Administrative Manual The Presbytery of Monmouth, Synod of the Northeast, Presbyterian Church (U.S.A.) Approved February 2016 STRUCTURE OF THE PRESBYTERY OF MONMOUTH The Presbytery will normally be structured with the following entities: Mission Council, Board of Trustees, Committees (Committee On Ministry (COM), Committee for Preparation for Ministry (CPM), Nominating, Personnel, Committee on Representation (COR), Bills and Overtures, Permanent Judicial Commission (PJC), Other Commissions and Committees as formed by the Presbytery Working Groups AMENDMENTS AND SUSPENSION OF THE ADMINISTRATIVE MANUAL MEMBERSHIP Suspension of the Administrative Manual this Manual may be suspended by majority vote of the Presbytery if notification of the proposed suspension has been given in the call to that Presbytery meeting, or by two-thirds vote if prior notice has not been given. Amendments Amendments to this Manual may be made by majority vote of the Presbytery if notification of the proposed changes has been given in the call to that Presbytery meeting, or by two-thirds vote if prior notice has not been given. Changes in Entities (Councils, Commissions, Board of Trustees, Committees and Working Groups) The Presbytery s entities are those called for in this Manual. Adding, changing, or discontinuing any such entity except working groups should be reflected by amending this Manual. In addition to working groups that have existed for a substantial period of time, entities may form working groups to accomplish particular short-term tasks. These are to be reported to Mission Council and the Presbytery. THE PRESBYTERY Presbytery Members The membership of the Presbytery is comprised of congregations and teaching elders, as specified in the Form of Government. Sessions of congregations participate by electing ruling elders as commissioners, who have voice and vote in Presbytery meetings. Other ruling elders who are serving as officers of the Presbytery, as the immediate Past Moderator, as General Presbyter or as members of the Mission Council or the Board of Trustees are members of the Presbytery for the duration of their term of office. Parity As nearly as possible, parity (equal numbers) of ruling elders and teaching elders shall be maintained as commissioners to Presbytery. In order to achieve that parity, the Mission Council 1
MEETINGS OFFICERS shall, in consultation with the Stated Clerk, annually recommend to Presbytery a plan for the election, appointment or selection of additional ruling elders that is, as much as possible, proportional to the size of the congregations. Young Adult Advisory Delegates In addition to electing ruling elder commissioners, each session shall be entitled to elect one member of their congregation to serve as a Young Adult Advisory Delegate who shall have voice but not vote in presbytery meetings. Young Adult Advisory Delegates shall be 14-22 years of age. They need not be ruling elders. The Presbytery may elect Young Adult Advisory Delegates to serve as full members, with voice and vote, on any Presbytery entity, with the exception of Administrative Commissions, Investigating Committees, the Permanent Judicial Commission and the Board of Trustees. Presbytery Staff Who Are Ruling Elders Members of the Presbytery staff who are ruling elders shall have voice but not vote at Presbytery meetings, unless they have also been elected as commissioners. Presbytery Meetings Regular stated meetings of the Presbytery will normally be held in September, November, February and May. The September and February meeting will normally be held at 4:00pm on the 4 th Tuesday of the month; the November and May meetings will normally be held at 9:30am on the Saturday before the 4 th Tuesday of the month. Entity Meeting Times In order to encourage the greatest possible involvement of ruling elders in the life of the Presbytery, all Presbytery entities will endeavor to schedule meetings in the evenings or on weekends. Moderator The Moderator shall be a ruling elder or teaching elder. The Moderator shall fulfill such duties prescribed for that office in the Book of Order and the Bylaws, including convening, adjourning and presiding at meetings of the Presbytery. The Moderator shall also convene, adjourn and preside at meetings of the Mission Council and may appoint members to special commissions and committees when called upon to do so by the Presbytery. When an action is brought according to the Rules of Discipline, the Moderator shall have authority to appoint teaching elders and ruling elders to serve on Investigating Committees and Committees of Counsel necessary to advancing the case, reporting such appointments to the next meeting of the Presbytery. The duration of the Moderator s term is one year or until a successor is elected. The Moderator shall not be elected to a second consecutive term. Vice-Moderator The Presbytery shall elect a Vice-Moderator for a term of one year or until a successor is elected. The Vice-Moderator may stand for election to become the Moderator. The Vice-Moderator shall be a ruling or teaching elder and shall perform such moderatorial duties as the Moderator requests him or her to perform. In the event that the Moderator resigns, dies or ceases to be a member of either the Presbytery or one of its congregations, the Vice-Moderator shall fulfill the remainder of the Moderator s term before undertaking the full term to which he or she might ordinarily succeed. In the event that the Mission Council declares the Moderator to be 2
