ECC Management System

Enabling our Mission ... To help people experience God's love.

Kevin Stone

Benevolence Operating Procedure

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Purpose

The purpose of the Benevolence Operating Procedure is to outline the detailed steps, documentation requirements, communication standards, and workflow for processing benevolence requests at Experience Christian Church (ECC). This ensures that every request is reviewed consistently, responsibly, and compassionately.

Scope

This procedure applies to all activities related to benevolence request intake, review, verification, decision-making, payment processing, and follow-up care.

Responsibility

The Benevolence Review Team reviews requests, verifies information, and recommends approval or denial.

The Bookkeeper processes approved payments to third parties and maintains financial accuracy.

The Lead Pastor provides overall guidance and final approval for all benevolence requests.

The Ministry Operations Coordinator receives all requests, ensures forms are complete, and coordinates review and documentation.

Procedure

1. Request Submission

Individuals requesting assistance must complete the Benevolence Assistance Request Form, available online or obtained from ECC’s Ministry Operations Coordinator.

A completed request form must include:

  • Applicant information
  • Type and amount of assistance requested
  • Description of circumstances
  • Supporting documents (bills, statements, etc.)
  • Any previous benevolence assistance received

2. Initial Review

The Ministry Operations Coordinator:

  • Confirms the form is complete
  • Contacts the applicant if additional information is needed
  • Verifies documentation
  • Guides the applicant toward pastoral or spiritual support as needed

3. Benevolence Team Review and Evaluation

The Benevolence Review Team meets to review the request. The Ministry Operations Coordinator ensures the review happens and the next action(s) is taken.

If a meeting of the Benevolence Review Team isn’t possible in the time allotted, a minimum of two reviewers (Lead Pastor + Ministry Operations Coordinator, or Ministry Operations Coordinator + Benevolence Review Team Member) evaluate the request.

Reviewers may:

  • Contact landlords, utility companies, or service providers to verify amounts, due dates, or other information needed to render a decision
  • Assist the applicant in discussing budgeting or financial planning if needed
  • Recommend connecting individuals to community resources if the need exceeds ECC’s ability to help

4. Decision

The Benevolence Review Team renders one of the following decisions:

  • Approved
  • Partially Approved
  • Denied
  • Referred to Outside Resources

The Lead Pastor gives final approval on all requests and is reflected on the Benevolence Assistance Request Form.

5. Payment and Distribution

The Bookkeeper issues payment within 3–5 business days.

Payments are only made to verified third parties (landlord, utility provider, etc.).

Gift cards may be used for food or essential goods when appropriate.

6. Documentation and Recordkeeping

The Ministry Operations Coordinator maintains records including:

  • Completed Benevolence Assistance Request Form
  • Review notes
  • Decision and approval signatures
  • Receipts, invoices, or other verification
  • Payment details

All documentation is stored securely.

7. Follow-Up Care

When needed, ECC may:

  • Offer prayer and pastoral support
  • Provide financial coaching or budgeting tools
  • Connect individuals to community partnerships or ministry resources

Related Documents

Benevolence Policy

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Purpose

The purpose of the Benevolence Policy at Experience Christian Church (ECC) is to establish the principles, priorities, and boundaries that guide the church in providing financial and practical assistance to individuals and families experiencing hardship. This policy ensures that benevolence resources are used compassionately, consistently, and responsibly as an expression of God’s love and ECC’s commitment to caring for one another (Galatians 6:2; Romans 12:13; James 2:14–17).

Theological Foundation

ECC’s Benevolence Policy is rooted in Scripture and reflects:

  • Compassion for those in need
  • Stewardship of God’s resources
  • Dignity and respect for every person
  • Holistic care that addresses spiritual, emotional, and financial well-being
  • Witness to the gospel through practical service

This policy is intended to help ECC meet real needs while maintaining wise, prayerful stewardship.

Scope

This policy applies to all benevolence activities initiated by ECC, including:

  • Requests for financial aid
  • Distribution of benevolence funds
  • Referrals to outside resources
  • Pastoral and practical care provided as part of the assistance process

Requests may come from:

  • Regular attenders and engaged households
  • Local community members requesting help from ECC

The goal is to disburse funds 50/50 to these two people groups.

ECC’s annual benevolence budget is determined and approved each year via the annual budget development, review, and approval process. Benevolence assistance must be administered within budgetary limits, unless otherwise approved in advance by the Management Team.

Responsibility

The primary responsibility for this policy rests with the Ministry Operations Coordinator with guidance and oversight from the Lead Pastor.

