The Organization of First Presbyterian Church

How We Organize for Mission
(Session Manual)

First Presbyterian Church
Tallahassee, Florida

Introduction

The Book of Order provides a full description of the responsibilities of the congregation and Session of a particular church. This manual does not replace the Book of Order, but attempts to outline how it is applied at First Presbyterian Church. This is a working document, subject to change as the Session seeks to be faithful to the Word of God and the leading of the Holy Spirit.

The Congregation

The particular church is the basic unit of the Church’s mission. The covenant community of First Presbyterian Church includes those on the active, affiliate, and baptized rolls as well as those who take part in the worship and work of First Church, but have not been received into membership by the Session.

All ministry in the Church is a gift of Jesus Christ. Following the pattern of Christ’s own ministry, members and officers alike are called "not to be served, but to serve," and to use their gifts "to glorify God and enjoy God forever." Elders are partners in mission with the people of God.

For the purposes of government, the congregation consists only of those who are on the roll of active members. The congregation has limited but essential powers to:

elect a nominating committee, elders, and trustees

call a pastor or pastors, amend the terms of call, and request or consent to the dissolution of the pastoral call;

buy, sell, or mortgage real property (with the consent of presbytery);

appoint committees related to the above.

While members are equal partners in mission, the primary responsibility for planning, organizing, and carrying out the mission of a particular church falls to the Session.

The Session

Elders are elected by the congregation to lead it in mission and to share in the governing of the larger Church. Elders are ordained for life but sit on the Session for limited terms. Elders currently on the Session are termed "active elders."

The Session consists of active elders and the pastor, who serves as Moderator of the Session. At a minimum, the Session includes the pastor and 21 elders serving three-year terms. In addition, the Nominating Committee may propose to the congregation up to two persons under the age of 25 to serve for one or two-year terms, in accordance with the Book of Order (G-l4.0201a). The Session elects its Clerk from among its members. The Director of Christian Education sits with the Session with full privilege of the floor, but without vote.

General Responsibilities

The Session plans and administers the mission of the church, working cooperatively with the Presbytery of Florida, the Synod of South Atlantic, and the General Assembly of the Presbyterian Church (U.S.A.).

A detailed list of the Session’s responsibilities may be found in the Book of Order (G-10.0102). Because the congregation has chosen not to use the office of deacon, the duties of that office rest with the Session (G-6.0402). In abbreviated form, the Session:

receives new members;

leads the congregation in the mission of the whole Church;

provides for worship;

provides for the growth of members and for their equipment for ministry;

develops and supervises the church school and educational program;

leads the congregation in ministries of reconciliation;

challenges members with the privilege of Christian stewardship;

establishes the annual budget and distributes the church’s offerings;

leads the congregation in continuing renewal and reformation;

instructs, examines, ordains, installs, and welcomes elders;

delegates and supervises the work of the board of trustees and all other church organizations;

administers the church’s program, including the employment of nonordained staff;

manages and determines the proper use of church property and facilities;

maintains regular and continuing relationship to the higher governing bodies of the Church;

maintains local ecumenical relationships;

serves in judicial matters in accordance with the Rules of Discipline;

keeps rolls of the membership of the church;

ministers to those who are in need, to the sick, to the friendless, and to any who may be in distress.

Planning and Budgeting

The Session shall follow a schedule for long-term and short-term planning. Short-term goals shall be those goals which can be accomplished in one year. Long-term goals shall be those goals which will take longer than one year to accomplish.

The Session’s planning year begins September 1 and end August 31. The fiscal year begins January 1 and ends December 31. Elections shall be held in the Spring of the year, and elders shall be ordained and installed in time for the October stated meeting.

Pledges of financial support shall be received in the Fall, and the "pledge year" will run from January through December.

The long and short-term goals for mission shall be reflected in the budget by the following process: Each council shall propose to the Session its goals for the approaching fiscal year.

The Session will hold a retreat or planning meeting to review, modify, rank, and adopt its goals or the approaching fiscal year and beyond. This process shall include an evaluation of the church staff and a review of the adequacy of the compensation of all church employees.

The Session will communicate its goals to the congregation and conduct a program which shall include mission education and the receiving of pledges of money, time, and talents. Pledges shall be sought from all active participants of First Church, whether members or not. Every effort will be made for financial pledges to be received before the first Sunday in Advent.

The Session will adopt a budget based on estimated income.

