All Saints Episcopal Church, Hilton Head Island, SC
Information for preparing Annual Report
The Annual Report is (or should be) a record of the activities at All Saints for the year just concluded. It should record the regular activities ("The altar guild faithfully carried our its important service; special thanks to ..."), and any special, new, or unique activities. It is an opportunity to acknowledge the people who do the work, large and small, whether they are new at the job or have done it forever.
Ideally, the Report will include a report from each clergy person, from the Music Director, from the Preschool, from the Senior Warden, from the Treasurer, and from each Commission. All the information for the Annual Report should be sent to the Clerk at least three weeks prior to the Annual Meeting (the date when the Report is published) so that he will have adequate time to edit the information and produce a report with a consistent style.
Liaisons are responsible for seeing that information from their commission gets to the Clerk on time. In those commissions with lots of subgroups, this means contacting the chairpersons of these groups to ask them to either write a report for their group, and/or to submit information to the liaison or to the Clerk. A liaison may either pass along the collected information, or organize/rewrite the information into a commission report and submit that.
If you (individual or commission liaison) have submitted somewhat regular written reports to the Vestry during the year, you may only need to mine these to create a year-end report.
For a sense of what kinds of things are included (or, too often, omitted) and what level of detail is used in annual reports, please review the reports from the previous few years. The annual reports since 2006 are posted on the web-site, available via hyperlinks at Parish Structure and Records; select "Reports / Annual" and click on the year of your choice.
Contents of posted Annual Reports
The table below is a list of which issues/ministries are reported in each of the annual reports posted on the web-site. It was prepared by the Clerk skimming through each report to see what items appeared in a given year. The check-marks fail to present any detail -- some items are reported on at length; others are barely mentioned (and yet others may have been overlooked in the quick review).
The listing of committees/missions is taken from the 2014 organizational chart, which does not match perfectly with earlier structures - some things have changed their names; some things were formerly classified under other headings; some old items no longer exist; some new items did not exist in earlier years.
Overall, the chart shows that some years generated a lot of information, others a little; some people, some commissions, some ministries are very faithful about reporting, others are quite spotty.