Standing Rules of petn

This page contains the Standing Rules for the Presbytery of East Tennessee. These rules were last updated in October 2012.

The Standing Rules are contained in seven sections. You can click on any section named to the right to go directly to that section.

I - Meetings

A. DATES

  1. Regular Meetings - The Presbytery of East Tennessee will meet on the first Saturday in April, beginning at 9:00 A.M. and on the first Saturday in October, beginning at 9:00 A.M. (When the April meeting comes during Holy Week, the meeting will be one week later.)
  2. Called meetings - Additional meetings of Presbytery may be called according to the procedures outlined by the Constitution of the Cumberland Presbyterian Church.

B. PLACES

All regular meetings shall be held with the congregations in alphabetical order so far as possible. The host congregation shall provide the noon meal.

C. ATTENDANCE

All ordained ministers (unless retired and have requested a standing excuse), licentiates, candidates, and representatives from all church sessions shall attend all meetings of Presbytery and are expected to stay for the whole meeting from opening through closing roll call unless excused, or if absent, send an acceptable reason for their absence.

  1. If an ordained minister (unless retired and have requested a standing excuse), licentiate or candidate is absent without an acceptable excuse from a meeting of Presbytery, the Committee on the Ministry shall counsel with them concerning their responsibility as a minister and recommend to Presbytery action to be taken.
  2. If a church fails to send a representative or furnish an acceptable excuse for not having a representative at a meeting of Presbytery, the Board of Missions shall counsel with the Session concerning their responsibility as a church and recommend to Presbytery action to be taken.
  3. Each church session shall report the name of their representative(s) and alternate(s) on forms provided by the Stated Clerk of the Presbytery.

D. AGENDA

The agenda for each meeting of Presbytery will be planned by the Moderator, Stated Clerk, and the Pastor Host.

  1. The Spring meeting will include the following: A Worship Service including the Sacrament of the Lord's Supper, a memorial service, an audit report from the Board of Finance, a report from the Committee on the Ministry, and other necessary business.
  2. The Fall meeting will include the following: A Worship Service including the Sacrament of the Lord's Supper, reports from all Boards and Committees of the Presbytery including projected plans for the coming year, a report of the Commissioners to the General Assembly, an introduction of the Theme of the General Assembly, the report of the Committee on Nominations, a report from the Committee on Judicial Concerns regarding the examination of Session records and any other necessary business.
  3. The Stated Clerk of the Presbytery shall mail copies of the agenda and Board and Committee reports to each Session Clerk, minister, licentiate, and candidate of the Presbytery not later than two weeks in advance of a regular meeting.

II - Membership

MEMBERSHIP of the Presbytery shall be according to the Constitution of the Cumberland Presbyterian Church.

III - Officers

The officers of the Presbytery shall be:

  1. MODERATOR - The Moderator shall be elected at the beginning of each meeting of Presbytery for a term of six months. The Moderator shall be knowledgeable of parliamentary law and be familiar with the Standing Rules.
  2. STATED CLERK - The Stated Clerk shall be elected at the Fall meeting for a term of three years. The term of office shall begin on January 1 following election. The Stated Clerk may or may not be a member of Presbytery.
  3. TREASURER - The Treasurer shall be elected in the Fall meeting for a term of three years. The term of office will begin on January 1 following election. The Treasurer may or may not be a member of Presbytery. The Treasurer shall be an ex-officio member of the Board of Finance.
  4. TRUSTEES - The Trustees shall consist of three members who shall be elected on a permanent basis. New members shall be elected when vacancies occur. The Trustees shall elect their own officers in compliance with the laws of the states in which the congregations of the Presbytery are located.

