Presbytery Review Form 2008
CHECK LIST TO BE USED FOR THE REVIEW OF 2015 MINUTES BY THE S.D. PRESBYTERY Page 1
Presbytery of San Diego – Ecclesiastical Committee
CHECK LIST FOR THE ANNUAL REVIEW OF SESSION RECORDS
Presbytery Review Date: / Reviewer:Church Name: / Clerk of Session:
Beginning Page Number in Minutes for Year Being Reviewed / Ending Page Number in Minutes for Year Being Reviewed
This checklist is to be used for the Annual Review of Session Records as required by the Book of Order (BO) G-3.0108a and is helpful as a guide for preparing the Session Minute Book and the Church Register.
The purpose of the review of records is not to find fault, but to determine if proceedings have been correctly recorded and to determine if records:
1.Sufficiently record congregational meetings and session actions;
2.Establish a comprehensive historical and legal record of the life and work of the church;
3.Conform to the requirements of the BO, the California nonprofit religious corporation laws, and the Standing Rules of the Presbytery of San Diego.
Prior to the Annual Review, each Clerk of Session shall prepare this Checklist by identifying one (1) representative Session Minute Book page number for each item in the Checklist. If an item is not applicable, place an "N/A" in the “PAGE” column. The Check List must be provided with the Session Minute Book and Church Register(s) when they are submitted for the annual review by peers under the leadership of the Presbytery Ecclesiastical Committee. The completed Checklist is returned to the Clerk with the Minute Book and Church Registers. Clerks should contact the reviewer identified on the Checklist if there are any questions regarding the review.
Following the review, the Ecclesiastical Committee annually reports to the Presbytery the number of Exceptions found in each review. All Exceptions should be corrected and the action noted in the next Session minutes. Please note that items in BOLDare Exceptions, and if the item is not recorded in the minutes, it will be written up as an Exception and reported to Presbytery.
FOR PRESBYTERY USE ONLYWHAT MINUTE PAGE CONTAINS THE FOLLOWING: / PAGE / YES / NO / COMMENTS
1. Presbytery stamp from previous year’s review in Minutes Book
2. Session minutes show the following:
a. The date of the prior year’s Presbytery review?
(G-3.0108a)
b. A report to Session listing all Exceptions identified on checklist? (G-3.0108c)
c. Clerk’s reply to last year’s Exceptions, noting corrective action taken? (G-3.0108a)
d. The recording of a periodic review of the records of the Board of Deacons by the Session? (at least annually)
3. a. Previous Session meeting minutes approved and signed by Clerk of Session
b. Previous congregational minutes approved by Session or Congregation and signed by Moderator (optional) and Clerk of Session
CHECK LIST TO BE USED FOR THE REVIEW OF 2015 MINUTES BY THE S.D. PRESBYTERY Page 1
WHAT MINUTE PAGE CONTAINS THE FOLLOWING: / PAGE / FOR PRESBYTERY USE ONLYYES / NO / COMMENTS
4. Items to be shown in recording each Session Meeting:
a. Date, time, place and type of each Session meeting?
b. For each Special Session meeting, by whom called and for what purpose? (G-3.0203)
c. Name of presiding moderator for each meeting? (G.30201)
d. If not, who moderated the meeting? (G.30104)
e. Was the authority of the above cited if not the pastor? (G.30104)
f. Quorum present? (1/3 elders, no less than 2)
(G-3.0203)
g. Meeting opened and closed with prayer? (G-3.0105)
i. Elders / pastor(s), present, absent or excused?
j. Visitors and guests identified?
k. Recording of the names of Session members if any dissent with an action of the Session? (G-3.0105a)
5. Annual Statistical report to General Assembly attached to or included in Session minutes, showing that the report was submitted and including information regarding the composition of Session and membership gains and losses (G-3.0202f)
6. A joint meeting of Session and the Board of Deacons? (optional but must be recorded in minutes if held) (G-3.0204)
7. Regarding Presbytery Commissioners:
a. Recording of their attendance at Presbytery meetings? (G-3.0202a)
b. Recording of their reporting on Presbytery meetings; specify who made the report (G-3.0202a)
