How to account for a correction

[Guest Holton]

Each year churches in our denomination (by way of our local governing body; namely, the Session) submit to the next higher governing body (the Presbytery) all of their minutes for the previous year so as to have them reviewed/audited.  Those minutes are approved "with" or "without" exception and the Presbytery is notified by way of a simple printed report.  This year one particular church's minutes were approved "with" exception and listed as such in the Presbytery report (the report was not discussed, but was rather part of the consent agenda...basically received as information), the exception being "no evidence of an annual financial review as recorded in the minutes."  The church has since demonstrated that evidence of the yearly audit was provided and that is was simply overlooked.  Since the previous approval "with" exception was reported to Presbytery as part of the packet (Note: the minutes of that particular Presbytery meeting have not yet been approved since we haven't met since), how should the correction be noted, the correction being that the minutes of the church are actually viewed as being "without" exception.  Thank you ahead of time for any help with this matter! 

[Josh Martin]

1 hour ago, Guest Holton said:

Each year churches in our denomination (by way of our local governing body; namely, the Session) submit to the next higher governing body (the Presbytery) all of their minutes for the previous year so as to have them reviewed/audited.  Those minutes are approved "with" or "without" exception and the Presbytery is notified by way of a simple printed report.  This year one particular church's minutes were approved "with" exception and listed as such in the Presbytery report (the report was not discussed, but was rather part of the consent agenda...basically received as information), the exception being "no evidence of an annual financial review as recorded in the minutes."  The church has since demonstrated that evidence of the yearly audit was provided and that is was simply overlooked.  Since the previous approval "with" exception was reported to Presbytery as part of the packet (Note: the minutes of that particular Presbytery meeting have not yet been approved since we haven't met since), how should the correction be noted, the correction being that the minutes of the church are actually viewed as being "without" exception.  Thank you ahead of time for any help with this matter! 

If the Presbytery adopted a motion that the minutes of this church are approved with exception, then that is what the minutes should record. There is nothing to correct with respect to the minutes, since they are an accurate record of what occurred at the meeting. If the Presbytery now wishes to approve the minutes without exception, then it should adopt a motion to Amend Something Previously Adopted. That motion will be recorded in the minutes of the new meeting.

As for how to report this correction with respect to the packet, that is at the assembly’s discretion - RONR has no guidance on that subject.

Edited August 7, 2019 at 10:01 PM by Josh Martin