226th Annual Convention Pre-Convention Information and Forms

The 226th Annual Convention of the Episcopal Diocese of Virginia, originally scheduled for November 12-14, 2020 at the Crystal Gateway Marriott in Arlington is moving online. Anticipating that it will not be safe or wise, due to the novel Coronavirus, to gather over 600 people in a hotel ballroom across three days this fall, we will hold a one-day virtual Convention instead. The date is Saturday, November 14. 

The statement of outcomes for the Annual Convention will be that:

In 2020, we will gather online as the Annual Convention of the Episcopal Diocese of Virginia to be community for one another in Jesus’ name, to worship together, and to conduct the annual business of the diocese. In addition to the usual business of electing and appointing leadership, hearing reports and addressing submitted resolutions, Convention this year will receive and act on a call for the election of the 14th Bishop Diocesan.

Your Diocesan Staff, the Bishops, the Executive Board and Chancellor are working together to plan a stimulating Convention experience that meets canonical requirements and allows us to be in community with each other even when we are practicing distancing. Diocesan staff will also provide technical guidance to those who can’t easily access online platforms. Details will be sent to delegates in the early fall. 

The Zoom link to the meeting will be sent out a few days before November 14.

Archive of Emails to Delegates 

Here are links to all emails sent to delegates. Please be sure to read each of them as they provide important instructions for participation. 

October 2:    Registration Now Open, Deadlines, Open Hearings, Translation, Technical Assistance and More READ
October 23: 
Change to Rules of Order - READ
October 30: 
Main Info Packet for delegates -READ

Information Packets

The Convention Information Packet contains the material related to the business of this year’s Annual Convention on November 14. It includes the draft agenda, nominations, resolutions and more. 

In addition, Part 2 of the packet contains the approved proposed constitutional amendments and approved resolutions from the 79th General Convention of The Episcopal Church from its meeting in Austin, Texas in 2018. They are presented to share with the Diocese of Virginia, and all the other dioceses that comprise The Episcopal Church, for review and consideration by all dioceses. No action is required on these items.

Part 3 of the Information Packet contains the reports from diocesan committees and organizations documenting their ministries and accomplishments in 2020.

The Supplemental Packet contains documents that have been added or revised since the release of the original packets. 

The Financial Packet contains the Report of the Treasurer of the Diocese, 2019 Diocese of Virginia Audit, 2020 Parish Audits, 2021 Pledge Submissions, 2016-2020 Pledge Payments, and 2021 Budget Packet.

CORRECTED REPORT: There was an error in one document in the first Convention Info Packet linked above. Here is the updated Report of Related Organizations

Registration

Registration is now closed. If you have questions regarding online registration, contact Bill Martin. 

If necessary, the deadline for lay delegate substitutions by their church is Thursday, November 12 at 5 p.m. Substitutions can be made by contacting Bill Martin. 

Open Hearing Online – October 31

There will be Zoom open hearings for Resolutions, Constitution and Canons and Budget on Saturday, October 31. Resolutions is 10:00 – 11:30 a.m. Budget is 1:00 – 2:00 p.m. Constitution and Canons is 2:30 – 3:30 p.m. Delegates will receive a link for this open hearing day. 

Technical Assistance and Training

The Convention will be conducted via Zoom. Each delegate will need their own dedicated laptop or tablet in order to participate. In order to vote, you will also need to access your email during proceedings. The Bishop’s Office is asking all parochial clergy to assist lay delegates who do not have reliable internet access by hosting a safe, socially distanced hub at your church or other location with internet access.

Tech Tutorial and Practice Session for Delegates 
Thursday, November 12, 5:30 - 6:30 Click here to pre-register

Diocesan staff will walk delegates through the Election Runner voting system, how to speak during Convention and other zoom functions. Once you have pre-registered, you’ll receive an email with the zoom link for the Training Session.

This printable Delegate's Tech Tip Sheet will be  a handy reference to keep at your side during Convention.  

Diocesan staff will also provide a Tech Support Line on the Day-of Convention. Dial 1-800-DIOCESE for assistance. 

Agenda

Click to view the draft agenda as of October 29.

Nominations

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.

The nomination form should include a digital photo and should be sent to Bill Martin. Nominations will be posted here as they are received. The deadline for submission of nominations to the Standing Committee is Tuesday, October 27.

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.

Related Organizations

Related Organizations are those whose charters or statements of purpose have been reviewed and approved by the Executive Board and whose status as a Related Organization shall have been approved by the Convention of the Diocese.

Each Related Organization elects 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 by Friday, July 31 to begin the process. 

The Nomination form for related organizations should be submitted to Bill Martin. Nominations will be posted here as they are submitted. The deadline for submission of nominations to related organizations is Tuesday, October 27.

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.

Resolutions

Click here to read the submitted resolutions and to review the drafts of amended resolutions. All resolutions will be reviewed by the Committee on Resolutions and presented to Annual Convention for consideration and action. 

