Preparing for Charge Conference
A successful and efficient charge conference meeting requires planning ahead. Here are some suggestions to make things go smoothly.
- Prepare and distribute completed reports to participants prior to the meeting. Electronic distribution(email) is acceptable and be sure to give printed copies to participants who do not have email. Have a few printed copies on hand if you are having an in-person meeting.
- Reports which require a vote by participants include:
- proposed compensation for clergy or lay assigned pastor
- nominations report (list of proposed church officers and committee members)
- first and second year membership readings (to remove people from membership roll if applicable)
- certified lay servant/certified lay speaker report(s) (if applicable)
- certified lay minister report (if applicable)
- Reports that are required to be shared, but not voted on
- Report of the Trustees
- Reports of clergy who are members of your charge conference
- Reports that are not required to be reviewed but are completed and submitted online:
- Health and Wellness Agreement (between clergy and church council)
- Safe Sanctuary Policy Review
- Church Leadership Contact Information
- M.I.L.E Assessment Form for SPRC
- Reports which require a vote by participants include:
- For successful Zoom Charge Conferences the following additional suggestions are helpful:
- encourage everyone to connect to the Zoom meeting from their own device (computer, smart phone, or telephone) at their home location.
- for those who do not have access to the internet to participate, gather in small groups (2-4 people) to share a device.
- If your situation requires that participants gather in a large group at one location you will need a computer (probably a laptop) connected to a large screen and a speaker. Anyone speaking at the meeting must go to a microphone or be directly in front of the laptop to be heard. This situation requires a "point person" at the location to help with tech and coordination of people talking.
- gathering around a laptop does not work in large groups (over 4 people). People cannot hear or be heard.
- Someone who has a copy of all reports on their computer should be prepared to share their screen so everyone can see the report being presented.
- Most votes at the charge conference can be by general consensus or by a "show of hands." The DS, Presiding Elder, or tech advisor can give directions for voting.
- When a private/written vote is needed (such as affirming a candidate for ministry), the Zoom poll option can be used. The meeting host (DS or Presiding Elder) will know how to do this and give instructions.
- encourage everyone to connect to the Zoom meeting from their own device (computer, smart phone, or telephone) at their home location.