2012 AC Decision Items Book B

2012 201

RECOMMENDATIONS AND PETITIONS

WEST MICHIGAN ANNUAL CONFERENCE 2012

TABLE OF CONTENTS

NOTE: This booklet begins with number 201 so as to keep the numbers different from those in any otherAnnual Conference materials. You will also notice that each item is numbered consecutively.

D = Placed on the Decision Calendar by the Reference Committee.

ITEM SUBJECT PAGE

VARIOUS ITEMS1 Conference Health Insurance Premiums ................................................................ ........ 2022 Disposition of Assets of Discontinued Congregations........................................... ........ 2023 Welcoming Immigrants .......................................................................................... ........ 2034 Cooperative Parish Task Force............................................................................... ........ 203

<><><> <><><> <><><> <><><> <><><> <><><> <><><> <><><>D 5 Minimum Salary Support for 2013 ........................................................................ ........ 204D 6 Guidelines for Equitable Compensation Support ................................................... ........ 205D 7 Ministers’ Reserve Pension Fund (MRPF) – For Past Service .............................. ........ 206D 8 Annual Policy Recommendations for 2013............................................................ ........ 206

RULES OF ORDER ITEMS

9 Various Rule Amendments Summary.................................................................... ........ 20710 Rule 8 – Lay Equalization: Amendment ................................................................ ........ 21111 Rule 13 – Attendance: Substitution ......................................................................... ........ 21112 Rule 32 – Election of Lay and Clergy General and Jurisdictional Delegates:

Amendment..................................................................................................... ........ 21213 Rule 33 – Balloting for Delegates to General and Jurisdictional Conferences:

Substitution .................................................................................................... ........ 21314 Rule 33 – Election of General and Jurisdictional Conference Delegates: Substitution ........ 21415 Resolution re: Jurisdictional Conference Reserve Delegate Vacancies ................. ........ 216

PLAN OF ORGANIZATION ITEMSD 16 “Plan of Organization”: Michigan Area Haiti Task Force – Addition................... ........ 217D 17 “Plan of Organization”: Personnel Committee – Substitution ............................... ........ 218D 18 “Plan of Organization”: Membership of the New Church Committee – Amendment.... 218D 19 “Plan of Organization”: Duties of Director of Connectional Ministries – Amendment .... 219D 20 “Plan of Organization”: Membership of Communications Commission – Amendment…. 219D 21 “Plan of Organization”: RELC Purpose and Responsibilities – Substitution ........ ........ 219

<><><> <><><> <><><> <><><> <><><> <><><> <><><> <><><>22 West Michigan Budget Recommendation for 2013 ............................................... ........ 220

<><><> <><><> <><><> <><><> <><><> <><><> <><><> <><><>

CORPORATE SESSION – Any discontinuations will be noted in Response Petition booklet.

<><><> <><><> <><><> <><><> <><><> <><><> <><><> <><><>PLAN OF ORGANIZATION .................................................................................................. ........ 223RULES OF ORDER.................................................................................................................... ........ 243JUDICIAL COUNCIL PROCEDURES ............................................................................... ........ 254ANNUAL CONFERENCE PETITION INSTRUCTIONS............................................. ........ 255VOLUME 1 AVAILABLE ONLINE ONLY....................................................................... ........ 255PARLIAMENTARY MOTION CHART ............................................................................. ........ 256

202 DECISION ITEMS 2012

VARIOUS ITEMS1

ITEM #12

SUBJECT: Conference Health Insurance Premiums.3

MOTION: Beginning with the 2013 session of the West Michigan Annual Conference, prior to final4

approval of the following calendar year conference budget, the Conference Board of Pension5

and Health Benefits shall publicize premium rates and any benefit changes for conference6

sponsored health insurance plans. For the 2013 budget year these rates and any benefit7

changes shall be announced no later than July 15th, 2012.8

RATIONALE: While it previously may have been necessary to set health insurance premiums later in the year,9

there should now be more than adequate claims history and cost data in place for premiums to be10

set in a more timely manner. Actual health insurance premiums should be fully and accurately11

incorporated into the conference budget for the following calendar year before it is approved by the12

