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RULES OF ORDER
ONE HUNDRED AND TWENTY-SIXTH CONVENTION
Proposed
January 28 & 29, 2000
Convention Committees
I. The following Convention committees, consisting of clergy and laity, shall be appointed by the President at
least 125 days prior to the Convention:
A. Arrangements
B. Rules of Order and Elections
C. Resolutions
D. Dispatch of Business
E. Budget
II. The President, Vice President, and Secretary of the Convention shall be members, ex-officio, of all Convention
Committees.
III. The Convention Committees shall be empowered to take appropriate action prior to, and during, the next Annual
Convention, as well as any Special Convention held during their year of appointment.
Arrangements
IV. The Committee on Arrangements shall be responsible for receiving post Convention recommendations, and from
such recommendations to make referrals in the following areas:
A. To the Ecclesiastical Authority: recommendations pertaining to location, date and length of sessions.
B. To the Committee on Rules of Order and Elections: recommendations pertaining to the legislative procedure.
C. To the Nominations Committee: recommendations pertaining to nominations and election procedure.
D. To the Committee on Resolutions: recommendations pertaining to the resolution process.
E. To the Committee on Dispatch of Business: recommendations pertaining to the agenda and calendar of business.
F. To the Budget Committee: recommendations pertaining to the budget procedure.
The Committee shall recommend to the Diocesan Council the procedures and arrangements for the pre-Convention meetings
of Delegates, and shall be responsible for all physical arrangements of the Convention.
Rules of Order
V. The Committee on Rules of Order and Elections shall be responsible for the Rules of Order.
VI. The Committee on Rules of Order and Elections shall be responsible for the following nomination and election
procedures at the Annual Convention:
A. By April 30th a nominations committee of clergy and lay members from different churches shall be elected by
the districts consisting of:
1 member of the clergy from each district
2 lay persons from each district
Secretary of Convention
Committee members will serve for two years with clergy and lay members rotating off in alternate years. For odd
years, there will be elected one clergy and one lay person. For even years, there will be elected one lay person,
except for 1995, when a second lay person will be elected for one year. In the event any district fails to provide
its representatives, on May 1st the Bishop will make appointments to fill vacancies.
B. The Committee will meet the first Thursday in May to elect its own chair, not to be the Secretary of Convention,
and to set up procedures for evaluating and nominating candidates. The committee will nominate at least one more
than the number of vacancies in each category with the exceptions of Secretary of Convention, Treasurer, Assistant
Treasurer and Ecclesiastical Trial Court.
C. The Secretary of Convention shall send out in the Call to Convention the time and place of the Convention, a
list and job descriptions of the offices by classes to be filled by election, the names of the incumbents of these
offices, and an official nomination form. This Call shall be sent out at least one hundred (100) days before the
date of the Convention to each clerical member of the Convention and to each lay delegation whose certificate has
been transmitted to the Secretary, as provided in Canon I. The Call shall be printed in The Voice.
D. Nomination of Candidates
1. There will be a notice in the June Voice asking for recommendations to be sent to the Nominations Committee
by October 12th. Recommendations may be made in the following ways:
(a.) Any person eligible to run may recommend him or herself.
(b.) Any person in the Diocese may recommend some one else who is eligible to run.
(c.) Members of the Committee are strongly encouraged to present names of possible candidates from their own districts
particularly, as well as suggestions from other areas of the Diocese.
The Nominations Committee will evaluate recommendations and present a report to the Secretary of Convention and
Committee on Rules of Order and Elections by November 30th for distribution with the pre-convention mailing at
the end of December. Any nominees not accepted by the Nominations Committee shall be informed in writing by November
30th in order to allow for nomination through other methods.
2. In addition to the slate presented by the Nominations Committee, additional nominations will be received in
the following ways:
(a.) Any five (5) delegates to Convention may nominate a candidate to any office. Nominations post marked not later
than December 15th will be included in the pre-convention mailing and publicized in the Voice along with the nominations
received from the Nominations Committee.
(b.) Late nominations will continue to be accepted until noon on the Friday preceding the start of the Annual Convention.
E. By the close of the opening session the Nominations Committee shall report to the Convention in the form of
an official ballot the names listed by Contest. The arrangement of such names received by January 18th shall be
determined by lot in each order. Names received through late nominations shall be added in order of receipt. On
the ballot in those contests which require candidates for more than one class, all candidates will be listed as
a group by order and length of terms will be determined by ranking of the vote results.
F. The preferential system of voting shall be used for elections, except for General Convention Deputies and Alternates.
Only official ballots may be used in elections, except when otherwise ordered by the Convention. The number of
vacancies to be filled shall be printed on each ballot. Only valid ballots shall be counted in the whole number
of votes cast. An invalid ballot as to one election shall not invalidate an otherwise valid ballot in any other
election.
