OBA Operations Manual

 

Olympic Baptist Association 
Operations Manual 
 
The Associational Operations Manual contains policies, procedures and position descriptions adopted by the Association at large or by the Executive Board. This document is supplementary to the Association’s adopted Constitution and By-Laws and should not counter anything contained in those documents. This Operations Manual is intended to be a living document, reflecting the current practice of the Association. As per the Association By-Laws, the Associational Council shall have primary responsibility for maintaining this document. Changes to the Operations Manual will be approved by the Executive Board or the Association at its annual meeting. 
 
Associational Officers and Teams 
 
Qualifications to hold Associational Office 
There are some general characteristics, or qualifications, that should be shared by all people who are holding an elected position with the Association. They are intended to help ensure that the leadership of the Association is effective and representative of our churches. 
  • Is a committed believer in our Lord Jesus Christ 
  • Is actively involved in a church cooperating with the OBA 
  • Is in general agreement with the Baptist Faith and Message described in the OBA Constitution 
  • Has demonstrated leadership within their local church 
  • Has been actively involved in the activities of the OBA 
  • Plays well with others 
 
Moderator (Vice-Moderator): 
The Moderator and Vice-Moderator are elected by the association on an annual basis. The Moderator and Vice-Moderator will be nominated from the floor during the fall annual meeting and will be limited to two successive terms. 
 
The Moderator is responsible for: 
  • Moderating Associational meetings. 
  • Calling and facilitating the Executive Board meetings. 
  • Calling and facilitating the Associational Council meetings. 
  • Serving as a Point of Contact (POC) concerning the happenings within, and direction of, the association. 
  • Serving as ex-officio member of all associational teams. 
  • In conjunction with the Associational Council, provide direction to the associational staff. 
  • In the absence of the Moderator, the Vice-Moderator will assume those responsibilities. 
  • A lay moderator will continue to serve on the Executive Board for 2 years after leaving office. 
 
Ministry Team Chair: 
The chairman of each Ministry Team is elected by the association on an annual basis and is responsible for: 
  • Ensuring that the responsibilities assigned to their ministry team by the association are executed in a manner that will enhance the life of the associational churches and their membership. 
  • Enlisting people to lead in the areas assigned to the ministry team. 
  • Serving as a member of the Executive Board and the Associational Council 
  • That portion of the associational budget assigned to their ministry team, including both development and management. 
  • Calendaring events for their team. 
 
Clerk: 
The Clerk shall keep a full and accurate record of all business of the Association and Executive Board. The Clerk shall be prepared to read all minutes of the previous meeting at each meeting called. All records for at least one year shall be on hand at each meeting. 
 
OBA Ambassador:
The OBA Ambassador has the following functions and responsibilities. 
  • Responsible for representing the association to each of the member churches, as well as keeping the interests of the member churches before the association. 
  • Personally visit with each member church on at least an annual basis. The intent of this visitation is to ensure that the Ambassador understands the specific needs and makeup of each of the churches in order to better represent them. This also allows the Ambassador to discover ways that the local church, and its members, can best be plugged into the life of the association as a whole. It will also facilitate allowing the association to most effectively meet the needs of the member churches. 
  • Maintain regular contact with the pastors and other leadership of all member churches, keeping them informed concerning the activities of the association and opportunities for involvement, as well as discovering and sharing needs and other opportunities for service. 
  • Have responsibility for communications between the churches and the association. Note that this does not mean that the Ambassador will perform all of this communication. But the Ambassador will have responsibility to ensure that the communication is as effective as possible. 
  • Function as a part of the Associational Council, representing the member churches on the council. The Ambassador will keep the Council informed concerning issues and needs of the member churches. The Ambassador will also assist the ministry team leaders in recruiting leadership and getting the word out concerning upcoming events and ongoing resources. 
  • Functions under the direction of the OBA Moderator and will regularly report to him. 
  • The OBA budget will include a line item to allow the OBA Ambassador to be reimbursed for expenses incurred while serving in this position. 
  • Nominated by the Nominating Team at the Annual Meeting and elected by the association for a one year term. The Nominating Team will work in conjunction with the current Moderator and Associational Council to make a recommendation for this position. 
 