incapacitated by illness, or unable to fulfill the elected term, the Vice-Moderator shall assume the Moderator s duties for the duration of that period of incapacity or for the remainder of the term. Stated Clerk The Presbytery shall elect a Stated Clerk for a term of three years or until a successor is elected, a term which may be renewed by vote of the Presbytery. Compensation may be provided. The Stated Clerk shall be a ruling or teaching elder and shall perform such duties of that office as are specified in the Book of Order and the Bylaws or are described elsewhere in these Standing Rules. In the event that the Stated Clerk resigns, dies or ceases to be a member of either the Presbytery or one of its congregations, the Mission Council shall elect an Acting Stated Clerk until such time as the Presbytery is able to elect a successor. In the event that the Mission Council declares the Stated Clerk to be incapacitated by illness, or unable to fulfill the elected term, the Mission Council shall elect an Acting Stated Clerk for the duration of that period of incapacity or for the remainder of the term. The Presbytery may elect an Assistant Stated Clerk to perform such duties as the Stated Clerk requests, or to assume the Clerk s duties in the event of the Clerk s absence or inability to serve. The Stated Clerk also staffs various entities of the Presbytery, as specified in the descriptions of those entities in these Standing Rules. The job description of the Stated Clerk is found in the Appendix. Treasurer The Presbytery shall elect a Treasurer for a term of three years or until a successor is elected, a term which may be renewed by vote of the Presbytery. Compensation may be provided. The Treasurer shall be a ruling or teaching elder and shall perform such duties of that office as are specified in the Book of Order and the Bylaws or are described elsewhere in these Standing Rules. In the event that the Treasurer resigns, dies or ceases to be a member of either the Presbytery or one of its congregations, the Mission Council shall elect an Acting Treasurer, who shall be a ruling elder or teaching elder, until such time as the Presbytery is able to elect a successor. In the event that the Mission Council declares the Treasurer to be incapacitated by illness, or unable to fulfill the elected term, the Mission Council shall elect an Acting Treasurer for the duration of that period of incapacity or for the remainder of the term. The Presbytery may elect an Assistant Treasurer, who shall be a teaching elder or ruling elder, to perform such duties as the Treasurer requests, or to assume the Treasurer s duties in the event of the Treasurer s absence or inability to serve. The Treasurer also staffs various entities of the Presbytery, as specified in the descriptions of those entities in these Standing Rules. The job description of the Treasurer is found in the Appendix. Installation of Officers As soon as practicable after the Presbytery elects a person as an officer, either for the first time or for a renewed term, the Presbytery shall conduct a service of installation, ordinarily during the Presbytery meeting at which the election takes place. The officer s term shall commence at the conclusion of that service of installation. Corporate Officers The President of the Board of Trustees, who shall be nominated by the Nominating Committee and elected by the Presbytery, serves as President of the Corporation. The Board of Trustees may elect from among its members a Vice-President of the Corporation. The Presbytery Stated Clerk serves as Secretary of the Corporation and the Presbytery Treasurer serves as Treasurer of the Corporation. 3
STAFF General Presbyter The Presbytery may elect a General Presbyter for a term of three years or until a successor is elected, a term which may be renewed by vote of the Presbytery. The General Presbyter serves as head of the Presbytery staff, supervising the work of staff members in consultation with the Personnel Committee. The General Presbyter also staffs various entities of the Presbytery, as specified in the descriptions of those committees in these Standing Rules. The job description of the General Presbyter is found in the Appendix. Director of the Genesis Center The Presbytery may elect a Director of the Genesis Center. The Director of the Genesis Center organizes and operates the Genesis Center, the educational resource center operated by the Presbytery in cooperation with partner presbyteries. The job description of the Director of the Genesis Center is found in the Appendix. Administrative