Constitution

Cedarhill Family Church

We recognise that our church is not a perfect system run by perfect men and women. We do however believe that we are called to be a body of believers who function with integrity and seek to obey the promptings of the Holy Spirit so that God may be glorified through our service in His kingdom. This document outlines the guidelines that Cedarhill Family Church will use to select key individuals for leadership positions as well as manage the ministries and operations of our Church. This document has the purpose of informing the local body of believers as well as providing a standard of accountability for all ministry leaders. We do recognise that it is impossible to predict all future situations and so this document intends to provide a level of flexibility to meet any long-term changing needs.  

Name

The name of the church (organisation) is CEDARHILL FAMILY CHURCH.

Statement of Belief

Bible 

The Bible is the Word of God inspired by the Holy Spirit. It is true, it is living and it has both authority and application for our everyday lives. 

(2 Timothy 3:16-17, James 1:22, Isaiah 40:8, Matthew 4:4)

Trinity

We believe in one eternal God who, at the same time, exists in three persons: the Father, Son and Holy Spirit. God is all-knowing, all-powerful and omnipresent. He created all things, is above all things and reigns sovereign over all things. (Luke 3:21-22, John 1:1-3, Matthew 28:19)

God the Father

God the Father is our Creator and Sovereign Lord over all. He is our heavenly Father and Shepherd. Those who believe in Him are lovingly called and adopted into sonship with Jesus. (Galatians 4:7, Colossians 1:16, Romans 11:36)

Jesus

Jesus is the Son of God who was sent to earth to live a sinless life as an example for us. He died on the cross on our behalf to ensure that it is possible for mankind to enter into relationship with God. Jesus is fully God and fully man. We believe that Jesus died, rose again and ascended to heaven where He intercedes as our advocate. (John 1:14 & 18, Colossians 2:9-10,  1 Peter 3:22)

Holy Spirit

The Holy Spirit is our Helper. He transforms our lives, guides our decisions and is present in the lives of all true believers. The Holy Spirit is the seal of ones salvation. He empowers all believers with spiritual gifts to be used to edify the church for God’s glory. (John 14:16-17, 1 Cor 2:11, 1 Cor 12:1-11)

Salvation

Salvation is offered to all people that are willing to enter into a relationship with God. According to Romans 10:9 “If you declare with your mouth, “Jesus is Lord,” and believe in your heart that God raised Him from the dead, you will be saved”. Salvation is the purposeful surrendering of ones entire life to God and acknowledging His sovereign reign. (John 3:16, 1 John 1:9, John 14:6)

Believers

Believers are people who have chosen to enter into a relationship with God and have received the Holy Spirit into their lives. They are called to live a life devoted to the teachings found in the Bible. They are called to a life of holiness and service to God in His kingdom. (Romans 12:1-2, 2 Corinthians 5:17, Galatians 2:20)

Church

The universal church is the congregation of all believers in God’s kingdom. The local church serves as the hands and feet of Christ on earth. It is a family that engages in corporate worship and seeks to care for each other with unconditional love. The church congregation is responsible for building one another up and being an example of the very character of God. The church seeks to serve as a beacon of hope in the community so that God can be made known to all nations. (Romans 12:3-8, Hebrews 10:24-25, Colossians 3:16)

Ordinances

There are two ordinances that we are to obey; these are baptism and the Lord’s Supper. These are to be observed out of obedience and as an expression of ones relationship with God. Baptism is the public declaration of ones faith through full immersion in water. This is done so that those present can hold one accountable for one’s profession of faith, but also to support one in one’s walk with the Lord. (Acts 2:38)

The Lord’s Supper is the sharing of broken bread and drinking from the cup as a symbolic reminder of how Christ’s body was broken and how His blood was shed for our sins. We are to do this on a regular basis to remind ourselves of His sacrifice. (1 Corinthians 11:23-26)

Marriage

We believe that marriage is a sacred covenant relationship between a natural man, natural woman and God. (Genesis 2:24)

Church Principles

Religious freedom

No individual should be coerced either by the State, or secular or religious group in matters of faith. The right of private conscience is to be respected both within and outside the church. This means that each believer has the right to interpret the Scriptures responsibly in the light of his or her conscience.

