CONCORDIA LUTHERAN CHURCH
Louisville, Kentucky
Established 1878
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CONCORDIA LUTHERAN CHURCH |
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Revised October 2008 BY‑LAWS CONCORDIA LUTHERAN CHURCH VOTERS' ASSEMBLY ARTICLE I 1. MEETINGS
a. Regular meetings of the Voters’ Assembly shall be scheduled by the Council, and shall be held on weekday evenings in January, April, July, and October. The Secretary shall mail notices at least a week in advance of all regular meetings, including the Annual Budget Meeting, and notice shall also be given at the service on the Sunday preceding the meeting.
b. All elections under Article V of these By-Laws are to be held at the regular October meeting. The preceding sentence shall not apply to the process of nominating and calling Pastors under Article II of these By-Laws.
c. The Annual Budget Meeting shall be held in December at a date and time set by the Council.
d. Special meetings of the Voters’ Assembly may be called at the request of the Pastor, the president of the Congregation, the Church Council, or in writing by at least five voting members. Written notice to all members of the Congregation, which shall include the purpose of the meeting, shall be given at least five days in advance of any special meeting and where possible shall be announced at each Sunday service as intervenes. 2. QUORUM
At any properly convened meeting of the Voters' Assembly, one‑fifth of the total voting membership, excluding honorary members, shall constitute a quorum. However, for amending the Constitution, for the purchase or sale of real property for the erection of buildings, or for the removal from office of a pastor or officer, a majority of the total voting membership, excluding honorary members, shall constitute a quorum. In the absence of a quorum, those present may fix a date for an adjourned meeting for which at least five days’ written notice shall be given. The members present at such adjourned meetings shall constitute a quorum. Unless otherwise provided by the Constitution or these By-Laws, the decision of a majority of the voting members present at any meeting of the Voters’ Assembly shall constitute the decision of the Voters’ Assembly. No person who is not physically present at a meeting of the Voters’ Assembly shall be entitled to participate in any election or other vote, whether by proxy or otherwise. 3. ORDER OF BUSINESS
The meetings of the Voters' Assembly shall be conducted in accordance with the Constitution and By‑Laws and shall include an opening devotion, approval of the minutes of the previous meeting, recording of attendance, changes in membership, report of pastor, officers, and standing committees and action thereon, unfinished business, recommendations of the Church Council, other business, and adjournment with devotional close.
The agenda for each meeting shall be established by the Church Council. In questions of parliamentary procedure not covered by this Constitution and By‑Laws, the most recent version of Roberts Rules of Order shall prevail. ARTICLE II PROCEDURE IN THE CALLING OF PASTORS AND STAFF NOMINATIONS AND ELECTIONS
1. At any properly called meeting of the Voters' Assembly, eligible and qualified candidates, who have been reviewed by the appropriate Synodical officials, for the office of Pastor or called staff shall be submitted by the Call Committee. Any voter is entitled to make additional nominations from the floor providing any person so nominated has previous thereto been reviewed by the appropriate Synodical officials. Either the District President, Circuit Counselor, or their representative shall be present at all meetings for calling a Pastor. The list of candidates shall then be chosen by ballot under the majority rule.
2. The list of candidates shall be publicly announced to the Congregation on two successive Sundays or by mail at least one week before the meeting at which the call is to be extended. Barring any sustained protest, the candidates shall become eligible for calling at any subsequent properly called meeting of the Voters' Assembly. The election shall proceed by written ballot. A two‑thirds majority of all votes cast shall be required to elect. The election shall, if possible, be made unanimous.
3. The Call Committee shall consist of the Board of Elders and three additional members of the Voters’ Assembly. The Nominating Committee shall nominate at least five members to serve on the Call Committee, and additional nominations may be made from the floor. The Voters’ Assembly shall then elect the three additional members of the Call Committee as in the case of other officers and board members. The Call Committee shall be constituted only when needed to call a Pastor or other called worker.
