Annual Meeting Announcement Letter

Dear Grace Family:

Thank you to everyone who has provided input and recommendations for Grace’s 2020 Vision. We are in an exciting and challenging time as we celebrate 125 years of faithful ministry and help shape the future direction of our congregation. As your elected congregation Council, we not only appreciate your ongoing feedback, but believe it is necessary to ensure all members have input on important church decisions. We hope the recent forums and those scheduled for the near future sufficiently address your questions.

This letter provides both the required written notification of the 2012 Annual Congregational Meeting (Annual Meeting), scheduled for Sunday, January 29th at 9:45 a.m. in Fellowship Hall, as well as important information, updates and further opportunities to learn more about the decisions we’ll make together at the Annual Meeting. Please see linked agenda. If there is not sufficient time to devote to all agenda topics, the Annual Meeting will be recessed and reconvened on February 5, 2012, at 10:00 am.

Between now and January 29, we encourage you to familiarize yourself with this information, attend one or more of the scheduled pre-meeting forums and/or visit Grace’s website for more information (Frequently Asked Questions). Of course, we encourage you to contact Council members directly at any time too.

Detailed information regarding vote resolutions will be presented at the upcoming forums in the Fellowship Hall and not at the January 29 meeting. The forums are scheduled for Sunday, January 22 at 10:00 a.m.; Thursday, January 26 at 7:00 p.m., as well as an additional informal question and answer session January 29 at 9:00 a.m. These forums are essential congregational gatherings to have related questions answered prior to Annual Meeting voting. Additionally, since we’ll have much to cover during the meeting with limited time, if a member has an additional motion for consideration, it would be helpful to present it to Council in advance of Annual Meeting so it can be communicated to the congregation for members’ advance understanding and consideration.

Grace’s 2020 Vision, Proposed Facilities Renovations Process:

The linked thermometer explains the steps we will follow to refine and approve the scope of facilities renovation. Please note that we are only approximately 10% done. On January 29, we’ll cast votes on the next step in the process; whether to move forward with the "Design Development" stage. This stage will invite further Congregational input through member groups studying detailed areas of our facilities (e.g. sanctuary, elevator, kitchen, library, etc.) and providing feedback with architects. Two more votes will be scheduled in the future before any construction begins.

We believe it is now time to move forward. The unfinished business of the recessed November 20, 2011 Special Congregation Meeting will be addressed at the start the Annual Meeting. Thankfully, some circumstances have changed since November, including:

Members who presented and seconded alternative amendments at the beginning of the Special Congregational Meeting withdrew it;
The Council voted to withdraw its original motion;
A designated gift of $62,000 has been received to fund the Design Development stage of architectural work by Jaeger, Nickola and Associates; and,
Additional funds have been received and specifically designated to partially fund the engagement of Kairos and Associates, the proposed professional fundraiser.

Therefore, a motion will be presented at the Annual Meeting to withdraw both the original November Special Congregation meeting motion and the substitute amendment. Following those motion withdrawals, two new motions will be presented for congregational vote as indicated on the agenda.

2012 Annual Operating Budget:

Members will vote to adopt Grace’s 2012 operating budget proposed by the Council on advice of Grace’s finance committee. Copies of the proposed 2012 budget are available via the Annual Meeting Report in print or electronic formats through these meetings, church office and via email.

Additional Agenda Items for Vote:

A vote will be taken to approve the Audit Committee Report and the minutes of the January 30, 2011 Annual Meeting. Votes will also be cast to approve the slate of candidates for the Nominating Committee, Audit Committee, Congregation Council and representatives for the Synod Assembly.

Thank you for your time, your prayerful consideration, and your sharing of your gifts to our congregation and beyond. We have much to accomplish in the year ahead and we ask God to lead us forward.

In Christ,

Grace Congregation Council