KINGDOM LIFE ACADEMY
STANDARD OPERATING PROCEDURES
DATE OF LAST UPDATE: 24 March 2002
NOTES:
i) Definitions:
§ KLA: abbreviation for Kingdom Life Academy
§ SOP: abbreviation for Standard Operating Procedures
§ MOM: minutes of meeting
ii) Subject to the Constitution of KLA, this document contains all decisions taken at our management meetings, which now becomes standard operating procedures and policy for KLA.
CONTENTS:
1. Appointments and Portfolios
2. Functions and Duties
3. Finance
4. Membership
5. Gratitude, Gifts and Cards for members
6. Safe Keeping Procedures for Assets and Equipment
7. Management Meeting Protocol
8. (blank)
9. Annual Celebration feasts
10. Job Creation Projects and Distribution of resources
11. Pastoral care
12. Emergency Meetings
13. Relief aid for needy families
14. Sport department.
15. One New-Man Company
Amendments.
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Reference / Remarks |
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1. APPOINTMENTS AND PORTFOLIOS 1.1 Secretary for 2002-2003 – Charles1.2 Assistant Secretary for 2002-2003 – Ziona 1.3 Book-keeper for 2002-2003 – Brenda 1.4 Assistant Book-keeper for 2002-2003 – Junie 1.5 Auditor for 2002 – 2003 (KLA, ONMC and sports dept) – Chris P 1.6 KLA finance team for 2002 – 2004 – Ravi and Mumsy; Karl and Vani; Eddie and Marleen. 1.7 Signatories for 2002-2004 are Ravi N, Karl and Eddie.
2. FUNCTIONS AND DUTIES2.1 Secretary 2.1.1 Shall take minutes at all Management Meetings, have it typed and distributed to the Management Team. Such minutes shall be deemed to be an accurate record of the proceeding of the relevant meetings. 2.1.2 All decisions taken at the management meeting must be copied to this document (KLA’s Standard Operating Procedures) 2.1.3 Minutes must have a separate column for matters requiring action. 2.1.4 The Secretary shall be responsible for compiling KLA’s history records. 2.1.5 At every Management meeting the Secretary shall produce new item/s recorded in the History book.
2.2 Bookkeeper 2.2.1 Two different management team members each week shall be nominated as counting officers for the purpose of counting the tithes and offerings received. The “tithes and offering form” must be completed and signed by these officers and filed by the Bookkeeper. 2.2.2 Bank Deposit slip must be completed by the counting officers and a responsible person must bank the money on the next working day. Bank deposit book must be kept by the Bookkeeper. 2.2.3 The Bookkeeper shall present a complete income and expenditure statement for each month at each management meeting. 2.2.4 The Bookkeeper shall be responsible for the accurate record keeping of all financial transactions. 2.2.5 Shall collect all monies acquired according to the constitution. 2.2.6 Shall pay all the Ministry's bills promptly, shall keep a regular account of the funds, and shall have the books of the Ministry inspected by the Management Team. 2.2.7 Shall account to his/her successor for all monies received and paid by him/her up to the time of his/her leaving office.
3. FINANCE / FINANCE TEAM3.1 Activities for finance team are: 3.1.1 Responsible for anniversary celebration. 3.1.2 Responsible for appreciation day celebration. 3.1.3 Responsible for thanksgiving day celebration. 3.1.4 Responsible for signing cheques. 3.2 Tithes and Offerings received by KLA shall be utilised as follows:§ 20% shall be sown as KLA’s tithe of tithes, thus contributing to world evangelism, mission and outreach programmes; § 50% towards KLA’s purpose, vision, goals, plans and administration.; § 20% towards the acquisition of property and building; and § 10% towards asset and equipment 3.3 Ravi Naidoo, Karl Rangasamy and Eddie Pillay shall have signing powers for the Ministry’s finances, as stated in paragraph 1.7 above. 3.4 Two different management team members each week shall be nominated as counting officers for the purpose of counting the tithes and offerings received. The “tithes and offering form” must be completed and signed by these officers and filed by the Book-Keeper. 3.5 Bank Deposit slip must be completed by the counting officers and a responsible person must bank the money on the next working day.
