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Chairperson(s) – There will be a chairperson and vice-chair. They are free to decide who will chair meetings. The vice-chair will chair meetings when the chairperson is unable to attend.
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Membership – Each team will be represented by one person on council, usually the team leader. Teams are allowed only one vote. They must ensure that they communicate the ideas and opinions of their respective team to Council, as well as reporting back to their respective team. Both the team leader and co leader can attend any council meeting. Council meetings will be open to any one who wants to attend as an observer. When confidential items are discussed, everyone, other than team leaders/co-leaders, will be asked to leave.
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Dates/times for meetings – Meetings will be held on the first Wednesday of each month 7:00 PM. Every effort will be made to contain the meeting to 1.5 hours.
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Preparation of agenda– Council members are encouraged to submit agenda items via email to the chair, preferably at least 2 days prior to the meeting. This will allow the chair to plan for the meeting and circulate the complete agenda via email prior to the meeting. Other agenda items presented at the meeting will be considered for discussion as time allows.
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Monthly Team reports to Council – Team leaders are highly encouraged to submit a brief report via email to council members prior to council meetings. These reports may be brief but should include some of the current activities the team is engaged in as well as proposed future activities. Team leaders are also encouraged to include requests for prayer for specific activities of the team. If a team has nothing to report, they are encouraged to circulate this to prior to council members as well as a means of assuring that we have heard from everyone.
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Devotional time – Meetings will begin with a five minute devotional. Each team will assume responsibility, on a rotating basis, for leading the devotionals. A written schedule will be prepared by the chair/vice-chair.
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Minutes of meetings - Council will rotate responsibility for keeping the minutes of each meeting. Normally, the team member providing the devotional for the meeting will keep the minutes. The minutes should closely follow the printed agenda as well as including action plans (ie what was decided, who is involved, and approximate timelines. Motions will also be recorded).
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Meetings of teams in relation to Council Issues of confidentiality – Council members are reminded of the need for highest confidentiality. In such issues related to the Benevolent Fund, no names will be recorded in the minutes.
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Meetings over the summer months – Meetings will continue over the months of July and August.
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Dealing with issues that come up between meetings. The entire team must be consulted before decisions are made. Special meetings may be called at the discretion of the chair.
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Retreats – Every attempt will be made to have leadership retreats twice a year. Additional moneys can also be set aside to help individuals attend relevant workshops.