ARTICLE V

Meetings of the Church

A.        Quarterly Meetings

The Church shall hold quarterly meetings of the Members for the election of Trustees and other officers of the Church, the adoption of a budget, and the consideration and discharge of other proper business of the Church. These meetings will be held in the third week of the months of March, June, September and December. The Church Leadership Team shall set the specific date, time and agenda for each quarterly meeting and from time to time may change the date of the meeting but shall always provide adequate notice to Members of the date, time and location.

Quarterly Meetings

Any financial obligation to be incurred by the Church that exceeds the sum of five hundred thousand ($500,000) must be approved by a majority vote of the Membership of the Church at a Quarterly Meeting or a Special Meeting (as described below), under the rules and procedures for such meetings.

B.        Special Meetings

Special meetings of the Members may be called by the Pastor of the Church, the Chair of the Board of Trustees and at least fifty percent (50%) of the members of the Board of Trustees, the Chair of the Board of Deacons and at least fifty percent (50%) of the members of the Board of Deacons or by written request submitted to the Board of Trustees which has been signed by at least fifty (50) Active Members in Good Standing.

C.  Special Executive Meetings

The Pastor of the Church may call Special meetings with the Chair of the Board of Trustees and at least fifty percent (50%) of the members of the Board of Trustees, or the Chair of the Board of Deacons and at least fifty percent (50%) of the members of the Board of Deacons.

D.  Requirements for All Meetings of the Church Membership

1.         Notice. Prior to any called meeting of the Church during which votes are cast, or other business shall be conducted, two announcements will be made from the pulpit.  In addition, announcements will be made through our other media platforms. The notice shall set forth the purpose for which the meeting is being called and shall contain at least a brief description of items to be discussed at the meeting.

2.         2. Hybrid Meetings. The Church Leadership Team may choose to hold in-person and/or virtual Church Meetings utilizing electronic or digital platforms as long as all participants can readily and ably communicate with each other and as long as proper notice of the meeting has been delivered.

(Refer to Section D.1.)

3.         Agenda: The Church Leadership Team will meet at least monthly to discuss the spiritual and business affairs of the Church; and based on those discussions, will set the agenda for meetings of the Church. The Church Leadership Team will communicate the agenda items that will be discussed at all meetings of the Church Membership.

4.         Voting. Any Active Member in Good Standing who is at least eighteen (18) years of age may vote at a Church Meeting, except as otherwise provided in these Bylaws. Unless otherwise stated in these bylaws.

a.  A Church Meeting shall be sufficient to approve an agenda item or business decision considered at the Meeting, as long as a quorum is present. A quorum is defined as at least two-thirds (2/3) of the Members present and in Good Standing per the Church’s Master Membership List maintained by the Church Secretary*

b. Voting by proxy is not allowed.

 

Article VI – Trustees (Board of Directors)

Scripture - But all things should be done decently and in order (1 Corinthians 14:40)

Definition of Trustee

A Trustee is a person led by GOD'S WORD and prayer, appointed by the congregation for stewardship to support and guide the appropriation, maintenance and disposition of land, property, business, and financial assets for LPMBC.

Scope of Trustee 

Trustees shall operate as the Church’s “Board of Directors” and may be interchangeably referred to as “Board of Trustees,” “Trustees,” or “Trustee Board” in these Bylaws. The primary duty of Trustees is to oversee the financial aspects of operating the church. Baptist church trustees have duties related to the maintenance of the church property and ministry. The financial duties of the Trustee Board involve making sure that the church can meet its annual financial goals including planning and preparing the annual budget. Trustees are consulted before the church enters into a contract or financial agreement, and they have the authority to negotiate the salaries of church employees. 

Responsibilities:

The management of the LPMBC Church shall be vested in a Board of Trustees of not less than 7, each of whom must be a member of the Church in good standing. The members shall elect the Trustees in accordance with the Bylaws of the Church (Corporation). The trustees shall deal with the property of the Church (Corporation) only as they are authorized or directed at a meeting as outlined in the By Laws. The Trustees shall exercise their authority in conformity with the actions of the Session as conveyed to them from time to time.

Membership

The number, qualifications, and appointment of Trustee Board members, their terms of office, and the filing of vacancies shall be in accordance with the Bylaws of LPMBC.

