Holding an Annual Parish Meeting, Pandemic-Style

Late January begins the season for annual parish meetings, when members typically crowd into a parish hall or undercroft to discuss parish finances, review committee reports, elect new vestry members, etc.  Of course, in the context of Covid-19, annual meetings must take a different shape.  If you are involved in planning your parish’s annual meeting, you probably have questions about what is possible and what will be effective.  Hopefully, the following guidance will help. The bullet points below in red were recently added.

Must we change our bylaws to allow an online meeting?

Likely not.  Most of our parishes are organized as nonprofit corporations under Pennsylvania law.  Pennsylvania statutes allow a nonprofit corporation to hold the annual meeting of its members, and the meetings of its board of directors (in parish terms, its vestry), using remote technology – unless its bylaws expressly prohibit remote participation.  So, unless your parish is not organized as a nonprofit corporation, or has a bylaw provision restricting the use of technology to conduct meetings, you do not need to update your parish bylaws.

Can we delay our annual meeting?

Yes.  Perhaps you need more time to prepare for an online annual meeting.  Or perhaps you would like to delay it until later in the year when (hopefully) it is safe to meet in person.  Nothing of legal adversity happens if an annual meeting is not held during the period specified in the parish bylaws.  Vestry members whose terms are due to expire will continue in office until the annual meeting is rescheduled and the election takes place.

IMPORTANT NOTE:  For details on the matters above and related legal issues, see the resource “Do We Need to Change the Parish Bylaws?”  prepared by Diocesan Chancellor Andy Roman.

How can we ensure that everyone will be able to participate?

Get the word out early and use the best means of communication available to let members know how they can participate in the meeting using technology. For any members who find the use of online technology to be a barrier, you can offer a “call-in” option so that they can participate in the meeting over the phone. Zoom includes call-in details with every scheduled meeting.  Keep in mind that in-person meetings have their issues, too, as they preclude the homebound and those with transportation challenges.

Can some join online and some in person?

Legally, yes.  And technically, yes.  However, the logistics of a “hybrid” meeting can be much more challenging, and the experience much less appealing.  Safety, though, is the primary concern.  If you are considering allowing members with technology challenges to attend in person, be aware that they would likely include older, more Covid-vulnerable persons.  In the end, it’s best to keep everyone at home.

So, how do we hold an online annual meeting?

First, don’t let the idea of an online annual meeting intimidate you.  If you’ve been using Zoom or another online platform for vestry meetings, Bible studies, etc., this won’t be much different.  Yes, there will be a few more participants, and you may have to learn one or two new “tricks,” but nothing overly complicated.  Here are some technical tips to aid your planning.

• Consider a streamlined agenda. Check your bylaws to confirm what business is required to be conducted at an annual meeting, and place these items at the top of the agenda.
• Distribute materials in advance. Put as much information as possible in writing and distribute it in advance. This will help you to move through the agenda with efficiency and, hopefully, to finish the meeting well before “Zoom fatigue” sets in.
• Confirm the capacity of your online meeting account. Check that the account being used to host your annual meeting allows for the number of participants you anticipate and the amount of time you expect it to last.  If it does not, you will need to upgrade your account temporarily, or contact Andy Muhl regarding the possible use of one of the diocese’s Zoom accounts.
• Offer tech support. If possible, appoint someone to provide technical support for those who might have trouble connecting to the meeting. In advance of the meeting, distribute a telephone number at which this person can be reached.
• Apply standard best practices. If you have led or participated in online meetings over the past 10 months, you’re probably familiar with these.  At the top of the list … Participants should keep their microphones muted unless called on to speak.  Zoom’s Raise Hand option is the most effective way for someone to indicate that they have a question or comment.  The chat feature may also be used, but would have to be monitored throughout the meeting.  Think about how you want to use these features to ensure an efficient, orderly meeting, and be sure to communicate your online rules of order in advance.
• Log participants. Log the names of participants as they join the meeting, being sure to distinguish those who are qualified to vote on business matters from those who are not. (Include this log later in the official minutes.)
• Use Zoom polls or Google Forms for voting. For all but the smallest of parishes, voice votes are not a good option in the context of an online meeting.  Zoom’s in-meeting polling feature will be adequate for most purposes.  Poll questions can be established either in advance or “on the fly” as matters arise.  You may also use Google Forms for elections and voting. Very helpful instructions for using Google Forms are available here. Post a link to the form in the chat box and allow participants ample time to open the form, complete it, and return to the online meeting. Please note that online polls and chat will not be available for those dialing into the meeting via phone.
• Press “Record.” Take advantage of the ability to record your meeting.  As a courtesy, announce to participants at the beginning of the meeting that the proceedings are being recorded.  Later, use the recording to check the completeness and accuracy of your written minutes.  You can also offer access to the recording to members who were not available to participate.
• Make it a team effort. Don’t expect the person chairing the meeting to also watch for raised hands, keep an eye on the chat box, launch polls, etc.  Instead, form a team, divvy up such tasks, and discuss in advance how you’ll work together throughout the course of the meeting.
• Do a practice run. Hold a mock meeting a few days to a week prior.  This would serve as an opportunity for the team you’ve assembled to rehearse their roles, provide an orientation for members who are unfamiliar with your online meeting platform, and give everyone a chance to practice the rules of order that have been established.

If you have questions about holding your annual parish meeting online, contact diocesan Communications Specialist Andy Muhl (amuhl@episcopalpgh.org or 412-721-0853 x251) or Director of Administration Canon Kim Karashin (kkarashin@episcopalpgh.org or 412-721-0853 x 254).

Have you encountered questions that we have not addressed or do you have a creative solution to the challenges of online annual meeting? Please leave a message below.