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