Resource, Form or Template

This form is used to verify the authorized employment and identity of hired individuals for employment in the United States.

August 11, 2014 0 0 comments
Resource, Form or Template

This form is a Pre-Employment Questionnaire.

August 11, 2014 0 0 comments
Resource, Policy or Guidelines

A reimbursement or allowance arrangement is a system by which you substantiate and pay the advances, reimbursements, and charges for your employee's business expenses.

August 11, 2014 0 0 comments
Resource, Form or Template

This is an expense form for reimbursement of travel-related expenses. The summary covers certain expenses and provides an automatic calculation to suggest the reimbursement amount.

August 11, 2014 0 0 comments
Resource, Form or Template

The wages scale is based on a number of criteria. This excel spreadsheet (which is a sample from a church) will help you distinguish salary grades based on that criteria.

August 11, 2014 0 0 comments
Resource, Form or Template

Merit pay is based on past performances which is then added to the employee as permanent pay.

August 11, 2014 0 0 comments
Resource, Policy or Guidelines

Merit pay is based on past performances which is then added to the employee as permanent pay.

August 11, 2014 0 0 comments
Resource, Policy or Guidelines

The job level criteria identifies three different levels of ministry coordinators. These coordinators are responsible for various matters and are allocated a specified budget amount.

August 11, 2014 0 0 comments
Resource, Form or Template

This excel spreadsheet calculates the compensation of the Pastor.

August 11, 2014 0 2 comments
Resource, Policy or Guidelines

The CRCNA has defined benefit pension plans for ordained clergy serving in the United States and Canada.

August 11, 2014 0 0 comments
Resource, Policy or Guidelines

This sample policy covers short term salary conditions for employees who work 30 hours or more per week.

August 11, 2014 0 0 comments
Resource, Policy or Guidelines

SECA Tax is a form that self employed business owners must pay based on their net earnings from self employement.

August 11, 2014 0 0 comments
Resource, Policy or Guidelines

This publication will help you better understand the tax rules that apply to your 403(b) (tax-sheltered annuity) plan. You will understand and identify excessive contributions, basic rules for claiming the retirement savings, and more.

August 11, 2014 0 0 comments
Resource, Policy or Guidelines

This policy covers published media information disclosing confidential material, this information should comply with legal and law policies..

August 11, 2014 0 0 comments
Resource, Policy or Guidelines

These interview questions will serve as a helpful guide when interviewing possible employees.

August 11, 2014 0 0 comments
Resource, Mandate

The Personnel Team represents and assists the Administration Team in meeting its oversight responsibility with respect to the human resource functions of the church.

August 11, 2014 0 0 comments
Resource, Policy or Guidelines

The following policies will serve as guidelines for all of your staff to ensure that all staff are treated consistently and fairly.

August 11, 2014 0 0 comments
Resource, Policy or Guidelines

This policy ensures that the Church operates free from discrimination, setting aside race, color, gender, age, etc..

August 11, 2014 0 0 comments
Resource, Policy or Guidelines

IRS Topic 762 explains the difference in common law between independent contractors and employees.

August 11, 2014 0 0 comments
Resource, Website

The U.S. Citizenship and Immigration Services (USCIS) is a government agency that manages and inspects lawful immigration to the United States.

August 11, 2014 0 0 comments
Resource, Law or Legal

These examples provide the employee with a keen awareness and knowledgeable sense to avoid illegal questions.

August 11, 2014 0 0 comments
Resource, Policy or Guidelines

The Standards for Privacy of Individually Identifiable Health Information (“Privacy Rule”) inaugurates an array of national standards for the protection of certain health information.

August 11, 2014 0 0 comments
Resource, Policy or Guidelines

The Fair Labor Standards Act (FLSA) affects most private and public employment. It establishes minimum wage, overtime pay, recordkeeping, and child labor standards.

August 8, 2014 0 0 comments
Resource, Policy or Guidelines

This personnel policies and procedures handbook is intended to provide guidelines and summary information about the church's personnel policies, procedures, benefits, and rules of conduct.