West Michigan Annual Conference.13

Working with an increasingly tight conference budget leaves almost no room to adjust for14

increased premiums after the budget has been set by annual conference. The only alternative is then15

to make cuts in other areas, which is increasingly difficult. While estimated increases in health16

insurance costs can be incorporated into the budget proposal, a significant difference between the17

estimated and actual premiums could have a strong negative impact on the overall budget.18

Currently, 24 positions funded through the conference budget are eligible for health insurance. As19

an example, at current rates, an error of just 3% in estimating future premiums would be20

approximately $465 per participant, resulting in $11,160 in budget cuts that would have to be made21

in other areas.22

In addition, given that health insurance premiums for clergy serving in our local churches often23

cost nearly 50% of the cash salary, staff parish relations committees need more advance notice of24

premium rates as they begin forming and then recommending clergy compensation plans to the25

finance committee and church council in preparation for their fall church conference.26

David F. Hills, Heartland District Superintendent27

of the West Michigan Annual Conference28

ITEM #229

SUBJECT: Disposition of Assets from Discontinued Congregations.30

MOTION: The West Michigan Annual Conference shall approve the following:31

1. 75% of the net assets from all discontinued churches in the West Michigan Conference32

shall be used for the development of new faith communities. These resources will be33

placed in a segregated account for the sole purpose of supporting New Faith Community34

Development. Policies regarding how these funds will be divided, invested and used will35

be determined by the West Michigan Conference Committee on New Church36

Establishment and Development in accordance with the committee’s strategic plan and37

The Book of Discipline of The United Methodist Church ¶2548 regarding investing urban38

proceeds back into urban settings.39

2. 25% of the net assets from all discontinued churches in the West Michigan Conference40

shall be used to fund the post-retirement medical liability of the annual conference.41

RATIONALE: As congregations complete their life cycle of birth, life and death, we believe that resurrection is42

possible. As Scripture suggests, new life is made possible when seeds fall to the ground. We must43

allow the seeds of dying faith communities to be born anew in the planting of new faith44

communities if we are to fulfill the UMC mission of making disciples for the transformation of the45

world.46

Further, each discontinued congregation has a responsibility to the pastors who have honorably47

served their charge in regard to the continuation of post-retirement medical benefits. This48

allocation could assist in lowering the unfunded liability of our post-retirement medical benefits.49

West Michigan Conference New Church Establishment and50

Development Committee, Kathy Brown, Chair51


ITEM #31

SUBJECT: Welcoming Immigrants.2

MOTION: United Methodist congregations in West Michigan are encouraged to build relationships with3

immigrant communities, study issues regarding immigration, become a welcoming presence4

to immigrants in their communities, and learn more about how they can help the strangers in5

their midst. In so doing, they will fulfill the biblical command to reach out to others and6

provide hospitality to those newly arriving to our communities. Resources are available7

through the Welcoming Immigrants Congregations in West Michigan that were trained in8

February 2012 by the General Board of Church and Society and Justice for Our Neighbors.9

These congregations have been equipped to travel from mercy to justice; from service-only to10

multi-faceted friendships; from ministering to, to being transformed alongside the new11

immigrant. The Board of Church and Society will share throughout the conference the names12

of these congregations and their contact information. Local churches are urged to pray about13

and study the issue, reflecting on “Who is my neighbor?” from the story of the Good14

Samaritan in Luke 10.15

RATIONALE: By the time of annual conference in 2012, we will know the congregations in West Michigan that16

have been trained to welcome immigrants. Through them, and through the Conference Board of17

Church and Society, resources will be available for other congregations to reach out to immigrants.18

West Michigan Conference Board of Church and Society19

Ellen A. Brubaker, Chair20

ITEM #421

SUBJECT: Cooperative Ministry Study Task Force.22

MOTION: The West Michigan Annual Conference shall create a Cooperative Ministry Study Task23

