What is a Conflict of Interest?

A conflict of interest is a situation in which a person or organization is involved in multiple interests, financial or otherwise, one of which could possibly corrupt the motivation or decision-making of that individual or organization.

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It’s a sound policy for a church or organization to protect themselves and their decision makers from conflict of interest. This helps protect the integrity and reputation of the church or organization and its decision-making officials. It can also help the organization obtain the best value for goods and services acquired, and in some cases, it can help protect it from legal liabilities.

The policy below for Conflict of Interest includes:

• Church Name
• Policy Title
• Purpose/Policy –It’s the policy of [Church Name] that every Board Member, Officer or Employee shall abstain from involvement, whether by voting or otherwise participating in the decision-making process, in those situations where they have or may have a conflict of interest. (To continue see policy below.)
• Statement – I have read the Conflict of Interest Policy, I understand and I agree to abide by the terms.
• Signature & Date – Employee’s signature along with current date of signature
• Revised Date – Date that the policy was revised.

The policy below for Conflict Resolution includes:

• Church Name
• Policy Title
• Policy – It’s important to recognize and manage conflict in a healthy manner. Conflict is essential in any type of organization. AS a growing, thriving church, it’s expected that [Church Name] will from off and on experience internal conflict. Conflict can be good or bad, health or unhealthy, constructive or destructive. (To continue see policy below.)
• Healthy Conflict – [Church Name] recognizes that healthy conflict is necessary to keep an organization mindful of and focused on its mission. Healthy conflict is that in which members deal with their issues up front and talk directly to those with home they disagree. They bring substantive evidence with their particular viewpoints and their demands are reasonable.  (To continue see policy below.)
• Unhealthy Conflict – Unhealthy conflict is that in which one or more members, based on non-substantive evidence, makes greedy demands, usually attacking the person or performance of others. Any such unhealthy conflict has the potential to disrupt and even to destroy the mission and ministry of the church. (To continue see policy below.)
• Direct Dealing – It’s the policy of the church and its leadership to directly deal with people regarding issues of the church and to instruct all members in direct dealing. (To continue see policy below.)
• Conflict Resolution – Following scriptural guidelines, individuals who have a grievance or concern will be requested to take their concern directly to the individual(s) or ministry group involved. If that individual or group is unable to resolve the issue, then the parties may request, through the Board of Directors, that a facilitator be appointed to assist them in resolving the conflict. This meeting will be held only with all parties present. (To continue see policy below.)
• Effective Board of Directors Dealing – It’s the policy of this Board of Directors to be aware of unhealthy conflict in the church and to ensure that unhealthy conflict is dealt with immediately and directly. The Board may choose to appoint two members to meet with the individual(s) involved in any such activity(s) and discuss the behavior. The goal of all such actions will be the restoration of a loving, ethical and healthy community of faith at [Church Name]. (To continue see policy below.)
• Statement – I have read the Conflict Resolution Policy, I understand and I agree to abide by the terms.
• Signature & Date – Employee’s signature along with current date of signature
• Revised Date – Date that the policy was revised.

What is baptism?

Baptism is a Christian sacrament of admission and adoption. In some denominations, baptism is also called christening, but for others the word “christening” is used for baptizing infants.

There are many forms of baptism. Among the earliest Christians, the usual form of baptism was for the person to be immersed completely under the water or partially by kneeling in water while water was poured on them.

