Uniform Policy on Discipline, Restoration, and Appeal

The Manual of The Christian and Missionary Alliance contains the “Uniform Policy on Discipline, Restoration, and Appeal” and it is presently found in Section E8.

This handbook is constructed to aid you in implementing the “Uniform Policy on Discipline Restoration, and Appeal.” Two other aids are recommended to help you deal with a discipline case. A PowerPoint presentation entitled “Peacemaking and the Discipline Policy” helps instruct leaders on the “Implementation Checklist” and “Discipline Policy Summary” found below. Also, the “Peacemaking Principles” pamphlet is very helpful for these interactions and for training others with regard to the steps outlined below.

In addition, if you find you need help, there is a Sensitive Issues Consultative Group that is a standing committee. If you would like additional guidance from them please contact Tim Cummings, Legal Counsel for The Christian and Missionary Alliance, at (719) 265-2068 or e-mail him at .

Table of Contents

Uniform Policy on Discipline, Restoration, and Appeal 3

Discipline Policy Summary 4

When to Implement the Discipline Policy 5

Process Chart 7

Sample Discipline Letters 8

Letter acknowledging written charges arranging for an initial interview with complainants 9

Letter informing the subject of the written charges and arranging for an initial interview 10

Letter appointing the committee on Investigation 11

Letter informing the subject that a Committee on Investigation has been appointed 12

Letter informing the complainants that a Committee on Investigation has been appointed 13

Form For Submission of Report Of Investigation 14

Confidential Summary of Investigation Report 14

Disciplinary Hearing Proceedings 16

Memorandum of Understanding/Waiver of Disciplinary Hearing Proceedings 16

Letter appointing a Committee on Discipline 19

Letter to set the time and place of the hearing and subject’s right to a preliminary hearing 20

Letter informing the complainants and other witnesses of the time and date of the hearing 21

Format for the Preparation and Submission of the Committee on Discipline Report 22

Report of Disciplinary Hearing 22

Letter informing the subject of the findings of the Committee on Discipline 26

Letter informing the complainants of the findings of the Committee on Discipline 27

Statement to Be Read to a Closed Congregational Meeting 28

Letter to vice president for Church Ministries of the Committee on Discipline’s Findings 29

Letter/memo from CM vice president informing the C&MA President, vice presidents, assistant vice presidents, district superintendents, and CM directors of findings 30

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Discipline Policy Summary

1.  The Discipline Policy values a relational, personal, small circle resolution of conflict and addressing sin.

a.  This is different than an organizational larger-circle method.

2.  Three things require an organizational approach

a.  Someone is at risk of imminent harm or has been harmed.

b.  The testimony of Christ is threatened.

c.  The sin disqualifies the accused from leadership/service.

3.  Otherwise, private resolution of a matter without a formal hearing is right when there is confession of sin and repentance by the guilty.

a.  As evidenced by a good confession.

b.  As evidenced by a repentance strategy including sufficient support and accountability.

4.  In the local church non-members are not subject to discipline unless a Relational Commitment has been put in place.

a.  In the bylaws.

b.  In practice by the pastor and elders.

5.  Transition from the informal, relational kind of discipline to the formal, documented kind happens when there is no confession of sin and repentance, or when someone is at risk of imminent harm or has been harmed, the testimony of Christ in the church and community is threatened, or the sin renders the person unqualified to serve in their position of ministry.

6.  Documentation requirements are reasonable.

a.  The accusation may be brought in writing or verbally and then documented by the pastor or superintendent.

b.  Anonymous accusations are not to be entertained.

7.  When the written accusation is delivered to the accused, it is best done in person with the letter given to them following a verbal presentation of the accusation. It is recommended that the PAUSE principle from Peacemaker Ministries be used in presenting the accusation.

8.  All discipline in the local church is to be done in consultation with the superintendent of the district.

9.  Confidentiality is not absolute, but conditional.

10. It is best to talk with, by phone or in person, the accused before each of the following steps:

a.  Sending the letter with the names of those performing the investigation,

b.  The written report of the investigative committee,

c.  The decision to dismiss the charges or to proceed with a hearing,

d.  The names of those you have appointed to serve on the Discipline Committee,

e.  The judgment and the restoration plan.

