ANNUAL MEETINGS & OTHER
CONGREGATIONAL HOUSEKEEPING CHORES

—by Marietta Moskin

Once upon a time, when this congregation was a lot smaller, Annual Meetings were rather sociable affairs always held on a Tuesday evening during which church members could express pleasure or displeasure, sometimes in colorful ways. Food was served, ideas were exchanged and congregational polity reigned. Since we had only one minister in those days, ministerial reports were a small part of the proceedings, leaving the entire evening free for other concerns.

Today, our congregation is exponentially larger and our Annual Meetings have had to be proportionally reigned in, both in terms of context and of time. Held after a Sunday service in the Sanctuary, with congregants eager to get home or to other after-church activities that beckon, there is no longer the leisure to discuss problems, pose questions or address budget matters in ways that gave everyone the feeling that they could individually make a difference in congregational affairs. To fit such meetings into constricted time slots, procedural corners have had to be cut.

Of particular concern is the topic of Budget matters. In those long-ago days, the budget was presented and voted on at the Annual Meeting although the budget committee had previously held one or more budget talks at which members of the congregation could voice opinions and objections.

It is true that this process occasionally resulted in very long Annual Meeting sessions, lasting late into the evening, until all participants were satisfied and ready to vote. To rectify this situation, today, the Budget process has been separated and segregated into what is essentially another quasi-annual meeting often sparsely attended . As a result, those voting on the budget at the Annual Meeting are not always fully informed about our critical financial demands. It is important to congregational polity that meetings be consistent with our bylaws and Robert’s Rules of Order guidelines. (We also are incorporated by New York State and must proceed according to rules contained in the New York State Religious Corporations law and IRS regulations regarding charitable organizations.) There were good reasons why meeting dates were modified for the convenience of members who live a distance away as well as to facilitate the participation of parents by offering child care (and pizza for lunch!). However, it is time to review our procedures so that what we do is consistent with our bylaws, allows sufficient time for questions, responses and discussion, and has clearly defined voting procedures. How we organize, govern ourselves, and the financial goals we set needs the widest input of ideas and participation among the voting membership.

Board member Chelsea Vaughn has been studying our voting processes and has been consulting with a group of members long knowledgeable in these matters. The Board will address some of these problems soon, particularly in regard to scheduling and voting procedures.