| 2024.10.28_trba_bylaws_-_approved.pdf |
Preamble
The Tar River Baptist Association, Inc. is a fellowship of Baptist churches connected through geographical proximity and united by shared convictions and a common mission. Founded on Biblical principles, this body adopts the following bylaws to govern its activities and guide its mission to strengthen the spiritual vitality and impact of its member churches.
Article I. Name
The name of this body shall be the Tar River Baptist Association, Inc., herein referred to as Association.
Article II. Purpose and Mission
The purpose of the Tar River Baptist Association, Inc. is to foster a collaborative network of Baptist churches in the Tar River region, committed to advancing the Kingdom of Jesus Christ. In alignment with Biblical principles, the Association will focus on three priorities to support God’s church to fulfill her mission: Church Health, Outreach, and Pastoral Investment.
Article III. Membership
Section 1. Voting and Nonvoting members.
There shall be two (2) classes of membership in the Association: voting and nonvoting. The nonvoting membership shall be composed of all the active members of the churches joined with the Association. Voting members of the Association shall be known as Messengers and shall be elected annually by each of the individual churches of the Association. Each church is entitled to five (5) Messengers, which shall include at least one (1) pastor/interim pastor and up to four (4) active members.
Section 2. Criteria for Membership.
All member churches of the Association as of the adoption of these bylaws shall continue as members of the Association. Churches seeking affiliation with the Association must request affiliation in writing. The written request must affirm a faith and practice that closely identifies with the Statement of Faith adopted by the Association. Upon a majority vote of the Board of Directors of the Association, the church will be admitted into watchcare membership. Upon completion of a one-year term of watchcare membership, the petitioning church shall be admitted into the Association by a majority vote of voting members at a regularly called meeting of the Association.
Section 3. Responsibilities of Membership.
Members of the Association shall have three requirements to remain members of the Association:
Members of the Association are not required to, but are expected to:
Section 4. Withdrawal / Removal of Membership.
Member churches may withdraw from the Association by notifying the Directors of the withdrawal in writing. Member churches which have not met the three requirements in Section 3 for two (2) consecutive years will be brought before the Association by the Directors for removal from the Association and member churches may be removed by a majority vote at a regularly called meeting of the Association.
Article IV. Meetings
Section 1. Regular Meetings.
The Association shall have two regular meetings which shall be on the fourth Monday of October and on the fourth Monday of April at 6:30 p.m. The location of the next meeting shall be announced at the regular meeting.
Section 2. Special Called Meetings.
The Board of Directors may call a special called meeting with thirty (30) days written notice to the pastor/interim pastor of each member church with the purpose, time, and place of the meeting.
Section 3. Quorum.
Messengers representing 20% of the churches of the Association shall constitute a quorum at all meetings of the Association.
Section 4. Procedures.
The meetings of the Association shall be governed by Biblical principles and conducted in accordance with Robert's Rules of Order. Unless otherwise specified in these bylaws, all decisions shall be by a majority vote.
Section 5. Notice.
Notices for all meetings, changes to regular meeting or special called meetings, may be made by announcement at a regular meeting or may be made by electronic communication.
Article V. Governance Structure
Section 1. General Structure.
The Association shall have no authority to infringe upon the sovereignty of the member churches. The member churches, through the leading of the Holy Spirit and the governing structure herein, are responsible for the work of the Association. To fulfill this responsibility, the member churches, through their voting members, shall select a team of five (5) people to oversee the strategic planning, finances, policies and procedures, and the overall mission of Tar River Baptist Association. This team will be called the Board of Directors. The Board will serve as the officers of the Association. The Associational Mission Strategist (AMS) will report directly to and be accountable to the Board of Directors. The AMS will be responsible for the day-to-day implementation of the mission of the Association.
Section 2. Selection and Term of the Board of Directors.
A. The Initial Board of Directors. At the meeting when these bylaws are adopted, the voting members of the Association shall select five people to serve on the Board of Directors. The initial Board members shall begin rotating off of the Board and new Board members shall be elected in staggered terms on the following schedule beginning the first year after the initial Board is elected:
Year one, two (2) Directors shall rotate off;
Year two, two (2) Directors shall rotate off; and
Year three, one (1) Director shall rotate off.
