2011 program book c plan of organization

Forty-third Session of theWest Michigan Annual Conference

The United Methodist ChurchCalvin College, Grand Rapids

June 1-4, 2011

CPlan of OrganizationRules of Order

2011 301

BOOK C

PLAN OF ORGANIZATION

and

RULES OF ORDER

WEST MICHIGAN ANNUAL CONFERENCE 2011

TABLE OF CONTENTS

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NOTE: This booklet begins with number 301 so as to keep the numbers different from those in any other Annual

Conference materials. You will also notice that each item is numbered consecutively.

ITEM SUBJECT PAGE

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PLAN OF ORGANIZATION................................................................................................... ........ 302

RULES OF ORDER.................................................................................................................... ........ 323

PROCEDURES TO SUBMIT REQUESTS TO JUDICIAL COUNCIL.................... ........ 338

INSTRUCTIONS FOR ANNUAL CONFERENCE PETITIONS................................ ........ 339

VOLUME 1 AVALAILABLE ONLINE ONLY................................................................. ........ 339

PARLIAMENTARY MOTION CHART ............................................................................. ........ 340

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302 PLAN OF ORGANIZATION 2011

XIII. PLAN OF ORGANIZATION1

Structure of the West Michigan Conference2as adopted June, 1990, effective January 1, 19923

Revised June 201045

O U T L I N E67

I. INTRODUCTION8A. Preamble to the Plan of Organization9B. The West Michigan Conference PURPOSE STATEMENT10C. Organizational Principles11D. Definitions12E. General Provisions13F. Changes in the Plan or Organization14

15II. DISTRICT16

A. District Conference17B. District Council on Ministries18

19III.ANNUAL CONFERENCE20

A. Standing Committees21B. Conference Ministries22

1. Organization232. Meetings243. Responsibilities254. Conference Organizational Units:26

a. Director of Connectional Ministries27b. Council on Ministries28

1) Membership on the Conference Council on Ministries292) Officers303) Meetings314) Committees325) Reports336) Conference Program Staff34

c. Agencies amenable to the Conference Council on Ministries351) Conference Ministries36

a) Board of Church and Society37b) Board of Global Ministries38c) Board of Higher Education and Campus Ministry39d) Commission on Christian Unity and Interreligious Concerns40e) Commission on Religion and Race41f) Commission on the Status & Role of Women42g) United Methodist Men43h) United Methodist Women44i) UMCOR/Hunger Committee45j) Committee on Prison Ministry and Concerns46k) Michigan Area Indian Workers Conference47l) Conference Committee on Disability Concerns48

2) Communications and Records Ministries49a) Communications Commission50

3) District and Local Church Ministries51a) Board of Christian Camping52b) Board of Discipleship53c) Board of Evangelism54d) Emergency Preparedness Committee55e) New Church Establishment and Development Committee56f) Racial/Ethnic Local Church Committee57g) District Ministries (District Councils on Ministries or the equivalent)58


d. Finance and Property Ministries11) Council on Finance and Administration22) Board of Trustees33) Board of Pension and Health Benefits44) Committee on Equitable Compensation55) Commission on Archives and History6

e. Human Resources Ministries71) Board of Lay Ministries82) Board of Ordained Ministry93) Cabinet104) Conference Personnel Committee115) Joint Committee on Disability126) Area Committee on Episcopacy137) Conference Nominating Committee148) Committee on Leadership Development15

f. Other Conference Organizational Units161) Units With Conference Fiscal and Governing Control172) Units Under Annual Conference Fiscal Control183) Units Under Conference Governing Control194) Units With Annual Conference Affiliation205) Units With Annual Conference Representative Affiliation21

22I. INTRODUCTION23

A. Preamble to the PLAN OF ORGANIZATION:24The “Plan of Organization” serves to order the life of the West Michigan Annual Conference in mission and ministry25as we seek to fully realize the 21st century vision of “each alive in Christ, all connected in mission.” Under girding26the organizational structure are the core values held by the Annual Conference. These core values enliven the27relationships within the structure and shape our common identity as West Michigan United Methodists.28The West Michigan Annual Conference will:29

Be Biblically Based and Spiritually Centered, in that it is30... formed in Christ and led by the Holy Spirit31... the basis for relationships32... the basis for missional outreach33... marked by joy, honesty, perseverance, justice and risk-taking34

Be Interactive, in that it is35... flexible, responsive, accessible, and provides strong communication36

Share Power, in that it37... is respectful, participative, and inclusive38... promotes a collegial community39... frees people for ministry.40

41B. The West Michigan Conference PURPOSE STATEMENT:42The West Michigan Annual Conference is a link in the connectional chain of United Methodism joining together the43General Conference, the Jurisdictional Conference, the Districts and the local congregations in reaching out in44ministry to the world. Our collective purpose as an Annual Conference is to:45

1. Demonstrate our faith as disciples of Jesus Christ guided and empowered by the Holy Spirit, and proclaim the46Gospel of Jesus Christ to all persons with the hope they, too, will become disciples;47

2. Provide opportunities for biblical learning, spiritual growth, leadership development and worship in order to48nurture, equip and support persons for Christian life and ministry;49

3. Establish and sustain congregations who endeavor to serve Jesus Christ in society, practicing and teaching50thoughtful stewardship of human, natural and financial resources;51

4. Inspire, recruit, develop and support laity who will lead, assist and enable congregations and individuals in the52ministry of Jesus Christ within the West Michigan Conference and the whole Church; and53

5. Inspire, recruit, develop, support and appoint pastors and Diaconal Ministers who will lead, assist and enable54congregations and individuals in the ministry of Jesus Christ within the West Michigan Conference and the55whole Church.56

57


C. Organizational Principles:1The organizational structure outlined herein has these principles:2

1. To create organizational units at District and Conference levels which are compact and focused to best enable3and equip the work of the local congregations; and4

2. To keep the basic membership of organizational units small yet adequate to provide developing programs,5thereby permitting more persons to be doing ministries planned than planning the ministries; and6

3. To encourage all organizational units to accomplish their work by creating task forces of their own choosing7as needed to do their work, using persons interested in doing a particular task for a designated time, not to8exceed two years and then dissolving that task force group. In creating a task force the organizational unit9shall inform Conference Nominating Committee of such action indicating the names of those on the task10force and the date of its creation; and11

4. To allow District conferences and District Nominating Committees to design their own District Council on12Ministries, or the equivalent, structures as they choose to do the ministries that will happen on the several13Districts.14

5. To recommend that The Conference Nominating Committee seek to achieve in all its nominations, the goal of151/3 laymen, 1/3 laywomen, and 1/3 clergy with racial/ethnic representation in each organizational unit.16

6. To emphasize the importance of nominating persons who expect to serve on a unit for at least four years.17Although elections are annual, continuity of leadership is important, especially in smaller units.18

7. To ensure the representation of youth on all organizational units of the Church and to affirm youth as vital19members of the Church of today.20

21D. Definitions:22

1. "Ad hoc" - for the purpose of particular end at hand.232. "Agency" - a term to describe the various boards, councils, commissions, committees, divisions, or other24

units constituted. See ¶¶610 and 701, 2008 DISCIPLINE for fuller definition.253. ”At-large" - without regard to geography, specific responsibilities, or any other classification.264. "Board" - one of the nine (9) program units of the Conference (Christian Camping, Church and Society,27

Discipleship, Evangelism, Global Ministries, Higher Education and Campus Ministry, Board of Laity,28Ordained Ministry (program only) each responsible to the Conference Council on Ministries and having29direct relationship with similar General Church agencies as well; The Board of Trustees, and the Board of30Pension and Health Benefits each responsible to the Conference and having direct relationship with similar31General Church agencies.32

5. "Conference" - Hereafter the word Conference shall mean The West Michigan Conference of The United33Methodist Church.34

6. "Co-opt" - to choose or elect as a member for a particular task or purpose.357. "Conference Staff" - Director of Connectional Ministries and Program Coordinators of the Conference36

Council on Ministries, Conference Treasurer/Administrator, and such other program and/or administrative37full-time employees as may from time to time be provided.38

8. "DISCIPLINE" - the word “DISCIPLINE” shall mean The Book of Discipline of The United Methodist39Church as revised quadrennially.40

9. "Matrix management style" - coordinated system which works with intentional interweaving of operations41and cooperation of organizational units to achieve an agreed upon end.42

10. "Ministry Team" - employed leaders of the Annual Conference comprising the Bishop, Clergy Assistant to43the Bishop, the District Superintendents, the Director of Connectional Ministries, the Director of44Communications, the Conference Treasurer/Administrator (all of the aforementioned comprise the Full45Cabinet), the Conference Program Staff members, and the Director of the United Methodist Foundation.46

11. "Organizational Unit" - an officially established council, board, commission, division, committee, task47force, council, section of the Conference. Means the same as "agency".48

12. "Task force" - a small group selected to work for a designated time not to exceed two years on a designated49assignment, then to be dissolved when the task is completed. Membership on a task force may come from50anywhere, i.e., is not restricted to membership on the parent group. Persons may serve on a Task Force who51has membership on other organizational units, if they choose. In the formation of the task force, attention52should be given to inclusiveness (laity, clergy, gender, race and age.)53

13. "Ex-officio" - members on an organizational unit because of office or position with voice and vote unless54otherwise stated.55

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E. General Provisions:11. Membership eligibility. Only members of The United Methodist Church shall be eligible for membership2

on an organizational unit--task forces excepted--unless permitted otherwise by the DISCIPLINE,3Conference, or this Plan of Organization.4

2. Conflict of interest. No person receiving compensation from a Conference unit shall be eligible to be an5officer on an organizational unit from which he/she would receive compensation, unless required by the6DISCIPLINE, this Plan of Organization, or the expressed intention of this Conference. Care shall be given7to avoid, as much as possible, appearance of conflict of interest of persons serving on organizational units8who at the same time work with congregations or other bodies who receive funding from the Conference.9No member of an organizational unit shall vote on any matters pertaining to Conference or District10funding for any congregation or agency by which he/she is employed.11

3. District Superintendency. The District Superintendents shall not be eligible for membership on any12organizational unit of the Conference except as required by the DISCIPLINE or the expressed intention of13this Conference. Superintendents shall (A) serve as voting members of the Conference Council on14Ministries; (B) serve as voting members of the respective District Councils on Ministries or the equivalent,15and the several District Committees, etc. that exist. (C) One District Superintendent shall be named by the16Bishop to serve as a member without vote on (1) the Board of Ordained Ministry, (2) The Council on17Finance and Administration, and with vote on (3) the Commission on Equitable Salaries, (4) and the18Personnel Committee. For communication purposes District Superintendents may receive mailings and19maintain contact with chairpersons of other organizational units but they shall not be expected to attend20meetings of those units. Any person serving on a conference organizational unit who is appointed to the21Cabinet shall end such service at the Annual Conference when the appointment commences, or at least by22the next Annual Conference if it is a mid-year appointment. Nothing in these provisions shall be23interpreted as preventing a District Superintendent from serving on any Jurisdictional or General Church24agency, nor a Board of Trustees (or other governing body) of any group whose essential membership is25not selected by this Conference.26

4. Tenure. No person elected by the Annual Conference shall serve for more than eight (8) consecutive years27from the date of his/her election on any organizational unit, or predecessor unit. Following any service of28eight (8) years, there shall be a period of at least two (2) years before re-election to the same unit is29possible. Persons elected shall serve until their successors are elected or appointed, even if this extends for30a brief period the limit of their eight (8) year tenure.31Exceptions to the rule of tenure are:32

a. the Board of Ordained Ministry who are elected and serve, in accordance with the current33provisions of THE BOOK OF DISCIPLINE;34

b. The Rules of Order Committee and the Conference Facilitator who are elected annually;35c. Those units listed under Article III., Section C.4.E. Other Conference Organizational Units. On36

these agencies, their election procedures, tenure, etc. shall take precedence.375. Membership Restriction. A person shall not serve simultaneously as a member of more than one board.38

A Chair of any Conference board shall not serve on another Conference agency unless as an ex-officio39member; exceptions could occur for missional reasons or when specific expertise is required by an agency.40No person shall be elected to serve on an organizational unit in more than one capacity. However, for a41limited time, persons who offer a specific missional value may serve in an advisory capacity without vote42on an organizational unit to which they have not been elected. If a person serving on a Conference unit is43elected to serve on a Jurisdictional or General Conference agency that is different than the one they44presently serve in the Conference, that person may relinquish membership on the former Annual45Conference unit and shall become a member of the Annual Conference unit that corresponds to the one46served on a general church level.47

6. Vacancies. In the event of a membership vacancy on any organizational unit, the chairperson of such unit48shall be entitled to select a person to fill that vacancy for no longer than the current Conference year.49Consultation with the Conference Nominating Committee chairperson will occur as this is done, and50consideration of other general provisions will be kept in mind. The appropriate nominating body will then51in due process act to fill the position that was vacated. Any person selected to fill a vacancy shall be52eligible for nomination and election at the ensuing Annual Conference subject to the tenure rules. In the53case of the Board of Ordained Ministry, if the remaining tenure of that vacancy was two years or less for a54quadrennium, that time shall not apply to the tenure rule.55

7. Chairpersons and Membership. Elections of Chairpersons and selection of members of Conference56organizational units.57

Chairpersons and members of organizational units named herein, shall be nominated by the Conference58Nominating Committee and elected by the Annual Conference.59


Exceptions to this process are:1a. Members and Chairs of Board of Ordained Ministry, Clergy Committee on Investigation, Joint2

Committee on Review, and The Conference Nominating Committee who are nominated by the3Bishop/Cabinet and4

b. Chairpersons of Conference Council on Ministries, Council on Finance and Administration, Board5of Trustees, Board of Pension and Health Benefits, Board of Ordained Ministry, the Area6Committee on Episcopacy, the Rules of Order Committee. These Chairpersons shall be elected by7their respective organizations.8

The following process shall be used:91) Organizational units under this process shall be all Area and Conference boards,10

Commissions, Committees, the Conference Council on Ministries, the Council on Finance11and Administration, Conference Trustees (see above exception), and the Leadership12Council.13

2) Organizational units may suggest to the Conference Nominating Committee persons to be14considered for nomination as members and chairperson on said unit.15

3) Not later than March 15 in any year when a new Chairperson is to be selected (or16immediately in the event of a vacancy), a unit may advise the Conference Nominating17Committee of one or more persons it would place in nomination for such office;18

