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Annual congregational meeting

90 minutes 9 blocks Free template

An annual congregational meeting with ballots for minutes, council elections, constitutional changes and the budget, plus thanks and prayer.

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Opens in the builder. No sign-up to try it; 14 days free to run it live.

By the end of this meetingThe congregation has approved the minutes and budget, elected council members and voted on any constitutional changes.

90 min · 9 blocks, drawn to scale Fits exactly
  1. Call to order, opening prayer and hymn, 8 minutes 8
  2. Council introductions, 5 minutes 5
  3. Approve last year's annual meeting minutes, 5 minutes 5
  4. Council nominations and balloting, 15 minutesVote 15
  5. Constitutional amendment, 12 minutes 12
  6. Approve voting members for synod assembly, 5 minutes 5
  7. Narrative budget presentation and approval, 25 minutesVote 25
  8. Staff recognition and thanks to exiting council members, 8 minutes 8
  9. Election results, closing prayer and adjournment, 7 minutes 7
023456890 min
  1. +0′Call to order, opening prayer and hymnOne word of thanks for this past year8 minCheck-in
  2. +8′Council introductions5 minInfo
  3. +13′Approve last year's annual meeting minutesApprove last year's annual meeting minutes?5 minVote
  4. +18′Council nominations and ballotingDo you approve this nominee for council?Tip: Run one ballot per nominee, or swap in candidate names for a contested seat.15 minVote
  5. +33′Constitutional amendmentDo you approve the proposed amendment?12 minVote
  6. +45′Approve voting members for synod assemblyApprove these voting members for the synod assembly?5 minVote
  7. +50′Narrative budget presentation and approvalApprove the budget as presented?Tip: Present the budget as a story of ministry, then vote.25 minVote
  8. +75′Staff recognition and thanks to exiting council members8 minInfo
  9. +83′Election results, closing prayer and adjournment7 minWrap-up

Why it works

Built so the annual congregational meeting ends on time, with everyone in it.

  • Every voice in the first minutes

    A 8-minute check-in: everyone sends a mood and one word from their phone, and it shows on their tile in the call. People who speak early speak again.

  • Updates stay short

    13 minutes of updates with a visible clock. In a video call the speaker is spotlighted and the room is muted, so nobody talks over them.

  • A vote the whole room sees

    One tap each on a phone, live bars on the screen. A tick shows who has voted, never what they chose.

  • Wraps up on time

    Decisions and actions are read back, the summary is already written, and a finish on time earns the confetti.

How to run it

  1. 1Open with prayer and a hymn, then introduce the council.
  2. 2Take each item that needs the congregation's approval as its own vote: minutes, council elections, constitutional amendments, synod voting members and the budget.
  3. 3Present the budget as a narrative before asking for approval.
  4. 4Make time to recognize staff and thank council members who are stepping down.
  5. 5Announce the election results before the closing prayer.

Questions about the annual congregational meeting

What is on an annual congregational meeting agenda?
In the Saint Andrew Lutheran example: opening prayer and hymn, council introductions, last year's minutes, council elections, a constitutional amendment, synod assembly voting members, the budget, staff recognition, and election results with a closing prayer.
What does the congregation vote on at the annual meeting?
In the example: the previous annual meeting's minutes, council members, a constitutional amendment, voting members for the synod assembly, and the budget.
How long is an annual congregational meeting?
The source doesn't give a length. This template plans 90 minutes; adjust it to the number of ballots you need.

Built from

The structure, timings and tips on this page come from these sources.

  • salc-wausau.org

Run it with your team

  • A countdown for every block on the shared screen
  • A video call that changes with each block
  • Check-ins and votes from every phone, no app
  • Decisions and actions in a scored summary

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  • Church staff meetingA two-hour church staff meeting using Lifeway's seven topics: celebration, mission, training, updates, calendar, prayer and fellowship.120 min · 7 blocks

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