Constitution / Bylaws

ByLaws

Northwest District

Lutheran Congregations in Mission for Christ (LCMC)

 

Section 1 – Membership

 

1.01 Northwest District is a district of Lutheran Congregations in Mission for Christ. Northwest’s member congregations will be voting members. As such, they are subject to the provisions of the Constitution of Northwest and these bylaws.

1.02 A congregation is a Christian community that gathers around the Word and Sacraments. It serves as God’s people in the world, nurturing its members and reaching out in witness and service to the world. Each member congregation of Northwest shall adopt governing documents and govern itself in such a way as to involve its members in fulfilling their congregational purpose and function. All authority not specifically granted to the District Council shall be retained by the individual congregations.

1.03 Northwest shall recognize, receive and maintain a list of member congregations. By their practice and their governing documents member congregations shall:

a. Preach the Word and administer the sacraments in accord with the Augsburg Confessions;

b. Uphold and subscribe to Northwest’s constitution;

c. Agree to call pastors who actively uphold and subscribe to Northwest’s constitution; and

d. Support the life and work of Northwest by their practice, their governing documents, financially, and by written commitment to this district.

1.04 A congregation may terminate its membership in Northwest by:

a. Following such internal congregational procedures as are required by that congregation and giving notice to Northwest that it no longer desires to be a member of Northwest;

b. Ceasing to exist;

c. Taking action to dissolve itself as a congregation.

1.05 Northwest may terminate the membership of a congregation, by a two/thirds majority vote of the members of the District Council present and voting, and by taking the following action;

a. The District Council shall give at least 60 days written notice of its intent to seek termination of membership; and b. Such membership terminations shall be ratified by the next Northwest convention. This action shall be

taken only after all reasonable efforts to remedy the underlying cause for termination shall be deemed exhausted, and shall be in conformity with these bylaws.

1.06 To provide for individual persons who do not belong to a member congregation, but who nonetheless desire to participate in Northwest’s affairs, one or more chapters may exist. A chapter may organize itself according to such internal procedures as it deems desirable and may provide delegates with voice and vote at Northwest’s conventions. Members of the chapter may be elected to Northwest’s District Council and may serve on any Northwest task force or committee. Northwest may revoke the membership of the chapter in the manner set forth Paragraph 1.05 of these bylaws. For purposes of these bylaws, chapters shall have all the rights and privileges of a Northwest member congregation. No person who is a member of a Northwest member congregation may be a member of the chapter.

Section 2 – Ministry

2.01 Member congregations of Northwest are authorized to call and ordain ministers pursuant to such standards as Northwest’s convention may adopt from time to time. Congregations are reminded that they are responsible for the call process as it pertains to them.

2.02 All ordained ministers of Northwest shall subscribe to Northwest’s statement of faith and such ministry standards as shall be established by Northwest. Ordained ministers shall be subject to discipline as provided for in these bylaws or as otherwise provided for in a discipline plan adopted by the District Council.

2.03 Ministry standards, once adopted by Northwest may be amended only by Northwest’s convention with such amendments being ratified by an affirmative vote of a majority of Northwest’s member congregations. Any amendment to Northwest’s ministry standards sha11 first be made in writing to the District Council for review and comment, and shall thereafter be submitted to the Northwest annual convention for approval or disapproval. Following approval by the convention, any amendment to the ministry standards shall, within one year of the date of approval by the convention, be ratified by a majority of Northwest’s member congregations. Any amendment not so ratified shall not be effective. Northwest may establish ministry standards, which complement, supplement or enhance the ministry standards of LCMC, provided the ministry standards of Northwest are not in conflict with those of LCMC. The ministry standards of LCMC shall serve as the interim ministry standards of Northwest until such time as Northwest has adopted ministry standards of its own. The secretary shall notify member congregations in a timely manner of ratification or rejection.

2.04 Called and ordained pastors of Northwest may belong to the clergy lists of other associations or denominations.

Section 3 – Statement of Purpose and Objectives

3.01 The purpose of Northwest is to support the common mission of its members to bear witness to the good news that sinners are put right with God by faith alone in Jesus Christ.

