Submitted by Shawn Reed and Denny Prutow
at Sterling Retreat, December 28, 1991
Edited by Executive Committee March 4, 2006
Approved by the CY, Covenant Heights July 2006
The name of this organization shall be The Covenanter Youth (C.Y.) of the Midwest
Presbytery of the Reformed Church of North America.
The object of the Covenanter Youth in the Presbytery is to inspire as many young
people as possible to a deep loyalty to Christ and the church in fellowship through
conferences, psalm sings, and other presbyterial activities. It will include creating and
maintaining within itself an interest in: the teachings of the Bible, the views of the
church, and the needs of one another.
Presbytery C.Y. shall be composed of youth from 14 years to 24 years of age that are at
least baptized members of Midwest Presbytery Reformed Presbyterian churches.
Duties of Officers
- The officers of the Presbytery C.Y. shall be: President, Vice President,
Secretary/Registrar, Treasurer, Manager, and Recreation Director.
- The Executive Committee shall be composed of these officers, and shall work
under the supervision of the Presbytery Youth Sponsor.
- The duties of the officers of the Presbytery C.Y. shall be as such as usually
pertain to their respective offices. At meetings of Presbytery C.Y. they shall have
the direction of, and responsibility for, the meetings and the program presented
there. The President, Secretary, and Treasurer shall each make an annual
report and other such reports as the Executive Committee may require.
- The Executive Committee shall have charge of arranging for all meetings of the
Presbytery C.Y., and shall attend to all business requiring the attention between
The officers of the Presbytery C.Y. shall be elected for a two western conference
term. The officers will be elected on a rotating basis. Each year a Vice President will
be elected, with the current President stepping down and current Vice President
assuming the office of the President. Also, Treasurer and Recreation Director or
Secretary and Manager will be elected each year. Past officers may not be re-elected
to allow others the opportunity to assume responsibility.
The Presbytery C.Y. shall hold regular (4-6 per year) retreats and assist in the
management of the annual presbytery family conference.
An annual business meeting shall be held during the western conference. An annual
planning meeting will be held at the winter retreat.
Other meetings may be held at the call of the Executive Committee.
The Executive Committee may meet at any time, on the call of the President and one
or more of the other officers.
If at some time in the future changes need be made to this constitution, amendments
may be submitted by any member to the executive committee. If the executive
committee deems the Amendment necessary and unanimously agrees to it, it should be
presented to all the members at the annual business meeting. There, if it is upheld by a
two-thirds majority, it will be added to this constitution.
If it is found necessary that the By-laws need changed, then they may be edited by the
Executive Committee as needed.. This new document must be agreed upon
unanimously by the Executive Committee and then submitted to the members at the
annual business meeting. There, if the changes are upheld by a two-thirds majority, the
edited By-laws will replace the old ones.
ELECTION OF OFFICERS
The election of officers shall be by ballot, following nominations by Sessions. Those
nominated must be a junior in high school or above and a communicate member of a
Midwest Presbytery Reformed Presbyterian Church.
- The committees shall be appointed by the Executive Committee or the President.
- Committees appointed by the Executive Committee shall report at the annual
meeting or special meetings.
RULES OF ORDER
- The registration fees shall be fixed by the Executive Committee in coordination
with the host church representative.
- The program for the retreats shall be approved by the Executive Committee.
The rules contained in Robert’s Rules of Order shall govern the Presbytery C.Y. in all
cases to which they are applicable, and in which they are not inconsistent with this
Constitution and its By-Laws.
OFFICERS AND MEMBERS AND THEIR RESPECTIVE DUTIES
- To acquire a working knowledge of parliamentary law and procedure and a
thorough understanding of the constitution, by-laws, and standing rules of the
- Always to appear at the meeting a few minutes before it is scheduled to begin.
- To have on hand a list of committees for a guide in naming new appointments.
- To preside and maintain order.
- To explain and decide all questions of order.
- To announce all business.
- To be informed on communications.
- To entertain only one main motion at a time and state all motions properly.
- To permit none to debate motions before they are seconded and stated; to
encourage debate and assign the floor to those properly entitled to it. (No
member may speak twice on the same question if there are others who wish to
claim the floor.)
- To put all motions to vote and give result; to decide a tie vote or not to vote at all;
to abstain from voting, if wiser.
- To stand while stating the question and taking the vote.
- To remain seated while discussion is taking place or reports are being given.
- To enforce the rules of decorum and discipline.
- To talk no more than necessary when presiding.
- To refrain from discussing a motion when presiding.
- To be absolutely fair and impartial.
- To extend every courtesy to the opponents of a motion even though the motion is
one that the presiding officer favors.
- To give signature when necessary.
- To be ex officio of all committees, except the nominating committee if so
prescribed in by-laws.
- To show appreciation to officers and chairmen of committees for devoted service.
- To perform such other duties as are prescribed in the by-laws.
- To debate motions before the house, if essential, but must surrender the Chair
until the vote has been taken. The Vice President is asked to take the Chair until
motion has been disposed of.
- To use “general consent”, which saves much time when routine matters are
considered. Form: “If there is no objection, we will…” If there is an objection, he
must take the vote.
- To preside during nominations and elections even if he is the candidate. When
he is the sole nominee, merely out of a sense of delicacy, he permits the Vice
President to put the question to a vote.
- In absence of the President, presides and performs the duties of president. If a Vice
President is not willing to perform the duties of the President during his absence or
when circumstances make it necessary to assume the presidency, the Vice President
should resign from the office.
