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 Bylaws in PDF version

 

PRESBYTERIAN WOMEN OF MISSION PRESBYTERY

BY-LAWS

Revised 2011

 

ARTICLE I

Name

 

The name of this agency of Presbytery shall be:

Presbyterian Women of Mission Presbytery (PWMP)

 

ARTICLE II

Purpose

 

Forgiven and freed by God in Jesus Christ,

and empowered by the Holy Spirit

we commit ourselves:

to nurture our faith through prayer and Bible study,

to support the mission of the church worldwide,

to work for justice and peace, and

to build an inclusive, caring community of women

that strengthens the Presbyterian Church (USA) and

witnesses to the promises of God's kingdom.

 

ARTICLE III

Membership

 

Membership shall be open to anyone committed to the Purpose and who chooses to participate or be supportive of Presbyterian Women (PW) in this Presbytery. Presbyterian Women intentionally seek the membership of women from all racial/ethnic groups so that it may reflect a vision of the whole church as a "community of mutual interdependence in which diversity contributes to wholeness."

from Life & Mission statement of the PCUSA

 

Elected or appointed leaders must be women who are members of the PC(USA) and Presbyterian churches in the Mission Presbytery.

 

ARTICLE IV

Gatherings, Meetings and Quorum

 

The Annual Business Meeting will be a part of the Spring Gathering, ordinarily held the fourth weekend in March, at MO Ranch in Hunt, Texas.  There shall be a business meeting for the election of the Coordinating Team (CT), Coordinating Team reporting and other Agenda business. 

Quorum shall be a simple majority of those present and voting.

 

The PWMP Coordinating Team will meet twice a year or more at the call of the Moderator. Other meetings will be called as needed by the Moderator. 

 

Cluster Leaders may call meetings within their Cluster for the purpose of Cluster business.

 

ARTICLE V

Coordinating Team (CT)

 

Section 1: Duties

The Coordinating Team (CT) will

  • carry on the business of PWMP
  • prepare the PWMP budget
  • decide the use of the offering at the Spring Gathering
  • oversee the planning, implementing and evaluating of the Spring Gathering
  • nurture and encourage other CT members

 

Section 2: Membership of the Coordinating Team

Elected and appointed leaders shall be women who are members of churches in Mission Presbytery. Elected members shall be Moderator, Leadership Coordinator, Treasurer, three members of the Search Committee, Historian, Mission Interpreter, Cluster Leaders and Moderator-Elect (for one year, when appropriate).

 

The Moderator, after election and installation, shall appoint, for her term of office, a Secretary, Newsletter Editor/Web Master, Peace and Justice Coordinator, and Eco-Justice Coordinator. She shall appoint for a one-year term Spring Gathering Host Church Co-Chairs and Spring Gathering Registrar. She shall call ad hoc committee members as needed.

 

Section 3: Election and Terms of Office

 

3.1  The term of office for all elected and appointed leaders is three years with the privilege of re-election or re-appointment for a second three-year term other than the Moderator-Elect, Spring Gathering Host Church Co-Chairs and Spring Gathering Registrar. If a replacement has not been found, the current officer may remain, if she agrees, until a replacement is identified.

 

3.2       Leaders shall be nominated at the Annual Business Meeting by classes as follows:

Class I                                Class II                                        Class IIISearch Committee               Leadership Coordinator               ModeratorMission Interpreter              Moderator Elect                          Search CommitteeCluster Leaders:                  Search Committee                       Cluster Leaders:Farmland                             Historian                                     AustinHill Country                         Treasurer                                    San AntonioSan Antonio                        Cluster Leaders:                          VictoriaUpper Valley                      Austin                                          Corpus Christi

                                          Corpus Christi                              Ranchland

                                          San Antonio

                                          Lower Valley

 

3.3       The Secretary, Peace and Justice Coordinator, Eco-Justice Coordinator, Newsletter Editor/Web Master, Spring Gathering Host Church Co-Chairs, Spring Gathering Registrar and any ad hoc committee members shall be appointed by the Moderator for her term.

 

3.4       The Treasurer shall take office in January following her election at the PWMP Annual Business Meeting.

 

3.5       The Moderator takes office after the March Presbytery meeting and following election and installation at the PWMP Annual Business Meeting.

 

3.5a     The Moderator Elect shall be elected with Class II for a one-year term and shall take  office after the March Presbytery meeting and following election and installation at the PWMP Annual Business Meeting.

 

3.6       All other leaders shall take office following their election or appointment and installation at the Annual Business Meeting.