The policy below for baptism includes:

• What is Baptism? – Baptism is a Christian sacrament of admission and adoption and celebrated by [Church Name]. It’s a visible sign of God’s grace. When children are baptized, parents make a commitment on their behalf. Inherent in infant or child’s baptism is the expectation that the children will confirm their faith (and membership) when they’re old enough to decide for themselves.
• Policy – [Church Name] stipulates that at least one parent of the child be a member or future member of good standing in the church. “In good standing” means regular attendance, fellowship in the church, and financial support of the church. The parents should have a sincere interest in the church and be committed to raising their child in the Christian faith by bringing them to worship, giving them opportunity to learn through Sunday School, and being an active part of the community of faith. [Church Name] realizes in a busy world it’s difficult to keep centered in the church so they honor the parent’s intention to be a part of the church family by integrating them into the active life of the church.
• Procedure – (See policy below.)
• Special Circumstances – (See policy below.)
• Exceptions – (See policy below.)
• Vows – Baptism of children involves promises that are taken by both the parents and the [Church Name] congregation in the presence of God. A sample of vows are: (See policy below.)
• Signatures – Senior Pastor and Secretary’s Signature
• Revised Date

Thesample policy and procedure below for Sunday School is a free tool to use for your church office to create their own policy and procedure to have guidelines this special Sunday School ministry.

If your church has Sunday School classes available for children up to a certain grade every Sunday or whatever day of the week you have your classes then you need to have a policy and  procedure in place to outline this special Sunday School ministry’s guidelines for things such as Sunday School Behavior Standards, etc. The behavior standards for these Sunday School students will help prevent trouble down the road because there will be a policy and procedure in place to address these behaviors according to the church’s policies.

The sample policy and procedure for Sunday School and Sunday School Behavior Standards includes:

• Purpose – To provide a set of guidelines and spiritual foundation upon which children, youth and adults will build a lasting relationship with Jesus, and to develop disciples for Christ within an environment built on love, encouragement and support.
• Structure – Our Sunday School ministry occurs every Sunday morning during the school term. The children will be dismissed during the morning church service before the sermon. The Sunday School curriculum should be in accordance with the doctrinal statements of [Church Name]. The music should be Biblically based, honoring God and Christ centered. It can be memory based to help reinforce scripture (e.g., memorizing bible books, names of the disciples, scripture or doctrine) or other hymns, choruses and children’s songs that meet the above criteria. 
• Teachers – All teachers must be members of [Church Name], attends weekly worship service at [Church Name] and be committed to weekly fellowship with {Church Name].
• Helpers – A helper can be a nonmember of [Church Name], but must attend weekly worship service at [Church Name] and be committed to weekly fellowship with [Church Name].
• Behavior Standards – 1. Students will respect all classmates and teachers at all times. 2. Students will participate in all classroom activities according to the teacher’s instructions. 3. Students will demonstrate acceptable behavior, Christian behavior, offering cooperation to teachers, acceptance of classmates, respect for church property and appropriate reverence for God.
• See policy below for the rest of the sample policy.

Does your church have donations or contributions come through your church for a new church building or donations towards remodeling an old church building?

The policy below for a building fund is a free tool or guideline to use in your church administration office to create a policy and procedure of your own.

Policies and procedures are very important because they provide a set of guidelines for governing such things as a Building Fund.

If someone in your church wants to donate money towards a specific fund then you will need to have a policy and procedure in place and a committee for this fund just so there are no questions or loose ends that go undone. Make sure your policy is in compliance with your church bylaws and IRS guidelines.

The sample policy below for a Church Building Fund includes:

• Church Name
• Policy Name
• Purpose – To provide a set of guidelines for governing the Building Fund.
• Oversight Responsibility – The [Name of Building Fund Committee] is responsible for the management of this policy. The Pastor of the church will provide practical administration of this policy. The Church Board is authorized to make changes to the scope and detail of this policy in accordance with the Church Bylaws.
• Guidelines – [Church Name], in exercise of its religious purposes, has established a building fund to maintain/acquire the new church building. The church welcomes contributions to the fund. The administration of the fund, including all disbursements, is subject to the control and discretion of the [Name of Building Fund Committee] or church. The committee may consider recommendations from anyone, but in no event is the committee bound in any way to honor the recommendations. Donors will not be permitted to recover a contribution on the grounds that the committee failed to honor the donor’s recommendation.
• Building Fund Committee Member Names
• [Church Name] recognizes that maintaining the new church building and grounds is a practice of good stewardship and has established this fund as an ongoing fund. If the church at any time in the future votes to close this fund, all the money in the fund at that time will go into the General fund of the church. The funds for the new church building should not be included in the charitable programs. The Board of Trustees in most cases should be in charge of the church building fees. The should be readily in place with all financial documents to support any expenditure as the case may be.
• Signatures – Senior Pastor, Treasurer and Secretary
• Date Revised – Insert the current date each time the policy is revised.