B. Subsequent Board of Directors. New Board members will be elected by the members at the October meeting each year. The terms of new Board members will begin on January 1 after the October meeting. The new board members will each serve for three (3) years. Voting members will select the Board members for vacant positions at the October Meeting each year. Board members must take one year off in between terms. In the event that a vacancy occurs on the Board, the Board shall have the authority to appoint an interim Board member until the October meeting. At the October meeting, the voting members shall vote to fill the vacant position for the remainder of the vacant position’s term. Member churches may provide nominations for the Board to the Board of Directors no less than 30 days before the October Meeting for all vacant positions. The current Board of Directors shall evaluate the nominations to confirm the following criteria for service on the Board:
The Board shall present the nominees that meet the above criteria to the churches for voting. Those nominees receiving the most votes shall fill the vacant positions.
Section 3. Role and Responsibility of the Board of Directors.
The Board of Directors as a team shall have the
following responsibilities:
A. The Board provides oversight and ensures accountability of the Association’s activities to the member churches.
B. The Board is responsible for setting the organization's strategic direction and creating policies which are consistent with these bylaws.
C. The Board oversees the financial health of the organization, presents the budget for approval, and sets financial policies of the Association.
D. The Board is responsible for conducting the search for the AMS, evaluating candidates, and selecting the most suitable individual for the position to be presented to the Association for affirmation.
E. The Board is responsible for regularly evaluating the AMS's performance against the Board’s agreed-upon objectives and metrics.
F. If the AMS is not meeting performance expectations or if there are other significant issues, the Board has the authority to dismiss the AMS. This decision is made after careful consideration, a thorough review of performance, and an attempt to address any issues through feedback and support. However, the Board can decide to terminate the AMS's service to protect the interests of the organization and ensure effective leadership.
G. The Board shall have the final decision on the hiring or termination of any staff member.
Section 4. Board of Directors as Officers of the Association.
The Directors shall serve as the corporate officers of the Association, which will be Moderator, Vice-Moderator, Treasurer, Assistant Treasurer and Secretary. At their first meeting each calendar year, the Board members will select among themselves in which office they will serve. The following are the roles and responsibilities of each of the offices.
A. Moderator: The Moderator will serve as the chairperson of the Board of Directors. The moderator shall preside over the meetings of the Board of Directors and the meetings of the Association. The Moderator shall appoint a parliamentarian for Associational meetings. The Moderator will serve as the primary liaison between the Board and the Associational Mission Strategist (AMS).
B. Vice-Moderator: The Vice-Moderator will serve as the vice-chairperson of the Board of Directors. In the absence of the Moderator, the Vice-Moderator shall preside over the meetings of the Board of Directors and the meetings of the Association.
C. Treasurer: The Treasurer will oversee and provide guidance on the Association's financial affairs, ensuring financial stability and compliance with legal requirements. The Treasurer will work closely with the Associational Mission Strategist (AMS) and the finance committee to prepare the annual budget. The Treasurer will help the Board understand the financial implications of its plans and decisions, ensuring that budgets align with strategic objectives. The Treasurer will work closely with the AMS and any Bookkeeper working with the Association to prepare for and facilitate any required financial reviews and ensure that financial records are accurately maintained and readily available for inspection.
D. Assistant Treasurer: The Assistant Treasurer will assist the Treasurer in the duties of the Treasurer, and in the absence of the Treasurer, the Assistant Treasurer shall fulfill the duties of the Treasurer.
E. Secretary: The Secretary shall serve as the clerk to the Board of Directors and the clerk to the Association.
The Secretary is responsible for preparing and distributing meeting agendas, recording meeting minutes, and ensuring that accurate records are kept of all board and committee meetings. This includes documenting discussions, decisions, and actions taken. The Secretary ensures that all official records and documents of the Association, such as bylaws, articles of incorporation, and historical records, are properly maintained and accessible.
Section 5. Meetings of the Board of Directors.
The Board of Directors shall meet at least quarterly on a schedule to be determined by the Board of Directors at their first meeting each calendar year. The Board may establish its own procedures for meetings, but all decisions of the Board shall be recorded by the Secretary and maintained as part of the Association’s records.
