STATISTICS, CAQ, RECORD READINGS AND ALL THAT JAZZ!

Greetings Clerks of Session!

STATISTICS:

  • By now, most of you have completed their statistical reporting to OGA (Office of the General Assembly), and I want to THANK YOU for your diligence.  It has been a tough year with the weather, loss of power and other challenges…and it’s only February!
  • If you haven’t been able to complete your statistical reporting, or if you need to make and corrections, please contact Betsi Moise at [email protected], or call her at 215-242-1400, ext. 329 as soon as possible.  She is able to access the system through March 5th, 2014 and will be glad to help anyone get their information in.

CAQ (Clerk’s Annual Questionnaire):

  • The deadline for completing the Clerk’s Annual Questionnaire is the end of March.  We will receive reminders from OGA and will keep you posted.  In the meantime, we do realize their CAQ program is not working as well as expected and Betsi communicates your questions and concerns to them.
  • Here is a link to some of the FAQ’s regarding the questionnaire that may help our Clerks navigate the CAQ.

SESSION RECORDS READING:

  • The deadline for Reading Session Records is August 1, 2014.  All Clerks of Session will have an opportunity at each of the Regional Commission meetings to have their records read.
  • In addition we will be coordinating some other reading sites for April through July, 2014.  We will keep you posted as they are confirmed.

As always, it is a pleasure to work with such a dedicated group of individuals, and I am blessed to work along side you in this ministry!

Kevin

multicolorbar web

 

 

INFORMATION REGARDING CLERKS ANNUAL QUESTIONNAIRE

Here is an update from Ida Smith of the OGA regarding the Clerks Annual Questionnaire:

pcusa with phl color backDear Presbytery Stated Clerk,

Six more weeks of winter, please say it isn’t so! In addition to this being a hard winter for a lot of us, it’s been a difficult year for statistical reporting! Thank you for your patience and understanding as we deal with problems with the Clerk’s Annual Questionnaire. As you may be aware, we were required to use new software to collect the data for the CAQ this year. As a result, your completed CAQ reports print out at 14 pages or more, clerks cannot easily verify that their congregation’s data is submitted, and presbytery staffs are unable to view which congregations have completed the questionnaire.

I have been getting an overwhelming number of phone calls from congregations asking questions about the CAQ. While I am trying my best to respond to all questions, I wanted to share the answers to some of the most common questions with you. Please consider forwarding the following list of questions and their answers to each congregation in your presbytery that has not yet completed the CAQ.

One of those emails talks about all the problems this year with the CAQ. We normally have it programmed but our web programmer left to take another job so we had to use new software and found out it has limited capabilities. When a church hits “finish” it sends it. I will receive it then. It gives them an option to print but then prints out an ugly and long (12 or so pages long) report. If a church enters the pin number again, it will let them fill it out again (and again—one church has done it 6 times!)

I have been recommending that people use the blank copy to write or type (it’s a WORD document) their answers and save that as their hard copy if they want to keep their report to 5 pages to keep as their record.

Was my report submitted?

  • Once a clerk hits the “finish” button on the survey, the report is sent, and we will receive it.

How do I print my report?

  • After clicking the “finish” button on the survey, the next page will show the congregation’s results. At this point, the clerk can print these results, although the printout will be long (14-18 pages). Another option for clerks is to print out the blank pdf copy of the CAQ (made available in the first paragraph of the survey) and write in their responses on this copy to save.
  • Once clerks close out of the computer screen that displays their CAQ results, the survey software doesn’t allow the clerk to go back in and pull up the congregation’s results to print. The software will instead pull up a blank copy of the survey, as if it was never submitted. However, clerks can go in and partially enter their data, leave the survey, and return to the survey at the place they left off, as long as they don’t hit the “Finish” button until they are definitely finished with the survey.

I’ve entered the wrong PIN number; what do I do?

  • If a clerk enters the incorrect PIN number at the beginning of the survey, their computer will keep asking the clerk to fill out the report for that congregation. In order to submit the data for the correct congregation, the clerk will need to delete the “cookies” (internet browsing history) on their computer, try entering the survey on a different computer or mail or fax a hard copy of their completed survey to Ida Smith  at [email protected] .

Please note that for next year, we expect to have the CAQ programmed like it has been in the past.

Ida Smith

navy bar 2

 

 

Session Records Reading Sites for 2013 Records

Greetings Clerks of Session!

Just want to update you on the process for Session Records Review for reviewing the records of 2013.

You have probably noticed, we do not have a schedule of church locations for reading sites. As we live into the New Design, one of the things we considered is making session records readings a part of the Regional Commission Meetings in addition to the Presbytery Meetings.

So far, we can confirm that there will be an opportunity to have records read at the Northeast Regional Meeting this Saturday, February 22, 2014 at Rhawnhurst Presbyterian Church and we will try to keep you posted on future reading sites.  Please be assured that we are working  to help you get your records read!

Please contact Betsi Moise ([email protected])  or the Stated Clerk ([email protected]) with any questions, concerns or if you need additional information.

