OPERATING GUIDELINES Clerk of Session First Presbyterian Church Newton, IA Last updated January 2014

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1 OPERATING GUIDELINES Clerk of Session First Presbyterian Church Newton, IA Last updated January 2014 Section A: Contents Section A: General duties Section B: Specific activities page 2 Section C: Addendums Sample documents A. Monthly Clerk Report page 5 B. Agenda for Monthly Session Meeting page 6 C. Minute of Monthly Session Meeting page 7 D. Agenda for Annual Meeting page 12 E. Minutes of Annual Meeting page 13 The Clerk of Session has historically carried out the following duties. In some cases these are specified by the current Book of Order (2011/2013) and in other cases are carry overs from previous practices and/or versions of the Book of Order, Shall be an elder elected by the session for such term as it may determine. Keeps a full and accurate record of the proceedings of the Session... Maintain Membership Rolls which include people who join, leave, go inactive, die, are married, baptized, serve as Ruling Elders, Deacons, Clergy, etc. Present the Rolls for annual Presbytery review. (Higher councils shall review the work of the lower councils in... ) Has an active roll in disciplinary cases (Section D of the Book of Order) Is NOT a voting member of the Session. The session... shall be composed of those persons elected by the congregation to active service as ruling elders, together with all installed pastors and associate pastors. All members of the session are entitled to vote. Acts as secretary of meetings of the congregation. Has generally served as secretary of the corporation. Creates Host Elder/Deacon Schedules Miscellaneous tasks as they present themselves in support of the Session, Clergy and Congregation. Ref: Book of Order para G , G , G , G , G , D

2 Section B: Monthly: The Clerk generates a report documenting the serving of The Lord s Supper, deaths, funerals, weddings, changes to the Rolls, and Correspondence received for The Session. Ref example in Addendum A.. Prepare an agenda for the Session meeting & distribute prior to the meeting. Ref Addendum B. Each month the Clerk documents the Session meeting via minutes published and approved by the Session at the next meeting. Ref Addendum C. General: All meetings of the congregation and/or special meetings of the Session are documented by the Clerk and approved by Session. Ref Addendum D. January: February: July-August: Sep-Oct: Assist Clergy in preparing for annual Elder/Deacon retreat Complete annual reports. Prior to 2013 all of these reports were made available online and can be completed, saved in.pdf format and/or printed for distribution. Generally, the Treasurer fills in any/all financial information. The Clerk then completes the reports and submits them on line. o Statistical Report o Clerk s Annual Questionnaire o 2013 Report of Changes in Ministerial Call form o 2013 Loan Update form o 2013 Church Directory Info form Complete Clerk s report for inclusion in the Annual Report Attend and document the Annual Meeting o Document that all meetings are conducted in accordance with The Book of Order and Robert s Rules of Order Record Ordination/Installation of Deacons and Ruling Elders in Roll Book Begin preparations for annual review of the Rolls usually held in Sep/Oct. o Check for completeness vs. checklist from Presbytery o Run copies 2 sided o Number pages o Ref pages on checklist o Determine date to attend review Attend the review of Clerk s records 2

3 Record results of the review in the Clerk s report October-early November: December: Coordinate with Clergy and Session to set dates for: o Election of Elders & Deacons o Set date for election of Corporate Officers o Set date to elect Clerk and Treasurer o Set date for final approval of next year s budget o Elect Commissioner to 1 st quarter Presbytery o Set date for installation of officers o Set date for annual retreat o Set date for annual meeting Create Key Contacts document with addresses, phone numbers, etc. of Staff, Elders and Deacons Obtain Host Deacon/Elder schedule for the next year from Church Life for inclusion in the monthly Clerk Report reminders. Obtain Communion set-up schedule from W&M committee for inclusion in the monthly Clerk Report reminders 3

4 Section C: Addendum A Monthly Clerk Report to The Session Monthly Clerk Activity Report For February 2013 Session Meeting Communion: The Lord s Supper was served During worship February 3 by Sara Hopkins February 7 at Park Center and Newton Village. Baptisms: None to report Weddings: None to report.deaths: Kathleen Skokan died January 16. Services were held at First Presbyterian with Pastor John presiding. Interment was at Newton Union Cemetery. Harold Tiedje died February 3. Services were held February 9 at First Presbyterian with Pastor John presiding. Interment was at Newton Union Cemetery Funerals: Kathleen Skokan and Harold Tiedje Transfer of Membership: None to report. New Members: None Roll Books: Nothing to report Correspondence: Church Administration Institute Bowl for Kids Sake Newton Christian School Kindergarten Roundup Addendum B Agenda for Monthly meeting of The Session 1 st Presbyterian Church Newton, IA Agenda for Session Meeting March 19, 2013 G : The purpose and pattern of leadership in the church in all its forms of ministry shall be understood not in terms of power but of service, after the manner of the servant ministry of Jesus Christ. (BOO 2009/2011) 4