4) The respective organizational units shall nominate and elect, following the Annual19Conference election of their chairperson, such other officers as they deem helpful for doing20their business. Such elections will occur at any regular or called meeting for such purpose21keeping in mind that presently elected officers continue until their successors are duly22elected.23

5) While election of chairpersons and other officers may happen at any time, there is a historic24process that such elections shall normally occur at the Annual Conference of the year when25General Conference convenes. Potentially this provides new leaders the training, which26normally occurs following Jurisdictional conferences.27

6) Each organizational unit will be intentional in seeking a balance of 1/3 laymen, 1/328laywomen, and 1/3 clergy and to be representative of age and racial/ethnic persons. The29Conference Nominating Committee has the task of seeking these balances.30

7) Any positions that are nominated by the Conference Nominating Committee and elected by31the Annual Conference and are still open at the close of the Conference shall be filled by32the Committee on Nominations in consultation as necessary with the Bishop, the Cabinet33and/or the organizational unit affected. Any person selected to fill such an opening shall be34eligible for nomination and election at the ensuing Annual Conference subject to tenure35rules.36

8. Executive Committees. Unless otherwise prohibited by the DISCIPLINE, the Annual Conference, or this37Plan or Organization, a duly elected executive committee of any organizational unit is authorized to act between38meetings on behalf of such unit to implement or effectuate policies and/or actions of the organizational unit.39

40F. Changes in the Plan of Organization41This Plan of Organization shall always be changed so as to conform to The Book of Discipline.42

1. By submission of a Petition to the Conference as provided for in the Rules of Order, or a Response43Petition according to the same aforementioned process;44

2. Petitions for a change in this Plan or Organization shall be referred, first, to the Rules of Order45committee for its comment and recommendation in writing; and, second, to the Annual Conference for46its action as it is reported to the Conference.47

3. When two thirds (2/3) of the members of the Conference present and voting, vote in favor of the48amendment or change this Plan shall be so amended or changed.49

50II. DISTRICT51

A. District Conference52There shall be a District Conference on each District in the Annual Conference.531. It shall meet at the time and place specified by the District Superintendent with at least fourteen (14)54

days public notice552. Membership of the District Conference shall be:56

a. The following persons from each local church on the District: all pastors; lay leader;57president of the United Methodist Women; president of the United Methodist Men;58chairperson of the Council on Ministries and/or Administrative Council; chairperson of the59Finance Committee; church school superintendent; chairpersons of the Missions and60Evangelism Work Areas; chairperson of the Trustees; chairperson of the Pastor Parish61


Relations Committee or Staff Parish Relations Committee; Lay Member(s) of the Annual1Conference elected by the congregations of the District; and lay members of Annual2Conference elected by District Conference.3

b. All members of the District Council on Ministries of the District (see Section B following).43. In addition to such items as shall be determined by the District Conference, Council on Ministries,5

and/or the Superintendent as being necessarily a part of its order of business and rules of order, there6shall be the following:7

The District Conference shall be held prior to March 10th. At this meeting the District Conference8shall place on its agenda these items:9

a. From the floor of the Conference the nomination of a Nominating Committee, of which the10District Superintendent shall be the chairperson, and upon election the Committee shall be11charged to prepare the nominations for the subsequent year's election of such officers as are12needed.13

b. Annually each District Conference, if requested by the Conference Nominating Committee,14shall elect those persons requested to serve organizational units.15

c. Annually each District Conference shall elect the members of its District Council on16Ministries (See Section B following). These shall be elected upon the nominations offered17by the District Nominating Committee, providing that at no time shall nominations from the18floor of the District Conference be denied. Vacancies shall be filled by the Nominating19Committee subject to election at the next meeting of the District Conference.20

d. The adoption of any goals or priorities of programming shall be forwarded to the21Conference Council on Ministries for coordination into the conference program and to22provide funding for the same.23

e. Any special asking for finances in order that it may be correlated by the Conference24Council on Finance and Administration with the total financial projections within the25Annual Conference.26

4. Other meetings of the District Conference may be held during the year at the call of the District27Superintendent, the Bishop, or one third of the District Council on Ministries, upon notice to the28churches of at least fourteen days.29

30B. District Council on Ministries or the equivalent:31

1. The District Council on Ministries, or the equivalent, shall be the basic unit of connectional32organization for District programming. The authority of the District Council, or the equivalent, is33limited only by the provisions of the DISCIPLINE, actions of the Annual Conference, and other parts34of this Plan of Organization.35

2. Each District shall develop those ministries it shall choose to undergird the ministries of the36congregations within the District, and those given to it by the Annual Conference.37

3. Each District through its nominating process and District Conference shall select the structure which38shall best serve that District in order to accomplish those ministries it chooses and are given it by the39Annual Conference.40

4. Membership and Organization:41a. The following may be members of the District Council on Ministries, or the equivalent:42

1) The District Superintendent432) District UMCOR/Hunger Coordinator443) District Lay Leader (District Board of Laity)454) District Lay Members at large of the Annual Conference465) District President of the United Methodist Women476) District President of the United Methodist Men487) District President of the United Methodist Youth498) District Secretary of Global Ministries509) District Disaster Response Coordinator5110) Members of the following groups on the District or persons fulfilling these52responsibilities53

a) Finance & Property54(1) Board of Church Location & Building55(2) Church Extension (New Church Development) Committee56(3) Finance57

b) District & Local Church committees and organizations recognized by The58United Methodist Church.59


(c) Human Resources1(1) Ordained Ministry2(2) District Superintendency Committee3(3) Leadership Development4(4) Nominating Committee5(5) Funding of the District Councils on Ministries or the equivalent.6

5. A District, in order to fulfill the responsibilities above, must have control over allocation and use of7funds for program purposes in that District. Such funds shall be made available as follows:8

a. Through regular Annual Conference budgetary processes there shall be appropriated from9Annual Conference sources to each District Council on Ministries, or the equivalent, an annual10operational sum.11

b. The Annual Conference Council on Ministries shall determine annually what programs12requested by the Annual Conference are appropriately district related. They shall provide funds13to the respective District Councils on Ministries or the equivalent, to enable these programs.14This statement shall be made at the earliest feasible date to assist the District Councils on15Ministries or the equivalent, in their ministries.16

c. District Councils on Ministries or the equivalent, may have the option of submitting program17and funding requests for ministries on that District to the Conference Council on Ministries for18coordination, acceptance and implementation. Any funding requested of Conference monies,19shall have been approved by the (1) District Conference, and (2) thereafter by the Annual20Conference, including review by the Council on Finance and Administration, for continuation21year after year.22

III.ANNUAL CONFERENCE23A. Standing Committees24The following shall be the Standing Committees of the Session of the Annual Conference: Agenda, Journal,25Memoirs, Program, Reference Committee, and Rules of Order. Membership on the aforementioned shall be as26provided for by The Rules of Order. As provided for in the DISCIPLINE there shall be the Committees on27Investigation respectively for Ordained Ministers and Diaconal Ministers and the Joint Review Committee.28

B. Conference Ministries:29Organizational units of our Conference are grouped with others doing similar kinds of tasks and will function with a30matrix style. We designate three such focuses of tasks:31

Conference Council on Ministries: program tasks of the Conference;32 Finance and Property Ministries: administrative tasks of the Conference; and,33 Human Resources Ministries: personnel recruitment, support and guidance tasks of the Conference.34

Those organizational units relating to the tasks of the Conference Council on Ministries have persons elected to35represent each unit on the Conference Council on Ministries. These organizational units, while having their own36identity, organization, and function as outlined below, may also meet with each other (as whole units, executive37committees, or chairpersons) if they desire, to coordinate programming. The Conference Council on Ministries,38Chairpersons of units, or Conference Staff may initiate such meetings.39Organizational units relating to the tasks of Finance and Property Ministries have their own identity and will40organize and function as outlined below. They are not required to meet with each other in the development of their41work, but they may meet (as whole units, executive committees, or chairpersons), if they choose, to coordinate42programming. Chairpersons of units or Conference Staff may initiate such meetings.43Organizational units will operate similarly under the tasks of Human Resources Ministries.44

1. Organization45The following organizational units shall have membership as designated. Unless specified otherwise, all46members shall be nominated by The Committee on Nominations and elected by the Annual Conference in47accordance with provisions of this Plan of Organization.48a. Chairpersons of each organizational unit (except the Chairpersons of Conference Council on49

Ministries, Conference Board of Lay Ministries, Conference Council on Finance and Administration,50Conference Board of Pension and Health Benefits, Conference Board of Ordained Ministry, and the51Area Committee on Episcopacy), shall be nominated by in accordance with provisions of this Plan of52Organization, and then elected by the Annual Conference. If a vacancy of Chairperson occurs between53sessions of the Conference, The Committee on Nominations may select a Chairperson Pro Temp54(using I., D., 7. B.) to serve until regularly elected by the Conference.55

b. Each organizational unit will itself elect a vice chairperson, secretary, and such other officers as it shall56determine are needed following the election of the chairperson.57


c. Each organizational unit shall determine its own internal organization with reference to standing1committees such as a Nominating Committee, etc., subject to the DISCIPLINE. Chairpersons of2standing committees and task forces shall be selected from the membership of the agency, unless a3non-agency member is approved in advance by the agency chairperson.4

d. Each organizational unit shall have the authority to enlist non-members of that agency in any of their5sub-groups and/or task forces.6

e. In order to provide continuity of leadership, a duly elected chairperson or other officer may continue7on that agency, at the discretion of the organizational unit, until the expiration of that person's tenure8even though the originating membership category (District representative, General Conference Board9member, etc.) may change during that person's tenure as an officer.10

2. Meetings11a. Each organizational unit shall meet at least once annually, and may meet more often to accomplish its12

work on call of its executive committee or chairperson. Meetings are to be scheduled and when13possible published in the Conference calendar of meetings.14

b. A special meeting of the organizational unit may be called by the chairperson, one third of its15membership, or the Bishop upon ten (10) days notice.16

3. Responsibilities17a. To determine the unit's goals, priorities and work in light of the goals and priorities adopted by the18

Annual Conference and transmitted through the Conference Staff.19b. To develop, plan and implement programs in response to and on the basis of needs and requests of the20

districts and of local congregations as well as the General Conference. It is understood that:211) The District Councils on Ministries or the equivalent are responsible for ascertaining and22

communicating to the conference organizational units the needs of the districts and of local23churches along with program and administrative suggestions where possible;24

2) Local churches, or any local church member, may communicate directly with conference25organizational units;26

3) The organizational units may communicate (and promote) the need for program and/or27administrative emphases to the District Councils on Ministries or the equivalent, and in such cases28the organizational unit shall develop and implement program activities in cooperation with the29District Councils on Ministries or the equivalent;30

4) The organizational units shall seek, wherever feasible, the cooperation of the District Councils on31Ministries or the equivalent, in the promotion of specific projects and/or pilot testing programs.32

c. To provide, wherever possible, resources of any kind upon request of District Councils on Ministries33or the equivalent, or of local churches.34

d. To fulfill the responsibilities outlined by the DISCIPLINE, and requested by the Annual Conference.35e. To be the connecting link between the Annual Conference and the corresponding agencies of the36

General Church.374. Conference Organizational Units38

a. Director of Connectional Ministries: There shall be a Director of Connectional Ministries who shall39be the administrator and coordinator of the organization and ministry of the West Michigan40Conference, with the exception of property management and those duties mandated by the41DISCIPLINE to the Conference Treasurer.42

The Director of Connectional Ministries shall:43-- Interpret the vision and mission of the Conference;44-- Link administrative and program ministries;45

-- Supervise Conference Council on Ministries staff and link full-time and part-time Conference46staff, with emphasis on enhancing the ministry of local congregations;47

-- Coordinate the ministry of the Conference Council on Ministries and provide linkage among48the various entities of the Conference;49

-- Serve, in consultation with the Bishop, as the Conference communicator to public media and50other entities within and beyond the Conference;51

-- Promote area, jurisdictional and general church ministry;52-- Serve as a member of the Cabinet;53-- Any other duties given by the DISCIPLINE to a Director of Connectional Ministries or54

equivalent position.55The Director of Connectional Ministries’ office shall serve as a primary information source for56congregational and Conference leaders.57The Director of Connectional Ministries shall be chosen and approved by the Bishop and by the58Personnel Committee.59


The Director of Connectional Ministries, guided by the Personnel Committee, is accountable to the1Bishop and the Conference Council on Ministries. The Director of Connectional Ministries shall be2a member of the Council on Finance and Administration and its executive committee.3

b. Conference Council on Ministries: program tasks of the Conference.4Program ministries of the Conference shall be coordinated, developed, guided, and evaluated by5the Conference Council on Ministries.6

The Conference Council on Ministries may invite other organizational units of the Conference to7meet with them to coordinate, implement and evaluate programs.8

Organizational units related to the Conference Council on Ministries shall cooperate with and be9amenable between sessions of the Conference to the Conference Council on Ministries in matters10relating to the development, implementation, administration and evaluation of the program. All11matters related to Conference programming which are initiated by an organizational unit amenable12to the Conference Council on Ministries shall be submitted to the Council for consideration and13recommendation prior to being submitted to the Conference.14

1) Membership on the Conference Council on Ministries:15a) The Bishop16b) District Superintendents17c) The Conference Lay Leader18d) Conference Secretary19e) The chairperson or representative selected by the chairperson, of each of the following20

twenty-four (23) organizational units:21Board of Church and Society22Board of Christian Camping23Board of Discipleship24Board of Evangelism25Board of Global Ministries26Board of Higher Education and Campus Ministry27Board of Lay Ministries28Board of Ordained Ministry29Commission on Christian Unity30Commission on Religion & Race31Commission on Role & Status of Women32Communications Commission33Emergency Preparedness Committee34Michigan Area Indian Workers Conference35UMCOR/Hunger Committee36New Church Establishment and Development Committee37Committee on Nominations38Committee on Leadership Development39Personnel Committee40Committee on Prison Ministry41Racial/Ethnic Local Church Committee42Homeless Ministries Committee43Conference Committee on Disability Concerns44f) Conference Coordinators of Children, Youth, Adult, and Family Ministries.45g) The Chairperson, or representative, of each of the District Councils on Ministries or the46

equivalent.47h) Two members of the Conference United Methodist Women, one of whom shall be the48

President.49i) Two members of the Conference Youth Council.50j) One member of the Conference United Methodist Men, who shall be its President51k) Four (4) members at large, two of whom shall be young adults if not provided for by52

other categories, nominated by The Committee on Nominations .53l) The following shall be members without vote: Director of Connectional Ministries,54