 

Section 4: Vacancies

 

4. 1      If any vacancy occurs between Annual Business Meetings, the vacancy shall be filled for the un-expired term by simple majority vote of the CT upon recommendation from the Moderatorin consultation with the Search Committee.

4.2       In case of three unexcused absences from CT meetings the leader may be removed from office by simple majority vote of the CT upon recommendation from the Moderator.

4.3       If the vacancy occurs in the Moderator's position, the Leadership Coordinator shall assume the position and consult the Search Committee for a replacement followed by a simple majority vote of the CT. 

 

Section 5: Coordinating Team Meetings and Quorum

 

5.1       The Coordinating Team shall meet two or more times per year at the call of the Moderator.

5.2       Quorum shall be 2/3 of the elected leaders.

 

Section 6: Duties of Leaders

 

6.0       All Leaders shall:

6.0a     know the purpose and goals of PWMP; be familiar with Synod and Churchwide PW programs and publications, (especially Horizons magazine, Mission Yearbook for Prayer and Study, and Fellowship of the Least Coin),

6.0b     submit a short written report at the Spring CT meeting to be included in the permanent records and the minutes.

6.0c     study the By-Laws of PWMP, the standing Rules and Manual of Operations of Mission Presbytery and other material pertaining to her office.

6.0d     submit budget requests to the Moderator when requested.

6.0e     submit expense vouchers to the Moderator within thirty (30) days for reimbursement of expenses, i.e., mileage and travel expenses, etc.

6.0f      submit written information to the Newsletter Editor/Web Master.

6.0g     clean out her files of personal and out dated material before turning them over to the incoming officer at the Spring CT meeting.

6.0h     submit a letter of resignation to the Moderator if circumstances arise that prevent her from carrying out her duties.

6.0i      be removed from office by the CT if they have three unexcused absences.

6.0j     attend all CT meetings and the Spring Gathering. (This includes incoming officers at the Spring CT meeting and Gathering). 

 

Individual Job Descriptions

 

        6.01     Moderator - elected with Class III shall   

        6.01a   serve as a channel for information between the Churchwide and area offices of PW         programs, the Synod PW and the Cluster Leaders.

6.01b   serve as liaison between Mission Presbytery and PWMP.

6.01c   call and preside at all meetings of the CT, the Spring Gathering, special meetings or conference calls of the CT as needed.

6.01d   serve as an ex officio member of all committees, including those called by Cluster Leaders, except the Search Committee.

6.01e   sit with the Mission Presbytery General Council with voice and vote, when invited, and report to the council on provided form before each Presbytery meeting.

6.01f    report to Presbytery with written report at each meeting; and voice and vote, if a special request must be voted upon by the body.

6.01g   submit PW budget for meetings, travel expenses, supplies, etc, to Presbytery.

6.01h   appoint three CT members to audit the Treasurer's books annually.

6.01i    receive and validate expense vouchers before submitting to the Presbytery office for payment.

6.01j    be authorized to sign checks in the absence of the Treasurer.

6.01k   see that "PW Celebration of Mission Giving Pledge Forms" are distributed to all  Moderators in the Congregations each Fall.   

6.01l    instruct Moderator-Elect of her responsibilities and duties, introduce her to General Council at November meeting before her election and installation, introduce her to Presbytery at March Presbytery Meeting prior to her taking office.

6.01m  attend Presbytery General Council (if invited), Presbytery Meetings, Synod Coordinating Team meetings, Synod PW Gathering, Churchwide PW Gathering as a voting delegate, Women's Conference at MO Ranch (if funds are available), Cluster meetings and other meetings as needed.

 

6.02     LEADERSHIP COORDINATOR - elected with Class II shall:

6.02a    coordinate Training for PWMPCT.

6.02b   maintain and update the Training Manual as needed with input from all of PWMPCT.

6.02c   coordinate the Fall Cluster Gatherings with the Cluster Leaders.

6.02d   assist the Moderator as requested and assume the duties of the Moderator in her absence.

6.02e   attend Synod PW Gathering, Churchwide PW Gathering and Cluster meetings if possible.

            (It is recommended that the person elected to this position shall have served as Cluster Leader for at least three years).

 

6.03     Moderator Elect - elected with Class II for a 1 year term shall:

6.03a   assist the Moderator as requested and attend meetings with her for training.

6.03b   serve a one-year term from March to March before being elected and installed as Moderator.

6.03c   assist the Leadership Coordinator in the absence of the Moderator (if asked)

6.03d   attend Presbytery meeting (without vote) in March of the year elected and installed as Moderator, Synod and Churchwide Gatherings when they occur during her one-year term, Expanded Genreral Council Meeting (when invited by the PW Moderator), Synod PWCT meetings (when invited by the Presbytery PW Moderator).

