Agency Structure, Policies and Procedures Print

The following links are to documents describing the formal structure of our agency and its policies and procedures. We are providing these documents to aid or assist our colleagues who are trying to build their own centers, or who are looking for tangible, constructive and functional alternatives to challenges they face in their own centers.

 

Bylaws


ARTICLE I. REGISTERED OFFICE

The registered office shall be located in the City of Corvallis, County of Benton, State of Oregon.

ARTICLE II. MEMBERSHIP

Section 1. Sponsors.

As a ministry of God, the Pastoral Counseling Center is dependent on the sponsorship of the church for its religious identity and authority. It was the movement of the Holy Spirit through the church which called the Pastoral Counseling Center into being. It is only through continued attention and accountability to that spirit as it manifests itself through the church that the Pastoral Counseling Center can sustain its identity and authority for ministry. As a means of formalizing the relationship of authority and accountability which exists between the Pastoral Counseling Center and the church, Sponsor Church membership has evolved. Sponsor Churches are those churches which have:

a. Voted as a congregation, parish or fellowship to sponsor the ministry of the Pastoral Counseling Center of the Mid-Willamette Valley; and,

b. Agreed to dedicate one-half of one percent of its current
annual budget to the ministry of the Pastoral Counseling Center of the Mid-Willamette Valley.


Section 2. Directors.

The Board of Directors shall be comprised of representatives from sponsor churches and the community at large. Each sponsor church of the Pastoral Counseling Center of the Mid-Willamette Valley shall be entitled to one lay representative from each Sponsor Church and one clergy representative. In addition, there may be a number of representatives not to exceed 25 percent of total Board membership, elected from the community-at-large, and who may or may not be members of Sponsor Churches. Nominations for the Board of Directors may be made by the Sponsor Churches, other Directors, the Executive Director, or other interested parties. Nominations are to be made to the Executive Committee, who, upon ratification, will propose to the Board of Directors at the site where that Director will serve the election of the nominees.

2.1 General Powers. The Board of Directors shall be respon sible for the hiring and any firing of the Executive Director, de fine goals and mission of the Center, provide support for the Executive Director, receive and review financial and other reports from the Executive Director, and through its committees, manage the business and affairs of the corporation.

Each Director shall:

*Attend meetings of the Board of Directors;
* Participate on at least one committee;
* Receive financial reports and minutes from the Executive Committee and Board of Directors meetings from all sites;
* Be entitled to one vote upon any matter submitted to a vote at a meeting of the Board of Directors.

In addition, any Board member who is not already a member of the Executive Committee may attend any Executive Committee meeting without the power to vote.

Section 3. Terms of Office.

Terms of office on the Pastoral Counseling Center Board of Directors shall be three years. Terms will begin and end on the dates of the annual meeting in pertinent years. A Director may be reelected for two additional terms. Unanticipated vacancies will be filled as soon as possible, according to the process outlined in Section 2 of Article II.

Section 4. Benefactors.

Any individual or organization which contributes significantly to the welfare of the Pastoral Counseling Center of the Mid-Willamette Valley, financially or otherwise, may be elected by the Board of Directors to be a Benefactor of the Pastoral Counseling Center of the Mid-Willamette Valley. A Benefactor may receive financial reports and/or reports of the business of the Pastoral Counseling Center of the Mid-Willamette Valley, and may attend meetings of the Board of Directors without the power to vote.

Section 5. Annual Meeting.

The Annual Meeting will be scheduled by the Executive Committee to be in the spring of each year, for the purpose of electing officers and transacting such business as may come before the Annual Meeting.

Section 6. Regular Meetings.

The Board of Directors of the Pastoral Counseling Center will meet monthly in the form of Site Committees, except in July, August and December. Its meetings shall be at regular times to be determined by those Site Committees.

Section 7. Special Meetings.

Special meetings of the Board of Directors for any purpose or purposes may be called by the Convener or by the Executive Committee, and shall be called at the request of not less than three Directors who are entitled to vote. No business may be transacted at that meeting other than that for which said special meeting was called and for which notice was given as herein provided.

Section 8. Quorum.

At all meetings of the Directors, those members present shall con stitute a quorum.

Section 9. Manner of Acting.

The act of a majority of the Directors present at any meeting at which a quorum is present shall be an act of the Board of Directors. If the vote of the Board of Directors at any one of the three sites reflects a minority vote of the Board as a whole, a special meeting may be called of the Board as a whole to reconsider the issue.

Section 10. Time and Place of Meetings.

The time and place of the Executive Committee meetings, Annual Meetings, and special meetings shall be designated by the Executive Committee. The time and place of regular meetings shall be designated by the Site Committees.