Assistant The Presbytery may elect an Administrative Assistant. The Administrative Assistant is responsible for internal and external print and communications on behalf of all units of the Presbytery to the various churches. These responsibilities include press releases, web site content, newsletter, annual report, directory, promotional flyers and other presbytery-wide communication vehicles. The job description of the Administrative Assistant is found in the Appendix. Financial Secretary The Presbytery may elect a Financial Secretary. In consultation with the Treasurer, the Financial Secretary maintains the Presbytery s financial records, including accounts payable and accounts receivable, preparing checks for signature by the authorized officers. The Financial Secretary assists the Treasurer in staffing various entities of the Presbytery, as specified in the descriptions of those entities in these Standing Rules. The job description of the Financial Secretary is found in the Appendix. Sandy Recovery Advocate The Presbytery may elect a Recovery Advocate. The Sandy Recover Advocate is responsible for coordinating long term recovery issues. The job description of the Sandy Recovery Advocate is found in the Appendix. Hunger Action Enabler The Presbytery may elect an Hunger Action Enabler. The Hunger Action Enabler is responsible for advocating initiatives to help fight hunger. The job description of the Hunger Action Enabler is found in the Appendix. MISSION COUNCIL ENTITIES OF THE PRESBYERY Purpose of the Mission Council The purpose of the Mission Council is to lead the Presbytery in discerning and defining the nature of its mission and to serve as the guardian and interpreter of that mission to the Presbytery as a whole; to coordinate the programs and work of the Presbytery s entities; to advise the Moderator in planning for Presbytery meetings; to act on behalf of the Presbytery in ways defined in these Standing Rules and to recommend to Presbytery candidates for the Nominating Committee. The Mission council shall assume any and all responsibilities of the previous Administrative and Mission Divisions of the Presbytery. 4
Membership of the Mission Council The Mission Council shall be comprised of the Moderator, the Vice-Moderator, the immediate Past Moderator and six elected members, each serving a term of three years or less. One of the elected members shall also serve on the Presbytery Nominating Committee. The General Presbyter and the Stated Clerk shall be members ex officio, without vote. The Moderator shall serve as chair and the Stated Clerk as secretary. Meetings of the Mission Council The Mission Council shall ordinarily meet monthly. The meetings are normally open to visitors from other entities within the Presbytery wishing to call Mission Council s attention to particular matters. It shall submit its minutes to the Presbytery at each stated meeting of the Presbytery. Communications The Mission Council shall monitor official Presbytery print and electronic communications for timeliness and quality. This will include press releases, web site content, social media, newsletter, annual report, directory, promotional flyers and other communication vehicles. Approval of Presbytery Minutes The minutes of the Presbytery shall be reviewed by the Mission Council, who shall recommend their approval to the Presbytery with any additions or changes. Act on Behalf of the Presbytery in Situations of Urgency During the time between Presbytery meetings, the Mission Council shall have the authority to act on behalf of the Presbytery on the following matters of urgency, with respect to the following specific presbytery powers, with the provision that all such actions be reported to the next stated meeting of the Presbytery: With respect to the power of visiting particular... congregations... reported to be affected with disorder, and inquiring into and settling the difficulties therein (G-3.0109b[5]), upon recommendation of the Committee on Ministry, to appoint Administrative Commissions, specifying powers that define the scope of such commissions work including access to records and to meet with individuals or groups within the church, except that the powers to dissolve a pastoral relationship or to assume original jurisdiction may be granted to an Administrative Commission only by vote of the Presbytery. To respond on behalf of the Presbytery to any civil legal inquiries that are not covered by the Rules of Discipline, including but not limited to closings on the sale or purchase of property, criminal investigations and civil litigations. Presbytery Staffing Mission Council is responsible for the Presbytery Staffing design in consultation with the Personnel Committee. Aid the Moderator in Planning the Presbytery Docket Receive such information from various Presbytery entities as may be necessary to establish the Presbytery meeting docket. Plan Presbytery Worship Plan Presbytery-wide worship services, especially those that are part of Presbytery meetings, inviting individuals to preach, celebrate the Sacrament of the Lord s Supper, provide music and enhance the Presbytery s worship in other ways. Receive Reports on the Status of Congregational Leadership Receive reports from the Committee on Ministry on vacant pulpits and other matters related to the status of local 5
