1. religion and spirituality
2. christianity
3. catholicism

MANUAL OF ADMINISRATIVE
OPERATIONS
WESTLAKE HILLS PRESBYTERIAN CHURCH
AUSTIN, TEXAS
As of February 25, 2014
MANUAL OF ADMINISTRATIVE OPERATIONS
Westlake Hills Presbyterian Church
CONTENTS
1.0 Membership:
1.1 The Ministry of Members
1.2 Categories of Membership
1.3 Annual Review and Update of Membership Rolls
1.4 Counseling with Inactive or Withdrawing Members
2.0 Congregational Meetings:
2.1 Parliamentary Authority
2.2 Quorum for Congregational Meetings
2.3 Notice of Congregational Meetings
2.4 Access to Congregational Meetings
3.0 Congregational Nominating Committee
3.1 Nomination of the Congregational Nominating Committee
3.2 Size and Composition of the CNC
3.3 Election of the CNC
3.4 Work of the CNC
4.0 Pastor Nominating Committees
4.1 Nomination of Pastor, Co-Pastor or Associate Pastor Nominating Committees
4.2 Size and Composition of the PNC
4.3 Preparation of the Ministry Information Form
4.4 Work of the PNC
5.0 Clerk and Assistant Clerk
5.1 Duties of the Clerk
5.2 Election and Term
5.3 Qualifications
5.4 Removal or Vacancy
5.5 Assistant Clerk
6.0 Preparation and Examination of Elders and Deacons:
6.1 Qualifications for Office
6.2 Preparation for Service
6.3 Examination for Ordered Ministry
6.4 Ordinations and Installation
6.5 Special Arrangements
7.0 Organization of the Session:
7.1 Classes, Number, and Terms
7.2 Meetings of the Session
7.3 Quorum for Meetings
As of February 25, 2014
7.4 Parliamentary Authority
7.5 Creating the Agenda
7.6 Annual Calendar
7.7 Administration of Ministries
8.0 Organization of the Board of Deacons
8.1 Board of Deacons
8.2 Classes, Number, and Terms
8.3 Ministry of the Deacons
8.4 Collaborative Relationship with Other Caring Ministries
8.5 Organization and Administration
9.0 Organization of the Board of Trustees
9.1 Westlake Hills Presbyterian Church (Non-Profit Corporation)
9.2 Bylaws
9.3 Board of Trustees
9.4 Secular Responsibilities
9.5 Additional Responsibilities
10.0 Ministries of Service and Witness
10.1 Who We Are – What we aspire to
10.2 Interconnectedness of Our Five Ministry Invitations
10.3 Ministry Teams
10.4 Elder Assignment to Ministry Teams
11.0 Denominational Relations
11.1 Denominational Relations Committee
11.2 Commissioners to Presbytery
11.3 Service on Higher Councils and Institutions of the Church
11.4 Considering and Implementing Actions of the PC(USA)
11.5 Welcome Representatives of Presbytery
11.6 Overtures to the Presbytery and General Assembly
11.7 Financial Contributions to Higher Councils and Institutions of the Church
11.8 Inter-Church Cooperation
11.9 Seminarians
12.0 Westlake Hills Presbyterian Church Preschool
12.1 Organization
12.2 Mission
12.3 Program
12.4 Administration
13.0 Westlake Hills Presbyterian Church Foundation
13.1 Organization
13.2 Directors
13.3 Donors
13.4 Foundation Support
As of February 25, 2014
14.0
Other Policies of the Session
14.1 Weddings Policies
14.2 Personnel Policies
14.3 Collaboration and Conflict Resolution
Appendix A:
A.1
A.2
A.3
Review of the Manual of Administrative Operations
Purpose
Effective Dates
Periodic Review
Appendix B: Notes on Amendments to This Manual
Appendix C: Related Documents
C.1 Purpose
C.2 Policy on Accessibility
C.3 Documents
Appendix D: Planning and Management Instruments
D.1 Annual Calendar
D.2 WHPC Ministry Team Planning Summary
As of February 25, 2014
1.0 MEMBERSHIP
1.1 The Ministry of Members
Membership in the Church of Jesus Christ is a joy and a privilege. It is also a commitment to
participate in Christ’s mission. A faithful member bears witness to God’s love and grace and
promises to be involved responsibly in the ministry of Christ’s Church. (G-1.0304)
1.2 Categories of Membership
Baptized Member -- A person who has received the sacrament of baptism and who has been
enrolled as a member by the Session but has not made a profession of faith in Jesus Christ as Lord
and Savior. (G-1.0401)
Active Member – A person who has received the sacrament of baptism, has made a profession of
faith in Christ, has been received into WHPC membership, and participates in the church’s work
and worship. Active Members participate in the governance of the church and may be elected to the
ordered ministry. (G-1.0402)
Affiliate Member – A person who is a member in good standing of a Christian church, who has
temporarily moved to WHPC, who has presented a certificate of good standing from his home
church, and has been received by the Session as an Affiliate Member. The Affiliate Member may
participate in the life of the congregation in all ways except he or she may not vote in
congregational meetings or be elected to ordered ministry or other offices of this congregation. (G1.0403)
Other Participant – A person who is not a member of or may have ceased participation in the
PCUSA, are welcome and may participate in the life and worship of the church and receive its
pastoral care and instruction. The invitation to the Lord’s Supper is extended to all who have been
baptized. Confessing members of WHPC or other Christian churches may present children for
baptism. (G-1.0404)
Other Participants May Include “Inactive Members”—The book of order no longer recognizes the
status of “inactive member.” However, persons on a list of inactive members or who ask to be
placed in an inactive status may be included on the roll of “Other Participants.”
1.3 Annual Review and Update of Membership Rolls
The Session will receive and approve the annual December 31 report of the membership rolls to be
submitted to the PCUSA before January 31 of each year. The Session may delete names from the
baptized, active, and affiliate membership rolls (a) upon the member’s death; (b) admission to
membership in another congregation; (c) renunciation of jurisdiction; (d) if a member requests to be
removed; or (e) the member has ceased to participate actively in the work and worship of the
congregation for a period of two years. (G-3.0204a)
The Session will send a letter to each member, whose name may be deleted from the membership
rolls due to inactivity, encouraging him or her to return to participation in the life of the
congregation. (G-3.0204a) The letter will invite the inactive member simply to notify the church by
As of February 25, 2014
phone, mail, fax or email if he or she wishes to remain on the active membership rolls, and such
will be done.
1.4 Counseling with Inactive or Withdrawing Members
The Session through the appropriate ministry, committee, or division will contact any member (a)
who asks to have his or her name removed from the membership rolls, or (b) who has been
identified as an inactive member, or (c) who has been inactive but has affirmed a desire to remain
on the membership rolls.
To the extent practicable, an Active Elder and another member of the ministry, division or
committee should visit each of these inactive or withdrawing members and report the results to the
Session. Through these meetings, the Session will seek to understand any reasons leading to the
member’s withdrawal and, if appropriate, to seek to restore members to active participation. (G3.0204a)
In these efforts, the Session should review the meaning of the Ministry of Members (G-1.0304) and
the involvement in the life of the church available to all.
As of February 25, 2014
2.0 CONGREGATIONAL MEETINGS
2.1 Parliamentary Authority
The parliamentary authority for congregational meetings shall be the current edition of Robert’s
Rules of Order, Newly Revised (Scott/Forsman Edition).
2.2 Quorum for Congregational Meetings
The quorum for congregational meetings shall be one-tenth of the membership. “Membership” is
that figure reported in the most recent Annual Statistical Report. Congregations shall provide by
their own rule the quorum necessary to conduct business. G-1.0502.
2.3 Notice of Congregational Meetings
Adequate public notice of all congregational meetings shall be given. Congregations shall provide
by their own rule for minimum notification requirements and give notice at regular services of
worship prior to the meeting. G-1.0502.
2.3.1 Notice at Worship Services
Public notice of all congregational meetings shall be given verbally at all worship services on not
less than two consecutive Sundays prior to the meeting. The consecutive Sundays may include the
Sunday in which the meeting is to occur, provided the time of the meeting follows the last worship
service.
