Many churches were ready to conduct their annual congregational business meeting. Reports written, nominees confirmed for board member elections, the date chosen - and then COVID-19. While many of us were hoping for a short delay, it is apparent that things will not be changing quickly. What should a church do?
The first thing you need to do is consult the church's constitution and bylaws. For all Pentecostal Assemblies of Canada churches, your decisions need to be based out of this governing document. Another factor that may affect you is if the church is incorporated.
In our PAOC family of District churches, there are typically two versions of your governing document:
a church has adopted the template virtually word for word, or, a slightly revised version of The Pentecostal Assemblies of Canada Local Church Constitution & Bylaws (LCC) template as its own Constitution & Bylaws; or,
a church has a customized version that is in keeping with the spirit of The PAOC LCC template but with some of its own amended, added and/or deleted portions of articles and bylaws
Regarding incorporation or being unincorporated - many, if not most of the churches in Alberta, are unincorporated. If so, your primary guidance for governance is the church's constitution & bylaws. Similarly, if the church is incorporated in Alberta but under the Religious Societies Land Act, your primary document is still the church's constitution & bylaws - this is what I’m calling Group A.
If the church is incorporated in Alberta under the Societies Act, it will also need to be mindful of any directives from the Province of Alberta regarding societies along with the church's constitution & bylaws - this is Group B.
Group C are churches incorporated in the NWT. Please contact me directly for further information.
I'm guessing there is the obvious question - how do we know if we are incorporated? If so, under which Act? If the church files a formal document each year known as the SOCIETY ANNUAL RETURN to the Government of Alberta, then you are in Group B…incorporated under the Societies Act.
A few things to set the stage for next steps - a fundamental principle of parliamentary law is that:
Proper notice is given in advance of a members’ meeting
All members have reasonable access to the meeting
The right to vote is limited to the members of an organization who are actually present at the time the vote is taken.
So what’s next for us if we want to have a congregational meeting? Some Q's & A's:
Can a church delay its annual congregational meeting?
Group A - if a church has permission in its constitution, it can decide to delay. The PAOC LCC template has this wording in Article 8.1 - "The annual congregational business meeting shall be held in the month of [MONTH] each year on a suitable date unless otherwise decided by the [BOARD or PASTORS COUNCIL]." Review the constitution to see if there is wording that gives permission to change the date of the meeting. If so, it would be preferable to state a specific date rather than "…postponed indefinitely". However, the Board or Pastors Council will need to make that decision accordingly.
Group B - regardless of how the church's constitution reads, a society incorporated under the Societies Act is required to file a return to the Registrar by a specified time after its annual general meeting. In light of that and these unprecedented times, the Minister of Service Alberta has recently issued a Ministerial Order that "…any obligation to convene an in-person [annual general] meeting is suspended…(Section 25, Societies Act)…".
Can a church hold a "virtual meeting" i.e. electronically/online to conduct its annual congregational meeting?
Group A - our generally understood and historical practise is that members must be physically present to constitute a quorum to proceed with a congregational meeting. However, the wording used throughout the PAOC LCC template uses the words "…members present…" - it does not qualify "present" as being only physically present at a meeting. So, under current circumstances, the members could agree that "present" can include being present electronically as well as present physically. It should also be understood that each member who would be joining the meeting electronically must have reasonable and suitable access to the meeting by telephone or other communications medium or in person and is able to communicate with others.
Group B - the Minister of Service Alberta has stated that nothing in the Ministerial Order precludes a society from holding a remote meeting using video or teleconferencing with similar accommodations made available as stated in Group A.
What methods have to be in place regarding voting?
Group A - a "virtual meeting" would need to ensure that all members can indicate their vote and that the chairperson understands the will of those present. In the event of a secret ballot, a church would need to make an electronic voting platform available to members. There are a variety of voting platforms available and accessible through the internet via a web browser, but usually with a cost. The ABNWT District has used www.simplyvoting.com as a provider for District Conference voting.
Group B - there are no specific stipulations in the Societies Act regarding electronic voting, so see Group A.
What should be done with reports such as financial statements and ministry reports? All members, regardless of group above, should receive all meeting materials either by mail or electronically before the meeting.
Can congregational meetings have some people physically present and some people virtually present? A hybrid of how members are present is permitted as long as all government guidelines are followed regarding gatherings with members physically present.
If your church has conducted a virtual meeting or hybrid version, please let me know or post any comments in the Healthy Churches ABNWT Facebook group. I would love to share your experience with others. Please be sure to contact me if your church setting may have other unique and/or important issues to decide. Contact me at your District Resource Centre with your questions, comments or concern.
Phil serves as the Director of Finance & Administration with the ABNWT District of The PAOC. He has helped resourcing churches and ministries in all things finance and administration in order to serve the mission of the organization.