The Ministry Operations Coordinator is also responsible for a periodic review of this policy, gaining input from the Lead Pastor, members of the Benevolence Review Team, and the Management Team. The purpose of the periodic review is to ensure the policy stays feasible and relevant over time, given continuously changing economic conditions impacting the needs of regular attenders and members of the local community.

Policies Governing Benevolence

Eligibility

To quality for benevolence assistance, applicants must:

  • Demonstrate a legitimate hardship
  • Provide accurate financial and personal information
  • Submit all required documentation (bills, statements, forms, etc.)
  • Be willing to participate in a conversation with pastoral staff or benevolence leaders when needed

ECC may decline assistance if information is incomplete or withheld.

Types of Assistance Provided

Eligible needs may include:

  • Rent, mortgage payments, or temporary housing support
  • Utility bills (electricity, heat, water, etc.)
  • Groceries and other essential household items
  • Transportation required for work or other essential activities
  • Car repairs necessary for employment
  • Medical expenses or approved Christian counseling
  • Crisis-related needs (fire, job loss, unexpected hardships, etc.)

ECC may consider other needs as deemed appropriate and eligible.

Restrictions on Assistance

ECC will not help with:

  • Business ventures or investments
  • Court fees, fines, or legal defense expenses
  • Luxury or other non-essential expenses
  • Long-term, ongoing financial support
  • Loan repayments
  • Cash distributions

Additionally, requests will not be considered if the applicant refuses reasonable financial counseling or declines to provide required documentation.

Limits and Frequency

To ensure fairness and good stewardship:

  • Assistance is generally limited to one request per household within a 12-month period
  • A typical maximum amount per request is established as part of the annual ECC budget development, review, and approval process
  • Exceptions may be made for members or crisis cases with approval from the Management Team
  • All assistance must remain within the constraints of ECC’s approved annual benevolence budget

Confidentiality

All benevolence communications and records are confidential and only accessible to individuals directly involved in the review and decision-making process.

Documentation

Every request must include:

  • Completed Benevolence Assistance Request Form
  • Supporting documentation (bills, statements, invoices, etc.)
  • Internal notes from interviews or follow-up conversations
  • Approval signatures or digital equivalents
  • Financial record of payment(s)

ECC will maintain secure records for legal and stewardship purposes.

Holistic Care

Benevolence is not only a financial transaction. When needed, ECC may offer:

  • Prayer
  • Pastoral counseling
  • Spiritual encouragement
  • Financial stewardship resources
  • Support in connecting with a local church (non-ECC attenders)
  • Referrals to community partners (food pantries, shelters, safe harbor centers, etc.)

Holistic care supports both immediate and long-term well-being.

Avoiding Unhealthy Dependency

Benevolence assistance is intended to provide short-term relief, not ongoing financial support. Consequently, ECC may:

  • Encourage financial literacy or budgeting tools
  • Refer applicants to job-support resources
  • Decline repeated requests that indicate unhealthy patterns
  • Redirect individuals to community agencies better equipped for long-term aid

Collaboration with Local Ministries and/or Outside Funding Resources

ECC may partner with individual donors, local nonprofits, food pantries, shelters, counseling centers, and other churches to extend care beyond its own capacity.

Related Documents

Small Groups Care Coordinator Job Description

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General Description

The Small Groups Care Coordinator supports the mission of Experience Christian Church (ECC) by ensuring that every person involved in a small group is known, cared for, and growing in their faith. This role focuses on cultivating a healthy small group culture by equipping leaders to shepherd their members well and by providing consistent encouragement, communication, and oversight to group leaders.

The Small Groups Care Coordinator works closely with the Lead Pastor to maintain a vibrant, well-supported small groups ministry where people connect relationally, grow spiritually, and experience genuine care within biblical community. The ideal candidate is relational, organized, spiritually mature, and passionate about helping people thrive in small group life at ECC.

Essential Job Functions

Leader Care and Support

  • Build and maintain strong relationships with small group leaders, providing encouragement, guidance, and accountability.
  • Serve as a primary point of contact for small group leaders, ensuring they feel supported and equipped to lead effectively.
  • Check in regularly with leaders to assess group health, celebrate wins, and address challenges.
  • Pray for and with leaders, offering spiritual encouragement as they care for their groups.
  • Help identify potential new leaders and apprentices through ongoing relationships with existing leaders.

