INDEX TO "HOW TO BE AN EFFECTIVE ELDER"

There is help for the Presbyterian Elder -- and here are some articles that might provide just the help you may need.

To jump to any specific article, simply click the title.

The Work Of An Elder

The Work Of The Session

Guidelines for a Strong Session

Being an Effective Elder During Session Meetings

The Basics of Parliamentary Procedure

What Needs Session Approval?

Helpful Hints For Committee Chairs and Team Leaders

What Every Elder Needs To Know About Church Finances

The Ministry Description of the Church Treasurer

Helpful Hints For Serving As Clerk of Session

THE WORK OF THE ELDER

WHAT REQUIREMENTS ARE THERE FOR SERVING ON THE SESSION?
Our Book of Order says that the elders must:
§ be persons of faith
§ have dedication
§ show good judgment
§ live a manner of life that demonstrates the Christian Gospel to all
§ live either in fidelity within the covenant of marriage between a man and a woman, or chastity in singleness. Persons refusing to repent of any self-acknowledged practice which the confessions call sin shall not be ordained and/or installed as deacons, elders, or ministers of the Word and Sacrament.

The Book of Order says the duties of the elders are to:
§ strengthen and nurture the faith and life of the congregation
§ encourage the people in worship and service of God
§ equip and renew the people for their tasks within the Church
§ equip and renew the people for their mission in the world
§ visit and comfort and care for the people
§ give specific attention to the poor, the sick, the lonely, and those who are oppressed
§ inform the pastor of those people needing visits, attention, or care
§ inform the pastor of those structures in the church needing attention
§ cultivate an ability to teach the Bible

The Book of Order indicates that an elder may also serve the Session by
§ serving as a Clerk of Session
§ serving as a voting Commissioner to the Presbytery


An elder is ordained for life, but installed onto the Session for a specific term of up to three years. An elder who is no longer serving on the Session is still an elder, and is properly referred to as “an elder in reserve.” Whether on the Session or not, every elder remains responsible to serving as a spiritual leader of the church.

THE WORK OF THE SESSION

The duties of the session are described in chapter 10 of the Book of Order. How sessions meet these obligations may change from one church to another. These duties, and how we accomplish them at Good Shepherd, are:

1. Training the members of our church in evangelism is the first specific duty of the Session at Good Shepherd Presbyterian Church. (G-10.0102a)

We do this at the Good Shepherd Presbyterian Church through OUR OUTREACH AND MISSION TEAM and

2. Our Session receives new members (G-10.0102b)

We do this at the Good Shepherd Presbyterian Church through OUR OUTREACH AND MISSION TEAM and as a SESSION

3. Our Session leads the congregation in the mission of the Church by serving in and beyond the congregation. (G-10.0102c, G-10.0102g, G-10.0102j)

We do this at the Good Shepherd Presbyterian Church through OUR OUTREACH AND MISSION TEAM

4. Our Session oversees and provides for worship (G-10.0102d)

We do this at the Good Shepherd Presbyterian Church through OUR WORSHIP TEAM

5. Our Session is responsible for the spiritual life and growth of our members. (G-10.0102e)

We do this at the Good Shepherd Presbyterian Church through OUR DISCIPLESHIP AND SERVICE TEAM

6. The Session teaches and encourages our members to be generous with their time, talent and money. (G-10.0102h)

We do this at the Good Shepherd Presbyterian Church through OUR COMMUNICATION AND RESOURCES TEAM

7. The Session is responsible for the “business” area of the church’s life – the property and the finances. (G-10.0102i, G-10.0102o)

Much of the work in this area is under the care of OUR COMMUNICATION AND RESOURCES TEAM

8. The Session is responsible for maintaining the church’s records (G-10.0102s)

We do this at the Good Shepherd Presbyterian Church through OUR COMMUNICATION AND RESOURCES TEAM


