The Presbytery of Genesee Valley holds four stated meetings each year. Meetings are hosted by member congregations and ministries of the presbytery on a voluntary basis, with the exception of the winter meeting, which is an online-only meeting (via Zoom). Additional special meetings may be called, as needed. Much of the work of the presbytery is done by smaller committees, commissions and working groups which meet regularly throughout the year. Business is conducted according to the Book of Order, following parliamentary procedures as outlined in the latest edition of Robert’s Rules of Order, PGV’s By-Laws and Manual of Operations.
All stated meetings are open meetings. Visitors are welcome. However, everyone who plans to attend should register. Voting members seeking to be excused from the meeting should contact the stated clerk at statedclerk@pbygenval.org.
Presbytery Officers
Moderator and Vice Moderator
The presbytery elects a moderator and vice moderator each calendar year for a one-year term beginning at the end of the summer presbytery meeting. Either ministers of Word and Sacrament or ruling elders may fill these volunteer offices. The moderator and vice moderator share the duties of presiding at meetings of presbytery and representing this body at ordinations and installations.
Executive Presbyter
The executive presbyter is elected by the presbytery to a five-year, renewable term. The executive presbyter is an employee of the presbytery and serves as the head administrative officer of the presbytery. The executive presbyter leads the implementation of presbytery decisions in matters of strategy, program, mission and resources. In collaboration with the moderators and staff, the executive presbyter coordinates and participates in stated and special meetings of the presbytery and provides emergency pastoral care for congregations and leaders during times of crisis and transition.
Stated Clerk
The stated clerk shall be a teaching or ruling elder and is elected for a 36-month term. The clerk is an ecclesiastical officer of and parliamentarian for the presbytery, and an employee of the presbytery. The clerk coordinates setting the agenda and planning for each meeting. Before and during meetings the clerk makes recommendations as to the constitutionality and orderliness of proposed actions.
Treasurer
The treasurer is elected at the fall meeting for a term of one year commencing January 1 of each year. The treasurer serves as controller and advisor on financial matters as a volunteer.
What's My Role?
Teaching Elders (Commissioners/Voting Members)
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Ministers of Word and Sacrament who have been admitted to the presbytery as active or at-large members, and are continuing members of PGV
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Retired ministers and temporary members (ministers from other denominations serving PGV congregations)
Ruling Elders (Commissioners/Voting Members)
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Ruling Elder Commissioners who are elected by the Session of their congregations
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Additional Ruling Elders who are enrolled as members of presbytery while in leadership positions as committee chairs or presbytery officers
Visitors (No Voice/No Vote)
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Members of PGV congregations (including Ruling Elders who have not been elected as commissioners)
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Ecumenical guests
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Other Presbyterian ministers
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Students preparing for ministry
Corresponding Members (Voice/No Vote)
Members of other Presbyteries of the PC(USA)
Preparing for the Meeting
Register
All are welcome, but everyone must register. The link for online registration is available four weeks prior to the meeting. It is posted on PGV’s website (under
the Meetings menu), published in PGV’s newsletter (Valley Vibes), and it is sent in reminder email messages to all newsletter subscribers. Those who miss the
registration deadline must contact the operations manager, Cheryl Battaglia for late registration, or register with the operations manager upon arrival.
Review the Packet (agenda and supporting information)
The packet is available two weeks prior to the meeting. It is posted on PGV’s website (under the Meetings menu), published in PGV’s newsletter (Valley Vibes), and it is sent in reminder email messages to all newsletter subscribers. It is recommended that you print or download the packet to a personal device for reference during the meeting. Copies will not be provided at the meeting and WiFi access is not guaranteed.
Plan to Arrive Early
In-person attendees: Plan to arrive early to check-in and for fellowship and refreshments before the meeting is called to order.
Online attendees: Plan to login early to test your audio/video, resolve any technical issues, and rename yourself for attendance and voting purposes.
Arriving at a Meeting
In-person attendees
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Sign in at the reception table (for attendance and voting purposes)
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Make a nametag that includes your role (TE, RE, V, CM) and church/ministry.
Online attendees
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Login in on a single device. (Logging in on multiple devices from the same location creates audio feedback.) If you must login on more than one device from one location, only “Join with audio” on one device.