3.6 Senior Leader’s limitation on financial decisions: a) Under R1000.00 – no consultation required. b) Over R1000.00 but not exceeding R2000.00 – consult with three of the signatories. c) Over R2000.00 – management team must be consulted
4. MEMBERSHIP
4.1 As discussed at KLA’s launch meeting held on 07 May 2000, it has become policy that all new members wishing to join KLA must first observe the ministry and its activities for a period of three months before confirming that their membership is official. Upon confirmation, membership would be retrospectively effected.
5. GRATITUDE, GIFTS AND CARDS FOR MEMBERS
5.1 Death of a member – KLA shall donate R500,00 towards the funeral expenses. 5.2 Member in hospital – shall receive a fruit basket with a value of R70.00. 5.3 Newborn babies – shall receive gift/s to the value of R150.00. 5.4 Wedding gifts – member/s shall receive gift/s to the value of R150.00. 5.5 Birthday and Wedding anniversary – each member or married couple shall receive a card.
6. SAFE KEEPING PROCEDURES FOR ASSESTS AND EQUIPMENT
6.1 Refer to safe keeping procedures.
7. MANAGEMENT MEETING PROTOCOL
7.1 Purpose of management meetings a) To strive for a high-class performance in all our activities through creative leadership, effective management and efficient administration, and be dedicated to the progressive spirit of excellence and change. b) To explore, experiment, test and develop different management concepts, principles and practices for the advancement of the glorious Kingdom Church.
7.2 Philosophy of management meetings At KLA we believe that an effective meeting is one where the participants feel good about themselves and the group, willingly and openly share their ideas and concerns, work together constructively and positively and leave the meeting feeling fulfilled and glad to be part of the group.
7.3 Team work We believe: § that the government of God is theocratic, § in the principle of the “set man” in the church, § and in the safety of counsellors or team work. - Where no counsel [is], the people fall: but in the multitude of counsellors [there is] safety. (Proverbs 11:14) - Without counsel purposes are disappointed: but in the multitude of counsellors they are established. (Proverbs 15:22) - For by wise counsel thou shalt make thy war: and in multitude of counsellors [there is] safety. (Proverbs 24:6)
7.4 Facilitation In management meetings, the Leader normally assumes the role of Chairman. At KLA, the leader assumes the position of the captain of the team. The difference is that a captain plays with the team, whereas the Chairman stands from the outside dictating to the players. Consequently, there is the need for a referee (facilitator) to control the game (meeting).
7.5 The function of facilitator/sa) LAUNCH THE MEETING BY CREATING A POSITIVE MEETING ENVIRONMENT. Do some sort of warm up activity before the meeting starts, perhaps an activity which activates team spirit would help everyone move into the process of thinking as a group and not as an individual. The meeting launch should be light and lively to get people energised. A group that starts into a meeting laughing and sharing will have a better shot at handling agenda items with a positive attitude. b) Facilitator/s goal should be to make meetings so interesting and fun that people look forward to attend. c) Facilitator/s are not the leader/s of the meeting but merely responsible for directing the process so the participants can focus on the content. They are responsible for directing the flow of discussion, summarizing points, keeping the discussion on track, capturing ideas and digression, shepherding the emotions of the moment, keeping the spirit positive and productive. They must always remain neutral on whatever issue is on the floor, but keep the participants functioning at the optimum level. d) AS THE MEETING RUNS: i) Summarize previous discussions of the agenda item to bring everyone up to speed. ii) Ask those who are quiet for ideas and thoughts. iii) Note digressions and remind members to stay on track. iv) Listen for and watch body language to catch any unexpressed issues or feelings. v) Watch for comments which create a negative environment and point it out to the group. vi) Watch for restlessness and take breaks when there's need for one. e) AS THE MEETING ENDS - debrief the meeting with the group as to what went well, what could be improved, etc.
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9. ANNUAL CELEBRATION FEASTS KLA’s annual celebration feasts are: i) Appreciation Day : a Christmas Dinner Banquet hosted to appreciate all our members for their commitment, support and faithfulness to God and His work. ii) Thanksgiving Day : a thanksgiving service to be held at the last day of each year in appreciation for God’s faithfulness and goodness in our lives, followed by a braai.
