HANDBOOK OF REPORTS

for the

154thSTATED MEETING

of the

SHENANDOAH PRESBYTERY

MAY 8, 2012

Place:

LexingtonPresbyterian Church

Lexington, VA

540-463-3873

Shenandoah Presbytery is a covenant body where:

~congregations are empowered to be centers for missions,

~people of God are equipped to be disciples of Christ in a challenging world,

~church professionals are nurtured and strengthened for service,

~open communication and information are used constructively and creatively to keep us connected.

MEMO TO:Pastors and Commissioners to Presbytery

FROM:Dan Williams, Stated Clerk (acting)

DATE:April 24, 2012

RE:MAY 8 MEETING OF PRESBYTERY

The Presbytery of Shenandoah will meet in stated session at the Lexington Presbyterian Church in Lexington, Virginia, on Tuesday, May 8, 2012. A nursery will be provided for babies and small children. For childcare, please contact the church at 540-463-3873 no later than May 4, so that proper arrangements can be made.

LUNCH can be purchased before the convening hour of 9:30 a.m. for $5.00

IF YOU HAVE SPECIAL DIETARY NEEDS, PLEASE PHONE THE CHURCH AT 540-463-3873NO LATER THAN MAY 4.

HANDBOOK

The Handbook of Reports will be available on Presbytery’s web site The Handbook contains essential information for advanced study to enable Presbytery to make informed and prompt decisions. Please be sure all voting members of Presbytery receive a copy. They include all pastors and elected commissioners.

1) Lexington Presbyterian Church is "landlocked", and has no immediate access to a large parking lot. The City of Lexington recently implemented a new parking management system in the downtown area which only allows for limited time parking. To avoid having attendees drive all over the downtown area to find the few extended time parking slots, (and to prevent folks from getting tickets!!!), we are providing a shuttle service from a lot reasonably close to the church. We will have Handicapped Parking and Drop-off/pick up slots coned off at both the front, (Main St), and rear, (Randolph St) of the church.
Accordingly, we are asking that as many attendees as possible carpool. When arriving at the Church, please drop offyour passengers and proceed to the Shuttle lot.

Shuttles will be running continuously during the morning for arrivals. We will begin a scheduled return service after lunch -- this schedule has not been determined as of yet, but I anticipate 30 minute intervals. It will be published as soon as we have it.

2)Directions: Lexington Presbyterian is located at the intersection of Main and Nelson Streets, Highways US-11 (business) North) and US-60 in the center of Lexington.

If you are travelingnorth or south on I-81, take exit 188 B(US-60 West) toward Lexington. At the first stop light you will see a Hardee's on your left.(Shuttle parking is in the large parking lot directly behind Hardee's.) After passing through the light at the Hardee's, travel to the 4th stop light (Randolph St) and turn left. The rear of the church will be on the right, halfway down the block. You may drop passengers off here. Church volunteers will be there to direct you to registration. Drivers may continue to the end of the block, turn right on Preston St., then right on Main St. (which will take you in front of the church), then right on US-60 (Nelson St.) and return to the parking lot behind Hardee's to be shuttled to the church.

Drivers are encouraged to car pool and we'd again requestdriversdeposit passengers at the church and return to the Shuttle lot. This will ease the load on the shuttles and hopefully allow the process to be much quicker.

i

INFORMATION PERTAINING TO MEETINGS OF PRESBYTERY

Number of Meetings – Our Book of Order (G-3.0304) requires presbytery to hold stated meetings at least twice each year. There will be four STATED meetings for 2012: February 11, May 8, August 25, and November 13. (See Manual, 7.1.1)

Kind of Meetings – Besides stated meetings there are adjourned meetings and special meetings.

Adjourned Meetings – Held to conclude unfinished business of preceding stated meeting. New Business may be placed on docket.