ARTICLE III OFFICES The offices of the Congregation shall consist of (1) President, (2) Vice President, (3) Secretary, (4) Treasurer, (5) Financial Secretary, (6) Board of Elders, (7) Board of Missions and Church Fellowship, (8) Board of Education, (9) Board of Finance/Stewardship, and (10) Board of Trustees. Only voting members shall be eligible to hold the offices of President, Vice-President, Secretary, Treasurer, and Financial Secretary. Communicant members faithful in the use of Word and Sacrament shall be eligible to hold all other offices, notwithstanding women voters may be elected to hold any office except that of Elder, President and Vice president. Other delegates and representatives may be appointed or elected by the Voters' Assembly, upon recommendation by the Church Council. ARTICLE IV COUNCIL 1. MEMBERSHIP
The Council shall consist of the (1) President, (2) Vice‑President, (3) Treasurer, (4) Secretary, and the Chairman of each Board, or such Chairman's representative, as hereinafter provided. The Pastor(s) shall be ex‑officio member(s).
In the absence or inability to act at any given Council meeting the Chairman of any Board shall appoint a member of such Board to represent such board at the meeting of the Council. 2. MEETINGS
The Council shall meet in regular session at six‑week intervals following each regular Voters' Assembly meeting. Special meetings may be called by the president of the congregation, the Pastor, or any three members of the Council.
Quorum: A legally constituted meeting of the Council must have a majority of its membership in attendance. 3. DUTIES AND POWERS
The Council shall meet to consider matters pertaining to the general welfare of the congregation, or as may be presented by various Boards, and in appropriate cases, to make recommendations thereon to the Voters' Assembly. It shall act on matters committed to it by the Voters' Assembly, including charges to Council. In cases of emergency (the existence of an emergency to be established by resolution of the Council), it shall have the power to act on behalf of the congregation between meetings of the Voters' Assembly.
The council shall be responsible to charge each board to draft documents outlining duties and operating procedures for itself. These documents shall be reviewed and updated annually. The council shall have no power or authority to act at any time in any of the following matters: a. Calling a pastor or teacher; b. Removal of any officer, pastor, or teacher; c. Expenditures not provided for in the budget exceeding an aggregate of $5,000 in any one calendar year; d. Sale, lease, or other disposition, purchase or acquisition of real property of the congregation. The President and Secretary of the Congregation shall serve as Chairman and Secretary of the Council. The Secretary shall keep minutes of all meetings of the Council and submit them to the church office for publication. ARTICLE VNOMINATION AND ELECTION OF OFFICERS 1. PROCEDURE IN NOMINATION AND ELECTION OF OFFICERS
The Church Council shall recommend to the July Voters' Assembly meeting five lay members of the Voters' Assembly, from which three are to be elected at such meeting, to serve as the Nominating Committee along with the Pastor and the Vice‑President. The Vice‑President shall chair said Committee.
The Nominating Committee shall strive to give the voters a choice for every office or board position to be filled. When it is possible, the Nominating Committee should send a letter of intent to nominate with a description of responsibilities to each proposed nominee prior to calling or talking to the proposed nominee. Before the publication of the slate, candidates are to have accepted the nomination. The completed and revised (if necessary) slate shall be published for the congregation no less than thirty days prior to the Voters' Assembly Annual Meeting in October.
At the election meeting (the Annual Meeting) additional candidates for each elective office may be nominated from the floor. Voting will be by ballot.
In the voting for President and Vice‑President, the person receiving the majority of votes shall be declared the President‑Elect. The person with the second highest number of votes shall be declared the Vice‑President‑ Elect. For the remaining offices, the candidate receiving the majority of votes cast shall be declared the elected. If no majority is reached, the person having the least number of votes shall be dropped and another ballot taken among the candidates remaining.
The officers‑elect shall be inducted into office in a public service of the congregation and they shall assume their respective duties on the January 1st following their election.
2. TERM OF OFFICE
The President, the Vice‑President and the Secretary of the congregation are to be elected for a term of one year. The Treasurer and Financial Secretary of the congregation are to be elected in alternating years for a term of two years each. The terms of office of the members of the Board of Elders, the Board of Education, the Board of Trustees, the Board of Evangelism and the Board of Stewardship are designated in Article VI.
ARTICLE VI DUTIES OF OFFICERS 1. PRESIDENT
The duties of the President shall include presiding at all meetings of the Voters' Assembly and Church Council, appointing committees according to the instructions of the By‑Laws or the resolution of the Voters' Assembly and Church Council. He shall have the responsibility for seeing that resolutions of the Voters' Assembly and Church Council are carried out.