August 8, 2014 0 0 comments
Resource, Form or Template

A Pre-Authorized Remittance form is provided.

August 8, 2014 0 0 comments



As some one who was recently visiting a larger church with keyless entry this is how you set somthing up.  You can put these devices outside the door that you carry a card with you and you swip it to gain entry, that way if you only want that person to be able to go in that door, and none other you give them that card. You can also code said card to allow acces to one or more of these readers, as far as I know.  It's similar to the system in a hospital or office, where one person can have an "All acess" Id card allowing them into any locked room in the building, but where some one in a lower position, might only have access to a staff lounge, and a office area or a closet or two.   Also anouther side bar, in a hospital they are also used to get the staff onto floors faster that might be "Un athorized" to every one else (IE crittical care)  with out going through tons of hallways past security/ staff every time, or surgery wards.  Also I even saw a system used so a Robot could Go from a surgery suite to a lab by going through automatic doors that required access badge, calling an elivator, getting on it, and takeing it to the next level, and getting off, opening more doors, and finally stoping in the lab.


That way preventing even the possibility of a "Leaked" code.  Ive seen this used in a church, hospitals, in a parking lot (To open the gate) and in an office type building.  In an office building it was usued to acces a floor that was restricted to the elivator, unless you had the key card, and were rideing it, and then got off onto the floor, where you would get the key to unlock elivator acess to your floor.  There cool systems.


Heres a link to what it might look like


Heres a link that shows the robot I mentioned:

Downside to a keyless entry system - it's much harder to control who has access.  For example, our church allows access once a week for men's pickup basketball.  But, we have had problems with the four digit code getting around and some of those people and others who began to use the gym whenever they want to play.  Then lights sometimes get left on, or the door gets left unlocked at the end of the night.  Also, for insurance purposes we aren't covered should somebody get hurt and decide to sue us.

It's hard to walk the fine line between keeping an open welcoming environment and having control over who has access to the church.

There's a website that is recommended for churches that face these types of issues that can be found here This information is about the tax implications and guidelines.

And how you find it ?

Is it ok for a church council (Elder) to direct a "governing council/governing board" of a church that is made up of 5 elders and 2 deacons with the task of church vision and direction?

The denomination used to have a form to track ALL changes to membership through out the year.  When they stopped providing this form we created an Excel spreadsheet with seperate tabs for each area needed for the yearly Year Book questionaire.  Our membership secretary then records births, adoptions, baptisms, dedications, professions of faith, new members, marriages, transfers out, lapses and deaths.  Births do not need to be submitted to the demonmination but it helps our pastor track who to contact regarding upcoming baptism Sundays.  We also note if a transfer out is to another CRC/RCA as this is a question on the Year Book questionaire.

Roland if you wish you can clck the "Contact" link below Liz's profile picture to send here a private message and include your e-mail address.




We have one for a full time church administrator.  What's your email so that I can send it to you?


A sample church administrator job description is available under Church Administration and Finance Tools along with several other resource materials for churches. Check out the section Employment Issues/Job Descriptions.

I've been reading the comments regarding church record documentation.  We have a few that are computer guru's but for many that at some point now or in the future may need to use this program we are looking for a program which seems to be fairly user friendly and yet allow us to keep good records.

FYI, a church staff person saw this post and ran it as an announcement in the bulletin.  As a result three households took up the opportunity!

What a great idea! I think the CRC is already doing this... Take a look at Denver, CO... Volunteers in Action has a long-time, passionate director that is a deaconal coordinator... Be in touch with Donn Hansum to see how this works for the Denver churches to reach out to the city... Shalom!

Here's the Chairman Job Description we use:

Chairman’s Job description

 The chairman’s primary job is to advance the Kingdom of God through the promotion and  advancement of the Vision and Mission of 2nd Church.

The council shall elect a chairman to organize and run council and the elders’ meetings, and to communicate these groups’ decisions to the church at members' meetings.