3.02 To serve and support Northwest member congregations in their mission to proclaim the gospel, Northwest will, among other things;

a. provide assistance to its member congregations in interviewing and calling pastors to the ministry of word and sacrament;

b. provide assistance to pastors in obtaining calls to Word and Sacrament ministry;

c. Seek opportunities to establish new mission congregations and provide support to missionary ministries;

d. Sponsor inspirational and educational gatherings, foster fellowship and worship opportunities for all of God’s children;

e. Strengthen Christ’s body on earth by encouraging worship in Northwest member congregations, pray for one another, and study the Holy Scriptures and the Lutheran Confessional writings;

f. Support youth events that train young people in the beliefs and teachings of our faith, providing guidance and leadership training necessary to raise up a new generation of theologically and confessionally grounded Christian leaders;

g. Support congregational confirmation and other faith building programs by providing guidance to sound theological resources and training.

3.03 During the early phase of our development, Northwest shall encourage member congregations to rely upon the resources of LCMC for;

a. selecting and encouraging local candidates for the ministry of Word and Sacrament;

b. providing assistance in matters of seminary training and instruction for those who seek it;

c. providing Northwest confessional Lutheran seminarians with mentors and guidance through the educational process;

d. extending graduating seminarians their first Call to Word and Sacrament ministry;

3.04 In accordance with the intent of Northwest to look only to the cross of Christ, proclaiming God’s Word as Law and Gospel for the redemption of his people today, Northwest shall support theological guidelines and declarations adopted by the larger association of which it is a part.

Section 4 – Organization and Annual Convention

4.01 As an association of congregations, Northwest recognizes a need for checks and balances in its governance and operational procedures.

4.02 The annual convention of Northwest shall be its legislative authority. Such authority is limited only by the provisions of Northwest’s articles of incorporation, constitution, bylaws and the convention’s own resolutions. The convention shall meet annually in regular session but may meet as called by the District Council. The time and place of the convention shall be determined by the District Council, which shall give at least 60 days written notice to member congregations of the date and place of each convention. For the present, all members of Northwest congregations and chapters who attend conventions shall be granted both voice and vote. Visitors will have voice but not vote at Northwest meetings.

4.03 The annual convention shall have the authority to conduct elections, to establish boards, committees, etc., and to make whatever decisions seem prudent in order to further the ministry of Northwest.

4.04 The annual convention is authorized to adopt rules and regulations in the form of continuing resolutions to assist in governing Northwest’s affairs, provided they do not otherwise conflict with and are not prohibited by Northwest’s constitution or bylaws.

 

 

4.05 The convention shall be convened by the Northwest District Council. The convention shall be held no later than the first Saturday of December of each year. The convention shall serve as Northwest’s annual meeting and the agenda may include, but is not limited to, election of the District Council, filling of any vacancies on the District Council, approval of the annual budget, approval of ministry standards or changes to ministry standards, and such other business as may occur from time to time.

4.06 Northwest’s District Council shall convene a convention within 60 days of submission of a written petition signed by 25 percent of the then-existing member congregations requesting a convention.

4.07 In addition to the annual convention, Northwest’s District Council may convene other Northwest meetings by majority vote of the District Council members, or when a written petition is signed by 25 percent of the then existing member congregations requesting such a meeting. A written notice with date, place and time shall be sent to all member congregations and chapters at least 60 days before the meeting occurs.

Section 5 – District Council

5.01 Subject to the limitations of the constitution and bylaws of this district, Northwest’s business and affairs shall be managed by its District Council.

5.02 There shall be no fewer than five (5) members of the District Council and each council member shall hold office until the election of a successor council member. Any person who is a member of a Northwest congregation or chapter shall be eligible for election to the District Council. District Council members shall be elected by a majority of those delegates to the convention who are then present and voting. The number of council members to be elected shall be determined by Northwest’s convention upon the advice of the District Council. District Council members shall serve three year terms. Subject to the provisions of paragraph 5.07 of this set of bylaws, no council member shall serve more than two consecutive terms in office.

