Congregational Business Meeting Sample Script

SCRIPT FOR A REGULAR BUSINESS MEETING

[Congregation, Date, Place, Presider, and Secretary are all useful things to note at the
top of the script.]
CALL TO ORDER
The meeting will come to order.
OPENING CEREMONIES
[Opening !mn" scripture rea#ing" in$ocation%
ESTABLS! "#$%#&
The 'yla(s call for at least ) *e*'ers of the congregation to 'e present to ha+e a
,uoru* at a 'usiness *eeting. t is not necessary to point this out, 'ut you should 'e
sure at least that *any eligi'le participants are present 'efore continuing. [Byla(s,
Article - Section ..]
/T%$D#CT$/ $0 1#ESTS
[Any *ission center or 2orld Church guests should 'e introduced fro* the person (ith
the *ost responsi'ility to the person (ith the least. Ti*e should 'e allotted for these
persons to 'riefly address the conference.] &ission center presidents should 'e in+ol+ed
in scheduling congregational 'usiness *eetings, or at least infor*ed t(o (ee3s or *ore
in ad+ance.
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Congregational Business Meeting Sample Script
PRESENTATION AND APPRO'AL O( T)E MIN*TES
+I, #istri-ute# at least t.o .ee/s -e,orean#0 I there i! no o"#ection$ we will not re%d
the min&te! o the +#ate0 meeting$ %! the' were di!tri"&ted "eoreh%nd. Are there
%n' correction! to the min&te!( [Pause] I there %re no correction!$ the min&te!
%re %))ro*ed %! )rinted.
+I, not pre$iousl! #istri-ute#0 The !ecret%r' will re%d the min&te! o the +#ate0
meeting. [Secretary reads *inutes] Are there %n' correction! to the min&te!(
[Pause] I there %re no correction!$ the min&te! %re %))ro*ed %! )rinted.
+1it corrections0 I there i! no o"#ection$ the min&te! will "e corrected "'
[repeat correction2% [Pause] Since there i! no o"#ection$ the correction i!
m%de. I there %re no &rther correction! [Pause]the min&te! %re %))ro*ed
%! corrected.
+I, an!one o-3ects0 The +&e!tion i! on the %do)tion o the motion to %mend
the min&te! "' +repeat te amen#ment20 Are 'o& re%d' or the +&e!tion(
[!andle de'ate.] 'ote re4uire#5 Ma3orit! -! $oice2
Tho!e in %*or o the motion$ !%' aye. [Pause]
Tho!e o))o!ed$ !%' no. [Pause]
o The %'e! h%*e it %nd the motion i! %do)ted. The min&te! %re
%mended "' [repeat a*end*ent.]
o The noe! h%*e it %nd the motion i! lo!t.
I there %re no &rther correction! [Pause]the min&te! %re %))ro*ed %!
corrected.
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Congregational Business Meeting Sample Script
REPORTS O( O((ICERS
The ne,t item o "&!ine!! i! he%ring the re)ort! o the oicer!.
[$fficers are called on in the follo(ing order4 presiding officer, counselors and5or
assistant pastors, secretary, and congregational financial officer. The chair should
chec3 ahead of ti*e and only call on those (ho ha+e reports to *a3e. %eports for
infor*ation only are 6placed on file.7 f an officer8s report contains a reco**endation,
another *e*'er *ay *a3e a *otion to i*ple*ent the reco**endation. f you ha+e a
short 'usiness *eeting, perhaps to appro+e the 'udget only, then officers *ay not ha+e
anything to report, and this section can 'e s3ipped. t is pro'a'ly still 'est to hear fro*
the financial officer.]
-o&r )%!tor re)ort!.
The co&n!elor! /or %!!i!t%nt )%!tor!0 will now re)ort.
The !ecret%r' will re%d the corre!)ondence.
[The secretary reads any correspondence. Any action arising fro* the correspondence
can 'e ta3en up here or under ne( 'usiness.]
The congreg%tion%l in%nci%l oicer will )re!ent the in%nci%l re)ort. 9This should
'e a 'rief su**ary of the current financial situation.:
Are there %n' +&e!tion!( [Pause]
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Congregational Business Meeting Sample Script
I there %re no +&e!tion! [or all the ,uestions ha+e 'een ans(ered,] the re)ort will "e
iled.