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Rename yourself (right-click on your image and select “Rename” from the menu) as follows: Role (TE, RE, V, CM), Name, Church/Ministry.
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Example: RE Jane Smith, Byron FPC.
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Turn off (mute) your microphone and keep yourself muted unless you have been recognized by the moderator to speak. Tip: Holding down the space key on your computer is a shortcut for opening your microphone, temporarily, to speak.
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Turn on your camera (video), unless you have chosen to leave your camera off for privacy reasons. Tip: If you are experiencing an unstable internet connection, turning off your camera can reduce your system and network load.
Participating in the Meeting
Voice
All commissioners and corresponding members may exercise the option to speak, share opinions, and directly influence decisions made by the presbytery, provided they are recognized by the moderator. To be recognized by the moderator, in-person attendees should go to the floor microphone and wait to be acknowledged before speaking. Online attendees should raise their virtual hand and wait to be acknowledged before unmuting themselves. Once recognized by the moderator, speakers should state their name, role (TE, RE, V, CM), and church/ministry prior to asking a question or making a comment. Note: Visitors do not have rights of voice. They may only speak when given special permission to do so by the moderator.
Motions/Proposals
Only voting members (TE, RE), church sessions, officers, commissions, committees, working groups, and/or project teams of the presbytery can make a motion or bring new business before the presbytery. For inclusion in the meeting agenda, items of business should be reported to the stated clerk, Bethany Benz-Whittington, at least three weeks prior to the stated meeting. New items of business reported fewer than three weeks before the stated meeting may be introduced by voting commissioners during New Business. However, the presbytery may entertain a motion to postpone or table the new business to a future meeting, or refer it to a presbytery committee, to allow time for consultation, prayer and study.
Motions put before the presbytery by a commission, committee or working group do not require a second. Motions put before the presbytery by an individual require a second before discussion or voting can take place. If there is no second, then the motion is dead and the meeting moves onto the next item of business.
An omnibus motion is the action of bundling multiple, distinct, often related or routine items of business into a single vote to save time. For example: A member may make a motion to accept all committee and working group reports with one vote. If a voting member objects to bundling items, a request can be made to “sever” or call for a “division of the question” to force a separate vote on a separate item. A second and a vote are not required.
During the discussion of a motion, a member may move to amend the motion, using specific language to propose an alteration (“I move to amend the motion by adding, striking, replacing…”). A second is required. If there is a second, the assembly then discusses the proposed change(s). A vote on the amendment must be taken before discussion on the original motion can resume. If the amendment passes, discussion resumes on the amended motion. If the amendment fails, discussion on the original motion resumes.
If a member wants to end discussion on a motion and go to the vote, they may “move to call the question” or “move the previous question.” The purpose is to end debate so the group can move forward. It requires a second. If there is no second, discussion on the original motion resumes. If there is a second, the group must vote immediately whether or not to end discussion. (A motion to call the question is not up for debate or discussion.) A two-thirds majority is required to pass. If it passes, the group immediately moves to the vote on the original motion.
Vote
Only voting members (TEs and elected REs) may vote on matters put before the presbytery, taking into consideration all opinions and perspectives expressed during the discussion of any motion/proposal. Matters put before the presbytery for approval (vote) include, but are not limited to: agendas and minutes, property sales, and admittance or ordination of minister members. As per Robert’s Rules of Order, the voting method must be uniform for all members whether they are attending in-person or online. In-person attendees will vote by raising a hand; online attendees will vote by raising a virtual hand.
Meeting Format
Call to Order
In Presbyterian governance, all meetings open with prayer and the moderator will ask the stated clerk if a quorum is present. In the Presbytery of Genesee Valley a quorum (the minimum number of people required to legally conduct business, vote or make decisions) is met when three Teaching Elders and three elected Ruling Elders, representing at least three different member churches of the presbytery, are present.
Approval of Agenda & Consent Agenda
Meetings begin with a motion and vote to approve the agenda, followed by a motion and vote to approve the consent agenda. A consent agenda bundles routine, non-controversial items of business into a single block for approval with one motion and one vote, without discussion. Its purpose is to save time for strategic or controversial discussions. Examples of consent agenda items include, but are not limited to: meeting minutes, standard contract renewals, and standard financial or departmental reports. The moderator will ask if anyone wishes to pull an item from the consent agenda. Any voting member can request any item be removed without explanation or reason. A motion, second, and vote are not required. Once the request is made, the item is immediately removed from the consent agenda. The moderator chooses where to place the removed item(s) in the agenda.