Director of Communications, Ministry Consultants, Conference Treasurer, the Clergy55Assistant to the Bishop, one member of the Council on Finance and Administration.56


2) Officers1The officers of the Council shall be a Chairperson, a Vice-chairperson, a Secretary, and2other such officers, as the Council shall determine. They shall be elected by the Council.3

3) Meetings4The Conference Council on Ministries shall meet as a total body at least once a year on a5date(s) set in advance and published in the Conference calendar. Special, non-scheduled6meetings may be called by the Bishop, its Chairperson, or one third of the Council7membership upon 10 days notice. A Quorum of at least one-half of the voting membership8shall be necessary at such a special meeting in order to transact business.9

4) Committees10a) Executive:11

There shall be an Executive Committee which shall be composed at least of one-12half lay persons.13(1) The Membership shall be:14

(a) The Bishop (the Clergy Assistant to the Bishop may sit for the Bishop)15(b) elected officers of the Council (Chairperson, Vice Chairperson, Secretary)16(c) one District Superintendent17(d) Conference Lay Leader18(e) Director of Connectional Ministries19(f) Chairperson of the Personnel Committee20(g) Up to, but no more than, seven (7) other voting members of the Conference21

Council on Ministries who shall be nominated by the Nominating22Committee of the Conference Council on Ministries and elected by the23Council. The election of these persons is to provide, if needed, the24inclusiveness of laity, clergy, gender, race and age.25

(2) The responsibilities of the Executive Committee shall be to:26(a) design a process for developing the Conference annual program and setting27

specific objectives to fulfill the mission focus and the strategic plan of the28Conference;29

(b) develop and implement an evaluation whereby the annual program is30measured against prior objectives;31

(c) initiate and coordinate the administration of the Conference annual program32in cooperation with all organization units;33

(d) make decisions as required to facilitate the implementation of the34Conference annual program between meetings of the Conference Council on35Ministries;36

(e) recommend to the Annual Conference timely changes in the internal37structure of the Conference Council on Ministries, and any of its38organizational units;39

(f) develop an agenda for each regular meeting of the Conference Council on40Ministries;41

(g) function as a Finance Committee for the Conference Council on Ministries.42(3) The Executive Committee shall meet at the call of the Council Chairperson, who43

shall chair the Executive Committee, or on call of one third of the members of44the Executive Committee providing at least a 10 day notice has been given.45

b) Nominating Committee:46There shall be a Nominating Committee of five persons elected by the Council who47shall nominate officers, and any other leaders of the Council as may be determined.48The Nominating Committee shall select its own chairperson.49

c)Other Committees:50The Council may create task forces and committees to help it effectively fulfill its51responsibilities. Chairpersons of any such created committees shall become voting52members of the Executive Committee.53


5) Reports1a) To the Annual Conference: The Conference Council on Ministries shall make a written2

report to the Annual Conference through the Director of Connectional Ministries. This3report shall be printed in the Pre-Conference Reports and shall describe progress4toward current goals and plans for future achievements. This report does not substitute5for reports of the several organizational units of the Council, which shall be entitled to6separate written reports to the Conference.7

b) To the Council on Finance and Administration: The Conference Council on Ministries8shall inform the Council on Finance and Administration in advance of its report to the9Annual Conference with special reference to the financial requirements of its programs.10In consultation these two groups shall recommend to the Conference for its11determination the amount and percentage of the total sum of the Conference12Benevolence budget which shall be allocated to each organizational unit in the program13budget.14

6) Conference Ministry Consultants15There shall be an employed Conference Program Staff as determined by the Conference16upon recommendation of the Conference Council on Ministries. The Program Staff shall17resource and enable the mission of Christ through local congregations and conference18programs. Individual job descriptions shall be proposed by the Personnel Committee, in19consultation with the Program Staff, as guided by the priorities and annual program of the20Conference. These job descriptions shall be confirmed by the Conference Council on21Ministries. The work of all Program Staff persons shall be supervised by the Director of22Connectional Ministries. The Director of Connectional Ministries, guided by the Personnel23Committee, is accountable to the Conference Council on Ministries and the Bishop.24

25c. Agencies amenable to the Conference Council on Ministries26

To facilitate their ministries, Conference Council on Ministries organizational units are grouped27with others doing similar kinds of tasks and will function with a matrix style. We designate three28such focuses of tasks: 1) Conference Ministries; ministries having major impact upon and support29of the ministries congregations do collectively as a Conference; 2) Communications and Records30Ministries; ministries of public relations, communication and promotion, and historical record31keeping to help all know and share the programs of the Conference, districts and congregations; 3)32District and Local Church Ministries; support, enablement, and cooperation with ministries33essentially carried out for, with, on behalf of, and in local congregations, clusters of congregations,34and districts.35Organizational units relating to each of these three focuses (Conference Ministries,36Communications and Records Ministries, and District and Local Church Ministries) have their own37several identities and will organize and function as outlined below. Those relating to the grouping38of Conference Ministries are not required to meet with each other in the development of their39work, but they may meet (as whole units, executive committees, or chairpersons) if they desire, to40coordinate programming. Chairpersons of units or Conference Staff may initiate such meetings.41Units will operate similarly under the focuses of Communications and Records Ministries, and42District and Local Church Ministries.431) Conference Ministries; ministries having a major impact upon and support of the ministries44

congregations do collectively as a Conference. There shall be the following organizational45units:46

a) Board of Church and Society47b) Board of Global Ministries48c) Board of Higher Education and Campus Ministry49d) Commission on Christian Unity and Inter-religious Concerns50e) Commission on Religion and Race51f) Commission on the Status & Role of Women52g) The organization of the United Methodist Men as provided for in the DISCIPLINE53

shall comprise the Conference agency54h) United Methodist Women55i) UMCOR/Hunger Committee56j) Committee on Prison Ministries and Restorative Justice Concerns57k) Michigan Area Indian Workers Conference58l) Conference Committee on Disability Concerns59


MEMBERSHIP:1a) Board of Church and Society:2

(1) Fifteen (15) members at large;3(2) Ex-officio (voice and vote): one youth representative elected by the Conference4

Council on Youth Ministries; the mission coordinator for the Christian social5involvement of the Conference United Methodist Women; any member of a6related General Church agency.7

(3) The Conference Chairperson of Homeless Ministries to be nominated by8CONALD.9

(4) One representative from each District as nominated by the district nominating10committee.11

b) Board of Global Ministries:12(1) Purpose: This Board shall program for ministry as described in the13

DISCIPLINE.14(2) Membership:15

(a) Ten (10) members at large;16(b) The Conference Secretary of Global Ministries who shall be nominated by17

the Bishop and elected by the Annual Conference;18(c) The Chairperson of the Conference UMCOR/Hunger Committee;19(d) The Conference United Methodist Women's coordinator of global20

concerns;21(e) Any member of a related General Church Agency;22(f) Volunteer in Mission Coordinator who shall be nominated by CONALD23

and elected by the Annual Conference;24(g) The Missions Secretary from each of the six (6) Districts;25(h) The Conference Coordinator of Cooperative Ministries;26(i) Coordinator of Bible Distribution Ministries;27(j) Coordinator of Refugee Ministries;28(k) Chairperson of the Hispanic Ministry Plan;29(l) Ex-officio (voice and vote) one youth representative as elected by the30

Conference Council on Youth Ministries.31(m) Health and Welfare Ministries representative32

c) Board of Higher Education & Campus Ministry:33(1) Twelve (12) members at large;34(2) Ex-officio (voice and vote): one student and the chairperson, or representative,35

selected by each local Wesley Foundation Board and church-related college,36and Grand Valley Student Fellowship.37

(3) Ex-officio (voice and vote): any member of a related General Church agency.38(4) Ex-officio (voice and vote) two youth representatives elected by the39

Conference Council on Youth Ministries.40d) Commission on Christian Unity and Inter-religious Concerns:41

(1) The Chairperson nominated by the Conference Nominating Committee. This42may be a person selected from section (2), below;43

(2) Six (6) members, one from each District chosen by the several District44conferences45

(3) Ex-officio (voice and vote): any member of the Standing Committee on46Christian47

(4) Unity and Interreligious Concerns; the Governing Board of the National48Council of Churches of Christ in the USA;, or those who residing within the49bounds of the Conference have been official United Methodist Delegates to the50most recent World Council of Churches Assembly;51

(5) The chairperson shall represent the Conference on the state ecumenical agency52that may exist.53

(6) Ex-officio (voice and vote) one youth representative elected by the Conference54Council on Youth Ministries.55

e) Commission on Religion and Race:56(1) Eight (8) racial/ethnic persons including four African Americans, two Native57

Americans, one Hispanic American, one Asian American;58(2) Four (4) other members at-large; any member of a related General Church59

Agency if not in the above membership;60(3) Out of all the above members each District shall be represented;61(4) Ex-officio (voice and vote) two youth representatives elected by the62

Conference Council on Youth Ministries.63


f) Commission on the Status & Role of Women:1(1) Eleven (11) members at large, the majority of whom shall be women;2(2) One member named by the Conference United Methodist Women;3(3) Any member of a related General Church Agency if not in this member at large4

number;5(4) The Chairperson shall be a woman;6(5) Ex-officio (voice and vote) two representatives elected by the Conference7

Council on Youth Ministries.8g) United Methodist Men:9

There shall be a Conference United Methodist Men group.10(1) The Conference Nominating Committee may nominate a man to be chairperson.11

One of those elected by a District Conference to head United Methodist Men12work may be nominated as chairperson;13

(2) The six District chairpersons of United Methodist Men, or persons selected by14the several District conferences.15

h) United Methodist Women:16The organization of United Methodist Women as provided for in the DISCIPLINE17shall comprise the Conference agency.18

i) UMCOR/Hunger Committee19(1) Chairperson nominated by the Conference Nominating Committee;20(2) A representative of the Area Haiti Task Force;21(3) Conference Disaster Response Coordinator;22(4) No more than eight at large members named by the UMCOR/Hunger23

Committee, including but not limited to:24a. A youth or young adult25b. A United Methodist woman26

Care shall be given to diversity and inclusivity in naming committee members.27j) Committee on Prison Ministry and Concerns28

(1) Nine (9) members, including at least one from each District to be nominated by29the Conference Nominating Committee and Leadership.30

(2) Ex-officio (voice and vote) two youth representatives elected by the31Conference Council on Youth Ministries.32

k) Michigan Area Indian Workers Conference33l) Conference Committee on Disability Concerns34

The committee shall include at least 10 members, representative of all six districts.35The committee may be expanded to include additional members whenever this is36needed to provide advocacy for persons with various disabilities. Members of the37committee, including the chair, shall be nominated by the Committee on38Nominations and elected by the Conference. The committee shall be accountable to,39and have a representative on, the Conference Council on Ministries. The Committee40will also have a representative on the Conference Program Committee.41

2) Communications and Records Ministries: ministries of public relations, communication42and promotion, and historical record keeping to help all know and share the programs of43the Conference, Districts and congregations. There shall be the following organizational44units:45a) Communications Commission46b) Commission on Archives and History47MEMBERSHIP:48a) Communications Commission:49

(1) There shall be seven (7) members at large;50(2) One (1) representative for each District named by the district nominating51

committee.52(3) Ex-officio (voice but without vote): the Editor of the Michigan Christian53

Advocate;54(4) Ex-officio (voice but without vote): the Editor of the Michigan Area Edition of55

the United Methodist Reporter;56(5) Ex-officio (voice but without vote): and Conference Staff persons employed in57

communications or media tasks.58(6) Ex-officio (voice and vote) two youth representatives elected by the Conference59

Council on Youth Ministries.60


3) District and Local Church Ministries; support, enablement, and cooperation with1ministries essentially carried out for, with, on behalf of, and in local congregations, clusters2of congregations, and districts. There shall be the following organizational units:3a) Board of Christian Camping4b) Board of Discipleship5c) Board of Evangelism6d) Emergency Preparedness Committee7e) New Church Establishment and Development Committee8f) Racial/Ethnic Local Church Committee9g) District ministries (District Councils on Ministries or the equivalent)10MEMBERSHIP:11a) Board of Christian Camping:12

(1) Eleven (11) members at large;13(2) Ex-officio (voice and vote): one representative from each Local Camp14

Committee, selected by each Committee, a representative from the Lake Louise15Group Community, two youth elected by the Conference Council on Youth16Ministries, District Directors of Camping or that person's designee.17

b) Board of Discipleship:18(1) Purpose: This Board shall program for ministry as described in the19

DISCIPLINE including the development of ministries in the areas of children,20youth, adult, family, stewardship, witness, and devotional life.21

(2) Membership:22(a) Fourteen (14) members-at-large23(b) Ex-officio, nominated by CONALD and elected by the Annual24

Conference (voice and vote): Conference Coordinator of Children’s25Ministries, Conference Coordinator of Family Life Ministries,26Conference Coordinator of Older Adult Ministries, Conference27Coordinator of single Adult Ministries, Conference Coordinator of28Young Adult Ministries, one person representing Stewardship ministries,29and one representative from the Board of Evangelism.30

(c) Ex-officio (voice and vote): two youth elected by the Conference31Council on Youth Ministries, the Conference Coordinator of Youth32Ministries elected by the Conference Council on Youth Ministries, one33representative elected by the Conference United Methodist Women, one34representative elected by the Christian Educators’ Fellowship, one35representative elected by the Forum for Adults in Youth Ministry, one36representative elected by the Fellowship of United Methodists in Music37and Worship Arts (FUMMWA), and any person serving as a member of38the General Board of Discipleship.39

c) Board of Evangelism40(1) Purpose: To lead the congregations and agencies of our Conference in41

evangelism ministries.42(2) Membership43

(a) Seven (7) members at large, one of whom shall be a representative to the44Board of Discipleship.45

(b) One person named by each of the six Districts to represent evangelism46ministries.47

(c) Ex-officio (voice and vote): the Director of Connectional Ministries; any48member of a related General Church agency.49

(d) Ex-officio (voice and vote) two youth representatives elected by the50Conference Council on Youth Ministries.51


1d) Emergency Preparedness Committee:2

(1) Purpose: There shall be a Conference Emergency Preparedness Committee3whose purpose shall be:4(a) to work with the United Methodist Committee on Relief, and other5

organizations, in response to disasters within the bounds of the West6Michigan Conference;7

