HFC Management System

Enabling our mission to help people KNOW the Gospel, GROW in grace, and GO into the world ...

Kevin Stone

Staff Policy Manual

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Table of Contents



Church Covenant

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Table of Contents

  • Preamble
  • Article I – Name
  • Article II – Affiliation
  • Article III – Purpose
  • Article IV – Statement of Faith (Doctrinal Statement)
  • Article V – Membership
  • Article VI – Governance
  • Article VII – Church Officers
  • Article VIII – Church Staff Section
  • Article IX – Committees
  • Article X – Church Meetings
  • Article XI – Business Meetings
  • Article XII – Organizations
  • Article XIII – Financial Policy
  • Article XIV – Missions Policy
  • Article XV – Amendments
  • Article XVI – Dissolution

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Membership Covenant

Church Covenant

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It is the expectation of the Elder Board of Heritage Fellowship Church that all employees affirm, be in agreement with, and agree to abide by the Heritage Fellowship Church Covenant.

Preamble

As members of the church, united to our Lord Jesus Christ: to carry out His calling, we establish this COVENANT.

Article I . Name

The name of the assembly shall be Heritage Fellowship Church otherwise known as HFC.

Article II. Affiliation

The church, HFC, shall remain free and independent, and shall not come under the authority of any ecclesiastical body or society, and shall not have any other association that would hinder it from remaining free and independent to be governed by the people of this assembly.

Article III. Purpose

The purpose of this church is, and shall be, the teaching of the word of God to the mutual edification, instruction and discipline of its members and other believers; the winning of the unsaved to Christ; helping young Christians develop their spiritual lives, instructing children in the Word of God, and furthering the cause of Christ on the mission field at home and abroad.

Article IV. Statement of Faith (Doctrinal Statement)

Section 1 – The Bible

The Bible is the complete, written word of God, sixty-six books in the Old and New Testaments, verbally inspired in all parts, and thereby wholly without error in the original manuscripts. It is to be interpreted and understood in terms of a literal,
historical-grammatical approach (2 Timothy 3:16-17; 2 Peter 1:19-21).

Section 2 – The Trinity

The one, true God, Creator of all things is infinitely perfect, and eternally exists in three persons: The Father, the Son, and the Holy Spirit. These three persons of the Godhead have precisely the same nature, attributes, and perfections, and are worthy of precisely the same homage, confidence, and obedience (Matthew 28:18-19; Mark 12:29; John 1:1, 14; Acts 5:3-4; 2 Corinthians 13:14; Hebrews 1:1-3; Revelation 1:4-6).

Section 3 – God the Father

The Father is the first person of the Godhead and is Sovereign of the universe. He, out of love, decreed in eternity past, the sending of the Son to be Savior of all who believe in Him. As Spiritual Father of all born-again believers, He leads and directs their lives (Romans 9:20-21; John 3:16; Galatians 4:4; Galatians 3:26; Proverbs 3:5-6).

We believe in God the Father, an infinite, personal spirit, perfect in holiness, wisdom, power, and love. We believe that He infallibly foreknows all that shall come to pass, that he concerns Himself mercifully in the affairs of men, that He hears and answers prayer, and that He saves from sin and spiritual death all who come to Him through Jesus Christ (Luke 10:21-22; Matthew 23:9; John 3:16, 6:27; Romans 1:7; 1 Timothy 1:1-2, 2:5-6; 1 Peter 1:3; Revelation 1:6).

Section 4 – Jesus Christ

Jesus Christ is the eternal Son of God. He has always been, and will ever continue to be absolute deity. In His incarnation He took upon Himself true humanity, and thus became the unique God- man: He was conceived by the Holy Spirit, and born of the Virgin Mary. His purpose in the incarnation was that He might reveal God and redeem sinful man. He lived a sinless life, died for our sins, arose bodily from the dead, and ascended into heaven. He is presently preparing a place for us as our high priest, and is coming again (Micah 5:2; John 1:1-4, 14-18, 29; Matthew 1:16, 18-23; Hebrews 1:8, 4:15; 1 Peter 3:18; 1 Corinthians 15:3-19; Acts 1:9-11; John 14:1-6, 8- 12; Isaiah 7:14; Luke 1:34-35; Philippians 2:5-8; 1 Timothy 2:5-6; Matthew 20:19: Ephesians 1:19-21; Hebrews 1:3; Hebrews 12:2).

