CHURCH GOVERNANCE
SYSTEM
MEETING & MEETING PROCEDURES
CHURCH GOVERNANCE SEMINAR
PRESENTED BY M GWALA
PART THREE
MEETING & MEETING
PROCEDURES
 TWO KEY MEETINGS:
 CHURCH BOARD
 BUSINESS MEETING
 LEVEL OF AUTHORITY IN EACH MEETING:
 CHURCH BOARD – DELEGATED AUTHORITY
 CHURCH BUSINESS – ULTIMATE AUTHORITY
 MEMBERSHIP:
 CHURCH BOARD – IDENTIFIED DEPARTMENT
LEADERS/ ADDITIONAL MEMBERS
 CHURCH BUSINESS – ALL BAPTIZED MEMBERS
MEETING & MEETING
PROCEDURES CONT’D
 AGENDA PREPARATION:
 PASTOR, ELDER AND CHURCH CLERK PREPARE
THE AGENDA.
 AGENDA ITEMS
 TAKEN FROM PREVIOUS MINUTES
 FROM CORRESPONDENCE
 LOCAL LEADERSHIP ITEMS
 CONFERENCE ITEMS
 CHURCH CLERK PREPARES SUPPORTING
DOCUMENTS FOR EACH ITEM
SAMPLE OF AGENDA
1.
WELCOME
2.
ROLL CALL
1.
MEMBERS PRESENT
2.
APOLOGIES
3.
DEVOTION
1.
EPHAPHRAS MINISTRY
4.
5.
CC MISSION AND VISION STATEMENTS
MINUTES OF THE PREVIOUS MEETING
1.
MATTERS ARISING FROM THE PREVIOUS MINUTES
6.
ITEM 1
7.
ITEM 2
MEETING & MEETING
PROCEDURES CONT’D
 PARLIAMENTARY PROCEDURE TO MEETINGS:
 MOTIONS ARE SECONDED BEFORE THEY ARE
DISCUSSED.
 YOU CANNOT HAVE TWO MOTIONS ON THE FLOOR.
 CONCLUSION OF A MOTION:
 CALLING A QUESTION ON THE MOTION
 MAJORITY VOTE OR
 CONSENSUS
 MINUTES MUST BE SIGNED BY BOTH THE
CHAIRPERSON AND THE SECRETARY AFTER
APPROVAL.
TYPES OF MOTIONS IN A
MEETING
 MAIN MOTION – INTRODUCES AND PROPOSES AN
ACTION REGARDING AN ITEM OF BUSINESS.
 PRIVILEGED MOTION – DEALS WITH THE RIGHTS
OF THE MEMBERS OF THE CHURCH BOARD OR
BUSINESS MEETING: E.G. (1) FIXING TIME OR (2)
ADJOURNMENT OR (3) QUESTIONS OF PRIVILEGE
– SECONDED BUT NO DISCUSSION.
TYPES OF MOTIONS IN A
MEETING CONT’D
 SUSIDIARY MOTIONS – ENJOYS PRECEDENCE
OVER THE MAIN MOTION, E.G. (1) TABLING A
MOTION, (2) AMENDING A MOTION, (3) CALLING A
QUESTION ON THE MOTION, ETC.
 INCIDENTAL MOTIONS – DEALS WITH INCIDENTS
CONCERNING THE MAIN MOTION, E.G. (1) POINT
OF ORDER, (2) RECONSIDER A MOTION, (3)
WITHDRAW OR MODIFY A MOTION, ETC.
MINUTE TAKING IN
MEETINGS
 WHAT IS A MEETING?
 A MEETING IS A GETTING TOGETHER OF TWO OR
MORE PEOPLE, ACTING IN UNISON, TO DISCUSS
MATTERS OF MUTUAL INTEREST AND TO DECIDE
UPON THEM.
 A PROPER NOTICE MUST BE SENT OUT TO ALL
THE MEMBERS NOTIFYING THEM ABOUT:
 A MEETING,
 DATE,
 TIME AND
 VENUE.
MINUTE TAKING IN MEETINGS
CONT’D
 THE NOTICE MUST BE SERVED THROUGH:
 EMAIL,
 CHURCH ANNOUNCEMENT,
 CHURCH BULLETIN OR CHURCH PROGRAMME SHEET
 THE NOTICE OF THE MEETING MUST INCLUDE THE AGENDA.
 MINUTES ARE DECISIONS TAKEN NOT DISCUSSIONS IN THE
MEETING.
 MINUTES ARE WRITTEN IN THE 3RD PERSON.
 WE DO NOT WRITE A PROPOSER AND A SECONDER IN THE
CHURCH MINUTES
 CHURCH CLERK KEEPS MINUTES/FILES ALL THE MINUTES OF
THE BOARD, BUSINESS MEETING AND SUB-COMMITTEES.
SAMPLE OF A MEETING
NOTICE
--------------Seventh-day Adventist Church
Postal Address
Phone
Residential Address
Date
To all the board/church business members
Notice is hereby given that church board/ business meeting of
______ SDA Church will be held on Monday, 3 March 2001 at
9h00 in the church hall to discuss matters a per agenda subjoined.
By order of the chairperson,
Signature of the clerk
Church Clerk
Agenda
1. ………………………
2. ………………………
SAMPLE OF THE MINUTES
 CB13-01
CMS WORKSHOP
VOTED TO REQUEST THAT ALL CHURCH CLERKS
THROUGHT THE CONFERENCE ATTEND THE CMS
WORKSHOP ARRANGED BY THE CONFERENCE.
Or
CB14-51
CHURCH DEPARTMENTAL TRAINING
WHEREAS THE CHURCH SUFFERED IN THE PAST, AND
WHEREAS CHURCH OFFICERS WERE ELECTED AND NOT
TRAINED FOR ANY OFFICE;
VOTED TO REQUEST THE CONFERENCE TO CONDUCT
TRAINING SEMINARS FOR ALL THE DEPARTMENTS.
END OF PART THREE