Topics

1.  How to lead through challenging conversations
2.  What if…
       a.  Someone challenges the chair? 
       b.  You need to go into executive session? 
       c.  It’s time to take a vote? 
       d.  The “temperature” in the room gets too high? 
3.  How to promote engagement
4.  Best Practices
       For Quality Meeting Leadership
       For Room Setup
       For Networking during Meetings
Appendix: Example of a Communication Covenant

1. How to lead through challenging conversations
   Every classis meeting has the potential for challenging conversations.
    
   If you know (or expect) that a challenging conversation is coming up and if your classis does classis meetings virtually then consider, long before the meeting, whether or not such a format can contain the complexities of the challenging conversation. There are upsides and downsides to both in-person and virtual meetings. See this guidance for more information about best practices in hosting a virtual/hybrid meeting
    
   Formality is for clarity– especially in video settings. Don’t be afraid to follow clear, step-by-step protocol, communicate what protocol steps are coming up, and take your time with protocol. Taking shortcuts today often means more work tomorrow.
    
   Know the goal of the scheduled deliberation, whatever you and your team have decided on together. It helps you avoid rabbit trails.
    
   Rehearse the transitions within the conversation, and know exactly who is involved in what parts of the conversation so that the process does not become the stumbling block to effective outcomes.
    
   For example: At what point in the decision-making process during a classis meeting do the Synodical Deputies leave? (see the helpful guidance on this in Church Order article 10, supplement “c”). 
2. What if…

   1. Someone challenges the chair?
      Any delegate may appeal the chair’s ruling, otherwise known as “challenging the chair”. When this happens:

      • The chair announces to the body that the chair has been challenged and assigns leadership of the meeting to the vice-chair.
      • The vice-chair asks for a second of the appeal/challenge. If one is provided by a delegate, then the vice president calls for a vote regarding the appeal. If a second is not provided, then the control of the meeting is passed back to the chair.
      • If the vote is to sustain the chair, then the vice chair hands control of the meeting back to the chair.
      • If the vote is to sustain the appeal, then the vice president retains control of the meeting until the matter currently on the floor is settled. Once the matter is settled then leadership of the meeting is passed back to the chair.

      
      NOTE: To see this protocol in real time watch this video from Synod 2024 (1:38:00 to 1:44:00).

   2. You need to go into executive session?
      Classis meetings are open to the public unless the classis determines that the conversation would be improved, personal reputations preserved, or the welfare of the church protected if the conversation could be held without the guests in the room. The chair then asks for a vote to go into executive session as well as a second. If classis votes affirmatively, then the chair cordially asks guests to leave.
       
      In executive session all office bearers in the CRC are allowed to remain and speak to the issues at hand (in strict executive session only delegates to classis are permitted to remain in the room). As always, only delegates may vote on the matter. Executive session is concluded when the particular matter has been resolved, and a motion has then been made, seconded, and approved to conclude executive session. 
       

   3. It’s time to take a vote?
      It will be time to take a vote when:

      • You sense that the conversation has run its course, the speaker queue is empty, and it is time for the delegates to make a decision together.
      • A delegate calls for the question, that motion is seconded, the delegates have voted to cease debate, and those who were in line to comment have had the opportunity to do so.

      
      When you are leading a virtual or hybrid meeting, describe clearly the voting process that you will use (chat box, text-the-clerk, poll feature in Zoom, etc.).

      When the meeting is in person, the main options are to vote by ballot, voice, or show of hands. Specify this ahead of time.

      Before the vote you should decide and then declare whether or not you will share the specific vote count.

   4. The “temperature” in the room gets too high?
      The tension in the room might be getting too severe when you observe that people are unable to engage the conversation in healthy and productive ways.
       
      Here are some suggestions for lowering the temperature:
      • Call a pause in the meeting, and invite people into silent reflection or prayer for a specified amount of time. When you return to session, invite a few people to share hopes for God’s help. Form a prayer around these thoughts.
      • Call a pause in the meeting, and invite everyone to stand up and move around. Pray together upon returning to session.
      • Ask for a motion to table discussion, and move to another part of the agenda that is less controversial. Return to the tabled discussion afterwards, when successful movement through a portion of the agenda has had its effect.
3. How to promote engagement
   The goal for each conversation is not just to arrive at a decision, but to have healthy engagement, deliberation, and discernment towards that decision. Allowing some flexibility in the process will help, but be careful about that in online settings in which strict adherence to protocol can be important. Consider how prayer can be a healthy re-orientation as you seek God’s will together.
    
