225th Annual Convention Pre-Convention Information and Forms

The 225th Annual Convention of the Episcopal Diocese of Virginia will be held on November 14-16, 2019 at the Crystal Gateway Marriott Hotel, 1700 S. Eads Street, Arlington, VA 22202.

Agenda

View the current Convention agenda

Registration Form 

The registration fee for Annual Convention is $265. However, we offer an early bird discount of $215 if the registration form and fee are completed online by October 4. The deadline for online convention registration is Friday, November 1. After November 1, attendees will have to register on site.

If you are paying by check or credit card, click here for the online registration form.

Crystal Gateway Marriott Hotel Information

Room Reservation Information

The Crystal Gateway Marriott in Arlington has set aside a block of rooms at a discounted rate for our Annual Convention attendees.  The rates are as follows:

Single Occupancy: $165.00 per night.  Double Occupancy: $165.00 per night.  Triple/Quad Occupancy: $165.00 per night

These rates do not include applicable taxes and fees. The reservation deadline to receive the discounted room rate is 5:00 p.m. on Wednesday, October 23.

Please make your hotel reservation directly with the hotel using the hotel reservation link.

Hotel Contact Information

Crystal Gateway Marriott
1700 S. Eads Street, Arlington, VA  22202
1-703-920-3230 (hotel)
1-800-228-9290 (reservations)

If you have a problem making your hotel reservation, you may contact Courtenay Altaffer for assistance at 804-313-1254 or ctaltaffer@verizon.net.

Hotel Parking

Self-Parking is $39.00 per day.  Valet Parking is $45.00 per day.  

The Crystal City Metro stop (blue and yellow lines) is located at the hotel for those who might want to commute.

Map of Restaurants and Shops

 Click to view a map showing restaurants and shops around the Crystal Gateway Marriott hotel.

Child Care (for children 5 and under)

A separate on-line, child care registration form must be completed no later than Friday, October 18. There is a $55 per child fee for this service. If you have questions or needs regarding child care (for children 5 and under) during the convention, please contact Julie Simonton

Nominations

The nomination form for election, completed by the nominee, or a submitter with the nominee’s permission, should include a digital photo. Nominations will be posted here as they are received. The deadline for submission of nominations to the Standing Committee, General Convention and Province III is Wednesday, October 30.

Nominations are accepted for the following positions:

Standing Committee 

The Standing Committee is composed of six members of the clergy and six members of the laity. It acts as a Council of Advice to the Bishop and assumes many Episcopal duties for the Diocese if there is a vacancy in the Bishop’s office, as outlined in Diocesan Constitution Article XV, Diocesan Canon 21 and in the Canons of the National Church. 

Two (2) members of the Lay order and two (2) members of the Clerical order will be elected at convention to serve three-year terms on the Standing Committee. In addition, a third member in the Clerical order will be elected to complete an unexpired (one-year) term.

General Convention Deputies

Four (4) members of the Lay order and four (4) members of the Clerical order will be elected at convention to serve as deputies from the diocese to the 80th General Convention to be held in Baltimore, Maryland, from June 30 to July 9, 2021. Up to four (4) alternate lay and four (4) alternate clergy deputies may also be elected.

Province III Deputies

Two (2) members of the Lay order and one (1) member of the Clerical order will be elected at convention to serve three-year terms as diocesan representatives to Province III. Alternate representatives may be elected as well. 

Related Organizations

A separate nomination form will be used by nominees to the Diocesan Missionary Society, the Trustees of the Funds, Virginia Diocesan Homes and Bloomfield to be new board members. These Related Organizations will each elect its own board and officers, but the nominations are reviewed by the Committee on Related Organizations and then presented to the Annual Convention for its concurrence. If you are interested in serving on one of these boards, please contact that organization directly. Nominations will be posted here as they are submitted. The deadline for submission of nominations to related organizations is Wednesday, October 30.

NOTE:  The nomination form is a fillable PDF file. In order to complete the form on your computer, you must first save the file to your computer. Once it is saved, you can open and complete the form. Then, save it and return the completed form to Bill Martin.