5.03 There shall be no voting by proxy by members of the District Council.

5.04 Meetings of the District Council may be held at a time and place the District Council may designate. Either the chair or any three members of the District Council may call a council meeting by giving 10 days notice to all of the other council members of the date and time of the meeting. The notice may be given by mail, telephone, electronic mail, facsimile transmission or in person.

5.05 A majority of the council members currently holding office is a quorum for the transaction of any business.

5.06 Any action required or permitted at a meeting of the District Council may be taken by written action, including electronically, signed by the number of council members that would be required to take the same action at a meeting of the District Council at which all council members were physically present. All members of the District Council shall receive notice of the text of the written action at the same time it is furnished to any council member for signature. All members of the District Council shall be notified immediately of the effective date of any such written action that is duly taken.

5.07 Vacancies on the District Council resulting from the death, resignation or removal of a council member may be filled by the affirmative vote of a majority of the remaining council members, even though less than a quorum. Each council member elected under this section to fill a vacancy shall hold office until a successor is elected at the next Northwest convention. Any council member elected under this section to fill a vacancy shall

hold office until a successor is elected. Any council member elected to fill a vacancy of two years or less shall be entitled to election to two full, three-year terms as a member of Northwest’s District Council. In no event shall any person serve more than eight consecutive years as a member of Northwest’s District Council.

 

5.08 The District Council may, by resolution, establish committees or task forces to conduct Northwest’s affairs and business.

5.09 Northwest’s meetings shall be governed by Robert’s Rules of Order except as otherwise provided by the constitution, bylaws, or continuing resolutions.

5.10 Nothing in these bylaws is intended to discourage electronic participation in Northwest’s affairs, provided such electronic participation is consistent with good order, ballot integrity, and voting and election procedures.

5.11 Minutes of all District Council meetings shall be maintained and made available to member congregations in a timely manner.

Section 6 – District Officers

6.01 Northwest shall have as its officers a chair of the District Council, a vice chair of the District Council, a secretary, and a treasurer. Additional District Council members may be added from time to time by recommendation of the District Council followed by an election of such person(s) by Northwest in a properly called and publicized convention/meeting. The District Council may remove any member by a two-thirds majority vote with or without cause.

6.02 All officers shall be elected by the council from among the council’s members to serve a one-year term. The chair of the District Council shall serve as president whenever a president is needed.

6.03 The vice chair shall preside over all meetings of the District Council where the chair is unable to preside.

6.04 The secretary shall serve as Northwest’s recording officer and shall maintain the minutes, have responsibility for records, rosters, archives and other documents of the district, and such other duties as may be assigned to the secretary by the District Council. All records shall be kept in good order and passed on to the successor to the position.

6.05 The treasurer shall propose policies regarding finances, accounting, insurance, property management, investment, and money management systems of the district for review by the District Council.

6.06 Should the chair of this district die, resign or be unable to serve, the vice chair shall be charged with the responsibilities of the chair until the election of a new chair or until the chair is able to serve again. Should any other vacancy occur through death, resignation or by inability to serve, the chair, with the approval of the District Council, shall arrange for the election of a new member by the District Council to fulfill the responsibilities of the position.

6.07 The names and addresses of delegates to the convention shall be made available upon request to any member of the district.

Section 7 – Conflict Resolution

7.01 In matters of conflict each congregation is responsible for determining what is or is not necessary to resolve the matter, if possible. Guidance may be sought from Northwest or any other resource.

Section 8 – Amendment of Bylaws

8.01 The bylaws of this district may be amended at any convention or special meeting where the amendment to the bylaws has been presented in writing by the District Council. The District Council shall review and may comment on proposed bylaw changes, and shall submit any proposed bylaw changes to Northwest’s convention for action. Any proposed bylaw or amendment to an existing bylaw shall first be approved by a majority of those delegates present and voting at the Northwest convention. Thereafter, member congregations shall have one year from the date of enactment by the convention to reject the proposed bylaw or amendment to existing bylaw. A majority of member congregations is required to accept or reject a proposed bylaw or proposed amendment to an existing bylaw. No amendments to Northwest’s bylaws shall become effective until the time period for rejection by member congregations has passed. Rejection by a majority of member congregations terminates all action on the proposed bylaw or amendment.

