Synod Assembly in action
Synod Assembly 2022
of the
West Virginia-Western Maryland Synod

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Contents
Call of the Assembly

By order of the Synod Council of the West Virginia-Western Maryland Synod of the Evangelical Lutheran Church in America, a regular meeting of the Synod Assembly shall convene on Saturday, 4 June 2022, at 10:00 AM, at the Mon County 4H Center, Mylan Park, Morgantown, WV.

Though first announced in December. Synod Assembly is officially announced by the "Call of the Assembly," that must be issued 60 days prior to the convening of the assembly. So, this information has been up for a while, but, now, it really counts.

Agenda

As this is a regular meeting of the Synod Assembly, all business required by the governing documents will be on the agenda. That includes an explicitly enumerated set of reports and elections. New business is also allowed, but there are rules currently in place that set a deadline for submission of nongermane resolutions and memorials (see here).

The proposed agenda will be published in The Pre-Assembly Bulletin of Reports. It is subject to amendment by the assembly.

COVID Mitigation

Synod Council, in its 9 April 2022 Synod Council meeting, determined that this assembly's COVID mitigation policy shall be whatever the standard is of the CDC, WV State, and Mon County Health Department, and, where this is conflict among them, the higher standard prevails. Synod Council reserves the right to change this closer to the assembly. To be sure to receive information on last minute changes, sign up for our text messaging service.

Registration

Registration Deadlines

  • 22 May 2022: In order to receive notice of publication of the Pre-Assembly Bulletin of Reports, registration must be submitted online by close of business 22 May 2022. Those registering after this date will be responsible for accessing the Synod Assembly page themselves (or through their agent) in order to obtain Synod Assembly reports and materials.
  • 31 May 2022: Online registration closes at the end of the day. Those registering after this date will be responsible for for accessing the Synod Assembly page themselves (or through their agent) in order to obtain Synod Assembly reports and materials.
  • 4 June 2022: You may register the day of the Synod Assembly. A downloadable registration form will be posted on this page after on-line registration closes. If registering the day of the Synod Assembly, please download the form, print it out, fill it out, and bring it with you to the Synod Assembly, reporting to the registration desk for submission and processing.
Note well, those who register online and provided email addresses or opted into our text messaging service, will be notified if the Synod Assembly is cancelled or postponed. Without prior on-line registration, we won't be able to contact you.

Voting Member Minimum Requirements

Voting members fall into two classes: clergy and laity.

Laity voting members are elected by their congregations (either Congregation Meeting or Congregation Council, depending upon the local practice). Laity voting members, in addition to election by their congregations, must be voting members of their congregations (voting members being confirmed members who have made a contribution of record and communed in the congregation during the current or preceding calendar year). Some laity voting members are enfranchised by virtue of being a member of Synod Council or being the lay chair of a conference.

Clergy voting members are those under letter of call or those enfranchised under our governing documents or by the Synod Council under one of several special classes.



Register On-Line Here!
Click for form

On-Line Registration

On-line registration for Synod Assembly 2022 is now open! The first registration deadline is 22 may 2022. Click here to review all registration deadlines.

On-Site Late Registration

You can register on-site. The On-Site Late Registration Form will be posted after on-line registration closes 31 May 2022. Please use this option as a last resort.

Alternate Voting Member Registration

If you are an alternate for someone who has already registered but now is not attending, one of the following applies to you.

  • If it is known that you are going to be replacing someone who had already registered, and it is prior to the closure of on-line registration (31 May 2022), fill out the On-Line Registration From and email the Synod Assembly Registrar (Registrar@WV-WMD.org) that you the alternate.
  • If on-line registration has closed, complete the On-Site Late Registration Form mentioned above, filling in the information for alternates.


Dispensation from M-F VM
Click for form

Dispensation from Requirement for Male and Female Laity Voting Members from a Congregation

Normally, a congregation is to send one male and one female voting member. Dispensation, however, may be requested of the Synod Council. For smaller congregations, in particular, it may be difficult to find both a male and a female willing/able to attend. To request dispensation, please complete this form: Dispensation from M-F VM Requirement. Requests for dispensation will be processed, at minimum, weekly. In the meantime, proceed with registration of your voting members until informed to the contrary.

Other Important Stuff

Resolutions & Memorials

Are you planning on submitting a resolution or a memorial? Click here!

Reports & Exhibits

Are you planning on reporting or exhibiting? Click here!

Synod Assembly 2022: Nuts & Bolts

Date(s)

4 June 2022

4 June 2022 was announced (by website, Roadshow, and facebook) on (or about) 1 December 2021 as the anticipated date of Synod Assembly 2022. At the same time, it was announced that the assembly would convene at the Mon County 4H Center, Mylan Park, near Morgantown, WV.