Section 6. Associational Mission Strategist.
The Associational Mission Strategist serves the Lord Jesus Christ in the role of AMS and shall report to the Board of Directors. The AMS will be responsible to follow the Board’s direction, but in general the AMS has the following responsibilities:
A. Leadership: The AMS is responsible for implementing the association's mission, vision, and strategic objectives, aligning the Association's efforts with its mission.
B. Strategic Planning: The AMS plays a key role in developing and implementing strategic plans, working closely with the Board to set goals, identify opportunities for growth, and address challenges facing the Association.
C. Operational Management: The AMS oversees day-to-day operations, ensuring efficient management of the association's resources, staff, and programs. The AMS is responsible for operational planning, performance monitoring, and continuous improvement of processes.
D. Financial Management: While the board provides financial oversight, the AMS is responsible for managing the Association's budget, ensuring financial stability, and being accountable for financial decisions and resource allocation.
E. Member Church Engagement: The AMS serves as the primary liaison between the Board, member churches, and external partners. The AMS engages with stakeholders to build relationships, foster collaboration, and ensure the association remains responsive to the needs of its member churches.
F. Communication: The AMS articulates the association's mission, values, and achievements to various audiences, including member churches, donors, and the broader community.
Article VI. Committees
Section 1. Standing Committees.
The Association shall have four standing committees which represent the three priorities of the Association and a Finance Committee. The purpose of forming the committees is to bring together those who God has gifted and given a passion for these priorities in church life to work together in a way that will help churches connect with one another. These are the committees with their general directives:
A. Church Health: This committee will develop initiatives that will assist member churches to work together for church vitality. This includes churches helping churches to identify their plan for discipling their people and reaching their community with the message of Jesus Christ; and bringing together churches who are willing to cooperate to revitalize and replant churches so that Jesus will be proclaimed and glorified and the Kingdom of God will be strengthened.
B. Outreach: This committee will develop initiatives that assist member churches to share ideas and resources and work together so that they can reach their communities and the world for Jesus. This includes cooperative mission trips to one another’s communities and the world.
C. Pastoral Investment: This committee will develop initiatives that will cultivate and support pastors through opportunities for pastors to grow in their faith, connect with one another in meaningful ways, and share ideas and resources that will help them and their families as they minister to God’s people.
D. Finance: This committee will work closely with the AMS, Bookkeeper, Treasurer and Assistant Treasurer to monitor and plan the Association’s finances. The Treasurer shall serve as Chairperson of this committee. This committee will collaborate with the Treasurer and Assistant Treasurer to propose a budget for the Board of Directors to review and present to the Association for approval. They will also collaborate to cultivate and improve resources for the Association to support the initiatives of the Association.
Section 2. Committee Members.
The AMS shall be a member of each standing committee. The number of committee members for each committee shall be set by the Board of Directors. Member churches may provide recommendations for committee members to the Board of Directors throughout the year, but no later than 30 days before the October meeting for the following year. The Board of Directors will nominate members of each committee and present the committee members at the October meeting each year for a vote affirmation by the Association. The Board may provisionally appoint committee members if the need arises before the October meeting.
Section 3. Term of Service.
Committee members shall serve for one calendar year beginning on January 1 after the October meeting. Committee members may serve consecutive terms.
Section 4. Meetings of Committees.
Each committee shall meet at least once each quarter on a schedule to be determined by the committee at their first meeting each calendar year. Each committee may establish its own procedures for meetings, but all decisions of the committee shall be recorded and provided to the Secretary to the Board of Directors to be maintained as part of the Association’s records.
Section 5. Implementation of committee recommendations.
The AMS will present the recommended initiatives of the committees to the Board of Directors, and upon approval of the Board, the AMS will collaborate with the committee to implement the initiatives approved.
Section 6. Additional Committees.
The Board of Directors may form additional temporary committees as needed.