Separation of Church and State

We believe that both the State and the Church have been given different natures and functions by God. The State is responsible for maintaining an orderly community and for safeguarding the welfare of its citizens. The Church is responsible for advancing the interests of the Kingdom of God. The Church is not to be identified with the State, nor is it, in its faith and practice, to be directed or controlled by the State.

Church Government

Our church is governed by the following teams of people:

  1. Lead Pastor
  2. Board of Elders
  3. Other Pastors
  4. Deacons (Diaconate)
  5. Staff
  6. Members
  1. Lead Pastor

1.1. Role

The Lead Pastor shall function as a full time elder in the church.

1.2. Appointment

The choice and appointment of a Lead Pastor is vested in the Membership of the church. When it is necessary to appoint a new Lead Pastor, the following procedure shall be followed:

  • A Call Committee is established consisting of a minimum of three and a maximum of six members of the Eldership (elected from within the Board of Elders), no less than three members of the Diaconate (elected from within the Diaconate) and three members of the congregation (elected at a general meeting).
  • Deacons and members require a majority vote in order to be elected for the Call Committee.
  • The role of the Call Committee is to interview candidates and discuss the potential fit for the available position. They then need to vote on a name to present to the congregation for a final vote. The individual will need a 75% vote by the Call Committee in order to be presented to the Membership. The Call Committee will then present the name of the individual to the Membership for a final vote. 
  • The final decision lies with the Membership of the church and the candidate requires a 75% vote amongst the members present by secret ballot. This meeting needs to be a quorum of 50%.

1.3. Removal

If it becomes apparent that the Lead Pastor should not serve, they may resign or may be retired from their position. Should they be retired, a 75% vote of the members present by secret ballot, excluding the Lead Pastor, is required. There needs to be a quorum of no less than 50%. The position will remain vacant until the Call Committee chooses a suitable replacement. 

Reasons the Lead Pastor should not serve:

  • Misconduct (the church discipline procedures should be followed first)
  • Physical/mental inability to lead effectively
  • No longer subscribing to the Cedarhill Family Church Constitution

Any complaints or concerns regarding the Lead Pastor should be directed to and handled by the Board of Elders.

  1. Board of Elders

Our church is governed by a Board of Elders. The Board of Elders will be comprised of no more than ten people.

2.1. Role

The role of the Board of Elders is to serve as overseers of the entire church. They seek to serve as discerners (wise counsel) and guardians (protectors) of the church. The Board of Elders evaluates the effectiveness and direction of the church according to three criteria:

  • The church’s mission to lead people into a growing relationship with Jesus Christ.
  • The church’s resources.
  • The church’s doctrine as mentioned above.

The Board of Elders do not determine the programming of ministries. That responsibility falls to the staff and deacons of the church. The Elders are responsible for evaluating the programming of ministries based on its appropriateness and effectiveness in furthering the overall mission of Cedarhill Family Church. The lead pastor will meet with the Board of Elders monthly.

2.2. Qualifications of an Elder

A Board of Elders candidate must fully subscribe to the church’s mission and values. Prior to their selection to the Board, a candidate must have been a member and have been actively involved in ministry at Cedarhill Family Church for at least two years. The candidate must be at least 21 years old. 

All Elders are required to meet the qualifications for an Elder as outlined in 1 Timothy 3:1-11 and Titus 1:5-9. It is our belief that the following passages, when read in context, outlines the character of men and women of the church who have been gifted and called to function in a leadership and pastoral position within the church. We believe that God wants to guide His flock using believers who are wholeheartedly committed to Him and who live according to His Word.

2.3. Authority of the Board of Elders

The Board of Elders have final say in any and all matters concerning the overall direction of the church. Anything voted on by the Elders requires a two-thirds majority of all in attendance in order to pass unless otherwise stated. A quorum of two-thirds of the members must be present and voting at the time any vote is taken. Elders may vote by proxy if they have already been a part of the discussions with regards to the matter that will be voted on, and if no further discussions are required before the vote.