(b) to help provide beyond the boundaries of the Conference personnel and8equipment as needed in response to emergency need;9

(c) to assist local congregations in being trained and equipped to better handle10emergencies within their own churches and communities11

(2) Membership:12(a) A Conference Disaster Response Coordinator who shall be the Chairperson.13

The Coordinator shall be appointed by the Bishop in consultation with the14Conference Nominating Committee and with UMCOR.15

(b) Six District Coordinators selected by the respective District conferences.16(c) The Conference Volunteer In Mission Coordinator17(d) A representative from the Board of Global Missions18

e) New Church Establishment and Development Committee:19(1) Twelve (12) members at-large;20(2) Three (3) of the above twelve (12) shall be from congregations chartered within21

the last ten years.22(3) Ex-officio (voice and vote) one youth representative elected by the Conference23

Council on Youth Ministries.24f) Racial Ethnic Local Church Committee:25

The Racial Ethnic Local Church Committee shall be a standing committee of the26Conference. Its purpose shall be to strengthen the racial ethnic congregations of the27Conference and to assist congregations who have adopted a strategic plan to28become more multi-racial. Financial assistance from the Racial Ethnic Local Church29Committee to churches shall be for staff salaries and benefits, program and other30needed areas. The definition of what constitutes a Racial Ethnic Local Church shall31reside within this committee. The Racial Ethnic Local Church (RELC) Committee32shall consist of eleven (11) members at large as nominated by the Committee on33Nominations, and one (1) representative chosen by each Racial Ethnic Local34Church congregation. Ex-officio (voice and vote) one youth representative elected35by the Conference Council on Youth Ministries.36

g) District Ministries (District Councils on Ministries or the equivalent):37Each District shall select/elect its own manner of organization as a District Council38on Ministries to accomplish program ministries within the several Districts. One39person from each District shall be designated to work with those from other40Districts, as needed, and to serve on the Conference Council on Ministries.41

d.Finance and Property Ministries: administrative tasks of the Conference. There shall be the42following organizational units.431) Council on Finance and Administration442) Conference Board of Trustees453) Board of Pension and Health Benefits464) Commission on Equitable Compensation475) Commission on Archives and History48MEMBERSHIP:491) Council on Finance and Administration:50

a) Fifteen (15 members at large. The majority of these 15 shall be laity. Of this number of5115 at least five (5) shall come from congregations of less than two-hundred members;52

b) Ex-officio (voice and vote): any member of a related General Church Agency;53c) Ex-officio (voice, but without vote): The Bishop (or Clergy Assistant to the Bishop),54

the Conference Treasurer, the Director of Connectional Ministries (or representative of55the Conference Council on Ministries), one District Superintendent.56

d) Ex-officio (voice and vote) one youth representative elected by the Conference Council57on Youth Ministries.58

e) The Council shall elect from its membership, a President, a Vice-president, a Secretary,59and other such officers, as it may deem necessary.60


2) Conference Board of Trustees:1Twelve (12) members as provided for in THE DISCIPLINE.2

3) Board of Pension and Health Benefits:3a) There shall be organized a Board of Pension and Health Benefits as provided by the4

BOOK OF DISCIPLINE.5b) Membership6

(1) At large, twelve (12) members, six (6) of whom shall be recommended by the Board7itself prior to Annual Conference election.8

(2) Ex-officio and Staff (voice, but no vote): The Conference Treasurer who is9designated as Conference Benefit Officer.10

(3) The Board is authorized to create ad hoc committees or task forces and appoint11members who may not be members of the Board. The chairs of said ad hoc12committees or task forces shall be from the membership of that Board.13

4) Commission on Equitable Compensation:14a) Twelve (12) members at large. In this number there shall be at least one layperson and15

one clergy person from congregations of fewer than two hundred members. Also in this16number there shall be at least three (3) racial/ethnic representatives. Further, there shall17be an equal number of laypersons and clergypersons in the total of ten.18

b) Ex-officio (voice, but with vote): One (1) District Superintendent.19c) Ex-officio (voice, but without vote): either the Conference Treasurer or Assistant20

Treasurer.215) Commission on Archives and History:22

a) Seven (7) members at large;23b) The Conference Historian, if one is named;24c) The Commission may create a Historical Society as a Standing Committee.25d) Ex-officio (voice and vote): Curator and Archivist26e) Ex-officio (voice and vote) one youth elected by the Conference Council on Youth27

Ministries.2829

e. Human Resources Ministries - personnel recruitment, support and guidance tasks of the Conference.30There shall be the following organizational units:311) Board of Lay Ministries322) Board of Ordained Ministry333) Cabinet344) Conference Personnel Committee355) Joint Committee on Disability, "There shall be a Joint Committee on Disability as provided for36

by the DISCIPLINE."376) Area Committee on the Episcopacy387) Abuse Prevention Team398) Conference Nominating Committee409) Committee on Leadership Development41MEMBERSHIP:421) Board of Lay Ministries:43

a) Two (2) members at-large, one of whom shall be a clergyperson;44b) One (1) representative each, elected by the Conference United Methodist Women and45

the Conference United Methodist Men;46c) The District Lay Leader from each District;47d) The Conference Lay Leader.48e) Associate Conference Lay Leaders.49f) The Conference Director of Lay Speaking, and the Conference Coordinator of50

Scouting.51g) The Conference Lay Leader or Associate Lay Leader shall be chairperson.52

2) Board of Ordained Ministry:53a) Forty-two members shall be nominated by the presiding bishop after consultation with54

the chairperson of the board, the executive committee, or a committee elected by the55board of the previous quadrennium, and with the Cabinet;56

b) The membership shall fill the requirements in accordance with the current provisions of57the DISCIPLINE.58

3) Cabinet:59The Cabinet's personnel responsibilities shall be those described in the DISCIPLINE.60


4) Conference Personnel Committee:1The Committee on Conference Personnel shall have the responsibility of establishing and2coordinating equitable employment policies for all persons employed by all organizational3units of the Conference; providing for the hiring, supervision, support, and termination4criteria for all such employees by the several hiring agencies of the Conference; and shall5themselves provide such personnel governance for the employees of the Conference6Council on Ministries.7a) Nine (9) members at large.8b) Ex-officio (with voice and vote): the Bishop or Clergy Assistant to the Bishop; the9

Director of Connectional Ministries; one District Superintendent.105) Joint Committee on Disability, "There shall be a Joint Committee on Disability as provided11

for by the DISCIPLINE."126) Area Committee on Episcopacy:13

It shall be the policy of the Conference to participate with the Detroit Conference in an14Area Committee on Episcopacy as provided in the DISCIPLINE.15Membership paralleling the Detroit Conference shall be nominated by The Committee on16Nominations as follows:17a) the Conference Lay Leader or Associate Conference Lay Leader;18b) seven (7) persons elected at large; and,19c) two (2) selected by the Bishop.20Of these ten (10) persons at least four (4) shall be clergy. Representation of racial/ethnic21persons and various ages shall be provided for in the membership. The lay and clergy22members of the Jurisdictional Committee on the Episcopacy shall be ex-officio members23with vote. The Committee shall elect their own officers.24

7) Abuse Prevention Team25The Abuse Prevention Team shall have the responsibility of implementing and overseeing26the Abuse Prevention Policies of the Conference as enacted in June 1998 and/or changed in27succeeding Annual Conference action.28There shall be six (6) members at large nominated by CNC and elected by the Conference.29

8) Conference Nomination Committee:30a) Responsibilities:31

(1) to identify and recruit volunteer leadership for all Conference organizational32units;33

(2) to nominate one person for each position that is to be elected by the Conference.34(3) to monitor the creation and termination of task forces established by35

organizational units of the conference; and to establish a networking system for36the staffing of task forces that would provide lists of possible members to37specific task forces38

(4) to prepare a slate of officers as described in the Plan of Organization.39(5) to care for adequate District representation.40

b) Membership:41(1) twelve (12) members at large;42(2) Ex-officio (with voice and vote): the President, or designee, of the Conference43

United Methodist Women and Men, the Conference Secretary, the Conference44Lay Leader or Associate Conference Lay Leader, two (2) youth (to be named by45the Conference Council on Youth Ministries); Ex-officio (voice but without46vote): Director of Connectional Ministries, or designee.47

(3) Members at large shall be nominated by the Cabinet (for four-year terms). As48with all nominations before the Conference, additional nominations from the49floor shall be accepted before voting. Each nominee shall have signed consent50to serve statement, except oral consent will be sufficient for floor nominations.51

(4) District Superintendents, persons employed by organizational units of the52Conference (except the Director of Connectional Ministries, see 2. above), and53chairpersons of such units are not eligible to serve on CNC.54

(5) In the event of a vacancy on CNC the Bishop will appoint a new member,55subject to subsequent Conference election.56

c) Organization:57(1) CNC shall meet to organize at the earliest opportunity following election of its58

Chairperson and its membership. It may elect such officers as it deems59necessary to carry on the business assigned to it. Such officers shall serve for a60two-year term.61


(2) Whenever possible, the clerical services of CNC shall be provided through the1facilities of the Conference Center. Other expenses shall be borne through a2budget request for CNC of the Administrative section of the Conference budget.3

(3) Organizational units of the Conference shall prepare in a timely manner for4CNC their nominations, including brief biographical sketches, for membership,5etc. as provided for in this Plan of Organization.6

d) Report to the Conference:7(1) CNC shall prepare a slate with one nominee for each position in the Conference8

to be elected by the Conference and present its first draft of nominations to the9Cabinet for their consideration not later than 10 days prior to the Conference10session. In preparing this slate, CNC is requested to be cognizant of all interests11within the Annual Conference, such as theological diversity, urban/rural,12large/small church, youth, young adults, other age categories, gender, and13racial/ethnic inclusiveness. It is recommended that the Committee on14Nominations seek to achieve in all its nominations the goal of 1/3 laymen, 1/315laywomen and 1/3 clergy with racial/ethnic representation in each organizational16unit. This applies in the nominations of chairpersons of organizational units, as17well. Before completing nominating slates, CNC shall consult with the18chairperson of each organizational unit for which nominations are being made.19

(2) There shall be the following exception in (1) above: For the nominations of20Trustees for Albion and Adrian Colleges, CNC shall submit a name for each21vacancy to be filled. Said names shall be submitted after consultation with the22Board of Higher Education and Campus Ministry, and the nomination23committee of the respective college pursuant to the DISCIPLINE, paragraph24732.4b(3).25

(3) The report shall be presented to the Conference at least one day before26balloting, unless otherwise ordered by the Conference session, and shall be27conducted as a regular election with acceptance by each nominee prior to28placing his/her name in nomination.29

(4) In the nominations report that is presented to the Annual Conference, CNC shall30by designation identify whether the nominees are lay or clergy.31

e) Replacement of members elected:32Any person named or elected to organizational units may be replaced at the33subsequent Annual Conference if they have resigned or been inactive during the34Conference year. The nominating procedure shall be the same as that of the original35nomination. The organizational unit that has an inactive member shall notify the36nominating unit originating the nomination. Effort shall first be made by the37organizational unit to contact the inactive member to encourage either participation38or resignation.39

f) Nominations for General Church agencies:40The procedures for nominations to General Church agencies for the West Michigan41Conference shall be as follows:42(1) Immediately upon receipt of appropriate instructions, the Conference Secretary43

shall notify the Secretary of the General and Jurisdictional Conference44Delegation of all General Church agencies for which nominees are required by45the West Michigan Conference. The Delegation shall publicize through46appropriate channels (Conference coordinated mailing, the "Michigan Christian47Advocate", or other means) the General Church agencies for which nominees48are required. Any United Methodist within the West Michigan Conference may49make suggestions through the Secretary of the Delegation for any such50nominations, including biographical information regarding such suggested51nominees. CNC shall also make suggestions including biographical information52for all such nominations through the Secretary of the Delegation. Any United53Methodist within the West Michigan Conference may make suggestions through54CNC for inclusion in its report.55


(2) Upon the recommendation from a committee composed of the Bishop and1General and Jurisdictional Conference Delegation, and having allowed2opportunity for nominations from the floor, the Annual Conference shall elect3persons to be submitted to a jurisdictional pool used by the Jurisdictional4Nominating Committee in selecting persons for election to General and5Jurisdictional agencies. If, at the site of the Jurisdictional Conference, it6becomes necessary for additional names to be submitted to the Jurisdictional7Nominating Committee from the West Michigan Conference, the above8committee is authorized to secure and submit such additional names as9nominees of the West Michigan Conference.10

9) Committee on Leadership Development11a) Responsibilities:12

(1) to educate, develop, and support leadership of the laity and clergy at all levels13within the Conference.14

(2) to provide a program of leadership development for leadership of congregations,15districts, and the Conference.16

(3) to care for adequate leadership development expertise.17(4) to consult with and coordinate the leadership development being done in the18

Conference by groups such as districts, organizational units, local19congregations, and Conference lay groups.20

(5) to evaluate the leadership development opportunities both within and outside the21Church to discover the gaps and overlaps and where necessary encourage22additional programming.23

(6) to distribute listings of current leadership development opportunities both within24and outside the church-on the model of the continuing education opportunities25for professionals in the Church which is distributed in the Conference26Coordinated Mailing.27

(7) to maintain an up-to-date file of clergy and laity in present and past positions of28leadership.29

(8) to maintain a record of leadership development opportunities completed by30individuals. They shall make this record available to the various Nominating31Committees of organizational units upon request. A system of recording32Continuing Education Units (CEU’s) might be developed.33

(9) to assist groups to do leadership development at their regular meetings or retreat34settings.35

(10) to initiate and develop continuing leadership programs which shall include:36clear descriptions of leadership positions; training; support; evaluation; exiting;37working with and managing volunteers; group dynamics and effective leadership38of a group; alternate ways of doing business in order to hold fewer face-to-face39meetings with the attendance travel costs; learn how to write good program40proposals; program planning and management; and research on future41leadership positions and resources.42

b) Membership:43(1) eight (8) members at large;44(2) Ex-officio (with voice and vote): the President, or designee, of the Conference45

United Methodist Women and Men, the Conference Secretary, the Conference46Lay Leader or Associate Conference Lay Leader, one (1) youth and a volunteer47adult worker with youth (both to be named by the Conference Council on Youth48Ministries); Ex-officio (voice but without vote): Director of Connectional49Ministries, or designee.50

