Meeting Minutes List

Describe the item or answer the question so that site visitors who are interested get more information. You can emphasiGeneral Conference Commission (GCC)
October 20, 2026
Voting Members Present: Sterling Allen, Shalom Azabe, Tim Beardsley, Mary Blagojevich, Beth Ann Cook, Elie Diko, César Gazza, Joy Griffin, Mike Grant, Tsvetan Iliev, Carol Loeb, James Kawadza, Chipau Audu Kilyobas, Bridget Kirk, Norma Morrison, Davies Musigo, Mack Parker, Bill Patrick, Charles Puno, Stacy Taylor, Molly Williams
Non-Voting Members Present: Laura Ballinger, Ginger Barbee, Rhonda Bourgeois, Tom Lambrecht, Lamar Oliver, Becci Wood
Not Present: Dianne Burnett, Jeff Greenway, Tesia Mallory, Nicolas Munongo, Mike Schafer, Jay Therrell
Opening Prayer: Bill
This meeting is for the purpose of reviewing places where we were surprised and places that need improvement - all kept in positive framing.
Minutes: (Notes from our joys and positive experiences during GC’26) Motion by Mary, seconded by Tsvetan to approve notes. Approved 15-0
Event Project Manager:
• Separate into two offices: operations and general public
• Much of the responsibilities fell on the GMC staff
• Need a dedicated person or persons (not the event project manager) for medical emergencies, familiar with local hospitals, local medical regulations and to deal with insurance issues
• Have an on-site airline representative available to make flight changes • Event project manager needs an assistant
• Daily team huddles
• Make a plan for no shows - and how to cancel hotels
Translation/Interpretation:
• KUDO issues related to Wifi
• If using a QR code - have this available on paper on the tables or on the screen at all times
SUGGESTIONS FOR NEXT GC (Bill):
1. Develop a more reliable venue specific Wi-Fi signal (designated “wired line”) for the network with sufficient capacity. Many attendees were using multiple devices
which resulted in low signal output which affected the ability of folks to connect in a timely manner.
2. Prepare for multiple breakouts during Legislative Committee sessions and have sufficient hardware equipment (laptops and sound cards). We had provided enough for each of the 8 separate LC’s, but some broke into multiple subsections within the LC.
3. Be prepared to rent devices for those with no access to cell phones, laptops, etc. (DRC delegates were not prepared, which created the need for human interpreters).
4. Continue to build a team of human interpreters and have “on deck” if needed for live interpretation.
SPECIFIC KUDO PERFORMANCE COMMENTS:
1. Having Ben Jordan (KUDO tech) on-site was invaluable. He constantly reacted to needed updates in a timely manner and kept things running as smoothly as possible.
2. Having a “help desk” within the plenary was beneficial for fielding multiple questions, not just translation related questions.
3. Proofread Thai more accurately in advance.
4. Amharic prayer was not very accurate.
5. For the Portuguese preacher who used a live interpreter, KUDO could not be used. If this happens in the future, instruct folks to not use the AI service.
FINAL SUGGESTIONS
1. Determine what AI service will be used for future GC’s. Who knows what will be available in 6 years? Perform due diligence so we are well prepared.
2. Determine use of remaining KUDO hours (approximately 100 hours).
Missions, Tim:
• Make provisions for sustainability after General Conference
• Dedicated vehicles for Mission Experience
Housing/Logistics/Transportation:
• Too much hand holding
• be stricter with time lines
• missed flights should not be reimbursed
• VISA applications should be ready much earlier
• non-Uniglobe users asking for transportation
• More vehicles; Some vehicles for Mission Experience were not there when they were needed.
• Hotel issues that come up in the night, find that person a room and then handle in the morning
• Onsite team needs to be larger so that we’re not relying on one person to handle everything
• Shuttle announcements with specific times at each hotel lobby
• Have a hospitality room set up for any early arrivals ahead of hotel check in times • Need two or more persons handling logistics and transportation • Assume no one has ever travelled before
• Write down transportation instructions to hand out at the airport upon arrival (in addition to communicating ahead of time)
• Make sure welcome sign at the airport clearly states GMC
• Survey showed low ratings for shuttles from airport
• Hotels: make sure we have good, clear communication with each hotel
Legislative:
• Training for legislative chairs
• Project what is happening on the screen, especially for Livestream watchers • Have two people printing and making copies at night
• Upgraded voting software
• Alter how delegate allocations are calculated
• Tom will work with Lamar on how to tweak the plan of organization to allow more streamlined voting
• In person delegation gatherings up to 6 months ahead in various locations - with legislation training - ZOOM meetings just don’t work - poor participation • Prepare space and technology for break outs within Legislative committees • Presider should slow down when voting
• Don’t leave the big stuff for the last day
Agenda:
• Add an additional day to conference, and use 3-4 hours for parliamentary and voting system training; More days would slow down the legislative process a little • Stick with rehearsal times ahead of GC
• Be sure agenda chair is involved in all emails relating to agenda; agenda chair should be on the administrative committee at GC
• Leave additional time on the last day
• Announce at the beginning of the day what has been accomplished on previous days
Finance:
• Well under budget
• Need set financial office hours
• Clear communication on what is reimbursable and what is not with Pex cards; Finding balance on the PEX cards
• Consider GMC pay for outside US persons - perhaps set it up grant style - with an application?