Committees of Convention

Committee on Budget

  • Mr. John Savage, Emmanuel, Greenwood; Chair
  • Mr. Jack Schick, St. Peter’s, Arlington
  • Mr. Steve Clifford, Christ Church, Spotsylvania
  • Ms. Diane Miller, St. Timothy’s, Herndon
  • The Rev. Barbara Marques, St. John’s, West Point
  • The Rev. Andrew Moore, St. Andrew’s, Richmond
  • Mr. Bob Steventon, St. Paul’s, Alexandria
  • Ms. Janet Taylor, St. James the Less, Ashland
  • The Rev. Noelle York-Simmons, Christ Church, Alexandria
  • The Rev. Dorothy White, St. John’s and St. Mark’s, Richmond

Committee on Constitution & Canons

  • Mr. J. P. Causey Jr., St. John’s, West Point; Chair
  • The Rev. Kim Coleman, Trinity, Arlington
  • Mr. Danny Dean, St. Peter’s, Richmond
  • Mr. Kurt Aschermann, Christ Church, Lucketts
  • Ms. Elizabeth Faga, Church of the Resurrection, Alexandria
  • The Rev. Margaret Peel, St. Margaret’s, Woodbridge
  • The Rev. Will Packard, St. David’s, Ashburn
  • The Rev. Daniel Velez-Riviera, St. Gabriel’s, Leesburg

Committee on Credentials

  • Ms. Terry Long, Holy Comforter, Richmond; Chair
  • Mr. Tom Smallwood, St. Peter’s, Oak Grove
  • The Rev. Chuck McCoart, Emmanuel, Alexandria 

Committee on Related Organizations

  • The Rev. Emily Krudys, Church of Our Saviour, Montpelier, Chair
  • Mr. Jim Bailes, St. Mark’s, Alexandria
  • The Rev. Kathy Murray, Beckford Parish, Mt. Jackson & Woodstock
  • Ms. Karen Franklin, St. Mark’s, Richmond

Committee on Resolutions

  • The Rev. Jay Morris, Aquia, Stafford; Chair
  • Ms. Sharon Boivin, St. James, Louisa
  • Ms. Elizabeth Hayes-Mackey, St. Philip’s, Richmond
  • The Rev. Deacon Katherine Ferguson, La Iglesia de Santa Maria, Falls Church
  • The Rev. Chris Miller, Immanuel, Old Church, Mechanicsville
  • Mr. Russ Randle, Christ Church, Alexandria
  • The Rev. Darren Steadman, Christ Church, Glen Allen

Resolutions

Click to view the guidelines for submitting a resolution for consideration by Annual Convention. The deadline for submission of resolutions is Wednesday, October 30.

Courtesy resolutions are also presented and considered at Annual Convention. The deadline for submission of courtesy resolutions is Wednesday, October 30.

Click to read the submitted resolutions. All resolutions will be reviewed by the Committee on Resolutions and presented to Annual Convention for consideration and action. Members of convention are encouraged to comment on the submitted resolutions. Please send all comments to resolutions@thediocese.net and include the resolution number in the subject line.

Amendments to the Constitution and Canons

Click to view the guidelines for submitting amendments to the Constitution and/or Canons of the Diocese of Virginia for consideration by Annual Convention. The deadline for submission of amendments is Wednesday, October 30.

Click to read the submitted amendments. All amendments will be reviewed by the Committee on Constitution and Canons and then presented at Annual Convention for consideration and action. Members of convention are encouraged to comment on the submitted amendments. Please send all comments to amendments@thediocese.net and include the amendment number in the subject line.

Budget

The draft budget will be posted after the October 10 Executive Board meeting. Members of convention are encouraged to comment on the proposed 2020 diocesan budget. Please send all comments to budget@thediocese.net.

Reports

Click to view reports from boards, committees, commissions and related organizations. Reports will be posted as they are received.

Annual Convention Delegate and Church Forms

All forms must be submitted to Bill Martin.

The due date for submitting the Parish COE/CCGS form is April 15, 2019. The voting privileges of delegates at convention cannot be certified until the parish’s Confirmed Communicants in Good Standing (CCGS)/Certificate of Election (COE) form has been received by the Convention Registrar. If you are unsure if those forms have been submitted for your church, contact Bill Martin.

NOTE: Each of these documents is a fillable form PDF file. In order to complete the form on your computer, you must first save the file on your computer. Once it is saved, you can open and complete the form.

Exhibitors

Due to limited space at the hotel, exhibitor space is allocated on a first-come, first-serve basis. The exhibitor registration form must be completed and returned to Ms. Courtenay Altaffer, with the exhibitor fee, no later than Friday, November 1. If you have any questions about being an exhibitor, contact Ms. Altaffer directly at:

Ms. Courtenay Altaffer
SFMM, LLC
(804) 313-1254 or ctaltaffer@verizon.net

NOTE:  The registration form is a fillable PDF file.  In order to complete the form on your computer, you must first save the file to your computer.  Once it is saved, you can open and complete the form. 

Altar Guild Swap Meet and Linen Drive

Now is the time to declutter your sacristy. Swap your unused/unwanted sacristy items (linens, candles, metal ware, vestments, stoles, etc.) with churches around the Diocese. Items may be dropped off on Thursday evening November 14. The swap will take place on November 15, during Annual Convention. We will also be collecting purificators and corporals for Shrine Mont. 

If you plan to participate, have questions about items to swap or want additional information, contact Sharon Nachman.