 

Term Limits:  

•       Four years (date of service begins in January) (date of service begins upon approval by Pastor and Church body). A roster of trustees shall be maintained with the start and end date.

•       A candidate is eligible for re-appointment after their first term and can serve no more than two consecutive terms.

•       A candidate who has served two consecutive terms is eligible for re-appointment after two years off the board.

•       Term rotation effective: January the effective year

•       Rotate one-third of the trustees off and add the same number of new.

Election of New Trustees

Trustee recommendations can include males, females (no less than four), and any demographic generation. Nomination for trustees can be made by any member who is in “good standing” at LPMBC. The nominee cannot be the spouse of a Deacon, Trustee or Employee of LPMBC.

The election of new trustees will be determined by the Board of Trustees and upon approval of the  Church body.

Timeline

•       Quarter 1 Trustee board should determine # of trustee designees to submit for approval.

•       Approvals at Quarter 2 business meeting.

•       July-December – on-boarding

Onboarding 

Within 30 days of church approval, an onboarding session shall be led by the Chairperson or designees assigned by the Chair to review the following:  

•       Role of trustee

•       Review policies and procedures.

•       Current year strategic plan

•       Budget process (will be in an observation role during the budget process for upcoming year)

New trustees shall be assigned a trustee “mentor” for the first year.

OFFICERS

Trustee Board officers shall be the Chairperson, Vice-Chairperson, Parliamentarian, and Secretary. Officers shall be elected from among the appointed members of the Trustee Board. Officer terms shall be for two years with eligibility for re-election. The chairperson shall appoint a Parliamentarian. Election shall be held in September with effective office in January.

DUTIES OF CHAIRPERSON

The duty of the Chairperson shall be to preside over all Trustee board meetings. The Chairperson shall be the primary communicator with the Pastor and Deacon Board leadership unless otherwise delegated. The Chairperson may designate another Board member to preside over meetings if unable to attend and if no vice chairperson is elected. The Chairperson should consult with Trustees to solicit participation on standing committees and subcommittees as needed. The Chairperson shall co-facilitate leadership with the Deacon Board Chair at all Church Business Meetings.

DUTIES OF VICE-CHAIRPERSON

In the absence or incapacity of the Chairperson, the Vice Chairperson shall perform the duties of the Chairperson. In the case of a resignation of the Chairperson, the Vice-Chairperson shall perform those duties until a new Chairperson is elected. In the absence of both the Chairperson and Vice-Chairperson, when a quorum is present for a regular or special meeting, an interim Chairperson shall be elected from those members present.

DUTIES OF SECRETARY

The Secretary shall record the minutes or appoint someone to keep the minutes for all meetings of the Board of Trustees, whether regular or special. The Secretary shall assume other duties and responsibilities from time to time as determined by the Board of Trustees. The Secretary shall report to the Trustee Chairperson and shall document all Board elections. The Secretary shall also record all committee assignments. Standing committees should report on their project statuses. The Secretary and Chair shall coordinate agenda items for all upcoming meetings. The Secretary shall be responsible for maintaining the roster.

DUTIES OF THE PARLIAMENTARIAN

The role of the Parliamentarian is to be a resource to the Chair, to assist the chair in the conduct of the meeting. The Parliamentarian gives the Chair help, guidance and support during the meeting. The Chair can consult with the Parliamentarian when not certain of how to rule on a question or proceed in the circumstances.

OFFICER VACANCIES 

Should the office of Chairperson or Vice-Chairperson become vacant, the Trustee Board shall, at its next regular meeting, elect a successor for the unexpired term of office.

 

MEETINGS 

REGULAR MEETINGS

Regular meetings of the Trustee Board shall be held a minimum of once a month. The Trustee Board shall establish a schedule of meetings for the following year in September and submit such dates to the Church Secretary for church calendar date inclusion. The Trustee Board may reschedule meetings or cancel a meeting by giving notice five calendar days prior to the scheduled meetings (s). The first meeting in September will include the election of officers and the introduction of new Trustee Board members, if applicable.

•       Meeting Options (Virtual or In Person)

•       Virtual Option – Roll call for minutes to account for quorum.