Adjourned Meeting

Synod Council has not yet reserved a date for an adjounred meeting of the Synod Assembly. It is hoped that all work can be completed in one day. A second day will be necessary under two conditions (otherwise we are done at the end of the first day and go home without having to come back):

  • The SA has uncompleted required business under the CBCR/WV-WMD or RONR.
  • The SA has business, though not required, it wishes to take up on a second day.

An adjourned meeting is not a special meeting; it is a continuation of session. Folks often get the terms inverted. A "meeting" is a discreet sitting for business without more than a momentary recess of short duration, the assembly members remaining in the immediate area and prepared to return to work. A dinner break, break for mass, or the overnight break constitutes a break that ends a meeting. The "session" is the work of the assembly that is governed by one agenda. So, our assemblies are already made up of at least three meetings in one session. An adjourned meeting is the next meeting in a series of meetings that make up the session. With an adjourned meeting,

  • We continue business where we left off;
  • There is no new registration process, all the voting members at the first meeting continuing as voting members in the next;and
  • Alternate voting members can be seated through the Committee on Registration should those originally serving be unable to continue.

Everything mentioned here is already the case with our Synod Assembly, but we may not have recognized it as such. Again, the major difference is the longer period of time between meetings.

Mon
                County 4H CenterVenue

The Mon County 4H Center is located in Mylan Park, two miles west of I-79 Exit-155, providing easy access for travelers (click here for google map). You can visit the facility online at its Mylan Park website. We are renting both the indoor and outdoor pavilion, with the assembly business planned for the indoor space and the outside space available for exhibitors and socialization. Synod Council retains the option to move to the assembly chamber to the outdoor pavilion in response to pandemical and/or weather conditions.

DiningDining Guide
Click here to review just some of the dining options in the area.
Dining

There are ample dining options, ranging from fast food drive-thru to high class sit-down, within a short drive, the Gateway complex and University Town Centers being two and three miles away respectively. Drive a little further, and even more options become available. Lunch will be an extended period of time not only to allow attendees to eat with some leisure but also to allow the tellers to count ballots. It will also be possible for attendees to pack their own picnic lunches and eat at the pavilions (or anywhere else in the park). Lunch is not included in the registration package.

LodgingLodging Guide
Click here to review just some of the lodging options in the area.
Lodging

While the assembly is planned as a one-day event, some may still opt for overnight accommodations. There is ample lodging in the area for anyone wishing to secure accommodations, and, it not being a WVU home football weekend, availability and prices should be reasonable. Of course, many will prefer to simply travel in the morning and return home when we wrap up. A lodging guide is available for your perusal, but there are many other options that are not listed. The lodging guide does not imply endorsement. Lodging can be had in the Morgantown area at a wide variety of pricepoints and accommodation level. Lodging is not included in the registration package.

Cost

Synod Council has set the registration fee at $0.00---that's right: free registration for the second year in a row! This is possible because of aggressive cost-cutting measures by SAPComm, redesign of the Synod Assembly, an amazingly good deal on the meeting venue, and a surplus in the Synod Assembly fund.

Synod Assembly Communications

Keeping abreast of all the information connected with Synod Assembly isn't easy. To assist, we automatically enroll registered attendees onto a dedicated email list. Other means of communication (the synod website, Facebook, and The Bishop's Road Show) are also employed. Visit our Synod Assembly Communications page for more information.

Cell
                  iconSMS/ Text Messaging

We've added a simple text messaging service to let you know when announcements related to Synod Assembly are published. Click here for more info.

Keep Informed
Subscribe to The Bishop's Roadshow for updates on the Synod Assembly.

Reserving the Right to Postpone or Cancel

Concerns about the pandemic have not abated. Synod Council continues to monitor the situation and reserves the right to postpone or cancel the Synod Assembly in response to the pandemical situation. At the same time, the state, the local health department, or the venue may respond to the a change in the pandemical situation that precludes our gathering.

Why This Way?

Synod Assembly 2021 posed the greatest challenge ever faced by this synod in planning and holding an assembly. As we are not yet out of the pandemic and pandemical conditions change quickly, we are approaching this year with similar caution. A formal decision on COVID protocols for the assembly will be made at the 9 April 2022 Synod Council meeting, but the synod Council reserves the right to modify them in response to the situation on the ground.

Additionally, while not a perfect assembly---what assembly is ever perfect?---feedback was generally positive, and Synod Council deemed it reasonable to attempt replication of several aspects.

