| |
FORMAT |
CODE |
REFERENCE |
| 1. |
LOCKING BOOK/ NUMBERED PAGES - Keep records in a locking- type record book, in chronological order, on consecutively numbered loose-leaf pages. |
F |
12-7
RAO 14-3. b |
| 2. |
FRONT COVER/ COPY OF RULES - Put the name of the Church on the front cover. Affix a copy of the current rules to the inside front cover. |
F |
|
| 3. |
TYPED - If possible, type all minutes and permanent records of the Session. |
N |
|
| 4. |
REARRANGING/ DESTROYING - Do not rearrange or destroy the numbered pages. |
S |
RAO 14-3. b |
| 5. |
EXTRA PAGES - Secure pages inserted into the record in the loose-leaf binding, numbered appropriately as sub-pages; do not staple, paste or loosely insert them. |
F/S |
|
| 6. |
LARGE BLANK SPACES - Type minutes so that large spaces do not occur, even between sequential meetings. Draw an “X” through large blank spaces. |
N |
|
| 7. |
PARAGRAPH LAYOUT - Each item of business and its disposition shall be a separate paragraph. For clarity, indicate the subject matter in the margin or use a bold paragraph subheading. |
N/F |
RAO 14-3 f. 3. |
| 8. |
ERASURES - Try to avoid erasures, interlineations and footnotes. |
N |
|
| 9. |
SERIOUS MISTAKES - If a serious mistake has been made, cross through it, sign and date in the margin. If appropriate, refer to another page where the corrected material is to be found. Include Session’s authorization for the correction when appropriate. |
N/F |
|
| 10. |
ALTERING PREVIOUS MINUTES - If a necessary correction alters minutes already approved by Presbytery, the sessional minutes of the meeting at which the correction is made shall clearly reflect that change and reference the page number and date of the minutes corrected. |
S |
40-3 |
| 11. |
HISTORICAL - Place “HISTORICAL” in the margin to denote event(s) of special historical significance to the Church. |
F |
|
| 12. |
SPECIAL BULLETIN - It is preferable to store bulletins for dedication ceremonies or other significant events in a file for safe keeping. Alternatively, place such materials in an envelope attached securely in loose-leaf form inside the front or back cover. (see Rule 5). |
N |
|
| 13. |
CONGREGATIONAL MEETING - Keep minutes of congregational meetings in: (1) a separate book, or (2) a separate place in the Session Minutes book, or (3) in chronological sequence within the Session Minutes. See Rule 32. |
N |
12-5. d
25-5 |
| 14. |
ANNUAL PRESENTATION OF MINUTES - Present Sessional Minutes annually to the Presbytery for examination as specified. Include records of executive sessions of the Session even if sealed or kept separately. The Session may request such minutes be handled confidentially; however, exceptions taken by the CSR to sealed or separate minutes must be submitted to Presbytery through normal procedures. |
F |
6-1, 2, 3
12-5. a. 7, 8
13-9. b 15-1
40-1, 2, 3
RAO 14-3. e. 6 |
| 15. |
ANNUAL PRESENTATION OF MEMBERSHIP ROLL - Include the roll of all communicant and non-communicant members, with full names, as part of the annual presentation of Session Minutes. |
F |
6-1, 2, 3
12-5. a. 7, 8
13-9. b
40-1, 2, 3 |
| 16. |
DATE, NAMES, QUORUM - Record the date, time and place of each Session meeting, whether stated or called (record meeting calls verbatim), names of the Moderator and Session members present, excused and absent, and the full names of visitors. A quorum must be present. |
F/S |
12-1, 6, 7
RAO 14-3. c. 1-4, 6 |
| 17. |
PRAYER - Record the opening and closing of each meeting with prayer. |
F |
10-5; 12-9 |
| 18. |
APPROVAL OF MINUTES - Record the reading and approval of minutes of previous stated and/or called meetings. |
F |
RAO 13-13. c. 5
RAO 14-3. c. 8 |
| 19. |
MOTIONS, REPORTS - Record everything vital to the transaction of the business of the meeting, including motions adopted, names of elders requesting votes, vote tallies, points of order and appeals, dissents, protests, objections, plans adopted, significant communications received and a brief list of important reports made or received. Omit lost motions and related details unless specifically requested to include them. |
N/F/S |
12-7
45
RAO 14-3. e. 1, 2
RAO 14-3. f
Robert’s Rules |
| 20. |
PREVIOUS ACTIONS AND MOTIONS - When addressing actions or motions from previous meetings, record the dates and pages referring to same. |
F |
RAO 13-13. f |
| 21. |
RECEIVING MEMBERS - Record the full names and the basis for receiving each new member: (1) profession of faith, having been baptized in infancy; (2) profession of faith, baptism to be administered afterward; (3) certificate of transfer from another church (full name, city and state/country); (4) reaffirmation of faith. |
S |
12-5. a
12-8
57 |
| 22. |
BAPTISM - Record the full name of all children and adults baptized, with the date and place. Record the full names of parents of children baptized. |
S |
12-5. a, e; 12- 8
56 |
| 23. |
LORD’S SUPPER - Record the dates of the administration of the Lord’s Supper and, if feasible, the number of communicants served. |
F |
12-5. e
58 |
| 24. |
DISMISSION/ TRANSFER - Record the full names of all persons dismissed and the reason for the dismissal, with BCO reference. If a certificate of dismissal to another church is granted, record the full name of the receiving church, its denomination and location. |
S |
12-5. a; 12-8
38-3; 46-2
SRG |
| 25. |
REMOVAL/ FACTS - In case of Sessional removal from the communicant roll, record the full names of all persons dismissed, cite the applicable BCO reference for constitutional authority, and state enough facts to support the Sessional action. |
S |
12-7, 8; 38-3
40-2. 1, 2, 3; 46-2
SRG |
| 26. |
DEATHS - Record the full names and death dates of all non-communicant and communicant members. Include funeral and interment information when feasible. |
S |
12-8 |
| 27. |
ORDINATION/ INSTALLATION - Record the ordination of and installation of ruling elders and deacons and installation of ministers, giving their full names. |
S |
12-5. b
21-5-10; 24-5-7 |
| 28. |
COMMISSIONERS - Record the name(s) of elder(s) and their alternates appointed as commissioners to Presbytery or General Assembly, and the exact period of their appointment. |
F |
12-5. f |
| 29. |
DEACONS’ MINUTES - Record Session’s examination of minutes of the Board of Deacons. |
F |
12-5. b |
| 30. |
JUDICIAL PROCESS - Record the BCO chapter(s) and section(s) involving cases of judicial actions, along with final disposition of each action. Full names are very important. |
S |
32-18
Appendix G |
| 31. |
FINAL MINUTES - Do not record minutes in permanent form until they have been read, corrected/amended and approved at a stated Session meeting. |
N |
|
| 32. |
SIGNING MINUTES - The Clerk must sign at the end of each set of approved Session minutes. The Moderator and Clerk of Meeting each must sign at the end of each set of approved Congregational minutes. |
F |
10-4; 12-7
25-5; 40-2. 1
RAO 14-3. d |
| 33. |
RESPONSE TO PRESBYTERY REVIEW - Record session’s actions in response to Presbytery’s exceptions to its records. |
F |
RAO 14-10 |
