Subject: Notice of Proposed Amendments to Bylaws

Dear Members of Pilgrim Lutheran Church,

Please see the 'Notice of Proposed Amendments to Bylaws' letter below. This letter has also been placed in your mailboxes in the Narthex of the church. Please pick them up next time you are in.

Thank you and Merry Christmas!


The Church Council recommends that the congregation approve the amendments to the Bylaws that are listed below. The congregation will vote on whether to approve these amendments at the congregational meeting on January 25, 2015 (copies of the full Bylaws with the proposed changes will be available at the meeting). Please review the amendments shown below, as well as the additional information given below.

B1. Meetings
All matters of this congregation shall be deliberated and acted upon in regularly scheduled parliamentary meetings of the Congregational Assembly or the Congregation Council or, when necessary, in special meetings. All meetings shall be conducted as closely as possible on the basis of the most recent edition of Robert's Rules of Order.
Meetings of the congregation shall be held on a Sunday in January and on a Sunday in June. 

B3.03 Candidates for all offices will be published in the church bulletin 2 weeks prior and shall be presented by the Chair of the Nominating Committee to the congregation at the January meeting of the Congregational Assembly. The Assembly may approve or alter this list as desired. 

B4. Budget
The Congregation Council shall prepare an annual budget to be presented for consideration and approval at the June meeting of the Congregational Assembly. Any expenditure above and beyond set budget must have prior approval by the Church Council or Congregational Assembly.

B5. Members of the Congregation Council
All officers and additional members of the Congregation Council shall be elected to a 2 year term at the regular January Congregational Assembly. Each member may also be assigned to serve as a liaison to one of the various church boards.

What is the purpose of these amendments?
The amendments to the Bylaws are intended to alter the number and timing of the congregational meetings. As you know, we currently have one annual meeting in January. At that meeting, among other things, the congregation elects Council members and other leaders and considers and approves the annual budget. Under the new system, we still will have our congregational meeting in January at which we will conduct elections and other business, but we also would have a second congregational meeting in June at which we will consider and approve the annual budget.

Why is it necessary to have a second congregational meeting in June?
The congregation will need to meet in June to consider and approve the annual budget. In the past, Pilgrim’s fiscal year has started on January 1. Council has decided that it makes better sense for Pilgrim’s fiscal year to begin on July 1.

Why is the fiscal year being changed?
Many of the largest items in the budget are School-related, including income from tuition and expenditures for School staff salaries and benefits. Council believes that the budget can be prepared more accurately if the fiscal year is more closely aligned with the School year. Indeed, we believe that the budget should be finalized in June when we will have better information about the upcoming school year and expected enrollment and staffing. 

If the congregation last approved a budget that ends on December 31, 2014, and the fiscal year is being changed to begin on July 1, 2015, then what happens between January 1, 2015 and June 30, 2015?
Council has prepared a budget for this “stub” six-month period. It will be presented for the congregation’s approval at the upcoming congregational meeting on January 25, 2015.

When can I vote on these amendments?
The congregation will vote to approve these amendments (as well as the “stub budget” and Council and other vacancies) at the January 25 congregational meeting.

What do I do if I still have questions about these amendments, the fiscal year or the budget?
Please ask Council President Greg Otsuka ( or Treasurer Carl Doerfler ( or bring your questions to coffee hour on January 18 when we will hear any questions or comments that members have in advance of the congregational meeting the following week.

Pilgrim Lutheran Church and School

Our Mission:
In Christ's Love, We Gather, Prepare, and Send 
all as leaders for God's mission in the world. (GPS)

Pastor: Kristian Johnson
Principal: Chris Comella
Church Office Manager: Lindsay White
School Office Operations Manager: Ellen Twohig

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