Article VII. Financial Management
The Association's finances shall be managed in accordance with generally accepted accounting principles (GAAP) and standard bookkeeping practices. All financial records shall be maintained accurately and systematically to reflect the true financial position of the association. The Treasurer, or the Treasurer’s designee, shall ensure that all transactions are recorded in a timely manner and that financial reports are prepared in accordance with these standards. The association shall also adhere to all applicable laws and regulations governing nonprofit financial management. The following provisions are to ensure transparency, accountability, and responsible financial management within the Association:
Section 1. Handling of Funds:
A. All funds received by the Association shall be deposited in a timely manner into the official bank accounts designated by the Board of Directors. The Board of Directors shall designate signatory authority for all bank accounts of the Association.
B. The Treasurer, or a designated officer, shall be responsible for maintaining accurate records of all financial transactions.
C. All expenditures must be approved in accordance with the Association's financial policies, including obtaining proper authorization for any disbursements.
Section 2. Budgeting:
A. The Finance Committee shall prepare an annual budget detailing expected income and expenditures for the upcoming fiscal year.
B. The proposed budget shall be reviewed and approved by the Board of Directors before being presented to the Association's membership for final approval.
C. Any significant deviations from the approved budget during the fiscal year must be reported to the Board of Directors and may require Board approval.
Section 3. Financial Reporting:
A. The Treasurer, or the Treasurer’s designee, shall provide regular financial reports to the Board of Directors, at least on a quarterly basis, detailing the Association's financial status.
B. These reports shall include a balance sheet, income statement, and a summary of budget performance.
C. An annual financial report shall be presented to the Association's membership at the annual meeting, summarizing the financial activities and status of the association for the past fiscal year.
Section 4. Financial Review:
A. The Association shall conduct an independent financial review at times determined by the Board of Directors, to ensure the accuracy and integrity of its financial records.
B. The review shall be conducted by a qualified individual or firm, independent of the Association's financial operations.
C. The results of the review, along with any recommendations, shall be presented to the Board of Directors and made available to the Association's membership.
Section 5. Conflict of Interest and Financial Controls:
A. The Association shall implement a conflict-of-interest policy and internal financial controls, including procedures for cash handling, expense approval, and financial reporting, to safeguard its assets and ensure financial accountability.
B. All individuals involved in financial decisions shall adhere to the internal financial controls and conflict-of-interest policy to prevent any potential conflicts from influencing their decisions.
Article VIII. Policy and Procedures
The Board of Directors shall establish policies and procedures for the Association that are consistent with these bylaws.
Article IX. Amendments
These bylaws may be amended during any regular meeting or a special called meeting for that expressed purpose by a vote of two-thirds of the Messengers present. Any proposed amendment(s) shall be made available to all churches at least thirty (30) days prior to the date of the Association’s meeting.
X. Dissolution
Upon the dissolution of the Tar River Baptist Association, Inc., the Board of Directors shall, after paying or making provision for the payment of all liabilities of the association, distribute all remaining assets exclusively for the purposes of the association in a manner that aligns with its tax-exempt status under section 501(c)(3) of the Internal Revenue Code, or the corresponding section of any future federal tax code. The remaining assets shall be distributed to one or more Baptist organizations or other nonprofit organizations that are organized and operated exclusively for religious, charitable, or educational purposes and that qualify as tax-exempt under section 501(c)(3) of the Internal Revenue Code. If no such organizations are identified, the assets shall be disposed of by a court of competent jurisdiction in the county in which the principal office of the association is then located, exclusively for such purposes or to such organizations as the court shall determine.
XI. Adoption and Ratification
These Bylaws of the Tar River Baptist Association, Inc. were duly adopted and ratified by the Association's membership on October 28th, 2024, following a vote by a quorum of the Messengers present at a duly called meeting. These bylaws supersede and replace any and all previous versions of the bylaws and serve as the official governing document of the Association from the date of adoption. Any amendments to these bylaws must be made in accordance with the procedures outlined herein.
The Tar River Baptist Association, Inc. is a fellowship of Baptist churches connected through geographical proximity and united by shared convictions and a common mission. Founded on Biblical principles, this body adopts the following bylaws to govern its activities and guide its mission to strengthen the spiritual vitality and impact of its member churches.
Article I. Name
The name of this body shall be the Tar River Baptist Association, Inc., herein referred to as Association.