10. JOB CREATION PROJECTS AND DISTRIBUTION OF RESOURCES 10.1 Job creation projects falls under the jurisdiction of ONE-NEW MAN COMPANY. 10.2 Any resources distributed by the church to its members, shall be apportioned and distributed according to the number of families. A single parent, widow and engaged couples shall be considered as a family. Married couples living with parents will be treated as two separate families for the purpose of apportionment and distribution.
11. PASTORAL CARE 11.1 home visitation: a) With effect from June 2002, will fall under the person responsible for pastoral care. b) Father's day and Mother's day celebration would fall under the Pastoral department.
12. EMERGENCY MEETINGS Whilst our management meetings are scheduled for once every three months, emergency management meetings would be executed by way of memos and replies, or be held after the Sunday Morning Meeting or after any other meetings.
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13. RELIEF AID FOR NEEDY FAMILIES
13.1 KLA’S constitution forbids the lending or borrowing of money from KLA. Therefore cash donations would not be made. 13.2 However, food donations to the value not exceeding R200.00 will be donated to each needy family but the total of all food donations each month shall not exceed 5% of KLA’s total gross income of that month. This 5% would be part of KLA 20% tithes of tithes. Each needy family can receive food donations from KLA once a month but not exceeding 3 food donations in three months. 13.3 This donation of food stuffs should at least comprise of the following items: 10 kgs of Rice; Gallon of oil; 1 kg sugar beans; 1 kg broad beans; 1 kg dholl; 1 dozen eggs; 4 canned pilchards; pocket of potatoes; 1 peanut butter; 1 jam; 2.5 kgs sugar; 1 packet of 100 tea bags; 200 grams of chillie powder. 13.4 As part of KLA’s job creation project following the principle that God gives bread to the eater and seed to the sower (2 Cor 9:10), but subject to the availability of books in stock from KLA’s literature donation to African states; books to the value of R200.00 to each needy family would be donated free of charge for re-sale at market value to generate income for themselves. However, should they require more books for re-sale, it must be purchased from KLA. 13.5 KLA must also ensure that each needy family are using the resource library, thus ensuring that the gospel is preached to the poor (Luke 4:18).
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08/4/01 mom and 17/06/01 decision at Sunday Morning meeting to include Ricky’s memo of 12/6/01 into sop. |
14. SPORTS DEPARTMENT
14.1 The sports department will receive a grant of R200.00 per month from KLA, so that this ministry would: 14.1.1 Produce good Christian sports men and women that would represent Jesus Christ in all His character and glory. 14.1.2 Use this discipline to evangelise the unsaved through your godly sportsmanship, conduct and testimony. 14.1.3 Use this discipline to promote fellowship and unity among believers within KLA and with other churches. 14.1.4 Develop sound management, administrative and problem solving policies (including code of conduct) for the efficient and effect operation of this discipline. 14.1.5 Pursue all codes of sports and pass on your knowledge and expertise to the next generation. 14.1.6 Make a positive contribution to the preservation of the believer’s spirit, soul and body blameless unto the coming of our Lord Jesus Christ. (1 Thessalonians 5:23) 14.1.7 Bring glory to the name of Jesus Christ and His Gospel.
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15. ONE NEW-MAN COMPANY15.1 One New-Man Company is the empowerment arm of Kingdom Life Academy. 15.2 The purpose and vision of One New-Man Company is: 15.2.1 PURPOSE - Based on the biblical principle (2 Corinthians 9:10) of God supplying seed to the sower and bread to the hungry, the ONE NEW-MAN COMPANY was formed for the purpose of initiating in the Kingdom of God informal employment in the form of self help projects to assist beneficiaries. (The Management Team is responsible for creating self-employment opportunities only and is restricted from dispensing cash loans, payments or donations to beneficiaries. Help can only be rendered in the form of providing products or services to beneficiaries to retail to the public.) 15.2.2 VISION - To empower people to be free from the clutches of poverty, lack and debt. 15.3 The One New-Man Company shall be governed by its own constitution. 15.4 One New-Man Company shall be responsible for inventing trade names for products and services, developing quality products and standards, valentine's day dinner, etc.
