Church Roll Call: Who’s In, Who’s Out, and Who’s Gone Fishing?

In 1893, when James Milton Black wrote, “When the roll is called up yonder, I’ll be there,” he was not referring to an upcoming congregational meeting at the Methodist Episcopal Church of Williamsport, Pennsylvania. However, today, the concept of a “church roll’ has evolved into a crucial administrative tool for modern congregations, far beyond its original religious connotation. Two hundred years later, as most ministries are governed by constitutions, bylaws, and articles of incorporation, the phrase “church roll” takes on a very different and significant meaning. Maintaining an accurate and up-to-date church roll can be essential for smooth ministry governance, voting, and church growth strategies.

The Importance of Voting and Membership in Church Governance

If your ministry includes governance language regarding voting, it likely also specifies who can vote and on what types of issues. Typically, the individuals eligible to vote are referred to as “members,” and the issues they can vote on may include new members, budgets, leadership matters (such as calling or removing board members, elders, deacons, or staff), governance changes, and the buying or selling of property. Ensuring that only qualified members vote on these critical decisions is key to maintaining the integrity of your church’s governance structure.

Why Church Membership Rolls Matter in Times of Crisis

On an average day, when everything is going smoothly, these may not seem like big issues—much like lifeboats on the Titanic. When all is well, you don’t need them; however, if you hit an iceberg, their importance becomes glaringly apparent. Similarly, a properly maintained church rolls can serve as a preventive measure against potential disputes, ensuring that governance processes are followed transparently and effectively during moments of crisis.

Let’s imagine a scenario that makes the question of who can vote especially critical. Suppose there are individuals in your ministry who wish to remove a key leader, and, for the sake of this discussion, your governance documents allow for such action. However, the governance language (constitution, bylaws, etc.) includes provisions regarding members and specifies a certain percentage of members required to approve (or reject) the action.  This brings us to a critical point: having an accurate and up-to-date membership roll can be the deciding factor in such important decisions. This is especially true when it comes to leadership changes or other significant issues.

How Do Individuals Become Church Members?

The first important matter is how someone becomes a member. Hopefully, your governance documents describe this process in detail. Key components of a strong membership process might include an application process, an evaluation or interview, and an affirmation process. That affirmation could come from staff, a board, or even a congregational vote. Once an applicant for membership is approved, this should be documented, and their name added to the official roll. 

In many cases, this may simply involve checking a box on a profile in a ministry database. Using church management software or other tools to track and update member information digitally can streamline this process, ensuring accurate records are always available. Regardless of how it is documented, it is vital for the ministry to be able to produce a document listing all current members. This will help avoid controversy about membership status and provide clear documentation of what constitutes a majority, quorum, or any other segment necessary for voting actions.

Keeping the Church Membership Roll Up-to-Date

The second big question is, “How do we keep that roll current?” As mentioned earlier, you don’t want to start counting lifeboats after hitting the iceberg. A good governance process includes a clear outline of how the membership roll is regularly or annually validated. This means assigning someone in the organization, such as a staff member or board member, the responsibility to review the official roll of current members. Automating this process using church management systems or creating an annual membership audit schedule can help avoid lapses in updating the roll.

This process should also include criteria for determining current membership. For example, individuals who have died, moved, or joined another congregation would not typically be considered members. Additional criteria might include attendance, ministry involvement, and financial support. These criteria can vary by ministry, but what matters most is that there is a clear criterion in place, allowing an uninvolved third party to easily determine if an individual still meets the ministry’s membership requirements. Some ministries may also consider implementing a periodic review system where members must reaffirm their commitment to the congregation, particularly in larger churches where members may become inactive without officially notifying leadership.

Removing Names from the Church Membership Roll

The third and final question is, “How do names get removed from the roll?” The simplest answer is that individuals request their removal. In such cases, it is advisable to document that the removal was at the member’s request. However, what about situations where someone says, “I’m leaving!” and then not seen for two months? In these cases, if the ministry believes the name should be removed, some form of communication should be sent to the member informing them of their removal. Automated reminders or notifications sent via email, text, or traditional mail can streamline this process and ensure clarity around membership status changes. For example:

*Dear Mr. Smith,  

We haven’t seen you since XXXXX. We pray that you are in good spiritual and physical health. We are under the impression that you have moved to a different church or simply moved away from (name of organization). If we are mistaken, please let us know by XXXXX. Otherwise, we will remove your name from our official Member Roll/List.  We wish you well and will continue to pray for you.

Another option is to send a card or letter notifying the member that their name has been removed from the voting roll. Either way, the goal is to avoid a situation where, on the day of a significant vote, someone shows up only to discover they are not eligible to vote.

Developing a well-structured communication process for member removal is crucial to avoid misunderstandings and potential disputes. By regularly reviewing and updating your membership roll, you can prevent complications during important voting events.

The Importance of a Clear Church Membership Process

Ministry elections are important and can be contentious. To minimize controversy and ensure smooth governance, establish a clear and straightforward membership process that outlines how someone becomes a member, how the membership roll is maintained, and the procedure for removing names from the voting roll.

Need Help Revising Your Bylaws or Membership Process?

If you need assistance updating or revising your bylaws, or if you require employee training and support, please contact Church HR Network at 888-807-2476 or [email protected]. Our team of experts is ready to help you craft a governance structure tailored to your ministry’s unique needs, ensuring compliance, transparency, and smooth operations. Whether you need custom training, workshops, or help with legal and operational HR documents, we’re here to support your church every step of the way.