Annual Meetings

Quick links to sections on this page:
Annual Meetings | Annual Reports | Zoom Tip Sheets | Zoom Video Tutorials | Staff Support

United Church Links

• Governance in Congregations During COVID -19  The United Church of Canada
• The Manual 2019 
• Faith Communities and COVID-19 

The Manual 2023 of The United Church of Canada states:

A.4 Meetings:  Councils are responsible for deciding how to hold their meetings.

They have the following options:

1. a) in person;
2. b) by telephone conference call;
3. c) in any other way where participants can communicate with each other at the same time (for example, by instant messaging or webcam simulcast technology); or d) by e-mail, as long as the requirements for e-mail meetings in the Procedures for Holding a Meeting and Decision-Making are met.

The Procedures for Holding a Meeting and Decision-Making are in The Manual 2023, at this link:  https://united-church.ca/sites/default/files/2022-12/the-manual-2023.pdf, section 3.4.2 of the Appendix.

If you decide to proceed with a meeting, any electronic method is acceptable as long as the participants have the ability to communicate with each other orally or through typed messaging at the same time. As long as most members have and can use the needed technology, it is a reasonable choice to proceed with a meeting.  The congregation must be given advance notice of a congregational meeting, read aloud during public worship. As well, if you are meeting online or hybrid, you need to have a plan for voting. See below for some helpful tips for Zoom voting.

Annual Reports

Every year your community of faith presents reports, receives information and makes decisions. The work of your community of faith is captured in an annual report, circulated before your annual meeting. There are no rules or regulations on what must be included in the annual report, however here is a suggested list of what could be included:

Reports from:

• Minister
• Board/Council Chair
• Music Director/Organist/Choir director
• All standing Committees (e.g. M & P, Worship, etc.)
• Trustees
• Regional Council lay rep
• Groups such as UCW units, Affirming, book clubs, etc.

New Members, Baptism, weddings
In Memoriam
Previous annual meeting Minutes
Treasurer’s Report
Year end financial statements
Proposed Budget

These are just guidelines, a basic list that your community of faith can add to as you like. Once your annual report is complete and ready to be circulated, please send it to the Regional Council office as well. 

Here is what the Regional Council office needs from your community of faith:

• an electronic copy of your annual report is preferred (PDF or Word format). If you are unable to produce an electronic copy then please send ONLY ONE hard copy by mail.

Your electronic copy of the annual report should be emailed Susan Whitehead, at swhitehead@united-church.ca

Or by mail to:
Attn: Susan Whitehead,
Canadian Shield Regional Council,
395 Lakeshore Drive,
North Bay, Ontario, P1A 2C5

Zoom Links

• General Zoom Support 
• Online Event Best Practices
• How to update your account
• Scheduling Meetings
• Participant Feedback (Yes/No) 
• Using Breakout Rooms
• Polling for Meetings
• Generating Meeting Reports
• Livestreaming
• Combating Meeting Disruptions 

Zoom Tutorials

How to Use Polls in Zoom [3:58]

How to Host a Zoom Meeting CSRC
[2:02]

Staff Support

For technical/Zoom questions contact Susan.