Every year we have a different point of emphasis, to improve our work as clerks. Sometimes that is somewhat random. This time, however, the new emphasis is quite pressing. In recent months, two churches have had issues of, or adjacent to, Church Discipline. The first point of an investigation is to determine their membership.

In an ideal world, sessions would have voted on receiving or dismissing a member, and recorded that, along with baptisms and deaths, in the appropriate registers and  rolls — two points of confirmation.

Unfortunately, churches are not always as good about voting to receive or dismiss as they should be, or about recording the reception or dismissal of members as they should be. Rather than determining membership by such typical factors as church attendance, financial contributions, or other circumstances, churches will keep people on their membership rolls because they don’t want to hurt feelings.

Not only does this unfairly swell your membership, but also your Per Capita. If the person isn’t there to pay it, then the church should, and if it doesn’t pay it, the Presbytery — in the form of your fellow churches in Highlands Presbytery — must pay it.

Moreover, and more importantly, not keeping up with your rolls not only violates the Constitution of the Presbyterian Church (USA), but also the whole pastoral purpose of keeping rolls. It isn’t to say who is going to heaven; we don’t have that much power! Our salvation is up to God, not paperwork. But roll-keeping is to encourage people: “You have said in the past that church is important to you, because at some point you joined our church, but we haven’t seen or heard from you in a long time. Is there something we should know? Is there anything you need? Or have you found another church that meets your needs? If so, we can transfer you and celebrate that you have a church home.”

As with many presbyteries, we have worked on the honor system. The minute review form simply asks “Yes” or “No” as to whether you keep the required rolls (see below). That’s not enough. With the recent experiences I’ve mentioned, we all need to “up our game.”

Beginning in the 2026 review of the 2025 minutes (this review cycle):

1. You will need to fill out the CHURCH REGISTER & MINUTES RECONCILIATION form available on the Presbytery’s website and by this link:https://highlandspresbyterynj.org/resources-and-documents/clerks-of-session-information/
2. If you are meeting to review minutes in-person, you must bring your registers and rolls along with your minutes. Failure to do so is an exception.
3. If sending your minutes electronically, you will have to take a photo or scan of the most recent page(s) of the membership rolls, and send that to Sonja with photos or scans of the related session minutes from the last three roll entries.

“But Steve, you usually give us a year’s notice!” With changes to the review form, I do. But this isn’t a change. This is just asking you to show the work you’ve said you’ve been doing.

Where I will give you notice is this: beginning in 2027, to review the 2026 minutes, I will contact the clerks of a particular region and we will set up an in-person review of minutes and registers. That way they will meet “B” above. And even better, it will give you a chance to meet some of your fellow clerks, which is a win for all of us. We’ll set that date before the end of 2026, so you have plenty of time to get it on your calendar. This regional minute review will be open to anyone who wants to attend, and will be in addition to the more centrally located review that we’re used to having.

Key Dates:

May 1 – Deadline to email your church’s minutes and worksheet to office@highlandspresbyterynj.org

May 31, 2-4pm – In-person review at the Long Valley Presbyterian Church – Please let us know that you’re coming!

June 1: Deadline to review and return completed minute worksheets to office@highlandspresbyterynj.org.