Special Meetings – The moderator shall call a special meeting at the request of, or with the concurrence of, two ministers and two elders being of different churches. Should the moderator be unable to act, the stated clerk shall, under the same conditions, issue the call. If both moderator and stated clerk are unable to act, any three ministers and three elders, the elders being of different churches, may call a special meeting. The Synod may direct the Presbytery to convene a special meeting for the transaction of designated business. Notice of a special meeting shall be sent not less than ten (10) days in advance to each minister and to the session of every church. The notice shall set out the purpose of the meeting and no other business than that listed in the notice shall be transacted. (Manual, 7.1.4)

Who Determines Type of Meetings? – The presbytery itself. If the business at a stated meeting is not completed in the time allowed on the docket, then the presbytery votes to extend the time on that day or votes to schedule an adjourned meeting later. Special meetings may be called in conformity with presbytery’s policy, expressed in its manual (7.1.4).

Docket Preparation – The Presbytery Meeting Planning Committee composes the docket. Time periods for committee reports are arranged in consultation with chairs and others responsible for reports.

Docket Problems – The times listed for the presentation of reports are only general orders, and not orders of the day, unless specifically noted (see Procedural Rule A). Frequently, debate bogs down over procedural matters, and controversial issues create considerable discussion. Presbytery can always limit debate. Candidates and transferring ministers of necessity may require special considerations for their examinations because of such things as travel schedules and seminary schedules. The docket may be amended at any time during the meeting. Commissioners should be aware of possible extension of time needed for such amendments and the possible delay in adjournment.

ii

PROCEDURAL RULES

  1. A report of any agency of presbytery requiring more than 10 minutes of presbytery time shall be made an Order of the Day with an allotted time period. Any committee requiring more than the allotted time shall conclude its report following new business.
  1. Reports having been provided in advance, the committee chair will not read the report except to make reference to a few highlights of the report and to recommendations by numbers, moving their adoption.

Any report not so circulated shall not be received by the presbytery except by permission of two-thirds present and voting. If a group wishes to submit such a report, a person shall summarize its content and purpose before the vote is taken.

C.On matters where there may be deep concern, possible controversy or lack of information, the division or committee making the report shall provide critical background information, so that the presbytery may expeditiously make wise and considered decisions.

D.Debate shall be free and open, with equal time being given to proponents and opponents insofar as possible.

E.Any member of the presbytery desiring to speak must stand, identify themselves by name and church, be recognized by the moderator, and go to a microphone, if available.

F.A member of the presbytery may speak twice on any particular motion, and not for more than a total of five minutes, but the second time may only be granted after all who have not yet spoken have had an opportunity to do so. The maker of the motion is entitled to speak first, if desired.

G.Lengthy motions must be written out and presented to the Stated Clerk.

  1. References to the following procedures from Robert’s Rules of Order may prove useful:

1.A division or committee recommendation does not require a second to be on the floor. (Section 7, p. 69)

2.Other motions require a second prior to discussion or action. (Section 4, p. 28-30)

2012When there is no apparent disagreement or objection to a motion, the moderator may declare it is adopted by common or general consent.

  1. No flash photography will be allowed during the worship service at meetings of presbytery.
  1. When presbytery meets in a location where seating is limited, priority shall be given to voting members for seating within the meeting area. If it is necessary to use other rooms for overflow seating, visitors and other non-voting members shall use these areas.

QUORUM:“A quorum of the Presbytery shall be any ten teaching elders and ten ruling elders from at least ten different churches and three mission communities.” (Manual, 7.5.12)

iii

Seeking to be Faithful Together:

Guidelines for Presbyterians During Times of Disagreement

In a spirit of trust and love, we promise we will . . .

