“Exploratory Meeting” to discuss and research our options as a core group

Dear Board Members,

The meetings that the Board has talked about scheduling for August 14^th and 21^st are fine – we look forward to hearing from the EMCC, the Board and then Lorenzo.  However, we feel that the Board’s talk about a vote on Lorenzo’s future with the church – apparently slated for August 28^th – is leading us to make a precipitous decision on two unattractive options. 

As a result, as stipulated under the River’s Edge bylaws (section 4.8.2), we would like to ask for an additional RECC Members meeting to be called to enable the core to explore additional options for our future as a church.  Call it an “Exploratory Meeting” to discuss and research our options as a core group.  We must ask that this Exploratory Members meeting be held at least 7 days prior to any meeting where any vote (on Lorenzo or other elements of RECC’s future) is scheduled.

As required by the bylaws, we need to provide you an agenda for this meeting.  As such, the agenda items for this Exploratory meeting would be as follows:

1.      Exploration of the annual review process conducted by the Board/EMCC regarding Lorenzo’s performance over the past several years.  This exploration would enable to us understand what feedback Lorenzo may have received regarding his performance, how it has been delivered. It will also help us to understand the spiritual and/or professional shortcomings that have been brought to Lorenzo’s attention in the past, and to what degree such shortcomings are grounds for his dismissal as a pastor or employee.

2.      Overview of the church financial situation.  Brief review of the church’s current financial situation, including the 2011, 2012 and 2013 budget, the church’s debt, any promises/commitments, and the processes used to finalize and approve the budget and financial transactions.

3.      Review of the church’s options under its bylaws.  i.e. What are the possible paths should the church choose to continue without Lorenzo (e.g. how would a new pastor be selected, etc.), or should the church choose to break ties to the EMCC (e.g. adherence to a new denomination, or credentialing body, etc.)

4.      Review of the possible outcomes both 1) if Lorenzo continues as lead pastor, or 2) if Lorenzo does not continue as lead pastor, including the continuance of the Board, the EMCC, the church’s subministries (e.g. the Vaudreuil campus, etc.), as well as the likely church administration changes that might take place.    

5.      Discuss options of re-integrating Lorenzo back into the life of the church, even while the church continues to work through the options for its future.    

6.      Garner feedback as to whether the church wants to limit itself to the options suggested by the Board, and if so, how soon Members may want to move to a point of decision.  

We emphasize that this special exploratory Members meeting is intended to help inform members of potential options, and not to favour a particular outcome.  

We ask you to confirm to me by email by 9:00 a.m., Saturday, August 10^th that you are willing to schedule this exploratory Members meeting as requested.  We would recommend having this exploratory Members meeting on August 28^th, and deferring the planned “vote meeting” until at least the subsequent week.  

If you do not confirm by email by 9:00 a.m., Saturday, August 10^th that you will schedule this exploratory Members meeting, then we will proceed to get one third of the members to sign this request, and therefore oblige the Board – as per 4.8.2 of the bylaws (copied below) – to call the meeting.  Please do not force us to “oblige” you to call this Exploratory meeting, since the very act of seeking one third of the members signatures would be perceived by some as the beginnings of a division.  

Thanks for your consideration.  In fraternal love,

Tom Woodley, Grace Batchoun and Chad Polito

4.8.2     A meeting of the members shall be called at the request of members who, on the date of the filing of the request, hold at least one‑third (1/3) of the votes at a general meeting. Such request shall set out, in general terms, the business to be discussed at the meeting so requested, be signed by the petitioners and be filed at the head office of the Corporation. Upon receipt of such a request, it shall be incumbent on the Presi­dent of the Corporation or the Secretary to call the meeting in accordance with the By‑laws of the Corporation. If they fail to do so, any director may call such a meeting.  If such meeting is not called within twenty‑one (21) days of the date upon which the request was filed at the head office of the Corporation, one (1) or more members holding at least one‑third (1/3) of the votes at a general meeting, whether or not they be signatories to such request, may call such meeting themselves.