G. For the election of General Convention Deputies, beginning with the fourth ballot and for all succeeding ballots,
the name of the candidate (or candidates) with the lowest number of total votes from both orders on the previous
ballot will be withdrawn from consideration, such that the number of candidates remaining shall be equal to the
number of vacancies plus two. (For example, if after the third ballot, seven candidates are standing for election
and there are three vacancies to be filled, then the names of the two candidates with the lowest number of votes
on the third ballot will be withdrawn from consideration by the Convention, leaving five candidates remaining for
consideration on the fourth ballot.) All candidates who were not elected as Deputies shall be eligible for consideration
as alternate Deputies.
Resolutions
The Committee on Resolutions shall be responsible for receiving all resolutions except those provided by standing
committees and bodies required to report to this Convention.
A. All resolutions to be considered for action by the Annual Convention shall be submitted to the Secretary of
Convention in writing and signed by a Deputy not less than seventy-five (75) days before the date of Convention.
Resolutions should be submitted on white 8-1/2 x 11 paper, typed and double-spaced or in electronic format by disk
or e-mail. Each should contain two sections: 1) the RESOLVED naming the desired action, and a further RESOLVED,
as appropriate, providing for the implementation of the resolution, if adopted; and 2) a brief statement or information
in support of the resolution. Resolutions submitted by more than one Deputy must designate one Deputy as capable
of agreeing to any amendments by the Committee or offered on the floor of Convention. After the expiration of the
seventy-five (75) day deadline, the Secretary shall transmit to the Committee all resolutions submitted to him/her.
B. The Committee shall hold hearing(s) prior to Convention on all resolutions submitted timely. The Committee shall
publicize at least eighty-five (85) days prior to Convention dates, place and time of its hearings, inviting submitters
of all resolutions to attend. The Committee shall collate all resolutions dealing with obviously similar subjects
and shall discuss such collation with the submitters.
C. Upon submission of any resolution that in the Secretary's opinion after consultation with the chair of the Committee
may have financial implications if adopted, s/he shall submit a copy to the Treasurer or Chief Financial Officer
for review and comments. Upon submission of any resolution that in the Secretary's opinion after consultation with
the chair of the Committee may affect insurance, s/he shall submit a copy to the Chair of the Diocesan Insurance
Committee for review and comments. Upon submission of any resolution that in the Secretary's opinion after consultation
with the chair of the Committee may have canonical or legal implications if adopted, s/he shall submit to the Chancellor
for review and comments. Review and comments will be requested in time for the initial meeting of the Committee.
D. The Committee shall have the power to revise or modify any proposed resolution, and shall have the power, by
a two-thirds vote of all committee members present and voting, to determine not to offer any proposed resolution
on the floor of Convention.
E. The Committee shall submit its report to the Secretary sixty (60) days before the date of Convention with its
recommendations for action upon each resolution as proposed or as amended or collated by the Committee. This report
shall be mailed by the Secretary to each Deputation during the first week of January. All resolutions considered
by the Committee will be included in the report, unless withdrawn by consent of the sponsoring Deputy. If a resolution
to be offered to Convention has been amended by the Committee without the consent of the sponsoring Deputy, such
amendment(s) will be clearly shown.
F. Any resolution which the Committee determines not to offer on the floor of Convention shall be permitted on
the floor of Convention only by a majority vote of all Convention Deputies.
G. Resolutions will be permitted from the floor only when they carry a clear statement in writing of the circumstances
that lead to the request for their consideration and only by a two-thirds vote. Such resolutions should be duplicated
in advance by the presenter(s) with sufficient copies available for distribution to all convention delegates (650
copies are needed).
H. Consent Calendar. It is recognized that certain resolutions may not require full debate prior to action by Convention.
Accordingly, the Committee on Resolutions may propose that certain resolutions be included on a "Consent Calendar".
Exclusion of any resolution on the Consent Calendar requires agreement of any three congregations to remove it.
Any resolution included on the "Consent Calendar" shall not be subject to amendment or debate, except
that the sponsoring Deputy or his/her designee may speak to the resolution for a period not to exceed one minute.
On Dispatch of Business
VIII. The Committee on Dispatch of Business shall be responsible for the Calendar of Business. The Committee shall
always be entitled to the floor on business pertaining to that Committee.
To Certify Minutes
IX. At the close of Convention a Committee shall be appointed to review and certify the correctness of the minutes.
On Decorum and Debate
X. Except when in conflict with the Constitution or Canons or any Rule herein contained, the latest edition of
"Robert's Rules of Order" shall govern the interpretation of these rules and procedures to follow.
XI. No motion shall be considered as before Convention unless seconded, and, when required by the President, reduced
to writing and signed by the mover, whose name shall be entered on the journal.
XII. Any member about to speak shall, with due respect address the President, and in speaking confine comments
to the point in debate.
XIII. No member shall speak more than twice in the same debate without leave of the Convention (except the mover
who is entitled to reply).
XIV. If any member by speech or action transgresses the rules of the Convention, the President shall call the member
to Order, and the member shall immediately take his/her seat, unless permitted by the Convention to explain or
proceed in order.