Give them
a hearing . . .
listen before
we answer
John 7:51
and
Proverbs 18:13 / 1Treat each other respectfully so as to build trust, believing that we all desire to be faithful to Jesus the Christ;
we will keep our conversations and communications open
for candid and forthright exchange,
we will not ask questions or make statements in a way which will intimidate
or judge others.
2 Learn about various positions on the topic of disagreement.
3 State what we think we heard and ask for clarification before responding, in an effort to be sure we understand each other.
Speak the
truth in love
Ephesians 4:15 / 4 Share our concerns directly with individuals or groups with whom we have disagreements in a spirit of love and respect in keeping with Jesus’ teaching.
5 Focus on ideas and suggestions instead of questioning people’s motives, intelligence or integrity;
we will not engage in name-calling or labeling of others
prior to, during, or following the discussion.
6 Share our personal experiences about the subject of disagreement so that others may more fully understand our concerns.
Maintain the
unity of the
spirit in the
bond of peace
Ephesians 4:3 / 7 Indicate where we agree with those of other viewpoints as well as where we disagree.
8 Seek to stay in community with each other though the discussion may be vigorous and full of tension;
we will be ready to forgive and be forgiven.
9Follow these additional Guidelines when we meet in decision-making bodies:
urge persons of various points of view to speak and promise
to listen to these positions seriously;
seek conclusions informed by our points of agreement;
be sensitive to the feelings and concerns of those who do not agree with
the majority and respect their rights of conscience;
abide by the decision of the majority, and if we disagree with it and wish
to change it, work for that change in ways which are consistent with the
Guidelines.
10 Include our disagreements in our prayers, not praying for the triumph of our viewpoints, but seeking God’s grace to listen attentively, to speak clearly, and to remain open to the vision God holds for us all.

Iv

ANNOUNCEMENTS

IF YOU ARE A FIRST TIME ELDER, BE SURE AND PICK UP YOUR

SPECIAL BADGE AT THE NAME TAG TABLE

VOTING MEMBERS OF SHENANDOAH PRESBYTERY

All ministers enrolled in Shenandoah Presbytery

Ruling elders commissioned to churches

Ruling elders from each church session

0-400 members = 1 ruling elder

401-800 members = 2 ruling elders

801-1200 members = 3 ruling elders

1201+ = 4 ruling elders

Ruling Elders who serve in the following capacities shall be enrolled as members of

Presbytery for the term of their service:

  • moderator or vice moderator of presbytery
  • chair or vice chair of council
  • member of council
  • chairperson or moderator of a committee or commission
  • exempt employees of the Presbytery (on at least a half-time basis)
  • Commissioned Ruling Elders providing particular pastoral services, as authorized by presbytery
  • Certified Christian Educators who are serving in an educational ministry under the jurisdiction of the presbytery

Such service does not count towards the number of ruling elders a congregation is entitled to send.

v.
DOCKET

(Members of Presbytery are urged to be registered and seated by 9:30 a.m. If not yet registered, please do so right after worship)

8:30 a.m.REGISTRATION BEGINS

9:30 a.m.Call to Order with prayer

Worship – the Maury River Mission Community/The Sacrament of the Lord’s Supper

10:30 a.m.Determining a Quorum

Welcome and Introduction of Guests

First time commissioners

Seating corresponding members

Appointments by the Moderator

Correction and Approval of Minutes

New Business

Adoption of the Docket

Communications and Report of the Stated Clerk – pages 2-3

Omnibus Motion – page 4

Presbytery Staff Reports

Representative of host church

11:00 a.m.ORDER OF THE DAY – See pages 13-14

Helen Locklear – Board of Pensions Regional Representative

11:10 a.m.ORDER OF THE DAY

Olanda Carr, Jr. – Presbyterian Foundation Ministry Relations Officer

11:15 a.m.Committee on Ministry – Rich Reifsnyder , pages 15-16

12:00 p.m.Communications Committee – Tom Holden

12:10 p.m.Committee on Preparation for Ministry – Amy Fetterman, page 17

12:15 p.m.Moffett for Mission

12:25 p.m.Nominations Committee – Dick Johnson

12:30 p.m.Lunch

1:30 p.m.Intercessory Prayer

1:35 p.m.Acting General Presbyter – Randy Webb

1:50 p.m.Presbytery Council – Karen Thatcher, page 18

2:00 p.m.Church Development

2:05 p.m.Professional Development – Rachel Crumley

2:10 p.m.World Wide Ministries – Carl Howard

2:15 p.m.Stated Clerk – Dan Williams

2:25 p.m.Anticipated Adjournment

1
REPORT OF THE STATED CLERK

ACTION ITEM:

Separation Guidelines. While applying the amendments to the Separation Guidelines approved at the April 17 special meeting, a couple of issues surfaced in section VI. When the amended first sentence of section VII was moved to become the first sentence of Section VI, it created a redundancy with the original first sentence that became the second sentence. The lined-out text, below, was editorially removed to correct this problem, as this action did nothing to change the meaning of the policy at this point.