(3) Members at large shall be nominated by the Cabinet (for four-year terms). As51with all nominations before the Conference, additional nominations from the52floor shall be accepted before voting. Each nominee shall have signed consent53to serve statement, except oral consent will be sufficient for floor nominations.54

(4) District Superintendents, persons employed by organizational units of the55Conference (except for the Director of Connectional Ministries, see 2. above),56and chairpersons of such unite are not eligible to serve on CLD.57

(5) In the event of a vacancy on CLD the Bishop will appoint a new member,58subject to subsequent Conference election.59


c) Organization:1(1) CLD shall meet to organize at the earliest opportunity following election of its2

Chairperson and its membership. It may elect such officers as it deems3necessary to carry on the business assigned to it. Such officers shall serve for a4two-year term.5

(2) Whenever possible, the clerical services CLD shall be provided through the6facilities of the Conference Center. Other expenses shall be borne through a7budget request for CLD of the Administrative section of the Conference budget.8

9f. Other Conference Organizational Units10

1) Units Under Annual Conference Fiscal and Governing Control.11Definition: The Annual Conference elects, meaning nominated by the Conference12Nominating Committee and elected by the Annual Conference, 50% or more of the13agency's governing Board, and provides 25% or more of the agency's budget.14a) "Michigan Christian Advocate", linked to the Communications Commission;15b) "Michigan Area Loan Fund linked to the Board of Global Ministries.16

2) Units Under Annual Conference Fiscal Control. Definition: The Annual Conference elects17less than 50% of the agency's governing Board, but provides 25% or more of the agency's18budget.19a) Pastors' School, linked to the Board of Ordained Ministry;20b) The Area Historical Society linked to the Commission on Archives and History.21

3) Units Under Conference Governing Control. Definition: The Annual Conference elects2250% or more of the agency's governing Board, but provides less than 25% of the agency's23budget.24Clark Retirement Community linked to the Board of Global Ministries.25

4) Units with Annual Conference Affiliation. Definition: The Annual Conference elects less26than 50% of the agency's governing Board, and provides less than 25% of the agency's27budget.28a) Albion College, linked to the Board of Higher Education and Campus Ministry;29b) Adrian College, linked to the Board of Higher Education and Campus Ministry;30c) Methodist Children's Home Society, linked to the Board of Global Ministries;31d) Michigan Commission/United Ministries in Higher Education, linked to the Board of32

Higher Education and Campus Ministry;33e) Lake Louise Board, linked to the Board of Christian Camping;34f) Michigan Council on Alcohol Problems linked to the Board of Church and Society.35g) United Methodist Community House, linked to the Board of Global Ministries36h) METHESCO, linked to the Board of Higher Education and Campus Ministry;37

5) Units with Annual Conference Representative Affiliation. Definition: The Annual38Conference has representation on the agency's governing Board, but such representation is39completely determined by the agency.40a) Peoples Church, East Lansing, linked to the Lansing District;41b) United Theological School in Ohio, linked to the Board of Higher Education and42

Campus Ministry;43c) Garrett-Evangelical Theological Seminary, linked to the Board of Higher Education44

and Campus Ministry;45d) Center for Parish Development, linked to the Board of Global Ministries.46e) Bronson Health Care Group linked to the Board of Global Ministries.47f) United Methodist Foundation of Michigan:48

There may be a United Methodist Foundation serving both annual49conferences in the State of Michigan.50

Accountability:51The foundation shall be accountable to the Detroit Annual Conference and52the West Michigan Annual Conference.53

Purpose:54To encourage the giving of gifts, conscientious investing and stewardship55education for United Methodist churches in the Michigan Area.56


Membership:1a) There will be a board of directors with 12 directors elected at the Foundation’s2

annual meeting. Six directors will be from the Detroit Annual Conference and3six will be from the West Michigan Annual Conference. These directors shall4be reported to each annual conference and their respective nominating5committee.6

b) Directors are elected by the then-sitting board and serve three-year terms unless7they are elected to fill an un-expired term. Directors may be reelected for a8second full term, but no board director may serve for more than 9 consecutive9years.10

c) Any vacancy occurring in the board of directors may be filled by a majority vote11of the remaining directors present and voting at any regular or special meeting12of the board. A director elected to fill a vacancy shall be elected for the un-13expired term of his or her predecessor in office.14

d) Ex-officio without vote:15(1) Area bishop (or designate);16(2) Executive Director of Foundation;17(3) Treasurers of each Michigan Annual Conference.18

Organization:19a) The officers of the Foundation shall be: chairperson, vice chairperson, secretary20

and treasurer. All officers, except the executive director, shall serve without21compensation and be directors of the Foundation.22

b) There shall be an executive committee made up as follows: chairperson, vice23chairperson, secretary, treasurer, stewardship committee chair, investment chair,24finance/audit chair, personnel/management chair, marketing chair and the25executive director.26

c) There shall be a 12-15 member advisory board in addition to the board of27directors. The members of this board will be selected for specific skill needs for28the work of the Foundation and will be invited to serve by the executive29committee.30

d) There shall be five (5) standing committees: Investment, Stewardship,31Finance/Audit, Marketing and Personnel/Management.32

e) The Foundation Board of Directors upon recommendation of the executive33committee shall hire the executive director.34

f) The Foundation shall meet at least twice annually with additional meetings35scheduled and called by the chairperson and executive director. Special36meetings may be called by the president or at least three (3) other directors of37the board on three (3) days’ notice to each director.38

Responsibilities:39a) Encourage the giving of gifts to United Methodist churches for the support of40

their ministries.41b) Provide resources to United Methodist churches and their members regarding42

charitable giving and estate planning.43c) Teach and encourage biblical stewardship principles to our churches and their44

members.45d) Encourage and receive gifts, trusts and bequests of real and/or personal property46

on behalf of either the Detroit Annual conference or the West Michigan Annual47Conference.48

e) Offer responsible choices and opportunities for investing United Methodist49financial assets.50

f) Ensure timely and accurate reporting to congregations on the status of funds51held by the United Methodist Foundation of Michigan.52

2011 RULES OF ORDER 323

1

XIV. RULES OF ORDER2

(Revised June 2007, adopted June 2009)3

4

I. RULES OF ORDER5

6

RULE 1 GOVERNANCE:7

A. PARLIAMENTARY RULES:8

The proceedings of the West Michigan Annual Conference of The United Methodist Church shall be9

governed by:10

1. The acts of the General and Jurisdictional conferences, insofar as they apply to the organization and11

work of the Annual Conference.12

2. The Rules of Order adopted by the West Michigan Annual Conference.13

3. In all matters not established prior, parliamentary law as set forth in Roberts Rules of Order, Revised.14

4. The operation of parliamentary rules governing the Conference may be suspended when 2/3 of the15

members present and voting, vote in favor of suspension.16

B. REFERENCE TO CONFERENCE AND DISCIPLINE:17

1. In all these Rules:18

a. The word Conference with the first letter capitalized shall mean the West Michigan Annual19

Conference.20

b. The word “Discipline” with the first letter capitalized shall mean the Book of Discipline of The21

United Methodist Church.22

C. COMMITTEE ON RULES:23

1. MEMBERSHIP – There shall be a standing committee on Conference Rules of Order composed of24

nine (9) members nominated by the Conference Committee on Nominations and elected by the25

Conference. It is recommended that the Committee include 1/3 laywomen, 1/3 laymen, 1/3 clergy. The26

Conference Facilitator, the Director of Connectional Ministries, and a representative designated by the27

Cabinet shall be member’s ex-officio with voice, but without vote. This Committee shall serve from28

July 1 through June 30.29

2. ORGANIZATION – Annually, following the Conference session, the Cabinet representative shall30

convene the committee for the purpose of electing such officers as the committee may decide are31

necessary. This shall be done by August 15th.32

3. DUTIES AND RESPONSIBILITIES – During the year between Conference sessions the Committee33

shall:34

a. Be responsible for seeing that the Plan of Organization is in conformity with the Discipline.35

b. Receive recommendations from Conference organizational units, local churches, or individual36

church members within the Conference for changes in the Plan of Organization and/or the Rules37

of Order. The Committee may concur with these recommendations and report them to the38

Conference for action.39

c. Committee on Rules40

1) Beginning the two (2) years preceding each General Conference the Committee would41

solicit petitions to General Conference from United Methodist organizations, churches,42

clergy and laypersons within the West Michigan Conference.43

2) The Committee may develop its own recommendations in the form of a petition to the44

General Conference.45

3) Consider petitions pertaining to General Conference matters which are referred from46

the Committee on Reference to this Committee instead of to a Legislative Committee47

or directly to the Conference.48

4) The report on the General Conference petitions shall be presented at the Conference session49

in the year before the General Conference. The report shall be mailed with the Pre-50

Conference Reports.51


5) Each petition received or developed by the Committee shall be included in the report1

together with the recommendation of the Committee for concurrence or non-concurrence on2

each petition.3

6) The Conference shall vote on the recommendations from the Committee with which the4

Committee concurs. All recommendations for non-concurrence shall be reported to the5

Conference but shall not be considered unless 1/5 (20%) of the Members of the Conference6

present and voting request consideration.7

7) Each petition shall be debated and may be amended. The recommendation of the Committee8

shall be advisory only. The vote of the Conference shall be on each petition directly.9

8) The Conference Secretary shall forward all petitions with which the Conference concurs to10

the General Conference Secretary in the manner and form required by the Discipline.11

9) The Committee shall inform the petitioners who submitted petitions under this rule12

concerning the action of the Conference on their petition(s).13

10) When considering and developing petitions to the General Conference, the Committee may14

consult with other persons, such as former General Conference delegates, persons15

knowledgeable about the general church (i.e., general agency members, etc.) and others who16

they feel can assist them in framing appropriate Annual Conference petitions to the General17

Conference.18

D. CHANGES IN THE RULES OF ORDER:19

1. These Rules may be amended or changed:20

a. All proposals for changes in the Rules of Order shall not be referred to Legislative Committees21

for consideration, but referred directly to the Committee on Rules of Order for its22

recommendation and report at the opening session of Annual Conference. Any changes, when23

voted by the Annual Conference are effective immediately.24

b. When the proposed change is referred to the Committee on Rules of Order for its25

recommendation (When the Conference is in session the Committee on Rules of Order shall26

report its recommendation to the Conference within twenty-four hours.), and27

c. When 2/3 of the members of the Conference present and voting, vote in favor of the amendment28

or change.29

E. PUBLICATION:30

The Rules of Order, as adopted and amended from time to time, shall be printed annually in both the Pre-31

Conference Reports Booklet and the Conference Journal.32

33

II. OFFICERS OF THE CONFERENCE34

35

RULE 2 SECRETARY:36

A. ELECTION OF CONFERENCE SECRETARY:37

1. The Secretary of the Conference shall be nominated by the Conference Committee on Nominations,38

after consultation with the Bishop, and elected by the Conference.39

2. This election shall occur at the Conference session preceding the General Conference, unless40

otherwise ordered.41

3. The term of office shall begin on January 1 of the year following election and continue for four years.42

4. The tenure for this office shall be the same as that of the Conference boards and organizational units.43

B. DUTIES OF THE CONFERENCE SECRETARY:44

1. Keep a fair and accurate record of the proceedings of the Conference.45

2. Make a tape recording, whenever possible, with subject, time and date of all business sessions. These46

tapes shall be kept on file for two years, and then deposited with the Conference Historical Society.47

3. Preserve the Journals and papers of the Conference.48

4. The Conference Secretary shall be the final editor of the Journal.49

5. Have the record of the Conference sessions certified by himself/herself and the Conference President50

and printed in the form of a Journal. This printed Journal shall be the official record of the51

Conference.52


6. Publish the names and addresses of Deaconesses, Diaconal Ministers, surviving spouses of clergy1

including Local Pastors, lay persons elected to Conference organizational units, persons on Honorable2

Location, retired Local Pastors, and clergy (including the clergy record of each) in the Journal. The3

name of the spouse shall be included in parentheses in the manner requested by the spouse.4

7. Prepare a Pre-Conference Reports Booklet containing all reports required from official Conference5

organizational units that are listed in the previous year's Journal.6

8. Provide forms for use by Conference members for writing their motions for presentation to the7

Conference Secretary.8

9. By March 1 of the year for election of delegates to General and Jurisdictional Conference prepare and9

mail a notification of the date for elections to all pastors under appointment, lay members of10

Conference and chairpersons of each District Conference and request names of candidates for11

nomination as lay delegates.12

13

C. APPOINTMENT OF ASSISTANT SECRETARIES:14

The Conference Secretary shall appoint such assistant secretaries with appropriate skills as deemed15

necessary for the Annual Conference and preparation of the Journal.16

17

RULE 3 FACILITATOR:18

A. ELECTION OF CONFERENCE FACILITATOR:19

1. The Conference Facilitator shall be nominated by the Conference Committee on Nominations and20

elected by the Conference.21

2. The Facilitator shall be an impartial lay person with broad experience in the Church and able to22

communicate well.23

3. The Facilitator shall serve from July 1 through June 30.24

B. ASSISTANT FACILITATORS:25

1. When deemed necessary, the Annual Conference Program Committee may appoint one or more26

assistant facilitators.27

2. Assistant Facilitators shall serve for the duration of the Conference.28

3. When the Assistant Facilitator(s) is not a member of the Conference, the expenses, including mileage,29

for attending the Conference shall be paid by the Conference Program Committee.30

C. DUTIES OF THE CONFERENCE FACILITATOR(S):31

1. The Facilitator shall occupy a specific location on the floor of the Conference. Assistant Facilitators32

shall be seated at specific locations in, or adjacent to, the floor of the Conference. These locations shall33

be announced to the Conference.34

2. The Facilitator(s) shall assist any person who seeks assistance regarding the understanding and use of35

the Rules, procedures and resources of the Conference in session.36

3. The Facilitator shall carry out such other duties as outlined in the “Rules of Order” and/or the “Plan of37

Organization.”38

39

RULE 4 STATISTICIAN:40

A. ELECTION OF CONFERENCE STATISTICIAN:41

1. The Conference Statistician shall be nominated by the Conference Committee on Nominations, after42

consultation with the Bishop, and elected by the Conference.43

2. The term of office and the tenure shall be the same as that of the Conference organizational units.44

B. APPOINTMENT OF ASSISTANT STATISTICIANS:45

1. There shall be three assistant statisticians.46

2. The Conference Statistician shall appoint such assistant statisticians with appropriate skills as deemed47

necessary for the task.48

49


RULE 5 TREASURER:1

A. ELECTION OF CONFERENCE TREASURER:2

1. The Conference Treasurer shall be nominated by the Conference Council on Finance and3

Administration, as ordered by the Discipline.4

2. The election by the Conference shall occur at the first Conference session after the General5

Conference.6

B. SUPERVISION:7

The Conference Treasurer shall perform all duties of this office under the supervision of the Conference8

