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page 13 of 33
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From Call to Settlement |
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by Lloyd M. Hall, Jr.
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THE ECCLESIASTICAL COUNCIL OF THE
VICINAGE |
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Even before the Council is formally
organized, it needs to be called together. The Call to Order can be done
either by a "senior" minister from an invited Church or by the
inviting Church's Moderator. In either instance, the person so charged
needs to know of that responsibility before arriving for the session.
In consultation with the advisor
and the person who has been asked to Moderate the Council, the agenda
should have been prepared before the meeting day. Copies should be made
and distributed to the participants as they arrive.
Immediately, the Council should
turn itself to prayer. This is, after all, a piece of God's most sacred
business and we are dependent upon the divine presence. Someone from among
the senior clergy should be tapped for this awesome responsibility. Again
- not by surprise! This person should be asked well ahead of the meeting.
The Reading of the Letter Missive
is probably best done by the Clerk of the Church. This reminds everyone
present of the reason for the assembly and the terms by which it may
organize. This is, if you will, the Council's constitution. All actions
and procedures from this point forward are governed by the terms of the
Letter Missive. The restriction on variance from the terms is the
presumption that Churches have responded to the Letter based on the
conditions and agenda outlined. To alter procedure or content is to move
away from action that, by sending messengers, the Churches have embraced.
Since the Clerk has risen to read the Letter, they just as well go forward with the
calling of the Roll. Because the request went to Churches, it is the response of
Churches that is of interest. The Council will, of course, want a full accounting of
all the individuals present and the Churches from which they come. The
Response to the Roll, usually recorded, is "present by Pastor," present by Pastor
and delegate(s)," or "present by delegate(s)." Ultimately, the Clerk needs to
know how many Churches - in any way - are present. If the number meets the
quorum requirement, that should be reported to the presiding officer who will
proceed to organize the Council.27
The presiding officer then requests nominations for the Permanent Moderator of
the Council. While the Council is always free to elect whomever it may wish, it is
customary to have previously asked someone who is well versed in moderating
Councils if they would be willing to so serve. If someone is present who has
been asked and is willing, the printed agenda distributed before the meeting
often carries a note to the effect that "The Rev. ???? is willing to serve as
Moderator if nominated and elected," 28 Nominations are made, the election is
held, and the meeting is turned over to the Permanent Moderator.
The election of a Scribe proceeds in the same fashion. Again, preparation and
prior notice is helpful. Often those asked to Scribe these Councils will have the
agenda already entered into a laptop or notebook computer so that taking the
minutes is almost a matter of "filling in the blanks." This is considerably easier
for Scribes than hand writing the notes and transferring them later. It also has
the distinct advantage of providing completed minutes very
quickly after the conclusion of the Council. Completed and
printed minutes are almost certain to be available before the public
service if the Council precedes it by a week or more. If someone
has agreed to serve, the agenda should include that note.
It is then up to the Council to seat the Honorary Members.
Someone from the inviting Church should be ready to indicate
which of the individuals listed on the Letter Missive are present
and should be seated. If extenuating circumstances have occurred
that justify it, the inviting Church or members of the Council may
add to the list of honorary Members (but not voting members). A
motion and vote of the Council accomplish this.
You will note that the inviting Church has no further "authority" in
what transpires. That Church has defined what can happen and
who can do it. The convening Churches have agreed to those
terms and they are now responsible for their own actions.
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27
A failure to meet the quorum requirement must also be reported. In that event, the only
action open to the assemblage is to "fix the time to which to adjourn, adjourn, recess, or take
measures to obtain a quorum." (Robert's Rules of Order Newly Revised, 9th Edition, Perseus
Books, Reading, MS; 1990; p 342)
28
Tradition and experience usually lead to the Moderator,
and often the Scribe,
being ordained clergy but there should be no hesitation in selecting qualified lay persons.
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National Association of Congregational Christian
Churches
PO Box 288, Oak Creek, WI 53154 |
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