Section 5 – The Holy Spirit

The Holy Spirit is the third Person of the Godhead. He convicts the world regarding sin, righteousness, and judgment. At every believer‘s point of conversion, the Holy Spirit causes spiritual rebirth, indwells, seals, bestows gifts, and baptizes the believer into the body of Christ. He continues to sanctify, guide, teach, and fill the believer who walks in obedience to the Word (Acts 5:3-4; John 16:7-13. 3:5; Romans 8:9; Ephesians 4:30; 1 Corinthians 12:1-13, 6:11, 19; Romans 8:14; John 14:16-17; Ephesians 5:18-21).

Section 6 – Mankind

Man is created in the image of God. Our first parents, the historical Adam and Eve, fell into sin, resulting in physical and spiritual death, and all mankind is now sinful by nature and practice, unable to achieve salvation from sins (Genesis 1:26-28, 2:7, 3:1-24; Romans 3:25, 5:1-2, 6:23; Revelation 20:14; Ephesians 2:3).

Section 7 – Salvation

The Lord Jesus Christ died for our sins according to the Scriptures as a substitutionary sacrifice acceptable to God, and all who receive Him “by grace through faith” are justified on the basis of His life, death, burial and resurrection (Matthew 20:18; 1Corinthians 15:3-4; 2 Corinthians 5:21; 1 John 2:2; Ephesians 2:8-9; 1 Peter 1:18-19; Romans 3:23-26; Romans 5:8-10).

All true believers, once saved, are forever secure in their salvation; the abiding presence of the Holy Spirit as a seal and pledge is one’s guarantee of his inheritance. All believers will be finally presented faultless in His presence (Ephesians 1:3-14; 4:30; 1 Peter 1:3-5; Jude 24).

Section 8 – Sanctification

Sanctification, which is a setting apart unto God, is positional, progressive, and ultimate. Positionally, sanctification is already complete since the believers are “in Christ;” however, since they retain the indwelling sin principle (commonly called the “sin nature”), there is need for progressive sanctification in their daily experience whereby Christians grow in grace by the power of the Holy Spirit. Ultimately in the presence of the Lord with the absence of the sin nature, position and practice will be consistent.

Moreover, many doctrinal controversies (such as the so-called “Lordship Salvation” issue) can be resolved more readily if viewed through the grid of the entire doctrine of sanctification as stated above (Romans 6-8; John 17:17; 2 Corinthians 3:18; Galatians 5:16; | Thessalonians 5:23; Hebrews 10:10, 14; 1 Peter 1:13-16).

Section 9 – The Church

All true believers are members of the body of Christ, the Church, which Christ is building. This body is manifest on earth in local churches where believers assemble for teaching, worship, fellowship, prayer, discipleship, and ministry, and the observance of the ordinances (non- meritorious, non-salvific) of water baptism and the Lord’s Supper. “We believe that Christian baptism is the immersion of the believer in the water, in the name of the triune God. We believe that the Lord’s Supper was instituted by Christ for commemoration of His death. We believe that these two ordinances should be observed and administered until the return of the Lord Jesus Christ.” (Ephesians 1:22-23, 3:4-6, 5:32; Matthew 16:18; Acts 2:41-47; Matthew 28:19-20; 1 Corinthians 11:7-22; 1 Timothy 5:10; 1 Corinthians 11:23-24).

Section 10 – About Eternity

We believe man was created to exist forever. He will either exist eternally separated from God by sin, or in union with God through forgiveness and salvation. To be eternally separated from God is Hell. To be eternally in union with Him is eternal life. Heaven and Hell are places of eternal existence (Jn. 3:16; 1 Jn. 2:25; 5:11-13; Rom. 6:23; Rev. 20:15).

Section 11 – Christ’s Return and Our Future Life

We believe in the Second Coming of Jesus Christ, which is His personal, visible return to Earth and the establishment of His millennial kingdom, i n the resurrection of the body, the final judgment and eternal blessing of the righteous and endless separation of the wicked (Matthew 16:27; Acts 1:11; Revelation 19:11-16, 20:11-15). We believe in the Pre-Tribulation Rapture of the Church where all believers will meet the Lord in the air and be taken out of this world prior to the Tribulation that will come upon the earth (Isaiah 26:20; Matthew 24:29-31; Luke 21:36; Romans 1:18, 5:9; 1 Thessalonians 1:10, 4:13-16, 5:9; 2 Peter 2:7-9; Revelation 3:10, 5:7-10, 7:13-14).

Note: We recognize that there are differing views on the timing of Christ’s return. Holding a differing view does not preclude one from membership, as this is not an essential doctrine.