2.3.2 Notice in the Newsletter
Public notice of all congregational meetings shall appear in each edition of the church newsletter,
whether in print or on-line, published between the time the meeting is called by the Session and the
date of the meeting.
2.3.3 Notice on the Church Website
Public notice of all congregational meetings shall be posted on the church website as soon as
practicable after the meeting is called by the Session through the date of the meeting itself.
2.3.4 Notice by Other Means – Optional
In addition to the required minimum times and venues specified above, the Session may at its
discretion direct that notice of congregational meetings be offered at additional times and through
other venues, such as email, Facebook, Twitter, and Tweet.
2.4 Access to Congregational Meetings
Congregational meetings shall be held at locations, dates, and times that are reasonably accessible
by the congregation as a whole.
As of February 25, 2014
3.0 CONGREGATIONAL NOMINATING COMMITTEE
The nomination and election of ruling elders and deacons shall express the rich diversity of the
congregation’s membership and shall guarantee participation and inclusiveness. Ruling elders and
deacons shall be nominated by a nominating committee elected by the congregation, drawn from
and representative of its membership. Congregations may provide by their own rule for a
congregational nominating committee, provided that the committee shall consist of at least three
active members of the congregation, and shall include at least one ruling elder who is currently
serving on the session. The pastor shall serve ex-officio and without vote. G-2.0401.
3.1 Nomination of the Congregational Nominating Committee
The Session shall nominate two Elders and one Deacon. The current Congregational Nominating
Committee (CNC) shall nominate four at-large persons from the congregation for service on the
subsequent year CNC. Recommendations shall be accepted from the Pastor, Clerk, and members of
the Session for the at-large positions. The CNC shall bring the slate to the Session for confirmation
before its presentation for election by the congregation.
3.2 Size and Composition of the CNC
The CNC shall consist of seven persons.
3.2.1 Ruling Elders from Separate Classes
Of the seven persons, two shall be ruling elders currently on the Session from different classes. The
ruling elder selected from the oldest class shall serve as chair of the CNC; the ruling elder from the
other class shall serve as vice chair.
3.2.2 Deacon
One of the seven persons shall be a deacon currently serving on the board of deacons.
3.2.3 At Large Members
Four of the seven persons shall be at large members chosen from among the active members of the
congregations. The “active members” chosen should be persons generally meeting the same criteria
as established for ruling elders and deacons. (See 0.0.0 below.)
3.3 Election of the CNC
The Session shall call a meeting of the congregation once each year for the purpose of electing
members of the congregational nominating committee.
3.4 Work of the CNC
The CNC shall be guided in its work by the “Qualifications for Office” set forth in section 6.1
below.
As of February 25, 2014
The Congregational Nominating Committee will typically begin its work in May, develop a slate of
nominees in the fall, and present the slate to the congregation for election at the annual meeting in
January/February.
As of February 25, 2014
4.0 PASTOR NOMINATING COMMITTEES
The session shall call a congregational meeting to elect a pastor nominating committee that shall be
representative of the whole congregation. The committee’s duty shall be to nominate a pastor [copastor or associate pastor] for election by the congregation. G-2.0802.
4.1 Nomination of Pastor, Co-Pastor or Associate Pastor Nominating Committees
The Session has the plenary authority to provide for the nomination and election of persons to the
pastor nominating committees required from time to time to search for, find, and recommend
pastors, co-pastors, or associate pastors for election by the congregation. For purposes of this
policy statement, the reference to PNC will refer to a pastor nominating committee for the purpose
of nominating pastors, co-pastors, or associate pastors.
4.1.1 Session May Nominate the PNC
The Session may nominate the members of the PNC for election by the congregation, if the existing
Congregational Nominating Team cannot perform these duties as determined by the Session.
4.1.2 Congregational Nominating Committee to Nominate the PNC
The Session may direct the Congregational Nominating Committee to recruit and nominate persons
to any PNC. If so, the Congregational Nominating Committee is acting as a committee of the
Session and is subject to its instruction.
4.1.3 Session May Name an Ad Hoc Committee to Nominate the PNC
The Session may name an ad hoc committee to nominate persons to serve on a PNC from names
submitted by the Pastor and the Clerk. The ad hoc committee may be composed of members of the
Session as well as members of the congregation. The ad hoc committee is acting as a committee of
the Session and is subject to its instruction.
4.2 Size and Composition of the PNC
4.2.1 Size and Representation
The PNC shall consist of five to nine persons and “shall be representative of the whole
congregation.” The Session recognizes that the PNC in its work represents the congregation as a
whole. At the same time, the Session expects the PNC to be composed of persons when taken
together reflect the diversity of the congregation, including such general demographic
characteristics as age and gender, as well as the differing gifts persons may bring to the assignment.
4.2.2 Simultaneous Service on More than One PNC Prohibited
The Session believes no person should be nominated to serve on more than one PNC at a time; for
example, two nominating committees may be elected and active at the same time to search for two
separate associate pastors, or a pastor and an associate pastor. However, a person may
simultaneously serve as a member of a PNC and as a ruling elder, deacon, or trustee.
As of February 25, 2014
4.3 Preparation of the Ministry Information Form
Among the first tasks of the PNC shall be to prepare a Ministry Information Form (formerly the
Church Information Form), which shall be approved by the Session. Upon approval, the MIF will
be filed with the Presbyterian Church (USA) in the manner prescribed and thereby be made
available to any persons who might be interested in a call to ministry as an installed pastor at
WHPC. The PNC will share the MIF with potential candidates. And information in the MIF should
help the PNC establish criteria to be used in evaluation of such candidates.
4.4 Work of the PNC
When called to the church, Teaching Elders will be examined by Mission Presbytery and become
members of Mission Presbytery. Accordingly, the work of the PNC is guided by presbytery policies
and protocols. The Committee on Ministry of Mission Presbytery will assign a liaison to the PNC
who will meet with and serve as an advisor to the PNC throughout its work.
As of February 25, 2014
5.0 CLERK AND ASSISTANT CLERK
The clerk of the session shall be a ruling elder elected by the session for such term as it may
determine. G-3.0104.
5.1 Duties of the Clerk
The duties of the Clerk as set forth in the book of order include recording the transactions of the
Session, keeping its rolls of membership and attendance, preserving its records, and furnishing
extracts from them when required by another council of the church. The Clerk may also at his or
her discretion accept any other administrative responsibilities that may be requested by the Session.
Such duties typically include:
5.1.1 Meetings of the Session and Congregation
The Clerk shall attend each business meeting of the Session and prepare minutes of such meetings.
The clerk of session shall serve as secretary for all meetings of the congregation. If the clerk is
unable to serve, the congregation shall elect a secretary for that meeting. The secretary shall
record the actions of the congregation in minutes of the meeting. G-1.0505.
5.1.2 Preparation of the Agenda
The Moderator and the Clerk shall jointly review and approve the agenda for each business meeting
of the Session. The review shall determine if the agenda is presented in an orderly and clear
manner. The Clerk may add suggested matters to the agenda but may not delete items from the
agenda that were submitted by ministry teams or other committees of the Session or requested by
any member of the Session.
5.1.3 Communications
The Clerk shall receive all communication directed to the Session or the congregation and advise
the Session of such communications. The Clerk shall also prepare and sign correspondence on
behalf of the Session but only as directed by the Session.
5.1.4 Nominations
Along with the Pastor, the Clerk shall submit names, for Session approval, of persons suggested to
serve on the Congregational Nominating Committee. See Section 3.1 of MAO.
Along with the Pastor, the Clerk shall submit names, for Session approval, of persons suggested to
serve on the Board of Trustees as members and officers thereof. See Section 9.3 of MAO.
5.2 Election and Term
The Moderator shall recommend a Ruling Elder to the Session for election as Clerk, who shall serve
for a term of one year. The election (or re-election) of the Clerk shall take place at the first meeting
As of February 25, 2014
of the Session following the installation of each new class of Ruling Elders. The Clerk may be reelected for an unlimited number of terms.