Force to explore the advantages to the conference of implementing the models of ministry24

which are listed in ¶206 of the Book of Discipline and in the Annual Conference Cooperative25

Ministry Policy of 1993. The responsibilities of the task force shall include but not be26

limited to:27

1. Identify areas in which the conference is not in compliance with ¶206 and /or where the28

conference could make greater use of the extensive Cooperative Ministry Policy which29

was adopted and printed in the 1993 Conference Journal.30

2. Provide recommendations for any improvements to, and the implementation of the 199331

written policy concerning cooperative ministries as required by ¶206.2.32

3. Provide recommendations for training opportunities for pastors and local church leaders33

as required by ¶206.5.34

4. Provide recommendations for pursuing funding assistance from the general church,35

annual conference, and other sources as required by ¶206.7.36

5. Provide a detailed report to the annual conference by June 2013.37

6. Provide a recommendation for either continuation of the task force for a specified period38

of time or identification of other agencies within the conference that will provide ongoing39

support for cooperative ministries following the completion of the task force’s work.40

The Conference Nominating Committee shall include in the establishment of the task force41

representation from the Commission on Equitable Compensation; the Board of Ordained42

Ministry; a pastor and a lay person with experience in part-time, multiple point charges; a43

district superintendent or conference staff member; and any other membership the44

Conference Nominating Committee believes is appropriate for the accomplishment of the45

stated goals.46

RATIONALE: The provisions of ¶206 have been in the Book of Discipline for 15 years and yet the conference is47

at “ground zero” in terms of implementing the concepts of cooperative ministry. There are many48

churches that are going through extremely difficult times and are unable to pay the costs required49

to be a full-time appointment. Some churches have had ten part-time pastors in twenty years,50


have gone for periods of time without an appointed pastor, or had pastors with significant health1

issues which limited their ability to provide the best pastoral leadership and care. These churches2

need strategic planning to allow them to provide the best quality ministry to the communities they3

serve. Cooperative ministry could provide additional tools and resources for them as they4

transition from the way things were done in the past to how they need to work in the future.5

Administrative Boards of the Leslie and Felt Plains UMCs6

Don Buege, Pastor7

ITEM #58

SUBJECT: Minimum Salary Support for 2013.9

MOTION: The Commission on Equitable Compensation recommends the following Minimum Salary10

Schedule be adopted for 2013.11

In addition, the Commission continues to recommend that churches budget a minimum of12

$1,200 for Professional Expenses, exclusive of mileage reimbursements, for each full time13

clergy person under appointment. In cases of less than full time appointment, it is14

recommended that the budgeted amount be prorated in accordance with the appointment15

(i.e., ½ Time = $600, etc.)16

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In accordance with ¶625.3 of the 2008 Book of Discipline, the Minimum Salary Schedule43

reflects the mandatory minimum cash salary which pastors shall be paid based on their44

status and years of service. While not mandatory, local congregations are strongly45

encouraged to give consideration to paying pastors with more than 10 years of service an46

additional 1% of the tenth year minimum for each additional year of service they have47

completed. As examples: A Full Member with 15 years of service must be paid a minimum48

of $42,338, but the congregation is encouraged to consider paying an additional $2,115 (5 x49

$423), for a total of $44,453 based on 5 additional years service. A Local Pastor with 20 years50

of service must be paid a minimum $36,195, but the congregation is encouraged to consider51

paying an additional $3,620 (10 x $362), for a total of $39,815, based on 10 additional years52

service.53

2013 Minimum Salary ScheduleFull Time Local Pastor Associate Member

2012 2013 2012 2013Year 1 32,616 33,203 * *Year 2 32,943 33,536 * *Year 3 33,269 33,868 * *Year 4 33,595 34,200 * *Year 5 33,922 34,533 35,452 36,090Year 6 34,249 34,865 35,804 36,448Year 7 34,575 35,197 36,156 36,807Year 8 34,902 35,530 36,513 37,170Year 9 35,229 35,863 36,872 37,536