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AMENDED ITEMS
1. APPOINTMENTS AND PORTFOLIOS 1.8 Secretary for 2000-2001 – Eddie1.9 Assistant Secretary for 2000-2001 – Anita 1.10Book-keeper for 2000-2001 – Ziona 1.4 Assistant Book-keeper for 2000-2001 – Brenda 1.5 Signatories for 2000-2002: i.t.o paragraph 5.2 of Article X of KLA’s constitution § Main Signatory: Ricky Pillay § Second Signatory: Ravi Perumal or John Pillay
3.3 Tithes and Offerings received by KLA shall be utilised as follows:§ 20% shall be sown as KLA’s tithe of tithes, thus contributing to world evangelism, § 40% towards KLA’s purpose, vision, aims, objectives and its administration; and § 40% towards the acquisition of property and equipment. 3.6 Ricky Pillay, Ravi Perumal and John Pillay shall have signing powers for the Ministry’s finances, as stated in paragraph 1.5 above.
3.6 Senior Leader’s limitation on financial decisions: d) Under R500.00 – no consultation required. e) Over R500.00 but not exceeding R1000.00 – consult with two of the signatories. f) Over R1000.00 – management team must be consulted
6. GRATITUDE, GIFTS AND CARDS FOR MEMBERS
6.1 Death of a member – KLA shall donate R500,00 towards the funeral expenses. 6.2 Member in hospital – shall receive a fruit basket with a value of R50.00. 6.3 Newborn babies – shall receive gift/s to the value of R100.00. 6.4 Wedding gifts – member/s shall receive gift/s to the value of R100.00. 6.5 Birthday and Wedding anniversary – each member or married couple shall receive a card.
10. CORE CURRICULUM AND PROGRAMMES
10.1CURRICULUM Our core curriculum: § Bible based education and training focused i.t.o Matthew 12:28-34 on our attitude towards: - God and His Word, - Ourself, and - Others. § Kingdom arts, culture and communications. § Sports, recreation and fellowship.
10.2PROGRAMMES All our programmes must be based within the confines of KLA’s core curriculum. The two main types of KLA’s programmes are: a) Research and teaching, b) Research and training.
Defining teaching and training programme, as well as what is meant by arts, culture and communications: TEACHING – has to do with educating and equipping believers with a focus on presenting every man perfect in Christ Jesus, so that we would stand perfect and complete in all the will of God (Col 1:28, Col 4:12). The 3 most essential components of our teaching i.t.o Matthew 12:28-34 are: a) knowledge of God and His Word, b) knowledge of self, and c) knowledge of others.
TRAINING – has to do with the development of gifts and talents. Therefore, training would be focused on: a) Kingdom arts, culture and communications, b) Sports, recreation and fellowship.
ARTS: a reference to the development of skills to disciple various disciplines such as art, painting, writing, music, dance, drama, etc.
CULTURE: a reference to the development of the mentality, intellect, customs and manners of Kingdom people.
COMMUNICATIONS: to reach the world with the Gospel of the Kingdom through books, tapes, radio, television, world wide web, or any other media (including electronic, mechanical and personal evangelism).
The purpose of the Sunday Morning Meeting is teaching, but could incorporate some degree of training. All other meetings must incorporate both teaching and training.
Open-day meetings shall be held on the last Sunday of every alternative month.
10. JOB CREATION PROJECTS AND DISTRIBUTION OF RESOURCES In terms of Deut. 8:18 and Matt 20:1-16, KLA would pursue job and wealth creation projects for its members. Any resources for distribution by the church to its members in pursuit of our “freedom from debt mission”, shall be apportioned and distributed according to the number of families. A single parent, widow and engaged couples are to be considered as a family. Married couples living with parents will be treated as two separate families for the purpose of apportionment and distribution.
11. PASTORAL CARE 11.1 home visitation: c) Cell meetings are considered a type of group visitation. d) Serious domestic / marriage problems, tragedy and serious illness would be considered as emergency visitation. e) At least 1 personal visit per family and 1 phone call per family per annum from the Senior Pastor is necessary.
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