Following our 2025 Annual Members’ Meeting, there were two items that the Board of Trustees wanted to address prior to the 2026 Meeting. Those two items were the lack of clarity in procedures in voting that surfaced at the 2025 meeting, and questions around the adequacy of by-laws and policy with the adoption of Co-Lead Pastors.
In April 2025, the Trustees created a By-Laws and Policy review committee to examine both items, review the adequacy of current by-laws and policies, and make recommendations.
While changes to policy are the responsibility of the Board of Trustees, we also believe it is important that our church membership know that church concerns are considered and issues addressed. Below you will find a summary of Trustee decisions. If you have any questions, feedback, or concerns, please contact our Board Chair, Ron Goodine either in person or by sending an email for his attention to office@ssc.church.
Policy and Procedures for Voting at Members’ Meetings
During the 2025 meeting, it was a lack of clarity around meeting attendance that led to a mistake in announcing the results for a vote on by-law amendments. Upon review, the Trustees decided the by-laws did not need revision; however, a policy that clearly outlines how to interpret the by-laws with clear instruction for voting procedures was required and adopted.
Key points from the policy:
- For voting purposes, the number of members present is measured by the number of valid votes received. The vote is the physical expression of a member’s attendance.
- Voting will happen as early as is reasonable in the meeting to encourage participation.
- All volunteers who work in distributing and tallying of ballots are required to be familiar with voting policy.
- A premade template will be used by scrutineers both for tallying and recording results of any vote using paper ballots.
The complete Policy for Voting and Elections at Members’ Meetings can be downloaded by clicking the link. This policy now governs voting in our membership meetings.
Policy and By-Laws as Pertaining to Co-Lead Pastors
At the Annual Meeting, questions were raised concerning clarity around financial controls, accountability, and what happens should a Co-Lead Pastor become unavailable.
After reviewing existing by-laws and policies, the Board has made these decisions.
Signing Authority
Our by-laws are sufficient, but policy to clarify signing authority limits for Co-Leads was necessary. (Note: Specific spending limits and guidance around the use of credit cards are in a separate policy and apply to all staff.) The Board implemented the Co-Lead Financial and Signing Policy (download by clicking link).
Key points from policy:
- Co-Leads both have signing authority.
- For items requiring two signatures, Co-Leads may not use their signing authority without a separate signing officer. (e.g. to authorize contracts, sign checks, etc.)
Interim Vacancy
The by-laws stipulate what is to happen should a Lead Pastor become unavailable (for example: due to illness, accident, or emergency). The Board realized it was not clear how to respond should only one of the Co-Leads become unavailable. The Trustees implemented the Co-Lead Interim Vacancy Policy (download by clicking link).
Key points from policy:
- Should one Co-Lead become temporarily unavailable, the remaining Co-Lead is to assume leadership of SSC.
- Should the absence extend beyond 8-weeks, the Elders with the Co-Lead will assess if changes are required to ensure SSC’s ongoing leadership. A report of this assessment will be shared with the Trustees.
- If all Co-Leads are unavailable to carry out their duties, the Trustees and Elders will appoint someone for the duration of the absence following guidance from the by-laws.
Evaluation of Co-Lead Pastors and Conflict Resolution Between Them
Existing by-laws clearly articulate that the Elders are responsible for conflict resolution (by-law 5.6.5) at SSC and are responsible in ensuring the Lead Pastor(s) fulfill their roles (by-laws 5.6.9, 5.6.10). As this is clearly the Elders’ responsibility with a single Lead Pastor, it remains so when there is a Co-Lead. No by-law changes or policies were adopted.
Policy is the responsibility of the Board of Trustees. These policies are now in place and guiding the operations of the church.