As the new year begins, it’s an excellent time for Clerks of Session to review their responsibilities, plan ahead, and establish good organizational habits. Here’s a guide to help you step into January with confidence and clarity.
1. Review and Update Membership Rolls
Maintaining accurate membership records is foundational to your role. Start the year by:
- Clarify roles and responsibilities: If you have delegated the responsibility for maintaining your membership rolls to staff, make sure that you and the appropriate staff are aligned on who is responsible for what.
- Verifying Membership Status: Review communicant and non-communicant rolls for accuracy. Ensure removals, transfers, and deaths are recorded.
- Confirming Baptismal Records: Check infant and adult baptism records are updated.
- Reaching Out to Inactive Members: Consider reaching out to inactive members to clarify their status. Determine who will be responsible for reach-outs and how your Session will shepherd inactive members.
Refer to the Clerk of Session Handbook for membership roll guidelines.
2. Evaluate Session Records and Minutes
Session minutes are a historical record of God’s work in your congregation. Ensure your records are:
- Complete and Organized: Use proper templates for stated and called meetings.
- Reviewed Annually: Make sure minutes have been reviewed and approved in previous meetings. Your Session should review and approve the minutes of each meeting either at the end of the same meeting, or at the beginning of its prior meeting.
- Motions: Consider keeping a list of all motions for easy reference.
- Prepared for Presbytery Review: Minutes must be submitted to the Presbytery for review. Make sure you know when your Presbytery's deadline is.
3. Prepare for Statistical Reports
January is a great time to compile church statistics for Presbytery and General Assembly reporting. Collect:
- Membership statistics (communicant and non-communicant).
- Baptisms, professions of faith, and transfers.
- Financial contributions and per capita giving (see the Five-Year Summary for trends).
- A paper report template is sent to the church office.
4. Organize Historical Records
Historical preservation safeguards the legacy of your church. Be sure to:
- Archive important documents like ordination records, judicial cases, and church bulletins.
- Maintain both print and digital backups for easy access.
- Consider submitting materials to the PCA Historical Center for safekeeping.
5. Review Policies and Procedures
Familiarize yourself with recent changes to the Book of Church Order (BCO) and Rules of Assembly Operations (RAO).
You can find the Minutes and documents from the 51st General Assembly at the PCA Historical Center pcahistory.org/pca/ga/index.html#51
6. Schedule Key Meetings and Deadlines
Create a master calendar for the year that includes:
- Session Meetings: Ensure stated meetings are on the books.
- Congregational Meetings: Plan meetings for officer elections or budget approvals.
- Presbytery Deadlines: Note submission dates for minutes and statistical reports.
- General Assembly (June): Prepare for submission of materials well in advance.
7. Train and Equip Elders and Deacons
Set aside time to:
- Review officer duties and responsibilities.
- Provide training sessions or recommend reading materials such as the Clerk of Session Handbook.
- Discuss doctrinal issues and polity updates for ongoing education.
8. Pray and Plan for Ministry
Finally, commit the year to the Lord’s guidance. Encourage the Session to pray regularly for the church’s mission and ministry.
Conclusion
Starting the year well sets the tone for order and faithfulness in ministry. Use this checklist to stay on track, and don’t hesitate to reach out to other Clerks, your Presbytery, or the Stated Clerk's office. May God bless your work as you serve His church!
For more resources, visit OrderlyMeetings.com.