 

6.04     Secretary - appointed by the Moderator for her term shall:

6.04a   keep brief accurate records and minutes of CT meetings and the Annual Business Meeting. These minutes and records shall be included in the history of this organization.

6.04b   mail or email copies to the CT within two weeks of the meetings.

6.04c   compile a list of the names and addresses of CT members and send that list to:  CT members, Presbytery office, Synod office, Synod PW Moderator, Synod PW Secretary,  the PW Program Coordinator at PC(USA) and others as needed.

 

6.05     Peace and Justice Coordinator - appointed by the Moderator for her term shall:

605a    encourage all women to speak out concerning issues affirming fair and inclusive treatment of all people,

605b    provide a communication and networking plan between PWMPCT and other governing bodies of the PC(USA),

605c    keep the PWMPCT current on women’s issues and provide suggestions for any involvement on the Justice issues,

605d    work with all Cluster Leaders to provide Peace and Justice information to all churchses in Mission Presbytery

605e    work with all Cluster Leaders to provide Peace and Justice Coordinator positions in each local Presbytery Church; and set up communication/networking system between churches.

 

6.06     Historian - elected with Class II shall:

6.06a   keep a history of CT meetings and PW Gatherings; compile copies of the minutes and financial records, maintain a scrapbook to be displayed at the Spring Gathering.

6.06b   teach and encourage women how to keep histories of their local PW organizations and activities and how to submit them to the PC(USA) Historical Society in Decatur, GA.

6.06c   train and/or encourage the Cluster Leaders to do the same at cluster meetings.

 

6.07     Treasurer - elected with Class II shall:

6.07a   receive all special offerings (or reports of giving) from PW to be disbursed to the proper recipients.

6,07b   keep records of money contributed by local churches for all special offerings, including the Fellowship of the Least Coin for Church Women United (CWU).

6.07c   prepare financial reports for the Annual Business Meeting, Presbytery, Synod office and Synod's PW Coordinating Team and PW Churchwide office.

6.07d   encourage women to apply for Synod Scholarships to help send CT members to Synod and Churchwide functions.

6.07e   use the Scholarship Fund for scholarships for PW in Mission Presbytery to attend PWMP Spring Gathering. Two scholarships per church are available for the Spring Gathering and will be given upon request to the Treasurer, as funds are available. The dollar amount of the scholarships will be reviewed annually by the PWMP Coordinating Team.

6.07f    use interest earned on bank accounts to supplement the Emma Norris Fund or as needed.

6.07g   prepare the financial books for an annual audit by three members of the CT designated by the Moderator.

 

6.08     Search Committee - elected by Classes shall:

6.08a   have three members who are elected by classes, one each year, from different clusters.

6.08b   have as chair of the committee, the member serving the third year of her three- year term.

6.08c   secure and present a slate of qualified leaders for nomination at the Annual Business Meeting, by classes, as listed in Section 3.2 of these By-Laws.

6.08d  keep an updated file of potential leaders who have been recommended by PW in local churches.

6.08e   provide each prospective nominee with a copy of these By-Laws to help her decide if she has the time and is willing to serve.

6.08f    provide a biographical sketch of the nominees for each voting member at the Annual Business Meeting.

 

6.09     Mission Interpreter - elected with Class I shall:

6.09a   plan and implement the involvement of women in this presbytery in mission projects by being the channel for information and stimulation about Presbyterian mission needs and projects, including the Emma Norris Fund.

6.09b   plan and implement a Mission Fair at the Spring Gathering, showing Presbyterian Mission information Synod and Presbytery mission projects, and PW Coordinating Team goals and projects.

6.09c  be in contact with the Mission Outreach and Service Division of Mission Presbytery for information

6.09d   resource Cluster Leaders on mission projects for the Fall Cluster Gatherings.

6.09e   encourage and promote the use of Presbyterian mission material. (Horizon magazine, and the Mission Yearbook for Prayer and Study).

6.09f    encourage stewardship of our time, our talents, and our money.

6.09g   attend Cluster Gatherings, (if invited by the Cluster Leader(s) and at the Cluster Leaders' budget expense) and the PW Spring Gathering.

 

6.10     ECO-JUSTICE COORDINATOR - appointed by the Moderator shall:

6.10a   pland and implement the involvement of women in this Presbytery in Eco-Justice projects by being the channel for information and stimulation about Presbyterian Eco-Justice needs and projects

6.10b   be familiar with the Presbyterian Environmental Ministries Program and its resources and stay informed of current policies

6.10c  resource Cluster Leaders on Eco-Justice projects for the Fall Cluster Gatherings.