congregations. Receive reports from the Board of Trustees on property use issues and congregational payment of per capita. Receive Reports on the Status of Inquirers and Candidates Receive reports at least biannually from the Committee on Preparation for Ministry on the status of Inquirers and Candidates. Presbytery Entities Recommend to the Presbytery the creation or elimination of Presbytery commissions and committees. Ecumenical and Interfaith Cooperation Oversee ecumenical and interfaith affairs affecting the congregations of the Presbytery. General Presbyter Search When there is a vacancy for General Presbyter, the Presbytery may direct the Mission Council to propose to the Presbytery a slate of teaching and ruling elders to be elected to serve as a Search Committee. Reporting to Presbytery The Mission Council shall provide reports to the Presbytery at every stated meeting by sharing its minutes with the Presbytery, providing such further detail as may be necessary. Staff Support for Mission Council The General Presbyter and the Stated Clerk shall provide staff support for the Mission Council, with other members of the staff invited to attend by the General Presbyter or Moderator. NOMINATING COMMITTEE Nominating Committee Composition The Presbytery Nominating Committee is comprised of six members in equal classes who shall be nominated by the Mission Council and elected by the Presbytery. One of the nominees recommended by Mission Council will be designated as chair of the Nominating Committee. Also, one of the Nominating Committee members shall be one of the six elected members of the Mission Council. In the event of a vacancy on the Nominating Committee, the Mission Council shall nominate a replacement at the next stated meeting of Presbytery. Every effort will be made to establish a balance between teaching elders and ruling elders. No more than one person associated with a particular congregation (teaching elder or ruling elder) shall serve on the Nominating Committee at the same time. Nominating Committee Two-Term Limit No member of the Nominating Committee shall serve for consecutive terms, either full or partial, aggregating more than six years. A member of the Presbytery Nominating Committee, having served a total of six years, shall be ineligible for reelection to the Nominating Committee for a period of at least one year. Nominating Committee Chair and Officers In the event that the position of Nominating Committee Chair becomes vacant, the Mission Council shall nominate one of the members of the Committee for the Presbytery to elect as chair. The Nominating Committee may elect such other officers from among its members as it thinks appropriate. Nominating Committee Responsibilities The Nominating Committee shall nominate ruling elders 6
and teaching elders to serve on all entities of the Presbytery whose membership is numerically limited by these Standing Rules or by the Synod or the General Assembly. These include the Board of Trustees, the Mission Council, the Committee on Representation, the Committee on Ministry, the Committee on Preparation for Ministry, the Permanent Judicial Commission, the Bills and Overtures Committee, the Tri-Presbytery Committee on Latin Ministry, commissioners to the Synod Assembly, to the Synod Mission and Ministries Commission, to the Synod Camps and Conferences Committee, to the Westminster Foundation of Bloomfield College, to the General Assembly and (upon recommendation of the Committee on Preparation for Ministry) readers for the Presbyteries Cooperative Committee on Examinations of Candidates. Terms of Service on Presbytery Entities With the exception of the Permanent Judicial Commission (whose 6-year, non-renewable terms are specified by the Constitution), those serving on Presbytery entities whose membership is numerically limited shall serve three-year terms, in three classes approximately equal in size. They shall be eligible for re-election for one additional term. Those elected to complete a partial term shall be eligible for re-election for one additional term. Those who have served two consecutive terms, either in whole or in part, are ineligible for reelection until one year has elapsed. Parity Every effort shall be made to maintain parity between ruling and teaching elders on every entity of the Presbytery except Working Groups. Representation and Inclusiveness The Nominating Committee shall follow principles of representation and inclusiveness articulated in the Constitution in all its work. Nominations for Vice-Moderator In nominating people for election as Vice-Moderator (or Moderator, in the event that the Vice-Moderator does not succeed to the Moderator position), the committee shall ensure that its nominations, over the course of