Council Calendar Checklist

Council Calendar – A Checklist of Annual Duties & Responsibilities

 

January

  • Prepare and submit for publication written annual reports to the congregation. (Executive Committee, Elders, Deacons, Trustees)
  • Complete preparations for the annual meeting of the congregation on the second Sunday of the month.
  • Designate parliamentarian for annual meeting.
  • Convene annual meeting of the congregation. (President)
  • Install new Council members on the Sunday following Annual Meeting election.
  • Make pot-luck arrangements for annual Council Dinner honoring those departing from the Council and those joining for new terms.
  • Mail/ Email invitations for Council Dinner to incoming, outgoing, and continuing Council members and spouses/significant others on Sunday evening following installation of new members during morning worship service.
  • Review topics for upcoming annual Council retreat at monthly Council meeting.
  • Review and update email and telephone list for newly elected and continuing Council.
  • Prepare and present orientation packets to new Council members.
  • Prepare and present annual memoranda of understanding for employment to all staff members. (Executive Committee)

 

February

  • Meet for day-long Council retreat on the first Saturday in February at pre-announced location.
  • Hold training session for all Council members on administration of Holy Communion and ushering protocols. Schedule photo session for new Council members to update web site roster.
  • Distribute updated email and telephone lists for new Council.
  • Meet with scheduled staff member for report on his/her duties and responsibilities.

March

  • Review and update policy book.
  • Review and approve church building usage fees and policies.
  • Review protocol for Council leadership and participation in Easter worship services. (Deacons) Meet with scheduled staff member for report on his/her duties and responsibilities

April

  • Designate representative to annual meeting of Detroit Metro Association of UCC Churches. Meet with scheduled staff member for report on his/her duties and responsibilities.

May

  • Meet with scheduled staff member for report on his/her duties and responsibilities. Review and update Organization Chart (“Org Chart”).
  • Receive and review report from elders on current church membership. (Elders)

June

  • Review budget and ascertain need for special stewardship appeal for late summer. Make arrangements for late summer stewardship appeal as necessary.
  • Meet with scheduled staff member for report on his/her duties and responsibilities. Host annual barbecue/cook-out for Council members.

July - August

  • No regularly scheduled meetings.

September

  • Solicit new candidates for Council.
  • Solicit budget requests from church teams and committees for upcoming year. Review schedule for development and preparation of new budget.
  • Meet with scheduled staff member for report on his/her duties and responsibilities.

October

  • Review budget requests from church teams and committees.
  • Review all service and building usage contracts for new year. (Trustees)
  • Host all-congregation forum for new budget input. (First vice president)
  • Convene budget team and past presidents to review church needs and prepare new budget. Report to Council on status of candidate solicitation. (Trustees)
  • Meet with scheduled staff member for report on his/her duties and responsibilities.

November

  • Prepare, review, and approve new all-church calendar for new year.
  • Finalize slate for new Council candidates. (Trustees)
  • Present tentative new budget to Council for review and discussion. (First Vice President)
  • Solicit annual reports from all church teams, committees, and organizations.
  • Meet with staff members regarding proposed salary/compensation packages. (Executive Committee)

December

  • Prepare agenda for annual meeting of the congregation.
  • Prepare and distribute annual meeting announcement to congregation. (Executive Committee)
  • Review and approve new budget recommendation to be submitted for congregational vote at annual meeting. (First Vice President)
  • Review finalized slate of Council candidates to be submitted for congregational vote at the annual meeting.
  • Solicit and prepare biographical profiles of new Council candidates to be shared with the congregation. (Trustees)
  • Prepare “President’s Letter” to the congregation highlighting proposed new budget to be mailed to all church members in mid- December along with budget and Council candidate roster enclosures.