• Consider our procedure for paying for VISAs
• Early arrivals needing PEX cards to purchase meals
• Fancy hotels - so the GMC must have lots of money - so they can certainly give out money to everyone
• Instead of saying can we afford to do this?, ask, can we afford not to do this?
Exhibitors/Sponsors:
• Exhibitors requested higher traffic area
Hospitality/Volunteers:
• Three couples who are familiar with the airport and have access to the manifest - taking shifts at the airport; and managing and communicating the changing manifest • Update the volunteer roles to be more detailed regarding physical and mental requirements
• Training ahead of time - via ZOOM or with pre-recorded videos - and if volunteers do not take the training, they will be removed from the volunteer list
• Volunteer application - ask for gender and age
• Set the number of volunteers early and stick with the numbers
• GCC members need to arrive early and stay through at least one day following GC
International Relations:
• More team meetings
• Be prepared for virtual conference earlier
• Find a way to encourage the non-English speakers to participate more • Safety and security of the delegates was a concern
• Have a dedicated person (staff or other) to handle all VISA requirements - a diplomat who understands the politics of embassies - start as soon as the venue is selected • Dancing and dress of performers - understand the culture
Credentialing/Registration:
• Interpreters available
• Use one system - one platform for registration and data storage (of all registrants) • Have the IT person involved in the set up of the registration system and wifi
Things I would definitely do for the next General Conference (Carol): 1. Give Mike Sims the opportunity to design the conference name tags and lanyards. He has done an excellent job the last two conferences and knows the DNA of the GMC well.
2. Unless there is new material or an improvement in wrist bands, I would use the silk cloth wrist bands. We had no complaints about the comfort of the bands. The bands do serve their purpose of easy identification for lots of things.
3. The plastic containers (with a rough shelf liner paper installed to prevent slippage) was excellent to house the name tags at the registration desk easily. They kept things neatly organized.
4. Having lines according to Conferences worked very well. There were 8 lines with two registrars for each line. The two people worked well, one checking in people, the other finding the name tag and putting on wrist bands.
5. Signage by conference worked very well and did not need to be modified. 6. Sending out an instructional video to the registration volunteers weeks before the conference worked beautifully. Volunteers had an opportunity to practice registration before they arrived on campus. Having an early training/refresher on site is still necessary but so much easier to do. Afternoon registration was very helpful to get a number of people done, plus gave experience for the busy days.
7. Remember name tags, lanyards need to be locked in office every night. 8. Continue to do credentialing training by email or zoom.
Things that could be done better:
1. Include the registration Team Lead (and any registration person with experience) that are on the front line of registration in all aspects of designing what needs to be captured on the General Conference registration form and in working with whomever is designing the registration system. (In other words, Cvent type entity.) A lot of time and energy can
be saved if the input is designed with what outcome is needed.
2. Have only one visitors category on registration.
3. Refine wristband categories
4. Let registration team handle wristbands, designing, categories and ordering. Order much earlier.
5. I know it is incredibly difficult to have quality control in a foreign country, but find some way to do so, so name tags are produced according to lists provided. 6. Make sure up front that Cvent ( or company using) produces list for print first by Conferences, then in alfa order within conferences.
7. Have a designated person (other than on site registrar) make new name tags. This person needs to designated and that is all they do.
8. Include Registration Team in all aspects of registration.
9. Have a designated table for credentialing - even if it takes a visitors table. They have a complicated job once conference starts and need signage and a place to work right outside the bar of the plenary room.
11. Do not use Asana. Too much time trying to learn, too much money. E-mail worked great which we ended up using. Much faster too.
10. Communications in general can always be improved - even in my household! :)
Communications:
• Better onsite communication between the GCC members and staff • Livestream: Difficult to tell what was happening - project on the screen
Prayer:
• Make sure to have a complete walk through of the Concert of Prayer
Commission in General:
• GCC member should read the book, “The Art of Crossing Cultures” • Remember that 6 years is a long time: Year one and two, figure out what needs to be done; next two years how it will be done; last two years - implementation; take advantage of the time, take advantage of the ability to develop a roadmap
• Identify what the training needs are.
• Talk about what the job of the commission is; who we are going to be; what do we want to become; take a look at what does it look like for the GMC; what are our values?; how much do we hold hands?; how much do we provide; meet in person early on and maybe every two years;
• To schedule face-to-face meetings at least at the end of each two-year period. This would mean we would have three face-to-face meetings in 2028, 2030 and 2032. This could help us get to know one another better and organise ourselves more effectively.
• To date, there has been a strict restriction on citizens of countries outside the United States entering the US; visas are largely refused at embassies. I therefore propose that the 2032 General Conference be held in a country that would facilitate the participation of the majority of delegates from all the Annual Conferences.
• For those of us who are members of the General Conference Commission, I suggest that our partners (wives to some, husbands to others) be co-opted as volunteers to work alongside us and that GMC cover their travel expenses.
Motion to adjourn by Bridget; seconded by Joy. Approved 12-0
Meeting closed with prayer by Mike.
Minutes submitted by Stacy Taylorze this text with bullets, italics or bold, and add links.