So you want to exercise your congregational power, eh?
This chapter specifies how the meetings of the congregation, regular and special, will take place. Everything related to the meetings of the congregation belongs in this chapter.
Top Priority: Determine the number of regular meetings and when they will occur, as well as what constitutes quorum at those meetings.
The following is offered merely as suggestions, often based on common provisions in congregational constitutions. It is up to each congregation to determine what is and is not important to include in their own governing documents.
The importance of these questions is often overlooked. For various reasons, congregations choose to only have one regular meeting, traditionally called the "annual meeting". But congregations aren't like synods; congregations are made up of people who gather regularly for worship and many other activities. It is much easier for a congregation to meet more regularly than once per year.
Note: When considering how many regular meetings to have and when to have them, pay particular attention to Chapter 5. Powers of the Congregation. At least two powers need to be exercised annually: approving the budge and filling elected positions. At what time of year do these powers need to be exercised?
This site advocates for at least two regular meetings in a congregation. There are many reasons why having multiple meetings may be important:
Some of these reasons for meeting may overlap, but trying to force all of them to overlap is like trying to force a square peg into a round hole. Having at least two meetings in a year will make many things function more smoothly throughout the congregation.
Note: An additional reason to have multiple regular meetings is that it makes it easier to amend the constitution. Constitutional provisions may be amended at any meeting, regular or special, but they may only be ratified at a regular meeting. If there is only one regular meeting all year, there is only one time each year that amendments may be ratified.
The number of voting members it takes to request a special meeting probably should probably be no more than half of quorum. Half of quorum represents a majority vote at a meeting that meets quorum, and it should not take a majority reaching consensus on the mere existence of an issue in advance of the meeting in order to call the meeting.
On the other hand, 1 percent of the voting membership should not be able to hold the rest of the membership hostage. The amount it takes to call a special meeting should be more than a handful of people.
Is there anything else that must be done in advance of a meeting, like the publication of previous minutes or the release of an agenda?
Note: If there are actions that must be done in advance of a specific meeting, such as the release of the annual report in advance of one of the regular meetings, that might be better specified under the provision relating to that meeting.
The quorum should be as large a number of members as can reasonably be depended on to be present at any meeting, except in very bad weather or other exceptionally unfavorable conditions.
Many congregations set quorum very low at only 5 or 10 percent. On the one hand, such a low standard may be all a congregation can meet. On the other hand, maintaining a low threshold for quorum can open the congregation up bad actors. Context will greatly influence this number.
A potential rule-of-thumb is to determine the average percentage of voting members in worship on an average week and make quorum half this amount.
Remember: Unless otherwise stipulated, this is a quorum of voting members, not the total membership. Look at *C8.02.c. for the definition of a voting member.
Note: Quorum applies to both regular meetings and special meetings. If a significant percent of the membership is absent at a certain time of the year, this could be an issue. If quorum is too high, will it be possible to hold a necessary special meeting at such a time?
Note: If left undefined, most states define quorum. Definitions range between one-tenth and a majority of membership.
Warning: Do not say something like "the voting members present at a congregation meeting shall constitute a quorum". Such a statement violates the purpose of quorum.
Note: For more information on how quorums work, see the page on quorum and types of voting.
If the congregation has a large seasonal membership, is there a point in the year when seasonal members should count toward the establishment of quorum?
At what point is the membership record fixed for determining quorum? This could be as early as the date the meeting is set, or when it is announced, or as late as the start of the meeting itself. Can confirmed members come to worship that day, commune and contribute, and then instantly be allowed to vote?
The congregation may decide to allow proxy voting. Recognize that certain items in the constitution, such as changing a constitutional provision, explicitly require voting members to be present in order to vote.
If there is something that requires greater than majority vote and it is not specified elsewhere in the constitution, specify it here.
Example: The purchasing of real property may be viewed as something that requires greater than majority consensus.
Is voting allowed via electronic means, such as telephone or via the internet? Such voting is generally not considered absentee, as the individual has a real-time presence at the meeting.
Are there any applicable special rules of order or standing rules (RONR, 11th edition, pg. 15-18)?
Note: Consider looking at the ELCA's Rules of Organization and Procedure. Part 3 (quorum and procedure), part 5 (voting procedures), part 7 (resolutions, motions, and notices), and other such sections may be enlightening.
State laws general offer some parameters for when and how such meetings are permitted.