5 6:00p: Pre-Meeting Meal 7:00p: Devotions and Prayer: Approval of Minutes: Regular Session Meeting February 19, 2013 Report of Clerk: Submitted via Distribute correspondence Action on Cloe Gearhart request for bulletin insert Treasurer s Reports: Submitted via Budget & Finance Committee Report: Bill Moderator: Rev. John Duling Moderator s Report PNC Report: Mission Statement Questions CIF Progress Presbytery report: CCD updates Committee Reports --- Buildings & Grounds: Submitted via o Open Item: Use of Youth House and Church for disasters/hospitality. from Jim Sparks. Christian Nurture: Submitted via Church Life: Randy & Diane - Membership: Did not meet Mission: Linda & Mickey Personnel: George Worship & Music: Kim & Carol Special Committee Reports & Activities --- Nominating Virginia/Gary Technology George/Dave Computer updates 5

6 o Phone system upgrades o Plan to move membership lists to Excel Deacons Submitted via Other Business: Corporate By-Law review/approval Our next regular meeting will be April 16, 2013 Are there any volunteers for preparing our pre-meeting meal? Adjournment Closing Prayer: Moderator Addendum C Minutes of a monthly meeting of The Session Session Meeting First Presbyterian Church Newton, Iowa February 19, 2013 Isaiah 6:8 Following a 6:00 pm dinner the Session of the First Presbyterian Church of Newton, Iowa held its regular meeting on February 19 at 7:00 p.m. in Fellowship Hall The meeting opened with a time of devotion (Psalm 27) and prayer led by Pastor John. The question: When has fear and trust gone hand in hand in you spiritual life? Attendance (P=Present; A=Absent; E=Excused) Moderator: Rev. John Duling P Elders Virginia Bennett P Randy Camp P Diane Moles P Mickey Van Baale P Roger Harmelink E Carol Soderblom-Proctor P George Wilkening P Steve Hopkins P Linda Erickson E Gary Parsons P Terry Rickers P 6

7 Kim DeGraff P Bill Shields P Clerk of Session: David Boyd P The Moderator plus 11 Ruling Elders satisfies the First Presbyterian Church standard for a quorum 1/3 of current Elders. (Ref Minutes of Session Minutes dated June 21, 2011) Approval of the Minutes: Moved by George; second by Bill to approve minutes from regular meeting of The Session on January 15, 2013 and the Annual Meeting Minutes from February 10, The motion passed on a unanimous voice vote. Report of the Clerk Communion: The Lord s Supper was served During worship February 3 by Sara Hopkins February 7 at Park Center and Newton Village. Baptisms: None to report Weddings: None to report.deaths: Kathleen Skokan died January 16. Services were held at First Presbyterian with Pastor John presiding. Interment was at Newton Union Cemetery. Harold Tiedje died February 3. Services were held February 9 at First Presbyterian with Pastor John presiding. Interment was at Newton Union Cemetery Moved by Gary; second by Gary to remove Kathleen and Harold from our Rolls. Motion passed on a unanimous voice vote. Funerals: Kathleen Skokan and Harold Tiedje Transfer of Membership: None to report. New Members: None Roll Books: Nothing to report Correspondence: Church Administration Institute Bowl for Kids Sake Newton Christian School Kindergarten Roundup Other business: Operating guidelines prescribed by nfog. Mickey sent an dated January 18 in which she detailed what is done and not done. We need to address this! Annual Statistical Report and Clerk s Questionnaire are complete & submitted to Presbytery and G.A. Treasurer s Report: Submitted via Moved by Bill; Second by Gary to receive the Treasurer s report. Report accepted without objection. Budget & Finance Committee Report: Bill Committee did not meet. The month s financials were reviewed. 7