There are four decisions that the Board of Elders may not make without Membership approval at a Church Business Meeting. These are:

  • The appointment of a new Lead Pastor.
  • The approval of debt for the church that is in excess of one-twelfth of the previous year’s annual operating budget.
  • The changing of the denominational affiliation of Cedarhill Family Church.
  • The changing of the Constitution.

2.4. Appointment

At a time as set by the Board of Elders, the Call Committee will select members who meet the requirements and who followed the process for election. 

New Board of Elders members are selected by the Call Committee. No new Board member may be selected that has not served in ministry for at least 2 years at Cedarhill Family Church.

The choice and appointment of these Elders is vested in the Membership of the church. When it is necessary to appoint a new Elder, the following procedure shall be followed:

  • A Call Committee is established consisting of a minimum of three and a maximum of six members of the Eldership, no less than three members of the Diaconate (elected from within the Diaconate) and three members of the Membership (elected at a general meeting).
  • Deacons and members require a majority vote in order to be elected for the Call Committee.
  • The role of the Call Committee is to interview candidates and discuss the potential fit for the available position(s). The Call Committee then votes on a name to present to the Membership for a final vote. The individual will need a 75% vote by the Call Committee in order to be presented to the church Membership. The Call Committee will then present the name of the individual to the church Membership for a final vote. 
  • The final decision lies with the Membership of the church and the candidate requires a 75% vote amongst the members present by secret ballot. This meeting needs a quorum of 30%.

Board of Elders members, other than the Lead Pastor, serve a three-year term. Board members are eligible for reelection. 

2.5. Removal

If it becomes apparent that a Board member should not serve, that member may resign or may be retired from the Board of Elders. Should they be retired, a 75% vote of the Board of Elders, excluding the Board member under consideration, is required. The position will remain vacant until the Call Committee chooses a suitable replacement.

Reasons the Board of Elders member should not serve:

  • Misconduct (the church discipline procedures should be followed first)
  • Physical/mental inability to lead effectively
  • No longer subscribing to the Cedarhill Family Church Constitution
  1. Other Pastors

3.1.Role

Pastors will serve as shepherds of the congregations. They will be entrusted with the teaching of Scripture, equipping the congregation for ministry and with discipling them. They will have specific areas of ministry to oversee and will be responsible for the overall vision of those ministries. 

3.2. Appointment

The choice and appointment of additional pastors is vested in the Membership of the church. When it is necessary to appoint a new pastor, the following procedure shall be followed:

  • A Call Committee is established consisting of a minimum of three and a maximum of six members of the Eldership, no less than three members of the Diaconate (elected from within the Diaconate) and three members of the Membership (elected at a general meeting).
  • Deacons and members require a majority vote in order to be elected for the Call Committee.
  • The role of the Call Committee is to interview candidates and discuss the potential fit for the available position(s). The Call Committee then votes on a name to present to the Membership for a final vote. The individual will need a 75% vote by the Committee in order to be presented to the church Membership. The Call Committee will then present the name of the individual to the church for the final vote. 
  • The final decision lies with the Membership of the church and the candidate requires a 75% vote amongst the members present by secret ballot. This meeting needs a quorum of 30%.

3.3. Removal

If it becomes apparent that the Pastor should not serve, they may resign or may be retired from their position. Should they be retired, a 75% vote of the members present by secret ballot, excluding the relevant Pastor, is required. There needs to be a quorum of no less than 50%. The position will remain vacant until the Call Committee choose a suitable replacement. 

Reasons the Pastor should not serve:

  • Misconduct (the church discipline procedures should be followed first)
  • Physical/mental inability to lead effectively
  • No longer subscribing to the Cedarhill Family Church constitution
  1. Deacons

4.1. Role

The Deacons are responsible for the practical and administrative functions of the church ministries, specifically related to the portfolio’s to which they are elected. Deacons shall serve a term of 2 years and will be eligible for re-election.

Each Deacon will provide the Board of Elders with a monthly report regarding their  specific portfolio and they will meet at least once a quarter with the Eldership. 