Any significant deviation from the adopted budget and program of the councils must be approved by the Session. Within their total allocation, councils may adjust line items in amounts up to $500.00. These must be reported to the Stewardship Council. Adjustments exceeding $500.00 but must be approved by the Stewardship Council, and reported to the Session.

Coordinated Calendar

The Session shall see that a calendar is maintained in the church office for the coordination of all services of worship, church programs, church-related meetings on or off church property, and all meetings and events taking place on church property.

Worship and Special Offerings Calendar

The Session will adopt and maintain a calendar for:

the celebration of the Lord’s Supper and for worship services in addition to services for the Lord’s Day;

receiving special offerings.

Meetings

The Session will hold a stated meeting for business or continuing education on the fourth Monday of every month, excluding July and December. A December meeting will be called if needed. The Session will convene following Lord’s Day worship to receive new members and conduct urgent business. If there are no members to receive or urgent business to conduct, these meetings will not be called to order.

Called meetings may be held in accordance with the Book of Order (G-10.0201).

The Session will adopt in September a schedule for receiving at stated meetings council reports and the reports of other organizations or committees.

The Session will designate two stated meetings per year for continuing education and renewal.

Attendance

It is the duty of elders to attend every session meeting. Elders shall give notice to the Clerk of Session when they anticipate absence from a stated meeting.

When an elder in active service on the session fails to attend three successive Stated Meetings, the Moderator or the Clerk shall counsel that elder, reminding him or her of the importance of full and active participation. If for any reason the elder determines that he or she cannot fulfill the duties of the office of elder, that elder shall consider resignation from active service on the session. If the session consents to the resignation, the elder shall be released from active service, but shall remain on the roll of elders, in accordance with G-14.0210. The session shall notify the Nominating Committee of the resulting vacancy. (Adopted May 28, 2000)

Appointments

The Session shall appoint church members to represent First Presbyterian Church on the Board of the Presbyterian University Center.

Appointments to the Board of Directors of the First Presbyterian Preschool shall be made by the Witness Council and the Education Council and reported to the Session.

Vaughan Loan Fund

The Vaughan Loan Fund was established to aid students attending Presbyterian seminaries of the former Presbyterian Church, U. S., and the Presbyterian School of Christian Education. It is administered jointly by the Session and the Trustee of the Vaughan Loan Fund. From time to time the Session and Trustee may approve educational grants from the Fund in keeping with the intent of the trust. The current Trustee of the Vaughn Loan Fund is Ray Kickliter.

Trustees

Trustees are entities of the corporation of First Presbyterian Church of Tallahassee, Inc. Their duties are specified in the Book of Order (G-7.0401) and have mostly to do with the sale, encumbrance, and transfer of real property. The Session may also designate the trustees to perform other functions.

There are nine trustees, elected by the congregation to serve terms of three years. The power and duties of trustees shall not infringe upon the powers and duties of the Session (G-10.0102, G-6.0402), and trustees may not mortgage, sell, or buy real property without the approval of the congregation and presbytery.

Endowment Management Committee

The Endowment Management Committee was established in 1996 to advise the Session on the management of the:

Facilities Reserve Fund

Outreach Fund

Endowment Fund

The Committee consists of 7 members, four of whom are elected by the congregation to six-year terms. The other members of the Committee are the Chair of the Stewardship Council, one representative from the Session, and one representative from the Trustees.

The plan for setting up these funds in spelled out the Endowment Plan adopted by the Session.

First Presbyterian Preschool, Inc.

The First Presbyterian Preschool, Inc., a non-for-profit (501c3) corporation, is housed at First Presbyterian Church. The Preschool is governed by an independent Board of Directors. The Session supports the Preschool program by providing janitorial services, use of office equipment, and use of space in the Education Building – all at no cost to the Preschool. The Preschool contributes to the operating budget of the Session and to other expenses. The Director of Christian Education serves on the Preschool Board as well as one representative from the Education Council and one representative from the Witness Council.

The Staff

First Presbyterian Church employs both ordained and nonordained staff. The pastor is an ordained minister of Word and Sacrament. The pastor is called by the congregation, but is a member of the Presbytery of Florida. The pastor is also a member of the Session and holds the office of Moderator. The pastor is employed by the congregation. The rest of the staff is employed by the Session.

The pastor is called by the congregation and installed by the presbytery. The pastor’s terms of call are reviewed and approved annually by the congregation, and submitted to the presbytery for approval.