11. Note: there are several levels of discipline.

a.  Reprimand

b.  Probation

c.  Revocation

d.  Expulsion

When to Implement the Discipline Policy

1.  A person’s sin comes to your attention

a.  You observe it.

b.  Someone points out someone else’s sin to you.

c.  A person confesses sin to you.

2.  If the person is an official worker, notify the district superintendent.

3.  In the event of “a,” follow Matthew 18 and Galatians 6:1 using the PAUSE principle from Peacemaker Ministries.

4.  In the event of “b,” coach the accuser to follow Matthew 18 and Galatians 6:1 using the PAUSE principle.

Unless someone is at risk of imminent danger or has been harmed, the testimony of Christ is being or will be widely damaged, or the sin disqualifies the person from leadership/service, in which case the pastor may go with the accuser to talk to the accused or go without the accuser.

5.  In the event of “c,” lead them into steps of confession, repentance, restitution with support, and accountability. Proclaim the gospel to them.

Unless someone is in imminent danger or has been harmed, the testimony of Christ is being or will be widely damaged as a result of their sin, or the sin disqualifies the person from leadership/service, in which case the pastor will proceed to implement the formal disciplinary process according to the Manual of the Christian and Missionary Alliance (also, referred to as the C&MA Manual).

6.  If the person in sin denies that they have sinned after you have used the PAUSE principle with them, follow step two in Matthew 18, and take someone with you to gently restore them.

7.  If they continue in unrepentant sin, then implement the formal, documented level of the Discipline Policy.

8.  Include the district superintendent in the conversation early in the process.

9.  Do not remove a person from membership for reasons of sin, including the sin of being divisive, without following the Discipline Policy.

10. The pastor and elder board may suspend the privileges of membership.

11. Do not, as pastor, tell someone they should consider going to another church. Follow the Discipline Policy. Removing someone from membership is a decision of the elders, not the pastor.

12. Be strict in regard to the documentation requirements of the Discipline Policy. Make sure all the letters that are to be written and sent are written and sent.

Process Chart

sample discipline letters

The following documents are provided as samples to facilitate disciplinary action as outlined in the Manual of The Christian and Missionary Alliance. Governance authorities can easily adapt these documents to respective situations. This list is not exhaustive; however, it is sufficient in scope to assist in crafting other related documents. All documents should be stamped “Confidential.” For the purpose of these samples, we have built the following scenario:

Scenario: Mr. Sam Smith and Mr. Fred Stone of First Alliance Church have provided a written charge of moral failure involving sexual misconduct, allegedly committed by Mr. Bill Round, to the chairman of the elders and Pastor C. David Justice. The church will investigate, appoint a Committee on Discipline, and determine a guilty verdict. It also assumes that the subject has initially denied the charges to the governance authority during the preliminary inquiry.

Letter acknowledging written charges arranging for an initial interview with complainants

(on official letterhead)

Date

Mr. Sam Smith

Address

Mr. Fred Stone

Address

Dear Mr. Smith and Mr. Stone,

I have received your letter of August 1, 20--, by which you have officially charged Mr. Bill Round with moral failure involving sexual misconduct.

I will be pursuing this matter pursuant to the Uniform Policy on Discipline, Restoration, and Appeal as found in the current edition of the Manual of The Christian and Missionary Alliance. A copy of this Policy is attached for your information and I would encourage you to read it carefully.

In keeping with this Policy, I am initiating a preliminary inquiry. Therefore, I am asking you to meet with me in my office at 3 p.m. on August 5, 20--, so that I may ask questions of clarification and secure any further facts surrounding this matter. Please confirm this appointment with my assistant by calling (719) 987-6543 as soon as possible. A copy of your written charge has also been forwarded to Mr. Round.

Sincerely,

Rev. C. David Justice

Chairman, Board of Elders

CDJ/mw

Enc: Copy of Policy

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Letter informing the subject of the written charges and arranging for an initial interview
(on official letterhead)

Date

Mr. Bill Round

Address

Dear Mr. Round,

I have recently received a written charge of moral failure involving sexual misconduct allegedly committed by you in violation of the principles of Scripture and the “Uniform Policy on Discipline, Restoration, and Appeal” as found in the current edition of the Manual of The Christian and Missionary Alliance.

