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By Rev. Dr. Wm. Knudsen, Executive Presbyter and Stated Clerk Northumberland Presbytery.

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Presentation on theme: "By Rev. Dr. Wm. Knudsen, Executive Presbyter and Stated Clerk Northumberland Presbytery."— Presentation transcript:

1 By Rev. Dr. Wm. Knudsen, Executive Presbyter and Stated Clerk Northumberland Presbytery

2 Is it a job that no one else will take or is it a sacred call and responsibility? The clerk hopefully understands that they fulfill a need to help the church do things decently and in order. The clerk plays a vital role within the life of the Church in that the clerk is the keeper of the records of the church that tell the story of that community of believers. The clerk maintains and safeguards the written history of the church that tells of its formation, its growth, its joys, and its sorrows. The clerk through the minutes of the church records the mission of the church in the community, the Presbytery and the national denomination. Rev. Dr. Wm. Knudsen: Facilitator

3 G-1.0505 Secretary and Minutes The clerk of session shall serve as secretary for all meetings of the congregation. If the clerk of session is unable to serve, the congregation shall elect a secretary for that meeting. The secretary shall record the actions of the congregation in minutes of the meeting. Rev. Dr. Wm. Knudsen: Facilitator3

4 G-3.0104 Officers Each council shall elect a clerk who shall record the transactions of the council, keep its rolls of membership and attendance, maintain any required registers, preserve its records, and furnish extracts from them when required by another council of the church. Each council shall elect a clerk who shall record the transactions of the council, keep its rolls of membership and attendance, maintain any required registers, preserve its records, and furnish extracts from them when required by another council of the church. Such extracts, verified by the clerk, shall be evidence in any council of the church. The clerk of the session shall be a ruling elder elected by the session for such term as it may determine. Rev. Dr. Wm. Knudsen: Facilitator4

5 Teacher: Wm. Knudsen, EP5 Northumberland Presbytery meets 4 times a year 56 Teaching Elders 42 Churches 4,050 Members

6 Teacher: Wm. Knudsen, EP6 The Synod of The Trinity: meets three times a year and is made up of Teaching and Ruling Elders from 16 presbyteries Churches 1,266 Members 236,168

7 Teacher: Wm. Knudsen, EP7 Meets every two years and is composed of Teaching and Ruling Elders from 16 Synods. 16 Synods 172 presbyteries 10,691 churches 1,870,943 members

8 G-3.0107 Records The clerk of each council shall make recommendation to that body for the permanent safekeeping of the bodys records with the Presbyterian Historical Society Each council shall keep a full and accurate record of its proceedings. Minutes and all other official records of councils are the property in perpetuity of said councils or their legal successors. When a council ceases to exist, its records shall become the property of the next higher council within whose bounds the lower council was prior to its cessation. The clerk of each council shall make recommendation to that body for the permanent safekeeping of the bodys records with the Presbyterian Historical Society or in a temperature and humidity controlled environment of a seminary of the Presbyterian Church (U.S.A. Rev. Dr. Wm. Knudsen: Facilitator8

9 G-2.0407 Renunciation of Jurisdiction When a ruling elder or deacon submits to the clerk of session a written statement renouncing the jurisdiction of this church, the renunciation shall be effective upon receipt. When a ruling elder or deacon persists in work disapproved by the session, the session shall consult with him or her and shall give notice of its disapproval. If, after having been provided opportunity for consultation and upon written notice of its disapproval, the ruling elder or deacon persists in the work, the session may then conclude that the ruling elder or deacon has renounced the jurisdiction of this church. Renunciation of jurisdiction shall remove the ruling elder or deacon from membership and ordered ministry and shall terminate the exercise of the ministry. The renunciation shall be reported by the clerk of session at the next meeting of the session, which shall record the renunciation, delete the name of the ruling elder or deacon from the appropriate register, and take such other administrative actions as may be required by this Constitution. Rev. Dr. Wm. Knudsen: Facilitator9