6.10d  encourage and promote the use of Presbyterian Eco-Justice material.

6.10e  attend Cluster Gatherings (if invited by the Cluster Leader(s) and at the Cluster Leaders' budget
             expense) and the PW Spring Gathering

 

 

6.11  NEWSLETTER EDITOR/WEB MASTER - appointed by the Moderator shall

6.11a  collect information from the Coordinating Team to compose the newsletter at least

           twice a year.

6.11b  keep PWMP Website with current information about meetings, issues, mission

           materials, by-laws, and the newsletter.

6.11c  make the newsletter available through mail, email, the Cluster Leaders, and the

          website.

6.11d  stimulate interest to attend Cluster, Presbytery, Synod and Churchwide PW events.

 

6.12  CLUSTER LEADERS - elected by Classes shall

6.12a  be the liaison between the PW in the Congregations and the PWMPCT.

6.12b  visit PW in the churches within their cluster at least once every three years to help

           empower PW in Congregations to perform their work more effectively.

6.12c  be available to PW in the Congregations by mail, phone, email, or in person to

           provide support for networking among PW, and respond to each PW in the

           Congregations needs and concerns by communicating their concerns to PW in the

           Presbytery.

 

6.12d  submit names of potential leaders to the Search Committee.

6.12e  secure a meeting place for the Fall PW Cluster Meeting and coordinate the date

          with the other Cluster Leaders.

6.12f  attend Fall PW Cluster Meeting, PW Spring Gathering, Presbytery, Synod and

          Churchwide Training.

 

6.13  SPRING GATHERING HOST CHURCH CO-CHAIRS - appointed by the

            Moderator shall

6.13a  work with Moderator and Spring Gathering Registrar in planning and

           implementing  the Spring Gathering according to Manual of Guidelines for the

           Spring Gathering.

6.13b  work within a Spring Gathering budget to be approved by the CT.

6.13c  make reservations with the Gathering Registrar for all Spring Gathering Host

           Church leaders and workshop leaders.

6.13d  prepare information and reservation forms as designated in the Manual for the

           Spring Gathering.

 

6.14    SPRING GATHERING REGISTRAR appointed by the Moderator shall

6.14a   coordinate with Mo-Ranch staff the use of the facility and approve Contract

            that includes all rates and fees for reserved buildings, equipment, and food.

6.14b  work with the Moderator and the Spring Gathering Host Church Co-Chairs in the

            registration of attendees to the Presbyterian Women of Mission Presbytery

            Spring Gathering according to Manual of Guidelines for the Spring Gathering.

6.14c   may be paid for her work a sum to be determined by the Coordinating Team.

 

6.15  AD HOC COMMITTEE MEMBERS - appointed by Moderator shall

6.15a   follow the Moderator's direction to achieve committee's goals. 

 

 

Article VI

Finances

 

Section 1

PWMP shall operate under budget from Presbytery for meetings, travel, telephone, and supplies.  The budget request shall come from Presbytery and shall be prepared by the Moderator of the Coordinating Team according to Presbytery guidelines.

 

Section 2

The Treasurer shall receive and disburse to the designated recipient money given by local church groups for:

            a.  Worldwide Mission, Churchwide, Synod and Presbytery PWCT Budget.

            b.  Leadership fund for delegates to attend meetings not covered by the operating

                 budget.    

            c.  Emma Norris Seminarian Fund for gifts of money to seminarians under the

                 care of Mission Presbytery, Birthday Offering, and Thank Offering.

            d.  Honorariums, memorials and Honorary Life Membership in PW.

            e.  Scholarship Fund.

f.  Fellowship of the Least Coin.

                                                               Section 3

The Coordinating Team shall vote on the acceptance of the annual audit.

 

Section 4

The Fiscal Year shall be from January 1 through December 31.

 

 

ARTICLE VII

Amendments

 

The By-Laws may be amended upon recommendation of the Coordinating Team at the Annual Business Meeting by a two-thirds (2/3) vote of those present and voting without previous notice.

 

ARTICLE VIII

Authority

 

The latest edition of Robert's Rules of Order, Newly Revised shall be the parliamentary authority in all cases not covered by these By-Laws or the Standing Rules and Manual of Operations of Mission Presbytery.  A copy of both publications shall be provided by the Moderator for use at all meetings.

 

Amendments submitted and approved:  March 2008, March 2009, March 2011