5.3 Qualifications
The Clerk shall be a Ruling Elder not currently serving on the Session.
5.4 Removal or Vacancy
The Clerk shall be responsible to the Session and may be removed by the Session with or without
cause at any time during his term. In the Clerk is removed, resigns, or is otherwise unable to
perform his or her duties, the Assistant Clerk shall become Acting Clerk until a new Clerk is
elected.
5.5 Assistant Clerk
The Clerk shall as soon as practicable after his or her election or re-election, shall nominate for
election by the Session a person to serve as Assistant Clerk. The Assistant Clerk shall be a Ruling
Elder, who may or may not be currently serving on the Session. The Assistant Clerk shall serve as
Clerk in the Clerk’s absence and may accept at his or her discretion any additional administrative
responsibilities that may be requested by the Clerk.
As of February 25, 2014
6.0 PREPARATION AND EXAMINATION OF ELDERS AND DEACONS
The Church’s ordered ministries described in the New Testament and maintained by this church are
deacons and presbyters (teaching elders and ruling elders). Ordered ministries are gifts to the
church to order its life so that the ministry of the whole people of God may flourish. G-2.0102
6.1 Qualifications for Office
Scripture in I Timothy 3:1-12 and Titus 1:7-8 define qualifications for Elders/Overseers and
Deacons.1 These standards are summarized for general guidance in the chart below, taken from The
NIV Study Bible New International Version, page 1839:
For Elders
Self-controlled
Hospitable
Able to teach
Not violent but gentle
Not quarrelsome
Not a lover of money
Not a recent convert
Has a good reputation with outsiders
Not overbearing
Not quick-tempered
Loves what is good
Upright, holy
Disciplined
For Elders and Deacons
Above reproach (blameless)
Husband of one wife2
Temperate
Respectable
Not given to drunkenness
Manages his own family well
Sees that his children obey him
Does not pursue dishonest gain
Keeps hold of the deep truths
For Deacons
Sincere
Tested
6.1.1 Persons of High Repute
Persons nominated for the ministry of Ruling Elder or Deacon should be persons of high repute. To
this end, the Congregational Nominating Committee should be guided by the qualifications and
standards set forth in Scripture as referenced above.
6.1.2 Active Member of the Congregation
Persons nominated for the ministry of Ruling Elder or Deacon should have been active members of
the congregation for a period of at least one year. Persons nominated should also be faithful
stewards, giving regularly to the church both financially and of their time and talents. (The
Congregational Nominating Committee may inquire of the church office where records are
maintained in confidence only if persons do or do not provide financial support of the church.)
1All
masculine references are understood to be inclusive of men and women.
2
This standard is “A general principle that applies to any violation of God’s marriage law, whether in the form of
polygamy or of marital unfaithfulness.” See NIV, page 1838, note on v. 3.2.
As of February 25, 2014
6.1.3 Persons Who Adhere to Behavioral Expectations
Councils shall be guided by Scripture and the confessions in applying standards to individual
candidates. G-2.0104b. In 2011, the Session affirmed its belief that Scripture and the confessions
required Teaching Elders and candidates for ordination to the ministries of Ruling Elder and
Deacon to live in fidelity in marriage between a man and a woman or chastity in singleness.
6.1.4 Other Requirements
Ruling Elders may not be re-elected after a three-year term of service until at least one year of
inactive service has elapsed.
The immediate family members of currently serving Elders and Deacons are not eligible for
concurrent service with said family member. Immediate family is defined as parents, siblings,
spouse, grandparents, and grandchildren. Immediate family members are eligible if the start of their
term is coincident with the end of the term of the other immediate family member.
Staff and spouses of staff are ineligible as Teaching or Ruling Elder, membership on a PNC, or the
Nominating Committee.
6.2 Preparation for Service
When persons have been elected to the ordered ministry of ruling elder or deacon, the session shall
provide a period of study and preparation, after which the session shall examine them as to their
personal faith; knowledge of the doctrine, government, and discipline contained in the Constitution
of the church; and the duties of the ministry. G-2.0402.
6.2.1 Leadership of Those Currently Serving
The Moderator shall recommend and the Session shall approve a curriculum of study as part of the
preparation for service of newly elected Ruling Elders and Deacons. To the extent deemed
appropriate, the curriculum may call for the participation of those currently serving on the Session
and the Board of Deacons in leading the study of newly elected officers.
6.2.2 Series of Four Classes
The approved curriculum will consist of material presented in four classes generally presented over
a four-week period. Typically, the classes will be held for a period of one to two hours. The
curriculum will cover at least the following topics: Presbyterian polity and governance; our
confessions and creeds; the role of the Ruling Elder and of the Deacon; a brief history of our
congregation; an overview of our ministries; and how our Session and Board of Deacons operate.
6.3 Examination for Ordered Ministry
Following completion of the four classes, the newly elected elders and deacons shall be examined
by the session at a meeting of the session called for this specific purpose. The examinations must
be fair and equally applied to all persons.
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6.3.1 Format of the Examination
The format of the meeting may vary, but may include the examination of newly elected officers in
small groups, with each group led by at least two ruling elders currently on the session. The elders
currently on the session shall formulate appropriate questions for discussion and to be addressed by
the new officers. The areas of examination shall include knowledge of the doctrine and government
of the Presbyterian Church (USA); knowledge of the duties of the ministry to which the persons
have been called; their sense of calling to and their gifts for the ministry to which they were elected;
and their ability and commitment to fulfill the ordination vows.
6.3.2 Personal Faith Statements
Each newly elected elder and deacon shall be asked to stand and give his or her statement of faith,
which may be written and read or simply stated.
6.3.3 Constitutional Questions
The Moderator will ask the newly elected elders and deacons to respond to the constitutional
questions. (Book of Order, W-4.4003 and W-4.4004.
6.3.4 Examinations Sustained
If the session concludes that these newly elected elders and deacons have satisfactorily addressed
and answered the required questions, the session will vote to sustain the examination and to order
their ordination and installation.
6.4 Ordinations and Installation
At the earliest Sunday practicable following completion of the examination, the newly elected
officers shall be ordained and installed, or if previously ordained then installed as ruling elders and
deacons.
Newly elected elders and deacons would typically be trained in the winter and examined in
the spring, to that they may be ordained and/or installed in May.
6.5 Special Arrangements
The session recognizes that providence may cause one or more of the newly elected officers to be
unable to attend one or more of the meetings scheduled as part of the preparation for ordination and
installation. To that end, the session will make all reasonable efforts to accommodate these
circumstances in order for the officer involved to be ordained and installed in a timely manner.
6.6 Staff and Officer Retreat
Typically, a Staff and Officer Retreat will be held each May, near the timing of the installation of
new officers. The format and content of the retreat will be determined by the Senior Pastor/Interim
Senior Pastor, with input and collaboration from staff and officers.
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7.0 ORGANIZATION OF THE SESSION
The session is the council for the congregation. It shall be composed of those persons elected by the
congregation to active service as ruling elders, together with all installed pastors and associate
pastors. All members of the session are entitled to vote. The pastor shall be moderator of the
session, and the session shall not meet without the pastor or designated moderator. G-3.0201
7.1 Classes, Number, and Terms
7.1.1 Classes and Number of Ruling Elders on the Session
The session shall include 15 ruling elders, five elected every year for three-year terms. Thus, the
session will consist of three classes of 5 ruling elders.
7.1.2 Terms of Service
Ruling elders shall be elected to serve a term of three years on the session, and may be eligible for
re-election. However, no ruling elder shall be eligible to serve more than six consecutive years, and
a ruling elder who has served six consecutive years shall be ineligible for election to the session for
at least one year.
7.1.3 Limitations on Service by Family Members
Members of the same immediate family (spouses and adult children) may not serve as ruling elders
on the session in the same or consecutive terms.
7.1.4 Limitation on Service by Church Staff
Members of the professional staff of the church who are not installed pastors may not be nominated
or elected to the session.
