of the Gospel (Matthew 18:15-20).
Only after such member has rejected all possible loving, patient and exhaustive
admonitions may the congregation determine such member to be self-excluded.
Members who have thus excluded themselves forfeit any rights or privileges of
membership at St. Matthew.
ii.
Excommunication - Excommunication is to be applied to
any member who publicly conducts themselves in an un-Christian manner. Such
un-Christian conduct includes openly adhering to false doctrine, openly giving
evidence of an immoral and offensive life or willfully despising the preaching
of the Gospel and the Lord’s Supper.
iii.
Persons who have been removed from membership through
self-exclusion or excommunication shall be restored with all rights and
privileges when they repent and ask forgiveness through the pastor(s) and the
Board of Lay Ministry.
ii.
Provisions Pertaining to Church Officers and Directors
a.
Any officer or director of the congregation who
willfully neglects or abuses their office may be deposed by a two-thirds
majority vote of the voting members present in a regular meeting of the Voter’s
Assembly. The Board of Lay Ministry shall initiate such disciplinary action.
iii.
Provisions Pertaining to Pastors and Professional Church Workers
a.
Sufficient grounds for deposing a pastor or
duly called or contracted professional church worker shall be persistent
adherence to false doctrine, scandalous life, and willful neglect of official
duties or evident and protracted incapacity to perform the function of the
sacred office. The Board of Ministry shall oversee the disposition of any and
all charges placed against a pastor or professional church worker. A two-thirds
majority vote of the voting members present shall be required to depose a pastor
or professional church worker.
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Article 4: Meetings of the Congregation
i.
Regular
Meetings
a.
Regular meetings of the voting membership shall
be held twice a year, in May and November. The May meeting shall be an election
meeting and shall take necessary action to approve the congregation’s budget and
the plans and programs of the various boards for the coming year. Written budget
proposals shall be made available two weeks before the scheduled meeting date.
b.
All confirmed members of the congregation are
invited to attend the meetings of the Voter’s Assembly and may, with the consent
of the voting membership, submit recommendations or participate in a discussion
of any given item of business before the voting membership.
ii.
Special
Meetings
a.
Special meetings of the Voter’s Assembly may be
called by the Parish Planning Council, the pastor(s), and the Executive Director
at the request of any one of the administrative boards or at the request of 10
voting members of the congregation.
iii.
Notice of Voter’s Meeting
a.
Every meeting of the voting membership shall be
announced on that Sunday which is at least seven days prior to the date of the
meeting. In the case of a special meeting, the nature of the business to be
transacted shall also be announced.
iv.
Order of
Business at Regular Meetings
a.
Regular meetings of the voting membership shall
proceed as follows:
i.
Scripture reading, Bible study, and/or prayer
ii.
Minutes of previous meeting(s), including special
meetings
iii.
Unfinished business
iv.
Treasurer’s reports
v.
Reports from committees of the voting membership
vi.
Reports of administrative boards
vii.
New business
viii.
State-of-the-Parish Report by Pastor(s)
ix.
Elections
x.
Adoption of budget
xi.
Adjournment
b.
The Executive Director(s) may, with the consent
of the voting membership, vary the order of business in the interests of
efficiency.
c.
On matters of order, ROBERT’S RULES OF ORDER
shall prevail.
v.
Restriction Pertaining to Voter’s Assembly Meetings
a.
Attending voting members of a properly called
Voter’s Assembly meeting shall constitute a quorum, except as otherwise provided
in this constitution and by-laws for dealing with certain specific situations.
b.
In the event of a tie vote, the Executive
Director shall cast the deciding ballot.
c.
There shall be no voting by proxy or by
absentee ballot at regular or special voter’s meetings unless approved at the
previous voter’s meeting.
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Article
5: The Office of Pastor and Professional Church Worker
i.
Procedure for Securing a Pastor or Professional Church Worker
a.
After consultation by the Board of Lay Ministry
with the President of the Northern Illinois District or his representative,
candidates for the pastorate shall be proposed at the next regular meeting of
the voting membership or at a special meeting called for that purpose. In the
case of a called professional church worker, the Executive Director shall assign
the matter to an appropriate board for preparation of a list of candidates in
consultation with the appropriate district official. Such board shall present a
list of candidates in the same manner as described above. In each case,
additional candidates may be proposed by any voting member at the meeting called
to discuss the candidates. The voters shall then adopt a list of candidates.
Each candidate must be endorsed by the Lutheran Church-Missouri Synod. At that
meeting, or at a subsequent regular or special meeting of the voting membership,
the voters shall elect one of the proposed candidates by ballot and simple
majority. Upon election, the vote shall be made unanimous.
b.
Negotiations for contract professional church
workers (new or renewal) shall be delegated to the appropriate board and such
negotiations and the terms agreed to shall come before the voting membership for
approval in regular or special meeting assembled.
ii.