We believe that if a believer in Christ passes away before His return, they immediately pass into the presence of Christ and there remain in conscious bliss until the resurrection of their body, at which time the spirit and body are reunited, and they are thus with Christ in glory forever. Unbelievers remain after death in conscious misery in Hades until the final judgment at the Great White Throne. At this time their spirit and body are reunited, and after judgment they are cast into the lake of fire for eternity (Luke 16:19-26; 23:43; 2 Corinthians 5:8; Philippians 1:23; 2 Thessalonians 1:7-9; Revelation 20: 11-15).

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YOUR CHURCH Membership Requirements
Church Discipline Policy
Executive Limitations Policy
Staff Policy Manual

Operations Director Job Description

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Position Summary

The Operations Director at Heritage Fellowship Church (HFC) provides high-level leadership, oversight, and execution across the operational systems of the church. This position ensures that HFC’s ministries are supported by sound administration, wise financial stewardship, effective human resources practices, strong facilities and security management, and scalable operational processes. The Operations Director champions operational excellence and readiness so that HFC’s staff, volunteers, and congregants can thrive and the mission of the church can advance.

Essential Duties and Responsibilities

  • Administration and Organizational Leadership
    • Lead, oversee, and refine administrative systems, processes, and workflows that support all ministry functions at HFC.
    • Develop and maintain policies, procedures, and operational documentation to promote clarity, efficiency, and compliance.
    • Manage administrative staff and volunteers, including scheduling, task assignments, and performance support.
    • Coordinate cross-ministry communication and alignment, ensuring strong internal collaboration and information flow.
    • Serve as an organizational problem solver, anticipating operational needs and proactively implementing solutions
  • Finance and Stewardship
    • Partner with the Lead Pastor and Church Board to develop, monitor, and manage the annual budget.
    • Oversee contributions, accounts payable, payroll, expense tracking, and all routine financial operations.
    • Ensure compliance with financial policies, accounting standards, and legal regulations.
    • Maintain appropriate internal controls and support external audits or reviews as needed.
    • Provide regular financial reporting to the Lead Pastor, Church Board, and ministry leaders.
    • Support stewardship development through accurate recordkeeping, donor acknowledgement, and contribution management.
  • Human Resources and Staff Care
    • Oversee recruitment, onboarding, and offboarding processes for all staff positions.
    • Manage employee files, job descriptions, performance reviews, and HR compliance documentation.
    • Ensure compliance with federal, state, and local labor laws.
    • Administer payroll data, benefits programs, time-off tracking, and Staff Policy Manual revisions.
    • Promote a healthy, supportive staff culture and serve as a resource for staff relations.
  • Facilities Management
    • Oversee the maintenance, cleanliness, repair, and long-term stewardship of all HFC facilities, grounds, and equipment.
    • Develop and manage a preventative maintenance program and lifecycle replacement schedules.
    • Supervise vendors, contractors, maintenance personnel, and custodial staff.
    • Manage room reservations, building usage, and safety protocols for events and ministries.
    • Lead planning and execution of facility improvement projects and capital upgrades.
  • Security and Risk Management
    • Oversee the development, implementation, and training of HFC’s security protocols.
    • Work with staff and volunteers to maintain a safe and welcoming environment for staff, congregants, and guests.
    • Lead emergency preparedness planning, including evacuation procedures, incident response plans, and crisis communication processes.
    • Ensure compliance with insurance requirements and risk-management best practices.
    • Coordinate background checks and volunteer safety procedures.
  • Technology and Systems Support
    • Oversee church management software, databases, scheduling tools, and communication systems.
    • Support staff and volunteers by ensuring systems are functional, secure, and optimized.
    • Manage IT-related vendors and contracts, including internet service, cybersecurity, and equipment lifecycle needs.
    • Ensure data security, privacy practices, and proper digital file management.
  • General Leadership Responsibilities
    • Participate fully as a member of HFC’s staff leadership team.
    • Support the Lead Pastor in executing the church’s mission, values, and strategic priorities.
    • Provide high-level operational insight and recommendations to strengthen churchwide effectiveness.
    • Represent operations in staff meetings, ministry planning conversations, and leadership retreats.
    • Perform other duties as assigned.

Qualifications

  • A growing and mature relationship with Jesus Christ, demonstrating spiritual integrity and alignment with HFC’s mission and beliefs.
  • Bachelor’s degree required; master’s degree in business, leadership, or a related field preferred.
  • Minimum of 5 years of experience in operations, administration, finance, HR, and organizational leadership—preferably in a church or nonprofit environment.
  • Strong understanding of budgeting, financial systems, and HR best practices.
  • Proven ability to manage people, systems, and projects simultaneously.
  • Excellent interpersonal, organizational, and communication skills.
  • Ability to problem-solve, innovate, and lead change.
  • Proficiency with Microsoft 365, Google applications, church management systems, and general office technology.
  • Ability to maintain confidentiality, professionalism, and discretion.