7.1.5 College of Elders
Once ordained and while they are active members of any congregation of this denomination, ruling
elders . . . not in active service on a session . . . continue to bear the responsibilities of the ministry
to which they have been ordained . . . G-2.0404
The session designates ruling elders not currently on the session to constitute a “College of Elders”
and encourages their continued participation in the life of the congregation, including invitations to
participate in administration of the sacraments as well as ministries of the church.
7.2 Meetings of the Session
Meetings of councils shall be opened and closed with prayer. G-3.0105
7.2.1 Stated Meetings
As of February 25, 2014
Stated meetings of the session shall meet on the second and fourth Tuesdays of each month, except
in July and December.
•
Fourth Tuesday Meeting
The meeting held on the fourth Tuesday shall be considered a “business meeting” at which the
session will conduct the ongoing oversight and governance of the ministries of the church. An
agenda for that meeting, together with such supporting materials as may be required, will be
published and distributed to all members of the session generally one week before the date of the
meeting.
•
Second Tuesday Meeting
The meeting held on the second Tuesday shall be set aside for spiritual development of the session.
Members of the session will usually meet jointly with members of the board of deacons for an
opening devotional led by a deacon. Following the devotional, the session will assemble for a time
of study, discussion, and reflection.
•
Called Meetings
The session may meet in called meetings at any time for any purpose as permitted by the book of
order. The moderator shall call a special meeting when he or she deems necessary or when
requested in writing by any two members of the session. G-3.0203
7.3 Quorum for Meetings
Sessions shall provide by rule for a quorum for meetings; such quorum shall include the moderator
and either a specific number of ruling elders or a specific percentage of those ruling elders in
current service on the session. G-3.0203
7.3.1 Regular Stated or Called Meetings
The quorum for a regular stated or called meeting of the session shall be the moderator and at least
eight ruling elders.
7.3.2 Meetings to Receive New Members
The quorum for a meeting to receive new members shall be the moderator and at least two elders.
7.4 Parliamentary Authority
Meetings shall be conducted in accordance with the most recent edition of Robert’s Rules of Order
Newly Revised, except when it is in contradiction to this Constitution. Councils may also make use
of processes of discernment in their deliberations prior to a vote as greed upon by the body. G3.0105
7.4.1 Special Rule: Two Readings
As of February 25, 2014
Any motion before the session must meet a “two reading rule” intended to assure that members of
the session will have a reasonable notice before matters are presented for a vote. Publication of the
motion in the agenda distributed to the session prior to the meeting will constitute the first reading.
The session may at any meeting suspend the two reading rule in order to take up a motion not
previously presented.
7.4.2 Special Rule: Stated Time of Adjournment
Any meeting of the Session will be adjourned by 9:00PM (if called at 7:00PM), unless the session
votes to extend the meeting to a time specific.
7.4.3 Special Rule: Executive Session for Certain Personnel Matters
All matters dealing with individual staff members, along with all reports from the Personnel
Committee and others dealing with such matters, shall be considered by Session in Executive
Session.
7.5 Creating the Agenda
As noted in Sec. 5.1.2, the Clerk may add suggested matters to the agenda but may not delete items
from the agenda that were submitted by ministry teams or other committees of the Session or
requested by any member of the Session.
Also, any member of the session on his or her behalf or on behalf of a committee, ministry, or other
body may submit a motion for consideration by the session. The motion should be received in the
church office ten days or more before the date of the meeting, and will be automatically included in
the draft agenda assembled and reviewed by the Moderator and the Clerk.
The Moderator and the Clerk will normally review the draft agenda on the Monday before the week
of the session meeting. The purpose of the review is to help insure that matters the session should
hear or consider have not been overlooked and are included, that each item is properly identified,
and that the agenda follows a logical pattern and includes worship and prayer.
7.6 Annual Calendar
At its August meeting, the Session shall adopt an annual calendar for the twelve months beginning
September 1. A copy of the calendar for 2013-2014 is presented as an attachment to this section.
7.7 Administration of Ministries
Mission determines the forms and structures needed for the church to do its work. Administration is
the process by which a council implements its decisions. Administration enables the church to give
effective witness in the world to God’s new creation in Jesus Christ and strengthens the church’s
witness to the mission of the triune God. G-3.0106
The ministries of the church are organized into Five Invitations, Seventeen Ministry Teams, and
Five Functional Teams, which are identified in section 10.0 below.
As of February 25, 2014
7.7.1 Leadership of Ruling Elders
One or more ruling elder currently serving on the session serves on each of these administrative
entities through which the ministries of the church are organized and carried out. The
responsibilities and expectations of these ruling elders include the following.
•
Recruiting of Team Members
Ruling elders assigned to the ministry teams should actively participate in the periodic recruiting of
members of the congregation to serve as members of the team. These volunteer experiences are
important in developing new leaders from within the congregation, as well as giving members of
the congregation significant opportunities to contribute to the administration of our ministry.
•
Supervision
Each ministry is led by a team comprised of the elders assigned by the session and staff and
volunteers recruited for those specific purposes. In all cases, the elders assigned are actively
involved in the ongoing supervision of the ministry by regularly attending meetings of the team,
voting, and being engaged in its work.
•
Establish Metrics for the Ministry
The ruling elders assigned to each ministry should encourage and participate in the development of
a few, key metrics that would provide indications of success or opportunities for improvement. The
ministry team should determine how they would know if their ministry is successful and identify the
way those factors could be measured.
•
Conduct Annual Evaluation of the Ministry
Reporting of this information will assist each ministry team and the session in evaluating the
program and in developing recommendations for change.
•
Liaison to the Session
The ruling elders currently on the session will serve as liaison to the session and represent the
interests of the ministry team in discussions and the session’s deliberations.
7.7.2 Chairpersons – Authority and Expectations
One of the ruling elders assigned from the session may be designated the chair of the ministry team;
in other cases, the chair may be a person not on the session; in some cases, the chair may be a
member of the professional staff. The chair will be designated annually by Session, with
consideration of any input from the team or others. The duties of the chairperson will include the
following.
•
Working with the Professional Staff
As of February 25, 2014
The chairperson of each ministry team shall work closely with any professional staff person
assigned to the ministry team. This relationship might best be expected to be a “partnership in
ministry.” The professional staff persons assigned to each ministry shall assist the chairperson and
the ministry team in its work.
•
Organize Work of the Ministry Team
The chairperson shall make sure the work of the ministry team is organized, which will include
recommending a schedule of meetings as needed; preparing an agenda for each meeting; ensuring
there are minutes or a written summary of each meeting; creating a notebook that preserves copies
of minutes and such other documentation of the work of the team; assuring open communication
with all team members; and moderating each meeting in a spirit of cooperation and partnership.
•
Recommending Team Members to the Session
In August of each year, the chairperson of each ministry team will finalize and report to the session
recommendations from each ministry team for the session’s consideration and confirmation of
persons recruited to serve as members of those teams.
•
Regular Communications to the Session
The chairperson of each ministry team will provide a brief written report of what Session needs to
know about the work of the team for each business meeting of the session, which will be included
with the agenda in the meeting materials provided to session members. The chairperson should also
be certain that minutes of any meetings occurring in the interval between meetings of the session
should be filed with the church office. These minutes will also be provided to the session for its
information.
•
Meeting with the Session
The chairperson will also be expected at least once a year to meet with the session for a more
complete discussion of the work of his or her ministry team. Other team members may also
participate in this meeting.
•
Liaison to the Personnel Committee
The chairperson of each ministry team shall be a liaison to the personnel committee and shall be
expected to participate in any evaluation by the personnel committee of any professional staff of the
church who were assigned to the chairperson’s ministry team.
•
Liaison to the Budget Committee
The chairperson of each ministry team shall be a liaison to any committee organized by the trustees
to prepare and present the annual budget to the session. In this capacity, the chairperson shall be
expected to be an advocate for WHPC’s Mission, Vision, and Values, not just his or her area of
ministry.