9. The Session is responsible for training and preparing our elders and elders-elect (G-10.0102k)

We do this at the Good Shepherd Presbyterian Church through OUR DISCIPLESHIP AND FELLOWSHIP TEAM

10. Our Session keeps us connected with the rest of the Presbyterian Church, USA (G-10.0102p)

We do this at the Good Shepherd Presbyterian Church through OUR OUTREACH AND MISSION TEAM

11. Ecumenical Relationships start with our Session (G-10.0102q)

We do this at the Good Shepherd Presbyterian Church through OUR OUTREACH AND MISSION TEAM

12. The Session also serves as the Church Court in matters of Discipline (G-10.0102r)

In the Presbyterian Church, most matters of discipline can be addressed informally and pastorally.


13. The Session is in charge of matters personnel, or human resources, of the congregation (G-10.0102n )

We do this at Good Shepherd through OUR PERSONNEL COMMITTEE.

14. The Session also serves as the Board of Deacons (G-6.0402 and 6.0407)

The Book of Order says in G-6.0407: A congregation by a majority vote may elect not to use the office of deacon. In such a case, or in the case where deacons cannot be secured, the function of the office shall always be preserved and shall devolve upon the elders and the session. The Book of Order also says in G-6:0402, that the duties of the deacons are to minister to those who are in need, to the sick, to the friendless, and to any who may be in distress, both within and beyond the congregation.

We do this at the Good Shepherd Presbyterian Church through both the DISCIPLESHIP AND FELLOWSHIP TEAM and the OUTREACH AND MISSION TEAM.

GUIDELINES FOR A STRONG SESSION

Every member of the Session should attend the monthly meetings. It should be rare that an elder is unable to attend a Session meeting.

Every member of the Session should prepare for every meeting by contributing to and reviewing the agenda prior to the meeting.

There should be a minimum of business that is not on the announced agenda. It is vital that as much information as possible be provided to other elders in order for us to be prepared to vote.

All elders should speak out.

Respect should be given to the committees and ministry teams in that the session should not try to recreate the committee’s entire work. However, committee recommendations should not be automatically adopted without serious consideration.

Respect must be given to all elders. Speak honestly, but in love.

Respect must be given to all session decisions. Even if you did not agree with the vote, you should be able to say, "We voted this way on the session." You should support the session's decisions.

No session meeting should last more than an hour and a half. If it does, it should be because the elders have agreed to continue the meeting. Since our meetings do not begin at a specific time, but begin after a lunch has been served, we should consider 2:00 PM as the limit for most meetings.

Remember your work is primarily that of the spiritual leader. Don't be confused by thinking that the session is a Board of Trustees conducting church administration. There is much business in the session, but our primary task is to be the spiritual leaders of the church.

BEING AN EFFECTIVE ELDER IN SESSION MEETINGS

1. KNOW YOUR PARLIAMENTARY PROCEDURE You don't have to be an expert, but you do need to know some basics. The basics are explained elsewhere in this manual.

2. PREPARE FOR THE MEETING One week prior to the meeting you will receive an elder's packet. This packet should contain the agenda, staff reports, committee reports and any other information you will need in order to prepare for the meeting.

3. GET ONTO THE AGENDA Prior to receiving the agenda, send your ministry team or committee report or your individual motions to the Clerk of Session.

4. WAIT YOUR TURN The order of business is determined by the agenda. Don't raise your items of concern while the session is in the middle of discussing something else. We discuss one thing at a time. By doing this, we ensure that everyone will have their turn.

5. SPEAK OUT Ask questions. Give opinions. Share information.

6. VOTE YOUR CONSCIENCE Even if it is obvious that everyone else will vote opposite from your stand, go ahead and vote the way you feel led. Not all decisions have to be unanimous.

7. RESPECT THE MAJORITY RULE If you are on the losing end of a vote, remember that we seek God’s will through Christ’s community of elders. It is the session that makes decisions and we must abide by them. Give your support even when it was not your first choice.

