Background

          The concept of the “priesthood of all believers’ is an integral part of God’s calling to Abraham, and is central to Israel’s identity as a “royal priesthood’ and “a holy people’ set aside for God’s service (Ex. 19: 1-6; Isa. 61: 1-6).  And it is also central to the identity of Christian disciples in the New Testament (I Peter 2: 4-10).  In particular, Moses was instructed to establish the office of Elders to assist in the leadership of the tribes during the Exodus (Num. 11: 16-17).  Also, Paul appointed Elders and Deacons in each of the churches he established, to instruct and lead, and serve the people in his absence (I Tim. 3: 1-13).  So these offices have represented the leadership and compassion of God throughout the long history of God’s people as affirmed by Scripture.

            We recognize that all believers receive gifts from the Holy Spirit in order to be able to conduct various kinds of ministries, and that some are called to particular ministries as Elders and Deacons, serving the whole Body of Christ (Eph. 4: 11-16;       I Cor. 12: 1-31).  But all ministries, and all offices in the church are intended to exhibit the servant leadership exemplified and demanded by Jesus (Mk. 9: 35; Lk. 22: 24-30; Jn. 13: 1-17).

Every congregation is to elect Elders to serve on their Session, and may elect Deacons who may serve on a Board of Deacons or serve individually as commissioned by the Session (G- 6.0403).  Per the Book of Order, “Every congregation shall elect men and women from among its active members, giving fair representation to persons of all ages and of all racial ethnic backgrounds and to persons with disabilities who are members of that congregation, to the office of elder and to the office of deacon (if used in the congregation)” (G-14.0221).

While elder and deacons are elected by the congregation, they are examined, ordained and installed by the Session of that congregation.  Further, all church officers, whether ministers of Word and Sacrament or Elders and Deacons, are subject to all of the appropriate ordination standards and questions found in the Book of Order (especially chapters 6, 10 and 14 in the Form of Government, including G-6.0106 a and b, and G-6.0108 a and b).   All officers, ministers, elders and deacons answer eight identical constitutional   questions when ordained or installed and then each officer is asked one question particular to the office in which he/she will serve  (W-4.4003).   

Seven Steps in Nomination, Examination, and

Ordination/ Installation of Church Officers:

Step 1: Formation of the Nominating Committee. 

A congregation forms a Nominating Committee while mindful of the “Background” above and following these requirements of the Book of Order:

“Nominations shall be made by a representative nominating committee of active members of the church. The committee shall itself include both women and men, giving fair representation to persons of all age groups, of all racial ethnic members, and of persons with disabilities who are members of that congregation. At least two members of this committee shall be elders designated by the session, one of whom shall be currently on the session and serve as moderator of the committee. At least one member of this committee shall be designated by and from the board of deacons, if the church has deacons. Other members of the committee, in sufficient number to constitute a majority thereof (exclusive of the pastor), shall be chosen by the congregation or by such organizations within the church as the congregation may designate, none of whom may be in active service on the session or in active service on the board of deacons. The pastor shall be a member of this committee, serving ex officio and without vote” (G-14.0223).

“The nominating committee shall be elected by the congregation annually and no member of the committee shall serve more than three years consecutively” (G-14.0224).

“All nominating procedures shall be subject to the principles of participation and representation as stated in G-4.0403 and G-9.0104” (G-14.0225).

[Note: When a congregation is not able to meet one these requirements, the congregational leadership may request exemption from certain of these rules, per the stipulations of the Book of Order G-14.0226.  For example, a congregation of fewer than seventy members may ask the presbytery for permission to have a smaller nominating committee (G-14.0226b) or a congregation may ask for permission to have nominating committee serve successive terms (G-14.0226c).]

In fulfilling their role, it is important that the members of the nominating committee understand these points:

• the spiritual nature of these positions as church officers which they will be seeking to fill, and
• the importance to their congregation of the people they will nominate for these offices.

Therefore, a review of the scriptures and references from the Book of Order, as cited in the “Background” material, should be done with the committee members before they begin the process of seeking nominees.  And it should be understood that the nominees are to be judged upon the basis of their spiritual maturity and gifts, as well as their vocational skills and abilities.  Throughout the process of selection and initial interview of nominees, the nominating committee shall do its work independent of the Session and congregation. 