If you need additional Green and Yellow copies to use, please click on the documents below. They just need to be printed out on green or yellow paper accordingly.

2013_ChurchRegister_Green_for2014

2013_SessionMinutes_Yellow_for2014

We are grateful for all the work you do as Clerks of Session!

 

 

FROM THE STATED CLERK ON GA OVERTURES

SC GA vWEb

If any session has an overture (that does not have financial implications or changes to the Book of Order) they would like to have considered at this year’s General Assembly, the deadline for submission to the Stated Clerk is Feb. 28. Contact Kevin Porter at [email protected] for more info.

STATISTICS 2013 !!

ON-LINE STATISTICAL REPORTING and CLERKS ANNUAL REPORT 2013!

Greetings Clerks of Session!

It is time for our annual statistical reporting and here are dates to remember and resources to help you:

  • Start Date: The Annual Statistics online entry reporting system will become active on at the beginning of the 2014 year.
  • Deadline to enter: The last day a church will be able to enter statistics is Thursday, February 20, 2014

A user name and password are required.  If you do not remember your user name and/or password, please contact Betsi Moise.  She will be happy to help you with that information.

The Web address for entering your statistics: http://oga.pcusa.org/stats

You can enter portions of your report at different times up until the deadline, or until you hit the “submit” button. If you hit the submit button and subsequently need to add or change something, contact Betsi Moise and she will be able to make corrections for you up through March 5, 2013.

After March 5, 2013, nothing will be able to be entered, changed or added.

The Clerks Annual Report 2013 is also available at http://oga.pcusa.org/stats.  The Pin number and Password used for statistics can also be used for the Annual Clerks Report.

The office of the Stated Clerk of the Presbytery of Philadelphia is here to help you!  If you encounter any difficulties or have any questions, please do not hesitate to call us!

We have included the Instruction manual for you – just click on the links for a manual in English, Spanish or Korean.

multicolorbar web

Thanks to God Whose Word Was Written!

“Many have undertaken to draw up an account of the things that have been fulfilled among us, just as they were handed down to us by those who from the first were eyewitnesses and servants of the word. With this in mind, since I myself have carefully investigated everything from the beginning, I too decided to write an orderly account for you, most excellent Theophilus, so that you may know the certainty of the things you have been taught.” Luke 1:1-4 

The first Clerks’ Roundtable we hosted was primarily to say a Thank You for all you do to our hard working Clerks of Session.  It is meant to be a way of providing a forum for presentations/resources of interest to clerks of session and offering an opportunity for clerks to develop relationships with one another so that they have colleagues with which to share best practices and support in this singular ministry.

PHS Logo webOur presenter for this first roundtable was David Staniunas, from the Presbyterian Historical Society (PHS). Since the denomination’s standards for record-retention are developed and regulated through the PHS here in Philadelphia, he was able to come and give us the definitive answers to these questions, the rationale behind them, and hear from clerks “on the front line.”

We had good attendance and discussion from our Clerks and I am grateful for all of you as we journey together in the ministry of “Telling our Story”.  As promised here are the resources from our first meeting:

Record Retention:

Session Records:PresbyLogo web bkgrnd

Let us give Thanks to God Whose Word Was Written!

Thanks to God whose word was written in the Bible’s sacred page, record of the revelation showing God to every age. God has spoken! God has spoken! Praise God for the living Word.
Thanks to God whose word was written in the Bible’s sacred page. Thanks to God whose word is published in the tongues of every race. See its glory undiminished by the change of time or place. God has spoken! God has spoken! Praise God for the living Word.
Thanks to God whose word is published in the tongues of every race. Thanks to God whose Word Incarnate heights and depths of life did share. Deeds and words and death and rising, grace in human form declare. God has spoken! God has spoken! Praise God for the living Word.
Thanks to God whose Word incarnate heights and depths of life did share.  Thanks to God whose Word is answered by the Spirit’s voice within. Here we drink of joy unmeasured, life redeemed from death and sin. God is speaking! God is speaking! Praise God for the living Word. Thanks to God whose Word is answered by the Spirit’s voice within.
 
purple bar

Minutes in Brief, November 19, 2013

Statistics 2013 are coming!  Please click here for information.

green bar

PresbyLogo web bkgrndMINUTES IN BRIEF [Highlights] for the Stated Meeting of the Presbytery.  The meeting was held at Berean Presbyterian Church at Broad and Diamond Streets in Philadelphia

Please click here for a PDF of my report: MINUTES IN BRIEF_HighlightsNovember2013PresbyteryMeeting

Please mark your calendars for our next Stated Meeting, which will be held on Tuesday, January 28, 2014 at First Presbyterian Church in Springfield (Delco).  The time is to be determined.

multicolorbar web

 

CLERKS ROUNDTABLE – THE FIRST OF ITS KIND!

Dear Clerk Colleague,

Since the Sept. 28 Clerks’ Roundtable is the first of its kind, I extend this invitation to you to join us, regardless of whether you’re an experienced clerk, new to the position, or considering stepping into this role.