 The chairman must keep in mind the following principles:

Prayer it the most important part of every meeting

The Spirit will lead – be attentive and patient

Grace and Truth must be kept in balance

God has blessed the members with a diversity of gifts

Appropriate transparency and confidentiality are essential


            As the leader he must model and promote a culture of:





                        Use of gifts and callings



                        Open, frank and fair discussion


            As a servant he should:

                        Be aware of physical dynamics – seating arrangement, space and time

                        Build ‘community’ in the group – have a sharing time in the meeting

                        Be aware of non-verbal communication and mood

                        Be an active listener

                        Affirm and encourage each member – assign appropriate jobs

                        Find a way to include a “Worship Time”

                        Celebrate – acknowledge the work of the Spirit


The chairman should be a gifted administrator and strong leader able to run an orderly and timely meeting. He does not "steamroll" the members to achieve the agenda, but neither does he allow individual members to hijack the meeting and lead it down rabbit trails. The chairman should be sensitive to the fatigue level of the members and not drag the meetings beyond what is productive.


In the days leading up to the elders' and council meetings, the chairman should facilitate the process of drawing up the agenda. He should do this with the pastor, clerk and deacon chairman by group e-mails or a planning meeting. The content of meetings should comprise these four main headings: shepherding, prayer, discernment, and ministry management.


“A great leader is seen as a servant first – a group will freely respond only to an individual who is chosen as leader because they are proven and trusted as a servant.” (Servant Leadership, John Greenleaf)

To place a $100 million worth of Bonds would have taken some doing and lots of fees.  How are these secured? How were interest rates set and were futures involved in hedging the rates? Depending on the timing this process could have resulted in steep losses. The fact that Calvin undertook a $100 million worth of building projects is quite suprising but I suspect it's over a number of years.I do not need answers to these questions but am a bit nervous about $100 million in debt.

If there have been "misstatement" of facts can we please have those corrected so we have the real story.

The financial issues facing Calvin College have be the cause for many misstatements of fact that make the situation look like a "fiasco" compared to the actual issue.

Calvin College does have over $100 million in debt that was related to the significant construction program they undertook over the last few years.  What comes due in 2017, however, is not the full $100 million plus, but simply a scheduled payment on the debt.

The Christian Reformed Church Investment Policy is fairly conservative, but has nothing to do with Calvin College's decision to follow common practice and fund construction with low-cost bonds.

Or, next symbol... a squirrel in a small wheelchair following the racing wheelchair.... 

Speaking of humor, a colleague mentioned to me today about the new symbol (isn't it great that people are talking about it?!) that the symbol would have even more impact if there were a road kill squirrel behind the wheelchair user who (by mistake of course) killed the squirrel as the user raced along in that chair!

I don't mind either symbol, but in the light hearted interest of seeing the humorous side of things, I hope when people see the new symbol they do not automatically assume that the facility is providing a place for wheelchair basketball.  :) 

1.  New Symbol is Way Cool !!!   Amazing how much more positive it makes me feel.

2.  Regarding the terminology; handicapped vs disabled.  Frankly After chasing the latest "acceptable" terminolgy for decades, from political views, to race to physical abilities (or lack thereof), etc.,  I'm getting tired of doing it.  Just wait long enough and the new terms will no longer be acceptable.  I.e. the new acceptable will eventually become the old offensive.  I'm tired of chasing the proverbial tail on the latest "politically correct" terminology.  Maybe people need to lighten up a bit.  I too have "handicaps," "disabilities," "incapacities," "afflictions," "limitations,"impediments," "shortcomings,"incompetencies," "weaknesses," "inadequacies," "disqualifications," "frailties," "debilities," "lassitudes," etc., etc, etc.  But frankly, there are more important things for me to focus on and rejoice in -- "Finally, brethren, whatever is true, whatever is honorable, whatever is right, whatever is pure, whatever is lovely, whatever is of good repute, if there is any excellence and if anything worthy of praise, dwell on these things."  Phil. 4:8


Very cool new symbol, and thoughtful reasoning.

John, absolutely, we are saved by grace through faith in Jesus Christ. But the question of what heaven will be like raises a lot of questions for people. You might want to check out the blogs I wrote: Will People Have Disabilities in the New Heavens and Earth: Part 1 and Part 2. Also, part 1 was posted on Think Christian. I give all these links because the comments are very interesting!