            The work of the nominating committee requires the ability to speak candidly about the qualifications of various potential candidates being considered.  Therefore, the meetings of the committee should be considered closed, and their discussions as confidential.  The members of the committee should be provided with a copy of the nine ordination questions and citations from the Book of Order that articulate the standards of the Presbyterian Church (U.S.A.) for ordination to the offices of Elder and Deacon.  These questions and standards should be explained and discussed with them at the beginning of their deliberations.

Step 2: Identification of Positions to be Filled and their Specific Duties and Responsibilities. 

A careful review of the position descriptions, or their equivalent, for the specific offices to be filled, such as Youth Elder, should be done at the beginning of the committee’s work.  This will help in determining the particular spiritual and vocational gifts needed to fill these offices.  In order to do this, it is highly recommended that the position descriptions, or their equivalent, for all of the church officers be updated annually by their incumbents and the Session and/or Board of Deacons, preferably near the end of each yearly cycle.  It is also important that the nominating committee review and discuss the congregation’s mission statement and/or their most recent mission study, if these have been formulated, in order to identify people whose skills and abilities can help support the congregation’s longer-term goals.

Step 3:  Identification of Potential Candidates. 

Again, it is necessary for the nominating committee to consider all of the active members of the congregation, and to seek to be inclusive of all ages, racial ethnic groups, and genders in their deliberations to give fair representation to all members of the congregation.  (See information in Book of Order G-14.0221, .0223, .0225 and the “Background” above.)  As potential nominees are identified, they should be contacted personally and privately (preferably face-to-face and by two members of the committee), and provided with a copy of the specific position description, or its equivalent, of the position for which they are being considered.  This would also be an appropriate time to provide the potential nominees with a copy of the nine ordination questions and the appropriate standards in the Book of Order.  Clearly, this is not the kind of discussion that can effectively take place in a short phone call, or in the midst of a crowd at church.  It needs a time and place where serious conversation can take place.  It is often helpful to tell the potential nominee the skills and gifts that the committee felt they might bring to this particular position.  This can be a time of genuine affirmation and encouragement, whether the person accepts the nomination or not.  And this can open further discussion of the person’s skills and interests that might lead to a better matching of their gifts with other ministries. 

Questions about the Session or Board of Deacons, or about any of the ordination requirements, should be explored at this time, along with any other questions or concerns the potential nominee may have.  Follow-up conversations are encouraged after the initial identification of nominees.  No persons should ever become a church officer without understanding what will be expected from them.

Step 4:  Review the Standards and Ordination Questions Required by the Book of Order. 

Once the initial slate of nominees is identified, and all have indicated their willingness to serve, a special training meeting could be held for all of the nominees.  Such a training meeting is not required by the Book of Order.  The goal is to communicate to all nominees what will happen during the examination process by Session and to reduce/eliminate embarrassment or need to excuse an officer-elect at a latter point in the process. 

At this meeting, the nine ordination questions and the key appropriate standards for ordination in the Book of Order, including G-6.0106 a and b and G-6. 0108 should be read and discussed.  If anyone has a departure from these standards, it would be very good to identify at this time.  If there is concern about a potential conflict, this should be discussed with the potential nominee at the earliest possible time.  While the Book of Order specifically allows for differences of opinions and beliefs based upon good conscience (G-1.0301 through 08, and G-6.0108 a & b), it also demands affirmation of a recognized body of standards of doctrine and discipline applicable to those who would serve as an officer in the Presbyterian Church (U.S.A.).  If there is any doubt about the interpretation or application of particular standards, this should be fully discussed, either in this training or in private consultation with the pastor and /or a member of nominating committee. 

Step 5:  The Congregational Meeting and Election of Officers. 

Once the Nominating Committee is satisfied that the list of nominees is appropriate to be submitted to the congregation, they report the status of their work to the session and ask that a congregational meeting be called.  The date for, and purpose of, this congregational meeting must be publicly announced on two successive Sundays prior to the meeting, in compliance with G-7.0302 of the Book of Order.  The names of the nominees for church office may be included in the call for the meeting. 