Group Health and Oversight

  • Monitor the overall health, connection, and engagement of ECC’s small groups through attendance, feedback, and leader reports.
  • Identify and address any group issues such as conflict, leader fatigue, or lack of engagement in collaboration with the Lead Pastor.
  • Ensure small groups align with ECC’s mission, values, and teaching.
  • Encourage groups to live out the 5Gs (Grace, Growth, Groups, Gifts, and Giving)—connecting relationally, growing spiritually, and serving intentionally.

Leader Training and Development

  • Assist in planning and facilitating small group leader gatherings, training sessions, and appreciation events.
  • Contribute to the development and distribution of training materials and small group resources.
  • Encourage leaders to identify and equip new leaders to support ongoing group multiplication.

Communication and Administration

  • Maintain accurate leader and group information in Planning Center.
  • Ensure consistent communication between the Lead Pastor, small group leaders, and ECC staff.
  • Help prepare small group ministry updates, newsletters, and leader communications.
  • Track key small group metrics such as number of groups, group attendance, and leader engagement.

Sunday and Event Presence

  • Be available on Sundays to connect with small group leaders and help attendees take next steps into group life.
  • Support special events, small group campaigns, and seasonal launches as needed.

Other Responsibilities

  • Participate in staff meetings, trainings, and team-building activities as needed.
  • Maintain confidentiality and demonstrate Christlike integrity in all interactions.
  • Support ECC’s mission, vision, and values through active participation in church life.
  • Perform other duties as assigned.

Experience and Education

  • Demonstrated experience in small group ministry, volunteer leadership, or relational care.
  • Strong relational, organizational, and communication skills.
  • Ability to recruit, encourage, and equip volunteer leaders effectively.
  • Proficiency with Microsoft Office, Google Workspace, and Planning Center.
  • A growing relationship with Jesus and alignment with the mission, values, and beliefs of ECC.
  • Bachelor’s degree in ministry, leadership, communications, or a related field preferred.

Position Structure and Level

  • Reports To: Lead Pastor
  • Classification: Non-Exempt (Hourly)
  • Category: Regular Part-Time
  • Location: West Chester, Pennsylvania

Assistant to the Lead Pastor Job Description

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General Description

The Assistant to the Lead Pastor provides direct administrative, logistical, and relational support to the Lead Pastor of Experience Christian Church (ECC). This role ensures that the Lead Pastor’s time, priorities, and ministry responsibilities are well-organized and effectively executed. The Assistant functions as an extension of the Lead Pastor’s office, facilitating communication, managing schedules, coordinating ministry follow-up, and helping translate vision into action.

The ideal candidate is organized, detail-oriented, and relationally mature, capable of handling sensitive information with discretion. This position serves as a vital link between the Lead Pastor, staff, volunteers, and the congregation—helping to ensure smooth day-to-day ministry operations and enabling the Lead Pastor to focus on leadership, preaching, and shepherding responsibilities.

Essential Job Functions

Administrative Support

  • Manage the Lead Pastor’s schedule, appointments, and meetings, ensuring appropriate prioritization and follow-up.
  • Coordinate communication on behalf of the Lead Pastor, including emails, phone calls, meeting requests, and correspondence.
  • Prepare documents, reports, and presentations for meetings, sermons, and leadership gatherings.
  • Organize and maintain digital and physical files related to the Lead Pastor’s ministry responsibilities.

Ministry Coordination and Communication

  • Serve as a communication bridge between the Lead Pastor and ECC staff, ministry leaders, and congregation members.
  • Help coordinate sermon series logistics, including volunteer involvement, creative elements, and promotional materials.
  • Support follow-up and care processes for individuals or families identified by the Lead Pastor for pastoral attention.
  • Assist in coordinating and communicating ECC-wide messages, announcements, and initiatives.

Event and Meeting Coordination

  • Schedule and organize meetings for the Lead Pastor, including leadership team gatherings, staff retreats, and ministry planning sessions.
  • Prepare meeting materials and record notes or action items as needed.
  • Assist with logistics for events such as baptism services, membership classes, or community outreach efforts in which the Lead Pastor is directly involved.

Sunday and Ministry Support

  • Provide onsite support to the Lead Pastor during Sunday services and major events, ensuring smooth transitions and communication flow.
  • Coordinate service details and volunteer roles as directed by the Lead Pastor.
  • Anticipate and manage logistical needs to help ensure each weekend’s worship experience runs efficiently and distraction-free.