8 Moderator: Rev. John Duling Moderator s Report See Addendum A o Moved by George; second by Terry to accept the Moderator s report. Motion passed on a unanimous voice vote. Dixie Zegers, Sharon Black, and Sheri DeCook will be installed as Deacons at their next meeting. The Fink family transfer is pending receipt of paperwork from their church. The baptism of Khloe is set for March 3 Newton Ministerial Assoc The annual Cross Walk will be coordinated by Mission Coalition. Details are to be forthcoming. Presbytery Report: Met January 19. Steve was our Commissioner. Steve reviewed his experience Sara Hopkins was commissioned a Commissioned Ruling Elder. Committee Reports: Building and Grounds: Submitted via Open Item: Progress on the new sign plan for completion in January. Open Item: Use of our building &/or Friendship House Open Item: Larry DeCook is working with B&G on a permanent design for a ramp to the chancel in the sanctuary and sign for Friendship House. (Note: DeCooks will be out of town until late March) Moved by George; second by Gary to accept the recommendation of the committee in reference to a new/revised elevator maintenance contract. George will sign the contract as President of the corporation. Motion passed on a unanimous voice vote. Christian Nurture: Virginia. Open Item: CN to develop a census of our youth and create a plan to encourage as many as possible to participate in various retreats, next year s triennium, etc. Moved by Virginia; second by George to approve having Larry Anderson lead discussions concerning the topics presented by National Public Radio podcasts entitled Civil Conversations On Being. Motion passed on a unanimous voice vote Church Life: Randy/Diane Submitted via Membership: Submitted via . Open Item: Face Book page for the church. Mission Committee: Mickey Submitted via Open Item: Mission Statement Due to increased number of requests, Minute for Mission will be discontinued with the idea that appropriate projects will be communicated through other means. 8

9 Joplin trip planned for February 10-15, 2013 was carried out by E. IA Presbytery folks. Work Week will go to Benton Harbor MI o Ice Cream Social tentatively scheduled for June 4. Personnel: George Worship and Music: Kim & Carol Due to scheduling issues, Moved by the Committee; second by Terry to serve communion April 14 instead of the 7 th. Motion passed on unanimous voice vote. Special Committee Reports: Nominating Committee: Virginia/Gary Not active at this time Technology Committee George/Dave Phones No report Membership Lists No report Deacons: Submitted via PNC: See comments under Moderator s report. Other Business: Next Regular Meeting will be March 19 Carol & Virginia will cook in March Moved by Bill; Second by Gary to adjourn. Motion passed on a unanimous voice vote. With no additional business to come before the group, the meeting adjourned with prayer offered by John and members of the Session and The Lord s Prayer at 8:25 p.m. Respectfully submitted, David J. Boyd Clerk of Session Addendum A: 9

10 Pastor s Report February Study and Teaching a. Lectionary Text Study every Tuesday, 2-4 pm. b. Confirmation class met once and I have met with the Mentors twice to review lessons. c. Youth Bible Study. I have led two sessions average of 3-5 per session. 2. Committee Work a. Nurture i. Confirmation meetings have begun and mentors are meeting with confirmands.. ii. Youth Bible Study is to meet every Wednesday through Lent and beyond if needed b. Worship and Music i. Plans for Lent and Easter ii. Lenten Breakfast c. Membership i. Review of calls to be made on members ii. New Member class? 3. Mission to the Community a. Newton Ministers met Tuesday, Feb 19 th at the UCC. b. Care Center worship NC (5 communion) PC (16 communion) 4. Pastoral Contacts Jan Feb Office 5 2 Home/Bus. 8 3 Care Centers 2 2 Hospitals 5 2 Funerals 2 3 Wedding 0 2 Communion 0 23 Emergency 0 0 Total Interim Care a. Continue Pastoral care with PNC doing their work b. Support PNC with any information as requested. c. Keep Congregation focus. 10

11 6. Questions and Actions, if any Addendum D Agenda for Congregational/Annual Meeting Agenda for Annual Meeting January 29, 2012 Call Meeting to Order & Opening Prayer Rev John Reynolds Purpose of Meeting: o Hold our Annual meeting, o Receive the reports of various committees of the church, o Receive the church financial report and budget for 2012 and, o While we would normally review the adequacy of the Minister's compensation package, we will review the status of our search for an Interim pastor and o The process/timing ahead as we anticipate a search for a permanent pastor State that a quorum is present. State that we are following the Book of Order and Robert's Rules of Order in all meetings of the congregation and Session. Indicate that the minutes of our December 4, 2011 Congregational meeting were read and approved at the December 20, 2011 Session meeting. Thank You to Church Life Committee for hosting dinner Recognition of outgoing Elders & Deacons: o Elders: Ann Cutts, Paula Moore, Dan Ritter and Stan Sturtz o Deacons Rachel Rickers, Wilma Manning, Joan Rusk and Tom Weeks o Remembrance of departed members in (Can have congregation sing "For All the Saints") o Charlotte Elliott o David Aldridge o Marvin Weeks o Ray Linthicum A Special friend of our church family who died during 2011 is James West Distribution of Annual Report Individual Reports: Clerk of Session: Dave Boyd (Approval Required) 11