8. Approval of the budget for next year (G-3.0205)?
9. Report of an annual review (or audit) of all financial books and records? (G-3.0113)
10. Periodic financial reports, listing previous balance, receipts, special offerings, disbursements, current balance? (G-3.0205c)
11. Items to be approved annually by Session (in omnibus motion?)
a. Election of the Clerk of Session and any pro-tem clerks elected for one or more meetings, noting term of office (G-3.0104)
b. Election of treasurer (G-3.0205)
c. Election of Commissioner(s) to Presbytery
(G-3.0202a)
d. Dates for celebrating Communion (Note approval in prior year, if applicable) (G-3.0201b)
e. Administering Communion to shut-ins and authorizing officers or church members to assist
(G3.0201b)
f. All special offerings (e.g., OGHS, Peace, Christmas Joy, Disaster Relief) (G-3.0205)
FOR PRESBYTERY USE ONLY
WHAT MINUTE PAGE CONTAINS THE FOLLOWING: / PAGE / YES / NO / COMMENTS
12. Training/Ordination of Officers
a. The completion of study or training for Elders and Deacons? (G-3.0201c)
b. Approval for ordination &/or installation of Elders and Deacons? (G-2.0402)(G-3.0201c)
c. Installation recorded in minutes and Register?
(G-3.0204b)
13. Ensure compensation for pastor(s) meets or exceeds the minimum requirements of the Presbytery for the reporting year. (G-2-0804)
14. Employment of Pastors, Associate Pastors, Interim Pastors, Stated Supply, & Parish Associates; record above in register. (G-3.0204b)
15. Session action on any resignation or removal of elected church officers; record above in register.(G-2.0405)
16. Session approval for all baptisms, listing names in full and date; list names of infant and parents for infant baptisms; record in register. Cite reason if not pre-approved. (G-3.0204b) (W-2.3011 (a)
17. Is there an appropriate entry in the Minutes & Register showing marriages performed ofallmembersof thechurch,allmarriagesconductedbytheministerial staffofthechurch,andallmarriagesperformedonchurch property; listing names in full and officiating pastor?
(recommended) G-3.0204(b)
18. Recording changes to real property or loans
a. Recording Session or Trustee action in recommending to the congregation the sale, purchase, mortgaging or leasing of real property and all loans? (G-4.0206a,b)
b. If approved by the congregation, recording Session action to request Presbytery approval?
c. Recording full record of Presbytery action on such requests?
19. Items to be shown in recording each Congregational Meeting
a. Recorded as annual, “special” or adjourned; if special, by whom called and for what purpose
(G-1.0501)
b. Meeting moderated by the Pastor? If not, by whom? If not, recorded showing Session concurrence or Presbytery appointment (G-1.0504); for discussions of pastoral salary, show who lead the meeting in the pastor’s absence
c. Date, time, place of meeting
d. Adequate notice of meeting made to members recorded? (G-1.0502)
e. Quorum declared present? (G-1.0501)
f. Meeting opened and closed with prayer? (G-3.0105)
FOR PRESBYTERY USE ONLY
WHAT MINUTE PAGE CONTAINS THE FOLLOWING: / PAGE / YES / NO / COMMENTS
20. Congregational action taken regarding the sale, purchase, mortgage or lease of real property as recommended by Session, approved by Presbytery? (G-1.0503d)
21. Recording of annual congregational approval of the terms of call of the Pastor(s) for the year being reviewed, as recommended by Session; itemized terms to be shown in Minutes (G-2.0804, G-1.0503c)
22. Recording of congregation action to consent to call a pastor or to dissolve a pastoral relationship; the count is to be recorded in the Minutes (G-1.0503b)
23. Officer Elections
a. Election of Elders, Trustees, Deacons and Congregation Nominating Committee with ballot votes recorded, if applicable (G-1.0503a)
b. Nominations were called for from the floor?
(G-2.0401)
c. Are the elected Elders & Deacons recorded in the Register, with term of service indicated? (G-3.0204b)
24. Report must be made to Session that Property & Liability coverage is in place (G-3.0112)
25. Minutes must note that a sexual conduct policy is in place (in a document such as a manual of operation or standing rules) (G-3.0106)
26. Membership rolls
a. Annual review of membership rolls with Session approval of change in membership status?
(G-3.0204a)
b. Are there appropriate Register entries?
(G-3.0204b)
27. Removal of members from roll with reason; appropriate entries made in register: (G-3.0204a)
a. Certificate of Transfer (including receiving church)
b. Request for termination
c. Deceased.
28. Session enter in register & examine and receive members by:
a. Certificate of Transfer (include losing church)? (G-1.0303b)
b. Profession of Faith? (G-1.0303a)
c. Reaffirmation of Faith? (G-1.0303c)
29. Session reception of Affiliate Members; register entries made? (G-1.0403)
CHECK LIST TO BE USED FOR THE REVIEW 2015 MINUTES BY THE S.D. PRESBYTERY Page 1
ChurchName / Clerk
Reviewer / Phone # / Date of Review
EXCEPTIONS
No. / Check List No. / CommentsADMINISTRATIVE CORRECTIONS
No. / Check List No. / Comments