OF
THE EASTERN PANHANDLE OF
WEST VIRIGINA
BYLAWS
The
name of this Community shall be The Upper Room Walk to Emmaus Community of the
Eastern Panhandle of West Virginia, hereinafter referred to as the Community.
SECTION 1: The
purpose of this Community shall be to inspire, challenge, and equip church
members, regardless of affiliation, for Christian action in their homes,
churches, places of work, and the world community through the Emmaus
experience.
SECTION 2: The Community holds critical the enriching values of ecumenism in the entire Emmaus experience. Thus, participation by all Christian faiths is actively encouraged in all phases of the Community’s activities.
SECTION 3: The Community is affiliated with the International Emmaus Program of Upper Room Ministries, Nashville, Tennessee.
SECTION 4: The Community has U.S. Internal Revenue Service 501(c) 3 status under the Board of Discipleship of the Baltimore Washington Conference of the United Methodist Church.
SECTION 1: Any person who has completed a Weekend experience of the Walk to Emmaus sponsored by this Community shall be a member of this Community.
SECTION 2: Any person, who has completed a Walk to Emmaus, Cursillo, or Tres Dias Weekend, may become a member by participating in the activities of this Community.
SECTION 1.
PURPOSE
Direction of the Community shall be vested in a Board of Directors.
SECTION 2.
RESPONSIBILITIES
A. Provide overall policy direction on issues affecting the Community.
B. Act as the principle spokespeople for the Community on policy issues.
C. Support and facilitate the activities of the Community as it seeks to accomplish the purpose reflected in Article II.
D. Assure compliance with the International Emmaus Movement.
E. Encourage and facilitate cooperation between the Community and local Christian churches.
SECTION 3. MEMBERSHIP OF THE BOARD
The Board of Directors shall consist of twelve elected laypersons and one to three appointed Clergy representatives. All Board Members shall be active in the Community; half the laypersons shall be male, and half shall be female. Board Members shall have served on at least two local Emmaus Teams. While desirable to have at least one male and one female clergy on the Board, gender of clergy shall not be a factor for serving. Clergy Members shall have attended at least one local Emmaus Weekend.
SECTION 4. TERMS OF OFFICE
Board Members shall serve for a term of three years beginning January 1st after their election except for those individuals who are elected to fill vacancies on the Board. Board Members shall serve no more than three years without remaining off the Board at least one year, except for those individuals appointed to fill vacancies on the Board and who serve less than eighteen months; they may stand in nomination to replace themselves. One-third of the Board Members shall be elected each year at the October Gathering.
SECTION 5. ELECTION OF BOARD MEMBERS
The Community Lay Director shall appoint two Members of the Board, referred to as the Nominating Committee, for a one-year term commencing January 1 of each year and terminating December 31. They shall be responsible for the organization and conduct of the Board election held during the October Gathering, and shall attempt to assure fair and equal Community representation on the Board. The Board will determine the mechanics of conducting the election and included in the Job Description of the Nominating Committee.
SECTION 6. OFFICERS OF THE BOARD
The Officers of the Board shall be the Community Lay Director, Assistant Community Lay Director, Secretary, and Treasurer.
A. Community Lay Director
The Board, at the November Board Meeting, shall elect the Community Lay Director. The Community Lay Director shall be a layperson of the Board, and may serve one year only in the second or third year of his/her Board term. The term of office shall begin January 1 and terminate December 31. The immediate past Community Lay Director of the Board shall serve on the Board one additional year as an advisor.
B. Assistant Community Lay Director
The incoming Community Lay Director shall appoint an Assistant Community Lay Director from the membership of the Board in December. The term of Office shall begin January 1 and shall terminate December 31. The Assistant shall perform the duties of the Community Lay Director in his/her absence.
C. Secretary
The incoming Community Lay Director shall appoint a Secretary from the membership of the Board in December. The term of office shall begin January 1 and shall terminate December 31.
