222nd Annual Convention

January 26-28, 2017
Hyatt Regency Hotel, Reston

Convention Information Packet 

Members of Convention should print or download this packet and bring it with them to Annual Convention on Jan. 26-28, 2017, at the Hyatt Regency  in Reston.

 Nominations, resolutions and amendments not included in this packet must be submitted from the floor of Convention. Resolutions and amendments must be accepted by a two-thirds vote of Convention members, and the submitter must bring 600 copies of the document.

 A Supplemental packet of information can be found here.

Part 1: Informational Items
Part 2: Nominations for Elected Positions
Part 3: Nominations for Related Organizations
Part 4: Resolutions Amendments and Budget
Part 5: Reports 1
Part 6: Reports 2
Part 7: Supplemental Packet
Part 8: Courtesy Resolutions
Part 9: Financial Reports

Registration Form

The registration fee for Annual Convention is $265.  We offer an early bird discount if the registration form and fee are received by December 23. The early bird discounted rate is $215. The deadline for Annual Convention registration is January 13.

If paying by check, click here for the paper registration form.
If paying with credit card, click here for the online registration form.

Registration is now closed. Now you will need to register for Convention on-site. 

Convention Workshops

Please click here for the descriptions of the workshops to be offered on Friday afternoon of Convention. 

Hotel

The Hyatt Regency in Reston has set aside a block of rooms at a discounted rate for our Annual Convention.  The rates are as follows:

Single Occupancy: $150.00 per night
Double Occupancy: $150.00 per night
Triple/Quad Occupancy: $150.00 per night

These rates do not include applicable taxes and fees.  The deadline to receive the discounted room rate for reserving your room is Wednesday, January 11.

The Reservation link to the hotel is https://resweb.passkey.com/go/EpiscopalDiocese2017

For a map of the hotel please click here.

Parking

Please be aware that there is a maximum $18 daily self-parking fee and $15 overnight self-parking fee for any Annual Convention attendees using the parking deck attached to The Hyatt Regency Hotel in Reston. Valet rates are higher. There is also an expense for street parking. For additional information and specific hourly rates, please click here

Child Care

If you have questions or needs regarding child care during the Convention, please contact Allison Pace at apace@Thediocese.net.

Draft Agenda

Click here for the draft agenda for the 222nd Annual Convention.  Please note that this agenda is subject to change.

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 January 13.  If you have any questions about being an exhibitor, contact Ms. Altaffer directly.  Her contact information is below:

Ms. Courtenay Altaffer
SFMM, LLC
904 Princess Anne Street, Suite 204A
Fredericksburg, VA  22401
(804) 313-1254
ctaltaffer@verizon.net

Nominations

Nominations are accepted for the following positions that will be filled at Annual Convention:

Standing Committee:  Two (2) members of the Lay order and two (2) members of the Clergy order will be elected to serve three-year terms.
General Convention Deputies:  Four (4) members of the Lay order and four (4) members of the Clergy order will be elected to represent the Diocese at the 79th General Convention of The Episcopal Church at its meeting in Austin, Texas, in July 2018.  Up to four (4) alternates for each order will also be elected.
Provincial Synod Deputies:  Two (2) members of the Lay order and one (1) member of the Clergy order will be elected to represent the Diocese on the Province III Synod.

The nomination form is also used by the Diocesan Missionary Society, Trustees of the Funds, Virginia Diocesan Homes and Bloomfield to present proposed new board members of these Related Organizations for election by their respective organizations.  These nominations are reviewed and presented to Annual Convention by the Committee on Related Organizations.  If you are interested in serving on one of these boards, you should contact these organizations directly.  Nominations will be posted here as they are submitted. The deadline for submission of nominations is Wednesday, January 11

Resolutions

The guidelines for submitting a resolution for consideration by Annual Convention is attached.  The deadline for submission of resolutions is Wednesday, January 11

Courtesy resolutions are also presented and considered at Annual Convention.  The deadline for submission of courtesy resolutions is Wednesday, January 11. 

Resolutions will be posted here as they are submitted.  All resolutions will be reviewed by the Committee on Resolutions and presented at Annual Convention for consideration and action.  People 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 Constitutions and Canons

The guidelines for submitting amendments to the Constitutions or Cannons of the Diocese of Virginia for consideration by Annual Convention are attached.  The deadline for submission of resolutions is Wednesday, January 11

Amendments will be posted here as they are submitted.  All resolutions will be reviewed by the Committee on Constitution and Canons and presented at Annual Convention for consideration and action. Delegates 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 for the 2017 budget is found here.

Delegates are encouraged to comment on the proposed 2017 budget. Please send all comments about the proposed budget to budget@thediocese.net

Reports

Reports will be posted here as they are received from committees, commissions, and related organizations.

Awards

Below are the links to the diocesan awards nomination forms that are presented at Annual Convention:

Biggar-Power Award for Older Adult Ministry
Bishop’s Outreach Award
Harriet “Happy” Pullman Award
Meet Me in Galilee Award

Award nomination forms should be submitted no later than January 11, 2017 to their respective sponsoring groups.

Annual Convention Delegate and Church Forms

Parishes that still need to submit their Certificates of Election (COE) and their Confirmed Communicants in Good Standing (CCGS) please download the attached forms.  Please complete and submit BOTH of these forms to Bill Martin at bmartin@thediocese.net as soon as possible.

Regional Presidents or Deans who need to submit their Youth Delegate Certificate of Election (COE) form can download it here.  Please complete and submit this form to Bill Martin at bmartin@thediocese.net.

The Collegiate Delegate Certificate of Election (COE) form is found here. Please submit the form to Bill Martin at bmartin@thediocese.net.