Work Schedule and Conditions

  • Full-time position requiring regular presence on-site during weekday office hours and Sunday services.
  • Occasional evening or weekend responsibilities for meetings, special events, or facility needs.

Spiritual Expectations

  • Maintain a lifestyle consistent with biblical leadership qualifications and the mission of HFC.
  • Regularly participate in Sunday worship and be an active part of the church community.
  • Demonstrate servant-leadership, humility, and a collaborative spirit in all interactions.

Position Structure and Level

Grade: TBD
Reports To: Lead Pastor
Classification: Exempt
Category: Regular Full-Time
Staff Designations: Executive Staff, Senior Staff, Ministry Staff, Administrative Staff

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Compensation Program
Directory of Job Descriptions
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Staff Policy Manual – Job Descriptions Section

Facility Usage Instructions

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Cleaning, Trash Removal, and Overall Orderliness

As you know, our desire is to maintain a clean, orderly facility for ministry use by staff, volunteers, and the community.  To help accomplish this, we’ve retained the services of a cleaning company.  The “cleaning guy’s” name is Scott.  He will be at the building on Saturday mornings (sometimes Saturday nights) and is responsible for trash removal from every room in the building, including the small trash cans located in each cubicle and in the Tech Booth.  His responsibilities also include cleaning all restrooms (upstairs and downstairs), sweeping and mopping all hard surface floors, vacuuming all carpeted areas, and cleaning all door glass and hardware.  On Monday mornings (before 8 a.m.) Scott will be back to clean the restrooms and lobby area as well as to empty trash.

In between cleanings by the cleaning guy we should all pitch in to keep things clean and orderly.  If in your travels around the building you see trash that needs to be emptied or an area that needs to be cleaned (floor, restrooms, etc.), take it upon yourself to take care of it.

The dumpster is emptied once per week on Wednesdays.  Please make sure trash is put in the dumpster and not beside the dumpster.  Trash located beside the dumpster will not be taken by the waste disposal company.

Intercom System

As you know, we have an intercom system installed between the front door and the upstairs office area.  The system was installed to allow us to keep the front doors locked with visitors pushing a call button to gain access to the building.  Keep in mind that volunteers who have arranged to use the building (small group meeting, play group, etc.) have an access card which allows them to unlock the far right door themselves.

When a visitor arrives they will press the call button.  This results in an audible “tone” in the office area.  If you hear this tone, you should go to one of the two office area doors and answer.

Here’s how it works:

  1. Tone sounds and a red light comes on in the #1 position.
  2. You press the button under #1 which turns the intercom system on.
  3. Press the “talk” button and say something like “good morning, what can I do for you” and release the button to allow them to talk to you. When you release the talk button they can talk to you without pushing any buttons on their end.
  4. If their business requires them to enter the building, you should go down to meet them. Due to the preschool’s security policy, no unidentified person should be allowed into the building without an escort.
  5. If the person is known by you to be in the building without escort, tell them you will “unlock the far right door” and press and hold the button on the panel with the image of a “key” to release the magnetic lock on the door. Listen for the door to close behind them before you release the button.

Lights in the Building

You might have noticed that there are a number of light switches located all over the building.  Managing this will take everyone’s cooperation.  Basically, if you are the last one out of the building you should make sure the lights are turned off (except the rear stair tower – those lights should be left on at all times) before you leave.  If you are the first one there in the morning, please turn on the airlock and the lobby lights.

The lights in the downstairs classroom hallway and all 3 elevator foyers are on motion detector switches/timers.  These lights will go off automatically if they sense no motion for 30 minutes or more.

Locking/Unlocking Doors

For regular “mid-week” entering and exiting the building, you need not unlock any of the front doors.  You should use your “keycard” to gain entry via the far right (as you face the building) door.  This will prevent doors from being accidentally left open.  If you are conducting an event/meeting where others (without keycards) will be entering after you, you should “dog down” some or all of the front doors using the “dog down key” located in the Tech Booth.  If this is necessary, you are responsible for returning the door(s) to the locked position before you leave the building.  If your activity requires you to unlock any other door in the building, you are responsible for re-locking the door.

Meetings in the Building

All meetings in the building should be scheduled using the room’s calendar in Outlook.  Conflicts should be resolved in the best way possible between the meeting facilitators.  Meetings scheduled in advance (in Outlook) have preference when a conflict exists.

