Minute Taker’s Training Presbytery of Tampa Bay

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

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.

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

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

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

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

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.

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.

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

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

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

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

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

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

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

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

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

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

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

Regional COMs (RCOM) Quorum: Majority of members

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

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

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

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

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

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

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-10.0204a

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

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

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.

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

Q&A