Christian ethics is based on the Bible. They asks what the whole Bible teaches us about which acts and personal character traits receives God’s approval and which ones do not. 

Here are the 5 Things You Should Know about Christian Ethics:

1. Christian ethics teaches us how to live. – Christian ethics asks what the whole Bible teaches us about which acts, attitudes and personal character traits receive God’s approval and which ones do not.
2. The ultimate basis for Christian ethics is the moral character of God. – God delights in His own moral character, which is supremely excellent, unchanging and eternal. His moral standards for human beings flow from His moral character. God is love so He commands us to love (1 John 4:19). He is holy and He commands us to be holy (1 Peter 1:15). He is merciful and He commands us to be merciful (Luke 6:36). He is truthful and He commands us not to bear false witness (Titus 1:2; Exodus 20:16).
3. Christian ethics teaches us how to live for the Glory of God. – The goal of ethics is to lead a life that glorifies God (“do all to the Glory of God”, 1 Cor. 10:37). Such a life will have: 1. A character that glorifies God (a Christ-Like character), 2. results that glorify God (a life that bears abundant fruit for God’s Kingdom), and 3. behavior that glorifies God (a life of obedience to God, lived in personal relationship with God).
4. Christian ethics teaches us to consider 4 dimensions of any action and 9 possible sources of information. – Christian ethics isn’t concerned only with our right and wrong actions. We’re complex people, and life itself is complexed. Therefore, in studying Christian ethics, God wants us to consider not only, 1. the action itself but also, 2. a person’s attitudes about the action, 3. the person’s motive to doing the action, and 4. the results of the action. In seeking to know God’s will, sometimes we must make a decision instantly, with no time to ponder the situation (see the story of Joseph in Genesis 39:12). However, but other times, we’re able to ponder a decision at some length. When we have more time to ponder a decision, we can consider as many as 9 possible sources of information and guidance: 1. the Bible, 2. knowledge of the facts of the situation, 3. knowledge of ourselves, 4. advice from others, 5. changed circumstances, 6. our consciences, 7. our hearts, 8. our human spirits, and 9. guidance from the Holy Ghost. We need wisdom from God in order to evaluate these factors rightly in making a decision.
5. Christian ethics is based on the Bible. – One of the purposes of the Bible is to teach us how to live a life that is pleasing to God (Col. 1:9-10); 1 Thess. 4:1; 2 Timothy 3:17). The Bible is the Word of God and is a higher authority in ethics than tradition, experience or subjective perceptions of guidance. While these other factors can never override the teaching of Scripture, they can still be helpful for us in making a wise decision.

Does your church have a Christian Code of Ethics? If no, then see the sample below for pastors, ministers, etc. that you can use as a tool to customize and create one specific to fit your church. This form includes:

