Pacific Palisades Presbyterian Church
Session Committee Membership
2012

The elders who sit on each individual Committee will be appointed by the Session and such Committee will be finalized at the Session retreat. All Committees are urged to expand their memberships by asking members of the congregation to serve. Congregational Committee members will be assigned by the pastors as well. Invite newer members to be become part of this procedure. Committee membership is one of the best ways to involve people in the decision‐making process of our church.

All Standing Session Committees are re‐formed at the beginning of each new Session year. No committee member is automatically carried over from a previous year.

Committee Meetings

All committees meet at the church on the first Tuesday of the month (except July and August). This schedule allows all committee members to be together in one place and to confer with each other on matters of mutual interest.

Committee Reports

Each Session Committee is asked to present written reports as it sees fit and in a timely manner. The Clerk of Session must receive reports by the Tuesday preceding the next session meeting so the Clerk can collate and send session reports to all Elders before the monthly meeting.

The Annual Report  committee reports should be sent to the Church Administrative Assistant by January 10 of each year.

Committee Budgets

Each Committee is asked to supervise its own budget and to clear expenditures through the normal financial routine of the Church Business Administrator. Personnel salary adjustments are to be cleared through the Personnel Committee and then Session. Reimbursement requests must be submitted with a check request form and signed by the appropriate chair.

Each Committee is to prepare its budget requests for the upcoming year by the first day of December. The Trustees and the Personnel Committee may meet to formulate the proposed budget for the coming year. That proposed budget is then submitted to the Session for approval and to the congregation for informational purposes.

Standing Session Committees

The following are standing Committees hereby recommended for constitution by the Session. Each will regularly report to Session.

Adult Christian Education – David Outcalt, Vidda Brough

Charter:

This committee develops and fosters a wide range of adult Christian education classes and activities while acting in the belief that a church grows through the biblical literacy and Christian fellowship of its members. Its responsibilities include oversight of all bible and group studies and the Christian campus.

Responsibilities:

• Interview new class instructors, review and approve curriculum

• Coordinate schedule of classes

• Make sure all classes and education activities are on the church calendar

• Coordinate and conduct new member classes

• Maintain library - not youth section; highlight library selections as appropriate

• Monitor budget for Christian Ed

• Coordinate publicity for events with Church Administrative Assistant

• Keep members informed of changes via Bulletin and email

• Invite new members to classes and/or to serve on committees

Which Committees You Oversee:

(Each committee is responsible for recruiting their members and keeping your committee informed of their activities/events)

• All bible and study groups

• Any new bible study group formed should be vetted by this committee

• Adult Ed classes

• New Member Classes

• Library

Session Approval Needed for:

• Communion served at any special function

• If additional funds are required for special class or honorariums

Buildings and Grounds Cynthia Block

Charter:

To oversee all PPPC facilities and work with Church Business Administrator and Facilities Manager and Assistant Manager to ensure maintenance of church facilities.

Responsibilities:

• Manses upkeep

: responsible for the upkeep and maintenance of the 2 manses.  Maintain a priority list of maintenance required for both homes; regular “walk through of the manses should be done on a yearly basis.

• Nursery school physical plant

: responsible for the physical plant for our nursery school.  Do an annual walk-through with Nursery School Director to see what needs to be done and to determine if Benny and Mario can handle it or whether we will have to contract the work out.

• Grounds

responsible for the maintenance and upkeep of the outside areas of both church properties.  This involves working with the gardener, arranging for trimming, tree removal, and parking lot maintenance.  The Church Business Administrator runs any requests for property use that are unusual through this committee.

• Church buildings

responsible for the maintenance and upkeep of all buildings on the church property. 