years, reflect Constitutional principles of diversity and inclusiveness, as well as parity between ruling and teaching elders. Nominations for a Vacant Stated Clerk or Treasurer Position When a vacancy occurs in the position of Stated Clerk or Treasurer, the Nominating Committee shall create an application form, including questions to be answered and the names of references provided, and shall circulate the job description and application form to the Presbytery. After reviewing the applications and interviewing applicants, the committee shall recommend a single candidate for election by the Presbytery. Nominating an Incumbent Stated Clerk or Treasurer for Re-election When an incumbent Stated Clerk or Treasurer agrees to serve an additional term, the Personnel Committee shall review the officer s job performance and make a recommendation to the Nominating Committee, who shall in turn make a nomination to the Presbytery. In the event that the Nominating Committee does not recommend re-election of the incumbent, the procedure for filling a vacant Stated Clerk or Treasurer position (above) shall be followed. In such a circumstance, the incumbent has the option of completing the application process for consideration along with other candidates. Staff Support for the Nominating Committee The General Presbyter provides staff support to the Nominating Committee. 7
PERSONNEL COMMITTEE Membership of Personnel Committee The Personnel Committee shall be composed of two members elected in each of three classes, with one of those members nominated to serve as chair. Support for Staffing Design The Personnel Committee shall consult with the Mission Council on Presbytery s design for staffing. Staff Evaluations In consultation with the General Presbyter, the Personnel Committee shall conduct performance reviews of Presbytery staff at least annually and of the General Presbyter, the Stated Clerk and the Treasurer at least every three years. Budget The Personnel Committee shall recommend compensation changes to the Budget Working Group. Staff Support for the Personnel Committee The General Presbyter provides staff support to the Personnel Committee. BILLS AND OVERTURES COMMITTEE Membership of the Bills and Overtures Committee The Bills and Overtures Committee shall be composed of two members elected in each of three classes, with one of those members nominated to serve as chair. In addition, the most recent commissioners and Young Adult Advisory Delegate (YAAD) elected by the Presbytery to General Assembly shall serve on the Committee, until such time as their terms as commissioners or YAAD are ended. Recommendations Concerning Amendments When the General Assembly sends proposed Constitutional amendments to the presbyteries for their affirmative or negative vote, the Bills and Overtures Committee shall review those amendments, making recommendations to the Presbytery for approval or disapproval. In presenting such amendments, the Committee shall bring the amendment to the floor of Presbytery for voting in the form it has come down from the General Assembly, requesting yea votes in favor of the amendment or nay votes against it. Should the Bills and Overtures Committee recommend disapproval of an amendment, their recommendation shall serve as advice to the Presbytery, but shall not affect the way the motion is worded. Recommendations Concerning Overtures When a Session, presbytery member or presbytery commissioner presents a proposed overture to the Presbytery for approval and transmission to the General Assembly, the Bills and Overtures Committee shall review the proposed overture, making a recommendation to the Presbytery as to whether or not it should be approved, along with any recommendations for amendments. Obtaining Concurrences for Overtures If the Presbytery approves an overture to the General Assembly for a Constitutional amendment that has not yet obtained the required concurrence from another presbytery, the Bills and Overtures Committee shall partner with the author of the overture to seek such concurrence. 8
Staff Support for the Bills and Overture Committee The Stated Clerk provides staff support to the Nominating Committee. SESSIONAL RECORDS REVIEW COMMITTEE Membership of Sessional Records Review Committee In order to fulfill Book of Order requirements for review of Sessional records, the Stated Clerk shall convene periodic gatherings of Clerks of Sessions within the Presbytery, or their designees, to constitute a committee for mutual review of Session minutes, rolls, registers and published annual reports. Responsibilities of Sessional Records Review Committee The Sessional Records Review Committee shall report the results of that committee s review, including exceptions and commendations to the Presbytery calling it to the attention of the Committee on Ministry. Staff Support for the Sessional Records Review Committee The Stated Clerk provides staff support to the Sessional Records Review Committee. COMMITTEE ON REPRESENTATION Purpose of the Committee on Representation The purpose of