FUNDAMENTALS OF

CHURCH SECRETARY
ADVENTIST IOBEIA
ooSEVENTHMODLA

Seventh-day
ADVENTIST
CHURCH
 FUNDAMENTALS OF
CHURCH SECRETARY

1. THE CHURCH BOARD AS A GOVERNING BODY

2. THE ROLE OF THE CHURCH BOARD
3. CHURCH BOARD MEMBERS
4. THE CHURCH SECRETARY
5. THE SECRETARY'S OFFICE

CHURCH
ADVENTIST
OF THE SEVENTH DAY
 ASD Governance Principles
System based on representation/constituents.
Authority rooted in God, distributed throughout the
structure.
Authority in groups—the Board system.
Shared administration, not presidential system.
Unity of entities based on mission, purpose, beliefs and
commitment to making collegial decisions.
The Integrity of each entity is recognized.
Interdependence—each is part of something greater; it does
not act without reference to the whole.
 Joint Diseases:
• 1. Agendasclerosis —wasting valuable use of meeting time on
nonproductive activities.
• 2. Dialogue Deficit Disorder —leads to irritability syndrome
between members.
• 3. Knowledgedystrophy —making decisions without enough
information.
• 4. Successionitis —failure to govern for the long term and
develop a succession plan.
• 5. Leadershippresbyopia (also missionmyopia) — lack of
short-term mission vision, blurred vision.

ADVENTIST
Effective use of time
Elements of board culture
Focused on strategic issues
Safety to speak
Good group dynamics
•
Govern not supervise
•
Overall picture/future outlookCommitment to excellence
Attitude Enthusiasm for the mission

Attention

Atmosphe
re
Excellenc
e
 Creating appropriate social dynamics
• Physical arrangements (seating, lighting, audio) of the
meeting place.
• Make the meeting room a safe place to talk.
• A virtuous cycle of respect, trust and cordiality.
• Minimal impact of political factions.
• A culture where it is openly recommended
dissent * (be careful not to confuse disagree with
disloyalty).
* Not adjusting to someone's feelings or
opinions.
I disagree with your opinion.

Seventh-day
ADVENTIST
CHURCH
 Creating appropriate social dynamics

• Deliberately develops/examines alternatives.

• Challenge highly regarded functions and assumptions.
• Give board members meaningful tasks that involve
accountability.
• Regular evaluation of group behavior.
The most important resource
of the church is TRUST
2. THE FUNCTION OF THE CHURCH
BOARD

Seventh-day
ADVENTIST
CHURCH
Composition and functions. Every church must have
a board of directors that exercises its responsibilities
and whose members have been elected during an
administrative meeting of the church. Its main task is
to have an active discipleship plan, which includes
the spiritual nourishment of the church, as well as
the task of programming and promoting
evangelization.

Among the responsibilities of the church board of directors are:

1. An active discipleship plan.
2. Evangelization in all its aspects.
3. Feed and spiritually instruct the brotherhood.
4. Safeguard doctrinal purity.
5. Defend Christian norms.
6. Recommend parishioner transfers.
7. Watch over the finances of the church.
8. Protect and care for church properties.

The great evangelical commission of Jesus, which calls us to make

disciples and which includes baptizing and teaching, is the
fundamental task of the church (Matt. 28: 18-20). Therefore, it is
also the fundamental function of the board of directors, which acts
 as the highest-ranking board of the local church. When the board of
directors devotes its primary interest and efforts to engaging
members in proclaiming the good news and making disciples, most
of the church's problems are alleviated or prevented, and a
powerful and positive influence on the spiritual life and the
development of the brotherhood.

Spiritual nutrition. Christ's love for his church needs to be manifested in the
church by the followers of the Lord. True discipleship involves not only
sharing biblical teachings (Matt. 28:20), but also a firm commitment to
unconditionally love our fellow believers. This was the core of the message
Christ imparted to his disciples when he faced the cross (John 15:9-13).
Christ's commandment applies to us: "That you love one another." The
powerful statement of Elena G. White's statement regarding that historic
scene remains vital for us: "This love is the evidence of his discipleship" (The
Desire of Ages, chap. 73, p. 647).
Therefore, one of the main functions of the church board is to ensure that
the fellowship is being instructed and guided.

Seventh-day
ADVENTIST
CHURCH

Discipleship. As the body of Christ, the purpose of the church is to

disciple members so that they continue in an active and fruitful
relationship with Christ and his church.
Discipleship is based on an ongoing, lifelong relationship with Jesus.
The believer commits to “abide in Christ” (see John 15:4) in order to
be equipped for productive discipleship, sharing Jesus with others
and leading other members to also be faithful disciples.
The church, individually and collectively, has the responsibility to
ensure that each member remains part of the body of Christ.

ADVENTIST
3. MEMBERS OF THE CHURCH BOARD

Seventh-day
ADVENTIST
CHURCH
Board members. The board of directors is elected by the
church members at the time of the regular election of officers
(see p. 64). In addition to the pastors, who are appointed by
the association, the local church must elect a representative
board of directors that includes the following leaders:
The president of the board of directors is the pastor appointed
by the association. If the pastor prefers not to serve in this role,
or if for some reason he cannot be present, he may ask an elder
to serve as chairman.
The church secretary is the secretary of the board of directors
and is responsible for writing the minutes of its meetings, as well
as presenting and preserving them.
 Board
— Elderly men and women members
—The director of deacons
—The director of deaconesses
—The treasurer
—The secretary
—The coordinator of interested parties
— The director of the Dorcas Society Adventist Community Services
—The coordinator of Adventist Men
—The director of the Adventist Youth Ministry
—The director of the Adventurers Club
—The leader of the Ambassadors Club
—The coordinator of the Bible School
—The director of Children's Ministries
— The church music coordinator
— The director of the Communication Department
— The secretary of education, the principal or head teacher of the church school
— The director of Family Ministries
—The director of Health Ministries
— The director of the Home and School Association
— The director of the Pathfinder Club
— The director and the secretary of Personal Ministries
— The director of the Ministry to Students in non-Adventist Universities
—The director of the Ministry of Publications
— The director of Religious Freedom
— The director or general director of the Sabbath School
— The director of Stewardship
— Director of Women's Ministries
— The leader of the Young Adults
In some cases, depending on the size of the congregation,
the board of directors may not include all of this list or
may add additional members. The pastor, appointed by
the association to take care of the church, is always a
member of the board.

Seventh-day
ADVENTIST
CHURCH
4. THE CHURCH SECRETARY
The correct functioning of the church depends largely on the
work of the secretary. Due to the important and specialized
functions of this position, it is advisable to appoint someone who
can be re-elected, in order to provide some continuity in the
maintenance of records and information.
Churches with large numbers of members may elect as many
associate secretaries as necessary. When the secretary cannot
attend an administrative meeting, he must ensure that one of
his assistants is present to take the minutes (see note 5, p. 184).

Seventh-day
ADVENTIST
CHURCH

No names are added or removed without approval by vote .

Except in the case of the death of a member, or when someone
requests in writing that his or her name be removed from the
membership roll, the secretary is not authorized to add or
remove names from the membership roll without the approval
by vote of the church, which You should always vote to add or
remove a name. When a member dies, the secretary will note
the date of death in the record book (see p. 46).
When a person requests in writing to the church board that his
or her name be removed from the membership roll, the
secretary will record the board's action (see p. 59).

Qualities of a good secretary

•
Trustworthy: The pastor, board, officers and the church can trust him.
•
Discreet: He keeps secret matters that way.
•
Consecrated: Complete dedication to the Lord and his church.
•
Integrity: Represents your church well at all times. Keeps principles high.
•
Responsible: Takes his responsibility seriously, does his job, does it well,
and keeps it up to date.
•
Punctual: Is on time at church board meetings. Submit your statistical
report on time to the local field office.
•
Judicious: Invaluable quality because it allows you to analyze situations with
due calm and make appropriate or pertinent decisions.
•
Team spirit: He likes working with the brothers, parish matters and enjoys
his relationship with the other officers.

CHURCH
ADVENTIST
OF THE SEVENTH DAY

Functions of the Church Secretary

Transfer of members . The secretary is responsible for establishing contact with members and
other churches regarding the transfer of members (see pp. 42-46).
Contact with members . The secretary should try to keep in touch with absent members (see
note 6, p. 185).

Notification of delegates to the association's congress . The secretary, with the authorization of
the church board of directors, promptly notifies the association of the identity of the delegates
elected to represent the church at the association congress using forms provided by the
association (see pp. 111, 112).

Reports must be submitted promptly . It is the responsibility of the church secretary to prepare
and timely submit all reports requested by the association. Some are quarterly; others, annual.

The minutes of the church. The clerk maintains the minutes of the church, which must be
carefully filed. All records and books of accounts of the different departments are the property of
the church, and must be delivered to the new secretary at the end of the previous secretary's
term of service, or to the church at any time during the term, at the request of the pastor or the
elderly.
Other duties and responsibilities
1. Before the Board of Directors of the Church:
a. Receives all applications that the board must study.
b. Prepare an agenda to study with the elder and pastor.
c. Prepare the agenda for the board of directors.
d. Appointment to board of directors meetings.
e. Records and maintains minutes of all board meetings.
f. Together with the pastor or elder, he ensures the agreements that
must be presented to the church.

2. At administrative meetings:
a. Prepare the agenda for the meeting.
b. Notes and maintains minutes of administrative meetings.
3. Keeps the Membership Book or Membership Register up to date.
4. The clerk maintains the minutes of the church, which must be
carefully filed. All records and accounting books of the different
departments are the property of the church, and must be delivered to
the new secretary at the end of the previous secretary's term of service,
or to the church at any time during the term, at the request of the
pastor or the elderly. (Church Manual Revision 2015, p. 75)
5. Responsible for correspondence :
a. with the members
b. Transfer of membership
c. With the office of the Association or Mission
d. With other organisms
6. It is the responsibility of the church secretary to prepare and timely
submit all reports requested by the association . Some are quarterly and
others are annual. It is essential that reports be submitted to the
conference secretary within the established deadlines, as they are
critical to the accuracy of reports prepared by other world church
bodies. (Church Manual Revision 2015, p. 75)
7. He is the one who guards the membership book, the card holder, the
records and archives of the church, which belong to the church, the
marriage book. As soon as he is replaced, he passes everything on to his
successor.
8. Prepare the baptismal certificate and assist the pastor during
baptisms.
9. Be careful at the district baptism event to have your cards filled out
and thus prevent your parishioners from being registered in a different
church.
10. The secretary, with the authorization of the church board, promptly
notifies the association of the identity of the delegates elected to
represent the church at the conference of the association using forms
provided by the association. (Church Manual Revision 2015, p. 75) 11.
The secretary should try to keep in touch with absent members.
12. He is the person in charge of managing the ACMS Membership
system.
The Secretary and his associates
Churches with large numbers of members may
elect as many associate secretaries as necessary.
When the secretary cannot attend an
administrative meeting, he must ensure that one
of his assistants is present to take the minutes.
An example of the distribution of functions of
associate secretaries:
Secretary in charge of records
Associate Secretary in charge of members
Associate Secretary in Charge of Statistics
Associate secretary in charge of the board of
directors
 DELSEPMIST
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-A SECRETARIAT OFFICE
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SEVENTH- Day
ADVENTIST
The following books and items remain in the secretary's office and in the custody of
the church secretary or secretary:

1. The Parish Book.

2. ACMS Membership Registration System (Access password and username).
3. Parishioner Records Card Holder.
4. Record of Minutes
5. Marriage Registration Book.
Church correspondence and archives.
6.
The membership record book

•r •/
 ACMS Membership Registration System
This important tool is used by the church worldwide and through it we register all
the members of our church and also manage movements according to the
procedures of the Church Manual.

I v AAI mA II Go to
manual
 Membership Registration
Parish Cards:
In order to quickly find the name of a church member, the clerk must form a card holder that will be
organized in alphabetical order based on the last name.
They are provided by local fields. Each card is for only one member and the membership number, address
and telephone number, as well as information as a member of the church, will be noted.

SOUTHERN BOGOTÁ
CHURCH
ADVENTIST
ASSOCIATION
DEISEPHTIMODI
A
FEELGRESS REGISTRATION
 Record of
Board of
Directors
Minutes Administrative Board
No._________ Ofelia Gómez {Secretary).
MINUTES OF THE CHURCH BOARD PRAYER: María Gómez
CHURCH OF PALERMO
BOGOTÁ, FEBRUARY 15, 2014 MEDICAL HELP - CRISTIAN PINZON
TIME 7:00 PM
PRESENT: Pr. Juan Daniel Villegas (President), Carlos Alvarez, Diana Bello, Fabio VOTED: Grant medical aid of $ 50,000 (Fifty thousand pesos) to brother Cristian
Castro, María Gómez, Aroldo Morales, Jesús Niño, José Rondón, Pedro Zapata and

MEMBERS PRESENT: 368

PRAYER: David Martínez

BAPTISMS - RECOMMENDATION
VOTED: Accept the recommendation made by the church board to accept the following people into
the membership prior to baptism:
García Bohórquez Joel, Ramírez Sandra Patricia Álvarez José Carlos

DEFRATERNIZATIONS - ACCEPTANCE

VOTED: Accept the recommendation made by the church board and disfraternize the following people:
Gómez Gómez, Gloria Inés - Seventh commandment.
Moreno, Socorro Galán de - Sixth commandment.
Marín Marín, Libardo Antonio - Fourth commandment.

TRANSFERS - ACCEPTANCE

VOTED: Accept the recommendation made by the church board and receive the transfers of

parishioners of: Roa Solano,

Miguel Martín Cobo, Martha Emanuel Church Esperanza Church Luna Park
Eslava Ruiz, Marina Church

JUAN DANIEL VILLEGAS OFELIA GOMEZ

Shepherd Secretary
Pinzón, who will undergo surgery. The money will be provided from the charity fund. No._________
MINUTES OF THE ADMINISTRATIVE BOARD
BAPTISMS - RECOMMENDATION CHURCH OF PALERMO
BOGOTÁ, MARCH 15, 2014
VOTED: Recommend to the church to accept the following people into the parish TIME 3:00 PM
after baptism: García Bohórquez Joel, Rojano Rojas Dilia Rosa, Páez Juana.

DISFRATERNIZATIONS - RECOMMENDATION

VOTED: Recommend to the church the disfraternization of the membership of the

following people:
Gómez Gómez, Gloria Inés - Seventh commandment.
Pérez Pérez, Socorro - Sixth commandment.
Marín López, Libardo Antonio - Fourth commandment.

TRANSFERS - RECOMMENDATION

VOTED: Recommend to the church the acceptance of the transfers of parishioners of:
Roa Solano, Miguel - Emanuel Quibdó Church
Martín Cobo, Martha - Iglesia la Hermosa Manizales
Eslava Ruiz, Marina - Iglesia Mutis Sotomayor B/manga

HEALTH BRIGADE - MEDICATIONS

VOTED: Grant aid to the department of Dorcas worth $100,000 (one hundred
thousand pesos) for the purchase of medicines for the health brigade to be held on
April 20 of this year in the Chapinero neighborhood.

JUAN DANIEL VILLEGAS OFELIA GOMEZ

Shepherd Secretary