Project and Vision Support

  • Assist the Lead Pastor in implementing strategic ministry goals and initiatives.
  • Track follow-up items and ensure timely completion of tasks assigned during planning or leadership meetings.
  • Help research, organize, and prepare background materials for sermons, projects, or ministry development efforts.

Other Responsibilities

  • Maintain confidentiality and professionalism in all matters related to ECC leadership and congregational care.
  • Participate in weekly staff meetings and other team activities as assigned.
  • Support the mission and values of ECC through active involvement in church life.
  • Perform other duties as assigned.

Experience and Education

  • Two or more years of administrative, ministry, or executive assistant experience preferred.
  • Exceptional organizational, communication, and time-management skills.
  • Ability to handle confidential information with discretion and professionalism.
  • Proficiency with Microsoft Office, Google Workspace, and Planning Center.
  • Strong interpersonal and relational skills with a servant-hearted spirit and approach.
  • A growing relationship with Jesus and alignment with the mission, values, and beliefs of ECC.
  • Bachelor’s degree in business administration, ministry, communications, or a related field preferred.

Position Structure and Level

  • Reports To: Lead Pastor
  • Classification: Non-Exempt (Hourly)
  • Category: Regular Part-Time
  • Location: West Chester, Pennsylvania

Ministry Operations Coordinator Job Description

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General Description

The Ministry Operations Coordinator supports the mission of Experience Christian Church (ECC) by ensuring that all ministry and operational activities run smoothly and effectively. This role provides hands-on coordination and administrative support across multiple areas—facilities, volunteer management, communications, scheduling, and weekend service logistics.

The Ministry Operations Coordinator works closely with the Executive Pastor and ministry leaders to maintain operational readiness each week, strengthen organizational systems, and help ECC deliver consistent, welcoming, and well-executed ministry experiences for both guests and regular attenders.

Essential Job Functions

Service Operations Coordination

  • Oversee the setup, tear-down, and logistics for all Sunday worship gatherings and special events.
  • Ensure supplies, signage, and materials are ready and available for each ministry area (Hospitality, Kids, Worship, etc.).
  • Coordinate volunteer teams to ensure smooth operations each weekend.

Volunteer Coordination

  • Support ministry leaders in recruiting, onboarding, and scheduling volunteers.
  • Maintain an up-to-date volunteer database and consistent communication process.
  • Help develop volunteer appreciation initiatives and ensure volunteers are equipped, valued, and encouraged.

Administrative and Communications Support

  • Maintain church calendars, ministry schedules, and room usage.
  • Coordinate church communications (weekly email, website updates, and social media announcements) in collaboration with the Lead/Executive Pastors and other ministry leaders.
  • Provide administrative support for staff meetings, planning sessions, and ministry initiatives.

Facilities and Resource Management

  • Oversee the care, organization, and upkeep of portable church equipment, storage, and materials.
  • Coordinate with vendors or the host facility regarding maintenance or special requests.
  • Maintain inventory of supplies and manage ordering/replenishment as needed.

Event and Ministry Support

  • Coordinate logistics for special events, baptisms, outreach initiatives, and community engagement efforts.
  • Serve as the central point of contact for setup, supplies, and follow-up details for ministry teams.
  • Provide onsite support and leadership presence during major church events.

Operational Readiness and Improvement

  • Help develop and document key systems and checklists that improve consistency in church operations.
  • Work with ministry leaders to identify opportunities for improved organization, communication, and volunteer engagement.
  • Contribute to building a culture of excellence and hospitality in every operational aspect of church life.

Other Responsibilities

  • Participate in weekly staff meetings and contribute to church-wide planning and coordination.
  • Support the mission and values of ECC through active participation in its ministries and events.
  • Perform other duties as assigned.

Experience and Education

  • Two or more years of administrative, operations, or ministry coordination experience preferred.
  • Strong organizational, communication, and interpersonal skills.
  • Competence with digital tools such as Microsoft Office, Google Workspace, and Planning Center.
  • A growing relationship with Jesus and alignment with the mission, values, and beliefs of ECC.
  • Ability to lead volunteers with grace, enthusiasm, and professionalism.
  • Possession of an Associate Degree or higher in business administration, communications, organizational leadership, or a related field preferred.

Position Structure and Level

  • Reports To: Executive Pastor
  • Classification: Non-Exempt (Hourly)
  • Category: Regular Part-Time
  • Location: West Chester, Pennsylvania

Management System Manual

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Purpose

The purpose of the Management System Manual is to define, describe, and outline the backbone of ECC’s continued efforts to accomplish its mission.

