Meaty Monday: The Annual Congregational Report

Jim,

This is a great post, and while I don't have any answers, I love what you proposed. I had much the same feelings after our annual report & meeting. A few of our committees didn't even submit reports, and after they had plenty of notice of when they were due, I didn't feel I or the church secretary should hunt down those responsible for the reports. She and I talked about cobbling some reports together based on our own knowledge, but in the end I felt uncomfortable writing a report for, say, the maintenance committee, that really didn't come from the maintenance committee. I wasn't going to embarass anyone at the meeting if asked where the reports were - just say something like, "we didn't have all of the reports at the time of printing but I'm sure they are on the way." But no one even said anything and I wonder if they even noticed that reports were missing!

At a Session retreat last summer, we spent alot of time on our mission statement. It was created when they began the process of calling a pastor, who ended up being me. As we discussed it at the retreat, it became clear that much thought and prayer went into the carefully crafted statement, and everyone on Session really embraced it. They even asked me to do a sermon series on it, and after I did we loved it even more. So I love your idea of creating an annual report based on that. We're having another retreat in a couple of weeks to talk about our committee structure, and I think this may be just the time to start talking about doing the annual report a different way. I liked what revhayes said about this being a way of fostering the development of elders as spiritual leaders.

As an aside, my other frustration at the annual meeting was people not listening to when we were done with one agenda item and on to another. The vote had just been taken to receive the budget. There was of course the time for questions and discussion, but there were none, the vote was unanimous, and we moved on to discuss my terms of call. The motion had been made and seconded to approve my terms of call and it was up for discussion - and the only questions that came up were about items in the budget. The clerk of session was very gracious, and we didn't say anything and answered the questions. But this was from a long-time member, and it made me realize how many people really don't understand our process and the basics of parliamentary procedure. Sorry, just had to vent that.

Thanks again for this post. You've given me much to think about.

Jim - this is an good topic to consider so thanks for reflecting on it. Next maybe we can discuss the annual statistical report!! The inside joke at our church is that one of about three guys will call for nominations to be closed or the meeting to be adjourned before you can even do anything.

Basically all we do is with the budget is present it and in fact have reduced the number of printed copies we make over the years because so many get wasted. We make sure everybody knows that copies are available if you want one but otherwise we verbally explain the main changes in budget, etc. I try to give a brief "state of the church" type deal to share highlihgts, praise, new vision or new direction we'll be heading in for the new year. It's all quite brief.

I've seen some really nicely produced annual meeting brochures with budget info, reports etc. But it seems like a lot of trouble for something our folks don't really want to spend much time with. Having said that, I was in a large church in Indy and the reports were beautifully produced and the meeting was part of a really nice lunch and a full church hall of people. Even so the percentage of members might be the same or less as what we get. Bottom line - I don't worry over it too much.

-Mark Hunt

Jim,
I'm right there with you - but with no answers. Between the annual report, which no one looks at, and the annual meeting, which seems most often to have as its goal to be out in the shortest time possible, I often find myself wondering why we are even going through the motions. Of course, there are few annual meetings where I have had much input into form and content - not being the head honcho like you!

I've, in the past, tried modifications and tinkering with the model, but I like your approach of throwing it all out and doing something different entirely. I would think that the process you outline would provide a wonderful time for critical reflection by the session, provide a yearly opportunity for visioning and goal setting, and foster the development of elders as spiritual leaders (not just doers of what was done last year). And it might take several years, but I could also see it creating a Spirit filled momentum as there would be a continual cycle of visioning, striving towards that vision, reflection and seeking God's Spirit for the next step.

Just as an aside, I sat down with Ely's session and came up with 4 goals for the next year that we were going to work on together (in a desperate attempt to limit what I'm involved with as part time). The session and the congregation have latched on to that with amazing enthusiasm. Of course, I'm reminding them of and interpreting those goals for them all the time, but it seems to be working.

Now, if only we could get the congregation excited about coming to the meeting....