The amendments to “R-1” are posted as “R-1a” and amendments to “R-2” are posted as “R-2a” and are highlighted in red.  In addition, amendments have been made to Courtesy Resolution “CR-5” and are posted as “CR-5a.”  The changes are based on the input heard at the open hearing on October 31 and the deliberations of the committee.   

Please note:  According to the Rules of Order, except for amendments to or substitutes for resolutions made by the Committee, no amendment to or substitute for a resolution shall be in order unless it shall have been submitted in writing, in such electronic or written format as is specified by the Diocesan Office, at least five days in advance of Convention, which will be close of business November 9, 2020.

Questions and comments may also be submitted resolutions@thediocese.net until close of business November 9, 2020.  Please include the resolution number in the subject line.

Amendments to the Constitution and Canons

Click here 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 see the draft report of the Committee on Constitutions and Canons.  The amendments to “C-2” are posted as “C-2a” and are highlighted in red.  The changes are based on the input heard at the open Hearing on October 31 and the deliberations of the committee.    

Please Note:  According to the Rules of Order, except for amendments to or substitutes for amendments to the Constitution or the Canons made by the Committee, no amendment to or substitute for a proposed amendment to the Constitution or the Canons shall be in order unless it shall have been submitted in writing, in such electronic or written format as is specified by the Diocesan Office, at least five days in advance of Convention, which will be close of business November 9, 2020.

Questions and comments may also be submitted amendment@thediocese.net until close of business November 9, 2020.  Please include the Constitution and Canon amendment number in the subject line.

Budget

The draft budget is now available to view. A narrative budget, supplemental note on the budget and the 2019 audited financial statements are linked here. Members of convention are encouraged to comment on the proposed 2020 diocesan budget.  Please send all comments to budget@thediocese.net.

Russ Randle, a delegate to Convention from Christ Church Alexandria and a member of the Executive Council of the Episcopal Church, has prepared a memo on waivers of Diocesan assessments.

There will be an open Zoom hearing of Resolutions, Amendments and Budget on Saturday, October 31.  More information on attending these open hearings will be available closer to the time.

Budget Resolutions

 

Committees of Convention

Committee on Budget                                       

The Rev. Andrew Moore, St. Andrew’s, Richmond, Chair
Mr. Jack Schick, St. Peter’s, Arlington
The Rev. Barbara Marques, St. John’s, West Point
Mr. Bob Steventon, St. Paul’s, Alexandria
The Rev. David Lucey, St. Francis, Great Falls
The Rev. Jay Morris, Aquia, Stafford
The Rev. Chris Miller, Immanuel, Old Church, Mechanicsville

Committee on Constitution & Canons                     

Mr. J. P. Causey Jr., St. John’s, West Point, Chair
The Rev. Kim Coleman, Trinity, Arlington
Mr. Tom Baker, St. James’s, Richmond
Ms. Elizabeth Faga, Church of the Resurrection, Alexandria
The Rev. Charles Cowherd, Good Shepherd, Burke
Mr. Thomas Beatty, St. Philip’s, Richmond
The Rev. Kristin Wickersham, St. Peter’s, New Kent 

Committee on Credentials 

Ms. Terry Long, Holy Comforter, Richmond, Chair
Mr.  Bruce LeLacheur, Executive Board member
The Rev. Chuck McCoart, Emmanuel, Alexandria 

Committee on the Journal

Mr. Mark Eastham
Ms. Nancy Chafin
Ms. Erin Monaghan Kamran 

Committee on Related Organizations

The Rev. Emily Krudys, Church of Our Saviour, Montpelier, Chair
Mr.  James Bailes, St. Mark’s, Alexandria
The Rev. Kathy Murray, Beckford Parish, Mt. Jackson & Woodstock

Committee on Resolutions                  

The Rev. Deacon Katherine Ferguson, La Iglesia de Santa Maria, Falls Church, Chair
Mr. Russ Randle, Christ Church, Alexandria
Ms. Sharon Boivin, St. James, Louisa
Dr. George Spagna, Regional President, North Richmond Region
The Rev. Will Packard, St. Andrew’s, Burke
The Rev. Marlene Forrest, St. Philip’s, Richmond
The Rev. Daniel Velez-Riviera, St. Gabriel’s, Leesburg
Mr. Ron Carey, St. Peter’s, Richmond

79th General Convention of the Episcopal Church Approved Proposed Constitutional Amendments and Approved Resolutions

The Episcopal Church passed nine proposed constitutional amendments and approved numerous resolutions at the 79th General Convention held in Austin, Texas in 2018. They are being presented here to the Diocese of Virginia, and shared with all the dioceses of the Episcopal Church, for review and consideration. 

Reports

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

Rules of Order

The Rules of Order for the 226th Annual convention are posted here. Also posted is a compared version in which the proposed temporary changes to the Rules of Order for the 226th Annual Convention are highlighted. The changes are necessary to facilitate the virtual convention that will be held this year because of the current pandemic. The Rules of Order were also October 20, 2020 to reflect new provisions in sections 5B and 5C to require that amendments be filed at least five days in advance of Convention.

Questions or comments may be sent to JP Causey, Chancellor.

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, 2020. 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.