Currently there is one full-time Christian Educator. Although church polity does not currently provide for the ordination of Christian Educators, they are church professionals with a unique and important call.

Full-time support staff includes the Church Administrator and the Sexton. Part-time staff includes the Financial Administrator A part-time Housekeeper serves on Sunday mornings, Wednesday evenings, and other occasions.

In 2006 the Session approved two new positions:

A nine-month Seminary Intern (unfilled in 2006-7);

A Music and Worship Assistant to work with young children in the Church School hour, to assist the Chorister Director, and to assist with Sunday morning worship.

The music staff consists the Organist-Choirmaster the Director of the Choristers, and the Music and Worship Assistant. All these positions are part-time. The Organist-Choirmaster is head of the music program.

The pastor is the head of staff. The Church Administrator supervises the Sexton. Position descriptions are maintained by the Personnel Council and are kept in the office procedures notebook in the church office.

With the exception of the Director of Christian Education, vacancies in the non-ordained staff are filled by the Personnel Council in consultation with the pastor. The Session may appoint a Search Committee to recommend persons to fill vacancies for the Director of Christian Education.

Session Councils

Unless otherwise provided by the Session, the mission program of First Presbyterian Church shall be carried out though the councils of the Session. All activities within the church shall fall under the auspices of the councils. Although each council has a particular focus, all the councils work in cooperation with each other to support worship, service and learning in the church.

Membership

Both active (confirmed) and baptized (not confirmed) members may serve on councils. "Friends" of the congregation who are not on the roll may also serve on councils. Councils are encouraged to recruit members. The church office and Stewardship Council may refer potential council members to the council chairpersons. Care should be taken to assure that the membership of councils reflect the diversity of church membership (cf. Book of Order G4.0400).

Leadership

Each council shall have as members at least two elders. After consultation with the councils, the Session shall appoint a chair and a chair-elect. The chair need not be an active elder, but at least one member of the Council must be an active elder. The pastor is an ex-officio member of all Session councils. The Director of Christian Education is an ex-officio member of the Education Council. The Director of Christian Education also serves on the Preschool Board of Directors.

Meetings

The councils shall meet regularly, preferably monthly. In order to make the most efficient use of the pastor’s time, and to enable child care for the children of council members, councils are encouraged to meet on the first Monday evening of the month.

Minutes and Reports

All councils shall keep written minutes and submit copies to the church office. E-mail is encouraged. Written reports shall be made to the Session according to the schedule adopted by the Session, and submitted ten days before the stated meeting at which the council is to report.

Stewardship Council

This Council is charged to foster responsible stewardship within the congregation and to administer church finances. In partial fulfillment of this charge, the Council will:

cultivate the grace of liberality within the congregation;

encourage all people in the congregation to employ their gifts to the glory of God;

educate the congregation regarding opportunities for service to First Presbyterian Church, the community, and the larger Church;

plan and carry out a program to receive pledges of financial and other support;

prepare an annual program budget for approval by the Session;

administer the annual program budget;

educate members regarding opportunities for planned giving through wills, bequests, deeds of trust, etc. and encourage members to support First Church through these means, or designate the Trustees to carry out this duty;

monitor the performance of funds invested with the Presbyterian Foundation and elsewhere, or designate the trustees to do so;

carry out a program for the receipt, counting, recording, disbursement, and short-term investment of regular and special offerings;

work with the Financial Secretary to keep accurate records and submit accurate reports;

recommend to the Session a member to serve as Treasurer;

propose financial policies and strategies for approval by the Session;

appoint an Audit Committee to perform an annual audit;

propose mission goals to the Session;

appoint from within its membership a Financial Representative.

Membership and Committees

The Council will organize a Finance Committee consisting of representatives from each council and no fewer than three members at large. This committee shall formulate and propose an annual budget. The Council may organize other committees as it desires.

The Treasurer

Upon the recommendation of the Stewardship Council, the Session shall appoint a Treasurer. The Finance and Stewardship Council may also appoint Assistant Treasurers.

The Treasurer shall:

monitor the receipt and expenditure of funds;

sign checks in keeping with the program budget and the policies of the Stewardship and Finance Council

work with the Financial Secretary to submit monthly reports to the Session;

Assistant Treasurers

Assistant Treasurers shall carry out the duties of the Treasurer when he or she is unavailable.