Section 9 – Transition Provisions

9.01 Members of the District Council elected at the May 2004 Northwest convention shall serve staggered terms of office as determined by unanimous agreement of those elected or, failing unanimous agreement, by random draw. Any member of the District Council elected under this provision serving a two-year term or less shall be eligible to serve two consecutive, full, three-year terms on the District Council.

9.02 Prior to the adjournment of Northwest’s first annual convention, amendments to the bylaws are specifically exempted from bylaw provisions, which would subject them to congregational negative ratification. This paragraph is designed to address transitional issues relating to the adoption of the bylaws and to allow Northwest’s member congregations to familiarize themselves with the terms of these bylaws between the time of the constituting convention and the time of the first annual convention; and will be of no further force or effect following adjournment of the first annual Northwest convention.

Adopted: April 6, 2013

5.02 There shall be no fewer than five (S) and no greater than eleven {11} members of the District Council and each council member shall hold office until the election of a successor council member. Any person who is a member of a northwest congregation or chapter shall be eligible for election to the District Council. District council members shall be elected by a majority of those delegates to the convention who are present and voting. The number of council members to be elected shall be determined by the Northwest’s Convention upon the advice of the District Council. District council members shall serve three-year terms. Subject to the provisions of the paragraph 5.07 of this set of bylaws, no council member shall serve more than two (2) consecutive terms in office.

 

NW District LCMC CONTINUING RESOLUTIONS

Set By the District Council

July 2010

It was decided that there shall not be a limit to the number of voting delegates that shall represent a congregation /chapter. All attendees who are members of a congregation / chapter in good standing with NW District LCMC shall have a right to a vote at the annual gathering as per our constitution. This issue may be reassessed at a later date as district growth occurs.

July 2011

The NW District shall maintain a liability Insurance policy. The insurance company used and the policy limits shall be reviewed by the Council as needed.

July 2011

The NW District shall be incorporated in the State of Washington. (Note: This incorporation status must be renewed annually in June, with September being the final cut-off date, by an official District registrant.) In July 2015, as a point of clarification, it was noted that our corporation is set up as a non-profit organization, not a tax exempt entity. A disclaimer to that effect is to be permanently placed and maintained on our NW District website.

October 2011

NW District financial records pertaining to greater than $25,000.00 receipts annually are subject to internal annual audit/review.

October 2012

NW District shall create a District Coordinator position. This coordinator shall serve as a representative of our council, and a liaison between NW-LCMC and the National LCMC organization, and shall gather and distribute information to and from our two organizations, and shall keep the NW District informed of all such communications. As requested by the council the coordinator may be asked to present written or verbal notices to the general membership. This person serves at the pleasure of the NW-District and shall serve for a term of 4 years. Expectations and a job description of this position shall be maintained as a policy.

January 2013

Any and all current and future actions that require ratification by the general membership shall be by rejection notice rather than an acceptance notice from member congregations or chapters.

January 2013

The official website owned by the NW District is entitled “LCMC-NW.com. The NW District owns this site for four-year periods and all hosting fees and webmaster stipends will be paid for by the District, with annual stipend amounts agreed to between the Webmaster and the Council.

June 2013

It is the responsibility of the NW District Council at the annual National LCMC Convention to be represented by a spokesperson at the “District Meetings”. It is our goal to be recognizable, informational and invitational by any and all means at the LCMC National Annual Convention.

June 2013

Our constitutional rules are there not to limit, but rather define what a member is and what those “membership privileges entail. To that end, three distinct levels of membership were established and defined: (1) Congregational, (2) Chapter, and (3) Individual. These applications shall be made available both by mail with a written request and via the Website for self-printing. Each level of membership shall require a distinct application, as per our constitutional requirements, to be subject to approval by the general Council. In October of 2013 this policy was expanded to add that, once approved, a distinct “Membership Certificate”, signed by the current President, along with a welcome letter will be mailed to the new member.

