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A.
Dealing with Required Amendments of the ELCA Model Constitution
for Congregations
“Sections of this
constitution marked by an asterisk [*] are required when a congregation
amends its governing documents. These sections must be used without
alteration or amendment of the text in any manner (neither additions nor
deletions).”
1A. If your
congregation’s constitution was amended following the 2005 ELCA
Churchwide Assembly and included the amendments passed at that time,
request “2007 Amendments to the Model Constitution for Congregations”
for a quick update, available from RMS Secretary Katherine Cruson or at
www.rmselca.org/leadership/constitutionresources/2007ConstitutionalAmendments.
1B. If your congregation’s constitution has not been amended for
more than two years, refer to “ELCA Model Constitution for Congregations
2007” and ”Guidelines for Use of Model Constitution for Congregations
2007” at
http://www.elca.org/secretary/constitutions/congregations/index.html
2. On the first
page, state the name of the congregation, the city and state, and the
date of the latest revision, so you can see at a glance if you are
looking at the most current constitution. Next, include a Table of
Contents, a Codification Explanation (as written on page 3 of the
Introduction to the “ELCA Model Constitution for Congregations 2007” in
A.1B. above), the statement in quotations directly under A. above
(“Sections of this constitution…”), and, at the end of the constitution,
a list of dates the constitution has been amended by the congregation
and approved by the synod.
B.
Dealing with Optional Amendments, Bylaws and Continuing Resolutions -
unique to each congregation.
1. Optional Amendments suggested by ELCA are available from
A.1A. and A.1B. above.
2. Revise your congregation’s bylaws and continuing resolutions
as needed. Follow the process as stated in Chapter 16. Bylaws and
Chapter 18. Continuing Resolutions of the Model Constitution for
Congregations of the ELCA 2007.
3. You are encouraged to integrate bylaws and continuing
resolutions into the constitution (see page 3 and 4 of the Introduction
to the “ELCA Model Constitution for Congregations 2007” in A.1B.
above). You may place the bylaw or continuing resolution following the
appropriate constitution paragraph. A bylaw or continuing resolution
will be distinguished by its numbering. For example:
C10.01. The annual
meeting of this congregation shall be held at a time specified in the
bylaws.
C10.01.01. The
annual meeting shall be the third Sunday in January.
C.
Suggested Procedure
1. Form a small committee to look at all documents listed in A.
above as well as the congregation’s current constitution, bylaws and
continuing resolutions.
It is okay to consult the synod secretary at any
time through the process: better earlier than later!
2. Prepare the format for presenting revisions to the
congregation: use underline
for additions and strikethrough for deletions to show how the
current document will change.
3. Present suggested revisions to council. (More than 30 days
before congregation meeting for required amendments, 60 days before
congregation meeting for optional amendments and bylaws. *C16.03,
*C17.01) Continuing Resolutions may be enacted or amended by
Congregation Council or by the congregation. (*C18.01
and *C18.02)
4. Mail to all member households at least 30 days before the
congregation meeting. (*C17.01) This could be a separate mailing or in
your monthly newsletter.
(5. OPTIONAL –
You may have a Sunday morning discussion of amendments a few weeks
before the congregation meeting.)
6. Present the revisions at the congregation meeting (be sure the
president has this item on the agenda). Vote.
7. The secretary of the Congregation Council sends approved
amendments to the synod secretary for synod approval (*C17.03 and *C17.04).
Also send a copy of the amended total constitution. Bylaws do not need
to be approved by the synod secretary, but must be sent for suggestions
and to be sure they do not conflict with the constitution (*C16.04).
Continuing resolutions do not need to be sent to the synod secretary,
but must not conflict with constitution.
References to *C16.03,
*C17.01, etc. refer to Chapters and Paragraphs of the ELCA Model
Constitution for Congregations.
D.
Questions to consider:
Do you want to present all revisions at one time?
OR
Present required amendments at one meeting, then present other
amendments, revisions at the next meeting?
OR
Present required amendments at one meeting, present other amendments at
another meeting, then present
revisions to bylaws and continuing resolutions at a third meeting?
Thank you for your efforts in keeping your governing documents up to
date.
For additional assistance, contact
Rocky Mountain Synod Secretary Katherine Cruson
12906 E. Villanova Dr.
Aurora, CO 80014
303-696-7430
kl-cruson@comcast.net |