Zoom Charge Conference Suggestions

Holding a charge conference by Zoom or in-person requires planning ahead. Here are some suggestions for making things go smoothly.

  • We've learned from experience that everyone can hear and participate better if they connect to the Zoom meeting from their own device (computer, smartphone, or calling in). For those who do not have access to the internet to participate, it is suggested that you gather in small groups (2-4 people) to share a device. This allows everyone to hear and see each other.

  • 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. Gathering around a laptop does not work in large groups. The sound on a laptop is not loud enough to be heard and the other participants cannot hear or see people in the large group. This situation requires that a "point person" at the location help with tech and coordination of people speaking. 

  • Email the reports to participants prior to the meeting.

    • It is most important to supply people with reports or information which they need to vote on. Those include: 

      • Nominations Report (list of proposed church officers and committee members

      • Proposed compensation for clergy or lay supply pastor

      • First and Second Year readings to remove people from membership roll (if applicable)

      • Certified Lay Servant Report(s) (if applicable)

    • Reports that are required to be shared, but not voted on can sent by email as well.

      • Report of the Trustees

      • Reports of clergy who are members of your charge conference.

    • Reports that are not required to be reviewed at the meeting can be completed and submitted online. These reports include:

      • Health and Wellness Agreement

      • Safe Sanctuary Policy Review

      • Church Leadership Contact Information

  • It can be helpful to have someone who can share their screen who has a pdf copy of all reports. If someone has this ability, please let us know before the meeting.

  • Most votes can be by general consensus, or by a "show of hands" within the Zoom meeting as directed by the DS or presiding elder.  

  • When a private/written vote is needed (as for 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.