THE BASICS OF PARLIAMENTARY PROCEDURE

Our sessions operate within a framework of Robert's Rules of Parliamentary Procedure. This helps us to do our business quickly, fairly and orderly.

To make a motion, simply say, "I move that the session..." and then state the action you would like to see the session take. A motion ought to state clearly:
§ what we are doing
§ when we will do it
§ who will be responsible for it
§ how it will be funded, or the limit to which it will be funded.

The motion "I move that we paint the church" may be a much-needed motion, but it leaves so many unanswered questions that the elders will find at their next meeting that nothing has happened. "I move that the Communications and Resources Ministry Team arrange for the church to be painted this month using $300 from the maintenance budget" is a much better motion because it states what we are doing, when it will be done, who will do the work, and how it will be funded.

Every motion needs a second, unless it comes as a committee report. After the motion has been seconded, discussion can follow. Some of the most common results of a motion are
§ approval
§ disapproval
§ amending the motion, so that it changes slightly
§ substituting another motion, so that a completely different course of action is taken
§ tabling the motion
§ committing the matter to a committee for further study

Common mistakes to avoid:
§ Asking questions or discussing the motion when the moderator calls for a second. Solution: Wait for the second and then discuss.
§ Waiting until after the vote has been taken to ask questions or discuss the issue. Solution: Speak out before the vote.
§ Raising a new issue in the middle of a discussion. Solution: Wait until the session completes its discussion on the new youth program before you raise your idea about painting the sanctuary.
§ Being confused about what we are voting on, especially after a lengthy debate. Solution: When the vote is about to take place, ask the Clerk of Session to read the motion.

WHAT NEEDS SESSION APPROVAL?

It is sometimes difficult to know what the Session must approve, and what can be done by an individual elder or team. What must have Session approval? Here are a few guidelines that might help, but when in doubt present your action as an “information item” so that the elders, if they desire, may take action to approve, disapprove or amend.

WHAT DOES NOT NEED APPROVAL…

• A slight change or modification of an existing program,
• or the establishing of a program very similar to existing programs (a minor change of an existing program)
• promoting a program of the Presbyterian Church, USA,
• promoting a program of the Presbytery of Greater Atlanta

WHAT ARE SOME SPECIFIC THINGS THAT NEED APPROVAL…

• membership changes, including receiving new members, dismissing members, etc.
• the annual budget
• policy issues
• a completely new program unlike any we have been offering
• any program that will incur costs not included in the current budget
• any program of a Christian group outside the ministry of the Presbyterian Church, USA, or the Presbytery of Greater Atlanta
• Special Offerings -- Except for those currently approved by our Session
• Positional statements – Any statement that will be understood as representing the beliefs or views of Good Shepherd Presbyterian Church.
• Election of Clerk of Session
• Election of Treasurer or Presbytery Commissioners
• Election of elders who will represent the Session at Presbytery is appointed by the Session. (However, if the elected elder cannot serve, the pastors can usually appoint a replacement from among the elders).
• Approving candidates for and ordaining and installing members as elders onto the session
• Approval of celebration of Sacraments
• To call a congregational meeting
• Curriculum and material for use in church Bible Studies

If the Session has to approve special offerings, what are those offerings the session has already approved?

• (Helping Hands For Lilburn Co-Op Fund
• Weekly Missions Offering (designated by the Mission and Outreach Team)
• MOGS loan program for members
• One Great Hour of Sharing (Easter)
• Christmas Joy Gift (Advent)
• Presbyterian Homes (Mother’s Day)
• Thornwell Home for Children (Thanksgiving)
• Presbyterian Disaster Assistance offerings that go to specific disaster relief programs. Session has given approval for the pastor and Mission and Outreach to highlight any of these PDA offerings that would appeal to our members in a special way.
• Support of any of the approved mission projects of our church, such as Haiti mission trips, Rivers of the World, Mission India, Hispanic Fellowship, etc. These are usually designated at the time of the approval of our annual budget.