Section 11. Notice of Meetings.

Notice of all meetings of the Board of Directors shall be mailed to each Director at least one week prior to the holding of such meetings. Notices shall state the time and place of the meeting. Notices of special meetings shall also state the purpose for which the meeting is called.

ARTICLE III. COMMITTEES

Section 1. Committees.

The committees of the Board of Directors shall include the Execu tive Committee, the Albany Site Committee, the Benton Site Commit tee, the Lebanon Site Committee, and the Personnel Committee.

Section 2. Executive Committee.

The Executive Committee is comprised of two representatives from each of the three Site Committees, including the President, VicePresident, Secretary and Treasurer of the Pastoral Counseling Center, and the immediate past-President. In the event that none of the members of the Executive Committee is a member of the clergy, one of the clergy representatives to the Board of Directors will be appointed by and to the Executive Committee with full responsibilities and privileges of Executive Committee membership.

2.1 General Powers. The business and affairs of the corporation shall be managed by its Executive Committee. The Executive Committee shall initiate and receive and respond to requests from Site Committees, coordinate Board planning, provide support for the Executive Director, pre·are agendas for and schedule Annual Meetings, and submit written resolutions for decision by the Board.
The Executive Committee will also nominate a slate of officers each year to be submitted for ap·roval to the Board at its Annual Meeting.

2.2 Regular Meetings. The Executive Committee shall meet monthly at a time and place of its own determination, except in July, August and December. Minutes of the proceedings of that meeting, as well as of any special meetings, shall be distributed to each Director prior to the next regularly scheduled meeting of the Board of Directors.

2.3 Special Meetings. Special meetings of the Executive Committee may be called by or at the request of the President or any three committee members. The person or persons so calling the meeting may fix the time and place for holding that special meeting.

2.4 Notice. Notice of any special meeting of the Executive Committee shall be given to members of the Executive Committee not less than three days prior thereto by written notice. It shall be necessary to specify in the notice of such special meeting the nature or purpose of the business to be transacted at that meeting.

2.5 Quorum. One-half of the designated members of the Executive Committee shall constitute a quorum for all purposes.

2.6 Manner of Acting. The act of the majority of the members of the Executive.Committee present at any Executive Committee meeting at which a quorum exists shall be the act of the Executive Committee.

Section 3. Site committees.

For the convenience and importance of geographical constituency, the Board of Directors of the Pastoral Counseling Center of the Mid-Willamette Valley convenes itself eight times each year – during the months of January, February, March, April, May, September, October, and November -- in the form of two Site Committees, one each in Benton County and Linn County, Oregon.  The Benton and Linn Site Committees may elect to meet separately or together each month.  If together, then joint meetings are to alternate each month between venues in Benton and Linn Counties.  Further, meetings in Linn County are to alternate between venues in Albany and Lebanon, Oregon.  The occurrence of these meetings is considered a monthly meeting of the Board of Directors of the Pastoral Counseling Center of the Mid-Willamette Valley.

3.1 Leadership. The convener for each Site Committee is nominated and elected from and by the membership of the Site Committee itself.

3.2 Membership. The membership of each site committee is comprised of one duly elected lay and one duly elected clergy representative from each sponsor church within that committee's immediate geographic constituency, plus any representatives who have been elected to the committee from the community at large.

3.3 Activities. The essential activities of the Site Committees are to convene monthly except in June, July, August and December, select a convener and a recorder, establish a quorum, receive and review the client activity and financial reports to ensure the financial accountability of the Center, select and send representatives to the Executive Committee, review minutes from all Site Committees and the Executive Committee, vote on items of business which may come before it, respond to requests or initiatives which come from the Executive Committee or the Executive Director, initiate projects relevant to the needs of its constituency, ratify or veto Executive Committee action, initiate or request policy and program development, act as liaison to and from Sponsor Churches, raise funds and/or ensure that adequate funds are raised to support the Center's mission, and act as emissaries of the Center's mission within the sponsor churches and in the community.

Section 4. Personnel Committee.

It is the responsibility of the Personnel Committee to monitor the implementation of the personnel policies of the Pastoral Counseling Center of the Mid-Willamette Valley.

4.1 Leadership. The convener of the Personnel Committee shall be the Vice-President of the Board.

4.2 Membership. Membership on the Personnel Committee is comprised of three to five Directors, appointed by the Vice-President in consultation with the Executive Director.

4.3 Activities. The essential activities of the Personnel Committee are to convene monthly except in July, August and December, to receive personnel reports from the Executive Director, to advise the Executive Director in personnel matters, to serve as an interview committee for prospective employees of the Pastoral Counseling Center, and to serve as the committee of review for grievances, as provided for in the personnel policies of the Center. In addition, the Personnel Committee will annually review the job performance of the Executive Director.

