Guidelines for Keeping of Session Records

A copy of these Guidelines should be kept in the Session Minute Book of each church.

All minutes and permanent records of the Session should be typed if possible, or otherwise written in a neat, legible handwriting.

In the minutes each item of business enacted and the disposition thereof shall be in a separate paragraph. A notation of the subject matter should appear in the margin or as a paragraph heading for easy identification. Only that which is vital to the transaction of the business of the meeting.

The minutes shall be presented annually to Presbytery for examination.

Sessional minutes shall have the following recorded:

1. The date, time, and place of each meeting, whether regular or special, and the names of the Moderator and Elders present. Members absent with and without excuse and visitors should also be recorded.

2. The presence of a quorum (the pastor and one ruling elder if there are fewer than three ruling elders; the pastor and two ruling elders if there are three or more ruling elders.)

3. The opening and closing of each meeting with prayer.

4. The Minutes should record the approval of the Minutes of the previous meeting(s). Exceptions and changes to those previous Minutes should be noted.

5. A record of communication (or, correspondence) and any necessary supporting documents should be included in an appendix to the Minutes.

6. Minutes should also include all committee reports and any necessary supporting documents.

7. The Baptism of adults and children including the date and place of birth and the full names of both parents.

8. The names of those received into communicant membership; and in the case of minors, son or daughter of, and in every case the basis of reception.

9. The date of the Administration of the Lord's Supper, along with the number of communicants partaking.

9. The full name and location of the church to which a member has been dismissed, and the full name of the person dismissed and the dismissal date.

9. The date of decease of any member of the church, along with the full name of the deceased.

10. The Minutes should include the election of representatives to Presbytery and General Assembly. Subsequent Minutes should note whether they attended and reported to the Session, with reports to Session included within the minutes.

11. All minutes of congregational and corporational meetings in proper chronological sequence; and the names of officers elected and installed.

12. All reviews of local church boards and organizations.

13. Statistical reports, such as the number of baptisms, the records of membership and finances, etc.

14. In judicial cases, full proceedings should be in records according to the stipulations of chapter 32 of the Book of Church Order.

15. Minutes should not have inserted or attached separate printed matter as part of the permanent minutes. Erasures, interlineations, or footnotes are to be avoided.

16. Minutes should not be recorded in permanent form until they have been read and/or corrected, amended and approved at a meeting of the Session.

17. Signed by both the Moderator and the Clerk of Session.

18. The permanent copy of the Minutes should be kept in a bound Minute book with numbered pages. Sources for Minutes books may be obtained from the PCA Historical Center.

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