+,or te annual ,inancial report0 t should 'e detailed and already audited 'efore
presentation to the conference.
I there %re no &rther +&e!tion!$ the ch%ir recogni1e! [so*eone identified
'eforehand] or % motion.
[&e*'er *o+es to accept the Auditor8s report. A second is not re,uired.]
The +&e!tion i! on the %do)tion o the motion to %cce)t the A&ditor2!
re)ort. Are 'o& re%d' or the +&e!tion( [!andle de'ate.] 'ote re4uire#5
Ma3orit! -! $oice2
Tho!e in %*or o the motion$ !%' aye. [Pause]
Tho!e o))o!ed$ !%' no. [Pause]
The %'e! h%*e it %nd the motion i! %do)ted. The A&ditor2! re)ort i!
%cce)ted %nd will "e incl&ded in the min&te!.
REPORTS O( COMMISSIONS8COMMITTEES
The ch%ir recogni1e! [name% or % re)ort rom the [Lea#ersip" 1orsip" Cristian
E#ucation" Pastoral Care" Ste.ar#sip" Communit! Outreac" Missionar!"
Communications" etc2% commi!!ion +or committee0.
[/o action is re,uired, the reports are infor*ational. The reporting *e*'er *ay *a3e a
*otion at the conclusion of the report. These *otions are handled as *ain *otions.
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Congregational Business Meeting Sample Script
deally, those reporting for co**ittees ha+e 'een contacted 'efore hand, and co**ittees
(ithout reports are not called upon.]
REPORTS O( SPECIAL COMMITTEES
[Any co**ittees appointed to do specific tas3s should report in the order they (ere
created. Chec3 (ith the co**ittee in ad+ance, and do not call on the* if they do not ha+e
anything to report. %eports for infor*ation are 6placed on file.7]
SPECIAL ORDERS
The ne,t item o "&!ine!! i! the con!ider%tion o !)eci%l order!. [f there are no
special orders, go on to unfinished 'usiness.]
o At the l%!t meeting$ the motion rel%ting to +state topic o, motion0 w%!
)o!t)oned to thi! meeting %nd m%de % !)eci%l order. The +&e!tion i! on the
motion th%t +repeat te motion20 I! there %n' di!c&!!ion( [!andle de'ate and
+oting nor*ally.]
o The %nn&%l "&dget. [%efer to page ;< of the Church Ad*inistrator8s !and'oo3 for
infor*ation on ho( 'udgets are prepared and presented. 6The proposed 'udget
that is de+eloped is presented to the congregation for appro+al. This process
should in+ite and encourage the general *e*'ership to re+ie(, understand,
co**ent upon, and ulti*ately endorse 'oth the progra* of *inistry and the
supporting 'udget for the congregation. The congregational 'udget is not +alid
unless it is appro+ed 'y for*al action of the congregational conference.7 9That
,uote *ight 'e put opposite the script, and possi'ly read, if there are people
present (ho are not fa*iliar (ith the process.: The 'udget can 'e presented 'y the
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Congregational Business Meeting Sample Script
leadership tea* as a special order, follo(ed 'y a *otion to appro+e the 'udget 9it
helps to identify (ho (ill do this 'eforehand:, allo(ing for the nor*al process of
de'ate and a*end*ent.]
o Election o oicer!. Article 3 Section 4 o the "'l%w!. [Church Ad*inistrator8s
!and'oo3, Section <, headings =, ;;, ;<, ;>, ;., ;), ;?, and ;= are helpful to
consider. The pastor and secretary are elected. The congregational financial officer
9C0$: is appointed 'y the *ission center financial officer, and sustained. $ther
officers, such as the recorder and historian and any other progra* leaders, should
'e selected three *onths 'eforehand so they can 'eco*e fa*iliar (ith the tas3
9and so people can discreetly o'@ect if necessary:, appointed 'y the pastor and
sustained 'y the congregation.]
The ollowing )er!on! h%*e "een nomin%ted or the oice o +o,,ice0. 5e will
*ote in the order in which the' were nomin%ted. All tho!e in %*or o +,irst
name0 r%i!e 'o&r h%nd!. Th%n6 'o&. Now$ %ll tho!e in %*or o +ne;t name0
r%i!e 'o&r h%nd!.
