Session Record Checlist

CHECK LIST FOR SESSION RECORDS REVIEW
PRESBYTERY OF COASTAL CAROLINA

Name of Church:_________________________________________ City: _____________________________

This check list is designed to help the Presbytery fulfill its constitutional responsibility to review the records of the various Sessions within its boundaries. Please answer the following questions by checking Yes or No. For questions checked Yes, please provide page numbers. For questions checked No, please comment. Please complete the check list prior to the scheduled review. Bring this check list and the Session’s minutes to the scheduled review.
PRINTABLE VERSION OF THIS PAGE Word Version

	THE SESSION’S MINUTES	Yes	No	Page Number Or Comment
1	Where meetings opened and closed with prayer (G-9.0301b)
2	Are times, dates, and places of the meetings recorded? (Robert’s Rules of Order)
3	Are called and stated meetings so indicated? (Robert’s Rules of Order)
4	Are names of all present listed? (G-9.0203; Robert’s Rules of Order)
5	Is a quorum present for each meeting noted? (G-10.0202)
6	Are the proceedings accurately recorded? (G-10.0301)
7	Were the minutes read, corrected, and approved? (Robert’s Rules of Order)
8	Are the minutes signed by Clerk of Session? (Robert’s Rules of Order)
9	Were the meetings moderated according to the Book of Order? (G-9.0202a)
10	Do the minutes state the composition of session regarding racial ethnic members, men, women, age groups, and persons with disabilities, and how this corresponds to composition of the congregation? (G-10.0301)
11	Are called and annual meetings of the congregation so indicated in its minutes? (Robert’s Rules of Order)
12	Are minutes of congregation properly attested by moderator & secretary of meeting? (G-7.0307)
13	Are minutes of congregation entered in the minute book of the session? (G-7.0307)
	THE SESSION’S ADMINISTRATIVE RESPONSIBILITIES	Yes	No	Page Number or Comment
14	Did session hold stated meetings at least quarterly? (G-10.0201)
15	Did session meet jointly with deacons (if applicable) at least annually? (G-6.0405)
16	Did session examine annually the records of the board of deacons (if applicable)? (G-6.0404)
17	Did session examine annually the records of the board of trustees (if not the same as elders in active service)? (G-7.0401)
18	Did session examine annually the records of the church treasurer? (G-10.0401)
19	Did session annually elect church treasurer? (G-10.0401)
20	Did session receive regular reports from the church treasurer? (G-10.0401)
21	Did session have its financial records audited annually? (G-10.0401)
22	Did session adopt an annual church budget? (G-10.0102i)
23	Did session approve officers, teachers, curriculum for church school? (G-10.0102f), (W-6.2005)
24	Did session elect commissioners to presbytery? [G-10.0102p(1)]
25	Did session receive reports from its commissioners to presbytery? [G-10.0102p(1)]
26	Did session record the names of members placed upon, removed from, or deleted from the appropriate rolls? (G-10.0302a)
27	Did session record dates of deaths and deletions to roll? [G-10.0302b (8)]
28	Did session approve appropriate use of the church’s facilities? (G-10.0102o)
29	Does the clerk certify that the minutes specifically state or imply that all duties in G-10.0102 are met and satisfied by the session?
30	If not all duties are met and satisfied, please circle the letter of those items from G-10.0102.	a. b. c. d. e. f. g. h. i. j. k. l. m. n. o. q. r. s.

	THE SESSION’S RESPONSIBILITIES FOR WORSHIP			Yes	No	Page Number or Comment
31	Has session scheduled & observed the Lord’s Supper at least quarterly? (W-2.4012)
32	Was one week’s prior notice given for observing the Lords’s Supper? (W-3.3609)
33	Did session authorize and approve all baptisms? (W-2.3011)
34	Has session instructed and examined candidates for baptism? (W-2.3012c)
35	Has session instructed parents of children to be baptized? (W-2.3012b)
36	Were new members presented and recognized at regularly scheduled services of public worship? (W-4.2003–W-4.2004)
	MEETINGS OF THE CONGREGATION			Yes	No	Page Number or Comment
37	Was the congregation called to meet at least annually? (G-7.0302)
38	Was a quorum determined to be present? (G-7.0305)
39	Was each meeting presided by a properly appointed moderator? (G-7.0306)
40	Did the congregation review pastor’s or pastors’ compensation annually? (G-7.0302)
41	Did session report to congregation on adequacy of compensation for staff? (G-10.0102n)
42	Did the congregation provide for election of Nominating Committee? (G-14.0201b)
43	Did the congregation elect church officers? (G-7.0302), (G-14.0204)
44	Did session instruct, examine, ordain, & install officers? (G-14.0205), (G-14.0206)
45	Is the church incorporated? (G-7.0401)
	MEMBERSHIP ROLLS AND REGISTERS			Yes	No	Page Number or Comment
46	Has the session maintained and reviewed the following rolls: (G-5.0502), (G-10.0302a)
	A	Baptized Members’ Roll? [G-10.0302a (1)]
	B	Active Members’ Roll? [G-10.0302a (2)]
	C	Inactive Members’ Roll? [G-10.0302a (3)]
	D	Affiliate Members’ Roll? [G-10.0302a (4)]
47	Has the session maintained and reviewed the following registers: (G-10.0302c)
	A	Marriages? [G-10.0302c (1)]
	B	Baptisms:
		1	Infant? [G-10.0302c (2a)]
		2	Adult? [G-10.0302c (2b)]
	C	Elders? [G-10.0302c (3)]
	D	Deacons? [G-10.0302c (4)]
	E	Pastors? [G-10.0302c (5)]
	PRESBYTERY’S RECOMMENDATIONS			Yes	No	Page Number or Comment
48	Does the name of the Church appear on the outside cover of the book?
49	Are the pages of the book numbered consecutively?
50	Has the Clerk avoided extensive erasures, footnotes, and insertions?
51	Has the Clerk avoided placing loose items or sheets into the book?
52	Do the minutes record the approval of the Annual Statistical Report?

Name of Present Clerk of Session:____________________________________________________________

Address of Clerk:____________________________________________________ Telephone:_____________

Signature of Person Completing this Form:______________________________________________________

FOR USE BY SESSIONAL RECORDS COMMITTEE ONLY – DO NOT WRITE BELOW THIS LINE

EXAMINER:

DATE OF REVIEW:

APPROVED

APPROVED WITH EXCEPTION

DISAPPROVED

Current: Feb-10