# Governance-related Procedures

# Preparation for Congregational Meetings

**Purpose:**  
To ensure timely, compliant, and transparent preparation for all congregational meetings, in accordance with Article 6 of the Foothills Bylaws and aligned with our commitments to accessibility, communication, and engagement. Whenever possible, Congregational Meetings are offered online and in-person.

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### **1. Initial Planning (4–6 weeks before the meeting)**

- **Determine the meeting date/time.**
    
    
    - *Responsibility:* Executive Staff Team
    - *Refer to:* Bylaw 6.1 (Annual) or 6.3 (Special)
- **Submit [Church-wide Event Form](https://foothillsuu.churchcenter.com/calendar/forms/11539)**
    
    
    - Use the *Event Form* to:
        
        
        - Reserve the space (Sanctuary and/or Zoom)
        - Notify staff of AV and tech support needs
    - *Responsibility:* Board President
- **Coordinate childcare.**
    
    
    - Contact the Family Ministry Team to schedule caregivers.
    - Confirm location and number of children anticipated.
    - *Responsibility:* Board liaison or designated staff

### **2. Drafting Meeting Materials (3–4 weeks before the meeting)**

- **Create meeting agenda.**
    
    
    - Includes:
        
        
        - Call to Order
        - Reading of the Covenant of Right Relations
        - Statement on voting eligibility (per Bylaw 6.5)
        - Quorum confirmation (per Bylaw 6.2)
        - Standing Roles (Board President, Secretary, Timekeeper, Parliamentarian, etc.)
        - Business items
        - Adjournment
    - *Responsibility:* Board President and Executive Team
- **Draft slide deck.**
    
    
    - Summary agenda and key presentation points
    - Align visuals with packet materials (if any)
    - *Responsibility:* Executive Team + Board collaboration

### **3. Notice and Quorum Check (1–2 weeks before the meeting)**

- **Send formal meeting notice to all members.**
    
    
    - Includes:
        
        
        - Time, date, location (in-person and Zoom link if hybrid)
        - Agenda
    - *Must be sent at least one week in advance* (per Bylaw 6.4)
    - *Responsibility:* Board President
- **Confirm quorum threshold.**
    
    
    - Calculate 10% of members on the Membership Roll 30+ days prior
    - Prepare quorum sign-in method (digital or paper)
    - *Responsibility:* Administrative Staff

### **4. Final Preparation (Week of Meeting)**

- **Print meeting packets (optional but recommended).**
    
    
    - Include: agenda, candidate bios, financial summaries, etc.
    - Place at welcome table prior to meeting
    - *Responsibility:* Staff or designated volunteer
- **Finalize slide deck and test AV/Zoom setup.**
    
    
    - Ensure all materials are finalized.
    - If a vote is being taken, set up the vote in Zoom ahead of time so that online participants may vote.
    - *Responsibility:* Board President + AV Team + Executive Team

### **5. Day of Meeting**

- **Arrive early for setup.**
    
    
    - Distribute printed packets
    - Welcome table with sign-in, voting eligibility reminders
    - Childcare signage and access
    - *Responsibility:* Staff + Board Members
- **Send final reminder via email to congregation:**
    
    
    - Include zoom link for easy access.
- **Meeting Opening:**
    
    
    - Follow standard structure:
        
        
        - Call to order
        - Agenda preview
        - Covenant of Right Relations
        - Voting eligibility and process
        - Confirm quorum
    - *Responsibility:* Board President or Presiding Officer

### **6. Post-Meeting (Within 2 Weeks)**

- **Create and distribute a meeting summary.**
    
    
    - Include decisions made, vote outcomes, and next steps
    - Post summary to website and email to members
    - *Responsibility:* Board Secretary or Communications Lead