10 What does a clerk do? The clerk is the constitutional advisor to the moderator, session, and congregation. The clerk is the parliamentarian of the meetings of session and the congregation The clerk along with the moderator is the liaison between the session and the presbytery Rev. Dr. Wm. Knudsen: Facilitator10

11 What does a clerk do? The Clerk should have a working knowledge of the Book of Order The Clerk should have a working knowledge of the Book of Order The Clerk with the Moderator are the guardians of our church polity with the ultimate goal of furthering the Great Ends of the Church. The Clerk with the Moderator are the guardians of our church polity with the ultimate goal of furthering the Great Ends of the Church. Rev. Dr. Wm. Knudsen: Facilitator11

12 The Proclamation of the gospel for the Salvation of Humankind The Proclamation of the gospel for the Salvation of Humankind The Shelter, nurture, and spiritual fellowship of the Children of God The Shelter, nurture, and spiritual fellowship of the Children of God The Maintenance of Divine Worship The Maintenance of Divine Worship The Preservation of the Truth The Preservation of the Truth The Promotion of Social Righteousness The Promotion of Social Righteousness The Exhibition of the Kingdom of Heaven to the World The Exhibition of the Kingdom of Heaven to the World Rev. Dr. Wm. Knudsen: Facilitator12

13 *PART ONE: CONFESSIONS AMENDED BY 2/3 VOTE OF PRESBYTERIES *PART TWO: BOOK OF ORDER AMENDED BY MAJORITY VOTE OF PRESBYTERIES

14 F = FOUNDATIONS OF OUR PRESBYTERIAN POLITY G = FORM OF GOVERNMENT W = DIRECTORY OF WORSHIP D = RULES OF DISCIPLINE

15 SHALL and IS TO BE/ARE TO BE SHALL and IS TO BE/ARE TO BE signify practice that is mandated SHOULD SHOULD signifies practice that is strongly recommended IS APPROPRIATE IS APPROPRIATE signifies practice that is commended as suitable MAY MAY signifies practice that is permissible but not required ADVISORY HANDBOOK: ADVISORY HANDBOOK: suggested by the OGA but not required

16 TEACHING ELDER: TEACHING ELDER: replaces minister or minister of word and sacrament RULING ELDER: RULING ELDER: replaces elder COMMISSIONED RULING ELDER: COMMISSIONED RULING ELDER: replaces commissioned lay pastor ORDERED MINISTRY: ORDERED MINISTRY: replaces office or ordained office or ordained officers with persons in ordered ministry COUNCIL: COUNCIL: replaces governing bodies

17 What are some of the things a clerk of session should have access to: The minutes and the church registercurrent and previous unless filed Historical Society The minutes and the church registercurrent and previous unless filed Historical Society Have a current Book of Order Have a current Book of Order Have a Manual of Operations that contain: Have a Manual of Operations that contain: Church Bylaws; copies of articles of incorporation Church Bylaws; copies of articles of incorporation Church Policieswedding, funeral, building usage Church Policieswedding, funeral, building usage Rev. Dr. Wm. Knudsen: Facilitator17

18 PRESBYTERY TIME LINES FOR CLERKS OF SESSION: Rev. Dr. Wm. Knudsen: Facilitator18 MONTHTASK January-FebComplete annual StatisticsDeadline is near end of February January-FebSubmit Annual Terms of Call or Temporary Supply Contracts March-AprilReview of Minutes: Go over your minute books and the check list with requested page numbers for the review.

