1. Minute Taker’s Training
Presbytery of Tampa Bay

2. General Principles Minutes are Official Records:
If it’s not in the minutes, it didn’t happen.
The Presbytery Staff usually can’t act without a record in the minutes
Disbursing funds
Changing the status of a minister

3. General Principles Minutes are Historical Records:
it's vitally important for committee members coming after you (eg, the next chair)
Future researchers at the Presbyterian Historical Society are also interested in your minutes
As a minute taker, you’re responsible to those down the line to make sure the minutes are correct and properly preserved.

4. Presbytery Responsibilities
You have 2 major responsibilities to the Presbytery:
The Bylaws specify that all of our committees and commissions get their minutes to the Stated Clerk within 2 weeks.
A report to the next Presbytery is required by the Book of Order for all commissions
This is because you’re acting with the Presbytery’s authority, and they must be able to see what you’ve done

5. Writing Good Minutes
Robert’s Rules guidelines for what to include in minutes:
General Principles
Record actions not discussion and not transcription
Don’t editorialize
Recording of Motions
Record the final wording of main motions, and what happened to them (passed, failed, tabled, etc.)
Record even failed points of order or appeals
Mover, but not seconder, of motion

6. Writing Good Minutes Robert’s Rules (con’t):
Location of meeting (church name and city)
Date and time
Type of meeting (stated or called/special)
Name of Moderator (Chair)
Name of Clerk (you)
Time you begin and time you adjourn
Number of votes for and against if voting by ballot

7. Writing Good Minutes Robert’s Rules (con’t) Declaration of quorum
It’s generally the job of the clerk (you) to declare a quorum. It’s also your job to know what quorum is for your body (varies by each commission, and is in the Presbytery bylaws).
Attendance, including guests
Approval of agenda
Approval of the minutes of the previous meeting
If corrected, don’t include the changes, just note that they were corrected

8. Writing Good Minutes Robert’s Rules (con’t)
Summaries of Oral Reports of:
Staff, if applicable
Chair, if applicable
Sub-Committees and Commissions
Don’t summarize the remarks of a guest speaker
Written reports may be attached to the minutes instead of being summarized.

9. Writing Good Minutes Book of Order Guidelines
The Book of Order directs that each meeting of a council (eg, your commission) begin and end with prayer. The minutes should reflect this.

10. Writing Good Minutes Tips and Tricks
Recording minutes is much easier if you write them out ahead of time and just leave the outcomes blank. Eg, you already know what motions are coming from which reports, just not if they’ll pass.
Use example minutes from someone else as a base

14. Google Drive Every Committee and Commission has it’s own folder
This is useful for checking, sharing and preserving records
Either your minutes to the Stated Clerk or upload them into the folder

15. Regional Commissions
Regional Commissions are only empowered by our Bylaws to take the following action:
Examine and Admit Teaching Elders to membership

16. Regional Commissions They are additionally given responsibility to:
Engage in Worship
Explore development of pastors and elders
Develop support networks for pastors and elders
With CCV, create “Continuous Learning Communities” and a coaching network
Develop networks to enhance joint ministries
Welcome new commissioners and receive reports

17. Regional Commissions Quorums:
West: 7 Minister members and 7 elders commissioned by 7 different churches
Central: 7 Minister members and 7 elders commissioned by 7 different churches
East: 5 Minister members and 5 elders commissioned by 5 different churches

18. Trustees
Generally speaking, any official action, legal necessity, or record:
Approval of leases
Approval of purchase or sale of real property
Approval of loans or grants
Approval of sale of dissolved churches
Election of Corporate Officers
Approval of Audit
Full text of motions to Presbytery
Management of investments

19. Trustees
When selling, encumbering or receiving real property, include:
Name, address and legal description of the property;
Name of buyer/lessee;
Sale price/terms;
Loan amount, purpose and terms, including the name of the lender;
Lease terms and liability insurance;
Quorum:
5 members