Year 10 35,555 36,195 38,075 38,760YOS 356 362 381 388

Provisional Member Full Member2012 2013 2012 2013

Year 1 36,397 37,052 ** **Year 2 36,760 37,422 ** **Year 3 37,125 37,793 ** **Year 4 37,488 38,163 39,233 39,939Year 5 37,851 38,532 39,626 40,339Year 6 38,215 38,903 40,021 40,741Year 7 38,579 39,273 40,370 41,097Year 8 38,943 39,644 40,803 41,537Year 9 39,306 40,014 41,196 41,938

Year 10 39,670 40,384 41,589 42,338YOS 397 404 416 423

$200 shall be added to the Minimum for a 2-Point Charge$350 shall be added to the Minimum for a 3-Point Charge


Another option for providing additional support for those clergy with more than ten years of1service would be for the local congregation to cover the clergy contribution towards health2insurance premiums, which varies from 7-20% of the premium, or $1,100 to $3,100,3depending upon the actual salary.4

Counting Years of Service To Determine Minimum Compensation5Pastors serving under appointment full or part time will have years of service counted6equally for the purpose of moving through the salary schedule. Pastors serving more than six7months under appointment in a year will be credited with a full year’s service for the purpose8of moving through the salary schedule. Pastors serving six months or less under appointment9in a year will remain in the year of the salary schedule they are in. When an additional full10year of service is completed, pastors will move to the next year in the salary schedule. For11salary schedule purposes, years of service are carried over equally from one category to12another as clergy status changes.13

RATIONALE: The proposed salary schedule for 2013 reflects a 1.8% increase to the 2012 minimum14compensation rates. This is slightly less than the increase in the CPI for the Midwestern US during152011.16

The recommendation regarding a minimum budget amount for Professional Expenses is offered to17help guide SPRCs and congregations in adequately equipping clergy to meet the Disciplinary18requirements for continuing education, and to adequately maintain a professional library, journal19subscriptions, office equipment (i.e., software, computers, cell phones, etc.), and other expenses20related to the conduct of ministry.21

Nancy Patera, Chair, Commission on Equitable Compensation22of the West Michigan Annual Conference23

ITEM #624

SUBJECT: Guidelines for Equitable Compensation Support.25

MOTION: The Commission on Equitable Compensation moves that the Conference Guidelines for26

Equitable Compensation Support for 2013 as amended.27

Guidelines for Equitable Compensation Support28

1. Local congregations shall conduct an annual canvass of sources of support within the29

pastoral charge. Congregations receiving Equitable Compensation support are expected to30

participate in ongoing stewardship education and planning through programs such as the31

Stewardship Academy offered through the United Methodist Foundation of Michigan.32

2. Local congregations shall annually counsel with the District Superintendent concerning33

levels of pastoral support.34

3. Requests for support from the Equitable Compensation Fund shall be included in the35

salary recommendation approved by the charge/church conference.36

4. Churches should be grouped, where feasible, in a denominational or ecumenical grouping37

so as to provide an average attendance of at least 134 under the care of one pastor.38

5. Circuit churches that become station charges will usually not be eligible for financial39

assistance from the commission unless the church seeking assistance has an average40

attendance of at least 134.41

6. Local congregations requesting equitable compensation support shall voucher pastors’42

travel and business expenses according to the guidelines of the Council on Finance and43

Administration.44

7. Local congregations may receive base supplemental Equitable Compensation support for45

up to five consecutive years, with a goal of reducing the original grant amount by 20%46

each year.47

8. Congregations receiving Equitable Compensation are expected to pay Ministry Shares in48

full. If a congregation receiving Equitable Compensation develops a pattern of failing to49

meet this expectation, the commission may request that the bishop and cabinet review the50

continued viability of the current appointment and/or parish alignment, using the51


“Process for Assessment of Local Church Potential” as outlined in ¶213 of the 2008 Book1

of Discipline, where appropriate.2

9. Churches receiving or applying for Equitable Compensation that have planned or are3

planning to enter into building or remodeling projects that require permission of the4