2. VICE PRESIDENT
The Vice‑President shall perform the duties of the president upon his request or in the latter's absence or inability to function. In the event of a vacancy in the office of the President, the Vice‑President shall succeed to the office of President for the remainder of the term. He shall be Chairman of the Nominating Committee.
3. SECRETARY
The Secretary shall record the proceedings of the Voters' Assembly and the Church Council; keep a register of the voting members of each such body and call roll at each meeting, advising the Board of Elders of the names of voting members who have failed to attend Voters' Assembly meetings for the period specified in Article III (c) (4) of the Constitution.
Likewise, the Secretary shall: a. cause the minutes of the Voters' Assembly and Church Council meetings to be published and submitted for adoption at the appropriate following meeting;
b. give written notice of resolutions adopted by the Voters' Assembly and the Church Council to persons designated therein to act;
c. keep on file all reports and other official papers received; and
d. sign minutes after their approval along with such other documents as evidence of official action of the Congregation.
The official copy of the Constitution and By‑Laws shall be maintained in a separate section of the Minute Book.
Records shall be made of all amendments immediately by notation in the margin opposite each Section amended showing the date of adoption of each such amendment is recorded. Signatures to the Constitution shall likewise be contained in this section of the Minute Book. 4. TREASURER
The treasurer shall serve as the financial officer for the congregation. He/she shall be responsible for the following:
a. submitting the Financial Records to the Church Council for annual audit;
b. serving on the Board of Finance and Stewardship;
c. dispersing funds of the congregation in accordance with its resolutions, approved budgets, and as directed by the Church Council;
d. filing all of the tax forms (federal, state, and city) by the due dates on the form;
e. investing all funds as directed by the congregation or Church Council;
f. monitoring the cash flow of the operational budget and make prudent decisions in disbursing funds in periods of low receipts;
g. giving complete financial reports at each Church Council or Voters Assembly;
h. providing other financial information as requested by the church body;
i. keeping informed of changes in tax reporting of financial information;
j. maintaining the treasurer’s manual with updates provided by the District Office; and
k. maintaining all records for the various designated funds and trusts and administer such monies as set forth by the Church Council, Voters Assembly and desires of the donors.
The Treasurer may appoint, subject to approval of the Church Council, an assistant or assistants to maintain the accounting records necessary to fulfill these duties, and all such persons shall be bonded in such amounts as the Church Council may determine, the cost thereof to be borne by the congregation.
5. FINANCIAL SECRETARY
The Financial Secretary shall:
a. oversee the counting of all service offerings and deposits to the bank account;
b. report to the treasurer via the weekly offering form the total breakdown of contributions for the week;
c. oversee the posting of all contributions to individual member’s contribution records and to resolve disputes in posting errors;
d. report to the church council and congregation monthly and year-to-date total contributions received for various purposes;
e. notify the pastor of any special contributions that might require a special acknowledgment to the donor;
f. make sure donors receive proper substantiation for all gifts; and
g. serve on the Board of Finance and Stewardship.
The Financial Secretary may appoint, subject to approval of the Church Council, an assistant or assistants to maintain the accounting records necessary to fulfill these duties, and all such persons shall be bonded in such amounts as the Church Council may determine, the cost thereof to be borne by the congregation.
6. BOARD OF ELDERS
The Board of Elders shall consist of a minimum of five (5) members, each of whom shall be responsible for an equal proportion of the communicant members of the congregation, not to exceed fifty (50) such members. Their terms of office shall be three (3) years, with approximately one‑third (1/3) of the members to be elected each year. Elders are eligible for re‑election for no more than two (2) successive terms.
The Elders have the special duty to watch over the doctrine, life and official conduct of the pastor, having the duty to encourage him in his ministry as well as right of admonishing when necessary. The Elders shall provide for a pulpit supply in the absence or inability of the pastor, except in extended cases.
As assistants to the pastor, the Board shall concern itself with the spiritual life of the congregation, and, under the pastor's direction, shall be charged with the supervision of public worship, church discipline and church publications.