Council on Finance and Administration.9

10

RULE 6 CHANCELLOR:11

The Chancellor shall be nominated by the Bishop and elected by the Conference. The term of office shall be at12

the discretion of the Bishop.13

14

RULE 7 LAY LEADER:15

A. ELECTION OF CONFERENCE LAY LEADER:16

1. The Conference Lay Leader shall be nominated by the Conference Committee on Nominations and17

elected by the Conference.18

2. The term of office shall be (4) four years.19

3. The tenure of this office shall be the same as the Conference organizational units.20

B. ELECTION OF ASSOCIATE CONFERENCE LAY LEADER(S)21

1. Associate Conference Lay Leader(s) shall be nominated by the Conference Committee on22

Nominations and elected by the Conference.23

2. The tenure of this office shall be the same as the Conference organizational units.24

25

26

III. CONFERENCE MEMBERSHIP27

28

RULE 8 LAY MEMBERS AND CLERGY MEMBERS:29

A. ELECTION OF LAY MEMBERS:30

1. Lay Members and Reserve Lay Members shall be elected annually by the local church Charge31

conferences as described in the Discipline. Those elected shall serve at the Conference session32

immediately following their election. For churches with multiple clergy staff, the number of Lay33

Members elected shall be based on the clergy appointed to a church as of the close of the previous34

Annual Conference.35

2. One young person between the ages of twelve (12) and seventeen (17) and one young person between36

the ages of eighteen (18) and thirty (30) from each District to be selected in such a manner as may be37

determined by the Annual Conference.38

B. CLERGY MEMBERS:39

Clergy members of the Conference are as defined in ¶602.1 of the Discipline. [The clergy membership of40

an annual conference (¶364) shall consist of deacons and elders in full connection (¶324), probationary41

members (¶318), associate members, affiliate members (¶¶335.4, 559.4), and local pastors under full-time42

and part-time appointment to a pastoral charge (¶342), (see also ¶30).] The number of clergy shall be as43

listed under question 64.A for the preceding Annual Conference.44


C. EQUALIZATION OF LAY AND CLERGY MEMBERS:1

1. In order to equalize lay and clergy members as required by the Constitution of The United Methodist2

Church the following procedure shall provide for seating additional lay members:3

a. Prior to the close of each Conference the Secretary shall certify to the presiding Bishop the total4

number of 1) Clergy Members and 2) Lay Members who are qualified members of that5

Conference, minus those Lay Members who are members because of this section Rule 8.C.6

b. The difference, if any, between the number of Clergy Members and Lay Members shall be the7

number of additional Lay Member seats to be filled for the next Conference.8

c. The additional seats shall be filled by lay persons who are not members of the same Conference9

session serving as of December 31 of the year preceding in the following order:10

1) All lay persons who are members of General and Jurisdictional Boards, Councils, and11

Standing Commissions who reside within the bounds of the West Michigan Conference;12

2) All lay chairpersons of West Michigan Conference Boards;13

3) Treasurer of West Michigan Conference;14

4) Conference Facilitator;15

5) Chairperson and all lay members of the Leadership Team;16

6) All lay chairpersons of District Council on Ministries or equivalent;17

7) Chairperson and all lay members of the Council on Finance and Administration;18

8) Conference Missionary Secretary;19

9) Chairperson of the Council on Ministries;20

10) Conference Secretary and all lay assistant secretaries;21

11) Conference Statistician;22

12) Director of Conference Graphics23

13) Director of the Michigan Area Resource Center24

14) Conference Director of Lay Speaking25

15) Lay Members of the Conference Program Committee26

16) Lay Directors of West Michigan Conference campus ministries27

17) All lay chairpersons of these Conference Commissions:28

• Status and Role of Women29

• Religion and Race30

• Archives and History31

• Christian Unity and Inter-religious Concerns32

• Equitable Compensation33

Communications34

18) All lay chairpersons of these Conference Committees:35

• Nominations and Leadership Development36

• Emergency Preparedness37

• Episcopacy (Vice Chairperson if the Chairperson is not a member of West Michigan38

Conference)39

• Michigan Area Indian Workers Conference40

• Conference Program41

• Conference Rules of Order42

• Hunger43

• Committee on Prison Ministry and Restorative Justice Concerns44

• Conference Homeless Ministries45

• New Church Establishment and Development46

Racial Ethnic Local Church47

19) All lay General and Jurisdictional delegates for the two annual conferences following48

General Conference;49


20) All lay chairpersons of all Conference Council on Ministries permanent committees;1

21) All lay ministry consultants;2

22) Associate Conference Lay Leaders;3

23) The Physical Limitations Representative4

24) Chairperson of the Abuse Prevention Team5

25) Conference Council on Youth Ministries Coordinator6

26) All lay members of the Rules of Order Committee7

27) Where there is co-leadership, both shall be a part of the lay equalization.8

d. Any seats remaining shall be divided equally among the six districts and each District Conference9

shall elect the number of Lay Members allocated to that District. Each District Conference shall10

also elect two alternate Lay Members to serve, in order of their election, if a regularly elected Lay11

Member is unable to serve.12

1) The District Nominating Committee shall present the names of qualified lay persons to the13

District Conference.14

2) In selecting their nominations the District Nominating Committee is requested to review all15

various interests within the District, theological diversity, urban and rural, large and small16

churches, youth, young adults, other age categories, women and ethnic communities.17

3) Where there are Wesley Foundations and/or Wesley Fellowships, the District shall elect one18

Lay Member from those organizations, in consultation with those organizations, in their19

District as a part of their equalization number.20

e. The Conference Committee on Rules of Order shall establish and implement a system of rotation21

so that from year to year, although the number of seats may not be evenly divisible by the number22

of districts, there shall be equitable representation from each District.23

f. Those persons who are seated because of their position of Conference leadership shall have their24

expenses paid by the group which they lead. The remaining persons elected by the District25

conferences shall have their expenses paid from funds made available by the Conference Council26

on Finance and Administration.27

D. SEATING RESERVE LAY MEMBERS:28

A Reserve Lay Member may be seated in the absence of the Lay Member from a Charge or District. This29

substitution may continue for a portion or for the entire Conference session. The Reserve Lay Member shall30

be responsible for notifying their District Superintendent in advance of assuming the seat.31

E. LAY MEMBER'S REPORT TO THE LOCAL CHURCH:32

The last person seated in the Conference session shall become the Lay Member from their Charge, and it33

shall be their duty to report the actions of the Conference to their Local Church(s) as soon as possible.34

35

IV. THE CONFERENCE SESSION36

37

RULE 9 PROGRAM COMMITTEE:38

A. THE CONFERENCE PROGRAM COMMITTEE:39

1. There shall be a standing committee on the Program of the Conference. This committee shall plan and40

arrange the entire program for the Conference Session.41

2. The Membership of this Committee shall include:42

a. The Bishop43

b. The Clergy Assistant to the Bishop44

c. The host District Superintendent, as convener45

d. The host pastor46

e. The Conference Secretary47

f. The Conference Lay Leader or Associate Conference Lay Leader48

g. The Conference President of United Methodist Women49

h. The Conference President of United Methodist Men50

i. A youth representative of the Conference Youth Council51

j. The Director of Connectional Ministries52


k. The Chairperson of the Committee on Rules of Order1

l. The Conference Facilitator2

m. A representative designated by the host institution3

n. A representative from the Conference Committee on Disability Concerns4

o. Six (6) members at large, one of whom shall be less than 30 years of age at the time of their5

election. Three of these six shall be lay persons.6

3. The elected members are to be nominated by the Conference Committee on Nominations and elected7

by the Conference.8

9

B. PRINTED PROGRAM:10

A printed program shall be published in advance, and except for necessary changes approved by the11

Conference, it shall be the official program for the Conference session.12

13

RULE 10 PRE-CONFERENCE PREPARATION:14

A. The Conference Secretary shall prepare a Pre-Conference Reports Booklet containing all reports required15

from official Conference organizational units listed in the previous year's Journal.16

B. The deadline for reports to be submitted to the Conference Secretary shall be set by the Conference17

Secretary.18

C. The following shall be exempt from making Pre-Conference Reports: the District Superintendents, the19

Rules of Order Committee, the Conference Committee on Nominations, and the annual audits of the United20

Methodist Foundation and the Council on Finance and Administration.21

D. All reports, resolutions or motions of substance which do not appear in the Pre-Conference Reports Booklet22

shall be presented to the Conference Committee on Reference.23

E. All editorial changes or corrections in the Pre-Conference Reports shall be submitted to the Conference24

Secretary in writing at the time that organizational unit reports to the Conference.25

F. The Pre-Conference Reports Booklet shall be distributed in time for all Conference Members and others26

under appointment to receive reports at least 14 days before the Conference convenes. The words "Not for27

Publication until Perfected and Acted Upon by the West Michigan Conference of The United Methodist28

Church" shall be printed on the cover of the booklet.29

G. The Pre-Conference Reports Booklet shall be made available to all Alternate Members of the Conference.30

A notice of where to obtain a copy shall be sent to each pastor prior to the orientation sessions on the31

districts.32

H. The design and implementation of thorough training for Conference Members and Alternate Members,33

including an orientation session on each District and a briefing session immediately before the Conference34

begins, shall be the responsibility of the Conference Lay Leader and the Conference Ministry Consultants.35

36

RULE 11 EXECUTIVE AND CLERGY SESSIONS:37

A. The Bishop shall convene an Executive Session when 2/3 of the Conference Members, present and voting,38

so order.39

B. The Bishop may order or convene Clergy Sessions which are not Executive Sessions.40

41

RULE 12 PETITIONS TO ANNUAL CONFERENCE:42

A. Petitions to initiate new business may be created by any local church, church organization, clergy or lay43

person within the West Michigan Annual Conference.44

B. Petitions may be submitted by regular mail or electronic mail. A petition submitted by an individual clergy45

or lay person shall state the local church, or church organization, of which the petitioner is a member.46

(When several members of a church or church organization are listed as supporting the petition, only the47

name of the church or church organization and the number of persons listed will be printed in the legislative48

material.) All petitions shall include the petitioner’s address and telephone number(s) and are subject to49

verification of their validity.50

C. A copy of each petition which requests funds from the Conference shall be submitted to the Council on51

Finance and Administration. The Council on Finance and Administration shall make its recommendation52

prior to the time the petition is considered at the Conference.53


D. Deadlines shall be the following:1

1. All petitions which are filed with the Director of Connectional Ministries by a date set by the2

Conference Secretary shall be printed and mailed with the Pre-Conference booklets to Conference3

members.4

2. Additional petitions in response to any matter contained in either the Pre-Conference Reports or a5

petition enclosed in the same mailing may be filed with the Director of Connectional Ministries until6

12 business days prior to the opening of the Conference session. However, no petition containing new7

business which was not introduced in the Pre-Conference Reports or previously filed petitions shall be8

accepted.9

3. All response petitions shall be furnished to the Members of the Conference prior to the time10

Conference convenes.11

4. No petitions filed within 12 business days of the opening of the Conference session shall be accepted12

or considered except by suspension of the Rules or as Addenda (see Rule 22.D).13

E. The original copy of each petition shall be kept on file until after the Conference has acted upon that14

petition.15

F. Action on all petitions referred to a board or agency of the Annual Conference or where instructions are16

given to a board or agency of the Annual Conference shall be reported to the next Annual Conference in a17

manner to be established by the Conference Secretary by giving the name of the petition, action ordered,18

action taken.19

20

RULE 13 ATTENDANCE:21

All Clergy and Lay Members shall attend all sessions of the Conference. Persons unable to attend shall report the22

reason to the Conference Secretary, and where appropriate to the District Superintendent, in writing.23

24

RULE 14 FLOOR OF THE CONFERENCE:25

The limits of the floor of the Conference shall be fixed at the first business session. The Conference Program26

Committee shall consult with the Bishop or President and recommend limits. All Members must be seated within27

these limits in order to vote.28

RULE 15 IDENTIFICATION:29

All vote counts shall be conducted by recognizing those eligible to vote on the question. The Conference30

Program Committee shall provide a color code system identifying Clergy Members, Lay Members, Visitors and31

any other, which may be determined. A guide for identification shall be published in the Conference Program.32

RULE 16 RETIRED LOCAL PASTORS:33

Retired Local Pastors shall be granted seat and voice on the floor of the Annual Conference.34

RULE 17 ROLL CALL:35

The Roll Call of the Conference shall be taken from the registration list of Clergy and Lay Members. No36

additional attendance checks shall be taken during the Conference.37

RULE 18 RECESS:38

The Conference Program Committee shall provide a recess of not less than fifteen minutes somewhere in both39

the morning and afternoon business sessions.40

RULE 19 CORPORATE SESSION:41

The Conference Program Committee shall designate a specific time for the Corporate Session to meet during the42

Conference. All recommendations for action at the Corporate Session shall be printed and distributed to43

members of the Conference at least 24 hours prior to their consideration.44

RULE 20 PREVIOUS DAY'S JOURNAL:45

The previous day's Journal shall be posted at the main entrance(s) to the floor of the Conference by the opening46

of the day's session. Prior to the close of the day’s business, the approval of the previous day's Journal shall be47

the order of the Day. The Conference Secretary shall be allowed to make any necessary corrections to the48

minutes of the closing day of Conference.49


V. CONFERENCE PROCEDURE AND PARTICIPATION1

2

RULE 21 SUBMITTING REPORTS:3

When a report is submitted to the Conference Secretary and printed in the Pre-Conference Reports Booklet it is4

before the Conference without further reading provided that:5

A. Each recommendation which requires new Conference action shall be read before the Conference takes its6

action.7

B. Any portion of a report shall be read when it is ordered by 2/3 vote of the Conference.8

C. A minority report from any Board, Agency or Committee shall be presented to the Conference immediately9

following the majority report and prior to debate, regardless of the number of people who endorse it,10

provided that 1/5 of the members of that Board, Agency, or Committee who are present and voting have11

agreed that the minority report presents an opinion which the Conference should hear. The signatories of12

the minority report shall select one of the signatories to present the minority report.13