Article II. Purpose and Mission
The purpose of the Tar River Baptist Association, Inc. is to foster a collaborative network of Baptist churches in the Tar River region, committed to advancing the Kingdom of Jesus Christ. In alignment with Biblical principles, the Association will focus on three priorities to support God’s church to fulfill her mission: Church Health, Outreach, and Pastoral Investment.
- Church Health: to support and strengthen the spiritual and organizational vitality of member churches through resources, training, and mutual encouragement. The goal is to see churches making Jesus Christ preeminent and characterized by doctrinal fidelity; kingdom focus; healthy relationships with other churches; and a willingness to cooperate for revitalization and church planting.
- Outreach: to equip and empower member churches to effectively reach their communities with the Gospel of Jesus Christ, through evangelism, service, and community engagement. The goal is to help churches demonstrate gospel-focus, community engagement, hospitality, and relevance to their communities.
- Pastoral Investment: to promote the well-being and development of pastors, providing opportunities for personal and professional growth, mentorship, and mutual support. The goal is to encourage, support, and equip pastors for the mission of Jesus Christ in their communities.
Article III. Membership
Section 1. Voting and Nonvoting members.
There shall be two (2) classes of membership in the Association: voting and nonvoting. The nonvoting membership shall be composed of all the active members of the churches joined with the Association. Voting members of the Association shall be known as Messengers and shall be elected annually by each of the individual churches of the Association. Each church is entitled to five (5) Messengers, which shall include at least one (1) pastor/interim pastor and up to four (4) active members.
Section 2. Criteria for Membership.
All member churches of the Association as of the adoption of these bylaws shall continue as members of the Association. Churches seeking affiliation with the Association must request affiliation in writing. The written request must affirm a faith and practice that closely identifies with the Statement of Faith adopted by the Association. Upon a majority vote of the Board of Directors of the Association, the church will be admitted into watchcare membership. Upon completion of a one-year term of watchcare membership, the petitioning church shall be admitted into the Association by a majority vote of voting members at a regularly called meeting of the Association.
Section 3. Responsibilities of Membership.
Members of the Association shall have three requirements to remain members of the Association:
- Maintain a faith and practice that closely identifies with the Statement of Faith adopted by the Association.
- Give financial support to the Association at least once a year.
- Send messengers to at least one meeting per calendar year.
Members of the Association are not required to, but are expected to:
- Complete the Annual Church Profile each year which will help the association fulfill its mission.
- Cooperate and support other member churches in the Association as the Lord leads.
Section 4. Withdrawal / Removal of Membership.
Member churches may withdraw from the Association by notifying the Directors of the withdrawal in writing. Member churches which have not met the three requirements in Section 3 for two (2) consecutive years will be brought before the Association by the Directors for removal from the Association and member churches may be removed by a majority vote at a regularly called meeting of the Association.
Article IV. Meetings
Section 1. Regular Meetings.
The Association shall have two regular meetings which shall be on the fourth Monday of October and on the fourth Monday of April at 6:30 p.m. The location of the next meeting shall be announced at the regular meeting.
Section 2. Special Called Meetings.
The Board of Directors may call a special called meeting with thirty (30) days written notice to the pastor/interim pastor of each member church with the purpose, time, and place of the meeting.
Section 3. Quorum.
Messengers representing 20% of the churches of the Association shall constitute a quorum at all meetings of the Association.
Section 4. Procedures.
The meetings of the Association shall be governed by Biblical principles and conducted in accordance with Robert's Rules of Order. Unless otherwise specified in these bylaws, all decisions shall be by a majority vote.
Section 5. Notice.
Notices for all meetings, changes to regular meeting or special called meetings, may be made by announcement at a regular meeting or may be made by electronic communication.
Article V. Governance Structure
Section 1. General Structure.
The Association shall have no authority to infringe upon the sovereignty of the member churches. The member churches, through the leading of the Holy Spirit and the governing structure herein, are responsible for the work of the Association. To fulfill this responsibility, the member churches, through their voting members, shall select a team of five (5) people to oversee the strategic planning, finances, policies and procedures, and the overall mission of Tar River Baptist Association. This team will be called the Board of Directors. The Board will serve as the officers of the Association. The Associational Mission Strategist (AMS) will report directly to and be accountable to the Board of Directors. The AMS will be responsible for the day-to-day implementation of the mission of the Association.