HELPFUL HINTS FOR COMMITTEE CHAIRS AND TEAM LEADERS

Always have a printed agenda sent to the members in advance. A printed agenda helps keep the meeting on track. Without a printed agenda, the first item of business often absorbs the entire time for the meeting, people go off on tangents, and the meeting will lack direction. The chair should put the agenda together and, if possible, send it out to members prior to the meeting.

Keep minutes. Be sure to keep a record of what you do. Provide the members with a copy of the minutes. Be sure to give one to the Moderator of the Session, our pastor.

Start with prayer. We are in the Lord's business and we need to ask His blessing on all that we do.

Approve the agenda. Other people on the committee may have items of concern. Immediately after opening with prayer, ask if there are other items of business to add to the agenda. This will help keep the meeting fair so that everyone will have an opportunity to speak out on their concerns, while at the same time helping maintain order and direction.

Make recommendations. Your committee will want to take some recommendations to the Session for approval. Write those motions down and give them to the pastor so they can be placed on the Session's agenda. Once they are in the pastor's hands, the pastor may work with the committee chair to modify the motion slightly. This will be done only to help clarify the motion's purpose.

Good motions include information. Who will do the action? When will the action be done? How will the action be carried out? How much money will it take and how will the funds be secured?

Motions need reasons. Feel free to write a rationale to be included on the Session's agenda that explains why this action is being taken.

Provide information. Not all actions of a committee will require a Session's approval. If it is not clear whether or not the action needs a motion, always have it included on the Session's agenda as an item for information. This way, the Session is free to make a motion for or against the action if the elders feel it is necessary.

WHAT EVERY ELDER NEEDS TO KNOW ABOUT CHURCH FINANCES

1. In the church, there is often no charge, but there is always a cost. We would never charge admission to worship, Sunday School, Prayer Meetings, or charge for pastoral visits. There is no charge, but there is a cost to each of these. Someone has to pay, and the costs are paid from the offerings. The budget is put in place to prepare for these costs.

2. The church should not MAKE money, but rather we should USE money. We are stewards of God's money. The church is a non-profit organization. We need to put every penny we receive to good use. Do not despair that we are always in a financial crunch. If we are bringing in too much money, it is probably a sign we are not doing enough work for the Lord!

3. Money is no object, when doing the Lord's work. If God wants the church to do something, He will provide. After all, God has all the money in the world (we just have to figure out where He put it)! The Session should not let money decide our actions. Don’t ask, “do we have enough money,” but rather, “is this God’s will?” If it is God’s will, it is our responsibility to carry out His will and to find a way to make it affordable.

4. The church is like a business, and we have to handle it like a business. We have to be accountable in our finances. We have to pay our bills. We have to use money wisely.

5. The church is nothing like a business, and we can't handle it like a business. In spite of number 4, number 5 is also true. We are in the faith business. We are not out to make money. We are out to use money. Many of the rules that apply to business simply do not apply to the church. Many of the common mistakes a session makes begins with the phrase, “In my line of work, this is the way we do this…”

6. Special Offerings are winners. People want to have control over their giving and enjoy giving to special needs. Very rarely does a special offering reduce giving to the general budget. Cutting special offerings or designated giving usually reduces income.

7. Approving a budget gives people permission to spend money without further approval. It is impractical for the session to approve purchases for paper clips and routine curriculum orders. The budget gives people, staff ministry teams and committees in the church pre-approved permission to spend money if the money is available (see #8 below)

8. The budget is governed by the giving of the people. What many teachers and civil employees often find difficult to understand is that just because the Session has approved a budget, doesn’t mean the money will be there. We don’t enforce taxation of members, we depend on their generous giving. This means that we must all work in harmony with each other and cooperate with the Communication and Resources Ministry Team.

9. The session controls the budget, the budget does not control the session. The budget is a tool. The budget does not bind the session and can be changed at any time. It is extremely rare not to adjust the budget in the course of a year.