D. Treasurer
The Community Lay Director, with advice and consent of the Board, shall appoint a Treasurer from the membership of the Community whenever a vacancy occurs.
SECTION 7.
APPOINTED POSITIONS
The Community Lay Director, with advice and consent of the Board, shall make the following Board appointments:
Arrangements Coord. Nominating Committee
Bylaws and Job Descriptions Post Weekend Training Coord.
Candlelight Coordinator(s) Supply/Clean Up Coordinators
Chrysalis Liaison Team Selection Chairperson
Community Music Director Weekend Lay Director Selection Coord.
Gatherings & Annual Picnic Coord.
Priority consideration shall be given to appointment of Board Members as chair or co-chairs for these Committees.
The term of office shall be from January 1 through December 31. The Board, as needed, may establish additional committees.
SECTION 8. BOARD MEETINGS
A. Regular Meetings
There shall be at least nine regular meetings of the Board annually. The meetings will be held at a time and location determined by the Board. Changes to time and/or place shall be announced at least by the prior Gathering and notice given to all Board Members.
B. Special Meetings
Special meetings may be called by the Community Lay Director, or upon verbal or written request of at least seven Board Members. The Secretary shall give at least three days’ verbal or written notice to each Member.
C. Quorum
Seven Members of the Board present at a duly called meeting shall constitute a quorum.
D. Voting
Each duly authorized Member of the Board shall have one vote. A member must be present at the meeting when an action is taken in order to vote. Proxies are not permitted. A simple majority of those present and voting shall be required to pass any motion. No more than two clergy may vote at a given Board meeting.
E. Parliamentary Procedure
The rules contained in the most current edition of “Robert’s Rules of Order” shall govern parliamentary procedure in all cases unless they are not consistent with these bylaws. Christian charity and love shall prevail.
SECTION 9. REMOVAL OF BOARD MEMBERS
A Board Member may be removed for just cause after a closed-door meeting of the Board is held. Eight members must vote affirmatively for such removal.
SECTION 10. FILLING OF VACANCIES
If any vacancy shall arise on the Board, the Community Lay Director, with advice and consent of the Board, shall appoint a qualified person to fill the remainder of the unexpired term. Such appointment shall be announced to the Community.
SECTION 11. COMPENSATION
Board Members all serve without compensation; however, Members may be reimbursed for expenses incurred in the conduct of official Board business, provided the Board approves the expenses.
SECTION 1. ECUMENISM AND IMPARTIALITY
In recognition of its ecumenical nature, all activities of the Community shall be conducted in such manner as to encourage ecumenism and avoid discrimination against any Christian belief. Announcements at Gatherings or in Newsletters shall be limited to those that concern either local Emmaus functions or those of similar Communities (Cursillo, Rainbow, Tres Dias, Kairos, Chrysalis, etc.). Sponsorship or endorsement of speakers, meetings, or other functions shall be limited to those open to all Christian faiths and pertaining directly to the Emmaus Movement or similar concepts such as Cursillo, Rainbow, Tres Dias, etc.
SECTION 2. SCOPE OF ACTIVITIES
The scope of activities of the Community shall be restricted to conducting Gatherings, Weekends, training workshops, and other special functions pertaining to furthering the Emmaus concept. Acquisition of supplies and property shall be restricted to that essential and unique to conduct of those activities, and shall not include vehicles, real estate property or other major acquisitions.
SECTION 3. FINANCIAL ACTIVITIES
Funds collected and distributed by the Community shall be under the direction of the Board. The Treasurer, in accordance with guidelines approved by the Board, shall undertake financial activities. Guidelines shall also be issued indicating costs for sponsoring Pilgrims, serving as a Team Member, and for any other appropriate Emmaus activity. Good stewardship is encouraged by the members. However, the Board may deal with extenuating financial difficulties on an individual basis.