•       In Person – Roll call not required.

SPECIAL AND EMERGENCY MEETINGS

A special meeting may be called by the Chairperson or upon the written request of three or more Trustee Board Members. Written notification of the time, place, and purpose of the meeting shall be delivered to each Trustee Board Member at least five (5) calendar days prior to the meeting. At a special meeting, only the business designated as the purpose of the meeting may be transacted.

Any financial obligation to be incurred by the Church that exceeds the sum of five hundred thousand ($500,000) must be approved by a majority vote of the Membership of the Church at the Quarterly Meeting or a Special Meeting (as described above), under the rules and procedures for such meetings.

QUORUM

A quorum for all Trustee Board meetings shall be 50% of the total number of Trustees serving an unexpired term.

 

Article VII – Standing Committees

Standing Trustee Committees:

•       Personnel, Organization & Development (POD)

•       Facilities

•       Financial

•       Technology

•       Policy and Procedures

•       Disaster Preparedness 

•       Succession

•       Nominating

Each committee shall have 8 minutes to report in the regularly scheduled Trustee meeting.

 

 

 

Article VIII – Church Corporate Officers

The Corporate Officers of the Church shall be the Board of Directors, and such other officers that they may from time to time deem necessary who shall conduct the day-to-day duties of the Church as their designees.

In accordance with Article VI of these Bylaws, any financial obligation to be incurred by the Church that exceeds the sum of five hundred thousand ($500000) must be approved by a majority vote of the Membership of the Church at the Quarterly Meeting or a Special Meeting, under the rules and procedures for such meetings.

 

Article IX
 – Pastor, Licensed/Ordained Ministers & Ministerial Staff

•       Lake Providence Missionary Baptist Church operates in alignment with its vision: We are a Christian Ministry committed to reaching all people with the Gospel of Jesus Christ. Its mission is to disciple and evangelize all generations through congregational in-reach, community outreach, evangelism, discipleship, and sound biblical preaching and teaching. 

•       Section 1: Pastor 

•       The Pastor serves as the spiritual leader and shepherd of the congregation, guiding the church in alignment with its vision and mission. The Pastor is accountable to the Board of Directors/Trustees and the members of Lake Providence Missionary Baptist Church. 

Responsibilities: 

1. Spiritual Leadership: Preach, teach, and provide biblical guidance to the congregation. 

2. Vision Casting: Lead the church in advancing its vision and mission. 

3. Pastoral Care: Provide counseling, visitation, and support during times of crisis, illness, and bereavement. 

4. Ordinances: Administer baptism and the Lord’s Supper. 

5. Administrative Leadership: Work with church leadership, including the Director of Ministries and Discipleship, to ensure ministry effectiveness. 
6. Oversight of Ministries: Guide ministries to align with the church’s mission of evangelism and discipleship. 
7. Accountability: Report regularly to the Board of Directors/Trustees regarding church operations and ministry outcomes. 

Section 2: Paid Ministerial Staff 

•       A. Staff Ministers including the Minister of Discipleship and Ministries   

•       Staff Ministers, including the Minister for Discipleship and Ministries, are paid staff members responsible for developing and overseeing ministry programs that foster discipleship and evangelism. They will operate under the oversight of the Chief Administrative Officer and the direction of the Pastor. 

Responsibilities: 

1. Ministry Development: Design and implement programs for congregational in-reach, community outreach, evangelism, and discipleship. 

2. Volunteer Coordination: Recruit, train, and support ministry volunteers. 

3. Event Planning: Organize events that promote spiritual growth and outreach. 

4. Discipleship Training: Lead Bible studies, small groups, and leadership development initiatives. 

5. Administrative Duties: Manage ministry budgets, records, and reports in collaboration with the Chief Administrative Officer. 

6. Collaboration: Work closely with the Pastor to evaluate and enhance ministry outcomes. 

7. Accountability: Provide regular updates to the Chief Administrative Officer regarding ministry progress. 

Section 3: Unpaid Ministerial Staff  

A. Associate Ministers  

Associate Ministers are unpaid volunteers who assist the Pastor and ministerial staff in spiritual and ministry activities.