The Pastoral Office
a.
Upon being installed, the pastor is authorized
and obligated to proclaim to the congregation, jointly and severally, the Word
of God in its full truly and purity as contained in the canonical writings of
the Old and New Testaments and professed in the Book of Concord of the year
1850. He is further:
i.
to administer the sacraments in accordance with their
divine institution;
ii.
to discharge toward all members of the congregation,
the functions of a minister and caretaker of their souls in an evangelical
manner, in particular to visit the sick and the dying and admonish indifferent
and erring members;
iii.
to spiritually guard the welfare of the younger
members of the congregation and adults during their preparation for acceptance
of Holy Communion;
iv.
to guide the congregation in applying the divinely
ordained discipline of the church;
v.
to provide spiritual leadership and oversight in the
educational agencies and the various adult and youth organizations within the
congregation;
vi.
to provide spiritual leadership and oversight in
conjunction with the Board of Worship, for the conduct and music of all worship
services so that it is in harmony with the doctrine and practices of the
Lutheran Church-Missouri Synod; and
vii.
to serve as an example by Christian conduct and to do
all that is possible for the up building of the congregation and for the
advancement of the kingdom of Christ. By reason of his position, the pastor is
not only a servant and steward of God, but also of the congregation. Members of
the congregation are obligated to accord the pastor(s) honor, love, and
obedience in his ministry of God’s Word, and to support his ministrations with
diligence and faithful prayers; to help him in the discharge of his duties by
cordial one-mindedness, by willing readiness, by peaceable conduct, and in every
other way possible; and to provide for his maintenance according to the ability
of the congregation.
iii.
The Office of Professional Church Worker
a.
The professional church worker is recognized as
a specially trained servant of God called or contracted to perform the duties of
their office according to the Word of God and the needs of the congregation.
b.
Upon being placed, the professional church
worker is authorized and obligated to serve in those areas mandated by the board
responsible for their placement and welfare. Their work shall be performed in
adherence to the Word of God as contained in the canonical books of the Old and
New Testaments, confessed in the Confessional Writings of the Lutheran Church
and outlined in the articles and by-laws of this constitution.
c.
The professional church worker is also expected
to serve the congregation as an example of Christian conduct, to endeavor
earnestly to live in a spirit-led unity with their pastor(s) and other workers,
to work under the supervision of the pastor(s) and their governing board.
Furthermore, as the circumstances of the congregation may require and as time
and ability may permit, to perform such other functions as are in the interest
of that board and the welfare of the congregation and as have been mutually
agreed upon, and, by the grace of God, to do everything possible within the
sphere of their calling to promote the congregation’s ministry and the
advancement of the Kingdom of Christ, both at home and abroad.
iv.
Annual Review of
Church Workers
a.
All called persons and/or commissioned
professional church workers of this congregation shall be reviewed annually by
the appropriate board.
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Article 6:
Election of Officers and Administrative Boards
i.
Nomination Procedure
a.
During the month of March in each election
year, the Parish Planning council shall select a Committee on Elections of at
least three members. The Pastor(s), the Executive Director, and the Direction of
Christian Education (DCE), shall be ex-officio members of The Committee on
Elections shall prepare a list of offices and board memberships along with a
brief resume of the duties, time requirements and other pertinent data which are
scheduled to be filled at the congregational meeting. Regular worship and
communion attendance, as well as regular attendance at board meetings will be
basic criteria for all elected officers of the congregation.
b.
At least 30 days prior to the election, the
Committee on Elections shall prepare a complete list of candidates drawn from
among the communicant membership of the congregation who are eligible to vote.
The informed consent of each nominee shall be secured before the name may be
placed in nomination. No person may serve in more than one elected position at
any given time.
ii.
Election Procedure
a.
The Committee on Elections shall be responsible
for administering the election under the direction of the Executive director.
The committee shall present nominees to the Voter’s Assembly and further
nominations, with the prior consent of the nominee, may be accepted from the
floor. Election shall be by simple majority of votes cast.
iii.
Installation of Officers - Term of Office
a.
The newly elected officers and board members of
the congregation shall be installed and assume their duties on the first Sunday
in June. The term of office of all officers, directors, and board members shall
be two years, terminating on the first Sunday of June of the second year of
their individual terms. The Executive Director of the congregation, Assistant
Executive Director(s), the Treasurer, the Secretary, and the Executive Directors
of the administrative boards may succeed themselves in the same office only
once.
iv.
Vacancies
a.
The existence of vacancies shall be determined
by the Parish Planning Council upon the recommendation of the Executive
Director. Vacancies may occur because of resignations, death, and transfer of
membership or other valid reasons. The Parish Planning Council shall have the
authority to fill vacancies until the term expires.
b.