The Witness Council

The Witness Council is charged with planning and coordinating the local mission of First Presbyterian Church, interpreting to the congregation the national and worldwide mission of the Presbyterian Church (U.S.A.), strengthening the denominational and ecumenical witness of

First Presbyterian Church, and in other ways promoting "social righteousness" and "the exhibition of the Kingdom of Heaven to the world" (G-1.0200). In partial fulfillment of this charge, the Witness Council will:

conduct programs of mission education;
assess the needs of the community, with special attention to the poor, the homeless, victims of prejudice, and others on the margins of society;
work with Florida Impact and other advocacy networks to promote social justice;
recommend through the budget process local causes the Session might support;
encourage and facilitate the participation of members in local, state, national, and international service efforts;
recommend to the Property Council organizations that might make use of church facilities;
recommend to the Session occasional special offerings;
promote and encourage ecumenical cooperation;
lead the congregation in the ministry of peacemaking in keeping with the Session’s commitment to peacemaking;
appoint a church member to the Witness Council’s seat on the Board of Directors of the First Presbyterian Preschool, Inc.
appoint a member of the Witness Council to serve on the Board of Directors of ECHO Outreach Ministries.
enlist the spiritual gifts of members in the work of the Council;
propose mission goals to the Session;
appoint a Witness Council member as its Financial Representative.

Membership and Committees

The Council shall be composed of at least two elders currently on the Session and no fewer than four members of the congregation. The Council may organize its work into committees as it desires.

The Worship Council

The Worship Council is charged to provide "the maintenance of divine worship," (G-1.200) and to nurture the congregation in both public and private worship. In partial fulfillment of this charge the Council shall:

propose to the Session the occasions, days, times, and places for worship and for the celebration of the Sacraments;
secure persons to preach the Word on those occasions when the pastor is not preaching;
organize and oversee the ministry of ushers, greeters, readers, flower arrangers, musicians, singers, dancers, dramatic actors, servers of Communion, and other leaders of worship;
propose and administer policies for the use of the sanctuary for weddings, civic gatherings, ecumenical and inter-faith worship, and other purposes;
oversee the use of special appointments such as flowers, candles, banners, paraments, and other objects of art in the sanctuary and other worship settings;
record sanctuary worship services on audio tapes and maintain a system for the distribution of tapes;
conduct, in cooperation with the Education Council, programs of worship education for the congregation, with special emphasis on preparing and welcoming children as full participants in corporate worship;
promote the spiritual nurture of the members through daily worship, spiritual disciplines, and other means of private devotion, with emphasis on the balance between private and public piety;
propose mission goals to the Session;
appoint a Council member as its Financial Representative.

Membership and Committees

The Worship Council shall consist of at least two active elders and at least four other members. The Organist and Choirmaster is an ex officio member without vote. The Council may organize its work into committees as it desires.

Unique Responsibilities of the Pastor for Worship

The pastor, Organist/Choirmaster, and Worship Council shall work cooperatively. The pastor has the following constitutional responsibilities for services of worship which are not subject to the Worship Council or Session (G-W1.4005):

the selection of Scripture lessons to be read;
the preparation and preaching of the sermon or exposition of the Word;
the prayers offered on behalf of the people and those prepared for the use of the people in worship;
the music to be sung;
the use of drama, dance, and other art forms.

The Congregational Care Council

The Congregational Care Council is charged with "the shelter, nurture, and spiritual fellowship of the children of God" (G-1.0200). In partial fulfillment of this charge the Council shall:

recruit, train, and organize members and elders to provide pastoral care, with special attention to members in distress, members with special needs, and home-bound members;
provide opportunities for fellowship and recreation amongst all the generations of the congregation;
coordinate the work of the Council with the work of Presbyterian Women;
report to the pastor matters which call for special attention;
maintain and oversee the Session’s partnership with Faith Counseling Center;
foster a spirit of concern, compassion, and friendliness within the congregation;
recommend to the Session a member to serve as Church Historian,oversee the work of the Historian, maintain historical archives, and foster an appreciation for the history of First Church;
propose mission goals to the Session;
appoint from among its members a Financial Representative.

Membership and Committees

The Council shall consist of at least two active elders and at least four other church members.

The Council may organize its work into committees as it desires.