Responsibilities: 

1. Preaching and Teaching: Support the Pastor by preaching and teaching as requested. 

2. Pastoral Care: Assist in visitation, counseling, and prayer ministry. 

3. Ministry Support: Aid in church programs and events as directed by the Pastor or Director of Ministries and Discipleship. 

4. Evangelism: Participate in community outreach and evangelistic efforts. 

5. Accountability: Report to the Pastor and support church initiatives as needed. 

Licensing Process for Associate Ministers 

1. Evaluation: Candidates for licensure must demonstrate a clear calling to ministry, biblical knowledge, and spiritual maturity. 

2. Training: Candidates will complete a training program overseen by the Pastor, focusing on theology, preaching, and leadership. 

4. Recommendation: Upon satisfactory completion of training, the Pastor will recommend candidates for licensure to the Deacon Board. 
5. Approval: Licensure must be approved by a majority vote of the congregation at a duly called church meeting. 

 Ordination Process for Associate Ministers 

1. Licensure Requirement: Candidates must be licensed ministers and demonstrate consistent ministry involvement. 

2. Examination: Candidates will be examined by a council composed of the Pastor, ordained ministers, and representatives of the Deacon Board. 

3. Recommendation: The Ordination Council will recommend qualified candidates to the Deacon Board. 

4. Church Approval: Ordination must be approved by a majority vote of the congregation at a duly called church meeting. 

5. Ceremony: Upon approval, ordination will be conferred in a formal service. 

Section 4: Oversight and Accountability 

1. Pastor Oversight: The Pastor is accountable to the Board of Directors/Trustees for spiritual and administrative leadership. 

2. Staff Minister: Staff Ministers are accountable to the Pastor for all spiritual matters and to the Chief Administrative Officer for all administrative including fiduciary matters. 

3. Associate Ministers Oversight: Associate Ministers report to the Pastor and assist in ministry programs as assigned.

Section 5: Dismissal 

1. Pastor: The Pastor may be dismissed by a congregational vote as outlined in the church’s constitution and bylaws, with prior recommendation from the Board of Directors/Trustees. 

2. Staff Ministers: Any staff minister may be dismissed by the Pastor or Chief Administrative Officer, subject to the recommendation and approval of the Deacon Board through counsel from the Personnel, Organization & Development Committee. 

3. Associate Ministers: The termination of any Associate Minister must be recommended by the Pastor, supported by the Deacon Board, and communicated to the congregation at a duly called church meeting. 

 

Article X – Board of Deacons

TBD

 

Article XI – Non-Ministerial Staff
LPMBC Full-Time Non-Ministerial Staff/Vendors (V)

Non-Ministerial Staff at LPMBC refer to individuals who work within the church but do not hold formal ministerial or pastoral roles. These staff members support the church's operations and activities, but they are not ordained or directly involved in spiritual leadership or preaching responsibilities.

These roles are essential to the functioning of the church but are distinguished from the responsibilities of ordained ministers or pastor, who leads the congregation spiritually, preach, and perform sacraments like baptism and communion.

Chief Administrative Officer (CAO) is responsible for managing the church’s day-to-day operations, including overseeing finances, facilities, human resources, and administrative tasks. They ensure that the church functions smoothly on a practical level.

Director of Music oversees the music ministry and worship elements of church services. This role typically involves coordinating the worship team (musicians, singers) and organizing worship services which may also include leading the choir, worship musicians, and coordinating music for services, and special events.

Events Coordinator is responsible for planning, organizing, and managing events while providing administrative support to ensure smooth operations.

Facilities Manager is responsible for maintaining the church’s physical property, including cleaning, repairs, and managing the use of the building for events.

Secretary to the Pastor provides administrative support, including handling communications, scheduling, record-keeping, and assisting pastor with office-related tasks.

Assistant Director of Music supports the Director of Music in planning, organizing, and overseeing the church's music ministry. Their responsibilities are deeply rooted in the church’s traditions, culture, and spiritual mission, emphasizing musical excellence, and worship leadership.

Custodians report to the facilities manager and are responsible for maintaining cleanliness, safety, and organization of the church facility, ensuring that the space is welcoming and functional for its intended use. In the context of the church, custodians perform essential tasks that contribute to the smooth operation of the facility.