4.2. Appointment

The choice and appointment of Deacons is vested in the Membership of the church. When it is necessary to appoint a new deacon, the following procedure shall be followed:

  • The Board of Elders will interview candidates and discuss the potential fit for the available position. They then need to vote on a name to present to the congregation for a final vote. The individual will need a majority vote by the Board of Elders in order to be presented to the church congregation. They will then present the name of the individual to the church for a final vote. 
  • The final decision lies with the Membership of the church and the candidate requires a 50% vote amongst the members present by secret ballot. This meeting needs a quorum of 30%.

4.3. Removal

If it becomes apparent that a Deacon should not serve, they may resign or may be retired from their position. Should they be retired, a 75% vote of the Board of Elders members present by secret ballot is required. A quorum of two-thirds of the Board of Elders members must be present and voting at the time any vote is taken. Elders may vote by proxy if they have already been a part of the discussions with regards to the removal that will be voted on and no further discussions are required before the vote. The position will remain vacant until the Membership chooses a suitable replacement.

Reasons the Deacon should not serve:

  • Misconduct (the church discipline procedures should be followed first)
  • Physical/mental inability to lead effectively
  • No longer subscribe to the Cedarhill Family Church Constitution
  1. Staff

5.1. Role

The Staff are those people who are hired by the church to serve in roles other than Elders, Deacons and Pastors. They serve a more practical role in the daily operations of the church.

5.2. Appointment

Staff are hired at the discretion of the Board of Elders. The Board of Elders will have the final vote and the prospective staff member will require a 75% vote from the Elders present. 

5.3. Removal

If it becomes apparent that the Staff member should not serve, they may resign or may be retired from their position. Should they be retired, a 75% vote of the Board of Elders present, is required. A quorum of two-thirds of the Board of Elders members must be present and voting at the time any vote is taken. Elders may vote by proxy if they have already been a part of the discussions with regards to the removal that will be voted on and no further discussions are required before the vote. The position will remain vacant until the Board of Elders choose a suitable replacement. 

Reasons the Staff member should not serve:

  • Misconduct (the church discipline procedures should be followed first)
  • Physical/mental inability to lead effectively
  • No longer subscribing to the Cedarhill Family Church Constitution
  1. Members

The church shall consist of persons who ascribe to the Cedarhill Family Church Constitution and who have followed the admission process into membership.

6.1. Role 

All members are required to attend business meetings, unless prevented by a reasonable cause. It is at these meetings that members will; have the opportunity to provide feedback to the Elders, be informed of church decisions and make relevant church decisions where members votes are required. 

Members shall be expected to support the Pastors and other appointed leaders especially in prayer. Members are also expected to maintain the fellowship of the church by attending services and other church activities where possible, and to engage in work in connection with the church. Members are also called to give conscientiously as God’s provision enables them. It is the special privilege and duty of members to witness for Christ, to seek to win others for the Lord and to introduce strangers to the church.

6.2. Appointment

Persons will be admitted into membership on the basis of the following criteria:

  • Declaring faith in the Lord Jesus Christ
  • Attending a membership course and signing a commitment form
  • Subscribing to the Cedarhill Family Church Constitution

The Board of Elders will review all member applications and accept or deny admission into membership.

6.3. Removal

A member shall be brought to the Board of Elders to be removed if they meet any of the following criteria:

  • Resigning from membership with a written letter.
  • No longer subscribing to the Cedarhill Family Church Constitution.
  • Being absent from church services of Cedarhill Family Church for a period of one year or longer without good reason known to the Pastors or the Board of Elders.
  • Engaging in unworthy conduct and refusing to change their ways after following the church discipline process.

The final decision is in the hands of the Board of Elders where a majority vote will be required from the Elders present at a duly constituted Eldership meeting. This meeting needs a quorum of 75%.

6.4. Transfer 

Any member in good standing, who desires to join another Baptist Church, shall be given a letter of transfer upon application of the church concerned. The church administrator in consultation with the elders is empowered to complete and dispatch letters of transfer. Transfers shall be reported at the next general meeting of members immediately following such transfer. A member may resign in writing at any time.