January 2014

It is established that we are a geographically defined District but the location of a congregation, chapter or individual shall have nothing to do with their ability to be included or not into our membership.

April 2014

It was established as a point of clarification that our designation of the Northwest District (NWD) shall, at all times, be fully spelled out to avoid governmental concerns and alerts regarding our use of this designation.

September 2014

It was established that each member congregation be asked to complete and submit a “congregational survey”. This form will be maintained as a part of our records and shall serve to keep both the Council and our members more aware of each other’s gifts, talents and needs. These forms shall be displayed as a sort of “Family Album” at our annual gathering. New member congregations will receive this survey along with their welcome letter and Membership Certificate.

September 2014

A Budget Funding policy was established authorizing the use of funds in excess of a set retained working budget amount. Applications for funds are to be assessed on a case by case basis and shall be approved for distribution by a simple majority vote. The amount to be retained by the Council is to be considered and adjusted as needed on a quarterly basis. In January of 2015, a point of clarification added that the Board should and must be able to access funds, not to fall below a designated amount, for the purpose of conducting normal and proper business and billing obligations for each fiscal year. Only funds above this designated amount will be made available for funding / assistance requests. The specific dollar amount of these designate “working funds” may be reviewed quarterly and changed as needed.

July 2015

The NW District Council shall have no authority over or responsibility for a congregational call process. Each congregation is entirely autonomous and as such, shall maintain sole responsibility for all their administrative actions and procedures.

July 2015

As advised by National LCMC, no District will maintain a list, or make public any list or information that we may have concerning any particular or general call process. To do so would open us up to public litigation. We are to refer any and all requests to the National coordinator for pastoral ministry. It is also the policy of the NW District LCMC that all properly received inquiries on pastoral or call information shall be directed to the national organization through our district coordinator. In addition, there is no published list of people who deal on a national level with the “Certification” of Pastors.

October 2015

The National website has made distinct references to “Social Impact” discussions. There are references that show how to write a constitution, etc. that deals with this societal impact on our churches. Even though board member feelings on this subject are very strong, we are cautioned not to develop a specific social statement or link to the national site distinctly on behalf of the NW District. We are, however, reminded that we are a collective body of many diversified church bodies and congregations. So as social issues, with all of their positive and negative connotations, arise, we have an opportunity to honestly and honorably represent Biblical teachings. That is to say that in no way are we as a District serving as an authority on Doctrinal Issues. The Bible, for all intents and purposes is our social statement.

January 2016

At least one person who is on the board must have the codes, passwords, and the ability to get into the NW District Web Site and make changes as necessary, once approved by the Board.

October 21, 2019

A motion was made and passed to approve an amount up to $10,000 to cover costs for the annual Gathering.

February 3, 2020

A motion was made and passed that we modify the district coordinator position to read “2-3 people appointed by the council for a term up to 4 years, with the NW District assuming responsibility of $3,500 per person (to cover expenses), and to making the responsibility of a hospitality suite at gatherings a duty of the council.”

July 2023

A motion was made and passed to allocate up to $1000 annually to be used for lay leadership training to build pastoral worship leaders in local congregations in the LCMC Northwest District.

Oct. 2023

The Northwest District Council may assign a financial assistant to assist the treasurer. The assistant is a non-voting position, and as such is not required to attend council meetings, but will provide financial reports to the council through the treasurer. This will help maintain continuity in processing district business.

Nov. 2023

It is recommended that all four officers on the Executive Committee should be signatories on the Northwest District checking account.  The Bank where the Northwest District maintains an account requires (1) copies of minutes that confirm our duly elected Executive Committee, and (2) copies of our Article of Incorporation in the State of Washington.

Nov. 2023

This NW District shall adopt a January 1 to December 31 business year for our accounting / reporting period. A yearly printed budget shall be set as a useful tool for business and mission planning and shall be approved annually at the District gathering.