As of February 25, 2014
8.0 ORGANIZATION OF THE BOARD OF DEACONS
The ministry of deacon as set forth in Scripture is one of compassion, witness, and service, sharing
in the redeeming love of Jesus Christ for the poor, the hungry, the sick, the lost, the friendless, the
oppressed, those burdened by unjust policies or structures, or anyone in distress. Persons of
spiritual character, honest repute, exemplary lives, brotherly and sisterly love, sincere compassion,
and sound judgment should be chosen for this ministry. G-2.0201
8.1 Board of Deacons
Deacons may be individually commissioned or organized as a board of deacons. In either case,
their ministry is under the supervision and authority of the session . . . Deacons shall assume other
duties as may be delegated to them by the session, including assisting with the Lord’s Supper . . . G2.0202
8.2 Classes, Number, and Terms
8.1.1 Classes and Number of Deacons
The board of deacons shall include 27 deacons, 9 elected every year for three-year terms. Thus, the
board of deacons will consist of three classes of 9 deacons.
8.1.2 Terms of Service
Deacons shall be elected to serve a term of three years on the session, and may be eligible for reelection. However, no deacon shall be eligible to serve more than six consecutive years, and a
deacon who has served six consecutive years shall be ineligible for election to the board of deacons
for at least one year.
8.3 Ministry of the Deacons
As an ordered ministry of the church, the deacons have a special place among those called to
provide care and comfort to those in need. The session affirms that special role.
Deacons are authorized to assist with the sacrament of the Lord’s Supper during worship services,
and, as an extension of worship services, to periodically provide communion to the homebound.
8.4 Collaborative Relationships with Other Caring Ministries
The Care Minister helps assure coordinated responses to serving those in need by all of our caring
ministries – including Deacons, Lay Ministers, Stephen Ministers, and others. The common
objectives are to provide a timely response to every need, to respect the need for confidentiality, and
to assure that subsequent contacts and referrals are as effective as possible.
8.5 Organization and Administration
As of February 25, 2014
The session grants to the Care Minister and the board of deacons plenary authority to design and
adopt a plan of organization and administration, consistent with the general policies established
herein. Such plan will define the role of the moderator of the board of deacons; the committee
structure to be followed in conducting its work; the authority and expectation for team leaders; the
role of deacons not currently on the diaconate; and an overall schedule of meetings and events that
will guide its work.
As of February 25, 2014
9.0 ORGANIZATION OF THE BOARD OF TRUSTEES
Where permitted by civil law, each congregation shall cause a corporation to be formed and
maintained. G-4.0101
9.1 Westlake Hills Presbyterian Church (Non-Profit Corporation)
The Articles of Incorporation of Westlake Hills Presbyterian Church, as a Texas non-profit
corporation, were issued on August 27, 1954. The Articles provide for a Board of Trustees to be
elected by the congregation. Further, the congregation shall determine the number of trustees,
manner of election, term of office and qualifications, and the method and cause of removal.
9.2 Bylaws
The bylaws were amended by action of the congregation on August 11, 2013. The restated and
amended bylaws affirm the authority of the trustees to manage the secular affairs of the church
under the authority of the session, the congregation, and the constitution of the Presbyterian Church
(USA). The bylaws also grant the trustees such additional authority to assist the session in the
conduct of its business as may be from time to time determined by the session.
9.2.1 Additional Duties
In addition to its secular functions, the Trustees aree designated the Finance and Facilities Ministry
Team of the Session, working with the Minister of Finance as its principal staff support.
9.3 Board of Trustees
9.3.1 Provisions of the Bylaws
“5.01. Number and Eligibility. The Board of Trustees shall consist of a total of nine members of the
congregation.
(a) A majority of at least five members of the board of trustees must be members of the congregation who are
ordained to the ministry of Ruling Elder. Of these, at least three must be currently on the Session, one from each class.
(b) Not more than four members of the board of trustees may be members of the congregation who are not
ordained to the ministry of Ruling Elder.
“5.02. Nomination and Election. Members of the board of trustees shall be nominated and elected in the
following manner.
(a) The Session shall by its rules provide for the nomination of persons to be trustees who fulfill the eligibility
requirements set forth in 5.01 above.
(b) The Session shall each year call a congregational meeting for the purpose of electing members of the board
of trustees.
“5.03. Terms of Service. Members of the board of trustees shall be elected to one-year terms, and may be reelected if nominated for an unlimited number of successive one-year terms. The terms of trustees that have expired
without a replacement having been appointed shall automatically extend until their successors are duly elected and
qualified.”
9.3.2 Policy of the Session on Nominations
As of February 25, 2014
The Congregational Nominating Committee shall annually nominate persons for election by the
Congregation as Trustees.
9.3.1 Officers
The officers of the board of trustees are the president, secretary, and treasurer. The session annually
elects the officers.
9.3.2 Treasurer
The session shall elect a treasurer for such term as the session shall decide and shall supervise his
or her work or delegate that supervision to a board of deacons or trustees. G-3.0205
The Treasurer of the Board of Trustees will also serve as the Treasurer of WHPC.
The Treasurer is entrusted with oversight of the receipt, care, and disbursement of funds, which
requires him or her to be one of the signatories to checks or other disbursements. The Treasurer
may also participate in various financial analyses and planning, which are required in the proper
administration of our business affairs. The Treasurer is responsible for making financial reports to
the Session.
9.4 Secular Responsibilities
The responsibilities of the trustees under civil law have the power to receive, hold, encumber,
manage, and transfer real or personal property, provided that in buying, selling, and mortgaging real
property the trustees act only after approval of the congregation.
9.5 Additional Responsibilities
The board of trustees is assigned oversight and management of certain business activities as well as
its traditional responsibilities to manage the secular affairs of the church. In carrying out these
responsibilities, the trustees may choose to appoint committees to which it may assign some of its
work. Each of the following functions are led or supported by members of the church’s
professional staff.
9.5.1 Communications
Communications include oversight of the church’s website, publication of its newsletters, and all
other forms of communication within the congregation or with the larger community.
9.5.2 Financial Practices
Sessions may provide by rule for standard financial practices of the congregation but shall in no
case fail to observe the following procedures: G-3.0201
a. All offerings shall be counted and recorded by at least two duly appointed persons, or by
one fidelity bonded person.
As of February 25, 2014
b. Financial books and records adequate to reflect all financial transactions shall be kept
and open to inspection by church officers at reasonable times.
c. Periodic, and in no case less than annual, reports of all financial activities shall be
made to the session or entity vested with financial oversight.
•
Information Concerning Pledges, Tithes, and Offerings
Information concerning pledges, tithes and offerings, both the donor and the amount, is confidential.
Access to this information is limited to the Office Manager, Director of Finance and Financial
Assistant. This information is not to be shared with any staff member, ordained or non-ordained, or
any officer of the church without the express consent of the Session. Exceptions: (1) The
custodians of confidential stewardship information may disclose to the Nominating Committee
Chair whether a person considered for nomination to a church office has made a pledge to the
church and has a history of fulfilling pledges, but may not disclose any information related to the
amount pledged. (2) Special gifts of $10,000 or more that are designated by the donor for a
particular purpose must be approved by the Finance and Stewardship Division for appropriateness
as to contributor, method of payment (e.g., monetary, securities, property, etc.), and purpose for
which it is designated. Any other exception or disclosure must be at the express direction of the
Session.
•
Oversight by Trustees
The trustees will provide oversight of these activities, assuring that they are performed in a timely
manner. In addition, the trustees will oversee the financial systems and management procedures
required for the church to meet generally accepted accounting principles.
9.5.3 Budget
The session shall prepare and adopt a budget and determine the distribution of the congregation’s
benevolences. G-3.0205
The trustees shall oversee preparation of the annual budget for presentation and recommendation to
the session. The trustees may form a special budget committee broadly representative of the
Ministry Teams to assist in the budget preparation process.
9.5.4 Annual Independent Audit
A full review of all financial books and records shall be conducted every year by a public
accountant or committee of members versed in accounting procedures. G-3.0113
The trustees will provide for an annual audit of the church’s financial statements by a qualified
public accountant or public accounting firm.
9.5.5 Insurance
Each council shall obtain property and liability insurance coverage to protect its facilities,
programs, staff, and elected and appointed officers. G-3.0112
As of February 25, 2014
The trustees will periodically review the adequacy of the church’s property and liability insurance
coverage and recommend to the session any appropriate changes in coverage.