   Some classes function like synod, with advisory committees. Others are much simpler, with everything happening “on the floor”. Use whatever format is most likely to increase the level of the engagement of all the delegates.
    
   Discussions within small groups, perhaps designated by office, can be helpful (elders with elders, deacons with deacons, ministers with ministers). When your meeting is virtual then you can do this in breakout rooms.
    
   Ensure that everyone knows what is happening throughout the day. Explain the agenda often as you work through it. If the classis doesn't already arrange for the orientation of first-time delegates to classis you may want to consider hosting an orientation online or in person, just before the meeting. Your classis might also consider producing a video to orient first time delegates, something that can be viewed anytime before the classis meeting. For an example of such a video see what Classis Lake Superior has created for first time delegates: Video.
    
   Some people just don’t come prepared. There is only so much that you can do about that!

4. Best Practices
   The following “best practices” come from participants in the two online trainings that were sponsored by Thrive in the Autumn of 2024, as well as comments from those who have served as classis meeting chairpersons in the past. These three lists may be overwhelming. Use whatever is helpful to you.
    
   For Quality Meeting Leadership

   1. Consistently ask yourself and delegates to be curious about what God is doing.
   2. Consider having a time of prayer with your leadership team just prior to the meeting.
   3. Be aware that no amount of good process will resolve the problem of a lack of trust in the room. Classis meetings are generally not places to resolve that issue.
   4. Be familiar with what was discussed at the previous two classis meetings.
   5. Be attentive to any cultural dynamics that might keep certain people from participating fully.
   6. Fully explain to delegates all acronyms that they see (CIC, RP, CV, CMC, etc.).
   7. Consider using a communication covenant that outlines behavior that will foster excellent participation and conversation, particularly prior to meetings that are expected to be tension-filled. Share an example of such a covenant (see appendix), ask for input from the floor to tailor it to present circumstances and context, and ask delegates to express their commitment to it.
   8. Be aware that the tone of the meeting is brighter in the morning. After lunch the mood often shifts to a more somber, restless one. Singing hymns after the lunch period can improve things as well as focused prayer. At one meeting delegates stopped to pray for a sick member that could not attend and this seemed to bring back a spirit of cooperation and focus on important topics.
   9. When someone argues with you about a process, give them a gentle response and then a firm response (a ruling from you, the chair). See the guidance above if your ruling is challenged.
   10. When dealing with controversial topics, accept the fact that some people will leave unhappy with the result. There is a difference between a defensible position and universal praise. What you want going into the meeting is a defensible position on how you will move forward.

   
   Room Setup

   1. Avoid the church sanctuary, and opt for a room with movable chairs.
   2. Have delegates meet in the round so that everyone can see each other.
   3. Have delegates sit at round tables– so much better than looking at the back of people’s heads in pews!
   4. Have delegates sit at tables with delegates from other churches.
   5. Have delegates spend the first hour in the classis meeting around tables with people they have yet to meet in a time of devotions. Then return them to their delegations.
   6. Display the agenda on a screen and use large monitors to show next steps.
   7. Use bilingual slides in presentations.
   8. Consider flexible setup to pivot between “presentational” and “conversationational” elements of the meeting.
   9. Have a white board and sticky notes that allow people to brainstorm ideas.
   10. Make sure to have good audio and visual equipment.

   
   For Networking during Meetings

   1. Consider holding two-day meetings: 1st day/night as a worship session with communion, 2nd day for the work of classis.
   2. Have ministry representatives sit at designated lunch tables.
   3. Hold an orientation for all delegates, particularly first-time delegates.
   4. Sponsor a deacons’ table/s at lunch.
   5. Assign seating at lunchtime to mix it up.
   6. Mix urban, rural, and suburban delegates and allow them to share from their respective contexts.
   7. Have times of prayer for one another in groups of 12. Place fellow church members in different groups.
   8. Have training sessions for elders and deacons during lunch.
   9. Offer plenty of time for coffee and food breaks.
   10. Number off, and assign people to small group discussions.

Appendix: Example of a Communication Covenant