It would be a good idea to take a few minutes and review Manual 113 as the end of the church year approaches to refresh your memory concerning the requirements for the Annual Meeting. Following are several areas of necessary attention and how they can be completed in the local church.
Formation of a Nominating Committee
According to the Manual (113.10) the Nominating Committee must have at least three members and no more than seven, including the pastor, who is the chairperson of the committee. All must be members of the church. The members are appointed by the pastor. It is not unusual in the local church, and it is completely appropriate, for this committee to be composed solely of church board members. The purpose of the Nominating Committee is to select church members who meet the qualifications to serve on the Church Board, NMI President, SDMI Superintendent, NYI President, delegates to District Assembly and delegates to NMI Convention (113.11, 113.14).
Meeting of the Nominating Committee
Watch the calendar. It is recommended that the annual meeting/elections be scheduled by the church board during their December or January meeting so that pre-election preparations and tasks can be completed within the proper time. The Nominating Committee should be appointed at this same time with a meeting of that committee scheduled to follow soon after.
When the Nominating Committee meets, the members of that committee should be provided with a list of church members in good standing who regularly attend services, along with a copy of paragraph 33, from the Manual, which provides the requirements for those persons who may be considered for holding office in the local church.
In local churches it is not unusual to have occasions where the Nominating Committee finds it difficult to find individuals who will allow their names to be on the ballot for particular positions. In a case where you have only an incumbent willing to be on the ballot for a particular position, or where you find only a single person who has agreed to be on the ballot for a position in the church, you may permit a single name to be on the ballot for a Yes – No vote.
Encourage your people to participate in as many district functions as possible, including serving as delegates to the district assembly and the Missions convention.
Letters of Notification to Nominees
After potential nominees have been selected by the Nominating Committee, each nominee should be mailed a brief letter advising them of their selection by the committee, the position, asking for their response within a certain period of time. It is recommended that the letter include Paragraph 33 from the Manual and include a copy of the “Sample Leadership Commitment” form which then should be completed and returned to the pastor.
Ballot for Election of Church Officers/Delegates
After the Nominating Committee has prepared a draft ballot it should be approved by the Church Board. Once approved, the necessary copies of the ballot may be prepared for the Annual Meeting/Election.
Elections for Leadership and Assembly/NMI Delegates
The Annual Meeting must be announced publicly on at least two Sundays prior to the date of the election (113.7, 113.14).
Nominations from the Floor
Questions often arise regarding whether or not nominations from the floor are allowed at any local church meetings (33, 113.10). The following response is found at www.nazarene.org.
Yes. Names may be taken from the floor for nomination, but they should be referred to the Nominating Committee for screening, before the elections occur. The business meeting will be delayed while this screening occurs. (The committee will be checking the nominees with Manual paragraph 33 to see if qualifications are sufficient for nomination.) The body may then accept an adjusted ballot, if the Nominating Committee recommends additional names be placed on the ballot.
Board of Tellers
A board of tellers in the local church may consist of only 3-4 individuals. Individuals may serve on the board of tellers without being a member of the local church or the Church of the Nazarene.
The board of tellers will distribute the ballots, tally the results, and report the results to the pastor.
Post Election Procedures
Immediately following the annual election of officers the pastor should call a brief meeting of the newly elected church board for the purpose of electing a Church Board Secretary and a Church Treasurer (128).
Following the election of church officers it is always a good idea to post on your church bulletin board, and note in your Sunday bulletin, the names of those who have been elected to the various positions.
Local Budget
Prior to the close of the statistical church year the Pastor should appoint several board members who are willing to serve on a Budget Committee (chaired by the pastor) who will be charged with the responsibility of preparing a budget for the coming fiscal (March 1 to end of February) church year. The committee should give consideration to income and expense patterns during the previous year and any expected increases or decreases that are foreseen for the coming year.
After the committee has approved a tentative budget it can be presented to the Church Board for any changes and final approval. (See Model Budget Outline in the Finance Section)
Annual Meeting
In the local church the Annual Meeting can often be held on the same date when you have your annual elections (113, 113.5, 113.7, 113.9).
Let those who are required to submit a report at the Annual Meeting know well in advance what is expected of them. One suggestion is to ask them to keep their report to no more than a single page in length and give them ideas on what you would like to see as far as the information they provide in that report.
Consider holding a potluck dinner following your elections and during which time those who submitted reports can go over the highlights of them briefly while those present are enjoying their meal. In this way you enjoy a time of fellowship while taking care of the business of the church.
District Reports
All instructions for year-end reports, including the forms themselves or links to online reporting, can be found on the district website by the middle of February. Also included will be a timeline of when the various reports are due.
In the local church the pastor typically has the responsibility of completing and submitting the end-of- year reports. Allow yourself plenty of time by getting the necessary information from your Church Treasurer and your NMI, NYI, and SDMI Presidents. It is recommended that you set aside several blocks of time where you can work at your computer, uninterrupted, and complete the reports within the time frame allowed. Simply take the time to read and follow the instructions and it will all go together smoothly.
Keeping careful records throughout the church year regarding attendance, baptisms, number of conversions, members taken into the church as well as those removed from the church rolls (and the reason), etc. will become especially helpful as you complete these reports. Be faithful in keeping such records and it will pay big dividends when it is time to complete your end-of-year reports.
Miscellaneous Tips
1. Welcome Letter – Consider writing your newly elected board members a welcome letter, prior to your first meeting, sharing with them the date, time and location of the meeting and issues that will be addressed.
2. Church Board Orientation – You may find it beneficial to provide the members of your board for the new year with information regarding the who, what, when, where, why and how of the board. (See Sample Church Board Orientation Information)
3. Communion – You might consider, following the first meeting of your new board for the coming church year, serving them communion at the close of the meeting, accompanied by words of encouragement for them and sharing your confidence in them as they serve the Lord and your church.
4. Prayer – Pray faithfully for the members of your Church Board throughout the year. Let them know that you pray for them and their families. It pays!