  1. General Meetings of Members

7.1. The Annual Vision Meeting of Members shall be held as soon as practical in the last quarter of each year, and not more than two months after 31 October.

7.2. At the Annual Vision Meeting of Members the church leadership shall reflect on the ministry of the previous year and cast vision of the future plans of the church.

7.3.The Annual Business Meeting of Members shall be held as soon as practical in the first quarter of each year, and not more than three months after 31 December, and may be adjourned for not more than two weeks if business is not completed;

7.4. At the Annual Business Meeting financial statements that have been either audited or independently reviewed shall be submitted by the Treasurer. The Pastors, the Administrator and all departments of the Church shall report on their activities for the past year, their plans for the present year, and give some indication of future aims.

7.5. The Annual Business/Vision Meeting of Members may only be postponed or brought forward by the Eldership in the case of unavoidable circumstances.

7.6. Other Special Meetings of Members may be called by the Eldership as required. Should Members wish to call a Special Meeting, a request in writing including the subject matter is to be submitted to the Eldership. This request must be signed by no fewer than 10 members. If the aforementioned criteria are met, the Eldership shall convene a Special Meeting of Members.

7.7. The quorum at a Vision/Business/Special Meeting of Members shall be thirty percent (30%) of the Membership.

7.8. Only members who are eighteen years and older are eligible to vote. Voting shall normally be by a show of hands and a declaration of the result by the Chairman shall be conclusive, unless a ballot is called for before the result is declared. Voting shall be by ballot if this is requested by not less than five members.

7.9. Notice of a Special Meeting of Members to consider the calling of a Pastor, an Elder, or the purchase, sale or mortgage of immovable property, shall be as follows: Notice shall be given, both at all services on the two Sundays immediately prior to the proposed meeting at which the subject to be discussed, is disclosed, and the proposed action is set out and the date, time and venue specified. All decisions shall require a three-quarters (75%) majority unless stated otherwise in this document for relevant decisions.

7.10. If an urgent matter arises that is to be resolved immediately and does not allow for the two week notice period, the Eldership may still convene a Special Meeting of Members in order to resolve the matter. 

7.11. In the case of any proposed alteration(s) to this Constitution (with the exception of the sections Statement of Belief, Church Principles and Church Government) the following procedure will apply: 

7.11.1. The proposed alteration(s) shall be communicated to the Members of the church at least one month prior to the Annual Business Meeting of Members. Voting shall take place at the Annual Business Meeting of Members where  the proposed changes must be carried by a three-quarters (75%) majority of members present.

7.12. In the case of any proposed alteration(s) to sections Statement of Belief, Church Principles and Church Government of this Constitution the following procedure will apply:

7.12.1. At a Special Meeting called in terms of clause 7.6 outlined above, such proposed alterations shall be considered and communicated at least six months prior to the Annual Business Meeting of Members, but voting may take place only at the Annual Business Meeting of Members. At the Annual Business Meeting of Members the proposed changes must be carried by a ninety percent vote of the entire Membership of the Church. In the event of incapacitation or infirmity, such member may submit a written vote to the Eldership.

7.12.2. In so far as the provisions mentioned in clause 7.12.1, a ninety percent supporting vote of the entire Membership of the church at the Annual Business Meeting of Members is required. In the case envisaged, such provisions shall be and are hereby entrenched in this Constitution and they may not be amended other than by a ninety percent vote of the entire Membership of the church. In the event of incapacitation or infirmity, such member may submit a written vote to the Eldership.

7.13. All other Notice of Special Meetings of Members shall be given at all services on the two Sundays immediately prior to the proposed meeting. Only general indication of business need be given, and only a simple majority vote is required, unless otherwise stated.

7.14. The Church at any Special Meetings of Members shall, from time to time, frame and enact such regulations as it may deem necessary for the proper management of the affairs of the Church.

7.15. Meetings may include using online platforms where it is not possible for people to be present in person. We recognise that there will be times where members may not be able to be physically be present at a meeting, but that they have a significant role and responsibility to be involved in decision making that takes place at such a meeting. Members will be able to cast their vote during the meetings via the relevant platforms made available to them. 