IV - Agencies

A. The Standing Boards and Committees of the Presbytery shall be as follows:

  1. Board of Finance
  2. Board of Missions
  3. Board of Christian Education
  4. Committee on the Ministry
  5. Committee on Nominations
  6. Committee on Judicial Concerns
  7. Heritage Committee
  8. Personnel Committee
  9. Camp Chilhowee Board of Directors
  10. Camp John Speer Board of Directors
  11. Commission on Discipline

B. Each of the Boards and Committees of Presbytery shall consist of nine members (with the exception of Personnel (3) and Heritage (6)) who shall be elected at the Fall meeting of Presbytery for a three-year term and shall assume office immediately. All unexpired terms shall be filled at the fall meeting of Presbytery. Each person shall be eligible to be re-elected twice, serving for a maximum term of nine consecutive years. The terms of office shall be so arranged that one-third of the terms shall expire each year. Membership shall include both ministers and laypersons in approximately equal numbers, and should also generally reflect the male-female ratio in the constituency it serves. Members missing two consecutive meetings without correspondence with the Board or Committee about their absence may be recommended by the Board or Committee for replacement. The Commission on Discipline shall consist of 6 members (3 ministers; 3 elders) as a permanent commission. New members shall be elected as vacancies occur.

C. SPECIAL BOARDS AND COMMITTEES

  1. The Coordinating Committee:

    2. The Coordinating Committee shall consist of ten voting members which include the chairpersons of the Board of Finance, Board of Christian Education, Board of Missions, Committee on the Ministry, Committee on Judicial Concerns, Committee on Nominations, Heritage Committee, Camp Chilhowee Board of Directors, Camp John Speer Board of Directors and Personnel Committee. The Moderator and Clerk shall be ex-officio members.

  2. Commission on Discipline:

    3. The Commission on Discipline shall consist of 6 members (3 ministers; 3 elders) as a permanent commission. New members shall be elected as vacancies occur.

  3. The Moderator may appoint other special committees as may be required at each meeting of Presbytery.
  4. Presbytery may elect other commissions as may be required at each meeting of Presbytery.

V - Presbyterial Personnel

(All Presbyterial Personnel Positions are Part-time)

  1. PRESBYTERIAL CLERK/COORDINATOR

    2. The Presbyterial Clerk/Coordinate shall provide administrative support for the work of the Presbytery by assuming duties of Stated Clerk, and also serve as a resourcer, trainer, and coordinator for the agencies of the Presbytery.

  2. PRESBYTERIAL PASTORS

    3. The Presbyterial Pastors, serving within the Presbyteries two distictive geographic areas, shall encourage the ministers of the presbytery. They also shall help ministers and their families connect with resources of support and counsel available to them within and outside of the Presbytery.

  3. TREASURER

    4. The Presbyterial Treasurer shall provide administrative support, bookkeeping and reports for all financial transactions of the Presbytery. Management of income, cash- flow, fund distributions, bank deposits, and budget planning shall be provided in consultation with the Presbytery's Board of Finance and the other Boards and Committees.

  4. PLANNED GIVING COORDINATOR

    5. The Presbyterial Planned Giving Coordinator through the cooperation of the Presbytery and the General Assembly Board of Stewardship, shall be available to communicate a deeper understanding of Christian stewardship and to educate members and churches concerning the opportunities for increased financial support through planned gifts of accumulated assets.

  5. PRESBYTERIAL YOUTH AND CHILDREN'S DIRECTOR

    6. The Presbyterial Youth and Children's Director, through the Board of Christian Education, shall coordinate Presbyterial youth and children's ministry by working with both camp boards, selecting camp and retreat directors, making sure camps and retreats are staffed, and notifying churches of Presbyterial and Denominational youth and children's events. The Director should also make sure that all adults at events have had a background check and that the Presbyterial Safe Sanctuary Policy is properly followed.

VI - Operating Guidelines

  1. EXAMINATION OF RECORDS

    2. Each congregation of Presbytery shall submit its session records for examination annually. Records from Beaver Creek, Bethesda, Casa de fe y Alabanza, Cedar Hill, Clark's Grove, Corntassel, Dover, Fairview, Faith Fellowship, Gass Memorial, Greeneville, Knoxville, Lebanon, Lenoir City, Loudon, Marietta, Maryville, Mercy, and Mohawk would be due at the spring meeting.

    Records from Mt. Carmel, Mt. Pleasant, New Bethel, New Hope, Oakland, Oak Ridge, Oliver Springs, Philadelphia, Pilot Knob, Pleasant Hill, Pleasant Vale, Salem, Shiloh, Talbott, Union, Virtue, Walkertown, Willoughby and Young's Chapel would be due at the fall meeting. This committee will report at each meeting of Presbytery as to its findings.