Section 2. Selection and Term of the Board of Directors.
A. The Initial Board of Directors. At the meeting when these bylaws are adopted, the voting members of the Association shall select five people to serve on the Board of Directors. The initial Board members shall begin rotating off of the Board and new Board members shall be elected in staggered terms on the following schedule beginning the first year after the initial Board is elected:
Year one, two (2) Directors shall rotate off;
Year two, two (2) Directors shall rotate off; and
Year three, one (1) Director shall rotate off.
B. Subsequent Board of Directors. New Board members will be elected by the members at the October meeting each year. The terms of new Board members will begin on January 1 after the October meeting. The new board members will each serve for three (3) years. Voting members will select the Board members for vacant positions at the October Meeting each year. Board members must take one year off in between terms. In the event that a vacancy occurs on the Board, the Board shall have the authority to appoint an interim Board member until the October meeting. At the October meeting, the voting members shall vote to fill the vacant position for the remainder of the vacant position’s term. Member churches may provide nominations for the Board to the Board of Directors no less than 30 days before the October Meeting for all vacant positions. The current Board of Directors shall evaluate the nominations to confirm the following criteria for service on the Board:
- Personally affirm the Association Statement of Faith.
- An established member in good standing with an affiliate church.
- Embodies Godly leadership.
The Board shall present the nominees that meet the above criteria to the churches for voting. Those nominees receiving the most votes shall fill the vacant positions.
Section 3. Role and Responsibility of the Board of Directors.
The Board of Directors as a team shall have the
following responsibilities:
A. The Board provides oversight and ensures accountability of the Association’s activities to the member churches.
B. The Board is responsible for setting the organization's strategic direction and creating policies which are consistent with these bylaws.
C. The Board oversees the financial health of the organization, presents the budget for approval, and sets financial policies of the Association.
D. The Board is responsible for conducting the search for the AMS, evaluating candidates, and selecting the most suitable individual for the position to be presented to the Association for affirmation.
E. The Board is responsible for regularly evaluating the AMS's performance against the Board’s agreed-upon objectives and metrics.
F. If the AMS is not meeting performance expectations or if there are other significant issues, the Board has the authority to dismiss the AMS. This decision is made after careful consideration, a thorough review of performance, and an attempt to address any issues through feedback and support. However, the Board can decide to terminate the AMS's service to protect the interests of the organization and ensure effective leadership.
G. The Board shall have the final decision on the hiring or termination of any staff member.
Section 4. Board of Directors as Officers of the Association.
The Directors shall serve as the corporate officers of the Association, which will be Moderator, Vice-Moderator, Treasurer, Assistant Treasurer and Secretary. At their first meeting each calendar year, the Board members will select among themselves in which office they will serve. The following are the roles and responsibilities of each of the offices.
A. Moderator: The Moderator will serve as the chairperson of the Board of Directors. The moderator shall preside over the meetings of the Board of Directors and the meetings of the Association. The Moderator shall appoint a parliamentarian for Associational meetings. The Moderator will serve as the primary liaison between the Board and the Associational Mission Strategist (AMS).
B. Vice-Moderator: The Vice-Moderator will serve as the vice-chairperson of the Board of Directors. In the absence of the Moderator, the Vice-Moderator shall preside over the meetings of the Board of Directors and the meetings of the Association.
C. Treasurer: The Treasurer will oversee and provide guidance on the Association's financial affairs, ensuring financial stability and compliance with legal requirements. The Treasurer will work closely with the Associational Mission Strategist (AMS) and the finance committee to prepare the annual budget. The Treasurer will help the Board understand the financial implications of its plans and decisions, ensuring that budgets align with strategic objectives. The Treasurer will work closely with the AMS and any Bookkeeper working with the Association to prepare for and facilitate any required financial reviews and ensure that financial records are accurately maintained and readily available for inspection.
D. Assistant Treasurer: The Assistant Treasurer will assist the Treasurer in the duties of the Treasurer, and in the absence of the Treasurer, the Assistant Treasurer shall fulfill the duties of the Treasurer.