THE MINISTRY DESCRIPTION FOR THE TREASURER

MINISTRY

The Treasurer’s mission is to assist the Session in providing a safe and accountable process for handling all income and expenditures of the church funds, and to work closely with paid staff and volunteers who are involved with the financial management of the congregation.



RESPONSIBILITIES

• See that a process of counting and recording of all offerings is done in accordance with the Book of Order’s requirement that the counting and recording of all offerings by at least two duly appointed persons, or a fidelity bonded person.
• Handle, or supervise the paid staff person who handles, the keeping of adequate books and records to reflect all financial transactions and to make sure these records are open to inspection by authorized church officers at reasonable times.
• Make periodic reporting of the financial activities to the board or boards vested with financial oversight at least annually, preferably more often;
• Work with those approved by the Session in the annual audit, or full financial review of all books and records relating to finances once each year by a public accountant or public accounting firm or a committee of members versed in accounting procedures. Such auditors should not be related to the treasurer (or treasurers). Terminology in this section is meant to provide general guidance and is not intended to require or not require specific audit procedures or practices as understood within the professional accounting community.
• Serve as member of the Communication and Resources Team

The following tasks shall be completed by the treasurer, or by a paid staff member who is supervised by the treasurer:

• keep a record of all contributions.
• post financial giving to contributors’ statements and prepare those statements for quarterly mailing.
• prepare for counting, recording and depositing each week all monies contributed to the church.
• Prepare monthly, quarterly and annual statements with the Communication and Resources Team.
  
  

HELPFUL HINTS FOR SERVING AS CLERK OF SESSION

What the Book of Order has to say about the work of the Clerk of Session:
G-9.0203a. The clerk shall record the transactions of the governing body, keep its rolls of membership and attendance, preserve its records carefully, and furnish extracts from them when required by another governing body of the church. Such extracts, verified by the clerk, shall be evidence in any governing body of the church.
G-9.0203b. The clerk of the session shall be an elder elected by the session for such term as it may determine. The clerk of a presbytery, a synod, and the General Assembly shall be called stated clerk, shall be elected by the governing body for a definite term as it may determine, and must be eligible for membership in the governing body.
The General Assembly offered this interpretation of the Book of Order in 1988: An elder, not currently active on session, may serve as clerk of session. (GA 1988, 137, 12.187, Com. 4-88).

Stated Session Meetings
Ø Send out request to staff and elders for session meeting agenda items. Do this a week to 10 days ahead of the meeting date.
Ø If the Moderator does not prepare the agenda, then the Clerk of Session should prepare a draft session agenda and email to Moderator on Tuesday before the meeting date.
Ø After the Moderator has had an opportunity to make corrections or revisions, a final agenda packet is emailed to the Session members and to the staff. Ask the Office Manager to put a few hard copies in your box for anyone who has a problem opening or printing the email attachment.
Ø Make sure meeting tables/chairs are set up.
Ø During the meeting, record attendance, motions and action taken during the meeting.
Ø During the meeting, provide information as requested and as able regarding previous actions of the Session.
Ø By the Tuesday following the Session meeting, send out draft of minutes for review. Staff and elders will need these in order to follow-up or implement on Session’s decisions.
Ø Include a motion to approve the minutes in the next month’s session agenda.
Ø Notify the Office Manager when the minutes have been approved so the minutes can be printed for Clerk’s and Moderator’s signatures.
Ø The Office Manager will copy the minutes on appropriate paper and place them in the official record book. It is, however, the responsibility of the Clerk of Session to see that this is being done.

Called Session Meetings
Ø If the Moderator has not done so, notify staff and elders the date, time, place, and purpose of any called session meetings.
Ø As soon as possible after the Called Session meeting, send out draft of minutes for review. Staff and elders will need these in order to follow-up or implement on Session’s decisions.
Ø Include a motion to approve the minutes in the next month’s session agenda.
Ø Notify the Office Manager when the minutes have been approved so the minutes can be printed for Clerk’s and Moderator’s signatures.