To the extent, it shall:
a. encourage and direct active lay participation in the public worship services, and, in furtherance thereof, to provide for ministerial assistants to the pastor, including recommendations for appointment for communion assistants and lectors;
b. admonish members who are neglecting the means of grace and who fail to share in the support of congregational endeavors;
c. direct and supervise the visitation of newly received members, and make every effort to bring them into the life and work of the congregation;
d. oversee the activities of the Music Committee which is to supervise the music services and to consult with the organist, and the choir director and members, to maintain high standards for all services;
e. appoint the Head Usher and such additional ushers as may be necessary, supervise their work, and cooperate with the members of the ushering staff in maintaining proper church decorum at all services;
f. appoint the Altar Guild Director and such additional members as may be necessary, supervise their work and encourage its members to achieve the objectives of their assignment;
g. supervise the publications of the congregation and encourage the dissemination of Christian literature;
h. annually review the membership rolls of the congregation and recommend to the Voters' Assembly purgation of inactive members;
i. supervise and direct the work of the Church Secretary and authorize the purchase of all equipment and supplies necessary for the efficient operation of the Church office.
Annually, the Board shall elect its chairman and secretary and appoint such committees and representatives (including those detailed above and as are necessary to carry out the duties of the Board) subject to the approval of the Church Council and ratification by the Voters' Assembly.
7. BOARD OF TRUSTEES
The Board of Trustees shall consist of five members. The terms of office shall each be three years, with no more than two members being elected annually.
It shall be the duty of the Trustees to:
a. administer and maintain all real estate and tangible personal property belonging to the congregation;
b. review and supervise custodial services and grounds keeping;
c. negotiate and execute such contracts as are authorized by the Voters' Assembly concerning such properties;
d. execute on behalf of the congregation and maintain appropriate documents and files including specifically a chronological log of all work done and names of persons/corporations performing such services concerning such properties and their maintenance; e. appear in court on behalf of the congregation;
f. maintain an adequate insurance program, periodically reviewing and recommending changes therein as deemed necessary or desirable;
g. transact any other business assigned them by the Voters' Assembly or Church Council.
The Trustees shall have the power to authorize the expenditure of sums not to exceed $1,000 for necessary repairs and services/purchases without resolution of the Voters' Assembly or Church Council.
8. BOARD OF FINANCE AND STEWARDSHIP
This Board shall consist of the Financial Secretary, the Treasurer and six additional members who shall be elected for a term of two years, three members being elected each year.
It shall be the duty of this Board to:
a. discover the talents of the membership and enlist them in the congregational program;
b. sponsor stewardship and mission talks in the congregation and its organizations;
c. work in close cooperation with the District Stewardship Committee;
d. fully inform the members of their local congregation's programs and opportunities to lengthen their outreach into all the world through District and Synod;
e. instruct the people in the grace of proportionate giving to God's work in their own parish and in the world;
f. prepare the annual proposed budget for submission to the Church Council prior to the October Voter's Assembly, with the assistance of each congregational board, and assist the Church Council with any required amendments deemed necessary after review of anticipated income.
g. supervise the raising of all congregational funds; and
h. except for the Treasurer, count all offerings and assist the Financial Secretary in recording and balancing the records of offerings.
The Board shall annually elect its own Chairman and Secretary. It shall be authorized to appoint annually such officers and committees as are necessary to carry out its duties, subject to the approval of the Church Council and ratification by the Voters' Assembly.
9. BOARD OF EDUCATION
This Board shall consist of six members. The terms of office shall each be three years with at least two members being elected annually.
The Board of Education shall be charged with the administration of the educational programs of the congregation, and to that end it shall:
a. strive to secure the enrollment of all children of the congregation in approved Lutheran day schools, and make every effort to maintain the highest standards in the field of elementary education;
b. recommend to the Voters' Assembly through the Church Council, the appointment annually of the superintendent of the Sunday School, provide the best materials available for the instruction of Sunday School pupils, and, in general do all that is possible to increase the effectiveness of the Sunday School program;
c. foster and encourage a program of in‑service teacher training for the purpose of maintaining a high level of instructional competence among members of the Sunday School staff;
d. encourage the development of an adult education program in the congregation and do all that is possible to increase the participation of the congregation in organized Bible study;
e. see to it that an adequate program of youth activity is sponsored by the congregation for the 7th‑ 8th grades and for 9th‑12th grades (i.e., such programs to contribute to the spiritual edification of the participants) and that every effort be made to enroll all the young people in the congregation in the congregation's youth program and the Synodical Lutheran Fellowship program.
f. promote and plan a program for family living education with a view toward equipping parents of the congregation to educate and train their children in Christian doctrine and Christian living;
The members of the teaching staff of the Sunday School shall be chosen by the Board of Education upon the recommendation of the Pastor and the superintendent. The names of the members of the approved teaching staff shall be presented to the Church Council for approval and ratification by the Voters' Assembly.
