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. 

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

  • 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