19 Rev. Dr. Wm. Knudsen: Facilitator19

20 Rev. Dr. Wm. Knudsen: Facilitator20

21 SUGGESTED TIME LINE FOR SESSIONSTASK TWO WEEKS BEFORE SESSIONSEND MEETING NOTICE AS A REMINDER ONE WEEK BEFORE SESSIONWORK WITH MODERATOR TO DEVELOP AGENDA AND SEND TO MEMBERS BEFORE THE MEETING SESSION MEETINGALWAYS GET PREVIOUS MINUTES APPROVED, AND RECORD ACTIONS AFTER SESSION MEETINGFINIALZE THE MINUTES AND SEND TO SESSION MEMBERS IMMEDIATELY FOLLOWING THE SESSION MEETINGDONT PROCRASTINATE FOLLOW THROUGH ON CORRESPONDENCE OR ACTIONS TAKEN BY SESSION IMMEDIATELY FOLLOWING THE ACTIONRECORD CHANGES IN REGISTERS OR ROLLS EVERY JANUARYREVIEW ROLLS, INSURANCE POLICIES, & MANUAL OF OPERATIONS, APPROVE DATES FOR COMMUNION & SERVERS Rev. Dr. Wm. Knudsen: Facilitator21

22 Use the following Board of Pension forms for: ENR-110 Change of Service (New Call) ENR-111Change in Salary (terms of call) ENR-301 Service Termination (End of Call) Rev. Dr. Wm. Knudsen: Facilitator22

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25 Rev. Dr. Wm. Knudsen: Facilitator25 GO TO DOCUMENTS THEN CLICK THE PAGE CALLED CLERK OF SESSION

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27 THE SESSION MEETING: The session can not meet without the Moderator or the Clerk of Session. If moderator can not be present a moderator should have been appointed by the moderator or the presbytery. If the clerk can not be present a temporary clerk must be appointed to take the minutes of the session. A quorum of the session must be present to have a legal meeting. Who sets the quorum? G-3.0203 Most session meetings will be informal but a vote should be taken if there is a specific action taken by the session, and that vote needs to be recorded in the minutes. Rev. Dr. Wm. Knudsen: Facilitator27

28 When a motion is made it is important for the clerk to help the maker of the motion identify the following: 1.What is exactly going to be done 2.Who is going to do it 3.When will it be completed or reported on 4.How much money will it cost 5.Where will the money come from 6.Does the action comply with our Book of Order and Bylaws Rev. Dr. Wm. Knudsen: Facilitator28

29 TAKING SESSION MINUTES: 1.Do not include discussion in your minutes only main motions and subsidiary motions adopted 2.Include the name of the individual making the motion, you do not need to identify the person who seconds the motion 3.Always have the date, time, and place recorded at the top of the page, make sure previous minutes are approved or corrected and mentioned in your minutes 4.Always have a list of those who are in attendance, and those who have asked to be excused 5.Always list the names of those who are being added to the rolls of the church. Rev. Dr. Wm. Knudsen: Facilitator29

30 TAKING SESSION MINUTES: 6.Include in your report all baptisms, weddings, funerals giving names and dates 7.Make sure you note that all Baptisms and communions have been approved by a vote of the session 8.Report of the treasurer can be a summary or an attachment and indicate that the report has been received but not adopted. 9.Indicate names of individuals transferred or removed from rolls 10.You can use a microphone to record meetings just get the permission of the members present Rev. Dr. Wm. Knudsen: Facilitator30

31 TAKING SESSION MINUTES: 11.Minutes should not be wordy but should be interesting with enough information that your grandchildren will know what happened fifty years from now. 12.Use a journalistic approach to reporting: who, what, when, where, how and why 13.Minutes should never reflect the clerks opinion on anything said or done 14.The moderator should not re-write or revise the minutes without the clerks approval or the approval of the session. 15.The Moderator may make suggestions or help make grammatical corrections but only with the approval of the clerk. 16.The Minutes belong to the Clerk until approved by the session at which time they now belong to the session. Rev. Dr. Wm. Knudsen: Facilitator31

32 RECORDNG MINUTES: No Longer required to use the Cokesbury Minute / Register books. 1.Mi nutes need to be transcribed on Acid Free paper. You can use a standard 8 ½ by 11 letter size paper. 2.Should be bound in some kind of binder for safe keeping 3.Minutes need to be numbered chronologically and blank pages indicated by a line drawn through the page. 4.If you want to use Excel there is a Register provided by the OGA for your use. (Contact the Stated Clerk) 5.Make sure you use the Review Check List as a guideline in doing your minutes so that you cover all the essential material required by OGA Rev. Dr. Wm. Knudsen: Facilitator32