Parliamentarian: 
The Parliamentarian shall be thoroughly familiar with the Constitution of the Association and “Robert’s Rules of Order” and shall act in an advisory capacity to the moderator on matters pertaining to parliamentary procedures 
 
Nominating Team: 
The Associational Nominating Team shall be composed of a chairperson and two members who shall be elected by the OBA in session. The Moderator and Vice-Moderator will serve as ex-officio members of the Nominating Team 
 
The Associational Nominating Team shall nominate all General Officers (except those otherwise provided for), the leaders of the Association Ministry teams and other Associational teams. They shall present these for election at the annual meeting. These officers and chairpersons shall assume their positions at the beginning of the next calendar year; allowing for an orderly period of transition with the outgoing and incoming people working together. Election shall be as otherwise provided for in the By-Laws. 
 
The Associational Nominating Team, after consultation with the leaders of appropriate Associational organizations, shall enlist and recommend nominees to fill vacancies in the organizations throughout the year to be elected by the Association Executive Board. 
 
Finance Team: 
The Finance Team will be responsible for the development of an annual operating budget for the OBA and managing the fiscal requirements of the association to support meetings its requirements. 
 
The Finance Team is entrusted with the responsibility of: 
  • Soliciting input from the Ministry Team Chairs of their funding requirements to prepare the Association’s annual budget for approval at the Association’s annual meeting. 
  • Meeting semi-annually to review the status of finances and making operating decisions concerning the administration of the Assoiation’s finances 
  • Working with the Treasurer to provide financial reports at regular Executive Board and Association meetings. 
 
In order to carry out these responsibilities the Finance Team will ensure the following are completed: 
  • The Finance Team will collect and review the inputs to prepare the Proposed Budget for the coming year in September. At the Association Annual Meeting the Proposed Budget will be presented to the members of the Association for approval. 
  • The Finance Team will meet annually in April make operational decisions, if required, and review the Treasurer’s financial reports to ensure the expenditures are in compliance with the Budget. The Team will work with the Treasurer to prepare financial reports to be available for each regular Association and Executive Board meeting. 
  • The Finance Team does not have the authority to modify the OBA Budget or make financial policy independently of the Executive Board or the OBA in session. 
 
Associational Organizations 
 
Executive Board: 
The Executive Board will meet on a scheduled quarterly basis. The Moderator will be authorized to cancel a meeting if necessary. The Moderator will also be authorized to call additional Executive Board meetings as required, so long as notice is provided to all Executive Board members at least 5 days in advance. 
 
Representation from 1/3 of the active member churches of the association will constitute a quorum for the transaction of business. Active member churches are defined as those that have either contributed financially to the association during the past 2 years, or have attended an annual meeting or Executive Board meeting during the past two years. In no way is this intended as a punishment for non-active churches. Rather it is to prevent inactive churches from getting in the way of the Executive Board being able to conduct business. 
 
No member of the Executive Board will have more than one vote, even if they are a member of the Executive Board by virtue of multiple offices. 
 
A lay moderator will continue to serve on the Executive Board for 2 years after their term of office is over. The intent of this is to provide continuity, allowing them to serve as a resource for the Executive Board concerning the recent history of board actions. 
 
 
Associational Council: 
 
The Associational Council’s role is to manage the affairs of the association under the direction provided by the association and the Executive Board. The primary functions of the council include: 
  • Oversight to all of the associational activities 
  • Coordination among the various ministry teams and working within the association 
  • To bring recommendations concerning policy to the Association / Executive Board 
  • In conjunction with the Moderator, provide direction to the associational staff. 
 
