Administrative Commission Training

1. Administrative Commission Training Cliff Creel Stated Clerk Presbytery Northern New England

2. Commission vs. Committee (G-3.0109) • Committee • studies and recommends • carries out decisions already made • Commission • considers and concludes matters • scope of powers stated specifically • COM / CPM • Committees with some Commission powers

3. AC Basic Features (G-3.0109b) • Empowered to consider and conclude matters referred to it. • AC is given a specific scope of authority and responsibility. • Must keep a full record of proceedings. • Must report actions to Presbytery.

4. An Administrative CommissionisPresbytery(within the scope of the commission)

5. Functions of AC (G-3.0109b) • Include but not limited to • ordain and install teaching elders • organize, merge or dissolve churches • inquire into and settle differences • receive candidates • pastoral inquiry re D-10.0401c • other duties as determined by the Presbytery

6. Dissolve Pastoral Relation • Authority must be specifically given by presbytery. G-3.0109b(5) • An installed pastoral relationship may be dissolved only by the Presbytery (G-2.0901) • There shall always be a meeting of the congregation to consider the matter. (G-2.0901) • If pastor and congregation agree, the relationship can be dissolved by COM. Otherwise, certain due process must be afforded to the congregation and pastor. G-2.0902/3 • The Presbytery may dissolve the pastoral relationship when the church’s mission under the Word imperatively demands it. G-2.0904.

7. AC Membership (G-3.0109b) • Currently guided by the Presbytery Manual and Book of Order. • No fewer than 5 members (formerly 7). • Ruling elders from same church are permitted as long as they constitute less than half of the total ruling elders. • Half teaching and half ruling elders (or close as possible) • Balance gender • Ethnic composition to match Presbytery as much as possible.

8. Quorum • Guided by Presbytery Manual. • A quorum is a majority of the commission members unless Presbytery places a higher number. • With 7 members, quorum is 4, with 5 members, the quorum is 3.

9. Decisions • Provide regular report to presbytery. • Actions do not need presbytery approval if within scope of commission. • Actions can be rescinded or amended in the same manner as any other decision of the presbytery. • An AC must exercise care to remain within the bounds of the authorities granted to it. • It additional authorities are needed, they can be requested from the Presbytery.

10. Responsibility • AC is expected to conclude its mission in an efficient and timely manner. • AC determines how it will organize and operate. • AC cannot delegate its responsibilities or authorities to others. • AC may appoint committees or task groups without decision making authority.

11. Leadership • AC Moderator is appointed by Presbytery. • AC should elect a vice moderator • AC must elect a clerk. • Recommend that these be fixed for the duration of the commission.

12. Minutes • Minutes of the commission are presbytery minutes. • Write and review with the understanding that the Administrative Commission minutes will go into presbytery minutes verbatim. • All minutes sent to Stated Clerk.

13. Minutes • Time and place of meeting. • Name of moderator and statement of quorum present. • Open and close with prayer. • List of those present, absent and excused. • Record all motions. • Time of adjournment and time of next scheduled meeting.

14. Minutes • All motions must be in the minutes. • Do not summarize controversial discussion in the minutes. • May include information of interest to those reading the minutes. • But, take care with sensitive information.

15. Minutes • Minutes must be approved by the AC in a subsequent meeting. • Minutes are not approved by presbytery.

16. Email List • xxxxxx@pnne2.org • Use “reply all” when responding • No one other than AC members can send to this list. • Let Stated Clerk know if your email address changes. • Everyone check email often.

17. Communications • All communications should go to all members. • Avoid side conversations unless approved by AC as a committee or task group. • Use email list if possible to ensure everyone receives every email.

18. Teleconference • Often productive and minimizes travel. • Run it like a regular meeting – rules of order, minutes, etc. • Dial 1-866-516-3949 • If you are the leader, enter 63-22-114# • Otherwise, enter 66-44-265# • When asked, say your name and enter #.

19. Email Meetings (Policy L) • Only the chair puts motions to AC. • Set date for conclusion of discussion and final date for vote. • Used when a quick decision is necessary. • Email motions should not be controversial. • All members must have email facility. • Abort if anyone objects to using email. • Always use “Reply to All” so everyone can see what everyone else writes. • Abort if anyone casts a negative vote. • Results must be recorded in minutes of next meeting.

20. Fair Hearing (G-3.0109b) • When appointed to settle differences. • Hearing where all persons affected by its decision are given an opportunity to be heard. • Fair notice must be given prior to the hearing. • Short plain statement. • Distribution to whole congregation and other interested parties (e.g. former members, friends of church, etc.) • Don’t delegate distribution to session.

21. Original Jurisdiction(G-3.0303e) • Presbytery AC replaces all or part of the session. • Thorough investigation • Full opportunity of Session to be heard • Session unable or unwilling to manage wisely • Full power of Session • Existing Session cease all action in assumed area(s) • Same or different Session may resume when AC allows.

22. Thorough InvestigationUPC, 1979, pp. 116-117, Cao v. NYC • Full and impartial investigation • Minimally must meet with Session • Must give Session written notice of why they are unwilling or unable to manage the affairs of the church • Notice must be given sufficiently in advance. • Session must be accorded a full opportunity to be heard.

23. AC Charter • Be aware of the AC charter – review it from time to time. • Always operate within the bounds of the charter. • Must go back to the Presbytery to increase authority.

24. Self-care • Some AC’s have long lifetimes and are involved in very stressful work. • It is important that the AC give attention to the care of its members physically, emotionally and spiritually. • It is sometimes appropriate to meet for the sole purpose of spiritual renewal. • The Presbytery shall budget adequate funds to reimburse AC members for reasonable travel expenses, including fuood and overnight accommodations when appropriate.