9.5.6 Facilities
The trustees will provide oversight of the management and use of the facilities of the church. As in
other areas, the trustees may choose to work through a facilities committee organized to assist the
professional staff in the daily scheduling for use of the building and grounds.
The Facilities Ministry Team is authorized, pending concurrence of the Senior Pastor, to approve
expenditures from the Facilities Reserve for projects not exceeding $5,000. This would include, but
not be limited to, those projects in the Facilities Capital Projects Plan that is prepared during the
annual Planning & Budget process. The completion of a Facilities Special Project Request form
would be required for these projects.
9.5.7 Administrative Support
The trustees will provide advice and counsel to the pastor as head of staff in the daily operation of
the church offices, which includes all administrative and clerical personnel assigned to support
functions.
As of February 25, 2014
10.0 MINISTRIES OF SERVICE AND WITNESS
The session shall have the responsibility for governing the congregation and guiding its witness to
eh sovereign activity of God in the world, so that the congregation is and becomes a community of
faith, hope, love, and witness . . . G-3.0201
10.1 Who We Are and What We Aspire To
The session has adopted the following statements lifting up certain passages from Scripture and
from Reform theology that should always guide us in discerning what God is calling us to be and to
do as a congregation of faith. These passages, along with our statements of mission, vision, and
values are set forth below.
10.1.1 Glorify God and Enjoy Him Forever
Man’s chief end is to glorify God, and to enjoy Him forever.
This is the answer to the first question of the Shorter Catechism from the Westminster Standards:
What is the chief end of man? This answer expresses a foundational belief of Reform Theology.
As the people of the way, we believe all that we do is in grateful response to this highest calling, to
this overarching goal.
10.1.2 Transforming Lives, Relationships, and Our World
Transforming Lives – Love the Lord your God with all your heart, with all your soul, with all your
mind and with all your strength.
Transforming Relationships – Love each other even as I have loved you.
Transforming Our World – Love your neighbor as yourself.
10.1.3 Our Mission
Our mission is to invite people into God's larger story as we follow Christ together.
10.1.4 Our Vision
Transformed and empowered by the Holy Spirit, WHPC will be a Christ-centered community of
faith that intentionally nurtures relationships with God, one another, our neighbors and the world.
10.1.5 Our Values
Biblically Faithful: We are Biblically faithful and theologically responsible.
Spiritually Attentive: We are attentive to the present action of the Holy Spirit in us and through us.
Courageously Caring: We are vibrant in faith and generous in love, creating environments of caring
community in all that we do.
As of February 25, 2014
Motivated by Mission: We are committed to Kingdom impact, both local and global.
Intentionally Releasing: We build and release the leadership of God’s people for the sake of the
Kingdom, expecting transformation of our lives, our relationships and our communities.
10.2 Interconnectedness of Our Five Ministry Invitations
The Five Invitation Ministries are recognized as unchanging, constant expressions of how we do
church as a community of faith. The programs and activities of the congregation are the “hands and
feet of Christ,” where what we do as a church is given life in the form of ministry teams. They and
their corresponding ministry teams change from time to time.
10.2.1 The Ministry Invitations: Worship, Connect, Grow, Go and Give
Worship Ministries – Feel God’s presence; Experience His love; Hear His voice; Touch His heart.
Connect Ministries – Be known; Share the journey; Get real; Find a community.
Grow Ministries – Discover God’s plan for your life; Go deeper into Scripture; Build faith; Find
your identity; Be inspired.
Go Ministries – Serve your neighbors; Share the love of Christ; Feel needed; Make a difference.
Give Ministries – Share what God has given; Use your gifts; Release your talents; Offer yourself to
others.
10.2.2 Elder Assignments to Ministry Invitations
Each elder is assigned to one of the five Ministry Invitations, with the longest tenured elder
designated as chairperson of the respective Invitation. The three elders assigned to each Invitation
should meet prior to mid-July of each year to discuss their Invitation and how they might best work
with the various ministry teams. A meeting should be planned and held prior to the end of August
with a representative of each ministry team invited to attend. The purpose of these meetings should
be to discuss and determine how each ministry team might best live into and hold themselves
accountable for each Invitation. After the initial meeting, it is anticipated that the elders assigned to
each Ministry Invitation will meet as needed throughout the year and periodically report to the
session.
10.3 Ministry Teams
Our Ministry Teams when taken in the aggregate represent the priorities for ministries at this time
in the life of our congregation. The individual ministries, programs, and activities we do as a church
evolve overtime as God calls us into the future, as established ministries change, as some of them
decline overtime, and as new programs and activities are added.
Following is a comprehensive list of activities and programs offered by WHPC. Those marked with
(*) are identified as Ministry Teams. The work of the teams in many cases is further divided into
As of February 25, 2014
committees composed for the most part by members of the congregation who volunteer their time
and talents.
10.3.1 Worship & Music Ministry*
• Worship services
o
Visioning Team
o
Weekly Planning Team
o
Worship Service Tasks Team
 Communion
 Ushers
 Prayer Ministry
 Décor and Flowers
• Music
• Other Worship Expressions
10.3.2 Caring Ministries*
• Board of Deacons (including Bereavement and Meals ministries)
• Lay Ministers
• Stephen Ministry
• iCare Network
• Prayer Team
• Prayer Shawl ministry
10.3.3 Member Engagement Ministries*
• Stewardship, including time and talent
• New Members
o
Visitor Follow-up
o
Explore WHPC – New Member Classes
o
Spiritual Gifts/New Member Mobilization
o
Next Steps
• Hospitality
o
Greeters
o
Parlor Fellowship
o
Pancake Breakfasts
o
Christmas Caroling
• Other Seasonal Events
10.3.4 Congregational Life Ministries
• Arc of Spiritual Development
• Children*
o
Vacation Bible School
• High School /Middle School*
• Young Adult/College (no children at home)*
• Family (children at home)*
• Senior Adults/Prime Timers*
• Women’s Ministry*
• Men’s Ministry*
As of February 25, 2014
•
•
•
•
Life Groups*
All Church Retreat
Fall Kickoff
Adult Programs
o
Core Courses
o
Wednesday Night Life
o
Events: Leadership Summit, Laity Lodge
o
Austin Presbyterian Pilgrimage
o
Library
10.3.5 Outreach Ministries
• Local and Regional Missions*
• Global Missions*
• Tools for Living*
o Preferred Path Ministry
o 12-Step Ministries
o Financial Counseling and Coaching Ministry
o Alzheimer’s Ministry – The Gathering and New Connections
10.3.6 Communications*
10.3.6 Functional Teams (5)
• Personnel
• Congregational Nominating Committee (See Section 3.0)
• Board of Trustees (See Section 9.0)
• Denominational Relations (See Section 11.0)
• Westlake Hills Presbyterian Preschool (See Section 12.0)
• Ad Hoc Task Forces, as Needed
10.4 Elder Assignments to Ministry Teams
Each elder is assigned to one or more Ministry Teams. In some cases, that elder may be the chair;
in other cases, a team member. The primary responsibility of the elder is to be the direct liaison
between the Ministry Team and the session. The elder should be engaged in the Ministry Team and
report regularly to the session regarding the team’s activities, highlights, and needs. Each team
should determine its own makeup, procedures, and meeting schedule. The composition of each
team shall be affirmed by the session. All teams will have a member of the church professional
staff on the team or assigned as a staff liaison.
As of February 25, 2014
11.0 DENOMINATIONAL RELATIONS
Sessions have a particular responsibility to participate in the life of the whole church through
participation in other councils. G-3.0202
11.1 Denominational Relations Committee
The Denominational Relations Committee (DRC) is a committee of the session. The DRC is
charged with general oversight of the relationship of our congregation to the higher councils and
institutions of the Presbyterian Church (USA). These entities include the following organizations.
All but the GA and synod are located within the boundaries of Mission Presbytery and represent
institutions with which our congregation has had long-standing relationships.
