CHURCH GOVERNANCE SYSTEM

MEETING & MEETING PROCEDURESCHURCH GOVERNANCE SEMINAR

PRESENTED BY M GWALA

PART THREE

MEETING & MEETING PROCEDURES

TWO KEY MEETINGS:CHURCH BOARD BUSINESS MEETING

LEVEL OF AUTHORITY IN EACH MEETING:CHURCH BOARD – DELEGATED AUTHORITYCHURCH BUSINESS – ULTIMATE AUTHORITY

MEMBERSHIP:CHURCH BOARD – IDENTIFIED DEPARTMENT

LEADERS/ ADDITIONAL MEMBERSCHURCH BUSINESS – ALL BAPTIZED MEMBERS

MEETING & MEETING PROCEDURES CONT’D

AGENDA PREPARATION:PASTOR, ELDER AND CHURCH CLERK PREPARE THE

AGENDA.AGENDA ITEMS

TAKEN FROM PREVIOUS MINUTESFROM CORRESPONDENCELOCAL LEADERSHIP ITEMSCONFERENCE ITEMS

CHURCH CLERK PREPARES SUPPORTING DOCUMENTS FOR EACH ITEM

SAMPLE OF AGENDA1. WELCOME

2. ROLL CALL1. MEMBERS PRESENT

2. APOLOGIES

3. DEVOTION1. EPHAPHRAS MINISTRY

4. CC MISSION AND VISION STATEMENTS

5. MINUTES OF THE PREVIOUS MEETING1. MATTERS ARISING FROM THE PREVIOUS MINUTES

6. ITEM 1

7. ITEM 2

MEETING & MEETING PROCEDURES CONT’D

PARLIAMENTARY PROCEDURE TO MEETINGS:MOTIONS ARE SECONDED BEFORE THEY ARE

DISCUSSED.YOU CANNOT HAVE TWO MOTIONS ON THE FLOOR.CONCLUSION OF A MOTION:

CALLING A QUESTION ON THE MOTION MAJORITY VOTE OR CONSENSUS

MINUTES MUST BE SIGNED BY BOTH THE CHAIRPERSON AND THE SECRETARY AFTER APPROVAL.

TYPES OF MOTIONS IN A MEETING

MAIN MOTION – INTRODUCES AND PROPOSES AN ACTION REGARDING AN ITEM OF BUSINESS.

PRIVILEGED MOTION – DEALS WITH THE RIGHTS OF THE MEMBERS OF THE CHURCH BOARD OR BUSINESS MEETING: E.G. (1) FIXING TIME OR (2) ADJOURNMENT OR (3) QUESTIONS OF PRIVILEGE – SECONDED BUT NO DISCUSSION.

TYPES OF MOTIONS IN A MEETING CONT’D

SUSIDIARY MOTIONS – ENJOYS PRECEDENCE OVER THE MAIN MOTION, E.G. (1) TABLING A MOTION, (2) AMENDING A MOTION, (3) CALLING A QUESTION ON THE MOTION, ETC.

INCIDENTAL MOTIONS – DEALS WITH INCIDENTS CONCERNING THE MAIN MOTION, E.G. (1) POINT OF ORDER, (2) RECONSIDER A MOTION, (3) WITHDRAW OR MODIFY A MOTION, ETC.

MINUTE TAKING IN MEETINGS

WHAT IS A MEETING?A MEETING IS A GETTING TOGETHER OF TWO OR

MORE PEOPLE, ACTING IN UNISON, TO DISCUSS MATTERS OF MUTUAL INTEREST AND TO DECIDE UPON THEM.

A PROPER NOTICE MUST BE SENT OUT TO ALL THE MEMBERS NOTIFYING THEM ABOUT: A MEETING, DATE, TIME AND VENUE.

MINUTE TAKING IN MEETINGS CONT’D

THE NOTICE MUST BE SERVED THROUGH: EMAIL, CHURCH ANNOUNCEMENT, CHURCH BULLETIN OR CHURCH PROGRAMME SHEET

THE NOTICE OF THE MEETING MUST INCLUDE THE AGENDA.

MINUTES ARE DECISIONS TAKEN NOT DISCUSSIONS IN THE MEETING.

MINUTES ARE WRITTEN IN THE 3RD PERSON.

WE DO NOT WRITE A PROPOSER AND A SECONDER IN THE CHURCH MINUTES

CHURCH CLERK KEEPS MINUTES/FILES ALL THE MINUTES OF THE BOARD, BUSINESS MEETING AND SUB-COMMITTEES.

SAMPLE OF A MEETING NOTICE

--------------Seventh-day Adventist Church

Postal Address Residential Address Phone Date

To all the board/church business members Notice is hereby given that church board/ business meeting of ______ SDA Church will be held on Monday, 3 March 2001 at 9h00 in the church hall to discuss matters a per agenda subjoined. By order of the chairperson, Signature of the clerk Church Clerk Agenda 1. ……………………… 2. ………………………

SAMPLE OF THE MINUTESCB13-01 CMS WORKSHOP

VOTED TO REQUEST THAT ALL CHURCH CLERKS THROUGHT THE CONFERENCE ATTEND THE CMS WORKSHOP ARRANGED BY THE CONFERENCE.

Or

CB14-51 CHURCH DEPARTMENTAL TRAINING

WHEREAS THE CHURCH SUFFERED IN THE PAST, AND WHEREAS CHURCH OFFICERS WERE ELECTED AND NOT TRAINED FOR ANY OFFICE;

VOTED TO REQUEST THE CONFERENCE TO CONDUCT TRAINING SEMINARS FOR ALL THE DEPARTMENTS.

END OF PART THREE