12 Pastors' report Presentation of Treasurer's Report- Church Treasurer (Cheryl Ritter) (Approval of Treasurer's Report needed) Presentation of 2012 Budget - Cheryl (No approval needed of this, state that Session approved at meeting on December 20, 2011) Review adequacy of the compensation of the Clergy (BOO G a) - Mickey Special Committees Foundation Joan Tyler Business of the Corporation - George Wilkening Motion for Adjournment Closing Prayer Rev John Reynolds Addendum E Minutes of Annual Meeting: The Meeting was called to order at 11:35 a.m. by Moderator Pastor John Duling who also offered an opening prayer Pastor John stated the Purpose of Meeting: o Hold our Annual meeting, o Receive the reports of various committees of the church, o Receive the church financial report and budget for 2013 and, o Review the adequacy of the Minister's compensation package and discuss how it relates to the PNC o Vote on Decisions Required of the Congregation by nfog It was declared that a quorum was present. It was stated that we follow the Book of Order and Robert's Rules of Order in all meetings of the congregation and Session. It was stated that the minutes of our December 2, 2012 Congregational meeting were read and approved at the December 18, 2012 Session meeting. Moved by Linda Campbell; Second by George Wilkening to accept the minutes as published. Minutes were accepted without objection. Pastor John expressed appreciation to 2 nd Year Ruling Elders and Deacons for hosting the pot luck 12

13 dinner that followed the meeting. Recognition was extended to outgoing Elders & Deacons: o Elders: Kathy Ventling, Linda Anderson o Deacons Harriet Harmelink, Barb Jackson Roese, Nancy Mott, Dave Stolper The names of members who died in 2012 were read remembered o Evelyn Anderson o Paul Schell o Ruth Stewart o Esther Faidley o Darrell Achtemeier o And special friend to First Presbyterian, Rick Braun Distribution of Annual Report had been accomplished earlier. Questions and comments were solicited from the congregation. Reports: Moderator entertained a motion to approve the Reports Clerk of Session and Treasurer as contained in the Annual Report. Moved by George Wilkening; Second by Sara Hopkins to approve the reports. Motion passed on a unanimous voice vote. It was stated that Session had approved the 2013 budget contained in the Annual Report at their meeting on December 18, 2012 Review adequacy of the compensation of the Clergy (BOO G c; G ) George Wilkening indicated that the Personnel Committee of the Session had reviewed the Pastor s compensation package and entertained questions or comments from the congregation. There were none. Special Committees o Foundation Joan Tyler reported on gifts and the overall condition of the Foundation o PNC Gary Parson reported that the first meeting of the PNC had been held and that additional meetings are coming up. Changes brought about by nfog: Decision To Be Made Recommendation of The Session 13

14 Determine the quorum for congregational meetings. (G ) Determine the period of minimum notice for a congregational meeting (G ) Determine whether the congregation wishes to adopt Robert s Rules as parliamentary authority Determine the size and composition of the congregational nominating committee (G ) We recommend leaving the requirement at one tenth of the members. We recommend that this be changed to notice be given in intra-church communications on three successive Sundays. The meeting may be convened following the notice given on the third Sunday. We recommend that Robert s Rules of Order be adopted as parliamentary authority. We recommend the following change: The committee be composed of one actively serving member of the session who will serve as moderator, one member of the deacons, and three active members of the congregation. The pastor shall serve ex officio and without vote. Moved by Virginia Bennett; Second by Linda Curtis-Stolper accept the recommendations of the Session as stated above. Motion passed on a unanimous voice vote. Business of the Corporation George Wilkening.. The meeting was called to order, but with no business to conduct, was adjourned without further action or discussion. Linda Kirchhoff nominated Dixie Zegers to fill the unexpired term of Ruth Ann Van Elswyk on the Deacons; the term to run through Second by Linda Campbell. The election was approved on a unanimous voice vote. With no further business to come before the group it was moved by George Wilkening; Second by Gary Haynes that the meeting be adjourned. Motion passed on a unanimous voice vote and the meeting was adjourned at 11:59 a.m. Closing Prayer Pastor John Duling 14