Annual Meeting Resources, Reports, and Forms

From the Bishop

Dear Partners in Christ’s Mission:

We are called during 2017 to serve God’s mission of making us and all things new in Jesus Christ. I give thanks for our partnership in this adventure!

Some of the tools that assist us in being faithful servants of Christ are the reports we share with one another this time of the year. One example is the Office of the Presiding Bishop is working with ELCA seminaries to implement ways in reducing debt pastors accumulate in seminary. This work has been supported by a grant from the Lilly Endowment, in part because this church could show trends in congregational membership and giving that can impact a pastor’s salary. How did the ELCA obtain this data? From the dedicated people who complete their annual reports.

We have compiled documents and tips to help your meeting run smoothly. Also included are reports for your congregation to fill out and send to the Synod Office following decisions made at your annual meeting.

May Christ our Light guide, bless and direct you every day.

Forms

Reminder: Please remember that the synod’s fiscal year ends on January 31, 2017. Gifts and remittances postmarked on or before January 31 will be included in fiscal year 2016 business.

Congregational Remittance Form

MIF Congregational Remittance Form
To be used when sending money for synod mission support, other synod ministry gifts, and ELCA churchwide gifts.

Statement of Intent

Your Congregation’s Plan for Mission Support in 2017statement-of-intent-e1422131202247-116x150

Please route this resource to your congregational treasurer or chairperson of your finance committee. This form should be filled out and returned to the synod office ASAP following your annual meeting:

2017 Congregation Information

Please route this resource to your church secretary or secretary of the congregational council. This form should be filled out and returned to the synod office before March 10, 2017.

Rostered Leaders Report to the Synod Bishop

First, download the appropriate form for your current roster status from the ELCA Office of the Secretary or Resources/Office of Secretary:

  • Ordained Minister On Leave or Disability
  • Ordained Minister Retired
  • Ordained Minister Under Call from Synod Council or ELCA Church Council
  • Ordained Minister Under Call from a Congregation
  • Lay On Leave or Disability
  • Lay Retired
  • Lay Under Call from a Congregation
  • Lay Under Call from a Synod or ELCA Church Council

*If you aren’t able to download the form please contact Shirleen Wyland at the synod office and she will mail you a hard copy.

You may find it helpful to discuss your report with your Mutual Ministry Committee or a trusted colleague before transmitting it to the synod office. We will strive to read and respond to your report in some appropriate fashion.

Secondly, fill out the form, save it on your computer, and then email it as a file attachment to Shirleen Wyland by March 10, 2017.

ELCA Churchwide Annual Congregational Report Forms

Pastors serving congregations are also encouraged to oversee the completion of your Annual Congregational Report Forms A and C, (or Form B – Congregational Leadership Directory). Completing and submitting that report by February 15, 2017, provides meaningful information for the synod and churchwide organization.

New this Year: The annual ELCA parochial reports will include the questions from the Congregational Vitality Project Quick-Check. This newly developed survey was designed to help congregations measure qualities like vitality and sustainability, and focus their identity and purpose.

Distributing this Quick-Check survey within your congregation ahead of submitting the parochial report by the February 15th deadline will provide an opportunity for important conversations that can help set priorities and goals for 2016, and provide a baseline for assessing progress in the months and years to come.

More Information/Invitation to Use Quick Check Congregational Vitality Project

Congregational Vitality and Sustainability Quick Check

*If you have misplaced the material, please call the synod office for your password.

Parliamentary Procedure

Is there an easy to use resource for helping our congregation understand parliamentary procedure?

Yes, there is a chart prepared by the Secretary of the ELCA, David Swartling, which helps explain how motions work in a properly run congregation or synod meeting. For more detail, it is always important to refer to official rule books on Parliamentary Procedure. The Model Constitution for Congregations paragraph C10.07 states, “Robert’s Rules of Order, latest edition, shall govern parliamentary procedure of all meetings of this congregation.”

Guidelines for Writing Synod Assembly Resolutions

Please route this resource to your congregational council and to anyone interested in bringing a resolution to your annual meeting.

Annual Report Cover

ELCA-annual-report-cover-116x150A resource to bring a spiritual and missional message to your congregation’s annual meeting.