Calling the Congregational Meeting

All communication about the special meeting must maintain the confidentiality of the candidate.

For example:

“The congregation council has called a special congregational meeting on [date] to vote on the call of a new rostered leader.”

No candidate names should be shared in any communication prior to the meeting.

At the congregational meeting, the call committee presents the candidate’s name for the call.

In consultation with the candidate, the committee may provide a brief introduction such as:

• A short biography
   
• Photos
   
• Selected excerpts from the candidate’s Rostered Minister Profile (RMP)
   

The presentation should be informative while still respecting confidentiality.

After time for questions, conversation, and prayer, the congregation votes.

Important guidelines:

• Voting is conducted by secret (anonymous) ballot
   
• A two-thirds (2/3) majority vote is required to extend a call
   
• The exact vote count must be recorded in the meeting minutes
   

If the Call Is Approved

• Notify the candidate and synod staff immediately
   
• Proceed to Step 10 of the call process
   

• Notify the candidate and synod staff
   
• The process will return to Step 7 of the handbook
   

After receiving the call, the candidate has up to 30 days to discern their response.

Once the candidate accepts the call:

• The signed compensation and benefits agreement must be submitted to the synod.