Church Health Ministry Team:
The Church Health Ministries (CHM) of the Olympic Baptist Association facilitates churches in being biblical, spiritually vibrant, and effective congregations. To that end the CHM leads, but is not limited to: 
  • Community ministry 
  • Vacation Bible School training and implementation 
  • Youth ministry 
  • Leadership relationships within congregations 
  • Prayer ministry 
  • Training for Bible teachers 
 
 
Mission Development Ministry Team:
The Missions Development Task Force exists to aid the churches of our association, both individually and in cooperative efforts, in reaching beyond their walls through various evangelism, missions, and church starting ministry opportunities. Some of those opportunities, as identified by our Executive Board, are: 
  • Evangelism
    • Kid’s Camp 
    • Evangelism training 
    • Block Party Trailer 
  • Missions
    • Disaster Relief 
  • Church Starting
    • Church planting probes 
    • Church planting 
 
Leadership Development Ministry Team:
The purpose of the Leadership Development Ministry is to foster the internal leadership potential of the churches within the Olympic Baptist Association, by promoting the Leadership Development Ministry throughout the association, securing necessary tools to release the leadership potential in the laity and pastors, to encourage pastors to meet regularly for a time of refreshing and renewal, and by developing a robust Leadership Development team within every church. 
  • Leadership conference 
  • Pastoral Supply (Interim) 
  • Pastor Round Table 
  • Resource Ministries
    • Assets 
    • Sharing Resources (People Skills) 
  • Retreat
    • Men’s 
    • Women’s 
 
Associational Ministry Assistant / Treasurer:
The primary role of the Associational Ministry Assistant / Treasurer is to provide administrative support services to the Olympic Baptist Association. This is a salaried position and serves under the leadership of the Associational Council, with the Moderator serving in the lead role. 
 
The Associational Ministry Assistant / Treasurer shall have the following responsibilities: 
  • Assist the leaders of the Associational officers and teams in the work of the Association. 
  • Manage all aspects of office correspondence including mailings, address management & distribution of incoming mail. 
  • Produce the Associational newsletter and other material produced by the Association. 
  • Provide specialized assistance to churches when possible by establishing and maintaining a network with church administrative personnel. 
  • Receive all funds of and for the Association. 
  • Disburse all funds in accordance with the adopted Associational budget. 
  • Keep accurate records of all monies received with source and designations of same. 
  • Make reports to the regular meetings of the Executive Board and the meetings of the Association. Reports should include the sources of all incoming monies and all expenditures. 
  • Have the records audited annually by the Finance Team. 
  • Serve as an ex-officio member of the Finance Team. 
  • Work with the Finance Team to establish and recommend fiscal policy. 
  • In the absence of the Associational Clerk, the Ministry Assistant / Treasurer will perform those duties. 
  • Accept other responsibilities as assigned by the Moderator and Associational Council. 
The Associational Ministry Assistant / Treasurer is a part time position and will maintain regular, published, office hours. This position will accumulate 1 day of paid leave per month, not to exceed 20 days. The Associational office will be closed on all federally recognized holidays as well as Good Friday. 
 
Policy 
 
Annual Meeting 
The Association will hold one combined meeting on an annual basis on, or around, the third Saturday in October. This meeting will be hosted by member churches of the OBA and will rotate throughout the Association, allowing every church the opportunity to host. This meeting will include reports from all teams, election of new officers and teams, adoption of a budget for the coming year as well as other business as necessary. The meeting will include a doctrinal message given by the pastor of one of the participating member churches; generally the pastor who has been in the Association the longest without the opportunity to preach at an annual meeting. The host church will provide for child care and lunch for all attendees. The Association will reimburse the host church for any expenses incurred during the event. 
 
Associational Calendars 
The Association Year will run from January 1st through December 31st. 
 
Finances 
The financial records will be audited on an annual basis. It will be the responsibility of the Finance Team to arrange for this audit. 
 
All checks made out to the Treasurer will require a second signature as determined by the Finance Team. 
 
All financial records will be kept for a period of 7 years and will be open to all associational churches through their Executive Board members.