Well yes, Mark, but disability, disease, poor eyesight, weeds, is all a result of sin, of our sinful condition, of the curse brought on this world by sin.   It is not caused by a particular sin.  But no one is immune.  It's only a matter of degree, of our perception.    It is our inability to pay for our own sin that makes us unable to make our own path straight and smooth.   We cannot open the door ourselves;  we are told to knock, and the door will be opened, by Christ.  Seeing and knowing this puts any disability we have, into a better perspective.   As painful as it may be, the inability to walk is a very small disability, compared to the inability to enter heaven under our own power.   It is a small inability, compared to the inability to recognize Jesus as our Saviour and Lord.  This is a great truth! 

Yes, we have no ability on our own to earn our way into God's favor, and one could call that our greatest disability, shared by all humankind. However, I don't every use the term "disabilty" to describe our sin for a reason. Many people with disabilities have been rubbed raw by the association many people make between their disabilty and human sinfulness. Sometimes the connection is very direct. For example, one time a woman told me that my daughter lives with severe, multiple disabilities because my wife and I don't have enough faith that God can cure her of these disabilities. Besides this painfully common accusation, many people with disabilities are told or assumed to have done something really bad to deserve the disability they live with. In fact, the word "monster" (which comes from the Latin verb "monere" which means "to warn") first was used to refer to people with visible disabilities. They were warnings to the rest of society that if you violate the will of the gods, you will experience their wrath.

I'm sure that you had none of this in mind in what you wrote, but for these reasons I prefer never to associate "disability" with sin.

John, thanks for your note. Many people (I WAS among them) say that "handicap" should be avoided because it comes from an old British term for beggars who approached people with cap in hand. I learned recently from Snopes, that this etymology of "handicap" is incorrect. Some people distinguish "handicap" from "disability" by saying that "handicap" describes environmental and attitudinal barriers that keep people with disabilities from fully participating in society, while "disability" describes a functional limitation that someone lives with due to a intellectual, emotional, physical, or sensory impairment. Nearly all the literature I read that has come out in the last 10 years, writers eschew the word "handicap", but I'm not really sure why. Yes, the word "disability" may fall into disfavor someday too, but right now it is the most common term.

Just a little spiritual thought.  Do you realize, that when it comes to entering heaven, to being with Christ, every single one of us is "disabled"?  For everyone of us, the step is too high, the doors are too heavy, the doors open the wrong way, and we need help, the help of Jesus, to open the door, make the crooked path straight.  When it comes to that, everyone single one of us is handicapped and disabled.  Praise the Lord for his Love!! 

I love the way you always manage to find new topics Mark, in your perpetual quest for more understanding of those needing a little extra help.   The last sentence in your post made me wonder,...  why is "handicapped" less acceptable than "disabled".  It would seem that having a limit or "cap" on our handiness, might be less demeaning than being "dis" or "un" abled.   Perhaps it is not good to get too hung up on it.   But I am curious why one and not the other.   Will disabled eventually receive some of the same undesireable connotations, and will we have to change that term in the future?   Maybe the best term is wheelchair access.  This would be good for anyone who needs a smooth gradual surface.  Anyway, I appreciate your concerns.   Having had some recent surgery, I had problems and great discomfort with steps for a couple days.   For a few days I was looking for elevators, even though normally I don't use them unless forced, or more than three floors.  Now I'm not allowed to lift much weight for the next few weeks.  So there was, and still is a cap on my handiness. 

Hello everyone!

I'm also a little late to this discussion, but I wanted to mention another product that is very relevant to the topic. I have personally been involved in the development of a new, unique web app designed specifically for Reformed churches. It is called Church Social ( 

This software is just becoming available, and we have about 10 Canadian and United Reformed Churches already using it. Here is a brief introduction, please let me know if you have any questions!