The Board shall elect annually its own Chairman and Secretary, and provide a representative to such other educational organizations as may allow the congregation's participation. It shall be authorized to appoint annually such officers and committees (e.g., Sunday School superintendent and officers, youth committee, etc.) as are necessary to carry out its duties, subject to approval by the Church Council and ratification by Voters' Assembly.
10. BOARD OF EVANGELISM / PUBLIC RELATIONS / FELLOWSHIP
The Board of Evangelism/Public Relations shall consist of six members who shall be elected annually for a term of two years so that three new members are elected each year. It shall be charged with the supervision of all missionary education and endeavor within the congregation, and to that end it shall:
a. initiate a maximum outreach to the community with an up‑to‑date list of prospects which will be maintained in the church office;
b. provide a systematic and continuous program of relationship and invitation outreach to win people for Christ and for active participation in the congregation;
c. sponsor and maintain a systematic program of child evangelism designed to win the unchurched children for Christ;
d. provide for a systematic and continuous program of foreign mission education and encourage congregational support of foreign and local mission work; included in this is oversight of such groups as LWML, the Immigrant Ministry Committee, Lutherans for Life, Highlands Community Ministry, and University of Louisville campus ministry;
e. supervise the work of public relations of the congregation.
f. coordinate activities for Friendship Sunday as a day of special invitation and welcome;
g. oversight of fellowship activities/groups of the congregation including athletics, In-Betweeners, and Golden Agers;
h. periodically develop and update a pictorial directory of the congregation;
i. coordinate receptions for new members; and
j. promote the involvement of new members in the life of the parish.
The Board shall elect annually its own Chairman and Secretary. It shall be authorized to appoint annually such officers and committees (e.g., a mission committee, a child evangelism committee, a committee on public relations, etc.) as are necessary to carry out its duties, subject to the approval of the Church Council and ratification by the Voters' Assembly.
11. BUILDING AND GROUNDS PLANNING COMMITTEE
The Buildings and Grounds Planning Committee shall consist of the following members, who shall serve renewable one-year terms: one member of the Board of Elders, one member of the Board of Trustees, one member of the Board of Education, one member of the Board of Evangelism, and one member of the LWML, each of whom shall be elected by their respective groups at their first meeting of the year. The president and the treasurer shall also be members. In addition, the committee will include three voting members elected by the Voters’ Assembly for two-year terms. The committee shall elect its own chair and meet regularly but no fewer than four times a year. The duties of this committee shall be: 1) to periodically survey the congregation and its organizations on building and grounds needs,
2) to develop long-range buildings and grounds plans,
3) to propose buildings and grounds improvements and modifications, and
4) to serve as the building committee during such times as a buildings committee is needed.
12. DELEGATES TO DISTRICT CONVENTION
There shall be a delegate and alternate to the District Convention elected for a term of three years. The delegate shall also serve as delegate to the Circuit Meeting.
13. DELEGATES TO THE FEDERATION OF MISSOURI SYNOD LUTHERAN CHURCHES OF LOUISVILE AND VICINITY Five delegates (the pastor being one) shall represent the congregation at meetings of the federation. The four lay delegates shall be elected for terms of two years, two being elected in alternate years. 14. ALL BOARDS AND COMMITTEES shall maintain job descriptions of its current responsibilities and procedures. They shall be reviewed and updated annually, with copies of same made available to the Council.
ARTICLE VII
COMMITTEES AND CONGREGATIONAL REPRESENTATIVES
The Church Council shall, in the July meeting of the Voters' Assembly, present a list of committee and congregational representative appointments for ratification by the Voters' Assembly.
All appointments are to be for one‑year terms with unlimited continuity of service permitted.
COMMITTEES AND DUTIES
ARCHIVIST shall be one person from the congregation‑at‑large to maintain orderly storage of vital congregational material which would or could be of value in future years from the standpoint of legal or historical benefits.