District Board of Church Location and Building, or which exceed 10% of the total annual5

budget of the local congregation, shall not proceed with proposed projects and/or related6

capital campaigns until such time as a plan for ending Equitable Compensation support7

has been presented and approved by the Commission on Equitable Compensation and the8

district superintendent. Exceptions to this guideline shall be given greater consideration9

when proposed projects are related to building accessibility.10

10.Exceptions to these guidelines may be considered for missional purposes upon11

recommendation of the cabinet.12

– Approved by Annual Conference 1984, Revised 1993, 2002, 2007, 2009, 2010, 2011.13

RATIONALE: The Commission does not believe any significant modifications to the guidelines are necessary at14

this time. The average attendance figures in guidelines #4 and #5 were changed to reflect the15

number determined by dividing the budget of an average church with a full-time pastor by the16

average individual annual giving.17

Nancy Patera, Chair, Commission on Equitable Compensation18


ITEM #720

SUBJECT: Ministers’ Reserve Pension Fund (MRPF) – For Past Service.21

MOTION: The Annuity Rate in 2013 for clergy service before 1982 shall be $711 for every year of22

service. The surviving spouse benefit shall remain at 85 percent.23

RATIONALE: The West Michigan Annual Conference is in compliance with the guidelines set forth in The Book24

of Discipline for past service pension which requires a past service rate minimum of 1% of the25

Conference Average Compensation which is determined by the General Board of Pension to be26

$607 in 2013.27

West Michigan Conference Board of28

Pension and Health Benefits, Mike Anthes, Chair29

ITEM #830

SUBJECT: Annual Policy Recommendations for 2013.31

MOTION: The following shall be the policy recommendation for 2013:32

A. Special Sundays: The following Special Sundays will be observed with offerings in33

compliance with the action of the 2008 General Conference:34

2012 201335

Human Relations Day Jan 15 Jan 2036

One Great Hour of Sharing March 18 March 1737

Native American Ministry Sunday April 22 April 2138

Peace with Justice Sunday* June 3* June 2*39

World Communion Sunday Oct 7 Oct 640

United Methodist Student Sunday Nov 25 Nov 2441

*or on a date to be determined by the local church42

These Sundays will be observed with offerings (except as noted):43

Racial Ethnic Local Church Sunday Feb 5 Feb 344

Golden Cross Sunday May 6 May 545

United Methodist Volunteer in Mission Awareness June 3 June 246

Rural Life Sunday Aug 26 Aug 2547

Christian Education Sunday Sept 9 Sept 848

Disability Awareness Sunday (without offering) Oct 28 Oct 2749

Camp Sunday – To be determined by the individual church50


B. Youth Ministries: From the Ministry Shares $2.00 per youth member will be allocated for1

the YOUTH SERVICE FUND. 70% is to be used by the conference youth program and2

30% by the general church youth program. A ministry share of one-tenth of one percent3

(0.1%) shall be authorized to continue to partially fund the staffing of conference youth4

and camping ministries.5

C. The Council on Finance and Administration is authorized to establish a line of credit with6

the depository bank in the amount it determines appropriate to meet the needs of the7

conference.8

D. The auditor of record of the Conference Treasurer shall be a firm of certified public9

accountants, to be determined by the Council on Finance and Administration.10

E. Furnishings allowance according to IRS regulations shall be allowed for the district11

superintendents and conference clergy staff persons as payroll withholding within their12

approved salary. A similar provision is available for local church pastors in an amount13

determined by the charge conference.14

F. District superintendents and other clergy on the conference staff shall be allowed to15

designate the amount of their individual housing allowance within the approved salary16

and housing allowance in accordance with IRS regulations.17

West Michigan Conference Council on Finance and Administration18

Dale Kimball, President / Pros Tumonong, Treasurer19

RULES OF ORDER ITEMS20

ITEM #921

SUBJECT: Various Rule Amendments Summary.22

MOTION: The West Michigan Annual Conference shall make the following changes in the “Rules of23Order.” [pages 243-253]24