The goals of the roundtable are to 1) provide a forum for presentations of interest to clerks of session and 2) offer an opportunity for clerks to develop relationships with one another so that they have colleagues with which to share best practices and support in this singular ministry.

We searched out our presenter for this first roundtable in response to questions we’ve received from clerks about record keeping such as, “Do clerks still need to keep minutes and registers in the red binders with the special paper?” and “Does the PC(USA) have a computer program for the keeping of registers?” Since the denomination’s standards for record-retention are developed and regulated through the Presbyterian Historical Society (PHS) here in Philadelphia, David Staniunas from PHS will be with us to give us the definitive answers to these questions and any others you may have for him.

The tentative schedule for the program is:

  • 10:00 – 10:15 Gathering, refreshments (available throughout event), meet & greet
  • 10:15 – 10:30 Worship
  • 10:30 – 10:45 Introductions and Goals for the day
  • 10:45 – 11:45 Presbyterian Historical Society presentation, Q & A
  • 11:45 – 12:45 Clerks’ Open Forum – What are the challenges, questions, concerns you have in your role as clerk? How has the new form of government made a difference in your work? What best practices, tips, encouragement do the more experienced clerks have to share with the newer clerks? How are you preparing for/training your back-up/successor?
  • 12:45 – 1:00 Clerk appreciation, event evaluation, identifying topic(s) & date(s) for future roundtable(s).

As you can see from the last item on the proposed agenda, whether this will be an annual or periodic event will depend on the feedback from the clerks.

I hope this is helpful and that you will be able to come. If so, please R.S.V.P. to Betsi Moise at [email protected] by September 25. Feel free to bring a clerk-in-training from your congregation as well.

See you there!

Clerks Roundtable, Saturday, September 28, 2013 from 10:00 a.m. – 1:00 p.m.

Presbytery Center, 915 East Gowen Avenue, Philadelphia, PA 19150

 

Blessings,

Kevin

Rev. Kevin L. Porter
Stated Clerk 
Phone – (215) 242-1400, ext. 307

 

Getting Ready for the Clerks Roundtable!

The goal of the Clerks’ Roundtable is to 1) provide a forum for presentations/resources of interest to clerks of session and 2) offer an opportunity for clerks to develop relationships with one another so that they have colleagues with which to share best practices and support in this singular ministry.

We secured our presenter for this first roundtable in response to questions we’ve received from clerks about record keeping such as, “Do clerks still need to keep minutes and registers in the red binders with the special paper?” and “Does the PC(USA) have a computer program for the keeping of registers?” Since the denomination’s standards for record-retention are developed and regulated through the Presbyterian Historical Society (PHS) here in Philadelphia, David Staniunas from PHS will be with us to give us the definitive answers to these questions, the rationale behind them, and hear from clerks “on the front line.”

The tentative schedule for the program is:

  • 10:00 – 10:15 Gathering, refreshments (available throughout event), meet & greet
  • 10:15 – 10:30 Worship
  • 10:30 – 10:45 Introductions and Goals for the day
  • 10:45 – 11:45 Presbyterian Historical Society presentation, Q & A
  • 11:45 – 12:45 Clerks’ Open Forum – What are the challenges, questions, concerns you have in your role as clerk? How has the new form of government made a difference in your work? What best practices, tips, and encouragement do the more experienced clerks have to share with the newer clerks? How are you preparing for/training your back-up/successor?
  • 12:45 – 1:00 Clerk appreciation, event evaluation, identifying topic(s) & date(s) for future roundtable(s).

As you can see from the last item on the proposed agenda, whether this will be an annual or periodic event will depend on the feedback from the clerks.

 

DON’T FORGET-CLERKS ROUNDTABLE IS SEPTEMBER 28!

CLERKS ROUND TABLE SCHEDULED FOR SEPTEMBER 28 -We will have an opportunity at our Clerks Roundtable to discuss  records management and how to retain your church records. This is a timely and welcome subject for all clerks!

Your workshop leader will be David Staniunas, Records Archivist at the Presbyterian Historical Society, [email protected] David has worked at PHS for six years.

As Records Archivist, he is the chief point of contact for records management inquiries from PC(USA) congregations, mid councils and national agency offices. David accessions all incoming groups of archival materials to PHS’s collections; he also catalogs microfilm, handles records return requests, sorts serials, digitizes audio, and holds the hands of stated clerks through gracious dismissal.

He holds a Master’s degree in Library Science from Kent State University, and has worked at the Kinsey Institute, the Athenaeum of Philadelphia, the Ohio Historical Society and The Ohio State University Archives.

PHS bar

PHS Logo webThe mission of the Presbyterian Historical Society is to collect, preserve, and share the story of the American Presbyterian experience with Presbyterians, the scholarly community, and the general public.  Please click on the following links for information regarding current document preservation challenges and exhibits:

Click here to go to a map: https://maps.google.com/maps?saddr=&daddr=915+East+Gowen+Avenue+Philadelphia+PA+19150