• Keep members informed of changes via Bulletin and email

• Monitor B&G budget

Session Approval Needed for:

• Major expenditures

Personnel Committee approval needed for:

• Changes to personnel

Fellowship/Fundraising – Linda Grant, Barbara Nathan, Cathy Nadel

Charter: 

This committee is charged with coordinating the church calendar and overseeing all church social events and functions, including Fallderol and Christmas Dinner.  Oversee all fundraising activities

Responsibilities:

• Select and organize social events that meet the needs of the congregation

• Make sure all activities are on the church calendar

• Monitor budget for Fellowship

• Coordinate publicity for events with Church Administrative Assistant

• Calendar all church events

• This committee would be responsible for all the fundraising events in the church and all fundraising events must be brought through this committee so everyone knows the events for the year.

• Keep members informed of changes via Bulletin and email

Which Committees You Oversee

(Each committee is responsible for recruiting their members and keeping your committee informed of their activities/events.)

• Lamplighters

• Beacons

Session Approval Needed for:

• Serving alcohol at an event

• Asking for one service

Finance/Stewardship – Cynthia Block, Chuck Larsen

Charter:

Create and oversee budget for the church.

Members:  

Nancy Takacs, Bob Sussin, Stephanie Hubsch, Eric Schaefer

Responsibilities:

• Meet second Tuesday of month to review most recent financial information before session meeting on the Third Tuesday

• Create and monitor the budget, review/audit monthly financial statements

• Oversee financial procedures i.e. check requests and signing as well as any other procedures,

• Arrange for outside audits as needed,

• Coordinate with personnel on salaries, etc.  

Session Approval Needed for:

• changes to the approved budget

Mission/Outreach – Clay Mitchell, Stephanie Mass

Charter:
To give our tithes ad offerings to faith-based organizations and to serve where we see the need.

Responsibilities:

• Encourage congregation to become involved in mission participation

• Make sure all activities are on the church calendar

• Monitor budget for Mission Committee

• Keep members informed of changes via Bulletin and email

Which Committees You Oversee

• Crop Walk

• Habitat for Humanity

• Thanksgiving Food baskets

• Teen Challenge

Session Approval Needed for:

• Expenditures outside/over budget

Personnel Committee – Dreama Hsu, Tom Keene

Charter: 

Provide the framework for a work environment conducive to PPPC's Christian mission.  Ensure that policies and practices are consistent with all applicable laws and the Christian values we hold. 

Membership:

Shall be made up of one or two sitting elders and two or three ordained elders from the congregation.  Pastor serves ex-officio.  The chair/co-chair is appointed by Session and other members are selected by the chair(s).

Report:

Personnel committee works in a role delegated by the Session and using discretion as to when to exclude personal or sensitive information will provide minutes to Session.

Meetings:

Should be held as needed, when called by the Chair, a Pastor, or Session and at least monthly.  The agenda for each meeting shall be set by the chairperson and the pastor jointly. No meeting will take place without the pastor present, unless the pastor is notified and informed of all agenda.

Responsibilities:

• Act as a personnel support group for the pastor and other members of the staff.

• Confer with the pastor on any important personnel issues of concern.

• Develop and periodically review and update all personnel and employment policies and personnel forms, subject to approval by Session.

• Review and approve job descriptions with Head of Staff (HOS) and/or supervisors.  Authorize and maintain formatting and final documents.

• Handle, on behalf of Session, the personnel related issues which may directly affect the HOS’s  own position at PPPC. This includes items such as clarifying Policies and Procedures questions,  providing feedback from Session,  processing vacation requests, study leave requests, medical requests, etc.  Work with HOS and Session to provide for personnel support of the pastor in this role.  The Personnel Committee will prepare and deliver performance evaluation of HOS on behalf of Session.

• Review and authorize wording of written annual and periodic evaluations of staff with HOS and/or supervisor prior to delivery/discussion with employee.  Emergency disciplinary action may be handled directly with HOS in attendance with notification to Personnel Chair immediately following.

• Personnel committee members may participate in personnel evaluations as required.  At least one personnel member, along with supervisor(s), must attend and participate in remedial reviews and when disciplinary action is required.