ARTICLE IV. OFFICERS

Section 1. Officers.

The officers of the corporation shall be a President, Vice-President, Secretary and Treasurer.

Section 2. Election and Term of Office.

The officers shall be nominated by the Executive Committee, the slate recommended to the Site Committees which may make additional nominations, and elected annually by the Board of Directors at the Annual Meeting of the Board. If the election does not occur at the Annual Meeting of the Board of Directors, the election of officers shall be held as soon thereafter as conveniently may be done. Each officer shall hold office until a successor has been duly elected and qualified, or until the officer's death or resignation.

Section 3. Removal.

Any officer or agent elected or appointed by the Board of Directors may be removed when the Board of Directors in its judgment deems it in the best interests of the corporation for such removal, but such removal shall be without prejudice to the contract rights, if any, of the person so removed.

Section 4. Vacancies.

Any vacancy in any office may be filled by the Board of Directors for the unexpired portion of the term of said office.

Section 5. President.

It shall be the duty of the President to preside at all meetings of the Board of Directors and the Executive Committee. The President shall supervise and control all the business affairs of the cor·oration, and shall perform all duties incident to the office of President, along with such other duties as may be prescribed by the Board of Directors from time to time.

Section 6. Vice-President.

In the absence of the President, the Vice-President shall perform the duties of the President and shall, when so acting, have all the powers of and by subject to the restrictions upon the President.
The Vice-President shall convene the Personnel Committee. The Vice-President shall perform such other duties as from time to time may be assigned by the President of the Board of Directors.

Section 7. Secretary.

The Secretary shall be the clerk of all meetings of the Board of Directors and of the Executive Committee, and shall insure that timely notices of all such meetings are issued. The Secretary shall keep all minutes of such meetings, make due record thereof, supervise the custody of all records of the Board and Executive Committee, and see that a register of the names and addresses of each Sponsor, Director, Officer and Benefactor is kept. The Secretary shall supervise all matters of correspondence by and between the Board of Directors and the Executive Committee and any other person or concern, and shall insure that all duties incident to correspondence and relationship of the Boardand Executive Committee with the public are performed. The Secretary shall perform such other duties as from time to time may be prescribed by the President or the Board of Directors.

Section 8. Treasurer.

The Treasurer shall supervise the custody of all funds and securities of the corporation, the receipt and payment of all money due to and payable by the corporation, and the deposition of all such money in the name of the corporation in such bank or depository as shall be selected or designated by the Board of Directors. In cooperation with the Executive Director, the Treasurer shall prepare an annual budget for the Executive Committee to propose to the Board of Directors, and in general perform all the duties incident to the office of Treasurer and such other duties as may from time to time be assigned by the President or the Board of Directors.

ARTICLE V. CONTRACTS, LOANSI CHECKS AND DEPOSITS

Section 1. Contracts.

The Executive Committee may authorize any officer or officers, agent or agents, to enter into any contract, or execute and deliver any instrument in the name of and on behalf of the corporation.
Such authority may be general or confined to specific instances.

Section 2. Loans.

No loan shall be contracted on behalf of the corporation and no evidence of indebtedness issued in its name unless authorized by resolution of the Executive Committee, which authority may be general or confined by specific instances.

Section 3. Checks, Drafts, etc.

All checks, drafts, or other orders for payment of money shall be signed by the Executive Director or Treasurer or by such other officer or employee as the Executive Committee may from time to time designate.

ARTICLE VI. COR·ORATE SEAL

The corporation shall have no corporate seal.

ARTICLE VII. WAIVER OF NOTICE

Whenever any notice is required to be given to any delegate or Director under the provisions of these Bylaws, a waiver thereof, in writing, signed by the person or persons entitled to such notice, whether before or after the time stated therein, and shall be deemed equivalent to the giving of such notice.

ARTICLE VIII. AMENDMENTS

These Bylaws may be altered, amended or replaced and new Bylaws may be adopted by a two-thirds vote of the Directors present at any Annual meeting of the Board of Directors.

ARTICLE IX. I NDEMN I F I CAT I ON

The corporation shall indemnify each of its Directors and officers, whether or not then in office (and said person's personal representative, administrator and heirs) against all claims, damages, losses and reasonable expenses, including attorney fees, actually and necessarily incurred by said person in connection with the defense of any litigation to which he or she may have been made a party because he or she is or was a Director or officer of the corporation, to the full extent permitted under Oregon law.

Personel Policy


PASTORAL COUNSELING CENTER
CORVALLIS, OR
JULY 1, 1993

The personnel policies in this manual are effective on July 1, 1993. They replace all previous policies either written or verbal.


