Method of Notification
Note any conditions or restrictions in state or local statutes about the method of notifying the membership of regular and special congregational meetings. Many states permit the congregation to choose its own notification process, provided that it is set out in the bylaws. You should check to see what is necessary before deciding on what is appropriate in your setting.Generally, notice of meetings is given through the mail, either through special letters or congregational newsletters. If mail is your chosen form of notification, specify whether the notice must be postmarked or received by some specific date prior to the meeting. Some congregations require that the notice of the meeting be delivered during regularly scheduled worship services.
Some congregations have different notification requirements in case of urgent matters, whereas others have provisions for waiver of notice built into the bylaws. An example of an urgent matter is the congregation's making an offer for land or a building that can come on the market and be sold very rapidly. Without a provision for such urgency or a briefer period of notice, the congregation could lose a valuable opportunity. Notice of special meetings, such as a meeting to call a minister, should not be unduly short, as it is important that as many members as possible be able to participate in such meetings. Ensure that whatever requirements your congregation chooses are in keeping with state and local laws governing these matters.
Congregations also may wish to explore whether electronic communication is appropriate for notification. Again, they must ensure that the manner of notification complies with legal requirements and is fair to all within the congregation, as computer access may be restricted to people of a certain age or income level. Additionally, not all members attend church, so some people might miss notice delivered in a worship service.
Sample Provisions
Example 1: The business to be transacted at all meetings shall be set forth in the notice of the meeting, which shall be sent to all members by mail fifteen (15) days prior to the meeting.
Example 2: Notice of call of a Congregational Meeting shall be published in the official church newsletter at least fourteen (14) days before the date of the meeting, and shall be read from the pulpit on two consecutive Sundays immediately preceding the meeting. The notice shall state the business to be transacted.
Example 3: Notice of all meetings and the planned agenda shall be written and sent to the active members by first class mail, postmarked at least ten (10) days prior to the date of the meeting. In addition to this written notice an announcement shall be read from the pulpit on two (2) consecutive Sundays and published in one (1) issue of the Church Newsletter prior to the scheduled meeting date.
Additional examples of method of notification >
For more information contact growthresources @ uua.org.
Last updated on Friday, April 18, 2008.