D. Materials in the Pre-Conference Reports Booklet shall be historical in nature only. Recommendations for14

legislative action shall be submitted separately to the Conference Secretary for inclusion in15

Recommendations and Petitions publication and shall be referred to the Committee on Reference for16

processing.17

18

RULE 22 COMMITTEE ON REFERENCE:19

A. MEMBERSHIP: There shall be a Committee on Reference composed of:20

1. the Conference Lay Leader, or Associate Conference Lay Leader, who shall serve as Chairperson;21

2. the Chairperson of the Conference Program Committee;22

3. the Conference Facilitator;23

4. the Director of Connectional Ministries; and24

5. the Conference Secretary; and25

6. the chair of the Rules of Order Committee.26

B. TERM OF OFFICE:27

The members of this Committee shall serve from the opening of the Conference session until the opening of28

the next regular session of the Conference.29

C. DUTIES AND RESPONSIBILITIES:30

1. Depending on the nature and amount of legislation, this Committee, in consultation with the Program31

Committee, shall decide if Legislative Committees will be employed.32

2. If Legislative Committees are not used, legislative items will be referred directly to the Conference.33

a. Exceptions will include legislative items which have funding implications which will first be34

referred to the Conference Council on Finance and Administration, petitions to General35

Conference which will first be referred to the Committee on General Conference Petitions, items36

recommending changes in the Rules of Order which will first be referred to the Committee on37

Rules of Order, and items recommending changes in the “Plan of Organization” which will first38

be referred to the Rules of Order Committee. Legislative item pertaining to the Conference policy39

for health insurance program shall be referred to the Board of Pension and Health Benefits.40

b. The Reference Committee may place those items on a Decision Calendar which they deem would41

be acceptable to the Annual Conference without discussion. Any item on the Decision Calendar42

may be lifted at the written request of any member of the Annual Conference.43

c. The Reference Committee may report petitions as non-concurrence. Said petitions will not be44

before the Annual Conference unless so requested by 10% of the Annual Conference.45

d. The Reference Committee shall report out the petitions and may request the presence of a46

petitioner or the representative of an organization making a recommendation and/or petition for47

clarification.48


3. If Legislative Committees are used, the following process shall be employed:1

a. Prior to the opening of the Conference session this Committee may assign the legislative2

recommendations in the Pre-Conference Reports, the properly filed petitions and any other3

business which will come before the Conference for action to a Legislative Committee.4

b. The Committee shall refer each petition or legislative item submitted to the Conference which5

has funding considerations to the Conference Council on Finance and Administration. The6

written recommendation of the Council on Finance and Administration shall be presented to both7

the Legislative Committee and the Conference at the times the proposal is being considered.8

c. Any legislation not considered by a Legislative Committee or considered, but not acted upon,9

shall be returned to the Conference for their consideration and action.10

d. Each amendment to legislation which is proposed by a Legislative Committee or by the11

Conference, which has funding considerations, shall be referred to the Council on Finance and12

Administration for their written recommendation prior to the final action by the current session of13

Conference.14

e. Any petition which relates to General Conference shall be referred to the Committee on General15

Conference Petitions, and not to a Legislative Committee.16

f. During the Conference session, any matter of substance not contained in the Pre-Conference17

Reports, the properly filed petitions and the response petitions shall be referred immediately to18

the Committee on Reference. The Committee shall report its recommendation to the Conference19

before the adjournment of the next business session.20

D. ADDENDA TO REPORTS AND RECOMMENDATIONS:21

1. Each addendum presented shall be referred to the Committee on Reference.22

2. Addenda to reports and recommendations in the Pre-Conference Reports from the organizational units23

shall include an explanatory statement from the chairperson of the organizational unit stating the24

reason the material was not considered by that organizational unit in time for inclusion in its original25

Pre-Conference Report.26

3. If the Committee on Reference determines that the material in the addendum could reasonably have27

been acted upon by the organizational unit and included in the Pre-Conference Reports the Committee28

may recommend that the proposed addendum not be considered by the Conference. When the29

Committee on Reference recommends non-consideration the Chairperson of the organizational unit30

submitting the addendum shall be advised promptly.31

4. An addendum which is not recommended by the Committee on Reference to the Conference for action32

may not be considered unless the Conference in session suspends its rules for the specific purpose of33

consideration.34

5. Addenda to Pre-Conference Reports shall be presented only when an organizational unit determines it35

is necessary to do so.36

37

RULE 23 LEGISLATIVE COMMITTEES:38

A. LEGISLATIVE COMMITTEES:39

The Conference may have Legislative Committees.40

B. IF LEGISLATIVE COMMITTEES ARE USED THE FOLLOWING WILL APPLY:41

1. The number of Legislative Committees shall be determined by the Committee on Reference.42

2. Each Legislative Committee shall consist of Lay and Clergy Members of the Conference, plus part-43

time Local Pastors appointed at the current session of Conference.44

3. Assignment of members to legislative committees:45

a. The assignment of Members to each of the Legislative Committees shall be the discretion of the46

Conference Program Committee47

b. Should the Pastor(s) and/or Lay Member(s) of the same local church be assigned to the same48

Legislative Committee, either the Pastor or Lay Member may request a change. The Chairperson49

of the Conference Program Committee or the Conference Facilitator shall reassign them to a50

different Committee.51

c. Any person with a handicapping condition may request a change. The Chairperson of the52

Conference Program Committee or the Conference Facilitator shall reassign them to a different53

Committee.54


4. Leaders of Legislative Committees:1

a. The Conference Program Committee shall select from among the members of the Conference2

qualified persons to serve as officers such as are determined necessary by the Program Committee3

for each Legislative Committee.4

b. The Conference Program Committee shall provide orientation for all who will serve as5

Legislative Committee members prior to the Conference Session.6

c. All leaders of each Legislative Committee shall be members of that Committee with voice and7

vote.8

5. The Privilege of Voice and Vote:9

a. The privilege of vote shall be granted to all Conference Members assigned to a Legislative10

Committee.11

b. The privilege of voice in Legislative Committees shall be granted to the following:12

1) All Conference Members assigned to a Committee.13

2) Deaconesses, certified lay workers and registered visitors specifically assigned to a14

Committee.15

3) Retired Local Pastors.16

c. The privilege of voice only during the discussion of a specific report or petition shall be granted17

to the following:18

1) Up to four representatives designated by the organizational unit whose report is being19

considered by the Committee. The representative of the organizational unit shall also have20

voice when any petition is being considered affecting the work of the unit.21

2) One petitioner or one representative of a petitioning church or organization for each22

petition being considered by a specific Legislative Committee. (If the petitioner cannot be23

present, they may designate an alternate in writing.)24

3) In case of identical or nearly identical petitions, only one person who is selected by the25

petitioners shall speak for the petitions.26

6. DUTIES AND RESPONSIBILITIES:27

a. Each Legislative Committee shall study all matters referred to it and recommend each item by28

voting for concurrence, concurrence with amendment, or non-concurrence.29

b. The recommendations of all Legislative Committees shall be the property of the Conference.30

7. REPORTING TO THE CONFERENCE:31

a. Each Legislative Committee shall report to the Conference.32

b. There shall be a Consent Calendar. All legislative items from all Legislative Committees33

reported to the Conference which meet the following criteria shall be included in the Consent34

Calendar and presented to the Conference as one item.35

1) All legislative items considered by Legislative Committees which receive approval for36

concurrence without amendment by 90% of the Legislative Committee members present37

and voting shall be included in the Consent Calendar.38

2) Any legislative item included in the Consent Calendar may be removed from the Consent39

Calendar upon written request to the Conference Secretary by any Conference Member40

present.41

3) The budget of the West Michigan Annual Conference and legislative items which affect the42

Annual Conference budget may not be included on the Consent Calendar or on the43

Decision Calendar and must be brought to the full Conference for action. Conference44

Policies, Procedures and Rules regarding financial matters need to be considered by45

Legislative Committees and come before the Annual Conference only if they are changed.46

c. All recommendations for concurrence by less than 90% of the Legislative Committee members47

present and voting, and all recommendations for concurrence with amendment, shall48

automatically be before the Conference for action. Abstentions shall be counted as present, but49

not voting, and shall not be counted in the computation of votes.50

d. All recommendations for non-concurrence shall be reported to the Conference; however, these51

recommendations shall not be considered unless 10% of the members of the Conference vote52

for consideration.53


e. When the Legislative Committee reports to the Conference a representative of the1

organizational unit whose recommendation(s) and/or petition(s) is being considered shall be2

allowed to give a report for information not to exceed three minutes and may be present at a3

microphone to provide additional information should it be requested. The same consideration4

shall be given to a petitioner or their representative.5

f. All additions, corrections, and/or deletions regarding the list of Advance Specials as of the6

beginning of the Annual Conference shall be referred to the Executive Committee of the7

Conference Board of Global Ministries for their consideration and action. These items shall be8

acted on in a timely fashion so as to enable them to be printed in the Journal.9

g. This procedure for the consideration of legislative business shall apply to all matters including10

Pre-Conference Reports, addenda and petitions.11

12

RULE 24 AGENDA COMMITTEE:13

A. MEMBERSHIP:14

There shall be an Agenda Committee for the Conference with the following members:15

1. Chairperson of Conference Program Committee, as Chairperson;16

2. Chairperson of the Committee on Rules of Order;17

3. Conference Facilitator;18

4. Chairperson of the Committee on Reference;19

5. A representative of the Conference Worship Committee;20

6. The Director of Connectional Ministries.21

B. DUTIES AND RESPONSIBILITIES:22

1. Determine the order and time for the consideration of all legislative business which shall come before the23

Conference.24

2. Advise, not later than the session immediately preceding, when specific matters will be considered by the25

Conference.26

3. Coordinate and prioritize the entire agenda of the Conference to provide for the proper and timely27

consideration of all matters which require action by the Conference.28

4. Consult with the Bishop, or President, the Conference Secretary, officers of Legislative Committees,29

representatives of organizational units and others as required in order to perform these responsibilities.30

31

RULE 25 MOTIONS AND RESOLUTIONS:32

Each motion and/or resolution of substance (not procedure) which is introduced, by a member and/or a committee,33

shall be written in duplicate and presented to the Conference Secretary. The Secretary will provide the appropriate34

forms.35

36

RULE 26 SECURING THE FLOOR:37

A. CONFERENCE MEMBER:38

1. A Conference Member who desires to speak or debate shall stand from within the limits of the floor and39

move to the nearest microphone to await recognition by the President. Persons with handicapping40

conditions may be recognized through provided signs and then move to a microphone.41

2. After being recognized by the President the speaker shall first identify himself/herself.42

3. If the Member wishes to speak on a question of privilege, the Member shall state the request and wait43

until the President concurs it is a question of privilege.44

4. A Member desiring a point of order shall stand from within the limits of the floor, call for the point of45

order, and wait to be recognized by the President. Upon recognition the Member shall move to the nearest46

microphone and speak.47

5. Moments of courtesy may be accepted by the President without vote.48

B. NON-MEMBER OF CONFERENCE:49

A non-member shall be granted the privilege of the floor by consent of the Conference, the Conference50

Program Committee, or at the discretion of the President.51

52


RULE 27 LIMIT FOR SPEECHES:1

A. No member shall speak more than once on the same subject until every member who chooses to speak has2

done so.3

B. No member shall speak more than twice on the same subject or more than five minutes at one time unless an4

exception is granted by the Conference.5

C. Addresses by non-members of the Conference shall be limited to fifteen minutes except for those persons6

scheduled by the Program Committee.7

D. If the question is called and confirmed by the body, the maker of the legislation shall be allowed two (2)8

minutes for closing remarks.9

10

RULE 28 REFERRAL OR TABLING:11

No motion, resolution, or report shall be referred or laid on the table until the mover or introducer has been allowed12

to speak on the question.13

14

RULE 29 VOTING:15

All voting shall be by a show of hands unless otherwise ordered by the Conference. A count may be ordered: a) by16

the President, or b) on the call of any Member, supported by 1/5 of the Members present and voting. A majority of17

those present and voting shall decide all questions unless otherwise directed by these Rules or the Discipline.18

19

RULE 30 COMMITTEE ON JOURNAL:20

There shall be a Committee on the Journal.21

A. MEMBERSHIP:22

The membership shall consist of (6) six persons; (2) two clergy, (2) two laymen and (2) two laywomen,23

nominated by the Conference Committee on Nominations and elected by the Conference.24


The Committee shall function under the direction of the Conference Secretary, and shall daily examine the26

proceedings of the Conference, establishing and reporting on the accuracy of such record, especially in regard27

to content as required by the Rules of Order.28

C. TERM OF OFFICE:29

The term of office shall be for four years.30

31

RULE 31 COMMITTEE ON MEMOIRS:32

A. MEMBERSHIP:33

There shall be a Committee on Memoirs comprised of (3) three persons, (1) one clergy, (1) one layman and (1)34

one laywoman, nominated by the Conference Committee on Nominations and elected by the Conference.35


1. Keep a record of deaths of persons professionally related to the Conference, their spouses, and members37

of their immediate family living at home.38

2. This record shall be made available for use in the Memorial Service at the Conference session and to the39

Conference Secretary for inclusion in the Memoirs section of the Journal.40

3. Persons, whose deaths occur prior to the end of the Conference session, but after the preparation of41

materials for the Memorial Service, may be named in the service for that year, and, if possible, included in42

the Journal. Appropriate printed acknowledgment of such death may also be included in the materials for43

the Memorial Service the following year, but shall not be repeated in the Journal.44

4. Deaths of persons in prior years about which information was not available at the time of the death shall45

be included in the Journal in the year in which the information is received.46

47


VI. ELECTION OF DELEGATES AND PREPARATION FOR GENERAL1

AND JURISDICTIONAL CONFERENCES2

RULE 32 LAY DELEGATES:3

A. ELIGIBILITY FOR ELECTION:4

1. Lay delegates shall be nominated and elected without regard to age, sex, race or any handicapping5

condition.6

2. Only persons who have been members of The United Methodist Church for at least two (2) years7

immediately prior to their election, and shall have been active participants in The United Methodist8