• Conduct annual reviews of all staff compensation and benefits; develop recommendations and present to Session for approval.

• HOS or any staff member aware of improper or illegal conduct will notify Personnel.  Personnel, at its discretion, will handle or report to Session any improper conduct by staff members.  

• Ensure that all employment policies fully comply with Federal labor laws, State of California labor regulations, IRS regulations and other applicable laws.

• Manage, on behalf of Session, and work closely with Session on any disciplinary cases that may arise

• Monitor personnel files and notify HOS, and if necessary Session, of any issues.

• Interview candidates recommended by supervisors for any salaried positions.  May interview candidates for non-salaried positions upon request.

• Authorize all hiring, compensation and changes of compensation or other employment status before implementation and within Session guidelines. This includes any recurring position contracted under 1099 or employees.

• Authorize and attend all terminations.

• Receive and attend to written communications to PPPC Personnel Committee.  Report to Session using discretion and maintaining confidentiality where needed.

• Take meeting minutes as appropriate.  Policy decisions and understandings with employees should be well documented.  However, the Personnel Committee should use its best judgment when to exclude personal and sensitive information from the minutes.

Worship/Stewardship – Pam Douglas, Bob Sussin

Charter: 

This committee is designed to review and implement, with the pastor, any changes in our worship services, including the music programs. This committee maintains the Sanctuary and recruits and coordinates volunteers to serve as beadle, greeters, ushers, and audiovisual assistants. Along with Deacons, the Worship Committee is responsible for oversight of the serving of the Sacrament of Holy Communion.

Responsibilities:

• Maintain Sanctuary

• Oversee the Contemporary and Traditional services, reviewing on a regular basis and make recommendations for changes that may be needed

• Recruits and coordinates volunteers to serve as beadle and greeters sign-ups, ushers (handled by John Prough) and audiovisual assistants.

• Let office staff know who has been signed up

• Monitor budget for Worship

• Coordinate publicity for events with church office

• Keep members informed of changes via Bulletin and email

Which Committees You Oversee:

Stewardship:  This committee seeks to encourage Christian commitment and Biblical giving patterns within the congregation.

Session Approval Needed for:

• Dates that communion will be served if different from those already approved

• Any major changes in worship programs

Personnel Committee approval needed for:

• Any issues with hiring or terminating worship personnel for contemporary and traditional services (excluding the Sound Technician and soloists hired by the directors)

Youth – Lynn Anderson, Norbert Chung

Charter:

This committee is designed to oversee and continue the development of all of our church youth work, from Sunday school and infant care to our youth groups and their activities, retreats, and mission trips.

Responsibilities:

• Oversee youth groups and assist in programs

1. Mid-week (grades 1-5)
2. Church mice (3-kindergarten)
3. Junior High (grades 6-8)
4. Senior High (grades 9-12)
5. Oversee Vacation Bible School
6. Oversee and review Sunday School curriculum

• Plan, coordinate and obtain the food and supplies for recurring events such as pancake breakfasts, Halloween dinner, Las Posadas dinner, Easter basket-making dinner

• Assist with Vacation Bible School

• Assist with the annual rummage and jewelry sales

• Plan and carry out periodic Youth Fundraisers

• Coordinate Sunday School kick-off in the Fall and Youth Sunday in the Spring

• Provide Sponsors for the Confirmation Class

• Provide assistance, mainly in the food preparation and serving areas, for Mission Trips

• Plan and assist with periodic upgrades to the Youth room

• Nursery School

• Monitor budget for Youth Committee

• Make sure all youth activities are on the church calendar

• Coordinate publicity with Membership and Outreach committee

• Keep members informed of changes via Bulletin and email

Session Approval Needed for:

• Any modifications in asking for one service for Youth Sunday

Personnel Committee approval needed for:

• Hiring and terminating Youth Director

• Salaries for Youth Director and Interns?