LCMS Commission on Constitutional Matters — Minutes St. Louis, Missouri — July 7–8, 2011, Page 2

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B. Frequency of Meetings: The commission discussed the Bylaw 1.5.3 requirement that it meet at least
quarterly and make its meeting plans public. After discussion of the manner in which the predecessor
Commission on Structure functioned in this area, it was agreed that commission meeting dates will be
posted in advance on the Synod’s Website under the link to the Commission on Handbook. Discussion
followed on possible dates for the commission’s next quarterly meetings.
C. Initial Meeting Requirements: Chairman Tresch called attention to the Bylaw 3.2.4 (e) requirements
for initial meetings of boards and commissions, noting in particular its requirement for an orientation
program conducted under the direction of the President. Given the manner in which the commission is
appointed, which cannot coincide with initial meetings of other boards and commissions, it was agreed
that the bylaw’s expectations are satisfied by the presence of the Secretary of the Synod to represent the
President’s interests and responsibilities.
D. Meeting Agendas: The chairman of the commission will work with the Secretary’s Office to provide
agendas in advance of meetings. Specific items of business will be assigned numbers for good order and
easy reference. Writing and other assignments given by the chairman to members of the commission will
be indicated on the agendas. Devotion responsibilities will be assigned by the chair on a rotating basis.
E. Travel Expense/Procedure/Policy: Chairman Tresch initiated a discussion of Synod policies governing
the submission of travel expenses. Ron Schultz added input from the perspective of the Synod’s
accounting department regarding the submission of receipts, mileage information, etc. The Secretary’s
Office will provide updated electronic expense vouchers. He noted that his office will also be providing
travel insurance enrollment information as needed and any other documents requiring commission
members’ signatures (conflict of interest statements, etc.).
F. Commission Role/Responsibilities: The commission reviewed its responsibilities as articulated in
Bylaw 3.9.4.2, noting that it has a clearly defined role in the operations of the Synod (a) assisting
convention floor committees with Handbook matters; (b) revising the Handbook after each Synod
convention in consultation with the Commission on Constitutional matters; (c) maintaining a complete
file of handbooks for research purposes; (d) carrying out specific assignments relating to the Handbook
given to it by conventions; and (e) responding to requests from Synod agencies for new provisions in the
Handbook to address issues that surface between conventions.
Discussion followed regarding document files that have recently been made available to others via flash
drives provided by the Chief Administrative Officer’s office. It was agreed that such flash drives should
also be provided to the members of the Commission on Handbook, with updated flash drives provided on
a regular basis to keep them current. The Secretary’s Office will see to it that commission members
receive such flash drives and will create a schedule for updating.
G. COH Website Content
The commission reviewed and discussed a draft provided by the secretary of suggested content for the
commission’s link on the Synod’s Website. After discussion and editing, a motion was introduced and
carried to accept the edited draft of the Website content [Exhibit A of these minutes] and to direct the
secretary to see to its implementation.
5. Handbook Revisions (01.07.11[1])
The Secretary of the Synod called the commission’s attention to a number of inaccuracies and/or
omissions in the published version of the 2010 Handbook. The commission noted its responsibility “in
Page 2 – 07.07 to 07.08.11 – COH Minutes