XV. The motions below have priority in order listed.
The mover - cannot interrupt a member who has the floor,
- must be recognized, and
- the motion must be seconded.
A. To Adjourn or to Recess
- not debatable - majority vote
B. To Lay on Table or to Table
- not debatable - majority vote
C. To move the Previous Question or Limit or Extend Debate
- not debatable - amendable as to time if specified, two-thirds vote
D. To Postpone to a Certain Time
- debatable - amendable - majority vote
E. To Commit or Recommit to any Committee
- debatable - amendable - majority vote
F. To Amend or to Substitute
- debatable - amendable - majority vote
G. To Postpone Indefinitely
- debatable - not amendable - majority vote
H. To Suspend the Rules or Take Up Business Out of Order
- not debatable - two-thirds vote
I. To Divide the Question
- not debatable - majority vote
J. To Reconsider (must be made on day that the vote is taken)
- 1. must be moved and seconded by ones who voted in majority;
- 2. debatable - two-thirds vote
On the Budget
XVI. The following procedures shall govern the presentation and adoption of the budget:
1. The tentative budget be adopted by the Diocesan Council and proposed to the Convention.
2. Copies of said budget to be sent to convention delegates and available for discussion at January district meetings.
3. That the Bishop appoint a Convention Budget Committee, the majority of which is not comprised of Diocesan Council
or Diocesan staff membership, to function during the life of the Convention only.
4. That the proposed budget be presented by the Treasurer, the Chairperson of the Diocesan Budget Committee, or
a member of the Diocesan Council to the Convention on the first day.
5. Upon presentation of the budget, proposed changes will be in order. These changes should be of four varieties,
submitted in writing, and must be seconded:
(a) To add an additional line item
(b) To delete a line item
(c) To increase a line item
(d) to decrease a line item
6. Proposed changes will be referred without debate to the Convention Budget Committee.
7. Line items about which no proposed change is offered will be considered non-debatable by Convention unless upon
resolution by the Convention Budget Committee.
8. The Convention Budget Committee will hold open hearings on these proposed budget changes on the first day. Anyone
wishing to do so may appear to speak for or against any proposed change. After all speakers are heard, the Convention
Budget Committee will go into executive session to consider its report to the Convention. The Committee may at
its discretion invite expert witnesses.
9. The Convention Budget Committee will present its recommendations on every line item for which changes have been
suggested, its only mandate that the budget must not be in deficit. Changes up will have to be balanced with changes
down, additions offset by deletions, subject to the discretion of the Convention Budget Committee.
10. The Convention will vote on every Convention Budge Committee resolution either to approve or not to approve.
These resolutions are subject to amendment by the Convention. Each resolution must be considered individually.
11. When all Convention Budget Committee resolutions have been dealt with, a motion to approve the budget will
be offered and voted.
The following rules of debate shall be used by debate of the Budget:
1. The Convention Budget Committee shall have FIVE MINUTES to speak in respect to the Committee's report on the
Budget.
2. ONE HOUR shall be allotted to the debate, divided equally by the number of resolutions to be considered with
a maximum of one hour.
3. Of the time allotted to the consideration of each resolution, the recommendation of the Convention Budget Committee
concerning the resolution shall be limited to ONE MINUTE or less.
4. During the debate on each resolution each speaker shall be limited to ONE MINUTE and no speaker shall speak
more than once.
5. To the extent possible, the Chair shall recognize speakers of opposite views in alternate succession.
6. No motion to lay on the table or otherwise to terminate debate on each resolution shall be entertained during
the allotted time period.
7. After the consideration of all resolutions and the termination of debate TEN MINUTES shall be allotted for the
Budget Resolutions as finally perfected by the Convention to be considered and adopted as a unit.
Committee of the Whole
XVII. On motion duly moved and adopted, the Convention may go into Committee of the Whole for the consideration
of any matter. The President shall designate some member of the Convention to act as Chair of the Committee, which,
when in session, shall be governed by these rules.
A. A motion to rise and to report to the Convention, with or without leave to sit again, may be made at any time,
and shall take precedence of all other motions, and shall be decided without further debate. No such motion once
made shall be renewed until further proceeding shall have taken place in the Committee.
B. A motion that a vote be taken at some designated time may be made and be disposed of without debate at any time,
but as before provided a motion to report to the Convention shall take precedence.
C. No motion to lay on the table shall be entertained.
Reports
XVIII. No printed matter of any kind shall be distributed at the Convention or placed on the seats except by the
authority of the President or Secretary.
XIX. All reports shall be in writing, and when made shall be the property of the Convention without any motion
for acceptance. All reports recommending Convention action shall be accompanied by a resolution to that effect.
XX. All reports requiring Convention action shall be in writing and, at least, one complete copy and, if available
and appropriate, four synopses shall be in the possession of the Delegations prior to Convention. All other reports
submitted to Convention shall be read by title only.
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