I. RULES OF ORDER25

26

Under: RULE 1 GOVERNANCE: Amend as noted.2728

E. PUBLICATION:29The Rules of Order, as adopted and amended from time to time, DELTE shall be printed annually in30

both the Pre-Conference Reports Booklet and the Conference Journal. ADD Shall be available on the31

Conference website in a format persons can download and/or print.32

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Under: RULE 2 SECRETARY:35

36

B. DUTIES OF THE CONFERENCE SECRETARY: Amend items 5 &9 as noted:3738

5. Have the record of the Conference sessions certified by himself/herself and the Conference39

President and printed published in the form of a journal. This printed published journal shall be the40

official record of the Conference. Printed copies will be available for purchase.41

42

9. By March 1 of the year for election of delegates to General and Jurisdictional conferences, prepare43

and mail distribute via the Conference web site a notification of the date for elections to all pastors44

under appointment, lay members of Conference and chairpersons of each district conference and45

request names of candidates for nomination as lay delegates.46

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Under: RULE 8 LAY MEMBERS AND CLERGY MEMBERS:12

C. EQUALIZATION OF LAY AND CLERGY MEMBERS: Amend as noted below by substitution:31.4

c. The additional seats shall be filled by lay persons who are not members of the same5

Conference session serving as of December 31 of the year preceding in the following order:6

1) All lay persons who are Members of general and jurisdictional boards, councils, and7

standing commissions or their divisions, departments, committees, units, and other sub-8

groups, who reside within the bounds of the West Michigan Conference;9

2) All Lay chairpersons of West Michigan Conference boards;10

3) Treasurer of West Michigan Conference;11

4) Conference Facilitators;12

5) Chairperson and all Lay members of the following agencies: the Conference Leadership13

Team (CLT);14

• Conference Leadership Team (CLT);15

• Chairperson and all lay members of the Council on Finance and Administration16

(CFA);17

• Lay Members of the Annual Conference Program Committee18

• All lay members of the Rules of Order Committee19

• The Lay Members on the Committee on the Journal20

6) All Lay chairpersons of district council on ministries or equivalent;21

7) Chairperson and all lay members of the Council on Finance and Administration (CFA);22

8) Conference Missionary Secretary;23

9) Chairperson of the Council on Ministries;24

10) Conference Secretary and all lay assistant secretaries;25

11) Conference Statistician;26

12) Conference Chancellor;27

13) Director of Communications, if this person is a lay person;28

14) Director of the Michigan Area Resource Center;29

15) Conference Director of Lay Speaking;30

16) Lay Members of the Conference Program Committee31

17) Lay directors of West Michigan Conference campus ministries;32

18) All Lay chairpersons / coordinator of these Conference Commissions agencies:33

• Status and Role of Women34

• Religion and Race35

• Archives and History36

• Christian Unity and Inter-religious Concerns37

• Equitable Compensation38

• Communications39

19) All lay chairpersons of these Conference Committees:40

• Nominations and Leadership Development41

• Disaster Response Team Coordinator42

• Episcopacy (vice chairperson if the chairperson is not a member of West Michigan43

Conference)44

• Chair of Hispanic/Latino Committee45

• Michigan Area Indian Workers Conference46

• Conference Program47

• Conference Rules of Order48

• UMCOR/Hunger49

• The Physical Limitations Representative50

• Chairperson of the Abuse Prevention Team51

• Chairperson of the Disability Committee52

• Committee on Prison Ministry and Restorative Justice Concerns53

• Conference Homeless Ministries54

• New Church Establishment and Development55

• Racial Ethnic Local Church56


20) All Lay General and Jurisdictional Conference delegates and reserves elected for the last1

General and Jurisdictional conferences;2

21) All Lay chairpersons of all Conference Council on Ministries permanent committees;3