SECTION 4. MONTHLY GATHERINGS
Gatherings shall be conducted in accordance with guidelines established by the Board. Prior approval for significant deviations shall be obtained from the Community Lay Director in conjunction with one Community Spiritual Director, and/or the Assistant Community Lay Director. In case of disagreement, guidelines shall prevail. Gatherings shall be open to all persons, regardless of whether they have attended a Weekend. Any special rules and regulations applicable to the place where Gatherings are held shall be followed. They are the responsibility of the Gathering chairperson.
SECTION 5.
WEEKENDS
A. Oversight
The Community will conduct the three-day (72-hour) experience according to the Model as defined by the International Director of the Walk to Emmaus and as presented in The Upper Room Handbook on Emmaus. The Weekend will be under the supervision of the Board, and in accordance with guidelines approved by the Board. At a minimum, the Board shall be directly responsible for approval of Weekend Sites and Schedules, Weekend Lay Director selection, finances, and overall supervision to assure fidelity of activities with theological and procedural principles. Actual on-site authority and responsibility for conduct of the Weekend is assigned to the Weekend Lay Director. Each team should include at least one Board Member (other than the Weekend Lay Director) who acts as Board Representative. Minor deviations from guidelines shall be jointly agreed upon by the Weekend Lay Director, Senior Spiritual Director, and Board Representative. When consensus cannot be reached, guidelines shall prevail.
B. Weekend Lay Director Selection
The appointed Weekend Lay Director Selection Coordinator shall provide a list of nominees who meet guideline criteria for the position of Weekend Lay Director to the Board for review and election. Selection will be made approximately one year prior to the Weekend.
The following criteria shall be used in Lay Director selection:
1. Served on a minimum of five local Emmaus teams in a variety of positions, including Agape Team, ALD, Table Leader and Assistant Table Leader (experience in other Emmaus Communities, Cursillo teams and Chrysalis teams will be considered).
2. Shows evidence of spiritual maturity and is actively involved in their local church, Emmaus Community, and a Group Reunion.
3. Committed to leading the Walk according to The Upper Room Emmaus Model, and under the authority of the Board.
4. Is in good financial standing with the Community (both Nominee and Spouse).
5. Available to commit the necessary time for planning execution, and follow-up.
C. Team Selection
The Team Selection Committee, with the Weekend Lay Director, shall review team applications and select those who will be approved to serve using the guidelines stated in The Upper Room Handbook on Emmaus. Every effort shall be made to progressively move Team Members through Leadership positions, preparing them to be a future Weekend Lay Director.
The following criteria shall be used in Team election:
1. Attended an Emmaus/Cursillo Weekend as a Pilgrim.
2. Is in good financial standing with the Community.
3. Attended a Post Weekend training event.
4. Submitted current application.
5. Is at least 22 year of age.
The Board of Directors, on an individual basis, may grant exceptions to the above criteria.
ARTICLE VI –
AMENDMENTS TO THE BYLAWS
SECTION 1. Any member of the Community may present proposed Amendments to the Board one month in advance of consideration by the Board.
SECTION 2. If eight Members of the Board vote the proposed Amendment in the affirmative, it will be circulated to the Membership through the Newsletter, and other electronic means available, and presented at the next Gathering.
SECTION 3. At a Gathering one month after the presentation of the proposed Amendment, a simple majority of votes cast by the membership in attendance will decide the matter.
SECTION 4. Under extreme emergency, significant one-time deviation from the bylaws is allowed provided at least eight Board Members vote in the affirmative for the deviation.
ARTICLE VII
-- INDEMNIFICATION
The Upper Room Walk to Emmaus Community of the Eastern Panhandle of West Virginia shall indemnify and save harmless any and each and every Officer, Director, or former Officer or Director against any and all liability, loss, damages, costs or expenses which may be incurred, suffered or be required to pay by reason of being or having been an Officer or Director and shall be adjudged in any action, suit or proceeding, to be liable for gross negligence or willful misconduct in the performance of duty. Such indemnification shall not be entitled under any agreement, by vote of the Board of Directors, statutes or otherwise.
ARTICLE VIII
– RATIFICATION
The Bylaws take effect immediately upon a majority vote of the Community.