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Annual Meetings

Quick links to sections on this page:
Annual Meetings | Annual Reports | Zoom Tip Sheets | Zoom Tutorial Videos | Staff

Annual Meetings

Congregations hold meetings to receive information and make decisions. There is nothing preventing congregations from meeting in person, online or in a hybrid form, whatever is most comfortable for your community of faith.

The Manual 2024 of The United Church of Canada states:

A.4 Meetings:  Councils are responsible for deciding how to hold their meetings.

They have the following options:

  1. a) in person;
  2. b) by telephone conference call;
  3. c) in any other way where participants can communicate with each other at the same time (for example, by instant messaging or webcam simulcast technology); or d) by e-mail, as long as the requirements for e-mail meetings in the Procedures for Holding a Meeting and Decision-Making are met.

The Procedures for Holding a Meeting and Decision-Making are in The Manual 2024, at this link:  https://united-church.ca/sites/default/files/2024-01/the-manual-2024.pdf, section 3.4.2 of the Appendix.

If you decide to proceed with a meeting, any electronic method is acceptable as long as the participants have the ability to communicate with each other orally or through typed messaging at the same time. As long as most members have and can use the needed technology, it is a reasonable choice to proceed with a meeting.  The congregation must be given advance notice of a congregational meeting, read aloud during public worship. As well, if you are meeting online or hybrid, you need to have a plan for voting. See below for some helpful tips for Zoom voting.


Annual Reports

Every year your community of faith presents reports, receives information and makes decisions. The work of your community of faith is captured in an annual report, circulated before your annual meeting. There are no rules or regulations on what must be included in the annual report, however here is a suggested list of what could be included:

Reports from:

  • Minister
  • Board/Council Chair
  • Music Director/Organist/Choir director
  • All standing Committees (e.g. M & P, Worship, etc.)
  • Trustees
  • Regional Council lay rep
  • Groups such as UCW units, Affirming, book clubs, etc.

New Members, Baptism, weddings
In Memoriam
Previous annual meeting Minutes
Treasurer’s Report
Year end financial statements
Proposed Budget

These are just guidelines, a basic list that your community of faith can add to as you like. Once your annual report is complete and ready to be circulated, please send it to the Regional Council office as well.

Here is what the Regional Council office needs from your community of faith:

  • an electronic copy of your annual report is preferred (PDF or Word format). If you are unable to produce an electronic copy then please send ONLY ONE hard copy by mail.

Your electronic copy of the annual report should be emailed to Susan Whitehead, at  SWhitehead@united-church.ca

Or by mail to:
Shining Waters Regional Council,
59 Line 4 North,
Oro-Medonte, Ontario, L0L 2L0


Zoom Tip Sheets

These documents were created by regional staff from Shining Waters and Canadian Shield Regional Council based on our experience of hosting regional meetings.  We offer them as our best advice toward planning your own meetings using the Zoom Video Conference platform.



Zoom Tutorials 

Meeting Controls Overview


Zoom Changes to Reactions

Menu [3:54]

How to Use Polls in Zoom


How to Host A Congregational Meeting with Zoom  [1:34]

Sample Motion and Vote from SWRC: Consent Agenda  [4.23]

How to Host a Zoom Meeting CSRC [2:02]

Staff Support

For governance/policy/process questions contact Jody Maltby 



Regional Staff Lead and Communities of Faith Minister

Phone: 416-231-7680  |  1-800-268-3781
Email: jmaltby@united-church.ca  

Serves in: Shining Waters Regional Council

Location: Teleworks and works from the Guthrie Main Office

Role: Jody coordinates the support to communities of faith, including coordinating the work of regional staff.

Contact Jody about: Conflict Resolution; Community Ministries; Congregational Finance; Covenants; Governance; Grants; Property Renovation or Sale; Transitions – amalgamations, collaboration, closures.

For technical/Zoom questions contact Donna Rutz 



Communications and Administrative Support

Phone: 416-231-7680  |  1-800-268-3781
Extension: 6145
Email: drutz@united-church.ca 

Serves in: Shining Waters Regional Council

Location: Teleworks from her home in Toronto

Role: Donna provides administrative support to the region as a whole including communications, record-keeping, event planning, office management, and reception.

Contact Donna about: General Inquiries; Community Events; Communication Oversite; Covenanting Services; General Inquiries; Records Management; Regional Events; Social Media; Updating Contact/Subscription Information; Website.