Church for at least four (4) years preceding their election.9

3. Lay delegates must be members of a United Methodist Church within the bounds of the West Michigan10

Conference at the time the General and Jurisdictional conferences are held.11

B. PRE-CONFERENCE INFORMATION:12

1. Notification that the election of delegates to the General and Jurisdictional Conference will occur at the13

next Conference session shall be sent by the Conference Secretary.14

2. This notification shall be mailed to each Pastor under appointment, each Lay Member of Conference and15

the Chairperson of each District Conference before March 1.16

3. In the same mailing the Conference Secretary shall request that the name and a brief biographical sketch17

(100 words) of each potential delegate be submitted. Appropriate forms shall be enclosed, including space18

for the written consent of each nominee.19

4. Nominations may be made by any local Church Administrative Board, District Conference, or any other20

organization within the West Michigan Conference; or by any lay person or clergy within the West21

Michigan Conference.22

5. The names, biographical sketches and consent to serve shall be given to the Conference Secretary by23

April 1 of the year of the election. Copies of this material shall be enclosed with the Pre-Conference24

Reports.25

RULE 33 BALLOTING FOR DELEGATES TO GENERAL & JURISDICTIONAL CONFERENCES:26

A. TELLERS:27

1. The Conference Secretary shall designate Tellers from a list of names which shall have been submitted by28

the Superintendents of the districts. A member of the Conference Secretary's staff shall serve as head of29

both groups of Tellers.30

2. The Tellers will distribute all ballots, collect all ballots and be responsible for their count. The results31

shall be reported to the Conference Secretary and announced to the Conference by the Bishop.32

B. NOMINATIONS:33

1. There shall be no nominations or nominating speeches for the clergy ballot.34

2. All lay persons whose biographical sketches have been submitted and mailed with the Pre-Conference35

Reports shall be considered as nominated. Additional lay persons may be nominated from the floor,36

provided written consent to serve if elected has been obtained prior to their nomination. No speeches may37

be made for a lay person nominated from the floor; however a printed biographical statement (100 words)38

may be passed out to the Members of the Conference.39

C. BALLOTING:40

1. Ballots may be cast any time the Conference is in session.41

2. The Bishop shall announce the number of candidates which may be elected and the names and number of42

persons previously elected before each ballot is cast.43

3. Each ballot shall be cast by distributing ballots, marking the ballots and standing within the limits of the44

Conference until ballots have been collected by the Tellers.45

4. Only the names of persons receiving ten (10) or more votes shall be read after each ballot and that on the46

first three (3) votes all those receiving three (3) or more votes shall be read.47

5. Balloting shall continue until all delegates and reserve delegates have been elected.48

D. INVALID BALLOTS:49

1. An individual's ballot shall be invalid if it contains more or less names (or identifying numbers) than the50

number of delegates to be elected on that ballot.51


2. The intent of the voter shall be allowed regardless of mistakes in spelling.1

3. If persons with the same name are mentioned and no initials are included that total ballot shall be invalid.2

E. ELECTION:3

On each ballot a majority of all the valid ballots cast shall be required for an election.4

F. RESERVE DELEGATES:5

1. The Reserve Delegates to General Conference, in the order of their election, shall be the delegates to6

Jurisdictional Conference.7

2. The two lay and two clergy persons receiving the next largest numbers of votes on the ballot which elects8

the last Jurisdictional Conference lay and clergy delegates shall automatically become the reserve9

delegates to the Jurisdictional Conference. These reserve delegates shall have their expenses paid at the10

same standard as the Jurisdictional Conference delegates.11

3. As the expenses of the delegates to General Conference and the first reserve delegate (lay and clergy) are12

paid by General Conference, the Annual Conference shall pay the second reserve delegate (lay and clergy)13

expenses, using the same standards used by the General Conference.14

RULE 34 ORGANIZATION OF DELEGATION:15

A. Following the election of the General and Jurisdictional Conference delegates the Bishop, or a person16

designated by him/her, shall convene the delegation, including the Reserve Delegates to Jurisdictional17

Conference, for the purpose of organizing the delegation. The convener shall preside until the chairperson is18

elected.19

B. The delegation shall elect from its membership a chairperson, secretary and other officers as desired. Also, the20

delegation shall elect from its membership the persons to represent the Conference on each of the General and21

Jurisdictional Conference standing or legislative committees. It is recommended that the position of the22

Chairperson alternate between Lay and Clergy.23

C. The delegation shall nominate and/or elect persons for General and Jurisdictional Boards, Councils,24

Commissions and Committees as required.25

D. The method of selecting these officers and representatives shall be by written nomination and written ballot,26

unless a majority of the delegation present determines otherwise. A majority of the ballots cast shall be27

necessary for election, except for the election of members to the Jurisdictional Committee on Episcopacy,28

which is mandated in the Discipline.29

E. The delegation shall meet on call by the chairperson to consider the matters and issues related to General and30

Jurisdictional conferences, and to transact other business.31

RULE 35 NOMINATIONS FOR THE EPISCOPACY:32

At the session immediately prior to the Jurisdictional Conference, the Conference may nominate candidates for33

election to the episcopacy as follows:34

A. In the year that precedes any nomination for the episcopacy by the Annual Conference the newly elected35

Jurisdictional Conference Delegates shall conduct a thorough study of all known potential Episcopal nominees36

within the Jurisdiction. This study shall include interviews with such nominees when deemed appropriate.37

Results of this study, including any recommendations, shall be reported to the Annual Conference.38

B. Nominations may be received from the floor.39

C. The person making the nomination shall be limited to a three-minute speech for the nominee.40

D. There shall be a 24-hour period between the nominations and the vote on the nominees.41

E. To have the Annual Conference's recommendation, the nominee(s) shall have at least a majority vote of42

approval.43

F. In the event of more nominations than vacancies, there shall be a written ballot. The number of names, as there44

are vacancies, receiving the highest vote shall be brought back to the floor. These shall then be voted on a45

second time. Those then receiving at least a majority vote of approval shall be the Annual Conference's46

recommendation.47

RULE 36 STATEMENT OF EFFECT:48

The Rules of Order approved by the Conference in session in June 2009 shall supersede all previous Rules of the49

West Michigan Conference.50

338 2011

SUMMARY OF ANNUAL CONFERENCE PROCEDURES TO SUBMIT REQUESTS1

TO THE JUDICIAL COUNCIL2

Although occurring infrequently, there are occasions when an Annual Conference desires the Judicial Council to3clarify how The Book of Discipline of the UMC applies to particular actions taken by the Conference. There are four4different ways an Annual Conference can submit a request to the Judicial Council. For each procedure there are5specific requirements regarding the content of the request and the Annual Conference vote needed to make the6request. If these requirements are not met, the Judicial Council will lack jurisdiction to consider the matter and thus7the Annual Conference’s desire for a legal decision will not be achieved.8

The four procedures an Annual Conference can follow with the paragraph references from the Book of Discipline of9The United Methodist Church – 2008 are:10

An Appeal to determine the legality of any action taken by the Annual Conference on a matter11

affecting the Annual Conference (¶2609.5)12

The content of the appeal must relate to the organization and/or decisions of the Annual Conference and its13authorities and responsibilities as provided in The Book of Discipline of the UMC - 2008.14

Annual Conference Vote Required: Two-thirds of the members present and voting.15

Bishop’s Decision of Law (¶2609.6)16

During a regular business session, written questions of law may be submitted to the bishop, asking him/her to17rule on the disciplinary legality raised in the questions.18

If the bishop does not issue a ruling before the close of the Annual Conference session, he/she must do so19within 30 days after the session closes.20

Annual Conference Vote Required: No vote is required by the Annual Conference for this procedure. The21bishop’s ruling goes directly to the Judicial Council to pass upon and affirm, modify or reverse the decisions22of law made by the bishop.23

Appeal from a Bishop’s Decision on a Question of Law (¶2609.7)24

The Judicial Council can hear and determine appeals from a bishop’s decision on a question of law if requested25by the requisite number of Annual Conference members.26

Annual Conference Vote Required: One-Fifth of the members present and voting.27

Request for a Declaratory Decision (¶2610)28

This request asks the Judicial Council for “…a declaratory decision as to the constitutionality, meaning,29application, or effect of the Discipline or any portion thereof… (¶2610.1).”30

The request must specify the disciplinary paragraph or paragraphs that are at issue or in question.31 If the issue or question is described in general terms without citing the relevant disciplinary paragraph(s) the32

Judicial Council will refuse to consider the matter for lack of jurisdiction.33 Annual Conference Vote Required: ¶2610 does not specify a vote requirement to request a declaratory34

decision. Therefore, it would appear Annual Conference approval of the request would be the same as all35other actions not providing for a specific number, namely a simple majority vote of its members.36

¶2610.3 outlines the process for persons affected by the decision to be involved in and informed of the37proceedings.38

39

Note: The Judicial Council has consistently ruled that parliamentary procedure rulings and procedural matters40related to the conduct of the Annual Conference session are not matters they are authorized to consider. The Judicial41Council has also consistently chosen to not accept for their consideration questions raised that are of a hypothetical42nature.43

It is important to be aware of the reality of time and resources that will need to be devoted to a matter brought to the44Judicial Council. Written materials delineating the issue being challenged will need to be developed. Occasionally45lay and/or clergy persons may need to travel to the site of the Judicial Council’s meeting in order to make46presentations. The Conference Chancellor is also always involved in the process and there are expenses related to47the providing of this expertise.48

This summary is not intended to be a replacement for the extensive details and process outlined in The Book of49Discipline of the UMC-2008. If any of the above information is in conflict with The Book of Discipline of the UMC-502008, The Book of Discipline of the UMC-2008 shall take precedence.51

2011 339

1

INSTRUCTIONS FOR ANNUAL CONFERENCE PETITIONS

During the course of our work as an Annual Conference, we occasionally create a Task Force and/or referitems to a specific group for their action and/or report back to the Annual Conference. Please consider atleast the two following issues related to time and money.

1. Any item requiring a report back to “next year’s Annual Conference,” does not have a full 12months. February is the Petition deadline, with some ability for revisions via the Response Petitionprocess. It often takes 2-3 months after Annual Conference for a task force to become fullyoperational. Therefore the real working time may be as short as 4-6 months given participantsusually all have other additional responsibilities.

2. There are also meeting expenses, administrative costs, sometimes consultant fees, or research coststhat will be associated with a task force or referral for work by a specific board or agency.Provisions for how these expenses will be cared for must be included in any legislative actionrequiring a report back.

VOLUME 1 OF 2011 CONFERENCE JOURNAL IS AVAILABLEONLINE ONLY.

For the third year we are providing Volume One of the Conference Journal only via electronicmeans. The West Michigan Annual Conference Program Committee and ConferenceSecretary have taken this step to help us continue to be better stewards of our resources. Theprinting costs saved as a result are approximately $3,700. Volume 1 is available anddownloadable on the conference web site. The web address is:

http://www.westmichiganconference.org/

This will allow you to read the entire volume. You may also print single page sections of thevolume as you desire.

If you are unable to access this material, please contact your local church office or pastor first.Second you may contact your District Office or the Conference Center.

Our experience from this distribution will help inform us as we move toward the possibility ofprimarily providing the entire program and petitions materials booklets via online distribution.Total printing and mailing costs for these materials are $6,000 - $7,000.

You may also forward suggestions to:Mark Doyal, Conference Director of Communications, [email protected] orJim Searls, Communications Commission Chair, [email protected] orRev. Benton R. Heisler, Conference Director of Connectional Ministries, [email protected]. Bill Chu, Conference Secretary, [email protected] orAC Program Committee, West Michigan Conference Center, 11 Fuller SE, Grand Rapids, MI49506

340 2011

PARLIAMENTARY MOTION CHART

West Michigan Annual Conference

SECOND DEBAT- AMEND- VOTEKIND OF MOTION REQUIRED ABLE ABLE REQUIRED PURPOSE

ADJOURN yes no no majority to end a meeting.

TAKE A RECESS yes no yes majority to interrupt a meeting for an intermission.

RAISE A QUESTION OF PRIVILEGE no no no none to obtain immediate action on problems affecting

honor or safety of Conference or individual members.

CALL FOR THE ORDERS OF THE DAY no no no none to bring before the Conference scheduled business.

LAY ON THE TABLE yes no no majority to set aside item of business at least temporarily.

PREVIOUS QUESTION yes no no two-thirds to close debate on immediately pending motion, or when

specified, on all pending motions or consecutive series thereof.

LIMIT OR EXTEND LIMITS OF DEBATE yes no yes two-thirds to limit or extend debate for period of time, or on specified

motions.

POSTPONE TO CERTAIN TIME yes yes yes majority to delay consideration of the main motion.

COMMIT OR REFER yes yes yes majority to place main motion in hands of committee

or group of specified persons.

AMEND yes yes yes majority to modify or alter a motion. Debatable only

when motion to be amended is debatable.

POSTPONE INDEFINITELY yes yes no majority to dispose of motion without bringing it to a vote.

MAIN MOTION yes yes yes majority to introduce new business.

POINT OF ORDER no no no none to enforce Conference rules.

PARLIAMENTARY INQUIRY no no no none to provide members with information on rules or motions.

REQUEST FOR INFORMATION no no no none to answer questions of any Conference member.

SUSPENSION OF THE RULES yes no no two-thirds to facilitate business normally against the rules.

APPEAL FROM THE DECISION yes no no majority to insure that a majority agrees with the ruling of the chair.

OF THE CHAIR

DIVISION OF THE ASSEMBLY no no no one-fifth to secure counted vote.

TO WITHDRAW A MOTION no no no usually none, to withdraw a motion before it is amended or voted

majority if any upon. Must be made by original mover with approval

Member objects of the original second.

TAKE A MOTION FROM THE TABLE yes no no majority to bring before the Conference a motion previously tabled.

RECONSIDER yes no no majority to secure a new vote on a motion previously voted upon.

Mover must have voted with the prevailing side on original

motion. Must be made day of original vote or following day

at the latest.

RESCIND OR REPEAL yes yes yes two-thirds to void previous action of the Conference.

w/o previous

notice.

All of the following twelve motions are ranked from the bottom of the list. When any one of them is immediately pending (the last motion to be put before the

Conference and not yet disposed of), any motion above it on this list is in order, and all of those below are out of order. Any business or subject is brought

before the Conference as a main motion.

The following motions are incidental motions, and are not ranked, since each is related to a specific problem arising out of other business. They are in order at

any time the business out of which they arise is in order.

The following three motions are in order when there is no other motion pending before the Conference. The motion “to reconsider” may be made at any time,

even when other motions are pending, but must wait for full consideration.

2011 program book c plan of organization

Documents

conference council

conference ministries221

annual conference petitions

judicial council

district conference17b

plan of organization1structure

plan of organization9b

west michigan conference2as