BY-LAWS
OFTHE
EL SHADDAI EMMAUS COMMUNITY OF ILLIANA
(Updated August 2021)
ARTICLE I. Name
The name of this community is El Shaddai Emmaus Community of llliana, hereafter referred to as the Community.
ARTICLE II. Purpose
Section 1. The purpose of the Community shall be exclusively religious and charitable. All activities will be to inspire, challenge, and equip church members to live according to the Gospel of Jesus Christ in their homes, churches, places of business or employment, and in the world community. The "Walk to Emmaus" and “Chrysalis” as well as any future programs the Community decides to execute will be the primary means through which this purpose is accomplished.
Section 2. To achieve this purpose, the Community is affiliated with the International Emmaus Program of The Upper Room, Nashville, Tennessee, and sets its policies in accordance with The Upper Room Handbook on Emmaus.
Section 3. In view of its religious purpose, the Community is incorporated in the State of Indiana as a not-for-profit organization and conforms to the regulations of the IRS code 50 I (c)(3) for not-for-profit organizations. Therefore, no part of the finances or goods received shall inure to the benefit of any private shareholder or, no substantial part of the activities shall promote propaganda or otherwise attempt to influence legislation (except as otherwise provided in subsection H of the IRS code), and shall not participate in, or intervene in (including the publishing or distributing of statement), any political campaign on behalf of or in opposition to any candidate for public office.
ARTICLE Ill. Membership
Section 1. All persons who have completed a Walk to Emmaus and/or Chrysalis, as well as any future programs the Community decides to execute sponsored by the Community shall be members of the Community.
Section 2. Persons who have completed a Walk to Emmaus, Cursillo, Chrysalis, Tres Dias, Kairos or similar weekends sponsored by other communities recognized by The Upper Room may become members by participating in the activities of the Community and asking the registrar of the Community to include their names in the mailing list or data base.
ARTICLE IV. Board of Directors
Section 1. Authority
The Board shall have final authority in all matters relating to the Community within the guidelines set by the International Emmaus Program of The Upper Room.
Section 2. Composition
a) The Governance Board will consist of eleven (11) elected lay members, and three (3) elected clergy members. All Board members shall be 18 years of age or older and consist of the following:
• Board Chair (Community Lay Director)
• Vice-Chair (Assistant Community Lay Director)
• Past Chair
• Secretary
• Treasurer (Memorial Fund)
• Team Selection Committee Chair
• Nominating Committee Chair
• Agape Committee Chair
• 4th Day Committee Chair (Reunions/Gatherings)
• Board/Community Spiritual Director (Clergy)
• Walk to Emmaus Committee Lay Chair (Community Lay Director)
• Walk to Emmaus Committee Spiritual Chair (Community Spiritual Director)
• Chrysalis Committee Lay Chair (Community Lay Director)
• Chrysalis Committee Spiritual Chair (Community Spiritual Director)
b) Each program the Community puts on shall have elected Standing Committees that consist of (10) elected lay members, and three (3) clergy members with positions defined as follows:
• Committee Chair
• Vice-Committee Chair
• Past Committee Chair
• Registration Chair
• Communication Chair (Social Media/Web)
• Kitchen Chair
• Transportation Chair
• Music/AV Chair
• Maintenance/Facilities Chair
• Secretary
c) If the Community decides to execute another program of the Upper Room, the Governance Board will increase by a Lay Chair and Spiritual Chair for each program added.
Section 3. Terms of Office
Lay and clergy persons on the Board shall be elected for a three (3) year term by the Community and serve staggered three (3) year terms in 3 classes as shown below. An “e” before the position indicates the officer is elected that year for the three (3) year term beginning the next January.
a) Clergy on the Board shall be elected for a three (3) year term by the Community but may serve beyond the three (3) year term if there is no other clergy willing to serve.
b) Terms of Office shall begin January 1st following an election and shall terminate December 31st, except for officers who shall serve until election of new officers in January.
c) Elections shall be held annually, at the November Gathering. Nomination procedures will be prescribed in writing as a standing rule by the Board. Election shall be determined by a majority or plurality of votes cast.
d) Board members cannot succeed themselves in consecutive terms except in necessity.
e) Only one family member may serve on the Board or any standing committee at a time. Family members include: spouse, parent, child, siblings and the spouses of the same.
f) Only two (2) persons from one church can serve on the Board or standing committee at a time (this would be a total of six (6) if there were two on the board and both committees).