Scope

This Management System Manual is the highest level document contained in the Management System. All of the contents of the Management System are organized under the 5 Elements described herein.

Responsibility

Along with everything else contained in the Management System, all ministry area leaders must ensure the details of this manual are known and understood by all ECC paid staff and ministry area volunteers. The primary responsibility for this manual rests with the Operations Coordinator.

Management System Description

The Management System is the backbone of ECC’s continued development of a strong, capable infrastructure. It enables growth through leveraging and scaling up the talent and expertise of our leaders.

To define the Management System, we must begin with the term Quality. What do we mean when we say something is high quality?  Or, what do we mean when we say something is excellent?

The International Standards Organization (ISO) defines Quality as “The totality of features and characteristics of a product or service that bear on its ability to satisfy a defined requirement.”  In other words, quality is fitness for purpose.

How does this apply to ECC?  What is fitness for purpose? Simply put, Quality is how well we accomplish the purpose. And, of course, our purpose is to honor God by following his teachings.  Specifically to be a community that reaches the lost and helps them become “disciples of Jesus.”

So, Quality means getting the job done well.  And, getting the job done well is a combination of …

  • Knowing the Stakeholder Needs
  • Equipping ECC to Meet Those Needs
  • Excellent Implementation
  • Reliable Inputs
  • Clear Instructions
  • Efficient, Effective Execution
  • Feedback and Continuous Improvement

The main ingredient of the Management System is people. As leaders, we must find staff and volunteers, train and develop them, communicate well with them, and implement systems that help them succeed. The Management System is the framework for getting this done.

The Management System contains the methods we use to analyze stakeholder needs, define processes that meet those needs, and manage these processes to ensure that results are predictable and repeatable.

The Management System also provides the framework for continuous improvement, increasing the likelihood of achieving stakeholder satisfaction. It gives the stakeholders confidence that ECC has the capability to deliver consistently.

Benefits of the Management System

There are many reasons ECC has implemented a Management System.

Consistency – The first is that it brings consistency to routine activities and helps to ensure best practices.  What does that mean? One of the biggest challenges in any successful organization is effectively identifying, recruiting, training, and deploying leaders. The senior leader’s ability to constantly communicate and give direction is limited. Even the best leaders can only do so much. Keeping up with an increasing demand for new staff and volunteers requires us to develop and implement systems. These systems, collectively, form the Management System.

Training – The Management System is a training aid that enables quick and efficient training of staff and volunteers. Best practices are established, documented, and made available to everyone needing to know.

Communication – The Management System formalizes our communication infrastructure. Simply put, it provides a vehicle for organizing and disseminating information. Once set up, a “one-stop shopping” simplicity is in place when information is needed to get something done. From how I spend money to how we assess an individual’s spiritual gifts, methods are established and made available, enabling new people to come up to speed quickly.

Improvement – The Management System is a means to manage and facilitate change and improvement. One of the biggest obstacles to flexibility and change for the better is the lack of formal, established methods. It’s very difficult to “rally the troops” around a change or quick tweak to something when nothing is “formally” in place.

Management System Organization

The Management System is organized under 5 different sections or elements, with a manual at the top of the hierarchy.

The Management System Manual defines the “minimum requirements” under each element. For example, under “Management System Administration,” the manual explains that systems are in place to ensure the proper control of data, documents, and records. It refers to a set of procedures that the church follows to ensure the consistent control of data, documents, and records. The Management System Manual also functions as a guide to the system’s organization and hierarchy, helping us navigate and easily find what we need.

The elements of the Management System are listed below, along with a listing of the areas under each element within which ECC has defined minimum requirements:

Management System Administration

  • Control of Data, Documents, and Records
  • Policy and Procedure Review and Approval
  • Access to Information
  • Document and Data Distribution
  • Version Control
  • Record Retention

Leadership Responsibility

  • Church Governance
  • Organizational Structure
  • Responsibility and Authority
  • Strategic Planning
  • Management System Review
  • Environmental Responsibility

Human Resources

  • Recruiting
  • Position Descriptions
  • Training and Development
  • Performance Review
  • Health and Safety Requirements

Execution

  • Ministry Area Operations
  • Finance
  • Purchasing and Supplier Development
  • Office Operations
  • Information Technology
  • Facilities Management
  • Safety and Security
  • Project Management

Measurement, Analysis, and Improvement

  • Measurement of Results
  • Management System Assessment
  • Continuous Improvement
  • Corrective and Preventive Action