22) All Lay Conference Program Staff;4

23) Associate Conference Lay Leaders;5

24) The Physical Limitations Representative6

25) Chairperson of the Abuse Prevention Team7

26) Conference Council on Youth Ministries Coordinator.8

27) All lay members of the Rules of Order Committee9

28) Where there is co-leadership, both shall be a part of the lay equalization.10

29) The Lay Members on the Committee on the Journal.11

This section would now read as follows:12

C. EQUALIZATION OF LAY AND CLERGY MEMBERS:13

1.14

c. The additional seats shall be filled by lay persons who are not members of the same15

Conference session serving as of December 31 of the year preceding:16

1) Members of general and jurisdictional boards, councils, and standing commissions or17

their divisions, departments, committees, units, and other sub-groups, who reside within18

the bounds of the West Michigan Conference;19

2) Lay chairpersons of West Michigan Conference boards;20

3) Treasurer of West Michigan Conference;21

4) Conference Facilitators;22

5) Lay members of the following agencies:23

• Conference Leadership Team (CLT);24

• Council on Finance and Administration (CFA);25

• Conference Program Committee;26

• Rules of Order Committee;27

• Committee on the Journal;28

6) Lay chairpersons of district council on ministries or equivalent;29

7) Conference Missionary Secretary;30

8) Conference Secretary and all lay assistant secretaries;31

9) Conference Statistician;32

10) Conference Chancellor;33

11) Director of Communications, if this person is a lay person;34

12) Director of the Michigan Area Resource Center;35

13) Conference Director of Lay Speaking;36

14) Lay directors of West Michigan Conference campus ministries;37

15) Lay chairperson/coordinator of these Conference agencies:38

• Abuse Prevention Team39

• Annual Conference Program40

• Archives and History41

• Christian Unity and Inter-religious Concerns42

• Communications43

• Disability Committee44

• Disaster Response Team45

• Episcopacy (vice chairperson if the chairperson is not a member of West Michigan46

Conference)47

• Equitable Compensation48

• Hispanic/Latino Committee49

• Homeless Ministries50

• Michigan Area Indian Workers Conference51

• New Church Establishment and Development52

• Nominations and Leadership Development53

• Prison Ministry and Restorative Justice Concerns54

• Racial Ethnic Local Church55


• Religion and Race1

• Status and Role of Women2

• UMCOR/Hunger3

16) Lay General and Jurisdictional Conference delegates and reserves elected for the last4

General and Jurisdictional conferences;5

17) Lay chairpersons of all permanent committees;6

18) Lay Conference Program Staff;7

19) Associate Conference Lay Leaders;8

20) Conference Council on Youth Ministries Coordinator.9

Where there is co-leadership, both shall be a part of the lay equalization.10

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Under: RULE 9 PROGRAM COMMITTEE: Amend as noted below:13

14

B. PRINTED PROGRAM:151. A printed program shall be published in advance, on the Conference web site and printed for16

distribution at the Annual Conference and except for necessary changes approved by the17

Conference, it shall be the official program for the Conference session.18

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Under: RULE 10 PRE-CONFERENCE PREPARATION: Amend as noted below:21

22A. The Conference Secretary shall prepare a and post to the web site Pre-Conference Reports Booklet23

containing all reports required from official Conference organizational units listed in the previous year’s24

Journal.25

F. The Pre-Conference Reports Booklet shall be distributed posted on the Conference web site in time for26

all Conference Members and others under appointment to receive access reports at least 14 days before27

the Conference convenes. The words “Not for Publication until Perfected and Acted Upon by the West28

Michigan Conference of The United Methodist Church” shall be printed on the cover of the booklet29

noted at the beginning of the document.30

G. The Pre-Conference Reports Booklet shall be made available to all Alternate Members of the31

Conference. A notice of where to obtain a copy shall be sent to each pastor prior to the orientation32

sessions on the districts.33

H. G. The design and implementation of thorough training for Conference members and alternate members,34

including an orientation session on each district and a briefing session immediately before the35

Conference begins, shall be the responsibility of the Conference Lay Leader and the Conference36

Ministry Consultants Full Cabinet in consultation with the Annual Conference Program Committee37