•
•
•
•
•
•
•
•
General Assembly
Synod of the Sun
Mission Presbytery
Austin Presbyterian Theological Seminary
Presbyterian Mo-Ranch Assembly
Presbyterian Children’s Home & Services
Presbyterian Pan American School
John Knox Ranch
11.1.1 Composition of the DRC
The DRC shall consist of two ruling elders currently on the session, the pastor and any associate
pastors serving the congregation (interim or installed), the clerk of the session, and such other
members as the session may determine to be appropriate.
11.1.2 General Authority
The DRC has only that authority granted to it by the session under these policies. It has
responsibility to monitor, report, and recommend matters to the session for its consideration and
action. The DRC has no independent authority to act for or on behalf of the session without the
session’s direction or approval, as may be appropriate.
11.2 Commissioners to Presbytery
It is of particular importance that sessions . . . elect, as commissioners to presbytery, ruling elders
from the congregation, preferably for at least a year, and receive their reports. G-3.0202(a)
The DRC shall have responsibility to solicit and recommend to the session ruling elders to attend
each meeting of Mission Presbytery and to provide for a report to the session on the work of the
presbytery.
11.2.1 Participation in Presbytery
Each ruling elder serving on the session should make a commitment to attend every meeting of
Mission Presbytery, but should attend at least one meeting each year.
As of February 25, 2014
11.3 Service on Higher Councils and Institutions of the Church
It is particular importance that sessions . . . nominate to presbytery ruling elders from the
congregation who may be considered for election to the synod or General Assembly, and to serve
on committees or commissions of the same . . . G-3.0202(b)
The DRC will monitor the processes involved in electing ruling elders to higher councils and or to
their committees and recommend to the session persons to be nominated for such service. In the
same manner, the DRC will help identify opportunities for service with other Presbyterian
institutions, especially those within the boundaries of Mission Presbytery.
11.4 Considering and Implementing Actions of the PC(USA)
It is particular importance that sessions . . . see that the guidance and communication of
presbytery, synod, and General Assembly are considered and that any binding actions are observed
and carried out. G-3.0202(c)
The DRC will monitor developments in the larger church and regularly report to the session matters
of interest or importance for its information and action, as appropriate. Among other practices, the
DRC should regularly visit websites of Mission Presbytery and the Presbyterian Church (USA).
11.5 Welcome Representatives of Presbytery
It is particular importance that sessions . . . welcome representatives of the presbytery on the
occasion of their visits. G-3.0202(d)
The DRC will assist the session in the coordination of visits from representatives of Mission
Presbytery, including the triennial visit required by the policies of Mission Presbytery.
11.6 Overtures to the Presbytery and General Assembly
It is particular importance that sessions . . . propose to the presbytery, or through the synod and
General Assembly such measures as may be of common concern to the mission of the church . . . G3.0202(e)
The DRC may consider and recommend to the session overtures to Mission Presbytery, and through
the presbytery to the General Assembly. To that end, any proposed overture should be referred to
the DRC for its consideration and recommendation back to the session. The DRC will clearly state
the basis for its recommendation.
11.7 Financial Contributions to Higher Councils and Institutions of the Church
It is particular importance that sessions . . . send to presbytery and General Assembly . . . voluntary
financial contributions. G-3.0202(f)
11.7.1 Annual Benevolences
As of February 25, 2014
The DRC has responsibility to recommend to the session through the church budgeting authorities
specific amounts of money to be contributed each year as benevolences supporting institutions of
the Presbyterian Church (USA), especially those institutions located within the bounds of Mission
Presbytery as well as Mission Presbytery and the General Assembly.
11.7.2 Per Capita Contributions
The session commits to the payment of its required per capita contribution to the Presbyterian
Church (USA). This contribution is separate from and not part of any benevolences given the
presbytery or General Assembly pursuant to 11.7.1 above.
11.7.3 Session Approval Required
These contributions should be reflected as line items in the annual budget approved by the session.
In the same manner, any proposed changes, reductions, or reallocations of these line items must be
recommended by the DRC for approval by the session.
11.8 Inter-Church Cooperation
The session welcomes every opportunity to cooperate with our sister Presbyterian churches,
especially those in the Austin area, in areas of mutual interest. Where we have strengths to offer,
we will do so; where we have needs to be met, we will welcome help and support.
11.9 Seminarians
The DRC is the point of contact for students in the seminary who are under care of our session.
As of February 25, 2014
12.0 WESTLAKE HILLS PRESBYTERIAN CHURCH PRESCHOOL
12.1 Organization
The Westlake Hills Presbyterian Preschool is administered as an unincorporated organization within
WHPC, which provides the Preschool with an integrated but separable identity from the church.
12.2 Mission
The mission of the Preschool is to provide a quality preschool education in a nurturing environment
of Christian love and teaching. Emphasis is placed on the child’s Christian education, emotional,
social, mental, and physical development.
12.3 Program
The Preschool serves families of children 17-months to 5-years old as of September 1 each year.
All classes have a lead teacher and an assistant teacher. As an outreach ministry of WHPC, the
Preschool welcomes diversity in race, religion, and socio-economic status among its students.
Children of members of WHPC are given priority in admissions.
12.4 Administration
12.4.1 Preschool Board
The Preschool Board serves as a support and advisory body for the Preschool. Selected in part from
the parents of students, the Board normally benefits from an Elder assigned from the Session as a
liaison.
12.4.2 Facilities
The Preschool occupies classroom and related facilities within the building that are also used by the
children’s Sunday school programs.
12.4.3 Financial Administration
As an enterprise, the Preschool generates revenue from multiple sources, including tuition and
special events specifically offered for this purpose. Accordingly, the church administration
produces separate financial statements for the Preschool, although they are properly consolidated
into the church’s audited financial statements.
12.4.4 Fund Balances
Positive fund balances realized by the Preschool are maintained and used only for Preschool
purposes. Because of the demands made on the church facilities, the Preschool periodically
remodels and/or purchases new furniture and equipment that also benefits the WHPC Sunday
school programs.
As of February 25, 2014
12.4.5 Cost Sharing
WHPC allocates a portion of its costs to facilities, supplies, liability & workers’ compensation
insurance, and utilities to the Preschool, subject to an agreed-upon schedule. The Preschool also
reimburses WHPC for the cost of Board of Pensions benefits for those Preschool employees (or
portions thereof applicable to the Preschool) who qualify for such benefits.”
12.4.6 Preschool Handbook
The Preschool shall maintain a handbook of its policies and practices and timely make it available
to the Session upon Session request.
As of February 25, 2014
13.0 WESTLAKE HILLS PRESBYTERIAN CHURCH FOUNDATION
13.1 Organization
The Westlake Hills Presbyterian Church Foundation was organized under Texas law in 2002.
13.2 Directors
The Foundation has seven directors.
13.3 Donors
Members of WHPC making contributions to the Foundation give back to the world and community.
13.4 Foundation Support
The Foundation provides support to the following categories of recipients:
•
•
•
•
Hospitals and schools in developing areas of the world
Pastors, seminary students or other teachers spreading God’s Word
The physical facilities of WHPC
Local ministries and outreach programs
As of February 25, 2014
14.0 OTHER POLICIES OF THE SESSION
Policies of the Session not otherwise addressed by the Manual are referenced or codified in this
section.
14.1 Wedding Policies
The policies of the Session concerning weddings held at our church are presented in “A Guide to
Weddings at Westlake Hills Presbyterian Church.”
14.2 Personnel Policies
The Personnel Committee of the Session has adopted and maintains a personnel manual, which
contains the policies of the church governing employment practices.
14.2.1 Sexual Misconduct Policy
All councils shall adopt and implement a sexual misconduct policy. G-3.0106
14.3 Collaboration and Conflict Resolution
14.3.1 Members
In keeping with its mission to follow Christ together, WHPC is committed to assisting members,
pastors, staff, and neighbors in the collaborative resolution of issues involving church members,
family life, and relationships with others in our community.