Church Social aims to help Reformed congregations in three main ways:

1. Membership Management

Church Social makes tracking your membership information a simple task. No more struggling with Excel or an old database, just enter your data and watch the software automatically generate detailed member statistics.

Church Social tracks members, families, wards, office bearers, birthdays, anniversaries, baptisms, communicant members and much more.

2. Member Communication

Church Social creates a secure, private online member community for your congregation. Members can login and access your member photo directory, a birthday/anniversary/events calendar, a bulletin archive, schedules, photo galleries, and more.

There is also an bulk email tool that allows members to send messages to other members in the congregation, specific wards or custom groups (like bible studies).

3. Public Websites

Finally, Church Social offers beautifully designed church websites are easy to keep up-to-date. Share the responsibility of editing your website with other members—no more relying on one web developer to make all the site changes.

Also, all our of website are "responsive", meaning that they work great on phones and tablets, as well as desktop computers.

This article was awesome. I hope this gets in the hands of congregation members. I have talked to many pastors who have had times of weeping because all they hear is criticism. Some pastors go through long spells of no appreciation shown. Unfortuantely, many pators are "expendable" to them--if they don't like somethign, they can be run out of town and treated like garbage.

Here are some stats that Thabiti Anyabwile cites from The Schaeffer Institute in an article he writes called "Don't Make Your Pastor a Statistic." I hope the stats are better for our denomination.

Health and Well-Being

  • 70% of pastors constantly fight depression.
  • 50% of pastors feel so discouraged that they would leave the ministry if
    they could, but have no other way of making a living.

Marriage and Family

  • 80% believe pastoral ministry has negatively affected their families.
  • 80% of spouses feel the pastor is overworked.
  • 80% spouses feel left out and under-appreciated by church members.

Church Relationships

  • 70% do not have someone they consider a close friend


  • 50% of the ministers starting out will not last 5 years.
  • 1 out of every 10 ministers will actually retire as a minister in some form

I agree with both comments here - how does one "suggest" that their position be brought from volunteer to paid?  I have seen various "jobs" being brought into our church for pay while others, like myself, continue to take more and more time and only get a "thanks" or "high five".  I have hinted on several occasions that I should be compensated but to no avail.  I do not know where to go from here.  I am beginning to feel like my work is unappreciated as well as not worth it.  Thank you for any suggestion that you may have.

Great idea for another webinar! John Bolt will be covering the Canadian clergy residence deduction and retirement planning in the Barnabas webinar Sep. 6 and CRC webinar Oct. 10 (see last week's network post).  Is there an administrator at a church in Canada and Canadian CRCNA staff that would lead a Canadian payroll webinar?

Thanks, Sheri. I'm thinking this is for US admin assistants mainly. Would it be of interest and benefit to Canadian folks? If not, is there something that could be set up for them? I think it would be helpful; I know Cdn and US tax laws for charities, pastors and churches have similarites, but the devil is in the details.

This might be a bit late to this party here, but there is another great system worth checking out called Fresh Vine. It has been purposed to be very intuitive and easy to use for managing your church. Their site is - it's worth a look.

We ran into the same issue.  We don't have a church secretary to manage all this so it was a huge task.  

We have used two things to really streamline things and found both helpful.  They are free.

1) Send out a form to all volunteers on a quarterly basis before we create a schedule.  We use a Google form that we send out to all our volunteers asking them when they are available.  Their responses are automatically recorded in a spreadsheet.  So we have all the info at our fingertips when making the schedule --way easier than what we were doing and people don't have to switch as much.  Here is a blog I wrote a while back to explain what we do with a sample form (I shared this with local pastors).  This saves the amount of time that the main scheduler has to do things.

2) Service Builder: This is a free worship planning site that has a song database and has added some really cool features for volunteers.  Multiple people can schedule and it will highlight if a person is schedule for multiple tasks.  Another cool feature is that it can automatically email or text (they have to set it up) people to let them know when they servce.  We use it for attendance too.  I just wrote a blog about this as well that has more info.  I wrote it because my main issue with ServiceBuilder is you can't see much without creating an account.  I tried to put up some images for people to see.  I have let other pastors from our Classis join our church's account to check it out in more depth before they create their own account.  Would be willing to do this for others too!  Message me directly and I can set it up for you.