the Committee on Representation is to provide the Presbytery with information essential to maintaining Constitutional principles of inclusiveness and representation on all Presbytery entities except working groups. Membership of Committee on Representation The Committee on Representation shall be composed of 1 member elected in each of three classes, with one of those members nominated to serve as chair. Relationship to the Nominating Committee The Committee on Representation is independent of the Nominating Committee, serving as an outside auditor of the Nominating Committee s compliance with Constitutional principles of inclusiveness and representation. Committee on Representation Procedures In accordance with the Constitution, it shall develop procedures and mechanisms for promoting and reviewing the Presbytery s implementation of the church s commitment to inclusiveness and representation. It shall maintain ongoing records pertaining to individuals serving in the structure of the Presbytery, pertinent to Constitutional mandates. The Committee shall notify the Nominating Committee of deficiencies in representation and may recommend individuals from under-represented groups for consideration by the Nominating Committee. Committee on Representation Report to Presbytery The Committee on Representation shall report to the Presbytery and Mission Council annually, listing the deficiencies they reported to the Nominating Committee, along with a report on changes that have been made since that report to improve compliance. Staff Support of the Committee on Representation The General Presbyter provides staff support to the Committee on Representation. 9
COMMITTEE ON MINISTRY Purpose of the Committee on Ministry The Committee on Ministry shall perform such duties of the Presbytery specified in the Form of Government to serve as pastor, counselor and adviser to teaching elders and congregations (G-2.05). The Committee on Ministry shall ordinarily make recommendations to the Presbytery with regard to approving and presenting calls issued by congregations to teaching elders or commissioned ruling elders, examining teaching elders or commissioned ruling elders transferring from other presbyteries, dissolving pastoral relationships in cases where the congregation and the teaching elder or commissioned ruling elder concur, and dismissing teaching elders or commissioned ruling elders to other presbyteries. Composition of the Committee on Ministry It will normally be composed of eighteen teaching elders and ruling elders, elected by the Presbytery to three-year terms and serving in three classes approximately equal in size. Procedures Procedures for performing the Committee s duties shall be developed and approved by the Committee on Ministry and appended to this Manual. Acting on Behalf of Presbytery In cases in which it seems prudent not to wait until the next meeting of the Presbytery, the Committee on Ministry may act on behalf of the Presbytery in the above-mentioned actions with respect to changes in calls or status of teaching elders, with the provision that all such actions be reported to the next stated meeting of the Presbytery. Staff Support for Committee on Ministry The General Presbyter provides staff support for the Committee on Ministry. COMMITTEE ON PREPARATION FOR MINISTRY Purpose of the Committee on Preparation for Ministry The Committee on Preparation for Ministry shall perform such duties of the Presbytery specified in the Form of Government (G-2.06). The Committee on Preparation for Ministry shall ordinarily make recommendations to the Presbytery with regard to approving and presenting Inquirers and Candidates. Composition of the Committee on Preparation for Ministry It will normally be composed of twelve teaching elders and ruling elders, elected by the Presbytery to three-year terms and serving in three classes approximately equal in size. Procedures Procedures for performing the Committee s duties shall be developed and approved by the Committee on Preparation for Ministry and appended to this Manual. Acting on Behalf of Presbytery In cases in which it seems prudent not to wait until the next meeting of the Presbytery, the Committee on Preparation for Ministry may act on behalf of the Presbytery in the above-mentioned actions, with the provision that all such actions be reported to the next stated meeting of the Presbytery. Staff Support for Committee on Ministry The General Presbyter provides staff support for the 10
