1. Roles and Responsibilities of Session Clerks Mr H.G. Booysen Clerk of Presbytery Free State Presbyterial Consultative Conference 9 – 10 May 2015 1

2. General Assembly of the UPCSA Moderator: Rt Rev Mukondi Ramulondi Executive Commission of GA: Moderator of GA General Secretary Rev Lungile Mpetsheni Chief Fin Ofr Mr Geoff Jooste Central Office Staff Clerk of GA Mr Tom Coulter Clerk of Presbytery Mr Herman Booysen Clerks of Sessions of Congregations Standing Committees of GA Court of GA Rev Dr George Marchinkowski AARP Rev Dr George Marchinkowski Authority Structure of the UPCSA 2

3. Selected – not Elected Appointed by Session for the reasons of being:– o A member of the Congregation [on membership roll] o Inducted as Elder in the UPCSA o A member of Session [elected by Congregation] o Faithful and obedient to the Lord [known life testimonial] o Dedicated, devoted, and active in church life [known & seen by most members to promote interest of Congregation] o Possessing Management skills [proven skills] o Max age 68 years [avoid old wood] o Finite term of office (max 5 years) [specified at time of appointment] – but may resign sooner It is NOT a popularity contest! 3

4. Administrative Duties Function as Clerk of Session & Congregation Draft Year Plan for Session & Congregation Draw up agenda in consultation with Minister Send out notice & agenda of Session & Congregation meeting Take minutes of Session & Congregation meetings Update minute book & Session file Circulate minutes of Session meeting Forward minutes to Presbytery Act as Resource Person i.t.o. Decisions of Session, Constitution, UPCSA Manual of Faith and Order, and Standing Orders 4

5. Membership Duties Keep membership roll of Congregation Issue & sign transfer of membership Annually audit membership rolls Keep baptismal register Issue & sign baptism certificates Keep membership roll of Session Consult with Minister & Session and arrange for training & ordination of new Elders Submit names of Commissioners & Alternates to Presbytery every 2 years (or earlier, if changed) 5

6. Management Duties Keep leave & pay registers of staff Ensure observance of all due dates Custodian of all current & past church records Record & issue incoming & outgoing correspondence o.b.o. & in consultation with Session & Minister Act as Executive Officer on decisions of Session Ensure compliance of statutory regulations (General Assembly; Presbytery; Govt Authorities) Arrange Pulpit Supply for absence of Minister Draw up Elders’ Duty List Perform designated duties in disciplinary matters 6

7. Management Boundaries Manage administration of Congregation Manage administration of Session Take decisions within the scope of prior decisions of Session If Session cannot meet as a Council, take decisions on behalf of Session in consultation with the Elders. Then seek ratification by Session at the earliest opportunity Refrain from interference in the Ministry function (this is the Minister’s sole domain while present and active) In absence of Minister, manage and/or perform the Ministry function 7

8. Communication Duties Meet with Session before Presby Meeting Report to Session after Presby Meeting Report to Congregation after Presby Meeting Be in charge of Sunday Intimations Act as communication channel between Congregation and Presbytery/GA Handle Presby/GA Remits in Congregation; return Congregation’s response to Remits Communicate, in consultation with Minister & Session, with the media 8

9. Support Duties Weekly administrative meetings with Minister Monitor well-being of Minister’s spouse & family Monitor physical AND pastoral needs of Minister & family Support Ministry, Pastoral visitation & facilitate Pastoral counselling Support Minister’s Ministry holistically 9

10. Become a Leader Who:– spends time in personal prayer – seeking and discerning the heart and will of God for yourself and the Congregation is a caring, supporting leader jealously protects good relations with the Minister always acts: o kindly, o in good faith, o never in anger, or o out of personal perspective 10

11. Be the Example of an Elder 1Pe 5:1 Therefore, as a fellow-Elder, a witness of the Messiah's sufferings, and one who shares in the glory to be revealed, I appeal to the Elders among you: 1Pe 5:2 Be shepherds [pastors] of God's Flock that is among you, watching over it, not because you must but because you want to, and not greedily but eagerly, as God desires. 1Pe 5:3 Do not lord it over the people entrusted to you, but be examples to the Flock. 1Pe 5:4 Then, when the Chief Shepherd appears, you will receive the victor's crown of glory that will never fade away. 11

12. Are You, as Session Clerk:– Doing house/hospital visits? [the reasons are irrelevant. The need remains]? Committed to all Church activities, fully participating in it? Fully committed and contributing to Church growth? Totally involved in the weekly worship celebration service of the church? A Spiritual mentor, to members, the Leadership, and the Minister? Monitoring the material and Spiritual needs of the Ministerial Family? Capable of performing the administrative/management duties of Clerk of Session? Putting the Lord of the things before the things of the Lord? 12

13. The Final Questions:– Why are YOU the Clerk of Session of your congregation? Why were YOU available for the position? How did YOU secure that position? What do YOU hope to achieve as Clerk of Session: Is it truly in the interest of the Congregation, or is it for personal considerations? How do YOU approach your leadership to guide the way forward? 13