  1. Church discipline

8.1. If any member is absent from the services being held in person or online of the Church for a period of one year or longer, without good reason known to the Pastors/Board of Elders, the absence shall be investigated. In the event of such enquiry producing no satisfactory result, the name of the member shall be reported to the Board of Elders, for such action as the Eldership may decide to be necessary after due consideration.

8.2. In the event of any allegation of unworthy conduct being brought against a member, the Board of Elders shall, if they consider it necessary, make the relevant enquiries into the matter. The Board of Elders will use their own discretion and follow the guidelines for church discipline as outlined in Matthew 18:15-17. In purely personal matters members shall be expected to act in the spirit of the Lord’s injunction recorded in Matthew 18:15-17.

  1. Trustees, Movable and Immovable Property

9.1. The Church shall be entitled to acquire movable and immovable property of whatever kind and shall have full powers to deal therewith in any manner such as mortgage, pledge, or alienation by sale, donation or otherwise, and shall be empowered to borrow money with or without security. The Trustees of the Church shall, for the time being, and from time to time, be the Treasurer and two other duly elected Office Bearers, nominated at a Board of Elders meeting. 

9.2. The Trustees shall hold the property in trust for the church and all immovable property shall be registered in the name of Cedarhill Family Church. Except as provided in clause 12 below, in relation to property referred to in clause 9.1, it shall not be competent for the Trustees to dispose of or commit or lease immovable property, to mortgage, hypothecate or otherwise alienate in any manner whatever, any immovable property unless authorised and empowered to do so by a three-quarters (75%) majority of those present at a Board of Elders meeting specially convened specifically for the purpose.

  1. Indemnity

The Trustees, Administrator, Treasurer and all officers of the church shall be fully indemnified against all actions, costs, losses, charges, damages and expenses which any of them may incur in the execution of their duties. Should any of these actions be incurred by their own gross negligence or wrongful acts, they shall be held responsible.

  1. Association with the Baptist Union of South Africa

The Church’s membership of the Baptist Union is based on the mutual acceptance of the Biblical principles embodied in this Constitution. If at any time the Baptist Union should appoint lecturers to its educational institutions, or any other office-bearers, who, at a duly constituted General Meeting of the Church, are by formal resolution considered to have deviated from the principles referred to in the section Church Principles, the Church shall: 

  • Register its disapproval at the next Assembly of the Baptist Union, and 
  • Terminate its membership of the Baptist Union of Southern Africa if steps are not taken to rectify the position to the satisfaction of the Church.
  1. Dissolution of the Church

12.1. The dissolution of the Church may be effected by a ninety percent vote of members present at a General Meeting, except that in the event of incapacitation or infirmity, such member may submit a written vote to the Administrator,

12.2. In the event of clause 12.1, such meeting shall thereupon authorise the Eldership to take the necessary steps to wind up the affairs of the Church and in particular to give effect to the decisions of the church membership in accordance with clause 12.3. (In the case of there not being Elders the members may appoint persons to assume this responsibility)

12.3. In the event of the Church at any time ceasing to exist, all acquired property or rights to property at such time shall be sold and the proceeds from such sale shall be distributed to various missionary organisations, including the Baptist Union Missions department, as decided by the Church Membership at the time of dissolution, provided that said missionary organisations have been approved by the South African Revenue Service as Public Benefit Organisations in terms of section 30 of the Income Tax Act 1962, as amended.

12.4. The Church shall be deemed to have ceased to exist:

12.4.1. When dissolution shall have been resolved in accordance with clause 12.1, and 

12.4.2. When corporate worship shall have been discontinued for a consecutive period of six calendar months across all platforms both in person and online.

  1. Interpretation 

13.1. The interpretation of this Constitution shall be determined by the Board of Elders. Should an interpretation of the Board of Elders be queried, the matter may be raised with due notice by a member at a properly convened General Meeting of Members whose decision thereon shall be final, except in the case of dissolution when interpretation shall be determined by the Executive of the Baptist Union of Southern Africa.