Committee on Preparation for Ministry. WORKING GROUPS Working Groups - Working Groups may be formed to address specific tasks, issues or programs within the presbytery. A Working Group sets its own membership and leadership, but must have at least three members representing at least two congregations of the presbytery. The Working Group (ad hoc groups, team or task force) must receive approval from the Mission Council to be considered a Working Group of the Presbytery of Monmouth. Once approved as a Working Group, the group shall have access to presbytery communication and media. A Working Group may request docket time at presbytery meetings or Mission Council meetings by contacting the moderator. Working Group Funding - Working groups may request funds and/or permission to fundraise through the Mission Council. They shall report financial information, their membership and their leadership to the Mission Council annually. Minutes shall be kept of all Working Group meetings and be filed with the Mission Council. Review of Other Financial Records Any working groups of the Presbytery that maintain financial accounts separate from those overseen by the Presbytery Treasurer shall present their books annually for review by the Board of Trustees. THE BOARD OF TRUSTEES Purpose of the Board of Trustees Besides serving as the board of directors of the Presbytery s corporation, the Board of Trustees advises the Mission Council on the annual budgeting process, monitors the integrity of the budget through the year, proposes financial-management policies to the Presbytery, manages Presbytery property and recommends Presbytery approval of congregational requests related to real-estate transactions and encumbrances on real estate, manages the investment of Reserve Funds. Membership of Board of Trustees The Board of Trustees shall be composed of 3 members elected in each of three classes, with one of those members nominated to serve as chair. Budgeting Process Upon the request of the Mission Council, the Board of Trustees appoints a member to serve on the Budget Working Group. Budget Monitoring The Board of Trustees receives regular reports from the Treasurer on the status of the Presbytery s annual budget, alerting the Mission Council to problems and opportunities that may develop through the year. Presbytery Property Management The Board of Trustees oversees the management of any real property owned by the Presbytery, as well as major equipment such as computers and office machinery. Requests for Congregational Property Transactions In accordance with the Book of Order (G- 4.0206a), the Board of Trustees receives requests from congregations for approval of purchases, 11
sales, mortgages, loans and other financial encumbrances on real property owned by the congregation and held in trust for the Presbytery making recommendations of approval of such requests to the Presbytery and providing written permission to the congregations to proceed. Transactions relating to cemetery lots involving eight or fewer grave-plots do not require Presbytery approval. Requests for Leases of Congregational Property In accordance with the Book of Order (G- 4.0206b), the Board of Trustees receives requests from congregations for leases of real property owned by congregations and held in trust for the Presbytery, making recommendations to the Presbytery for approval. The Book of Order requires Presbytery approval for all leases exceeding five years in duration and for leases of any duration for property that is also used by the congregation for worship. Annual Financial Review In compliance with the Book of Order (G-3.0113), the Board of Trustees shall arrange annually for a full financial review of the Presbytery s financial books and records by a public accountant, reporting the results of that review to the Presbytery and making appropriate recommendations for changes in procedures. Review of Other Financial Records Any working groups of the Presbytery that maintain financial accounts separate from those overseen by the Presbytery Treasurer shall present their books annually for review by the Board of Trustees. Investment Policies Develop policies for Presbytery approval on the management of invested funds and securities and manage compliance with those policies. Bank Accounts Establish and monitor relationships with banks and other financial institutions for management of Presbytery funds. Staff Support of the Board of Trustees The Treasurer and Financial Secretary provides staff support to the Board of Trustees, with the Stated Clerk serving as corporate secretary. PERMANENT JUDICIAL COMMISSION Membership of Permanent Judicial Commission The Permanent Judicial Commission shall be composed of no fewer than nine members (In compliance with the Book of Order D-5.0101) with a nearly equal representation from teaching elders and ruling elders with no more than one ruling elder from any constituent church. Terms The term of membership is six years. Classes Commissioners shall be elected in three classes with no more than one half the members to be in one class. Vacancy Any vacancy due to resignation, death or other cause, may be filled by the Presbytery which may elect an individual to fill the unexpired term. Eligibility No person who has served on the Commission for a full term of six years is eligible for 12
reelection until full four years have elapsed after the expired six year term. The Moderator, State Clerk or any member of staff of the Presbytery shall not serve on the Commission. Officers The Commission shall meet and elect from its members a moderator and a clerk. 13