+name .it te most $otes0 h%! recei*ed % m%#orit' o *ote! %nd i! elected to
+o,,ice02
0or elections, put up the no*inations of those (ho ha+e agreed to let their na*es
stand 'eforehand, then open it up for no*inations fro* the congregation. 2rite the
na*es do(n 9one office at a ti*e: on a flip chart or dry erase 'oard e+eryone can
see. 2hen there are no further no*inations, gi+e people a *o*ent, then go on to
the +ote. The usual practice is to +ote (ith a sho( of hands, in the order of
no*ination. %eAta3e the +ote until you get a *a@orityB do not re*o+e the no*inee
(ith the lo(est +ote. %epeat for financial officer.
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Congregational Business Meeting Sample Script
2hen only one no*inee is put up, the chair can ta3e a +oice +ote, or declare that
the no*inee is elected, effecting the election 'y unani*ous consent or
6accla*ation.7
To sustain officers, distri'ute a list 9or put it up on the 'oard:, arrange for so*eone
to *o+e 6to sustain the appoint*ent of 9na*e: to the office of 9office:,7 or 6this list of
appoint*ents7 and +ote to sustain 9(ithout o'@ection, the entire list.: f there is an
o'@ection, +ote to sustain each one fro* the top do(n. &a@ority is needed.
It h%! "een mo*ed %nd !econded th%t we !&!t%in +person0 to the oice o
+o,,ice0. [$r 6it has 'een *o+ed and seconded that (e sustain this list of
appoint*ents.7] All tho!e in %*or$ r%i!e 'o&r h%nd!. Tho!e o))o!ed$ r%i!e
'o&r h%nd!.
The motion i! )%!!ed /or lo!t0.
o Election o deleg%te! to higher #&ri!diction%l conerence!. [&ost *ission
centers do not ha+e delegate conferences. Those that do should get a nu*'er of
delegates they can elect. 0or *ost congregations, the chair can as3 for
no*inations and then put the* up on a dry erase 'oard or flip chart, then gi+e
e+eryone a nu*'er of +otes e,ual to the spaces to fill. !a+e so*eone record a
+ote 'y raised hands, and the ones (ith the *ost +otes are elected. Larger
congregations *ay (ant to use 'allotsB ha+e tellers ready to count the 'allots and
report 'ac3 during the *eeting if possi'le.]
o Prie!thood C%ll!. [2hat is re,uired is that the na*es 'e presented to the
congregation one at a ti*e, and +oted onB a *a@ority is needed. This is an
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Congregational Business Meeting Sample Script
opportunity for the congregation to de*onstrate that it (ill support the ne(
priesthood *e*'er. Another co**on for* is for the calling officer 9usually the
pastor: to 'riefly spea3 to the call, then the potential ordinand to 'riefly spea3 to the
call, and so*eti*es to open the floor for others (ho (ish to spea3 to it, then a
+ote.] 1et so*eone to *o+e 6To appro+e the ordination of 9na*e: to the office of
9office: after all appropriate re,uired preordination training is c co*pleted.7 1et a
second.
*N(INIS)ED B*SINESS AND GENERAL ORDERS
[The chair does not as3 if there is any unfinished 'usinessB it is announced only if there is
unfinished 'usiness or general orders. #nfinished 'usiness refers to ,uestions that ha+e
co*e o+er fro* the pre+ious *eeting 9other than special orders: as a result of that
*eeting ha+ing ad@ourned (ithout co*pleting its order of 'usiness. 1eneral orders are
*atters that (ere postponed to, or *ade general orders for, the present *eetingCta3en
in the order in (hich they (ere *ade. f none, go to 6ne( 'usiness.7]
Under &nini!hed "&!ine!!$ the ir!t item i! the motion rel%ting to +state te topic o,
te motion0 th%t w%! )ending when the )re*io&! meeting %d#o&rned.
The +&e!tion i! on the %do)tion o the motion +repeat motion0. Are 'o& re%d' or the
+&e!tion(
[!andle as a *ain *otion. This is repeated for each ite* of unfinished 'usiness.]