E. Secretary: The Secretary shall serve as the clerk to the Board of Directors and the clerk to the Association.
The Secretary is responsible for preparing and distributing meeting agendas, recording meeting minutes, and ensuring that accurate records are kept of all board and committee meetings. This includes documenting discussions, decisions, and actions taken. The Secretary ensures that all official records and documents of the Association, such as bylaws, articles of incorporation, and historical records, are properly maintained and accessible.
Section 5. Meetings of the Board of Directors.
The Board of Directors shall meet at least quarterly on a schedule to be determined by the Board of Directors at their first meeting each calendar year. The Board may establish its own procedures for meetings, but all decisions of the Board shall be recorded by the Secretary and maintained as part of the Association’s records.
Section 6. Associational Mission Strategist.
The Associational Mission Strategist serves the Lord Jesus Christ in the role of AMS and shall report to the Board of Directors. The AMS will be responsible to follow the Board’s direction, but in general the AMS has the following responsibilities:
A. Leadership: The AMS is responsible for implementing the association's mission, vision, and strategic objectives, aligning the Association's efforts with its mission.
B. Strategic Planning: The AMS plays a key role in developing and implementing strategic plans, working closely with the Board to set goals, identify opportunities for growth, and address challenges facing the Association.
C. Operational Management: The AMS oversees day-to-day operations, ensuring efficient management of the association's resources, staff, and programs. The AMS is responsible for operational planning, performance monitoring, and continuous improvement of processes.
D. Financial Management: While the board provides financial oversight, the AMS is responsible for managing the Association's budget, ensuring financial stability, and being accountable for financial decisions and resource allocation.
E. Member Church Engagement: The AMS serves as the primary liaison between the Board, member churches, and external partners. The AMS engages with stakeholders to build relationships, foster collaboration, and ensure the association remains responsive to the needs of its member churches.
F. Communication: The AMS articulates the association's mission, values, and achievements to various audiences, including member churches, donors, and the broader community.
Article VI. Committees
Section 1. Standing Committees.
The Association shall have four standing committees which represent the three priorities of the Association and a Finance Committee. The purpose of forming the committees is to bring together those who God has gifted and given a passion for these priorities in church life to work together in a way that will help churches connect with one another. These are the committees with their general directives:
A. Church Health: This committee will develop initiatives that will assist member churches to work together for church vitality. This includes churches helping churches to identify their plan for discipling their people and reaching their community with the message of Jesus Christ; and bringing together churches who are willing to cooperate to revitalize and replant churches so that Jesus will be proclaimed and glorified and the Kingdom of God will be strengthened.
B. Outreach: This committee will develop initiatives that assist member churches to share ideas and resources and work together so that they can reach their communities and the world for Jesus. This includes cooperative mission trips to one another’s communities and the world.
C. Pastoral Investment: This committee will develop initiatives that will cultivate and support pastors through opportunities for pastors to grow in their faith, connect with one another in meaningful ways, and share ideas and resources that will help them and their families as they minister to God’s people.
D. Finance: This committee will work closely with the AMS, Bookkeeper, Treasurer and Assistant Treasurer to monitor and plan the Association’s finances. The Treasurer shall serve as Chairperson of this committee. This committee will collaborate with the Treasurer and Assistant Treasurer to propose a budget for the Board of Directors to review and present to the Association for approval. They will also collaborate to cultivate and improve resources for the Association to support the initiatives of the Association.
Section 2. Committee Members.
The AMS shall be a member of each standing committee. The number of committee members for each committee shall be set by the Board of Directors. Member churches may provide recommendations for committee members to the Board of Directors throughout the year, but no later than 30 days before the October meeting for the following year. The Board of Directors will nominate members of each committee and present the committee members at the October meeting each year for a vote affirmation by the Association. The Board may provisionally appoint committee members if the need arises before the October meeting.
Section 3. Term of Service.
Committee members shall serve for one calendar year beginning on January 1 after the October meeting. Committee members may serve consecutive terms.
Section 4. Meetings of Committees.
Each committee shall meet at least once each quarter on a schedule to be determined by the committee at their first meeting each calendar year. Each committee may establish its own procedures for meetings, but all decisions of the committee shall be recorded and provided to the Secretary to the Board of Directors to be maintained as part of the Association’s records.
Section 5. Implementation of committee recommendations.