• Church Name and Title of Form
• Sample Codes of Ethic
• Pastor or Senior Minister Code 1
• Preamble – As a minister of Jesus Christ, called by God to proclaim the gospel and gifted by the Spirit to pastor the church, I dedicate myself to conduct my ministry according to the ethical guidelines and principles set for this code of ethics, in order that my ministry be acceptable to God, my service be beneficial to the Christian community, and my life be a witness to the world.
• Responsibilities to Self – 1.    I will nurture my devotional life and personal relationship with Jesus Christ through a regular time of prayer, reading of the Scriptures, and meditation. (See form below for more information.)
• Responsibilities to Family – 1.    I will be fair to every member of my family, giving them the time, love and consideration they need. (See form below for more information.)
• Responsibilities to Congregation – 1.    I will seek to be a servant-minister of the church by following the example of Jesus Christ in faith, love, wisdom, courage and integrity.  (See form below for more information.)
• Responsibilities to Colleagues – 1.    I will endeavor to relate to all ministers, especially those with whom I serve in my church, as partners in the work of God, respecting their ministry and cooperating with them.  (See form below for more information.)
• Responsibilities to Community – 1.    I will consider my primary responsibility is to be pastor of my congregation and will never neglect ministerial duties in order to serve in the community.  (See form below for more information.)
• Associate Minister Code 2 (Education/Music/Youth/Etc.) – I will be supportive and loyal to the senior pastor or, if unable to do so, will seek another pace of service. (See form below for more information.)
• Pastoral Counselor Code 3 –  I will have a pastor/counselor to whom I can turn for counseling and advice. (See form below for more information.)
• Military Chaplain Code 4 -I will be an ethical example of a Christian lifestyle in a military setting. (See form below for more information.)
• Notes – 1. These “Sample Codes” are generic examples of numerous ministerial codes and they have been edited to include the most significant emphases, both principles and specific guidelines, in each category. To write a code, a minister should evaluate his or her own ministry obligations in light of the text discussions, then utilize these sample codes as broad statements of possibilities for a personal code of ministerial ethics. (See form for more information.)

NOTE

The Christian Code of Ethics (Sample) or pastors, ministers, etc. is based on the Bible. They asks what the whole Bible teaches us about which acts and personal character traits receives God’s approval and which ones do not. One of the purposes of the Bible is to teach us how to live a life pleasing to God (Col. 1:9-10; 1 Thess. 4:1; 2 Timothy 3:17). 

The Youth Camp Health form like the one below is extremely important to have in the case of an emergency (camper gets injured, camper gets sick, etc.) for when you need his or her health information. There are lots of very helpful and valuable information in the YC Health form below and it can be modified to fit your youth camp and/or church.

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• Camper’s Full Name & Address
• Camper’s Date of Birth and Age
• Parent’s/Guardian’s Address and Phone Numbers
• Alternate Contact’s Name and Phone Numbers
• Family Doctor and Dentist Name and Phone Numbers
• Health Insurance and Pharmacy Information
• Parent’s and Witness Signatures and Date
• Camper Medical History
• Medical Examination to be Filled out by Licensed Physician
• Physician’s Signature and Date

The Confidential Information is a mandatory form which includes:

• Camper’s well-liked nickname or the name they would like to be called during the duration of the youth camp
• Camper’s Date of Birth
• Living with Whom (name and phone number with whom they live with)
• Legal Guardian
• And other Personal & Confidential Camper’s Information
• Parent’s and/or Guardian’s Signature & Date

These forms should be documented as to what time they are due back prior to youth camp. This will allow your youth camp staff and/or volunteers to gather information on each individual camper and then in turn they should be well-prepared and organized before youth camp begins. At a minimum, you should always have your forms due to return to the youth camp office at least 30 days prior to youth camp.

If your church has their own youth camp and you want to protect your campers, you will probably need one or both of the following forms below.

Many churches have their own youth camp or they are affiliated with a campus that they use and one of the first things on their list to do is make sure all their staff and campers have been educated on the youth camp policy and guidelines.

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The Youth Camp Ministry is a special ministry that helps many youth of all ages to have a greater relationship with Jesus and at the same time they have lots of fun with other children their age.

My church has an awesome youth camp every year with a specific theme that really changes many young people and adult’s lives!