Musicians play a pivotal role in enhancing the worship experience by providing rhythmic support and energy to the music ministry. In the rich tradition of worship, music is a central element, and their contribution significantly shapes the dynamic and emotional flow of the service.

 

LPMBC Contracted Vendors

Media Ministry Audio Director oversees the audio aspects of a church's or organization's media ministry, ensuring high-quality sound for live events, recordings, and broadcasts.

Assistant Media Director ensures the church's message is accessible to all, whether in person or online. By leveraging technology and creativity, this role supports the church’s mission to inspire, inform, and connect the congregation.

Financial Administration responsibilities include facilitating the month-end close processing, financial reporting analytics and administrative support.

Sound Engineer plays a critical role in ensuring audio quality during worship services, special events, and other church activities. Their primary responsibility is to operate and maintain sound equipment, manage sound systems, and ensure that the audio elements of the service—such as music, preaching, and announcements—are clear, balanced, and effective. In a Black church, where music, dynamic worship, and preaching are central, the sound engineer helps to create an immersive, and engaging environment that enhances the spiritual experience.

Media Ministry Audio Director oversees the audio aspects of a church's or organization's media ministry, ensuring high-quality sound for live events, recordings, and broadcasts.

Assistant Media Director ensures the church's message is accessible to all, whether in person or online. By leveraging technology and creativity, this role supports the church’s mission to inspire, inform, and connect the congregation.

Financial Administration responsibilities include facilitating the month-end close processing, financial reporting analytics and administrative support.

Sound Engineer plays a critical role in ensuring audio quality during worship services, special events, and other church activities. Their primary responsibility is to operate and maintain sound equipment, manage sound systems, and ensure that the audio elements of the service—such as music, preaching, and announcements—are clear, balanced, and effective. In a Black church, where music, dynamic worship, and preaching are central, the sound engineer helps to create an immersive, and engaging environment that enhances the spiritual experience.

Head of Security is responsible for overseeing the safety and security of the church building, its members, and visitors. This role ensures a safe, peaceful, and welcoming environment during worship services, events, and other church activities. The Head of Security works closely with church leadership and security teams to implement policies, handle emergency situations, and manage day-to-day security operations.

Security Officers are responsible for maintaining a safe and secure environment for church members, staff, visitors, and the church property. Their primary role is to ensure the protection of the congregation during worship services, events, and other church activities. They function as a visible presence, providing reassurance and preventing incidents, while also responding to emergencies, and handling security-related situations.

Technology Consultant provides AV/ IT services that support the business operation for current and future project implementation. Scope of work includes Server Support, IT Vendor Management and Audio Video Project Management.

Lawncare Technician maintains the grounds of the campus.

Interns areresponsible for supporting the church’s operations under the supervision of the CAO. These roles provide hands-on experience in managing the church’s operations and worship experience while fostering a deeper understanding of how to support the ministry’s mission and operations. These positions may include administrative, analytical, media engineering, or organizational tasks.

All non-ministerial staff are to function as servants by supporting the ministerial staff in the ministry initiatives. It is the and Pastor’s and Chief Administrative Officer’s responsibility to lead Church staff in the direction that helps the Church accomplish its goals.

Section 1. Duties and Responsibilities

The duties and responsibilities of all staff positions shall be formulated by the Personnel, Organization, and Development Committee with consultation from the Pastor or his/her designee.

Section 2. Selection

Selection and approval of non-ministerial staff shall be the responsibility of the Human Resources Committee with consultation from the Pastor or his/her designee.

Section 3. Resignation and Termination

Any staff member may at any time resign by submitting written notice to the Pastor, or his designee, which shall be effective upon acceptance by the Pastor or designee. Any non-ministerial staff member may be terminated upon recommendation by a supervising staff member and approval by the Church Administrator or Pastor, as appropriate, in consultation with the Personnel, Organization, and Development Committee Chair. Such terminations of staff may be reported to the Board of Directors and Church Members but does not need Board of Director or Church Member approval.