On the date of the congregational meeting, the moderator shall determine if a quorum is present, open the meeting with prayer, explain the purpose of the meeting, and ask the congregation, “Are you ready to proceed to the election of elders and deacons?”  If the congregation answers in the affirmative and a quorum is present, the nominating committee shall present the names of nominees for church office to the congregation. 

The moderator shall then open the floor and invite any additional nominations, explaining that a nominee must be an active member of the congregation and be willing to serve if elected.  The moderator and the nominating committee should be prepared to distribute position descriptions for the positions being filled, and copies of the appropriate ordination standards in the Book of Order, if additional nominations are submitted from the congregation.  If no additional nominees are offered, and the number of nominees presented equals the number of church officers to be elected, the moderator may proceed to call for a vote on the election of the nominees placed before the congregation, and the election may be taken by a voice vote or show of hands.  If additional names are nominated and express their willingness to serve, and/or if the number of nominees is greater than the number of officers to be elected, the moderator will proceed to call for a vote by secret ballot.  “A majority of all of the voters present and voting shall be required to elect” (G-14.0233).  The results of either ballot shall be reflected in the minutes of the congregational meeting. 

Following the conclusion of the election and any other pertinent business announced in advance for the meeting, the meeting shall be adjourned with prayer by the moderator.

Step 6:  Examination of the New Officers.  

It is the responsibility of the Session, acting on behalf of both the congregation and the presbytery as a whole, to examine those individuals who are to be ordained and installed as officers of a congregation of the Presbyterian Church (U.S.A.), in order to insure that the requirements of the Book of Order and the best interests of the congregation are served.  This must be more than a quick review of personalities, or an attempt to fill open positions, even though it is often hard to find an adequate supply of people willing and able to serve as church officers.  The positions being filled can have a profound, on-going impact upon the entire mission and ministry of the local congregation.  Any on-going questions or identified departures from ordination standards by potential nominees should be reported to the Session by its representatives on the nominating committee.  Again, the Session should be provided with a copy of the nine ordination questions and the appropriate standards from the Book of Order, and given a chance to clarify their interpretation and application in preparation for their review of the potential nominees. 

“When persons have been elected to the office of elder or deacon, the Session shall confer with them as to their willingness to undertake the office.  The minutes of Session shall record the completion of a period of study and preparation, after which the Session shall examine them as to their personal faith; knowledge of the doctrine, government, and discipline contained in the Constitution of the church; and the duties of the office.  If the examination is approved, the Session shall appoint a day for the service of ordination and installation.  If the examination is not approved for one or more elected officers, the Session shall report its action to the congregation’s nominating committee, which shall bring nomination(s) to a special meeting of the congregation for any office(s) not filled” (G-14.0240).  Those officers-elect approved by the Session may be ordained and installed before the completion of the remedial work of the nominating committee, in order to allow for the filling of positions due to be vacated by retiring officers. 

Step 7:  Ordination/Installation and Training of the New Officers. 

The “Directory for Worship” in the Book of Order reminds us:

“In ordination the church sets apart with prayer and the laying on of hands those who have been called through election by the church to serve as deacons, elders, and ministers of the Word and Sacrament. (W-2.1005)  In installation the church sets apart with prayer those previously ordained to the office of deacon, elder, or minister of the Word and Sacrament, and called anew to service in that office” (W-4.4001a).

“The service of ordination and installation for elders, deacons, or ministers of the Word and Sacrament, and for the commissioning of certified Christian educators, certified persons and commissioned lay pastors, shall focus upon Christ and the joy and responsibility of serving him through the mission and ministry of the church, and shall include a sermon appropriate to the occasion. The minister presiding shall state briefly the nature of the office” (W-4.4001b).

At the service of ordination and installation, the nine ordination questions listed in W-4.4003 shall be asked of, and positively responded to by all of the officers-elect.  Two questions are also addressed to the congregation.  (See W-4.4004)  Following affirmative response by the congregation, and after other appropriate instructions by the moderator, previously ordained elders and ministers of Word and Sacrament may be invited to come forward and lay their hands on the new officers being ordained and installed.