I. RESPONSIBILITY AND AUTHORITY

Responsibility for the administration of the Center and for the determination of its policies rests in its Board of Directors. The Board, in turn, assigns responsibility for the day-to-day operation of the Center and implementation of its policies to the Executive Director of the Center. The President of the Board of Directors will appoint a Personnel Committee, chaired by the Vice-President of the Board. The Executive Director is responsible for overseeing the personnel activities of the organization. The Executive Director has full authority to make all decisions relating to personnel matters, including the authority to hire, assign or terminate staff. Any personnel matter or situation not covered by this document may be resolved by the Executive Director or by the Executive Director in consultation with the Personnel Committee.

II. EMPLOYMENT

A. Equal Opportunity. The Pastoral Counseling center has a firm and underlying belief in and respect for the individual dignity of all human beings. Our goal is to avoid unlawful discrimination on the basis of race, color, religion, sex, sexual orientation, age, nation origin, physical or mental handicap. Affirmative Action is taken to ensure fair and equal treatment in all aspects of PCC's employment and personnel policies and practices, including recruitment and selection, terms and conditions of employment, salary administration, training and promotion opportunities.

B. Hiring. The Executive Director will be hired by the Board of Directors at the recommendation of the personnel committee according to a process to be determined by the Board.. All employees other than the Executive Director will be hired by the Executive Director in consultation with the Personnel Committee.

C. Employment Classifications. Written job descriptions will be prepared for all positions in the organization. They will include the job title, its primary function, an accurate description of duties and responsibilities, working relationships and requisite skills. Job descriptions will be reviewed and updated each time a position becomes vacant and when substantial changes in work assignments have occurred. The Center has six (6) employment classifications:

1. Executive Director
2. Staff Therapist
3. Contract Counselor
4. Office Manager
5. Educational Associate
6. Consultant

1. Executive Director. The Executive Director position is a full-time (40 hours per week, 52 weeks per year), salaried position. The director will counsel an average of 18 hours per week, 48 weeks per year, with the remainder of his/her time spent as the administrator of the Center.

2. Staff Therapist The Staff Therapist position is a full-time (40 hours per week, 52 weeks per year), salaried position. Staff Therapists are clinically trained and professionally certified counselors and/or psychotherapists who (along with the Executive Director, and Contract Counselors) comprise the clinical staff of the center. Minimum qualifications for employment as a Staff Therapist include a graduate degree in theology and/or a behavioral science, (M.A., M.S., M.S.W., M.Div., D.Min., Ph.D., Psy.D, etc.), certification by and continued accountability to a professional certifying agency, ( AAPC, AAMFT, APA, etc.), and three years supervised counseling experience. Any other personnel policies for Staff Therapists will be set forth in their contracts.

3. Contract Counselors. The Contract Counselor position is considered a "full-time" staff position, although his/her actual hours of clinical delivery will vary according to referrals and client demand. Contract Counselors are clinically trained and professionally certified counselors and/or psychotherapists who are paid by their hours of clinical delivery at the Center. Contract Counselors (along with the Executive Director and Staff Therapists) comprise the clinical staff of the center. Minimum qualifications for employment as a Contract Counselor include a graduate degree in theology and/or a behavioral science, (M.A., M.S., M.S.W., M.Div., D.Min., Ph.D., Psy.D, etc.), certification by and continued accountability to a professional certifying agency, ( AAPC, AAMFT, APA, etc.), and three years supervised counseling experience. Any other personnel policies for Contract Counselors will be set forth in their contracts.

4. Office Manager. The Office Manager position is a 25 hour per week, 52 weeks per year, salaried position. Qualifications for this position may vary somewhat, according to its particular demands for bookkeeping, receptionist, and administrative skills. The Office Manager will work from 8 am until 1 p.m. Monday through Friday.

5. Educational Associate. Educational Associates conduct special workshops/ classes/programs in conjunction with the Center. The educational requirements, salary and other terms of employment will be tailored to each unique program, but will be consistent with other similar programs run by the Center.

6. Consultant. Recognizing that it is undesirable to work in professional isolation, consultants from various professional backgrounds (including, but not necessarily limited to psychiatry, psychology, sociology, social work and theology) from time to time may be employed by the Center. Their employment may be for use in accomplishing a specific goal or project (ie. accreditation), or it may be for purposes of maintaining a constant flow of independent input regarding persons seen at the Center. Remuneration for the consultant will be negotiated at the time of employment.


III. REMUNERATION

A. Executive Director. The Director will be paid an annual salary. Any salary changes will be negotiated each June with the personnel committee, and will go into effect on January 1 of the following calendar year.