The policy and guidelines below for youth camp explains in short summaries each one of the policy/guidelines for youth camp included below:

• Purpose:To demonstrate organization for our YC (Youth Camp) Ministry and also to include the guidelines for our Youth Camp.
• Admission:[Name of Youth Camp] is open to all who are willing to maintain camp’s Christian standard. Regardless of race, color or national origin, we don’t discriminate against any person.
• YC Arrival and Departure Time:On the Sunday of your week of YC, you should arrive between 3:00 and 4:00 pm at the [Name of Church]’s YC Admission Office. The camp ends on Saturday morning at 12:00 pm at the [Name of Church] with a celebration. Someone should be present to pick you up at this time.
• The Camp Area:Once a camper arrives on campus, he or she is not permitted to leave without the Camp Director’s permission. If vehicles are driven to camp, they must be parked in the designated area, locked and not returned to until the designated end of the camp week.
• 6 Inch Rule/Social Contact:There will be no physical contact between campers of the opposite sex at any time and there should always be six inches between each other (6 Inch Rule). Fighting and/or bullying are not acceptable behaviors at [Name of Youth Camp] at any time and will not be permitted.
• See the policy and guidelines for youth camp for more.

The camp rules apply to all of those participating in youth camp including children and adults.

These rules and regulations should include everything from what the campers should do to what they should not do. An example of a YC rule is “No musical devices such as MP3 or CD players allowed”.

Youth Camp Rules include:

• Dress codes will need to be included in the rules due to children coming to camp with clothing that is not acceptable and then having no clothes to wear while they are there. There are dress codes for each activity such as swimming, sports and even church services.
• Swimming Rules is a must on both the swimming dress code (no two piece bathing suits, must be fully clothed going to and from the pool, etc.) and the swimming activities (no diving, no jumping, etc.).
• Sports Rules would include also the dress code and sports activities rules such as no pushing, good sports behavior, etc..
• Camp Designated Areas would include where they boys are allowed to go and where the girls are allowed to go on camp.
• Consequences for Rules Broken would include how many warnings before camper would be asked to leave the camp.

Youth Camp is a very spiritual but at the same time it’s a very fun week for children to be able to enjoy and even the adult volunteers can have fun also.

Be sure and print your camp rules and mail out with the registration forms so the campers know the rules before they arrive and there will not be any surprises, they will know what to expect before they get there.

If you want an organized Youth Camp be sure all of your forms including the rules are sent out in plenty of time for the parents to get them back to you before camp. Also need to make sure every form comes back with signatures needed, etc. Have a checklist in place to mark off the forms needed for each camper.

The Youth Camp Preregistration should be sent to parents and children months before the youth camp begins by handing them out or even better mailing them out to each family and/or camper(s). There are some camp reminder notes that should be included with your forms such as the “What to Bring” and “Pick-Up Notice” reminder notes.

Preparing to send your children to camp can be a very stressful situation if you don’t have some kind of a list or some kind of a reminder to know exactly what they need to bring with them.

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These youth camp reminder notes will be an asset to your camp and to the parents because they list the items and information that will make it easy to remember them when you’re preparing to send your children to camp and when you’re getting ready to pick them up.

The “What to Bring” note will help to remind you to pack items such as:

• Bible
• Clothing (one change a day for play, one change a day for church) plus swimming suits (see swimming rules), and one pajamas change a day)
• Two Pair of Shoes (tennis shoes and church shoes) – Daily change of socks and underwear with 2 extra of each
• Two Sweaters/Jackets and Raincoat
• Towels for Washcloths for Bathing and Beach Towels for Swimming
• Sheets & Pillows & Pillow Cases
• Sleeping Bag
• Toiletries (toothbrush, toothpaste, shampoo, conditioner, soap, brush or comb, deodorant, etc.)
• Sunblock & Burn Cream
• Water Shoes
• Blankets
• Fan
• Extra Money (For camp t-shirts and/or accessories and concession stand)
• Miscellaneous: Alarm clock, flashlight, camera, binoculars, compass, fishing pole, and sunglasses.

