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Office of the Secretary >
Records Management > Advice for Congregations
> Parish Register > Membership
Termination
Membership in a congregation of the Evangelical
Lutheran church in America is terminated in one of the following ways:
Death
Traditionally the parish register includes the following information concerning the
death of a member of the congregation:
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Date and place of death
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Cause of death
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Date and place of funeral or memorial
services)
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Date and place of internment
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Name of the presiding minister
The same information may be provided for non-members at whose funeral the pastor serves
as presiding minister. The parish register should indicate whether the deceased is a
member or a non-member.
While the use of an electronic database at once necessitates that the name of the
deceased is removed from the roll of members of the congregation, the parish register
retains the name, indicating as much of the information above as possible.
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Resignation
A member of the congregation may choose to resign membership in the congregation by
means of a letter addressed to the Congregation Council or to the pastor. Notice of
receipt of a letter of resignation may be printed in the minutes of the Congregation
Council meeting, in a summary of Congregation Council actions printed in the parish
newsletter, and in the minutes of the annual Congregational Meeting. The entry in the
parish register reflects the date on the letter of resignation.
While use of an electronic database necessitates that the name of the
person who resigned be removed at once from the roll of members of the
congregation, the parish register retains the name, indicating the date of
resignation.
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Transfer or Release
When a member of the congregation seeks to join another Lutheran congregation, that
individual requests that a letter of transfer be issued. The letter normally includes the
following information:
When a member of the congregation seeks to join a non-Lutheran congregation, a decision
must be made whether to issue a letter of transfer or a letter of release. A letter of
release contains the same information as a letter of transfer. The bylaws of t he
congregation may indicate the conditions under which a letter of release is issued rather
than a letter of transfer. The bylaws of the congregation also may indicate whether a
letter of transfer or release must be approved by the Congregation Council.
The parish register reflects the date on which the Congregation Council action was
taken, or, if Congregation Council action is not required, the date on which the letter of
transfer or the letter of release was written.
While the use of an electronic database necessitates that the names of those who have
transferred be removed at once from the roll of members of the congregation, the parish
register retains the name, indicating the date of transfer or release.
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Disciplinary Action
The discipline of members of a congregation is governed by the provisions of
Chapter 15 of the Model Constitution for
Congregations of the Evangelical Lutheran Church in America and by
Chapter 20 of the Constitution, Bylaws, and
Continuing Resolutions of the Evangelical Lutheran Church in America. Notice of
suspension from membership for a definite period of time, or exclusion from membership in
the congregation is delivered to the member in writing. The parish register reflects the
date on which the suspension or exclusion took effect.
A member under discipline is not granted a letter of transfer or a letter of release to
another congregation. In the event such a letter is requested, a letter indicating that
the person is under discipline appropriately may be sent.
While the use of an electronic database necessitates that the name of the member who is
suspended or removed from membership be removed at once from the roll of members of the
congregation, the parish register retains the name, indicating the date of suspension
or removal as part of the permanent record.
When the member seeks reinstatement to the congregation, the decision to reinstate
rests with the Congregation Council
(*C15.05.). The date of reinstatement entered into the parish register is
normally the date on which the person was publicly received through the rite of
Affirmation of Baptism [Restoration to Membership] (Lutheran Book of Worship, pages
198ff).
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Removal from the Roll Due to
Inactivity
A definition of "inactivity" may be included in the bylaws of the
congregation. Such definitions normally are framed to reflect a failure to engage in the
privileges and duties of members of the congregation, which include, but are not limited
to regular use of the means of grace, living a life in accordance with the Word of God,
and supporting the mission and ministry of the congregation, the synod, and this church (*C8.04).
Removal of a member of a congregation for inactivity occurs only after repeated
attempts, over a period of at least two years, to ascertain whether the member desires to
have his or her name removed from the roll of the congregation. Removal from the roll of
the congregation is by action of the Congregation Council upon recommendation of the
pastor. Notice of removal from the roll of membership in the congregation is recorded in
the minutes of the Congregation Council and in the minutes of the annual Congregational
Meeting. It also may be published, if it is the congregation's custom, in the parish
newsletter or bulletin. The parish register reflects the date on which the removal was
approved by the Congregation Council.
While the use of an electronic database necessitates that the name of the person be
removed at once from the roll of members of the congregation, the parish register retains
the name, indicating the date on which the person was removed from membership. Such a
procedure respects the desire of this church that these people "shall remain persons
for whom the church has a continuing pastoral concern"(*C8.05.).
Normally a person removed from the roster of members is not granted a letter of
transfer or release. A letter indicating the dates of baptism, confirmation, marriage
history, and the fact that the individual has been inactive in the life of the
congregation may be issued, affording the new congregation the opportunity to receive the
member by reaffirmation of faith.
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For additional information contact:
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