B. Staff Therapists. Staff therapists will be paid an annual salary. Any salary changes will be negotiated each June with the Executive Director, and will go into effect on January 1 of the following calendar year.

C. Contract Counselors. Contract counselors will be paid on a per hour of clinical delivery basis, according to their credentials and years of service to the Center, as set forth in the Center's Standard Scale for Remuneration.

D. Office Manager. The Office Manager will be paid an annual salary salary. Any salary changes will be negotiated each June with the director and subject to approval by the Board. Those salary changes will go into effect on January 1 of the following calendar year.

E. Educational Consultants. Educational consultants will be paid according to their contracts.

F. Consultants. Consultants will be paid according to their contracts.


IV. BENEFITS

A. Holidays. The Center will be closed in observance of the following holidays: New Years Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, and Christmas Day. Salaried employees will receive these days off with their usual pay. Contract employees and consultants will receive remuneration on these holidays only when they are seeing clients on those days and then according to their regular scale for remuneration.

B. Vacation. An employee's length of service is determined from the starting date of employment. During the first five years of employment, salaried employees receive two weeks of vacation each year, accrued at the rate of 6 and 2/3 hours per month. In the sixth through tenth years of employment, vacation accrues at the rate of ten hours per month, which provides three weeks of vacation annually. After the tenth year the employee is entitled to four weeks vacation, accrued at the rate of 13 and 1/3 hours per month.

Part-time salaried employees accrue vacation on a pro-rated basis which is determined by the number of hours worked. For example, an employee working 20 hours per week will accrue vacation at one half the rate of a full-time employee, or 3 and 1/3 hours per month during the first five years of employment.

An employee may accumulate vacation up to a maximum equal to that accrued in the previous 15 months. Vacation not used within 15 months of its accrual is forfeited.

All employees must arrange their vacation schedules in consultation with the Director two months or more in advance. Contract Counselors and Consultants are expected to be in communication with the Director regarding their work and vacation (unpaid) schedules. All clinical staff members are expected to plan time away from the clinic in such a manner as to minimize negative impact on clients.

PCC has no provision for remuneration for unused vacation time at the termination of an employees contract. As such, unused vacation time will be forfeited at termination of employment.

C. Sick Leave. The Director will be notified in cases of illness. Sick leave is to be used solely for reasons of illness, and is applicable only to salaried staff. Salaried staff may accrue sick leave at the rate of one of their usual working days per month. This sick leave may be banked until needed up to a maximum of 20 of that staff member's working days. When a staff member leaves the Center, there is no cash benefit for unused sick leave.

In the event of prolonged illness, salaried employees will be allowed to use any combination of sick leave, personal leave, and vacation time. Longer recuperations may require the employee to discuss a leave without pay with the Director.

D. Personal Leave. After three months employment, Salaried employees will be granted up to two working days of non-accruable personal leave with pay during any twelve month period. This time is to be used for matters that cannot be taken care of during normal working hours.

E. Family Illness/Crisis, Bereavement Leave, Maternity/Paternity Leave. The Center does not grant salaried staff specific paid leaves for any of the above situations. However, salaried staff members may use their sick leave, personal leave, and vacation time in the above situations in consultation with the Director.

F. Leave Without Pay. Extended leave without pay (more than one working week) is not guaranteed and must be negotiated between the employee - salaried or contract - and the Director, and must be approved by the Executive Committee and the Board. The central consideration in making such a decision is the provision of consistent service to the Center's clients, and consistent support to the Director and and contract staff as they provide those services.

G. AAPC Affiliation.. The Pastoral Counseling Center will pay fees incurred in obtaining and maintaining AAPC certification.

H. Continuing Professional Education and Development. Each counselor is encouraged personally to maintain professional growth in areas of theoretical understanding, skill development, and self-awareness. The Center is supportive of efforts in this regard by its staff and will within its means provide for time off from their responsibilities at the Center for activities in this regard. Employees eligible for compensatory consideration are those who have accumulated one-thousand work hours with the Center. Upon completion of each one-thousand hours, a plan for continuing education should be drafted and presented to the Director for inclusion in the annual budget. The plan should include the purpose of the educational experience, its potential integration into the work of the Center, and its cost in time and money. The director shall review such plan with the employee with respect to Center goals and financial resources. The Director shall consolidate individual plans into the annual operations plan and budget. The executive Committee and Board shall consider the requested continuing education and development compensation through its annual budget approval process.

