Annual General Meetings

Goal of the Meeting
  1. Approval of annual reports, financial statements and budget 
  2.  Appoint leaders. 
  1.  Secretary will circulate advance notice to the registered members one month prior to the AGM , with communication covering date and time, the agenda, leadership positions available, who is eligible to participate, and who is eligible to stand for leadership positions.  
  2.  The Annual Reports of Secretary, Pastor, Treasurer (financial statements and budget) will be reviewed by the committee prior to be in the hands of participants, at least two weeks before the meeting, to provide time for thought and response. Participants should be reminded about the need to read reports in advance.  
  3.  Financial reports must be audited by internal auditor (s) before the meeting. 

Following reports shall be presented in the AGM: 

  1.  Annual report of Secretary. 
  2.  Pastor’s annual report. 
  3.  Financial statement of the CGC 
  4.  Budget for the coming year. 
  5.  Reports of key ministry areas: Sunday School, youth fellowship, women’s fellowship, choir, social service, outreach ministry. 

The meeting will be open for registered members (with voting privilege) and all other regular worshippers (as observers without voting privilege).

Pastor will be the ex-officio member of AGM without voting power in any decision.

In case of a tie on any issue, Pastor will be permitted to cast his vote. 

  1. President will preside the meeting, call for the meeting and open the meeting with prayer and a short devotion. The President shall present the clear guidelines on the procedure and educate the members about their privileges and responsibilities in a fair conduct of the AGM.  
  2.  All the members will be requested to write their names and sign the attendance sheet.  
  3.  A quorum shall consist of 1/3rd members present and voting. 
  4.  The name of the recording secretary would be proposed by a member and seconded by another member.  
  5.  Approve the minutes of the previous AGM as an accurate record. The Secretary will present the highlights of the previous minutes and complete reading is not required. 
  6.  Any matters arising from the minutes of the previous AGM can be discussed by the members. President will answer the questions of the members. 
  7.  Three reports (Secretary, Pastor and Treasurer) shall be read out and questions will be invited. Secretary Pastor and Treasurer will only answer questions related to their reports. Other reports will be taken as read. That’s why they were distributed well beforehand. 
  8.  Decision making process: It is desirable that decision making will be based on the Word of God and constitutional provisions.  
  9.  In case a member wishes to propose a motion, it should be seconded by another member. Two or more members will be permitted to speak for and against the motion. The time limit for each speech will be 3 minutes. The people will be urged not to repeat issues unless new information or insights is being added. The members will spend time in prayer and ask the Spirit to bring consensus within the members.  
  10.  If no consensus is reached after prayer and discussions, the motion shall be presented for voting and decision shall be taken by a majority vote of the members. In case the votes are tied, the Pastor (as ex-officio) will be permitted to cast his/ her vote. 
  11.  The voting on the motion(s) shall be taken by raising hands. Voting will be done by Ballot (Read Next Section Below). The decision will be taken based on majority of the votes. Pastor will be permitted to cast his vote only when the votes are tied.  
  12.  The names of the nominated new committee members shall be presented to the AGM for election. The members shall be asked to raise their hands for electing the leaders. The approved names of nominated members shall be announced by the President and they would be dedicated to the Lord by laying of hands by the leaders.  
  13.  Members shall be invited to receive the financial report (income, expenditure and balances) and approve the budget for the coming year, as well as approve the internal auditors for next year’s financial report. 
  14.  The minutes of the AGM recorded by the recording secretary shall be reviewed by the committee for accuracy. Any errors and omissions shall be documented for presentation in the next AGM during approval of the minutes.  

Voting is one of the positive things that members can do to express their ideas and preferences. 

If everyone opted out, we would be handing decisions to a small segment of our population and that’s not the best use of our rights and obligations. 

Each person’s vote really does matter.  Ballot gives a person opportunity to be TRUTHFUL to themselves. 

It has been observed that some simply raise their hands to be a part in the crowd, but eventually slip away when it is time to execute any idea.  This leads the church to making a decision where only minority wanted a change but everyone participated by raising hands, which could have been easily avoided if they were TRUTHFUL to themselves. 

Following decisions/recommendations were taken during AGM which cannot be written/corrected elsewhere.

  1. Internal Auditor’s Report to be included in AGM Report – Decision taken during AGM 2016 
  2. List of Members with Voting Right should be included in the AGM Reports. – Decision taken during AGM 2016 
  3. Church Money cannot be used to sponsor stay or provide full/partial benefit to Church Members if Retreat is organized at a place where accommodation is required.
  4. Church Money will not used for any Luncheon/Dinner programs.
  5. In the Event when an Early Dinner program is organized, Food Contribution cannot be paid/transferred to CGC Account. Instead Food Contribution to be collected from Members who would like to participate in Lunch/Dinner and to be paid directly to the Food Vendor.   Reasoning behind this is – if the Food Contribution is paid to Church, Church will count it as a donation, a receipt will be generated at the end of year for Tax purposes.  Food Contribution cannot be Tax benefit.
  6. Church/Members should pay Tax (tax on food).  Therefore members should not only pay for food, but they will pay tax portion as well – 2022 Auditor recommendation.