Congregational Meetings
Ø Provide advance notification (two successive Sundays) in accordance with Book of Order for any congregational meetings.
Ø Record and prepare minutes for congregational meeting. Approve at next stated session meeting.

Baptisms
Ø A pastor will notify the Clerk of Session when baptisms are requested. Include a motion in the stated session minutes.
Ø A pastor will notify Clerk of the date and service for the baptism. Clerk will represent the session or get another active elder to represent the session and participate in the baptism.

New Members and Transfer Requests
Ø Include as a motion in the session agenda/minutes for the acceptance of new members and the transfer of existing members. Coordinate transfer requests and notification with Office Manager.

Membership Data Base and Registers
Ø Coordinate with Office Manager to insure the membership data base stays up to date. Also, periodically review with her the current status of registers (marriages, baptisms, elders, pastors).

Correspondence
Ø A lot of correspondence is received addressed to the clerk; e.g. from Presbytery. Review the correspondence and handle accordingly, often routing to the appropriate ministry team chairperson for handling. Depending on the nature, you may want to include some as informational items in the next session agenda.
Ø Occasionally sign correspondence and forms as officer of the church.

Commissioners for Presbytery
Ø Determine the dates for Presbytery meetings during the year.
Ø Select and record in the minutes the elder commissioners who will attend. Usually do this the month preceding the Presbytery meeting. Good Shepherd sends three elder commissioners. Include a report (written or verbal) from the commissioners in the agenda at the following session meeting.

Check Signing
Ø Clerk has served as a back-up to other approved check signers. The Office Manager will call when assistance is needed.

Relationships with Presbytery, Synod and General Assembly
Ø Prepare for review of prior year’s minutes with Presbytery. Presbytery will notify the Clerk of Session regarding date, location, and the checklist. The review is usually late February or early March.
Ø The Clerk of Session is responsible for a portion of the Annual Statistical Report to General Assembly and Presbytery, which is completed in January. The Treasurer and pastors may also have portions they are responsible for. The Clerk is the one who is ultimately responsible for seeing that the entire report is finalized and mailed on time.
Ø The Clerk of Session is responsible for reminding Session to elect commissioners to the Presbytery meetings. This can be done annually or prior to each individual meeting.
Ø The Clerk must occasionally complete various forms for Presbytery, such as the certification of the pastors’ change in terms of call.

Keeping Minutes of a Session Meeting
Ø Every set of minutes should contain the following information.
Ø The name of the church
Ø The date, time, and place of the meeting
Ø Whether the meeting is called or stated
Ø The names of the moderator, elders, and others who are present
Ø The names of the absent members may or may not indicate if the absence was excused – this is up to the will of a particular Session.
Ø The opening with prayer
Ø Attesting that a quorum is present
Ø Approval of minutes of previous meetings
Ø All main motions, except those withdrawn, and whether the motions pass or fail
Ø Significant portions of reports
Ø The time of the meeting’s closing
Ø Closing with prayer
Ø Attesting by the moderator and the clerk by their signatures

When motions are passed unanimously, it is not necessary to state the unanimity. When motions have dissenting votes, the vote could be recorded by terms such as “by majority” or “with 1 exception”. Persons casting dissenting votes may request that their vote be recorded by name. It is neither necessary nor advisable to summarize the discussion prior to a vote.

The reports presented can be recorded as “received” which indicates the report has been read or heard but does not necessarily indicate agreement with all aspects of the report.

The minutes should contain, in addition to any actions taken, only those aspects that might be important to future readers of the minutes. After the minutes have been approved by the session, they should be placed in the official Minute Book and signed by the moderator and the clerk. The Minute Book needs to be kept in a secure fireproof environment – at Good Shepherd we have a special file cabinet for this purpose.