The Outreach Council

The special responsibility of the Outreach Council is "the proclamation of the gospel for the salvation of humankind" (G-1.0200). In partial fulfillment of this charge the Council will:

train and encourage members to bear witness to the good news of Jesus Christ and to welcome others into the fellowship of the church;
publicize the worship and work of First Presbyterian Church through local news media, pamphlets, and other means;
welcome newcomers and visitors to First Church;
maintain the "Friendship Register," assuring that newcomers are contacted in a timely manner;
conduct programs of education for those considering membership at First Church, members who have recently joined, and others;
follow up on new members, with the aim that they become fully incorporated into the life and work of the congregation;
work with the Presbytery, Synod, and General Assembly in ministries of evangelism;
propose mission goals to the Session;
appoint from among its members a Financial Representative.

Membership and Committees

The Council consists of at least two active elders and at least four other members. The Council may organize its work into committees as it desires.

The Property Council

The Property Council is charged to manage and maintain the property and facilities of First Presbyterian Church. In partial fulfillment of this charge this Council shall:

recommend to the Session policies for the stewardship of the Education and Westminster Buildings with the aim that they be used to the glory of God and for service to the community;
recommend to the Session policies for the loaning of church equipment such as audio-visual equipment, tables, chairs, tools, etc., to members and non-members;
oversee the proper use of property and equipment according to the Session’s policies;
maintain a schedule of maintenance and repair for all church facilities, including the sanctuary and organ;
maintain the buildings and grounds with regard to accident prevention and the safety of both persons and property;
maintain a liaison with the church’s security service;
assess the long-term maintenance needs of church facilities and recommend to the Session a plan to meet those needs;
provide for the purchase and maintenance of office equipment;
in cooperation with the Education Council, provide for the purchase and maintenance of equipment not purchased and maintained by the Education Council, for example: office machines, telephones, kitchen utensils, etc.
working with the Administrative Assistant and pastor, monitor the work of the Sexton and make recommendations to the Personnel Council regarding maintenance staff;
encourage and organize church members to help with maintenance and repairs;
maintain inventories of church equipment;
oversee the kitchen on the main floor of the Education Building;
work with First Presbyterian Preschool, Inc., to assure that Preschool facilities meet the health, safety, and educational requirements of the Preschool’s program;
assure that all church property and equipment is adequately insured;
propose mission goals to the Session;
appoint from within its membership a Financial Representative.

Membership and Committees

The Council shall consist of at least two active elders and at least four church members. The Council may organize itself into committees as it desires.

The Personnel Council

The Personnel Council is charged to support and oversee the work of the paid staff of First Presbyterian Church. In partial fulfillment of that charge, the Council will:

recommend to the Session a staffing pattern appropriate to the mission of First Presbyterian Church;
work with the pastor to evaluate, oversee, and support the staff;
meet regularly with the staff, both ordained and nonordained, to encourage them in their ministries, to assess their needs, and to aid their professional growth and development;
examine the pay and benefits provided staff in order to assure that employees are paid fairly and in keeping with the church’s commitment to social justice;
recommend to the Session remuneration for nonordained staff;
recommend to the congregation changes in the pastor’s terms of call;
maintain appropriate job descriptions;
propose to the Session and maintain employment policies;
propose mission goals to the Session;
appoint from among its membership a Financial Representative.

Membership and Committees

The Council shall consist of at least two active elders and at least four church members. The Council may organize itself into committees as it desires.

The Education Council

The Education Council shall provide for the growth of church members and for their equipment for ministry through programs of study, reflection, and service, fostering the life of the mind in service to God. The Council will work to equip the people of God to participate fully in the church’s service and worship, both personal and corporate. In partial fulfillment of this charge the Council shall:

conduct programs of education;
develop and supervise the church school;
develop and supervise ministries with youth and children;
develop and supervise ministries of adult education;
develop and supervise ministries of family education;
submit to the Session for approval the names of teachers and other educational leaders and curriculum materials to be used in educational programs;
in cooperation with the Worship Council, work to assure the informed participation of children with their parents in worship;
encourage and organize members to fulfill the vows of baptism through the work of the Council;
appoint a church member to fill the Education Council’s seat on the Board of Directors of the First Presbyterian Preschool, Inc.
maintain a liaison with the Presbyterian University Center;
propose mission goals to the Session;
appoint from among its members a Financial Representative.

Membership and Committees

The Council shall consist of at least two active elders and at least four church members. The Director of Christian Education is an ex officio member without vote. The Council may organize itself into committees as it desires.

Back