The Youth Camp Information Sheet below includes:

• Name of Youth Camp and 911 Address
• Statement/Note – We are very excited to provide your child with an engaging, enjoyable and memorable experience. Please Note: If you have signed up children other than your own, please call us at [insert contact number] with the child’s information so we can be sure their parents receive important information on camp forms.
• Camp Information – Camp information forms, as well as special accommodation forms (if needed), must be completed and returned prior to attending camp. Visit [Youth Camp Website URL] and click “Camp Forms” for information on this year’s camp forms process. For additional questions, please call [phone number].
• Drop-Off/Pick-Up – Please drop off your child at the [Name of Drop-Off Place]. Drop-off begins at 8:45 a.m. every morning. Each day campers will need to be signed in and out. Campers cannot be released to anyone not listed on the Parent Pick Up List. A valid photo ID is required by all authorized individuals at the time of pick up. Campers should be picked up promptly at the end of camp. Please Note: We remind parents that their child may miss out on some camp activities by arriving late or leaving early. We do not offer make-up activities in such cases.
• Required for Camp Participation – See form below.
• Do not bring to Camp – See  form below.
• Pool Information – Our youth pool is 4 feet deep; our main pool is 2-5 feet deep that goes to 3-7 feet deep. Campers must pass a swim test to be allowed past the 3-foot section. Lifeguards are on duty at all times and counselors play and swim with the campers. On My Own campers do not use the pool.
• Inclement Weather – If at any time you’re unsure as to whether your camp will be held, please call [Contact Phone#]. A recorded message will be in place at least ONE HOUR prior to your camp’s starting time.
• Questions? – Please contact [Contact Person’s Name] at [Phone #] or email at [Email Address].

The “Pick-Up Notice” note will give you an exact time you will be expected to pick up your children unless prior arrangements have been made.

The Youth Camp Project Application is used for the camper’s ability or experience for possible camp projects (i.e., carpentry, cement working, etc.). This application is needed for parental permission of these such projects or activities.

Youth Camp can include projects such as carpentry, cement working, painting, cook’s helper, sports activity helper, etc. and you will need parental permission for teens to participate in these type of projects.

• The Youth Camp Project Application should include:
• Camper’s Name
• Camper’s Address & Phone
• Camper’s Grade Completed
• Camper’s Age
• Camper’s Email Address
• Camper’s Abilities or Experience
• Camper’s Signature
• Parental Permission Statement
• Parent’s Name
• Parent’s Home & Work Phone
• Parent’s Signature & Date
• Where to Mail Application To

The sample Project Camp Application below includes:

• Title of Form
• Camper’s Name, Grade Completed, Age, Address, Phone, Email of parent or camper
• Abilities or experience helpful for possible projects
• Statement – “I agree to abide by the rules and guidelines and to work as assigned.
• Signature of Applicant
• Parental Permission: I believe this teen is of sufficient maturity to work and to follow rules and guidelines without constant supervision. I understand that if this teen is unable to work in this environment I will provide for their immediate removal from the campground. I hereby give my permission for the above named teen to attend the [Name of Camp] Project Camp 20__ and to work on projects as assigned by the Director. I agree the camp is released from any liability in connection with the above named teen except as covered by the camper insurance carried by the camp.
• Name and Signature of Camper’s Parent and Date Signed
• Parent’s Home Phone, Work Phone, Other Contact Information (We would like to contact the parent/guardian as soon as possible in the event of serious injury.)
• If there are any health or diet concerns, please give needed information below or on back of sheet.
• Recommendation of Sponsor (not a family member) is the rest of the form below.
• In what way(s) do you know this applicant.
• Statement – “I believe from my knowledge of this teen that they will be a good worker and they will be are of sufficient maturity to work and to follow rules and guidelines without constant supervision. Therefore, I would recommend this applicant for the 20__ Project Camp, and I understand that if this teen is unable to work in this environment I will come and get them if called.”
• Name, Signature and Date, Home Phone, Work Phone
• Mailed completed application to: