Our Process for Moving Forward
We have talked and prayed about how we will move forward in our new location. Generally, that conversation has been about what we need to build now that we are settling in our new location and we have received the voluntary buyout money. The impetus for building has been furthered by the lack of space we have experienced. We have received positive response to what we have done with the space so far. Still, we are all aware that we have a small amount of space for gathering (traditionally, the “narthex” or entrance/lobby area) and fellowship (our small fellowship room has been a tight squeeze). Furthermore, at times we have not had enough room in the sanctuary. We packed more than 230 people in one service at our Westside 6 gathering for Ash Wednesday. Likewise, we just had over 300 people in two services on Easter Sunday. How amazing! Dealing with a lack of space can be frustrating, but it is also exciting. Many congregations, who have been where we are and go on to build, report fond memories of this growing time in which we find ourselves. This is an adventure!
So how do we make decisions about what we will do? We continue to pray that God will lead us. Thankfully, as a United Methodist congregation, we have a process for moving forward from The Book of Discipline (2008). ¶ 2543 Planning and Financing Requirements for Local Church Buildings gives us helpful guidance. If you would like to read it, we have copies of this full paragraph in the church office. Unfortunately, The Book of Discipline is not freely available online. Therefore, here is a summary of our process for moving forward.
Our first step is to establish a study committee. This initial group of people will analyze the needs of the church and community; project the potential membership with average attendance; write up the church’s program of ministry; and develop an accessibility plan.
After the study committee finishes its work, it will present its report to the Charge Conference in order to authorize the building project and elect a Building Committee. The Building Committee will use the information and findings of the study committee and any other relevant information to estimate carefully the building facilities needed. The Building Committee will then develop preliminary architectural plans, secure an estimate of the cost of the proposed construction, and develop a financial plan for defraying the total cost, including an estimate of the amount the membership can contribute in cash and pledges and the amount the local church can borrow if necessary.
Salem shall not enter into a building contract until we have cash on hand, pledges payable during the construction period, and (if needed) a loan that will assure prompt payment of all contractual obligations and other accounts when due. Salem is bound by the Rule of Thirds: 1/3 of the cost must be in cash, 1/3 can be in pledges, and 1/3 can be in a loan. The “fourth third,” so to speak, means that Salem’s yearly cost for the building cannot be more than 1/3 of the yearly budget.
The Building Committee will then submit to the District Board of Church Location and Building for its consideration and preliminary approval a statement of the need for the proposed facilities; the preliminary architectural plans, including accessibility plans; the preliminary cost estimate; and the preliminary financial plan.
After the district gives preliminary approval, we will hold a Church Conference for the Building Committee to present to the entire congregation the preliminary architectural plans; the preliminary cost estimate; the preliminary financial plan; and the Building Committee’s recommendation. A majority vote of the membership present and voting at the Church Conference is required for approval.
After approval by the Church Conference, the Building Committee then will develop detailed plans and specifications and secure a reliable and detailed estimate of cost, which will be presented for approval to the Charge Conference and to the District Board of Church Location and Building. With that approval the Building Committee may begin the building project.
Please note that we are required to have both Charge Conferences and Church Conferences. A Charge Conference is comprised of the district superintendent, pastor, Leadership Board, and any retired pastors. A Church Conference also includes every member of the congregation. The meeting is open to anyone, but only church members are allowed to vote. This all may seem a bit overwhelming. Hopefully, this process will help us make good decisions for God’s kingdom and be good stewards with all that we have been given.
In the meantime, our Leadership Board (as the executive agent of Salem’s Charge/Church Conference) continues to be responsible for decisions about our land and building. If you see something that needs to be done or you have a good idea for something in our new location, please communicate that first to the Leadership Board for approval. It would be especially appropriate to talk to Louis Busch or Deb Black. They are the current chairpersons of the Trustees, which is the entire Leadership Board. Salem has many people who are generous with their time, gifts, and expertise. We want to encourage and celebrate that!
Likewise, let us honor our authority so that we keep order and live in peace with one another. Salem’s authority resides in the Bishop/Superintendent/Appointed Pastor, our Charge/Church Conference (making major decisions for the congregation), our Leadership Board (carrying out those decisions and making necessary decisions monthly), and our Staff (carrying out those decisions and making necessary decisions daily).
Our first step is to establish a study committee. This initial group of people will analyze the needs of the church and community; project the potential membership with average attendance; write up the church’s program of ministry; and develop an accessibility plan.
After the study committee finishes its work, it will present its report to the Charge Conference in order to authorize the building project and elect a Building Committee. The Building Committee will use the information and findings of the study committee and any other relevant information to estimate carefully the building facilities needed. The Building Committee will then develop preliminary architectural plans, secure an estimate of the cost of the proposed construction, and develop a financial plan for defraying the total cost, including an estimate of the amount the membership can contribute in cash and pledges and the amount the local church can borrow if necessary.
Salem shall not enter into a building contract until we have cash on hand, pledges payable during the construction period, and (if needed) a loan that will assure prompt payment of all contractual obligations and other accounts when due. Salem is bound by the Rule of Thirds: 1/3 of the cost must be in cash, 1/3 can be in pledges, and 1/3 can be in a loan. The “fourth third,” so to speak, means that Salem’s yearly cost for the building cannot be more than 1/3 of the yearly budget.
The Building Committee will then submit to the District Board of Church Location and Building for its consideration and preliminary approval a statement of the need for the proposed facilities; the preliminary architectural plans, including accessibility plans; the preliminary cost estimate; and the preliminary financial plan.
After the district gives preliminary approval, we will hold a Church Conference for the Building Committee to present to the entire congregation the preliminary architectural plans; the preliminary cost estimate; the preliminary financial plan; and the Building Committee’s recommendation. A majority vote of the membership present and voting at the Church Conference is required for approval.
After approval by the Church Conference, the Building Committee then will develop detailed plans and specifications and secure a reliable and detailed estimate of cost, which will be presented for approval to the Charge Conference and to the District Board of Church Location and Building. With that approval the Building Committee may begin the building project.
Please note that we are required to have both Charge Conferences and Church Conferences. A Charge Conference is comprised of the district superintendent, pastor, Leadership Board, and any retired pastors. A Church Conference also includes every member of the congregation. The meeting is open to anyone, but only church members are allowed to vote. This all may seem a bit overwhelming. Hopefully, this process will help us make good decisions for God’s kingdom and be good stewards with all that we have been given.
In the meantime, our Leadership Board (as the executive agent of Salem’s Charge/Church Conference) continues to be responsible for decisions about our land and building. If you see something that needs to be done or you have a good idea for something in our new location, please communicate that first to the Leadership Board for approval. It would be especially appropriate to talk to Louis Busch or Deb Black. They are the current chairpersons of the Trustees, which is the entire Leadership Board. Salem has many people who are generous with their time, gifts, and expertise. We want to encourage and celebrate that!
Likewise, let us honor our authority so that we keep order and live in peace with one another. Salem’s authority resides in the Bishop/Superintendent/Appointed Pastor, our Charge/Church Conference (making major decisions for the congregation), our Leadership Board (carrying out those decisions and making necessary decisions monthly), and our Staff (carrying out those decisions and making necessary decisions daily).
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