  2. AGENCY MEETINGS, REPORTS AND BUDGET REQUESTS

    3. Each board and committee reporting to Presbytery shall have met thirty (30) days prior to the meeting of Presbytery. Reports to Presbytery shall be made available to the clerk four (4) weeks prior to the meeting of Presbytery. Boards and Committees shall submit budget requests to the Board of Finance six weeks prior to the Spring meeting of Presbytery.

  3. ELECTION OF DELEGATES AND COMMISSIONERS TO GENERAL ASSEMBLY AND SYNOD

    4. Commissioners and Youth Delegates to the General Assembly and Delegates to Synod shall be elected in October. They shall submit a written report to the meeting of Presbytery following the meeting of General Assembly or Synod. It is the policy of Presbytery that the Commissioners and Youth Advisory Delegates to the General Assembly and the Delegates to Synod be allowed actual expenses on the basis of travel, food, and lodging. The treasurer is authorized to forward funds to Commissioners and Delegates to General Assembly and Synod on their estimated cost.

  4. PRESBYTERIAL MINUTES

    5. Within thirty (30) days following a regular meeting of Presbytery, the Stated Clerk of Presbytery shall distribute copies of the minutes as follows: one copy to each minister, licentiate, candidate, and session clerk and additional copies on request to each congregation of the Presbytery, and board/committee chair persons. The Presbyterial C.P.W.s shall be provided with such copies of the minutes as they may request.

    Annually, copies of the minutes will be sent to the Stated Clerk of General Assembly, Synod of the Southeast, Cumberland Presbyterian Historical Foundation.

  5. PRESBYTERIAL SHARES

    6. According to the apportionments recommended by the Board of Finance and adopted by Presbytery, each congregation shall forward to the Presbyterial Treasurer a monthly contribution toward its total share of the annual budget. Any difficulties incurred in meeting an obligation shall be directed to the Board of Finance, with any changes in shares being recommended by the Board to Presbytery. Monies appropriated from New Church Development to be used for any reason other than new church development must be reimbursed from the Presbyterial budget the following budget year. Presbytery shall keep a reserve fund equal to 15% of the total budget.

  6. FINANCIAL AUDIT

    7. All financial records of authorized agencies of the Presbytery shall be presented to the Board of Finance at the end of the calendar year for audit. The financial year shall be January 1 through December 31. All treasurers shall be bonded at the expense of Presbytery.

  7. TRAVEL POLICY

    8. The travel policy for boards and committees will be in conformity with current IRS mileage with meals covered in working meetings. Lodging will be covered if necessary. Boards and committees are encouraged to consider travel in their budget requests.

VII - General

  1. Ministers shall be ordained in regular or called meetings of Presbytery or by a Commission when appointed by Presbytery.

  2. CONCERNING PASTORAL RELATIONSHIPS:

    Whenever a church faces a change of pastors, or is for any reason without a pastor, the Committee on the Ministry shall:

    1. Recommend the dissolution of the pastoral relationship when necessary
    2. Appoint a Moderator for the church session
    3. Provide assistance for a self-study to re-evaluate its mission in the community
    4. Assist the church in securing a supply for its pulpit, or grant the church permission to arrange for such supply
    5. Maintain contact with ministers who may move and aid the church in making contact with a suitable prospective pastor
    6. Recommend approval of the proposed pastoral relationship
    7. Accept and transmit to Presbytery the request of the church for the newly approved pastor's installation.

  3. MINISTERS WHO PLAN TO RETIRE are asked to notify the stated clerk of Presbytery in writing so that they may be duly recognized for their years of service. The letter should include the minister's desires concerning a worship service to recognize the retirement. The Committee on the Ministry is charged with the responsibility of assisting with arrangements for such worship services.

  4. THE STANDING RULES shall be printed in the minutes of each regular meeting of Presbytery.

  5. THE STANDING RULES may be amended or suspended as the need arises by two-thirds majority vote of Presbytery.