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The Congregational Church of West Medford is now doing business as Sanctuary UCC.

Call to Annual Congregational Meeting (2020)


Sunday, December 06, 2020 (2:00 pm – 4:00 pm)

Having been delayed by a vote of the congregation on 2020.05.31 at a duly called Special Congregational Meeting of the Governing Body (due to the 2020 pandemic) this meeting serves as the Annual Meeting of the Governing Body for 2020.

Agenda Published:  November 19, 2020

The Officers and Leadership Circle of the Congregational Church of West Medford | Sanctuary UCC issue this call to a meeting of the governing body with the agenda as follows:

  1. Receive: Annual Ministry Report 2019.07.01 – 2020.12.31;
  2. Receive, Discuss, Vote: 2019.07.01 – 2020.06.30 Year-End Financial Reports;
  3. Receive, Discuss, Vote: Proposed 07.01.2020—06.30.2021 Budget (same as previous year);
  4. Receive: 2020.07.01 – 2020.11.30 Year-To-Date Financial Reports;
  5. Vote on Lead Pastor Contract to June 30, 2022;
  6. Vote to extend expired terms for Leadership Circle, Circles and Service Team, and Trustees through 2021.06.30;
  7. Consider other new business as brought forth by members of the congregation as per the bylaws.

Reports for this annual meeting will be posted on this page (below) as they become available and as soon as possible.

Printed copies of the reports can be made available via USMail by request – please email by 11/27 to receive in time for this meeting.

All Members, Partners and friends are encouraged to participate.

The bylaws as revised and approved by the congregation on January 27, 2018, and the Leadership Circle’s current Membership/Partnership records will apply regarding eligibility to vote. Questions regarding individual Member/Partner eligibility to vote can be directed to Liz Douglass, Interim Clerk.

Signed by Joanna Begin, Moderator and Liz Douglass, Vice Moderator; on behalf of the Leadership Circle


Electronic Access: As per the congregation’s bylaws, “Voting is available to those who are present either in person or via electronic means whereby the member is able to listen and participate in discussion.” We ask that all who seek to participate electronically do so via Zoom Meeting streaming or telephone to allow for a single point of electronic entry to the meeting. The identity and eligibility to vote of those who join electronically will be affirmed and recorded by the Clerk upon the participant’s arrival to the Zoom Meeting. Those who are participating electronically will be invited to participate in discussion as part of each agenda item and those who are eligible to vote will be invited to state their vote on each decision. We ask that all electronic participants keep their access on mute until they are invited to participant.
This meeting will be streamed via Zoom Meeting 
Join Zoom Meeting:
Meeting ID: 824 6632 1427
Passcode: 560196

By phone: 646 876 9923 US (New York)
Meeting ID: 824 6632 1427
Passcode: 560196


Please note the following documentation will be uploaded as soon as possible and as it becomes available

2020 Annual Meeting Reports, Actions, and Documentation

Call to the 2020.12.06 Annual Meeting of the Governing Body (PDF)

2019.07.01 – 2020.12.31 Annual Report Documentation 

Congregational Meeting Minutes

Annual (18 month) Ministry Reports 

  • Discernment Team Report
  • Clerk’s Report (2019.07.01 – 2020.12.31);
  • Moderator’s Report (2019.07.01 – 2020.12.31);
  • Circles of Care Ministry Report (2019.07.01 – 2020.12.31);
  • Arts and Inspiration Ministry Report (2019.07.01 – 2020.12.31);
  • Lead Pastor’s Report (2019.07.01 – 2020.12.31);
  • Circles and Service Team 2020/2021 Report & Nominations – Extend Expired LC Terms, Elect Circles and Service Team, Elect Trustee

Additional 2020 Annual Meeting Actions

2019.07.01 – 2020.06.30 Financial Reports

  • 2020.06.30 Financial Position
  • 2020.06.30 Restricted Funds
  • 2020.06.30 Report of Trustees
  • 2020.06.30 Budget Versus Actuals Report

2020.07.01 – 2020.10.31 Year To Date Draft Financial Reports based on 2021 Proposed Budget 

  • 2020.10.31 Financial Position
  • 2020.06.30 Restricted Funds
  • 2020.10.31 Report of Trustees 
  • 2020.10.31 YTD Actuals versus Full Year Budget 

2020.2021 Budget Proposal

  • Maintain 2020 Ministry Plan – with adjustments required for Pandemic
  • Detailed 2020.2021 Proposed Budget
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