STANDARD OF PROCEDURE

Subject to the provisions of the Book of Order, the Session of the Good Shepherd Presbyterian Church shall organize itself and conduct its affairs according to the following Standard of Procedure.

I. OFFICERS
A. The officers of this congregation shall be the Moderator of the Session, the Clerk of the Session and the Treasurer.

II. DUTIES OF THE OFFICERS
A. Moderator
1. The Moderator shall convene and preside at all meetings of the Session;
2. The Moderator shall call meetings when deemed necessary or when required by the provisions of the Book of Order;
3. The Moderator shall, in conjunction with the Permanent Committee chairpersons, name Session members to the Permanent Committees;
4. The Moderator shall serve as an advisory member to all committees of the Session and congregation, including temporary as well as permanent and special Sessional committees
B. Clerk of Session
1. The Clerk of Session shall keep minutes of all meetings and see to it that such minutes are approved and properly endorsed;
2. The Clerk shall make and keep records of all reports for Presbytery, Synod, and General Assembly;
3. The Clerk shall keep an up-to-date membership roll including an accurate list of active, inactive and Baptized memberships;
4. The Clerk shall take care of necessary correspondence of the Session, including dismissal of members;
5. The Clerk shall keep all records necessary, including committee reports;
6. The Clerk shall construct an agenda for the regular meetings and distribute the agenda to all Session members one week prior to the meeting;
7. The Clerk shall act as Moderator’s assistant at all meetings;
8. The Clerk shall keep an accurate record of all baptisms, marriages, deaths, and other significant events.
C. Treasurer
1. The Treasurer will keep and maintain all financial records;
2. The Treasurer shall work closely with staff and/or volunteers in the counting and depositing of all funds;
3. The Treasurer shall work closely with the staff and/or volunteers in the writing of checks and distributing of funds;
4. The Treasurer shall work to ensure that the expenditures are consistent with the approved Sessional budget;
5. The Treasurer shall handle any other duties the Session assigns in the area of the financial management of the church.

III. ELECTION OF CLERK, TREASURER AND COMMITTEE CHAIRPERSONS
A. The Clerk, Treasurer and Committee Chairpersons shall ordinarily be elected at the stated February meeting each year and shall assume office on the day of the annual ordination and installation of newly elected elders.
B. The Clerk, Treasurer and Committee Chairpersons are nominated by the Moderator, in consultation with the Nomination Committee.
C. No elder shall ordinarily hold two elective offices among the positions of Clerk, Treasurer and Committee Chairperson.
D. Elders-elect are eligible for appointment to office.

IV. TERMS OF OFFICE
A. The Clerk
1. The Clerk of Session shall be elected for a term of one year.
2. The Clerk of Session may serve up to three consecutive terms.
B. The Treasurer
1. The Treasurer shall be elected for a term of one year.
2. The Treasurer may serve up to three consecutive terms.
C. Committee Chairs
1. Chairpersons of Sessional Committees shall be elected for a term of one year.
2. Chairpersons of temporary or special committees shall be elected for a term of service defined by the needs of that temporary or special committee.
3. Chairpersons of Sessional Committees may serve up to six consecutive years.

V. VACANCIES OR ABSENCES OF OFFICERS
A. When an elective office falls vacant, such as the Clerk of Session or the Treasurer, the Moderator of the Session shall have the authority to appoint persons temporarily to fill that office until an election can be held or until such time as the absent officer resumes his duties.
B. In the case of a chairperson or a committee, each committee shall have a Vice-Chairperson who shall normally serve as Chairperson until the elected Chairperson may return to service or until another Chairperson is elected by the Session.
C. In the case of an elder’s inability to continue to serve on the Session until the end of a term, the position will normally remain vacant until the next annual election of elders.

VI. MEETINGS
A. The Session shall set its regular time of monthly meetings. The date, time or place of the regular meeting schedule will change by majority vote at a regular monthly meeting.
B. The Moderator may call special meetings at any time desired or when required by the Book of Order.
C. All meetings shall open and close with prayer.

VII. ATTENDANCE
A. Each member of Session is morally bound to be present at all meetings unless providentially hindered.
B. If a member of the Session is unable to be present at any meeting, that elder shall notify the Clerk and present an excuse.

VIII. QUORUM
A. The quorum for all meetings of the Session shall consist of no fewer than eight members, except for the purpose of receiving members.
B. The quorum for meetings in which members are received shall be the Moderator and two Elders.
C. The quorum for a committee shall be one half of the committee’s voting membership, provided that the number is no less than two, provided that those two include the chairperson or the vice-chairperson.

IX. COMMITTEES
A. Session Committees
1. The Sessional Committees are those determined by the Session that are needed for the ongoing operation and ministry of the church.
2. From time to time the Session may reorganize its list of or the responsibilities of the Sessional Committees. Such reorganization will be approved by majority vote at a regular meeting of the Session.
B. Temporary or Special Sessional Committees
1. The Session may create and appoint to membership any Temporary or Special Committee for the purpose of planning and/or carrying out a specific program, task or mission.
2. Chairpersons of a Temporary or Special Committee will be named by the Session.
3. Chairpersons of a Temporary or Special Committee, unlike the Sessional Committees, does not have to be an elder or a member of the Session.
C. Pastor’s Committees
1. The Pastor may, from time to time, form a special temporary committee to assist in the work and ministry of the pastor.
2. A Pastor’s Committee has no authority to make decisions, but is appointed to assist in carrying out a task, program or mission already known to the Session.
3. The term for service of a Pastor’s Committee will normally be less than 6 months.
4. The Pastor may serve as the chairperson of a Pastor’s Committee, or name another member of the congregation to chair this type of committee.

X. COMMITTEE MEMBERSHIP AND OPERATION
A. Membership and Terms of Office
1. Every Session member shall be appointed by the pastor to serve on a permanent committee.
2. Every Permanent Committee shall have as its chairperson.
3. Each Permanent Committee shall, with the consent of the Session, may appoint members from the congregation to serve on said committee.
4. Ordinarily no person shall serve or be asked to serve on a committee for more than three consecutive years.
B. Meetings of Committees
1. Each committee shall ordinarily meet at least monthly.
2. Committees may meet for called meetings when the chairperson deems it necessary, or when required by vote of the Session.
C. Reports
1. Each Sessional, Special or Temporary Committee shall ordinarily make monthly written reports to the Session for presentation at the Session’s regular monthly meeting.
2. All written reports shall be distributed with the Session agenda prior to the regular Session meeting.
3. Each committee shall keep an accurate record of its meetings and activities. These records shall be submitted to the church office for permanent filing and may be reviewed by the Session or by any present member of the committee.
XI. QUESTIONS OF PROCEDURE
A. All questions of procedure not covered herein or by the Book of Order shall be governed by “Robert’s Rules of Order, Revised.”
XII. AMENDMENTS
A. The Standard of Procedure may be amended by a majority vote of those present at a regular stated meeting, provided that the proposed amendment was presented in writing at a previous stated meeting.
B. Any part of this Standard of Procedure may be set aside by a three-fourths vote of those present, provided that at least half the voting Session members are present.