Due to the potential dangers in the building (elevator, baptistry, stairs, etc.) and the potential for damage to the facility and/or equipment, supervised child care must be provided if participants are bringing their children and they cannot be supervised at all times.  In other words, children should not be allowed free access to all areas of the building without constant adult supervision.

If you are conducting a meeting in any area of the building (conference room, classroom, auditorium, etc.) and you require chairs, tables, etc. you are responsible for returning the space to the way you found it (ready for its primary use).  For example, if you are conducting a meeting in the upstairs classroom (Primary Usage: elementary classroom) and you are using the marker board, table(s), and chairs you are required to put these items away when you are done.

Resources such as projectors, DVD players, TVs, etc. that are needed should be arranged in advance and scheduled using Outlook.  If the meeting facilitator is not able to operate the equipment properly, arrangements must be made to have a qualified operator present.  This should be coordinated through the Arts department.

Office Area Security

When it is not occupied, the upstairs office area should be kept locked.  If you are the last one out, please turn off the lights and make sure both doors are locked.  It is highly recommended that you keep your cubicle drawers locked to prevent access by anyone other than yourself.

Security Alarm

Our building is equipped with a security alarm system.  If you are the first into the building you should enter your code immediately upon entering the building.  This is done by: 1) Entering your 6 digit code. 2) Pressing “turn off.”  3) Pressing “all.”  This will disarm the system completely.  There is a way to partially arm/disarm the system.  If you have a need to do this and would like to learn how, please contact the Executive Pastor.

If you are the last person to leave the building you should arm the alarm.  This is done by: 1) Entering your 6 digit code. 2) Pressing “turn on.”  3) Pressing “all.”  This will arm the system completely (all doors/zones).  If you are the last staff member to leave the building but there are volunteers/others in the building, you should ask around to make sure someone has the code and is responsible for securing the building when they leave.

Temperature Control

There are a total of 4 thermostats located throughout the building:

  1. Lobby – Located to the left of the ladies room door. This thermostat controls heating and cooling for the downstairs restrooms and lobby.
  2. Downstairs Hall – Located to the right of classroom #2 in the hallway to the downstairs classrooms. This thermostat controls heating and cooling of all downstairs classrooms as well as the hallway itself.
  3. Auditorium – Located on the rear wall of the auditorium in the Tech Booth. This thermostat controls heading and cooling in the auditorium.
  4. Upstairs – Located on the rear wall of classroom #1 to the left of the door to the storage area. This thermostat controls heating and cooling of the upstairs (storage area, network room, classroom, restroom, and office area).
  5. Airlock and Rear Stair Tower – These areas are heated via electric forced air individual heating units. There are 2 located in the air lock and 3 (1 per floor) located in the rear stair tower.  Thermostat control is adjusted for each individual unit and requires the cover of the unit to be removed to access the adjustment knob.

Each thermostat is “auto-changeover” meaning that it will switch between “heating” and “cooling” depending on need to achieve the set points.  There is a set point for heat and a set point for cool that is pre-programmed.  If a different temperature is required (either warmer or cooler) press the “touch screen” of the thermostat and adjust the setup for heat or cool depending on need.  If you have any questions contact the Executive Pastor.

Church Management Software (ChMS) Training

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To begin training, log into YOUR CHURCH’s ChMS with your email and password. A link to login is located you YOUR CHURCH’s website.

You can find all of YOUR CHURCH’s ChMS training workshops HERE. We suggest you go through the following workshops:

  1. Lead App – Definitely make sure you download and use the ChMS App! You’ll love it! You can use much of YOUR CHURCH’s ChMS functionality from your phone. Handy!
  2. Overview for Your Congregation – This is down near the bottom of the page, under “Congregation – Volunteers.” It’s the best overall look at the application they have.
  3. Managing Your Group – Pretty self-explanatory. Everything in the ChMS is organized into groups of people.
  4. Mail Merge – Important for communicating with groups of people. It’s basically how you create and send e-mails from the ChMS.
  5. Events/Calendar – A very important part of scheduling events and activities. You’ll get more on scheduling “Rooms & Resources” when you get to that training.
  6. Reporting & Searching – Again pretty self-explanatory.
  7. Rooms & Resources – Important for scheduling anything in either building, including use of tables, chairs, the church truck, etc.
  8. Forms – The primary method for having people sign up for stuff.
  9. Creating Process Queues – Important for setting up “people processes.”
  10. Managing Process Queues – instruction on managing queues once you’ve gotten a process setup.