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:
- Receive: Annual Ministry Report 2019.07.01 – 2020.12.31;
- Receive, Discuss, Vote to Approve: 2019.07.01 – 2020.06.30 Year-End Financial Reports;
- Receive, Discuss, Vote to Approve: Proposed 07.01.2020—06.30.2021 Budget (same as the previous year);
- Receive: 2020.07.01 – 2020.11.30 Year-To-Date Financial Reports;
- Vote to extend expired terms for Leadership Circle, Circles and Service Team, and Trustees through 2021.06.30;
- Vote on Lead Pastor Contract to June 30, 2022;
- 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 office@SanctuaryUCC.org.
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: https://us02web.zoom.us/j/82466321427?pwd=LzBuOHk1dnUwK2FUWVhjZC9tVTZ4UT09
By phone: 646 876 9923 US (New York)
Meeting ID: 824 6632 1427
Find your local number: https://us02web.zoom.us/u/kdsgZU5xcM
Please note the following documentation will be uploaded as soon as possible and as it becomes available
2020 Annual Meeting Reports, Actions, and Documentation
Annual Report: Minutes, Ministries and Actions Complete Package (PDF – will be uploaded when all reports are complete)
Financial Reports Complete Package PDF (55 pages; individual reports available below)
2019.07.01 – 2020.12.31 Annual Report Documentation
Congregational Meeting Minutes
- 2019.06.11 Annual Congregational Meeting
- 2020.05.31 Special Congregational Meeting Minutes
- 2020.09.27 Visioning Meeting of the Whole with Contemplative Prayer Practice: Discernment Model Presentation – Slide Show (PDF)
- 2020.10.25 Visioning Meeting of the Whole with Contemplative Prayer Practice: Sanctuary Visioning Meeting Part 2 – Slide Show; including Ministry Updates (PDF) and 2020.10.25 Recording of Visioning Meeting Presentation and Discussion (Video)
Annual (18 month) Ministry Reports
- Ministries Report – Presented at 10.25.2020 Visioning Meeting (2019.07.01 – 2020.12.31);
- Discernment Team Report (2020)
- Clerk’s Report (Year End 2019.07.01 – 2020.06.30);
- Clerk’s Report (Year to Date; 2020.07.01 – 2020.11.22);
- Moderator’s Report (2019.07.01 – 2020.12.31);
- Circles of Care (Outreach) 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 Fiscal Year-End Financial Reports
- 2020.06.30 Fiscal Year End Restricted Funds
- 2020.06.30 Fiscal Year End Report of Trustees (same as below}
- 2020.06.30 Fiscal Year End Budget Versus Actuals Report
- FY2019/FY2020 Statement of Activity Comparison Report
2020.07.01 – 2020.10.31 Fiscal Year-To-Date Financial Reports based on 2021 Proposed Budget
- 2020.10.31 Financial Position
- 2020.10.31 Restricted Funds
- 2020.10.31 Report of Trustees
- 2020.10.31 YTD Budget versus YTD Actuals
- 2020.10.31 Annual Budget versus YTD Actuals
- YTD2020/YTD2019 Statement of Activity Comparison Report (through December 03)
Budget and Ministry Plan