AUDITING COMMITTEE shall consist of two members selected from the congregation-at‑large, none of whom shall be members of the Finance/Stewardship Board. They shall make an audit of the books and records of the Treasurer, of the Financial Secretary and of such other financial records assigned to it by the Church Council or the Voters' Assembly.
The committee shall make its report of the audit no later than the April meeting after the close of the fiscal year.
CHURCH ARTS COMMITTEE shall consist of from three to five members selected from the congregation‑at‑large in addition to the Pastor, however, one of the lay members shall be a member of the Board of Elders. Other qualifications for membership on this committee shall be persons with aptitude in the field of "church arts" consistent with the type of Concordia's building and other furnishings, and also with accepted Lutheran rubrics.
ENDOWMENT COMMITTEE shall consist of the congregational treasurer, the financial secretary, one member from the Board of Trustees, and two members-at-large from the Voters Assembly. Their duties shall be to administer all undesignated funds received by the congregation from bequests, memorials, and other offerings for capital improvements. For accounting purposes these funds are to be kept separate from other congregational funds. In the absence of a directive from the Voters' Assembly, investment of the funds shall be at the discretion of the committee.
HIGHLAND COMMUNITY MINISTRIES REPRESENTATIVES: four representatives shall be selected from the congregation-at-large to serve as liaisons between the congregation and Highland Community Ministries.
MEDIA COMMITTEE shall consist of five members, one of whom shall be a member of the Board of Elders. The other four committee members may be selected from the congregation‑at‑large. Qualifications for membership on the committee shall include (a) an aptitude for sound technology and (b) at least one member with a good speaking voice to do the necessary narration of a taped radio presentation.
MUSIC COMMITTEE shall consist of five members, one of whom shall be a member of the Board of Elders and will be the committee chairman. The remaining four members shall be selected in January each year by the church choir from among the choir's congregational members. One of the committee members shall be named secretary. The organist/choir director shall normally attend the meetings of the committee in a nonvoting capacity. The committee shall meet quarterly and shall supervise all aspects of worship music, including the scheduling of choir rehearsals.
NOMINATING COMMITTEE The selection and the duties of the Nominating Committee are outlined in Article V, entitled "Procedure in Nomination and Election of Officers".
IMMIGRANT MINISTRY COMMITTEE: The Immigrant Ministry Committee shall consist of the pastor and five to ten members appointed by the President from the congregation-at-large. One of the lay members shall serve as chair and another as secretary, as elected by the committee. One of the committee members shall be a member of the Board of Evangelism, and this committee shall report to that Board. The committee will lead the congregation in various forms of service to immigrants.
CONGREGATIONAL REPRESENTATIVES
CEDAR BROOK REPRESENTATIVES shall be three persons selected from the congregation‑at‑large to represent Concordia on the Cedar Brook Board.
CHURCH EXTENSION FUND REPRESENTATIVE shall be one person from the congregation‑at‑large to act as liaison between the congregation and the LCMS Church Extension Fund.
LUTHERAN CHILD AND FAMILY SERVICES DELEGATE shall be one person selected from the congregation‑at‑large to represent the congregation at the Annual Meeting of LCFS in Indianapolis, and at any other function of LCFS to which congregational delegates are invited.
LUTHERAN LAYMEN'S LEAGUE REPRESENTATIVE shall be selected from the congregation‑at‑large to serve as liaison between the congregation and LLL.
All committees and organization representatives shall give their reports at the regular quarterly meetings of the Voters' Assembly.
CONGREGATIONAL SERVICE LEADERS
BRAILLE WORKSHOP COORDINATOR shall be one person selected from the congregation‑at‑large, who shall function as correspondent with the Braille Center in California, recruit necessary workers, order supplies and oversee the mailing of finished books.
PROJECT COMPASSION COORDINATOR shall be one person selected from the congregation‑at‑large, who shall maintain a list of congregational shut‑ins, and schedule calls on the shut‑ins by volunteer visitors. Also monitor exceptional needs as they arise.
ARTICLE VIII
ALTERATION AND REPEAL
To alter or repeal any Article or Section of these By‑ Laws, it shall be requisite that at two consecutive constitutional meetings of the Voters' Assembly, two‑ thirds of the members present and voting cast their vote in favor of such alteration or repeal. The proposed change shall be stated in the announcement of the second meeting. |
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