Section 4. Election of the Board/Committee Members
The Nominating Committee shall submit to the Board for approval at the regular September Board meeting a slate of no more than two (2) names for each position being filled. Candidates are selected to run for a specific position. Positions on the Board/Standing Committees shall be filled in a three (3) year rotation schedule as shown below:
Election/New Position Cycle Board
Year 1 Year 2 Year 3
(e) Vice-Chair (yr. 1 of term) Board Chair (yr. 2 of term) Past Board Chair (yr. 3 of term)
Past Board Chair (yr. 3 of term) (e) Vice-Chair (yr. 1 of term) Board Chair (yr. 2 of term)
Board Chair (yr. 2 of term) Past Board Chair (yr. 3 of term) (e) Vice-Chair (yr. 1 of term)
(e) Treasurer (e) Secretary (e) Agape Chair
(e) Team Selection Chair (e) Nominating Committee Chair (e) Chrysalis Spiritual Chair
(e) Board/Community Spiritual Director (e) Walk to Emmaus Spiritual Chair (e) Fourth Day Chair
Election/New Position Cycle Standing Committees
Year 1 Year 2 Year 3
(e) Vice-Chair (yr. 1 of term) Chair (yr. 2 of term), serves on Board Past Chair (yr. 3 of term)
Past Chair (yr. 3 of term) (e) Vice-Chair (yr. 1 of term) Chair (yr. 2 of term), serves on Board
Chair (yr. 2 of term), serves on Board Past Chair (yr. 3 of term) (e) Vice-Chair (yr. 1 of term)
(e) Secretary (e) Communication Chair (e) Transportation Chair
(e) Registration Chair (e) Kitchen Chair (e) Music/AV Chair
(e) Maintenance/Facilities Chair (e) Assistant Spiritual Director Chrysalis) (e) Assistant Spiritual Director Chrysalis)
(e) Assistant Spiritual Director (Walk to Emmaus) (e) Assistant Spiritual Director (Walk to Emmaus)
A. A Vice-Chair shall be elected each year to serve for 3 years. The Vice-Chair shall serve as Chair during the second year of the term, and as Past-Chair during the third year of the term.
B. The ballot shall be provided to the Community in the most effective way possible no later than October 15 of each year. Voting will continue through November 15.
C. Community members may request and receive a paper ballot from any Governance Board member. Paper ballots must be signed by the voter and received by the Board no later than November 15 of each year.
D. The Nominating Committee shall tabulate the votes. Issues requiring clarification shall be referred to the Board.
E. Election is by a simple majority vote of the ballots cast for each position being voted on.
F. The Chairperson shall announce the names of the newly elected Board Members to the Community on or before December 7 of the same year.
G. The Board may elect persons, upon nomination by the chair, to fill a vacant term until the next regular election for that position. Such persons are eligible for election to a full term by the Community at any regular election.
Section 5. Meetings
a) The Board and standing committees shall meet monthly in regular meetings unless otherwise ordered by a two-thirds (2/3) vote of the attending board/committee in a regular meeting.
b) Meetings will be chaired by the Board/Committee Chair. In case of absences, the order of chairperson pro tem will be the Vice-Chair, or the Secretary in this order.
c) Business may be transacted by the Board only if a quorum is present. A quorum is defined as nine 2/3 voting members of the Board/Committee.
Section 6. Special Meetings
Special meetings of the Board may be called by the Community Lay Director or when requested in writing by eight (8) members of the present Board. The purpose of a special meeting must be communicated to the members of the Board, and business in that meeting must be restricted to the purpose for which the meeting has been called.
Section 7. Conduct of the Meetings
No meeting will convene without an invocation to God for His presence and guidance.
