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(This page records discussion on the need for fixed date Congregational meetings, and is made available as an archive)

Congregational Meetings

The Uniting Church regulates the conduct of Congregational Meetings through article 3.1.9 of the Regulations

Discussion

David Morgan (Council Secretary)

In a conversation between Warren and myself, starting from trying to set a timetable for selecting COP projects, support emerged for more nearly fixed dates for Congregational meetings.

The council handbook currently says: Council must report to Congregational meetings; which are normally held twice a year, called by the Chair of the Congregation. The first meeting, usually held in autumn, typically considers the past years activities and receives the audited accounts of the Church. Progress on developments for the year(s) ahead are usually presented. The second meeting, normally held in late Spring, considers the next year’s budget and initiatives for the next year(s). It also considers the allocation of Congregational outreach projects.

The Regulations only appear to say: General meetings of the Congregation shall be held at least twice in each year. (Special meetings are covered separately.)

Is there any support from you four most affected, for a council motion to be more specific about General Congregational meetings, eg third Monday in March and November, just for example? It would provide a regular agenda, and avoid the current situation of trying to find a date at short notice. It would also fix deadlines on COP proposals, budgets and financial reports, which obviously would have both positive and negative impacts.

What is the feeling?

2010-02-22 09:16:56 DavidMorgan

Graeme Frecker (Chair of the Congregation)

Certainly it’s a good idea for the Council to set a timetable for itself to report its actions and seek directions from the Congregation. It would be much better than having to prod the Council every so often to declare when it will be ready to report. Council is a creature of the Congregation, and should be accountable at regular intervals.

By convention (a Synod direction?) the Congregation has adopted the calendar year as the financial year, so it’s appropriate to meet early in the calendar year to consider the Council’s annual report concerning the life and work of the Congregation, and to receive the audited accounts for the preceding year. (Synod requires audited accounts by 31st March.)

Another meeting held late in the calendar year, preferably just before Advent, is an appropriate time to consider initiatives for the following year and the consequential budgets of money and people required. Of course the foregoing are not the only reasons to convene meetings of the Congregation. The Congregation has responsibilities of its own apart from monitoring the Council’s actions. Other agenda items for the Congregation can be: ‘State of the Congregation’ comments from ministers, appointment of Presbyters, and consideration of any propositions from members of the Congregation. In the near future the four strategy groups should report.

A particular agenda item is the COP program which is regarded as the ‘property’ of the Congregation. Given the hypothecation of Fete revenue to COP program, the Congregation needs to meet mid-year to choose projects to support and to advertise in conjunction with the Fete

The officers (Chair and Secretary) of the Congregation are charged with the responsibility to convene meetings. In exercising that responsibility it’s expected that they should be sensitive to the needs of the Congregation, and to listen to advice, including that from the Council, and exercise good judgement.

Yes, a Council resolution about the timing of its reporting would be a good discipline.

2010-02-27 07:49:00 GraemeFrecker

David Morgan (Council Secretary)

Thanks Graeme. I think the idea has wide support in principle.

So what would you suggest for dates?

Last Monday in March, or earlier if that is Holy Week or Easter Monday? To receive audited accounts. Or is it better to go earlier, and approve the reports subject to audit.

Monday before the first Sunday in Advent? For planning and budgets.

Then one in June as well?

2010-02-27 12:02:00 DavidMorgan

John Hurst (Chair of Church Council)

I have posted this discussion about fixed meeting dates for the Congregation on the wiki (this page you are reading).

It is good to record our thinking on these subjects in a longer term fashion. I have been frustrated by the amount of corporate memory that has been lost over the years as people come and go. One particular thing that Graeme said jarred my consciousness on this. "Synod requires audited accounts by 31st March." I didn't know that. I guess it is "my bad" as they say, for not reading the church regulations forwards and backwards on assuming office. But please note that there is no induction for office bearers of the church (which is why David and I have been beavering away to get the JobDescriptions page working). And I can hardly blame the church for this, because my experience in university life has been very similar.

As volunteers coming into church office, there is much to learn. As I have suggested in the past, this may well be a reason for the lack of volunteers we see. I know I was reluctant to take on the role of Chair (and mutatis mutandis, Chair of Elders before this), simply because of the weight of responsibility that goes with it.

Which is why I am so keen to get things recorded. If people can make informed choices, and articulate their fears about what is involved, they may be less reticent. I recall being reprimanded as Elders Chair for not calling for election of Elders at the right time of year. How was I supposed to know? If we can get these things out of the minds of the cognoscenti, and into the public domain, we will be much better off.

Which is why I am all in favour of fixed dates for Congregational Meetings (as we do for Council and Elders - almost) where there is an acknowledged, documented, agenda.

2010-02-28 01:13:22 JohnHurst

Roger Vass (interim treasurer).28feb10

2010-02-28 02:42:46 I think we should hold at least 3 meetings a year....

March: receive audited accounts for the previous year (or accounts subject to satisfactory audit if not ready by the set date), annual reports and projects/actvities/programs underway for the current year i.e those commenced or about to commence and for which Council/Congregation approval has been recieved (and by inference any budget also) (see third meeting below).

August/early Sept: Congregation in "vision mode" in which all groups are encouraged to provide plans for the next year (and budget bids submitted). This would be particularly so for the mission teams. The CoP projects should be decided by then also.

This then gives a basis for the annual GGG campaign in Oct.

November (late) or early December: the budget is presented in the light of the GGG and after some negotiation on budget wth the mission programs. The Council presents the annual plan to the congregation.

2010-02-28 04:24:05 JohnHurst: So to be even more concrete, how about last monday of each of the months of March, August, November?

John Kenez (05 mar 2010)

2010-03-05 09:42:53 I support suggestion that these meetings be held on the 2nd or 3rd Monday in March, August and November.

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