Thanks.  I'll take a look.  I know we are still using a more manual method.  I could send you a screen shot or two of the reports I had been generating, as well as the fields we have found need to get tracked.

Once a year the denomination sends out a questionaire\survey that your clerk of records typically fills out.  This would include things like births, baptisms, deaths, marriages, etc..  We record the information for our records and the denomination.  We also provide a Baptism certificate for the family.


It was not my intention to hide anything.  Thanks for pointing that out and I will be sure to use more specific wording in the future.  I am the author of the software and my church is also a user.



I did check out this software, and while doing so discovered that Jon is not just a user of the software but the developer (as he'd mentioned in another post here on the network.) In the interest of disclosure, I just wanted others who might research this thread to be aware of his material connection to the product he recommends.

I am not sure yet if this will be the solution we choose, but it does appear to be a comprehensive solution that will meet this need for some churches.

The Letter of Call link is now working again!

posted in: Letter of Call

The Letter of Call doesn't seem to be there at the link anymore.  If I can figure out where it is I'll let you know.

posted in: Letter of Call

Thanks! I will check this out.

We have used a program called SmartRoster for many years  You can try it for free for 45 days.  Our church has been using it for about six years. I believe it is an upfront cost then an annual license fee (the fee for our church is about $80 a year). It is worth every penny.  We have one person that oversees the  We were able to import our names/addresses/phones and email addresses from PowerChurch.  We then set up the areas we needed.  We have a larger church.  We have about 1000 names in our church database now with SmartRoster.  We schedule for two services (some areas 3). We schedule for two areas of nursery, five other morning children's programs, ushers, greeters, and security.  We can schedule families together on the same week.  Our volunteers tell us when they are not able to serve (via email).  They LOVE this.  We send out email reminders to volunteers a few days before they are to serve. When looking to fill a holiday or needing more volunteers, our response rate to email is so much better than a bulletin announcement.  I hope that helps.  Would be happy to talk more to you if you need more info.  The support at SmartRoster is great.  I hope that helps!

Definitely this is an option to consider. We have 11 different people making schedules right now (every ministry = different scheduler), so that would be a lot to juggle, but not impossible.

Thanks, Jon, I will check this out.

We have this same issue at our church.  Although there may be a better way to do this, the steps we have taken are to stagger the schedule making.  One ministry makes their schedule then the next ministry looks at that schedule and makes their schedule accordingly and so on... The most flexible ministry schedules last and this master schedule is maintained through the church office.  This has made a big difference in avoiding the overlapping of members serving on Sunday mornings.  It does take cooperation on the part of those making the schedules but it works for us.

We use a church management system.  Go here and check it out.  There is an online demo.  Its very reasonable in price too.

Hello.  I am in ministry at a local church in Medina, Ohio.  I have written a church management application on the web that might suit your needs.  There is a monthly subscription but that is negotiable.  It’s called Grassroots CMS and you can go to this site and login with username demo and password demo.  Let me know what you think and maybe we can talk.  The cool thing about my software is that if you want it to do something I can change it custom for your church!

There is a directory of chaplains in the back of the CRC Yearbook.  In the 2012 Yearbook, the list runs from page 687-689.  I'm assuming from the length that it's a complete list, but the chaplains office is probably a better place to verify that.

You will need to work through the Form 8941 and check if you qualify again this year. The IRS rules didn't change this year so if everything else was similar, you will likely qualify again this year.

Our church pays 100% family health coverage for pastors but a lower percentage for lay employees.  I know that this was ok for the 2010 tax credit but will we still qualify in 2011?


Chaplain (MAJ) InSoon (Gho) Hoagland is the only chaplain I am aware of that was stationed at Fort Hood.
She is in Korea right now.  I'm sure she'd love to hear from them.
CH (MAJ) InSoon Hoagland
Division Family Life Center
2nd Infantry Division
Box # 1012
B CO 2ID, Unit 15041
APO, AP  96258