- To head an important committee or share in supervising a department, as outlined in
- To keep minutes of the meetings.
- To read minutes of previous meeting (preferably standing).
- To read important correspondence (or give the gist of it), if there is only one
- To record the proceedings (what is done), not the debate (what is said).
- To record the name of the member who introduced a motion. It is not necessary
to record the seconder.
- To notify committees of their appointments and business.
- To take charge of all documents belonging to organization when requested.
- To call a meeting to order, in the absence of the President or Vice President, and
to preside until the election of a chairman pro tem, which should take place
- To have a list of all officers, board members, and general membership.
- To notify all members of meetings.
- To conduct correspondence as directed.
- To receive and bank all moneys due the organization.
- To keep bookkeeping records of such funds.
- To pay wherever possible by checks.
- To pay bills from officers and committee members only when clearly authorized
and when receipts for expenditures are attached.
- To disburse all moneys as the organization may direct.
- To give a complete financial report, which has been audited, at annual meeting.
- Assist the Camp Manager at the Western Conference
DUTIES AND RIGHTS OF MEMBERS
- To be involved in the recreation at the retreats if necessary.
- To coordinate and plan recreation for the CY at the Western Conference.
- To work with the children and adult recreation director at the Western
- To obtain the floor before speaking.
- To stand when speaking, if convenient.
- To avoid speaking upon any matter until it is properly brought before the house
by a motion.
- To keep upon the question then pending.
- To yield the floor to calls for order.
- To abstain from all personalities in debate.
- To avoid disturbing, in any way, speakers of the assembly.
- To offer any motion that is meaningful to the organization.
- To explain or discuss that motion, or any matter properly before the meeting.
- To call to order, if necessary (A point of order can interrupt a speaker. It is raised
to ensure orderly procedure, particularly when there is a breach or violation of
rules or by-laws, or when a member is not speaking on the motion before the
- To hold the floor, when legally obtained, until through speaking.
- To appeal from the decision of the Chair to that of the assembly.
STANDARD AGENDA FOR REGULAR MEETINGS
- Meeting called to order by the President (The meeting may be opened with
prayer). Extend greetings.
- Minutes of previous meeting read by Secretary (Approved as read or corrected).
Correspondence reported by Secretary (Motions arising out of correspondence
may be taken up immediately or held over for new business).
- Report of Treasurer.
- Standing committees reports (enter all names to report), and general business
that will be taken up.
- Special committee reports (same procedure).
- Special orders, if any.
- Unfinished business. Itemize.
- New business. Itemize.
- Controlled announcements, whenever convenient.
- The program (if there is one). This is part of the meeting. The program chairman
or president presides (optional).
- Adjournment by the President.
DON’TS FOR THE PRESIDING OFFICER
DON’TS FOR MEMBERS
- Don’t fail to start the meeting on time (a quorum being present) – ten minutes
grace may be allowed. If no quorum is present, start the meeting anyhow; the
business will be held over until later when late arrivals make up the quorum. The
membership will take note that meetings start on time and will respond
- Don’t stand during debate or while a report is being given.
- Don’t take part in debate while you are in the Chair. If you must speak, turn the
Chair over to the Vice President; do not return to the Chair until the vote has
- Don’t allow members to deal in personalities while debating.
- Don’t say “I think”, “I appoint”, “It’s my opinion”, etc., but say, “The Chair thinks”,
“The Chair appoints”, “It is the opinion of the Chair”, etc.
- Don’t say, “You are out of order”, when you mean “The motion is out of order”.
- Don’t strike the gavel any harder than necessary to attract attention of the
members. Standing very quietly may accomplish surprising results.
- Don’t lose your calmness, objectivity, or impartiality.
- Don’t be late for the meeting. You may be needed to complete a quorum.
- Don’t sit in the rear. Leave the rear seats for the late ones.
- Don’t say, “I move you”. Omit the “you”.
- Don’t say, “I make a motion to…” say, “I move to…”
- Don’t wait to obtain the floor in order to second a motion.
- Don’t stand while another is speaking.
- Don’t fail to take part in the debate if you have a viewpoint to express, or want
information or parliamentary assistance.
- Don’t claim the floor the second time if there are others who wish to speak the
- Don’t be silent during the debate and then criticize after the meeting.
- Don’t speak on a motion while the vote is being counted or taken.
- Don’t address a woman chairman as “chairlady” – say “Madam Chairman”.
- Don’t carry on a conversation with your neighbor while someone is speaking.
- Don’t forget to notify the chairman of a committee of which you are a member if
you cannot attend a committee.
- Don’t accept an office unless you are willing to assume the responsibilities of the
- Don’t use your knowledge of parliamentary law to hinder business by constantly
raising points of order, and insisting upon the strict observance of every rule at a
meeting in which the majority of the members have no knowledge of these rules.
- Don’t leave the meeting unless necessary, until the President declares the
meeting adjourned. You may be needed for the quorum, or something very
important may come up at the last moment.
GOALS FOR THE C.Y. OF THE MIDWEST PRESBYTERY
Goals of the Leaders:
- Tie each retreat topic together by giving a brief reminder of previous topics before introducing the present topic.
- Continue to mull over retreat topics with the CY and apply them.
- To review and revise the Constitution so that it provides a useful, succinct framework for the operation of the CY.
- To act towards fellow believers outside of the RPCNA in a way that reflects the love of Christ and brings glory to Him.
- To establish substantial, God-centered fellowship with each other through prayer, encouragement, and an officers’ retreat.
- Within 24 hours of receiving communication, to acknowledge that we have received that communication.