I. Pensions, Life, Medical And Dental Programs. These benefits will be negotiated with full-time salaried employees as the Center's resources permit, and will be outlined specifically in their letters of contract. A contract employee becomes eligible for negotiation for these benefits after three thousand hours of service to PCC, and then only while sustaining a weekly caseload of thirty client hours. However, for tax or other purposes, any staff member may allocate a portion of his/her salary to pay for these benefits. The Center will provide the administrative assistance necessary to connect with these programs.


V. PROBATIONARY PERIOD AND PERFORMANCE REVIEWS

A. Probationary Period. All new employees will serve a six-month probationary period with a performance review after three months and an evaluation after six months and again after twelve months of employment. During the probationary period, new employees shall not have access to the grievance procedure, will not be entitled to notice prior to termination, nor shall they be required to give notice for resignation from employment. The probationary period may be extended at the discretion of the Executive Director and/or the Personnel Committee. After the probationary period, annual performance reviews will be conducted.

B. Performance Reviews. Annual performance reviews will be conducted with salaried and contract staff. The purpose of such evaluations will be to review and assess each employee's performance over the previous year, and to identify specific goals and objectives for the coming year. A written summary of the performance review will be prepared by the person conducting the review. It will be offered to the staff member being reviewed for his/her review, feedback, and signature, then placed in the staff members file. In addition, all employees will meet annually with representatives of the personnel committee.

C. Personnel Records. All personnel records are the property of the PCC. An employee has the right to examine his or her own records only with the Executive Director present. The employee may make written comments for inclusion in his or her record about any evaluation or disciplinary action. Access to the employee's personnel file is limited to the employee, the Executive Director, and the President of the Board of Directors. the only. The only exception to this policy is that a Board member may view relevant personnel records who is involved in the formal conduct of a personnel procedure, and then only with a written consent form, signed by the employee whose records are to be reviewed.

1. Executive Director. The Director will meet annually with the Personnel Committee on the anniversary of his/her hiring to (1) review his/her job description and any performance goals set the preceding year, (2) determine progress towards meeting those goals, and (3) set goals for the upcoming year.

2. Office Manager. The Office Manager will meet annually with the Director during the month of June to (1) review his/her job description and any performance goals set the preceding year, (2) determine progress towards meeting those goals, and (3) set goals for the upcoming year.

3. Staff Therapists. Staff Therapists will meet annually with the Director during the month of June to (1) review Their job descriptions and any performance goals set during the preceding year, (2) determine progress towards meeting those goals, and (3) set goals for the upcoming year.

4. Contract Counselors. Contract counselors will meet annually with the Director during the month of June to (1) review his/her job description and any performance goals set during the preceding year, (2) determine progress towards meeting those goals, and (3) set goals for the upcoming year.

5.. Educational Associates. Educational Associates will meet one or more times with the director during the development stage of their workshop/class/program to clarify the scope and direction of the program. Prior to implementing the program, educational associates will submit, for the director's approval, specific goals for the program, a time line, and a summary of activities that will take place. At the conclusion of the program, the associate and Director will review progress towards meeting the programs goals, and the associate will provide the director with a written evaluation of the program.



VI. GRIEVANCE PROCEDURES

Open and honest communication is the key to the resolution of employee/employer problems. Employees are encouraged to discuss work-related or personal problems that are affecting job performance with their supervisor. If the problem cannot be resolved by their supervisor, the matter will be discussed with and resolved by the Executive Director.

An employee may appeal the decision of the Executive Director to the Personnel Committee. The appeal must be presented in writing to the Personnel Committee through the Executive Director within 15 days of the Executive Director's decision. The Personnel Committee will meet within 30 days to review the appeal and render a decision. The employee will be given written notification of the Personnel Committee's decision within three business days of their meeting. The decision of the Personnel Committee is final.

VII. TERMINATION OF EMPLOYMENT

The Executive Director is responsible for overseeing the personnel activities of the organization. The Executive Director has full authority to make all decisions relating to personnel matters, including the authority to hire, assign, or terminate staff..

A. Voluntary Termination.

1. Executive Director. When the Director chooses to terminate employment, notice shall be given to the President of the Board as soon as possible so that an orderly process for terminating or referring clients, and an orderly transference of administrative duties, can be carried out. Three months notice is requested. One month's notice is required.

2. Staff Therapists. Staff Therapists choosing to terminate employment shall give notice to the Director as soon as possible so that an orderly process for terminating or referring clients can be carried out. Three months notice is requested. One month's notice is required.

3. Contract Counselors. Contract counselors choosing to terminate employment shall give notice to the Director as soon as possible so that an orderly process for terminating or referring clients can be carried out. Three months notice is requested. One month's notice is required.

4. Office Manager. The Office Manager shall give notice of termination to the Director as soon as possible. A minimum of one month's notice is expected.