Under gener%l order!$ the ir!t item i! +state te topic o, te motion0. The +&e!tion i!
on the %do)tion o the motion +repeat motion20 Are 'o& re%d' or the +&e!tion(
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Congregational Business Meeting Sample Script
[!andle as a *ain *otion. This is repeated for each general order.]
NE1 B*SINESS
I! there %n' new "&!ine!!(
[Any proposals (hich ha+e 'een turned in ahead of the *eeting should 'e ta3en up first.
The chair should al(ays as3 if there is other ne( 'usiness to 'e 'rought 'efore the
conference. This is any *e*'er8s opportunity to introduce ite*s of 'usiness.]
PROGRAM8ORDINATIONS
[ Any presentations, progra*, or ordinations should ta3e place at this point in the
agenda.]
ANNO*NCEMENTS
[The chair *a3es announce*ents first, then as3s if others ha+e announce*ents.
ntroduce anyone co*ing for(ard to *a3e announce*ents. Do not 6turn o+er the chair7 to
the spea3er, as that co*plicates the *inutes, and the announcer is not running the
*eeting at that point. Than3 those (ho offer announce*ents.]
AD?O*RNMENT
I! there %n' &rther "&!ine!!( [Pause] Since there i! no &rther "&!ine!!$ the
meeting i! %d#o&rned.
CLOSING CEREMONIES
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Congregational Business Meeting Sample Script
[Closing !y*n, Benediction, Postlude]
&A
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Congregational Business Meeting Sample Script
NOTES ON T7E CONGREGATIONAL BUSINESS MEETING SCRIPT
Te main outline .as pro$i#e# -! Leonar# M2 Boung2 )e is an apostle" a past presi#ent o, te
National Association o, Parliamentarians" an# a Pro,essional Registere# Parliamentarian2
Script te;t an# ,ormat .as pro$i#e# -! te Parliamentar! Pla!-oo/5 A Gui#e to Script 1riting" ,rom
te CPat.a!s to Pro,icienc!D series o,,ere# -! te National Association o, Parliamentarians2
Te curcEs parliamentar! autorit!" CRo-ertEs Rules o, Or#er Ne.l! Re$ise#5 &A
t
E#itionD
Communit! o, Crist -!la.s are an important resource in preparing ,or -usiness meetings2
Especiall! Article 'FCongregations2
Curc A#ministratorEs )an#-oo/ as se$eral elp,ul sections5
Part 62>" CCongregational Con,erencesD
Part @" CPlanning an# Con#ucting Con,erencesD

Tese sources .ere com-ine# -! An#re. Siel#s" 1orl# Curc Secretar!" in 6AA=2
Tis electronic #ocument soul# allo. pastors to e#it a tailore# script ,or eac -usiness meeting"
ma/ing preparation easier an# cutting #o.n on stress an# surprises2

Te ,ormat is space an# a al," ,or ease o, 4uic/ rea#ing2 It ma! -e a#$isa-le to raise te siGe to &9
point2 A t.o inc margin as -een le,t at te -ottom o, te page ,or notes2
It is a#$isa-le to ta/e copies o, -!la. te;t or motions tat are e;pecte# to come to te meeting"
an# put tose copies on te -ac/ o, te pre$ious page2 Tat .a! .en te -oo/ is open" !our
script .ill -e on te rigt an# te re,erence material on te le,t2
Please tal/ to tose .o !ou /no. .ill -e in$ol$e# in te meeting" aea# o, time2 It .ill ma/e
tings smooter i, !ou #o not surprise eac oter2
I, tere is someone in te congregation .o is ,amiliar .it parliamentar! proce#ure" it ma! -e
elp,ul to as/ i, te! .oul# ser$e as te -usiness meeting parliamentarian" so !ou a$e a resource
at an# in case a stic/! situation arises2 Loo/ o$er te script togeter an# tr! to anticipate
pro-lems2
Pastors pro-a-l! onl! nee# a-out &AH or &:H o, te -oo/ o, parliamentar! la. .en tere is
general agreement a-out te -usiness at an#I te main purpose is to appl! te principles o,
Ro-erts .it common sense to elp te congregation ma/e #ecisions an# act on teir intentions2
)ope,ull! tis script resource .ill ma/e running -usiness meetings easierJ
&&
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