The AMS will present the recommended initiatives of the committees to the Board of Directors, and upon approval of the Board, the AMS will collaborate with the committee to implement the initiatives approved.
Section 6. Additional Committees.
The Board of Directors may form additional temporary committees as needed.
Article VII. Financial Management
The Association's finances shall be managed in accordance with generally accepted accounting principles (GAAP) and standard bookkeeping practices. All financial records shall be maintained accurately and systematically to reflect the true financial position of the association. The Treasurer, or the Treasurer’s designee, shall ensure that all transactions are recorded in a timely manner and that financial reports are prepared in accordance with these standards. The association shall also adhere to all applicable laws and regulations governing nonprofit financial management. The following provisions are to ensure transparency, accountability, and responsible financial management within the Association:
Section 1. Handling of Funds:
A. All funds received by the Association shall be deposited in a timely manner into the official bank accounts designated by the Board of Directors. The Board of Directors shall designate signatory authority for all bank accounts of the Association.
B. The Treasurer, or a designated officer, shall be responsible for maintaining accurate records of all financial transactions.
C. All expenditures must be approved in accordance with the Association's financial policies, including obtaining proper authorization for any disbursements.
Section 2. Budgeting:
A. The Finance Committee shall prepare an annual budget detailing expected income and expenditures for the upcoming fiscal year.
B. The proposed budget shall be reviewed and approved by the Board of Directors before being presented to the Association's membership for final approval.
C. Any significant deviations from the approved budget during the fiscal year must be reported to the Board of Directors and may require Board approval.
Section 3. Financial Reporting:
A. The Treasurer, or the Treasurer’s designee, shall provide regular financial reports to the Board of Directors, at least on a quarterly basis, detailing the Association's financial status.
B. These reports shall include a balance sheet, income statement, and a summary of budget performance.
C. An annual financial report shall be presented to the Association's membership at the annual meeting, summarizing the financial activities and status of the association for the past fiscal year.
Section 4. Financial Review:
A. The Association shall conduct an independent financial review at times determined by the Board of Directors, to ensure the accuracy and integrity of its financial records.
B. The review shall be conducted by a qualified individual or firm, independent of the Association's financial operations.
C. The results of the review, along with any recommendations, shall be presented to the Board of Directors and made available to the Association's membership.
Section 5. Conflict of Interest and Financial Controls:
A. The Association shall implement a conflict-of-interest policy and internal financial controls, including procedures for cash handling, expense approval, and financial reporting, to safeguard its assets and ensure financial accountability.
B. All individuals involved in financial decisions shall adhere to the internal financial controls and conflict-of-interest policy to prevent any potential conflicts from influencing their decisions.
Article VIII. Policy and Procedures
The Board of Directors shall establish policies and procedures for the Association that are consistent with these bylaws.
Article IX. Amendments
These bylaws may be amended during any regular meeting or a special called meeting for that expressed purpose by a vote of two-thirds of the Messengers present. Any proposed amendment(s) shall be made available to all churches at least thirty (30) days prior to the date of the Association’s meeting.
X. Dissolution
Upon the dissolution of the Tar River Baptist Association, Inc., the Board of Directors shall, after paying or making provision for the payment of all liabilities of the association, distribute all remaining assets exclusively for the purposes of the association in a manner that aligns with its tax-exempt status under section 501(c)(3) of the Internal Revenue Code, or the corresponding section of any future federal tax code. The remaining assets shall be distributed to one or more Baptist organizations or other nonprofit organizations that are organized and operated exclusively for religious, charitable, or educational purposes and that qualify as tax-exempt under section 501(c)(3) of the Internal Revenue Code. If no such organizations are identified, the assets shall be disposed of by a court of competent jurisdiction in the county in which the principal office of the association is then located, exclusively for such purposes or to such organizations as the court shall determine.
XI. Adoption and Ratification
These Bylaws of the Tar River Baptist Association, Inc. were duly adopted and ratified by the Association's membership on October 28th, 2024, following a vote by a quorum of the Messengers present at a duly called meeting. These bylaws supersede and replace any and all previous versions of the bylaws and serve as the official governing document of the Association from the date of adoption. Any amendments to these bylaws must be made in accordance with the procedures outlined herein.