As a church treasurer, you should be familiar with and able to identify the following documents:
1. Articles of incorporation. The articles of incorporation is a short document that contains the church's name, address, period of duration, initial board of directors, and statement of purposes. The articles of incorporation is called the church's charter. The charter is the most authoritative legal document that a church has. In the event of a conflict between the charter and any other legal document, the charter will control. Be sure you are well versed on your church's charter.
2. Corporate annual reports. In many states, incorporated churches are required to file an annual report with the Secretary of State. This is a simple form that takes only a few minutes to complete. But failure to comply with the requirement can jeopardize a church's corporate status; and this can expose church members and board members to personal liability. Churches should maintain a full set of all corporate annual reports filed with the Secretary of State's office.
3. Constitution or bylaws. This is the document that contains most of a church's rules of internal administration. At a minimum, church bylaws should cover the following matters: the qualifications, selection, and expulsion of members; the time and place of annual business meetings; the calling of special business meetings; notice for annual and special meetings; quorums; voting rights; selection, tenure, and removal of officers and directors; filling of vacancies; responsibilities of directors and officers; the method of amending the bylaws; and, the purchase and conveyance of property. It is essential for church leaders to be familiar with this document, since it covers so many issues of church organization and administration.
4. Financial records. It is your responsibility to insure that appropriate safeguards are implemented with regard to the handling of contributions, that cash and expenses are properly recorded and presented in the church's financial statements, and that the church is properly receipting donors for their contributions. You should be reviewing the finances of the church at each board meeting, and asking questions about anything that you don't understand or that seems irregular.
5. List of members. Many churches have bylaw provisions that call for the periodic review of the membership list, to be sure that it is up to date. Do your church bylaws contain such a provision? How recently did you review and update your membership list? Are you familiar with the procedure and grounds for removing members from this list? As a church treasurer, you should be able to answer these questions.
6. Minutes of membership meetings and board and committee meetings. Most churches conduct an annual business meeting, and occasionally hold special meetings. Your church should keep records of all of these meetings. Churches also should maintain a complete set of minutes of board and committee meetings.
7. Insurance policies. Do you know where your church's insurance policies are maintained? Are you familiar with the terms of your policies? It is essential for church treasurers to know how much coverage their church has.
8. Tax records. These will include payroll tax forms, housing allowance designations for your pastors, contribution records, and any other forms you have filed with the federal government or with your state or local government.
9. Employment records. These include applications for employment, reference checks, information concerning disciplinary actions, the I-9 immigration form that all employers, including churches, must maintain for each new employee, and any other document relating to your employees.
10. Deeds. As a church treasurer, you should be able to locate the deed to your church property. Have you reviewed this document lately? It may contain information of vital importance to your church, especially if you are considering selling your property.
This article is adapted from a Weekly Lesson titled, "Church Records—Part 1."