Quick Reference Card — April 2026
Mayflower Church — Decision-Making at a Glance. Quick-reference card for staff, board members, and trustees. v1.0 · April 2026. Governed by the Mayflower Constitution and Bylaws.
This card is a summary. The full Decision-Making Framework is the authoritative companion, and the Mayflower Constitution and Bylaws govern where they conflict.
The Four-Question Check
Before you decide, ask:
- Is the matter inside my domain?
- Is the cost inside an approved budget line and under my tier?
- Is any escalation trigger present?
- Could I explain this at the next board meeting?
YES, YES, NO, YES → decide. Anything else → escalate one level.
Financial Thresholds
| Tier | Amount | Who decides | Notes |
|---|---|---|---|
| F-1 | Up to $250, within budget line | Ministry lead / staff | Receipt to Bookkeeper ≤14 days. |
| F-2 | $250 – $1,500, within budget line | Responsible Board chair | Two signatures above $750. Logged in next minutes. |
| F-3 | $1,500 – $5,000, within budget line | Responsible Board (majority) | Notice to Board of Finance ≤7 days. |
| F-4 | Non-budgeted, under $5,000 | Board of Finance | BYLAW II.B — Finance §4. |
| F-5 | Non-budgeted, $5,000 or more • OR any property disposition >$5,000 | Congregation (at business meeting) | BYLAW II.B — Finance §5; Trustees §4. Emergency: Finance may act, congregation affirms next meeting. |
| F-6 | Annual budget | Congregation approves (Finance proposes) | BYLAW II.B — Finance §1. October Quarterly Meeting. |
Personnel
- P-1 Volunteer role assignment — ministry team lead, with board chair awareness.
- P-2 Minor change to a non-pastoral job description — supervising board (or Pastor), notice to Servants Council. PROPOSED.
- P-3 Non-pastoral staff hiring — Servants Council directs, per Hiring SOP. Bylaw II.B, Servants Council §8.
- P-4 Performance review (non-pastoral) — supervising board chair (or Pastor). PROPOSED.
- P-5 Pastor review — Servants Council. Bylaw II.B, Servants Council §7.
- P-6 Corrective action — supervising board chair, with Pastor. PROPOSED.
- P-7 Termination (non-pastoral) — Servants Council recommends; Finance confirms funding.
- P-8 Pastoral call / termination — Congregation, 3/4 vote. Bylaws II.A.
Ministry & Events
- M-1 Run an existing ministry or event — responsible team / ministry lead.
- M-2 Significant change — responsible board, Servants Council informed.
- M-3 Discontinue — responsible board recommends; Servants Council affirms.
- M-4 Launch a new ministry team — Servants Council approves charter; Elders approve establishment for teaching/outreach/worship.
- M-5 Cross-board initiative — Servants Council chairs; affected boards co-approve.
- M-6 Public communications — Pastor, with Elder consultation where doctrinal.
- M-7 Outside speaker / teacher / musical guest — Pastor with Elder consent.
Facility & Property
- B-1 Internal ministry use of the building — Trustees chair; church calendar authoritative.
- B-2 External / third-party use — Board of Trustees; COI required. Elder consult if teaching.
- B-3 Routine repair or maintenance — Trustees chair per F-1 to F-3.
- B-4 Major repair / replacement / improvement (not budgeted, $5K+) — Congregation per F-5.
- B-5 Capital project — Congregation approves project and funding.
- B-6 Sale, mortgage, or transfer of property >$5K — Congregation. Bylaw II.B.
- B-7 Insurance claim / property damage — Trustees chair notifies Pastor and Finance within 24 hours.
Escalation Triggers
Always escalate — regardless of dollar amount or domain — when any of these are present:
- A. Safety risk to any person or property.
- B. Legal exposure / insurance — counsel should be consulted.
- C. Doctrinal or confessional — Statement of Faith, Covenant, or teaching content.
- D. Pastoral care / member-discipline sensitivity.
- E. Reputational risk to the church or ministry of the gospel.
- F. Precedent-setting — the first time the church is doing something, even small-dollar.
- G. Significant dissent among the leaders responsible.
- H. Media / external authority — inquiry, pressure, or request from civil authority.
Route: pause the decision. Notify the Pastor and the Servants Council chair within 24 hours. Council decides next step (extraordinary session, Elder referral, counsel, or congregational meeting).
Full Decision-Making Framework · Overview. Source Word document attached to this page.