If the Executive Directorship becomes vacant,
the Parish Planning Council shall have the power to elect a new Executive
director to fill out the unexpired term.
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Article 7: Duties of Officers – Functions, Powers, Organization of
Administrative Boards and the Parish Planning Council
i.
Duties of Officers
a.
The EXECUTIVE DIRECTOR of the congregation shall preside at all meetings
of the voting membership. The Executive Director shall, to the best of their
ability, enforce the constitution and By-laws of the congregation and carry out
the constitution and By-laws of the congregation and carry out the expressed
will of the congregation as embodied in the resolution s of the voting
membership. All boards, committees, auxiliaries, groups, etc., in the
congregation shall be responsible to the Executive Director. The Executive
Director shall be welcome at any and all meetings of such groups, either in
person or as represented by such person or persons as they may appoint. The
Executive Director shall also call and preside over the meetings of the Parish
Planning Council and shall endeavor to coordinate the functions, plans and
activities of the congregation in all its parts for the total furtherance of the
work of Christ’s Kingdom in our midst.
b.
The ASSISTANT EXECUTIVE DIRECTOR(S) of the congregation shall assist the
Executive director in carrying out their duties. They shall act as the
director’s representatives and shall keep the director fully informed about the
activities and groups assigned to them. The Assistant Executive Director(s)
shall constitute the Administrative Information Committee and shall perform
periodic audits and studies of the congregational books, records, boards, and
other entities as directed by the Executive Director and/or the Parish Planning
Council.
c.
The SECRETARY shall:
i. Keep
an accurate and complete set of minutes of all Voter’s Assembly and Parish
Planning Committee meetings.
ii. Keep
and maintain the official copy of the constitution and by-laws of the
congregation and any amendments to this constitution.
iii.
Conduct and sign all official correspondence of the congregation.
iv. Keep
an attendance record of all Voter’s Assembly and Parish Planning Council
Meetings.
d.
The TREASURER shall:
i. Be
responsible for accurate recording of congregational receipts and disbursements
and budgeted and actual expenditures according to proper accounting procedures
and, as deemed advisable, shall suggest for congregational consideration
improved methods and systems for keeping financial records.
ii.
Shall present a duplicated financial report at Voter’s Meetings and a
preliminary report at the Parish Planning Council meetings.
iii.
Shall submit permanent financial records for audits by the Assistant Executive
Directors.
iv.
Shall be responsible for timely remission of offerings for missions and church
agencies and for prompt payment of salaries and bills authorized by the
congregation or the boards as duly constituted sources.
v. Shall
be bondable in the sum designated by the Voter’s Assembly. Should such bond be
requested, it shall be procured and all premiums paid by the congregation.
vi.
Shall coordinate the flow of funds from the treasury to the various boards in
such a way that an adequate balance is retained for the payment of salaries and
other regularly recurring expenses.
vii.
Shall receive from the Financial Secretary, a report of all monies received
through worship services, special offerings, or any other source and duly record
same.
viii.
Shall have available for all boards, a current record of their accrued
disbursements and budget allotment.
ii.
The Parish Planning
Council
a.
The Parish Planning Council shall consist of the Executive Director, the
Assistant Executive Director(s), the Secretary, the Treasurer, the directors of
the administrative boards, the pastor(s) of the congregation, and all called or
commissioned full-time church workers. It shall be the specific functions of the
Parish Planning Council to:
i. Serve
as the primary point-of-communication between the Pastor(s), called and
commissioned church workers, the officers of the congregation, and the various
administrative boards in planning the total work of the congregation.
ii.
Settle jurisdictional disputes between the several administrative boards.
iii.
Present to the Voter’s Assembly at its May meeting, a yearly plan as well as
long-range plans for the development and expansion of Christ’s work in our
midst.
iv.
Prepare the agenda for the meetings of the Voter’s Assembly.
v. Set
the dates and times for the Voter’s Assembly meetings.
vi.
Appoint the Committee on Elections as required and at the time required.
vii.
Determine the existence of vacancies on any administrative board or elected
office and approve candidates to fill such vacancies.
b.
The Parish Planning Council shall normally meet in each of the following
months: February, April, June, and October. Additional meetings may be called by
the Executive Director of the congregation and/or the pastor(s) as required.
c.
The Parish Planning Council shall keep a permanent set of minutes for
each meeting, and such minutes shall be the property of the congregation.
iii.
The Administrative
Boards
a.
General Duties and Powers of Administrative Boards
i. Each
administrative board shall initiate and carry out such activities and programs
within the congregation as will enable it to effectively perform the functions
and duties assigned to it by the constitution and By-laws, or by specific
resolution of the voting membership.
ii. Each
administrative board shall be empowered to administer all funds set aside for
its work by budget appropriation or by special resolution of the Voter’s
Assembly, provided that the voting membership may, at its discretion, restrict
such expenditures to conform with the actual financial condition of the
congregation at any given time.
iii.