 

Article XII – Church Policies and Procedures

A.        Pastoral Search Process

Search Team Formulation*

The LPMBC Advisory Board (currently the Transition Team), may consist of, but not be limited to, the Chairperson of the Board of Directors , the Chairperson of Deacons, the Team Leader for Family Ministries, The Team Leader for Christian Education, and the Team Leaders from each Trustee Standing Committee. Members of the LPMBC Advisory Board/Transition Team will serve as the Succession Planning Committee and will use the following process for Succession Planning. 

 

1.         Appoint a Succession Planning Team Coordinator and Leader

 

2.         Identify nominees for subcommittee leader for the following subcommittees of the Succession Planning Committee (one name per subcommittee; the selected leader will solicit co-leads).  

a)         Administrative – Provide direct support from the Standing Committees for People Organizational Development, Policy & Procedures, and Finance

b)         Celebration – Celebration of the Current Pastor’s Retirement and Installment of the New Pastor

c)         Communication - Media and Communication Support and Advice for Town Hall, Website, and Other Communication Opportunities.  

d)         Community - Third-Party interface to assure LPMBC Community presence throughout the process.  

e)         Theological - Theological expertise (e.g., Calvinism Vs. Arminianism) to assess candidates and their alignment to our Vision, Mission, What We Believe, Articles of Faith, etc.  

f)           Search Team - Assess and Interview candidates to review with the LPMBC congregation.  

  

 

 

B. Succession Planning Sub-Committee

Except as otherwise provided in these Bylaws, sub-committee members must be the following criteria:

1.         Must be at least 18 years of age when volunteering.

2.         Must be a member in good standing, as evidenced by current involvement in LPMBC sponsored church activities and feedback on supportive and collaborative contributions. A New Member of LPMBC can be assigned so long as the new member is familiar with their belief and Faith in Jesus Christ. In this example, the person may have joined by Christian Experience and immediately involved themselves in activities in the Ministry of LPMBC.

3.         May be a member of an underrepresented demographic group within LPMBC.

4.         Must demonstrate a positive influence and spirit.

5.         Must have demonstrated knowledge of the topic and purpose of the committee.

6.         Must possess a skill set and knowledge critical to the committee’s success.

Exclusions:

a)         Spouses should not serve on the same ad-hoc committee.

b)         Church Employees, Deacons Spouses and Trustee Spouses are excluded from consideration.

 

C. Subcommittee Duties and Responsibilities

1.         Each subcommittee should select a subcommittee lead and co-lead.

2.         Be prepared to present the scope and responsibilities of the committee.

3.         Ensure that the scope and responsibilities are aligned with the focus of the work of the strategic planning committee and focus group discussions (the areas of focus: Inclusion, culture, communication and relevance.)

 

D. Pastoral Search Process

1. Search Team Subcommittee

a.         The Succession Planning Committee may utilize internal resources and/or an Executive Search Firm to serve as the Search Team subcommittee.

b.         The Search Team shall consist of no more than twenty and no less than 9 members.

c.         There should be a minimum of four search team members from the Board of Directors, a minimum of three members from the Deacon Board and a minimum of two lay members (not on the BOD or Deacon Board). The non-Deacon/Board members shall be individuals recommended by the Church Members, approved by the Board of Directors, and elected by the Church Members at a duly called meeting. 

d.         The Search Team shall appoint a Chairperson from among their number and shall proceed with as little delay as possible.

e.         The team shall seek out a suitable Pastor, and its recommendation shall constitute a nomination.

f.            The committee shall bring to the Church only one person at a time for their consideration/vote. 

 

2. Voting Process  

 

 The actual voting process will be similar to the current U.S. elections process:  

1)         The date and time of the election shall be duly noticed in accordance with these Bylaws.

2)     Members who are eligible to vote must present a photo ID to check in and receive their individual identifier

3)     Sign off and date confirmation before voting  

4)     Vote for or against the candidate using only the official ballot provided. 

5)     Ballots will be submitted.

6)    The percentage required for the candidate to be elected as Pastor will be 67 percent of those eligible Church Members that cast a vote.

 

The group of individuals responsible for communicating the voting results shall be: 

1.         Chair of the Search Team 

2.         Chair of the Board of Directors 

3.         Chair of the Deacon Board 

 

This group of individuals will also be responsible for informing the candidate of the voting results as soon as possible. A Pastor, upon election, shall serve for an indefinite term until the sooner of his/her death, resignation, or removal.