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The annual church meeting is an event most members have ambivalent feelings towards. It is certainly not their highlight of the year.
The March Newsletter summarised its importance and the opportunity the annual church meeting ACM presents. However, it seemed appropriate to expand on this theme a little further.
At one level its purpose is purely administrative, to fulfil legal and denominational obligations. These relate to approval of the annual report and accounts and election of member representatives to the church governing body.
Described in those terms, the event is unlikely to have church members excited at the prospect of clearing their diaries to ensure they are free to attend.
Perhaps the problem is not so much the nature of the event as how its importance is emphasised and promoted to church members. At its heart the annual church meeting should be a celebration. A gathering together, part social, part business in thankfulness to God for past blessings and in faith for the development of future hopes and plans.
If that sounds a little idealistic, the example of secular, voluntary and business organisations might offer a glimpse into what a successful annual meeting should aim for and achieve. This will be returned to at the end of the article.
Several vital elements should be considered and included in the planning process, and they should be started in a timely manner.
It is easy to fall into the trap of thinking that the ACM is an exclusive gathering for the membership. It “rubber stamps” a few reports and “nods through” the election or re-election of those willing souls who love running things.
If that is the underlying approach, the objective will be to “get it over with” as quick as possible. In which case the whole exercise will be regarded as a necessary evil and something to be avoided at all costs by the church membership. If the ACM is viewed as an opportunity to demonstrate that the church is a vital part of the local community, fully committed to contributing to its development, this changes things.
The meeting ceases to be just for the membership.
There may be other individuals who might have an interest in the content of the meeting.
Once the potential list of attendees expands beyond the immediate membership, the ACM becomes a totally different event.
Construction of an appropriate agenda requires balancing sufficient time for necessary business with items which engage, encourage, and inspire those attending.
Certain agenda items will (or should) be “a given.”
Succinct, clear, and understandable by all are the essential maxims when preparing agenda content. There’s nothing worse than unintelligible annual reports.
At this point the person chairing the meeting is of critical importance. Knowing their potential audience, they should be able to assess the appropriate meeting length. This will depend upon how the business of the meeting is delivered.
We live in the digital age. The age of the laptop, the iPad, the iPhone. All devices which enable information to be presented in ways which we can readily understand.
The oft-quoted cliché that “a picture paints a thousand words” is never truer than when applied to the presentation of annual reports. The average church member is unlikely to be acquainted with the statutory reporting obligations of charity law. When faced with pages of financial information, the “off switch” in their brain is likely to be swiftly applied.
The impact of simple, visually attractive graphics to represent financial information combined with short video clips illustrating the work of the church should not be underestimated.
Keep the written word to a minimum.
Using modern presentation techniques is also a great way of involving younger members of the congregation whose I.T. abilities usual far outstrip those of adults. Churches with fewer and (dare I say it) more senior members may find this approach a challenge. However, there’s usually a younger relative or neighbour who with a little persuasion will assist.
One word should summarise the ACM. “Celebration.” In the words of Charles Wesley’s old hymn, we “Praise him for all that is past and trust him for all that’s to come.”
Acknowledging that there are times when this might be muted or even difficult for a variety of reasons, nevertheless that should be the aim.
Celebration requires a convivial, sociable atmosphere. Don’t be afraid to make the ACM a social as well as a business event. Make it an occasion. Cakes, sausage rolls, and even a few crisps. Perhaps even some appropriate liquid refreshment.
When and what time of day to hold the ACM is always an issue. After church on Sunday morning, with a little persuasion, the congregation might remain rather than hurry home for their Sunday roast. This is frequently regarded as the easiest option.
If the event is intended to invite others from the wider community for the reasons summarised above, an evening event might be more appropriate.
The secular world regards the annual general meeting of an organisation as being vital to its continued development. All those who have an interest in the organisation’s success will in one way or another attend or be represented.
The governing body will present its reports and vision for the future and be held to account.
The event is fundamental to those organisations’ continued existence and is organised accordingly.
As Jesus once said, “the people of this world are shrewder in dealing with their own kind than are the children of light” (Lk 16:8).
The secular world understands the importance of the AGM and responds accordingly. If the annual church meeting is regarded as a necessary evil, something to be avoided at all costs, the church is failing and likely to be going in one direction only.
Questions to those churches who have already held their annual meeting; How was it?
How many church members attended? Was there a sense of celebration or a feeling of just doing what was required?
As trustees responsible for the effective governance and ministry of your church
take the opportunity to objectively reflect on your annual church meeting.
We’ve compiled a form containing five short questions which hopefully will enable you to objectively reflect on your ACM to even improve on it for the next time. Use either link below.