I will be pursuing this matter pursuant to this Policy, a copy of which is attached for your information. I would encourage you to read it carefully. A copy of the written charge is also attached.

In keeping with this Policy, I have initiated a preliminary inquiry. Therefore, I am asking you to meet with me in my office at 3 p.m. on August 6, 20--, so that I may ask questions of clarification and secure any facts surrounding this matter. You also have the right to bring a written response to these charges with you.

Please confirm this appointment with my assistant by calling (719) 987-6543 as soon as possible.

Sincerely,

Rev. C. David Justice

Chairman, Board of Elders

CDJ/mw

Enc: Copy of Policy, Copy of Written Charges

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Letter appointing the Committee on Investigation
(on official letterhead)

Date

Mr. Clyde Comment, Chairman

Address

Mr. Alan Adak, Secretary

Address

Gentlemen,

Pursuant to Article IV—Procedures for Disciplinary Proceedings, paragraph B., Investigation, you are appointed to serve as a Committee on Discipline to investigate the written charge of moral failure involving sexual misconduct allegedly committed by Mr. Bill Round, submitted by Mr. Sam Smith and Mr. Fred Stone, all of whom are members of our church.

You are to proceed with your investigation according to Article IV, paragraph B., 1-5 and provide me with a confidential Summary of Investigation report which includes: evidence, whether or not the charge is substantiated, and recommendations. Your investigative report and all supporting evidence should be reported to me not later than thirty (30) days from today’s date.

I have also enclosed a copy of the “Uniform Policy on Discipline, Restoration and Appeal” as found in the current edition of the Manual of The Christian and Missionary Alliance, a copy of the written charges, and a copy of the written response.

Thank you for serving. The church will reimburse any expenses you may incur in the course of this investigation. Therefore, please save all receipts for submission to me with your final report. All draft materials are to be destroyed by shredding.

Sincerely,

Rev. C. David Justice

Chairman, Board of Elders

CDJ/mw

Enc: Copy of Policy, Copy of Written Charges, Copy of Written Response

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Letter informing the subject that a Committee on Investigation has been appointed
(on official letterhead)

Date

Mr. Bill Round

Address

Dear Mr. Round,

This is to advise you that I have appointed the following personnel to serve as a Committee on Investigation regarding the written charges of moral failure involving sexual misconduct allegedly committed by you.

Mr. Clyde Comment, chairman

Mr. Alan Adak, secretary

This Committee will contact you in the immediate future to arrange a time and place for an interview. I would encourage your full cooperation with this Committee. I have already provided you with a copy of the written charges.

Cordially,

C. David Justice

Chairman, Board of Elders

CDJ/mw

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Letter informing the complainants that a Committee on Investigation has been appointed
(on official letterhead)

Date

Mr. Sam Smith

Address

Mr. Fred Stone

Address

Dear Mr. Smith and Mr. Stone,

This is to advise you that I have appointed the following personnel to serve as a Committee on Investigation regarding the written charges of moral failure involving sexual misconduct provided by you.

Mr. Clyde Comment, chairman

Mr. Alan Adak, secretary

In the immediate future, you will be contacted by this Committee to arrange a time and place for an interview. I would encourage your full cooperation with this Committee. I have already provided the Committee with a copy of your written charges.

Cordially,

C. David Justice

Chairman, Board of Elders

CDJ/mw

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Format for Submission of Report of Investigation

Confidential Summary of Investigation Report

Authority and Date of Investigation: This investigation was initiated at the direction of Rev. C. David Justice, Chairman for the Board of Elders, pursuant to the “Uniform Policy on Discipline, Restoration, and Appeal” as found in the current edition of the Manual of The Christian and Missionary Alliance and was conducted during the period August 10 to September 2, 20--. A copy of the letter of appointment is enclosed as Attachment 1.

Investigators: Mr. Clyde Comment and Mr. Alan Adak

Charge: Moral failure involving sexual misconduct

Complainants: Mr. Sam Smith and Mr. Fred Stone

Subject: Mr. Bill Round