DRAFT

CALL TO ANNUAL CONGREGATIONAL MEETING (2026)

Congregational Church of West Medford DBA Sanctuary United Church of Christ

ONLINE ONLY – Wed, 07/29/ 2026 (7:00 – 8:30 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. This 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 2026 Annual Congregational Meeting of the Governing Body with the DRAFT AGENDA as follows:

Receive & Vote to Accept 2025 Congregational Meeting Minutes (minutes below);
Receive Annual Ministry Reports
1. Clerk’s Report on Membership
2. Circles and Service Nominations
3. Given the Pending Closure of Mission and Ministry, no additional Ministry Reports have been submitted
Receive, Discuss, Vote to Approve: 2025-2026 Year-End Financial Reports (reports below);
Vote on LC Recommendation regarding Sanctuary UCC Bylaws to extend actions to:
1. Use a “Committee of the Whole” model to address the work of the Leadership Circle as defined in Bylaws Article V. Leadership Circle (Board) through the Dissolution of the Congregation;
2. Suspend the bylaw requirement for two standing committees through the Dissolution of the Congregation;
  1. Article VII. A. Circles and Service Team; and
  2. Article VII. C. Pastor Parish Relations Committee.
Motion and Vote to elect Officers, Trustees, and Committee of the Whole;
Vote on Lead Pastor Contract & Guarantee through 12/31/2026;
Receive, Discuss, Vote to Approve: Proposed 07.01.2026—06.30.2027 Budget;
Share information about the Legacy Process and the Lead Pastor Contract and Severance Agreement;
Vote to delegate the authority of negotiating the Severance Agreement to the Legacy Working Group

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

2026.07.29 Clerk’s Report (2025.07.01 – 2026.07.29);
2026.07.29 Circles and Service – Governance Nominations (2026 – 2028); including motion to elect officers, trustees, and COW through dissolution.

Budget Action

2026.07.01 – 2026.12.31 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 Through the Dissolution of the Congregation
Motion to Continue to Suspend Bylaw Requirement for Circles & Service Team and Pastor Parish Relations Committee Through the Dissolution of the Congregation
Motion to extend Lead Pastor’s Contract & Guarantee through December 31, 2026
Motion to Delegate the Authority to Negotiate Contract and Severance Agreement(s) to the Legacy Working Group

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