5. Educational Associates. Because of the generally short-term nature of their contracts it is expected that Educational Associates will remain with their program once it has begun.

If termination is caused by death of the staff member, the staff member's beneficiary will receive all back pay, plus pay for accumulated, unused vacation time.


B. Involuntary Termination

Employment may be terminated without prior notice under any of the following conditions: reorganization, reduction of staff, inability or unwillingness of an employee to perform his or her job responsibilities, violation of the Code of Ethics of the American Association of Pastoral Counselors or of his or her respective professional association, excessive and continued absence from work, insubordination or other behavior which is detrimental to the morale of the agency, any other legitimate business purpose, or any other reason not prohibited by law. PCC has no provision for severance pay.

The circumstances, terms, and conditions of any employer-initiated termination of a non-probationary employee must be reviewed by the Personnel Committee.



VIII. SEXUAL HARASSMENT

Any employee who believes they are the subject of sexual harassment may file a written complaint with the Executive Director or the Chair of the Personnel Committee. Sexual harassment in the work place is treated as sexual discrimination in the Equal Employment Opportunity guidelines. It is both against PCC policy and illegal for any employee to harass another employee by:

A. making sexual advances or requests for sexual favors, or other verbal or physical conduct of a sexual nature, condition of an employees' continued employment,

B. making submission to or rejection of such conduct the basis for employment decisions affecting the employee, or

C. unreasonably interfering with an individual's work performance or creating an intimidating, hostile, or offensive working environment by such conduct.

Office Policies and Procedures

The following is a statement of the current policies and practices of this office. Please read it carefully. If there are any questions, do not hesitate to ask for additional information or clarification. We will be pleased to discuss any questions that you may have.

Professional Performance and Conduct
As an Accredited Service Center of the American Association of Pastoral Counselors, we subscribe to the Code of Ethics of that association. A copy of the Code of Ethics is available for review upon request. While no guarantee of results is possible, it is both our obligation and intention on accepting any professional task to provide the highest possible quality of services to those who seek us out. Further, we invite discussion of any questions that you may have concerning our professional training, credentials, therapy orientation, range of services and/or continuing education.

Confidentiality
All work in this office is protected by State and Federal confidentiality laws; the exceptions are limited to extreme emergencies where either you and/or others are in clear and imminent danger, or in cases of child abuse. Under no other circumstances will information be released without your explicit written permission. The provisions of Oregon state law for clergy-penitent privilege pertain only to ordained clinical staff. This is for your protection. Supervision and consultation are essential means for delivering quality care, and are utilized by the staff. On occasion a counselor may decide a recording of a counseling session is important for this process, but will record only with the client's permission. Tapes are subject to our strict policy of confidentiality, and are normally erased within the week

Office Hours
By appointment only; evening hours are available by special arrangement. Appointments are typically fifty (50) minutes long and begin promptly at the appointed hour.

Cancellations
Please give at least twenty-four (24) hours notice if you must cancel and/or reschedule your appointment; if you cancel your appointment in less than twenty-four (24) hours or fail to show up at the scheduled time, you will be charged a no show/late cancellation fee of a minimum of $25 or your regular fee.

Emergency Procedures
In the event of an emergency, call the office number (753-9217) and state that it is an emergency; the answering service will contact one of our therapists or our professional alternate if we are unavailable. This service is available twenty-four (24) hours a day.
We define an "emergency" as a circumstance in which harm will occur to one's self or to someone else without immediate intervention.


Telephone Calls
Any telephone consultations in excess of five (5) minutes may be charged on a pro-rated basis of the usual hourly rate.

Initial Sessions
Your initial session will be a fifty minute meeting with one of our therapists. The therapist will go over the information you gave when you made your appointment, listen to and assess your needs, answer questions you may have, and plan with you how to proceed. You may mutually decide to work together, or be referred to another therapist in our Center, or be referred to another person or agency outside our Center for appropriate help.

Professional Support Services
All functions concerning billing and payment, insurance, case documentation and other support services are provided with the same concerns for professionalism and quality. Confidentiality is again a primary issue and a written authorization will be required for the release of information. A service fee may be charged for duplication, summarization, and/or other documents. Any questions concerning these support services should be directed to our Secretary/Bookkeeper at 753-9217, Monday through Friday, between the hours of 8:00 a.m. and 12 noon.

Fees
The standard fee at the Pastoral Counseling Center is $75 per session. For those who cannot afford the full fee, the Pastoral Counseling Center is enabled to offer an adjusted fee schedule by the supplemental funding provided by our Sponsor Churches, United Way of Linn and Benton Counties, Benton County Foundation, and other supporters of the Center. Counselor and client will negotiate a contract for fee and fee payment at their first session. It is the Center's policy to receive payment at each session.