2012In the event that the vote for dismissal is two-thirds or more of active members present and voting, the session and the Administrative Commission shall proceed with a plan of separation. Negotiation Topics. If the outcome of the preceding process indicates dismissal should be pursued, The administrative commission and the session shall discuss the following points.

After the meeting, it was suggested that part of the text that was removed at original lines 66-68 be reinserted at this location. It was determined that this should be done by amendment, and not as an editorial insertion.

Proposed Amendment: In Section VI, first sentence, after the word “proceed,” to strike out “with a” and insert “to develop a reasonable and orderly.” The new sentence would then read, “In the event that the vote for dismissal is two-thirds or more of active members present and voting, the session and the Administrative Commission shall proceed with ato develop a reasonable and orderly plan of separation.

With advance notice, the action to amend something previously adopted requires only a simple majority, and not two-thirds of those present and voting.

POLITY CORNER: ELECTRONIC MEETINGS

Robert’s Rules of Order, Newly Revised, 11th Edition (RONR) is available in a new edition, published in September 2011. According to G-3.0105, this edition is the parliamentary authority for all meetings of councils within our denomination.

This new edition of RONR has guidance on electronic meetings, which was not covered in earlier editions. To hold electronic meetings, RONR stipulates that they must be authorized in the bylaws of the organization. (In our churches, this authorization usually would be expressed in the council’s operations manual.) Here is what RONR says on the subject:

Among some organizations, there is an increasing preference … to transact business at electronic meetings – that it, meetings at which, rather than all participating members being physically present in one room or area as in traditional (or “face-to-face”) meetings, some or all of them communicate with the others through electronic means such as the Internet or by telephone. A group that holds such alternative meetings does not lose its character as a deliberative assembly (see pp. 1-2) so long as the meetings provide, at a minimum, conditions of opportunity for simultaneous aural communication among all participating members equivalent to those of meetings held in one room or area … If electronic meetings are authorized, it is advisable to adopt additional rules pertaining to their conduct. (RONR, p. 97, lines 15-32)

The need for “simultaneous aural communication” is consistent with the Historic Principles of Church Government first stated by our denomination in 1797: “Decisions shall be reached in councils by vote, following opportunity for discussion and discernment, and a majority shall govern” (F-3.0205).

2

The authorization for electronic meetings would most properly appear in the manual definition of meetings. For instance, the Manual of Shenandoah Presbytery defines meetings in its procedural rules:

7.1.2. Kind of Meetings:

Besides stated meetings there are adjourned meetings and special meetings.

To allow for electronic meetings, something like the following should be added to this passage: “Presbytery and its committees, task forces, and entities may hold electronic meetings so long as the opportunity for simultaneous aural communication is maintained.”

As to additional rules governing electronic meetings, RONR suggests the following:

  • Notice for the meeting should give adequate instructions as to how to access the meeting electronically, especially the Internet address or telephone number to use.
  • The type of equipment or computer software required for participation in meetings, who is responsible for providing it, and contingencies for technical difficulties or malfunctions.
  • Methods for determining the presence of a quorum, and the conditions under which a member may raise a point of order doubting the presence of a quorum.
  • Methods for seeking recognition and obtaining the floor, means for submitting motions, and taking and verifying votes.

RONR, p. 98f., lines 30ff.

Once again, the key to all of this is that electronic meetings must provide for simultaneous aural communication equivalent to that which exists when all participants are physically in the same room. Examples include conference calls, Go-to-Meeting.com, Skype calls, Face Time calls on iPhones, and video conferencing. Certain electronic means do not meet the standards established by RONR, such as handling business by email, regular mail, fax, chat rooms, or by text message. According to RONR, such technologies do not constitute a deliberative assembly, and is not recommended. “Any such effort may achieve a consultative character, but it is foreign to the deliberative process as understood under parliamentary law.” (RONR, p. 98, lines 17-19).