Worship
Meetings are built around worship because the presbytery is a worshipping body, and we delight in the opportunity to ground ourselves in faith and witness before engaging in God’s work. The work we do is not simply the business of the church; it is our response to God’s calling to be God’s hands and feet. The Book of Order (G-3.0105) requires every meeting of any council begin and end with prayer. Our presbytery meetings are worshipful work. Worshipping together is how we enter into our work with reverence and humility.
Worship Offertory
The host church chooses a mission or organization to receive the worship offertory, which is approved by the Mission Commission. Attendees are invited to make a financial gift, electronically, to the chosen mission/organization as part of their online registration. Alternatively, attendees may offer a gift by scanning a QR code that will be on display at the meeting. Specific information about the mission or organization can be found in the meeting packet.
Officer/Committee Reports
The executive presbyter and stated clerk, along with select committees, provide reports on their activities to the assembly.
New Business
Voting members may bring new business items or motions before the presbytery. Items removed from the consent agenda or an omnibus motion may be moved to this item on the agenda (at the moderator’s discretion).
Adjournment/Prayers
A prayer book is circulated during the meeting. Attendees are invited to share their prayer concerns and joys with each other through this book. The moderator and/or vice moderator will adjourn the meeting in prayer.
Post-Meeting
Review Minutes (Draft)
A draft of the meeting minutes will be available within three weeks. They will be posted on PGV’s website (under the Meetings menu) and published in PGV’s newsletter (Valley Vibes). Please review the minutes and send any corrections or additions to the stated clerk, Bethany Benz-Whittington. The final draft will be shared in the meeting packet for approval at the next stated meeting.
Report to Session/Congregation
Share information from the meeting with your Session and your congregation. You are invited and encouraged to share the draft of the meeting minutes with them.
FAQs
Is childcare available?
Child care will not be provided at the meeting location. However, PGV offers reimbursement for at-home childcare. Please contact the operations manager, Cheryl Battaglia, with questions and to arrange for reimbursement.
Are there food and beverages at the meeting?
Yes, light refreshments will be provided during the gathering time, before the meeting. A meal may be provided following the meeting. It is up to the host church to decide if it will provide a meal and if it will be offered for a cost (up to $10).
What if I have a food allergy or dietary restriction?
Special dietary needs or food allergies need to be shared with PGV when you register online. Every reasonable effort will be made to accommodate your needs, but PGV cannot guarantee a completely allergen-free environment. Generally, host churches strive to offer, at minimum, vegetarian and gluten-free options. The host church may not be able to accommodate late registrants.
Is free parking available?
Parking varies by location, but most churches have free parking and handicap parking spaces available. Please check the meeting packet for specific parking information for each meeting.
Is the facility handicap accessible?
Yes, all host churches are required to have handicap parking, ramps, and an elevator or lift (if the facilities are more than one level). For other needs, such as visual or hearing impairments, please contact the communications coordinator, Tamara Hillabush Walker, to make us aware of your needs.
Can I give cash or write a check for the worship offertory?
No, unfortunately PGV is not equipped to accept cash or checks for the worship offertory. We invite you to make a donation during your online registration, using the link on PGV’s website (under the Meetings menu), or by scanning one of the QR codes on display at the meeting. Thank you for supporting the mission of our host church!
Will WiFi be available during the meeting?
Yes and No. While host churches may have WiFi capabilities, the bandwidth demands of hosting a hybrid meeting can push a system to its limits, creating unstable internet connections. If the host church has a separate guest account available for attendees, it will be made known in the meeting packet. However, it is recommended that you print or download all meeting materials prior to arriving, to avoid access issues.
What if I don’t want my name or image shared on PGV public platforms?
In-person attendees: Notify the communications coordinator, Tamara Hillabush Walker, prior to the meeting, of your preferences regarding the publication of your image and/or name.
Online attendees: Online meetings are recorded and stored for PGV use. If you prefer not to be seen, it is your responsibility to turn off your camera. For voting and attendance purposes, your role, name and church/ministry need to be visible. However, you may rename yourself using only your first name and the first letter of your last name.