DRAFT

CALL TO ANNUAL CONGREGATIONAL MEETING (2026)

Congregational Church of West Medford DBA Sanctuary United Church of Christ

ONLINE ONLY – Wed, 07/29/ 2026 (6:30 – 7:00 pm)

Location:  Sanctuary UCC via Zoom

Dear Sanctuary UCC Members and Partners,

You are called, and your presence and participation are faithfully requested at an Annual Congregational Meeting scheduled for Wednesday, July 29, 2026 at 7:00 pm via Zoom Meeting; the access for which is listed below. The 2026 Annual Congregational Meeting was previously postponed by a meeting of the Leadership Circle/Committee of the Whole on June 02, 2026 (mtg minutes here).

The Leadership Circle of the Congregational Church of West Medford | Sanctuary UCC issues this call to the 2025 Annual Congregational Meeting of the Governing Body with the DRAFT AGENDA  as follows:

1. Receive & Vote to Accept Congregational Meeting Minutes (minutes below);
2. Receive Annual Ministry Reports
   1. Clerk’s Report on Membership
   2. Circles and Service Nominations.
   3. Updates on Church Legacy & Closure Process
   4. Given the Pending Closure of Mission and Ministry, no additional Ministry Reports have been submitted
3. Receive, Discuss, Vote to Approve: 2024-2025 Year-End Financial Reports (reports below);
4. Vote on LC Recommendation regarding Sanctuary UCC Bylaws to extend actions to:
   1. Use a “Committee of the Whole” model for 2026-2027 to address the work of the Leadership Circle as defined in Bylaws Article V. Leadership Circle (Board);
   2. Suspend bylaw requirement for two standing committees for 2026/2027;
      1. Article VII. A. Circles and Service Team; and
      2. Article VII. C. Pastor Parish Relations Committee.
5. Motion and Vote to elect Officers, Trustees, and Committee of the Whole;
6. Vote on 2026/2027 Lead Pastor Contract as Negotiated by Legacy and Legal Teams (TBD)
7. Vote on Parsonage Disposition Actions as recommended by Legacy and Legal Teams (TBD)
8. Receive, Discuss, Vote to Approve: Proposed 07.01.2026—06.30.2027 Budget;

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.

With blessings,

The Leadership Circle/All Hands Meeting

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Join Zoom Meeting
Meeting ID: 896 5570 0288
Passcode: 584289

Dial in access: +1 309 205 3325 US
Meeting ID: 896 5570 0288
Passcode: 584289
Find your local number:https://us02web.zoom.us/u/keCikPlK1L

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 AltarLive 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 Virtual 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 participate.

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2025-07.01 – 2026.06.30

2026 Annual Meeting Reports, Actions, and Documentation

Congregational Meeting Minutes

• Annual Ministry Reports 

• 2026.06.30 Clerk’s Report (2025.07.01 – 2026.06.30);
• 2026.06.30 Circles and Service – Governance Nominations (2026.07.01 – 2027.06.30);

Budget Action

• 2026.2027 Proposed Budget (includes legal fee estimate of 35,000.00)

Additional 2026 Annual Meeting Actions

• Motion to Continue Committee of the Whole for Leadership Circle 2026/2027
• Motion to Continue to Suspend Bylaw Requirement for Circles and Service Team and Pastor Parish Relations Committee for 2026/2027
• Motion to be determined regarding Lead Pastor’s Contract & Guarantee Through Fiscal Year 2028

Financial Reports for 2026 Annual Meeting 

• 2025.07.01 – 2026.06.20 YTD Budget Versus Actuals
• 2026.06.30 YTD Financial Position (QB Report Manually Updated with 06.30.2026 UCF)
• 2026.06.30 Report of the Trustees
• 2026.06.30 Restricted Fund and Restricted Savings Report