Each board shall elect its own director.
iv. Each
administrative board shall keep a permanent set of minutes for each meeting, and
such minutes shall be the property of the congregation.
v. Each
administrative board shall submit a written report of its activities with
specific recommendations (if any) at each regular meeting of the voting
membership, and on such other occasions as the voting membership shall require.
b.
Organization and Meetings of Administrative Boards
i. Each
administrative board shall be under the supervision of the director of the
board. The time and frequency of board meetings shall be at the discretion of
the director of the board and the board members, except that, for good and
sufficient reason, the Executive Director of the congregation may call a meeting
of the board at any time. Meetings thus called shall be classified as special
meetings, and each person involved shall be notified of the date, time, and
purpose of such a meeting.
iv.
The Board of Assimilation
a.
The Board of Assimilation shall consist of at least five (5) members,
including the elected Director of the Board. The basic objectives of this board
are to develop the willingness of all members to serve the Kingdom of God with
their time and talents, to integrate and to provide for the training and
utilization of members of the congregation for the work of Christ’s Kingdom.
The board shall review and amend as necessary, its goals and objectives for
presentation to the Voter’s Assembly at the annual budget meeting. It shall also
submit at the time and in the form required an annual budget as requested by the
Board of Finance.
v.
The Board of Christian Education
a.
The Board of Christian Education shall consist of at least five (5)
members, including the elected director of the board. The basic objectives of
this board are to oversee the total educational program of the congregation, to
establish, foster and maintain suitable educational agencies in the congregation
and to provide personnel and supervision for these agencies. The board shall
review and amend as necessary, its goals and objectives for presentation to the
Voter’s Assembly at the annual budget meeting. It shall also submit at the time
and in the form required an annual budget as requested by the Board of Finance.
vi.
The Board of Church Properties
a.
The Board of Church Properties shall consist of at least five (5)
members, including the elected director of the board. The basic objectives of
this board are the proper supervision, maintenance and repair of church and
cemetery properties, supervision of custodial and maintenance personnel,
representation of the congregation in all legal matters, and the general
protection of the congregation against loss or damage of whatever nature. The
board shall review and amend as necessary, its goals and objectives for
presentation to the Voter’s Assembly at the annual budget meeting. It shall also
submit at the time and in the form required an annual budget as requested by the
Board of Finance.
vii.
The Board of Outreach and Missions
a.
The Board of Outreach and Missions shall consist of at least five (5)
members, including the director of the board. The basic objectives of this
board are the bringing of the Gospel to the un-churched, the enlistment of all
of God’s people in the work of spreading the Gospel, the deepening of the faith
and activity of the members of this congregation, and proper soul-accounting at
all times. The board shall also accept the responsibility for encouraging and
fostering within the congregation, synodical, district, and local missions
societies, programs, and education. The board shall review and amend as
necessary, its goals and objectives for presentation to the Voter’s Assembly at
the annual budget meeting. It shall also submit at the time and in the form
required an annual budget as requested by the Board of Finance.
viii.
The Board of Finance
a.
The Board of Finance shall consist of at least five (5) members including
the elected director of the board. The Treasurer shall be an ex-officio member
of the Board of Finance. The basic objectives of the Board of Finance shall be
to initiate programs for the development of good stewardship attitudes in the
members of the congregation, to insure the financial stability of the
congregation and its work through a developed program of dedicated,
proportionate, and first-fruits giving, and to establish and maintain a program
for endowing the congregation through wills, bequests, foundations, and other
sources. The board shall review and amend as necessary, its goals and
objectives for presentation to the Voter’s Assembly at the annual budget
meeting. It shall also submit at the time and in the form required an annual
budget as requested by the Board of Finance.
b.
Financial Secretary
i. The
Board of Finance shall appoint for a two-year term, a Financial Secretary, who
shall be an ex-officio member of the Board of Finance. The Financial Secretary
shall be responsible for the accurate counting, recording, and depositing of all
receipts for the congregation and shall oversee teams of counters to count,
record, and deposit all contributions by members for whatever purpose.
ix.
The Board of Lay Ministry
a.
The Board shall consist of at least five (5) members, including the
elected director of the board. The basic objective of this board shall be the
oversight of the spiritual welfare of the congregation and the overall
effectiveness of its ministry to the congregational members, maintaining
discipline within the congregation according to scripture, the Lutheran
Confessions, Article 5 of the constitution and Article 3 of the By-laws of the
constitution. In addition, the Board of Lay Ministry shall also be concerned
with the spiritual and physical welfare of the pastor(s) and church office
secretary(ies) and such staff designated by the congregation to serve under the
direction of the Board of Lay Ministry. The board shall also exercise leadership
in gathering call lists and calling a new pastor when a vacan | 