Nov. 2023

Documentation for all reimbursements shall either be through vouchers, submitted receipts, or submitted expenses.

Nov. 2023

The District Council has established the following scholarships for district members to attend District and National Gatherings that desire to attend the gathering but are financially unable to do so. A written request from the individual’s Pastor will be required to be sent to the treasurer to obtain the funds. Scholarships will be distributed on a first come, first serve basis.

– Ten (10) scholarships of $50 per family member, maximum $200 per family to attend the NW District Annual Gathering

– Ten (10) adult scholarships of $500 each, maximum $5000 to attend the Annual National Gathering.

Nov. 2023

The District Council has established five (5) $1000 scholarships for District Council members and District Coordinators to attend District and National Gatherings but are financially unable to do so. Scholarships will be distributed on a first come, first serve basis with an email to the treasurer.

Nov. 2023

A motion was made and passed to set aside $2000 per year to help defray the cost of attending District Council meetings.  If financial help is needed, the council member may submit a request to the treasurer documenting expenses up to $250 per meeting.

April 2024

The NW District shall provide for an official website and shall offer a newsletter as an official mouthpiece for the NW District LCMC, under the guidance of the Council itself. A 2/3 majority vote is required for both confirming and removing the webmaster. The Council President and the Council Secretary are responsible for coordinating actions between the Webmaster and the Council. All website pages and/or links established must be reviewed annually by the District Council.

April 2024
Job descriptions of Council officers (President, Vice-President, Secretary, and Treasurer), Webmaster and District Coordinator are to be maintained and understood as policies, not to be included into Constitutional bylaws.

April 2024
The NW District Newsletter will be published quarterly. This newsletter shall include at a very minimum the (1) Secretarial Minutes Bullets from the prior board meeting, (2) Spotlight of a member congregation, and (3) A welcome to all new member congregations voted in at the prior board meeting. All articles submitted for publication are subject to editing privileges and review by another Council member. This newsletter shall be posted on the District website and distributed to the membership.

July 2024   District Council shall annually appoint a “Gathering Committee.”  The “Gathering Committee” must “report to” and coordinate with” the duly elected District Council for the purpose of organizing and coordinating the workings of the District’s Annual Gathering.  If there is a host congregation, at least one member of the host congregation must be a member of the “Gathering Committee.”

• The budget for the Annual Gathering is part of the approved budget for the Northwest District.
• Registration forms and funds are to be sent directly to the treasurer. This may be done by mail or online.
• The recipients of any benevolence offerings will be determined by the Host Congregation or the District Council prior to the actual Annual Gathering date.
• The Guest Speaker honoraria shall not exceed $1,500 total per gathering without council approval. Transportation and lodging reimbursement shall be at an economical rate and shall not include the cost of additional family members.
• Gathering participants who desire to set up tables for exhibition shall pay ordinary registration costs and fees. Any cost that may be associated with their display and travel is fully their responsibility. Table setup / display is always contingent on the District’s available space.

July 2024   District Council shall annually appoint a “Youth Impact Committee.”  The “Youth Impact Committee” must “report to” and coordinate with” the duly elected District Council for the purpose of organizing and coordinating the workings of the District’s Annual Youth Impact event.  If there is a host congregation, at least one member of the host congregation must be a member of the “Youth Impact Committee.”

• The budget for the Youth Impact event is part of the approved budget for the Northwest District.
• Registration forms and funds are to be sent directly to the treasurer. This may be done by mail or online.
• The recipients of any service project will be determined by the Youth Impact Committee in consultation with the Host Congregation or Camp prior to the actual Youth Impact date.
• The Guest Speaker honoraria shall not exceed $1,000 total per youth event without council approval. Transportation and lodging reimbursement for guest speakers shall be at an economical rate and shall not include the cost of additional family members.
• Background checks must be performed for all Youth Impact event leaders and chaperones. Annual background checks will be confidentially maintained.
• Additional provisions including appropriate and inappropriate behavior by youth and chaperones, ratio of students to leaders and the “two adult” rule are found in the Youth Impact registration materials.