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Annual Meetings

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Tip Sheets | Zoom | Staff 

Annual Meetings During the Pandemic

Do you need to meet?

Congregations hold meetings to receive information and make decisions. With current provincial restrictions on gatherings of people, the best course of action may be to defer any meetings already scheduled and those not yet called, including the annual general meeting.

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. Please see the document linked on the Governance in Congregations During COVID -19  website of The United Church of Canada for more information about meeting requirements.

On April 25, 2021, the General Council Executive approved a temporary amendment to extend an allowance for pastoral charges to delay holding an annual meeting and have the governing body (usually a Board or Council) approve the budget. Here’s the text of the motion:

The General Secretary recommends that the General Council Executive:

(a) further extend the temporary amendments to pastoral relations policies that were originally adopted in April, 2020;
(b) temporarily suspend the requirement in section B.5.1 of The Manual for congregations or pastoral charges to hold an annual meeting; and
(c) temporarily amend the responsibility of the congregation or pastoral charge to make a decision on their annual draft budget by allowing the governing body of the congregation or pastoral charge to fulfil this responsibility where necessary,

with each of the foregoing to be in effect until December 31, 2021, subject to earlier cancellation or further extension by decision of the Executive or Sub-Executive of the General Council.

The Communities of Faith Commission approved a prior version of this motion in December:

that the Communities of Faith Commission of Shining Waters Regional Council permits congregations or pastoral charges in Shining Waters Region to allow the governing body of the congregation or pastoral charge to make a decision on their annual draft budget, and that this permission is in effect until June 30, 2021.

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 [10:17]

Zoom Changes to Reactions Menu  [3:54]

How to Use Zoom Polls [2:15]

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

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 and works in the Toronto Office. Please call ahead to ensure the office is open.

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.