Reviewing the COVID-19 Concerns for Synod Assembly 2021

Initial plans for the Synod Assembly 2021 were laid out and accepted in principal by Synod Council at its October 2020 meeting. At the time, both risk mitigation and pandemic psychology were forefront in the Synod Council's thinking. The following assumptions drove planning:

  • An easing of government restrictions and recommendations could not be expected, meaning social distancing, masking, attendance caps for indoor venues, and food service requirements (e.g., no buffets) would all still be in place;
  • There would be a general uneasiness on the part of potential voting members to stay in hotels/motels;
  • Potential attendees would be dissatisfied with the cost and quality of boxed meals and/or would be uncomfortable with social dining (if even allowed by the government or venue); and
  • The sine qua non of the Synod Assembly is the conduct of business.

With these assumptions, the following planning goals were accepted:

  • Synod Assembly should be in a high-ventilation context (e.g., an pavilion, amphitheater, field house, etc.);
  • Synod Assembly should be as short as possible (with a proposed agenda including only those items of business required under the governing documents of the Synod and RONR);
  • Synod Assembly should be planned to be held over two non-consecutive days and arranged such that it may adjourn sine die at the end of the first day if the work of the assembly is completed or deems the second day unnecessary;
  • Synod Assembly should be held within a reasonable distance to the travel-calculated geographic center of the Synod; and
  • Synod Assembly should be held in proximity to multiple dining options with an extended lunch hour.

SAPComm, monitoring the pandemical situation, concluded that an open-air assembly, social distancing, and mandatory masking were no longer necessary but, being of the opinion that flexibility for response to possible variants and new waves of the coronavirus, chose to retain some of the planning parameters.

Synod Council reviewed SAPComm's work, settling on some details and leaving others to the committee for further work. As mentioned, details will be posted as they develop and can be formatted for presentation.

Pre-Assembly Bulletin of Reports

www
Pre-Assembly Bulleting of Reports
Download link will be active 10 days before the assembly convenes

The Pre-Assembly Bulletin of Reports for Synod Assembly 2021 will be posted 10 days before the assembly convenes on our web-based Manula platform. You can navigate the Pre-Assembly Bulletin of Reports by using the table of contents in the left of your Manula interface (on a computer) or in the upper left corner (on a mobile device).

Late reports and additional information will be posted integrated into the Pre-Assembly Bulletin of Reports as we receive them. To be alerted of such updates, you may want to subscribe to our text message (SMS) service for Synod Assembly matters; click here to learn more.

PDF
Pre-Assembly Bulletin of Reports
Download link will be active 10 days before the assembly convenes

Caveat Lector! Internet connectivity may be limited at the venue. We recommend printing or downloading to a mobile device those parts of The Pre-Assembly Bulletin of Reports that you will want access to at the venue. The master PDF (see below) has everything you might need on site, but, if you want to be more selective, these sections are vital:

  • Assembly Program & Agenda
  • Rules of Order for the Assembly
  • Assembly Committees and Staff

For elections, we encourage possession of the following, but one could do this work at home, prior to the assembly, making your own voter guide:

  • Report of the Nominating Committee (Report of the Nominating Committee, Part 1)
  • Nomination Information (Report of the Nominating Committee, Part 2)

For legislative work, we encourage possession of the following:

  • Proposed Budget for FY2023-2024
  • Report of Reference & Counsel (with all attachments).
While it is possible to download or print individual pages of The Pre-Assembly Bulletin of Reports from the Manula platform, the master PDF will be available 10 days prior to the assembly. It can be downloaded from the Manual platform (look for the "Download as PDF" button on your interface.

Synod Assembly 2022: Submissions

Nominations 2022

Deadline for Nominations
  5 April 2022

The public input phase for nominations associated with Synod Assembly 2022 will closed 5 April 2022. Floor nominations will be allowed (as well as write-ins during the election) at the assembly. To learn more about what positions will be up for election at Synod Assembly 2021 and how to recommend people for nomination to those positions, visit our Nominations & Elections Page.

Reporting to/at the Assembly

Deadline for Reports
25 April 2022

There are some significant changes this year when it comes to reporting. Please visit our Reporting to/at Synod Assembly page for more information.

Exhibiting at the Assembly

Deadline for Exhibit Application
  5 May 2022

There are some significant changes this year when it comes exhibiting. Please visit our Exhibiting at Synod Assembly page for more information.

Resolutions & Memorials

Deadline for Resolutions and Memorials
15 May 2022

As this is a regular meeting of the Synod Assembly, the introduction of non-germane new business is not only permitted by expected. Those interested in introducing new business should note the deadline, 15 May 2022. Understand, early submission is advantageous. Visit our Resolutions & Memorials page for details on submission, format, etc..



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This page was last updated 14 May 2022