Section 8. Removal of a Board/Committee Member
a) A Board/Committee Member may be removed for the following reasons:
I) Committing an illegal act while in office; 2) Violation of biblical moral standards while in office; 3) Failure to uphold the duties of board members as stated in the By-Laws, and the booklet titled, "The Board of Directors," published by The Upper Room, Copyright© 1997; 4) Insubordination; 5) Inability to participate due to medical condition.
b) If it is determined, by an affirmative vote of the Board, that a reason for removal exists, the member shall be approached by the Board Chair or Board Vice-Chair with the Board/Community Spiritual Director and given the opportunity to resign voluntarily. If the member refuses voluntary resignation, the member may be removed by an affirmative vote of ten ( I 0) members of the Board.
ARTICLE V. Officers of the Board
Section 1. Officers of the Board/Committees shall be the Chair, Vice-Chair, Secretary, and Treasurer.
Section 2. Removal of an Officer
a) A Board Officer may be removed for the following reasons: 1) Committing an illegal act while in office; 2) Violation of biblical moral standards while in office; 3) Failure to uphold the duties of board members as stated in the By-Laws, and booklet titled, "The Board of Directors," published by The Upper Room, Copyright© 1997; 4) Insubordination; 5) Inability to participate due to medical condition.
b) If it is determined, by an affirmative vote of the Board, that a reason for removal exists, the Officer shall be approached by the Chair or the Vice-Chair with the Community Spiritual Director and given the opportunity to resign voluntarily. If the Officer refuses voluntary resignation, the Officer may be removed by an affirmative vote of ten (10) members of the Board.
Section 6. Vacancy of Office
When a vacancy of Office occurs for any reason, the Board shall elect a replacement to fill the vacancy until the next regular election.
ARTICLE VI. Committees
Section 1. The Board Chair and Community Spiritual Director shall be ex-officio members of all standing committees.
Section 2. Team Selection Committee
The Team Selection Committee shall consist of the board member
who serves as chair, the Community Spiritual Director, the Board Chair and four (6) members of the of the Community who have broad awareness of the community membership and a sufficient understanding of team needs. Two (2) Community members are elected by the Board of Directors annually at the January meeting for a term of two (3) years, and may not succeed themselves in consecutive terms.
ARTICLE VII. Management of Emmaus Ministry Events
Section 1. The Community will follow the basic guidelines as set by The International Emmaus Program of The Upper Room in the formation of the three (3) day, seventy-two (72) hour "Walk to Emmaus" and “Chrysalis”
Section 2. The Board shall have general oversight in all matters relating to the "Walk to Emmaus" and “Chrysalis” (and any future Upper Room programs the community decides to execute) conducted by the Community.
Section 3. The Board of Directors in conjunction with the corresponding standing committee shall choose a Lay Director for each "Walk to Emmaus" and “Chrysalis Flight” (and any future Upper Room programs the community decides to execute) conducted by the Community.
Section 4. The Spiritual Director for each "Walk to Emmaus" and “Chrysalis Flight” (and any future Upper Room programs the community decides to execute) conducted by the Community shall be selected by the Board/Spiritual Director of the Community in conjunction with the Spiritual Chair for that standing committee.
Section 5. The Assistant Weekend Spiritual Directors for each "Walk to Emmaus" and “Chrysalis Flight” (and any future Upper Room programs the community decides to execute) conducted by the Community shall be selected by the appointed Weekend Spiritual Director under the approval and guidance of the Board/Community Spiritual Director in conjunction with the Spiritual Chair for that standing committee.
ARTICLE VIII. Amendments
Section I. A proposed amendment to the By-Laws shall be presented in writing to the Board of Directors by any member of the Board one (1) month prior to consideration by the Board. If a proposed amendment is voted in the affirmative by three-fourths (3/4) of the Board in attendance at the meeting, the proposal will be circulated to the Community through the Community Newsletter.
Section 2. If no petitions signed by at least twenty-five (25) Community members objecting to the new amendments are received, the amendments will be considered adopted. Any objections must be received by the Board within sixty (60) days of the mailing of the notification. If an objection petition is received, proposed amendment must be ratified by the Community by mail vote before it will be approved for inclusion in the By laws. A majority of members casting ballots will prevail.