20. Commission on Ministry (COM)
Generally speaking, any official action or record:
Policies regarding equal opportunity, pastoral transitions, etc.
Minimum Terms of Call
Training of New COM Members
Receiving Regional COM reports
Quorum:
Majority of members

21. Regional COMs (RCOM)
Generally speaking, any official action or record:
Examine for transfer in
Approve transfer out
F1 agreements between churches and pastors
F2 Installation Commission
F3 dissolution of call
Dates of training and events
Reports of liaisons to churches

22. Regional COMs (RCOM)
Generally speaking, any official action or record: (con’t)
Validation of ministries, CREs, CCEs
Pulpit Supply List changes
Appointing Session Moderators
Approve MIFs
Full text of motions to Presbytery

23. Regional COMs (RCOM)
Generally speaking, any official action or record: (con’t)
Sabbatical Leave requests
Approve Minister members to “Honorably Retired” status
Recommend relief of vacancy dues
Approve ministers not serving a church to officiate sacraments
Examine and authorize CREs to particular service

24. Regional COMs (RCOM)
Quorum:
Majority of members

25. Commission on Preparation (CPM)
Generally speaking, any official action or record:
Approval of a status change (to Inquirer, Candidate, etc)
Approval of forms
Approval of funding or scholarships
Nomination of exam readers
Reports of liaisons on inquirers and candidates
Full text of motions to Presbytery

26. Commission on Preparation (CPM)
Generally speaking, any official action or record:
Examination of CREs as ready to receive a call
Approve transfer of Candidates and Inquires to other presbyteries
Quorum:
Majority of members

27. Commission on Church Vitality (CCV)
Generally speaking, any official action or record:
Approval of grant applications to OGA
Approval of local grant requests
Requests to Trustees for funds
Reports from New Church Developments
Upcoming events
Full text of motions to Presbytery
Receiving Regional reports

28. Commission on Church Vitality (CCV)
Quorum:
Majority of members

29. Nomination and Representation
Details regarding those nominated:
Name
Region
Minister or Elder
Term (1st, 2nd, etc)
Class
Records that Representation details (gender, race, etc) have been taken into account
Nominations for General Assembly and Synod

30. Investigating Committee
Generally speaking, actions, interviews, and evidence:
Text of allegation
Persons interviewed
Times, dates, places
Records of evidence gathered
Sources, nature of the evidence, etc.
Recommendations to PJC
Alternative Forms of Resolution, Charges/No Charges

31. Permanent Judicial Commission
Generally speaking, actions and testimony:
Actions related to the judicial process
Detailed records of testimony
Preferably full transcripts of the trial
Full text of ruling and vote tally
Censure imposed, if any
Full text of report to Presbytery
Quorum:
Majority, less members recused under D a

32. Administrative Commissions
Generally speaking, actions and reports or recommendations to Presbytery:
If dissolving a church:
Disposition of property
Use of Funds
Recommendations to Trustees regarding disposition of property
Recommendation to the Presbytery regarding dissolution of the AC

33. Administrative Commissions
Generally speaking, actions and reports or recommendations to Presbytery:
If assuming original jurisdiction:
All actions taken with the authority of the session of the congregation
Use of Funds
Recommendations to the Presbytery, including the eventual dissolution of the AC

34. Administrative Commissions
Generally speaking, actions and reports or recommendations to Presbytery:
If dismissing a congregation:
Records of meetings with session AC
Record of survey of the congregation showing how many, if any, wish to leave
Records showing that all sides have been heard
Appraisal of the property
Final Recommendation to the Presbytery regarding disposition of property, dismissal of AC, etc.

35. Reports to the Presbytery
Include all Motions to the Presbytery
Anything not found in your bylaws responsibilities, you probably need a motion to the Presbytery for
Include all Actions in the Report
Eg, status changes, funds used, decisions made
Include all Items of Information deemed relevant
Eg, events coming up, exciting new projects

38. Q&A