Annual General Meeting

Depending on the corporation structure, there may be additional reporting requirements. Most churches are incorporated associations.

The Rules of Incorporation require that the Church will conduct an Annual General Meeting of its members. However, the format of these meetings can vary significantly depending upon the requirements of the local constitution. Usually, an audited financial statement is required to be presented to this meeting and appointments should be made to key positions for theensuing year.

Many churches endeavour to make this occasion a time of inspiration, fellowship and vision casting. High points of the preceding year can be highlighted and a faith focus for the next year presented.
Essential items of business should be properly presented and discussed.

If there are some matters for discussion by the broader membership, it is best practice to circulate an Agenda and any relevant information before

the meeting and request people make any concerns or requests for information before the meeting to facilitate the flow of the meeting. The Chair has the power to limit debate to the Agenda.

It is important that accurate Minutes should be taken even if the meeting is relatively casual or visionary in its presentation.

The audited financial statement will need to be accepted by the membership. The Annual Meeting Agenda should be carefully considered and set by the Board. Invitations for additions to the Agenda should be given to the members to be submitted by a due date, then to be perused and endorsed by the Board prior to addition on the Agenda. The Agenda and Business to be transacted will require due notice given to all members prior to the AGM.

It is suggested that an Annual Report Booklet be prepared and presented.

This would include Pastors, Secretary’s, Treasurer’s and other Departmental reports. The reports should reflect the activities of the previous year highlighting relevant factors and events. The reports may also project forthcoming goals and events.

Only Agenda items should be permitted discussion at the AGM.

A sample Agenda follows.

Annual General Meeting Agenda

  1. Opening
  2. Roll Call of Members –

Establish voting strength and Apologies

  1. Minutes of previous A.G.M.
  2. Matters arising from Minutes
  3. Reports
  4. Appointment of Church Officers

These should be as required in the Local Rules of Incorporation

  1. Appointment of Church Auditor

If this is a requirement of the Constitution, the auditor should be thus

appointed. Some constitutions permit the auditor to be appointed by the

Board.

  1. General Business

Listed under relevant headings

  1. Closure

 

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