14.3.2 Pastors
In the event of any disagreement, conflict, or dispute related to any aspect of this call, we agree to
first seek mutually satisfactory resolution thorough direct discussions among the parties involved,
and to use at least one session of mediation by a mutually agreeable mediator as a second avenue
for conflict resolution, before exercising other options. The spirit and intent of this agreement is to
encourage and support each other in working cooperatively with one another in ministry and in
dealing with differences and problems in the early stages, instead of allowing issues to fester or to
escalate due to lack of attention.
14.3.3 Staff
WHPC “encourages employees to seek collaborative solutions as the first approach to resolution of
work-related problems, and makes the resources of The Preferred Path Ministry (PPM) available to
assist in his effort (www.preferredpathministry.com/whpc).” WHPC Employee Handbook, 6.01.
14.4 Childcare Policies
As of February 25, 2014
The Session delegates childcare request policies and other childcare policies to the children and
youth Ministry Teams. Such policies are to be documented and maintained by those Ministry
Teams, and timely made available to the Session upon Session request.
14.5 Scouting
WHPC is the sponsor of Cub Scout Pack #72 (originally approved by Session September 2007).
Background checks are done of all adult leaders of the pack. “Sponsorship” means that WHPC
“owns” the troop and authorizes troop leadership. The Senior Pastor/Interim Senior Pastor is
WHPC’s representative for that sponsorship.
14.6 Worship Policies
14.6.1 Format and Timing of Worship Services
Worship services will be planned and conducted in accordance with the Book of Order. The Sunday
schedule is:
• 8:15 a.m. Worship in the Chapel
• 9:30 a.m. Contemporary Worship in the Sanctuary
• 11:00 a.m. Traditional Worship in the Sanctuary
•
In addition, as many as four single-worship-service Sundays are allowed per year. Examples of
occasions for such Sundays are: Fall programming year kick-off, congregational meetings,
installation/ordination of officers, etc.
14.6.2 Requests for Celebration of the Lord’s Supper
The Senior Pastor and the Chair of the Worship Ministry Team may adjust Session’s annual
communion schedule, if necessary, or approve ad hoc requests for the celebration of the sacrament
of the Lord’s Supper on behalf of the Session in between meetings of the Session.
As of February 25, 2014
APPENDIX A: REVIEW OF THE MANUAL OF ADMINISTRATIVE OPERATIONS
A.1 Purpose
The Manual is a codification of policies adopted by the Session defining the programs and missions
of the church, how the church is organized, and how its programs and missions are operated and
administered. Thus, the Manual is a living document. (A record of amendments is maintained in
Appendix B.)
A.2 Effective Dates
Each time the Manual is amended by action of the Session, the footer of each page of the document
is automatically changed to read “Effective DD/MM/YYYY.”
A.3 Periodic Review
From time to time, the Session reviews all provisions of the Manual making such additional
changes as may deemed to be necessary.
As of February 25, 2014
APPENDIX B: NOTES ON AMENDMENTS TO THIS MANUAL
[Appendix B is reserved to record the date, page, and description of each amendment to the
manual.]
As of February 25, 2014
APPENDIX C: RELATED DOCUMENTS
C.1 Purpose
Listed below are documents not otherwise referenced in the Manual of Administrative Operations
that are important in the organization, operation, or administration of church affairs.
C.2 Policy on Accessibility
The Session believes all Official Documents of the church, including all of those referenced in the
Manual of Administrative Operations and those listed below, should be accessible to all members of
the congregation. To that end, it is the policy of the Session that the titles of all Official Documents
are maintained in a common index accessible on the church website, and that complete copies of
those documents are maintained in electronic form and available to any member.
C.3 Documents
Westlake Hills Presbyterian Church Charter (No. 121374-01) and Articles of Incorporation, August
27, 1954
Restated and Amended Bylaws of Westlake Hills Presbyterian Church, A Texas Non-Profit
Corporation, As of August 11, 2013
Officer Training Manual, Westlake Hills Presbyterian Church, February 2013
Ministry of Deacons of WHPC, Deacon Training, March 2013 (PowerPoint)
Westlake Hills Presbyterian Preschool, Parent Handbook, 2013-2014
[OTHERS]
As of February 25, 2014
APPENDIX D: PLANNING AND MANAGEMENT INSTRUMENTS
Following this page are copies of planning and management instruments for use by the session,
Ministry Teams, and others as appropriate.
D.1 Annual Calendar
D.2 WHPC Ministry Team Planning Summary
As of February 25, 2014
ANNUAL CALENDAR FOR SESSION
WESTLAKE HILLS PRESBYTERIAN CHURCH
(Part of Administrative Manual)
Draft 6/14/13
The following table is an outline of topics to be included on the agenda for each monthly Session business
meeting. It is not intended to exclude any other topics from the agenda, but merely creates a prompt for
recurring or anticipated matters that Session wants to address over the next
year.
The Annual Calendar is to be updated and re-approved each August.
I. Standing Monthly Agenda Items:
Call to Order and Opening Worship
Clerk's Report
Treasurer's Report
Ministry Team Reports &/or Motions for Session Action
Denominational Relations Committee Report
Trustees Report (Finance, Facilities, & Administrative matters not already included in Treasurer's Rpt)
Old/New Business
Pastors' Reports
Adjournment and Closing Worship
II. Additional Agenda Items for 2013-2014:
August 2013
Adoption of Administrative Manual
Results of Campaign of Caring
Personnel Team Report (2 interim pastor 6-month reviews)
Update from CNC on PNC slate; consider setting date for
congregational mtg
Strategic Alignment Implementation:
Update on new staff hires and job descriptions
Status of initial mtgs of Ministry Teams
Status of initial mtgs of elders only on Invitation Teams
(WCGGG)
Update on ministries with new staff assignments
Status of demographic study
Preschool Committee Report with July EOY financials and CPA
report
September 2013
Renewal of Interim Assoc Pastor contract effective Oct (23?)
Strategic Alignment Implementation:
Ministry Team PlannIng Summaries due (addressing the 5
Invitations)
Ministry Team Reports:
Life Groups (including explore God)
Local & Regional Missions
Global Missions
As of February 25, 2014
Tools for Living
Member Engagement/Stewardship/Welcome
October 2013
Renewal of Interim Pastor contract effective Nov 28
Strategic Alignment Implementation
Ministry Team Reports:
Men
Women
Communications
Caring Ministries
Christmas Eve Offering
PNC Report
November 2013
Plans for Stewardship Commitment in January
Draft Operating Budget for 2014
Update from CNC on Officers slate; consider setting date for
congregational mtg
Strategic Alignment Implementation:
Arc of Spiritual Growth update and re-affirmation
Ministry Team Reports:
Worship & Music
Children
Youth
Young Adult
Families
Preschool Committee Report with Oct financials
December 2013 - no meeting?
January
Approval of 2014 Stewardship Theme (e.g., "Blessed to be a
Blessing" for 2013)
Approval of 2014 Operating Budget
Plans for Annual Elder Gathering
Strategic Alignment Implementation
Ministry Team Reports:
Empty Nesters
Senior Adults
PNC Report
February 2014
Personnel Team Report (2 interim pastor and 1 Stated Supply 6month reviews)
Definition of Marriage -plans for Session equipping
Strategic Alignment Implementation
Ministry Team Reports:
As of February 25, 2014
Life Groups
Local & Regional Missions; Global Missions
Tools for Living
Member Engagement/Stewardship/Welcome
Preschool Committee Report with Jan financials
March 2014
Campaign of Caring
Strategic Alignment Implementation:
Updates from the 5 Invitations (WCGGG)
Ministry Team Reports:
Men
Women
Communications
Caring Ministries
PNC Report
April2014
Strategic Alignment Implementation
Ministry Team Reports:
Worship & Music
Children
Youth
Young Adult
Families
PNC Report
May 2014
Strategic Alignment Implementation
Ministry Team Reports:
Empty Nesters
Senior Adults
Preschool Committee Report with April financials
PNC Report
June2014
Strategic Alignment Implementation
PNC Report
July 2014 - no mtg?
August 2014
Approval of updated Administrative Manual
Strategic Alignment Implementation
PNC Report
Results of Campaign of Caring
As of February 25, 2014
As of February 25, 2014