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34 How often does the session have to meet? What if we cant get a Moderator can we still meet? Are the meetings open or closed? What is an executive meeting and what needs to be recorded? Does the Moderator have a vote? What happens with a tie vote? What if we cant get a Quorum? (Ratify Previous Action) Can anyone read the minutes? Who do the minutes belong to? Who approves the Annual Budget? Rev. Dr. Wm. Knudsen: Facilitator34

35 *Note: A congregational meeting does not have the authority of a Councilthe session is the Council of the church and has the authority of a governing body to act on behalf of the entire congregation. The Clerk is both a secretary to the congregational meeting and the corporate meeting. There are two kinds of congregational meetings: Called and Annual. Usually there is only one corporate meeting, held either prior too or following the annual meeting of the congregation. A congregational meeting may be called by the session, presbytery or by ¼ of the active members. A quorum is specified by the church bylaws Rev. Dr. Wm. Knudsen: Facilitator35

36 The Church bylaws will specify due notice. The only Business conducted by a congregational meeting are as follows: E lecting ruling elders, deacons, and trustees Calling a pastor, co-pastor, associate pastor Changing existing pastoral relationships, reviewing the adequacy of and approving changes to the terms of call or requesting or declining consent to dissolution Buying, mortgaging, or selling real property Requesting presbytery to grant an exemption as permitted in the constitution Rev. Dr. Wm. Knudsen: Facilitator36

37 Remember in the election of individuals to ordered ministries if there are more than one nominee for the office a ballot must be used. The election of a pastor is always by ballot. Minutes of a congregational meeting are ordinarily approved before adjournment. However the session may approve the minutes and report its action at the next congregational meeting. Minutes of the congregational meeting must be signed by the clerk and the moderator. Rev. Dr. Wm. Knudsen: Facilitator37

38 Active Rollonly active members Indicate how they are received by letter or Profession of Faith Can only be removed by a vote of the session after two year waiting period Baptized Roll- any baptized person who has not made a profession of faith. Does not have voice or vote at meetings Affiliate Roll Is a member of another congregation but is temporarily living within your community. Does not have voice or vote at meetings Other Participants Not membersmay no longer participate in the life of the church but are provided pastoral care Rev. Dr. Wm. Knudsen: Facilitator38

39 Registers Marriages Pastors Ruling Elders Deacons Trustees Rev. Dr. Wm. Knudsen: Facilitator39

40 The Clerk working closely with the Moderator needs to develop a Manual of Operations G-3.0106 Administration of Mission Each council shall develop a manual of administrative operations that will specify the form and guide the work of mission in that council. All councils shall adopt and implement a sexual misconduct policy. Rev. Dr. Wm. Knudsen: Facilitator40

41 (1) Originating Documents (a) organizing covenant, (b) list of charter members, (c) articles of incorporation, (d) bylaws, (e) mission statement. (2) Nominating, Electing, and Ordaining/Installing (a) description of the work of the church officer nominating committee, (b) elements in the examination by the session of those elected, (c) procedure on the day for ordination/installation. (3) Membership (a) procedures for contact and invitation for membership, (b) procedures for removing names from the roll. Rev. Dr. Wm. Knudsen: Facilitator41

42 (4) Committees and Organizations (a) job description of the work of each committee and organization, (b) description of annual sequence of the work required for each committee and organization, (c) time, place, and frequency of meetings of each committee and organization, (d) expectations of persons serving on committees and organizations.. Rev. Dr. Wm. Knudsen: Facilitator42

43 (5) Personnel (a) position description for each church staff positionpaid or volunteer, (b) personnel policies, (c) forms used in hiring, including disclosure forms for prior charges or conviction in sexual misconduct and sexual abuse, (d) description of performance review and compensation review procedure. Rev. Dr. Wm. Knudsen: Facilitator43

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