Payment
Statements for outstanding balances are sent out each month and are payable on receipt. You are expected to keep your account current.

Insurance
While it is our policy to receive payment at each session, we will make every effort to aid you in obtaining the insurance reimbursement to which you are entitled, including directly billing the insurance company if you so desire. If you choose to have this office do the insurance billing, please indicate this on the intake form and/or make arrangements directly with our Secretary/Bookkeeper. She will also deal with any questions you may have concerning insurance coverage. In the event that you choose to do your own insurance billing, please advise us so that your statements will include the proper information for direct submission to the insurance company. However, please note that independent of insurance coverage the responsibility remains yours to keep your account current.

Fee and Billing Policy


The standard fee at the Pastoral Counseling Center is $90 per session. We do not turn anyone away for inability to pay for his or her care. We have United Way funding, church gifts and other support, individual contributions, grants and other money which is available to subsidize the difference between a client's adjusted fee and the actual cost of providing the session.

Therapists will establish a fee with clients at the initial session. While a therapist may choose to use our Fee-Adjustment Schedule, the schedule is intended as informative for the therapist and/or client, and its provisions are not exclusive. The Pastoral Counseling Center has established a minimum fee of $20 per session. The therapist has final discretion for setting a fee with a client. A therapist may set a fee below $20 per session, but only for a six week increment. At the end of that six week period, it is our policy that the client may increase his or her fee to our minimum fee, or return to the waiting list until his or her name arises again in the normal rotation of that list.

It is our policy to receive payment for each session at the time of its delivery. Clients will receive a statement of account, bill and/or receipt at the end of each session. Payments made at that time will be indicated on that statement.

Some therapist at the Pastoral Counseling Center are able to bill some third-party payers for third-part reimbursement. It is our policy to receive the negotiated fee from our clients at each session, then provide the client with the necessary administrative resources and support to receive reimbursement from their third part payer. On a case-by-case basis, a therapist may choose to negotiate with a client for the Pastoral Counseling Center to receive direct reimbursement from his or her third-party payer. In such cases, the client is still required to pay his or her co-pay or the percentage of the fee unpaid by the third-party payer at the time services are delivered.

Clients are responsible for any outstanding balance remaining at the termination of therapy. If such a balance exists, a bill will be sent in the next billing cycle. If a payment is not received by the end of the next billing cycle, letter "A" will be included with the statement in the next billing cycle. If no response is received within 30 days of that mailing, letter "B" will be included with the statement in the next billing cycle. If we have received no response within 10 days, letter "C" and a statement stamped "Past Due" will be sent to the client. It is not the policy of the Pastoral Counseling Center to use a collection agency or to pursue payments through the court system. If there has been no response within 6 months of the termination of therapy, the client's outstanding balance will be written off to bad debts.

Letter "A"

The unpaid balance of your account concerns us and we need to know your plans for meeting this commitment.  If you are unable to fulfill your obligation with one payment, we are willing to arrange for regular monthly installments.

Please notify us of your intentions.

Letter "B"

We have not received a payment on the unpaid balance of your account in more than sixty days.  In order to continue our policy of adjusting our rates based on our clientele¹s ability to pay, we must collect the fees upon which we already have agreed.  We hope you found your care at the Pastoral Counseling Center helpful and will pay the balance due.

Letter "C"

This is your final reminder from us regarding the unpaid balance of your account.  Please submit or call to schedule a full or partial payment within the next ten days. Thank you.

 

Responsibilities of Board Membership

• Advocacy and Accountability

• Be familiar with policies and procedures; participate in their formation

• Read monthly Board Packet, reports and minutes

• Attend site committee meetings

• Ensure congruence between agency actions and expressed policies and values of sponsor churches

• Watch budget, revenues, expenditures - ask questions

• Keep PCC visible in your sponsor church - make reports or get PCC Director to do so when helpful or necessary

• Remind church friends and planners of PCC resources when appropriate

• Remind church budgeting committee of 1/2 of 1% commitment to PCC

• Follow the intra-church budget process

• Inform PCC Director of budgeted amounts

• Monitor progress of sponsor church disbursement

• Listen to sponsor church community and community at large:

- needs
- compliments
- complaints

• Participate in Storehouse mailer twice per year:

- suggest names
- edit names
- write notes to personal friends on list

• Participate in Harvest of Hope Auction:

- recruit donations
- recruit friends to attend auctions
- attend auction & consider purchasing donations

• Consider making the ministry of PCC part of your own regular benevolence giving.

Last Updated on Saturday, 23 January 2010 09:41