Chair.38

39

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Under RULE 12 PETITIONS TO ANNUAL CONFERENCE: Amend as noted below:41

42

D. Deadlines shall be the following:43

1. All petitions which are filed with the Director of Connectional Ministries by a date set by the44

Conference Secretary shall be printed and mailed posted to the Conference web site with the Pre-45

Conference booklets to Conference members. Reports at least 60 days prior to the Annual46

Conference. When several members of a church or church organization are listed as supporting the47

petition, only the name of the church or church organization and the number of persons listed will48

be printed in the legislative material. If an identical petition is filed by more than one individual or49

group, that petition shall be printed only once and the names and other identifying information of50

each church, church organization and/or individual(s) submitting the identical petition shall be51

printed below the petition.52

2. Additional petitions in response to any matter contained in either the Pre-Conference Reports or a53

petition enclosed in the same mailing may be filed with the Director of Connectional Ministries54

until 12 business days 30 days prior to the opening of the Conference session. However, no petition55


containing new business which was not introduced in the Pre-Conference Reports or previously1

filed petitions shall be accepted.2

3. All response petitions shall be furnished to the Members of the Conference posted to the3

Conference web site prior to the time Conference convenes.4

4. No petitions filed within 12 business days 30 days of the opening of the Conference session shall5

be accepted or considered except by suspension of the Rules or as Addenda (see Rule 22.D).6

7

Under: RULE 21 SUBMITTING REPORTS: Amend as noted below:8

When a report is submitted to the Conference Secretary and printed in the Pre-Conference Reports Booklet it9

is before the Conference without further reading provided that:10

D. Materials in the Pre-Conference Reports Booklet shall be historical in nature only. Recommendations11

for legislative action shall be submitted separately to the Conference Secretary for inclusion in12

Recommendations and Petitions Decision Items publication and shall be referred to the Committee on13

Reference for processing.14

RATIONALE: These changes are necessary in order to bring our rules in line with our current practices, the “Plan15

of Organization” changes that were legislated at the 2011 West Michigan Annual Conference, and16

future desires in light of current electronic forms of communication.17

West Michigan Conference Committee on18

Rules of Order, Judy Coffey, Chair19

ITEM #1020

SUBJECT: “Rules of Order,” Rule 8 – Lay Equalization: Amendment.21

MOTION: I move to amend Rule 8.C.1.c.19 [page 246, line 8] by addition of the chairperson of the22

Committee on Disability Concerns. Further I move that this take effect immediately.23

RATIONALE: I believe this was an oversight of the Structure Revision Task Force. It is important that this person24

be present to keep us aware of meeting the needs of those with physical limitations.25

Ward D. Pierce, Clergy member26


ITEM #1128

SUBJECT: “Rules of Order,” Rule 13 – Attendance: Substitution.29

MOTION: I move to amend Rule 13 of the Rules of Order [page 248, lines 13-15] of the West Michigan30

Conference by substituting the following words for the present rule:31

Rule 13 Attendance32

A. All clergy and lay members of Conference shall register to attend the Annual Conference33

in a timely manner, paying whatever fees the Conference shall impose. The names of any34

members not meeting this requirement by the registration deadline shall be referred to the35

district offices for direct contact.36

B. If a clergy or lay member of Conference fails to register, the local churche(s) they37

represent shall be billed by the Treasurer’s Office for the required fees.38

C. If a clergy or a lay member submits in writing to the Secretary of the Conference a valid39

reason why they cannot attend or be represented, the Secretary of the Conference may40

excuse the absence and refund the fees. The district superintendent shall be informed and41

a record kept in order to establish patterns of non-attendance.42

D. Although clergy and lay members of Conference are urged to attend all sessions, as a43

minimum they shall attend with validation the following sessions and activities of the44

Annual Conference:45

1. Opening worship46

2. All sessions of the Conference at which legislation is scheduled to be presented47

3. The Ordination service48

E. The Secretary of the Conference shall establish a procedure for recording and validating49

the presence of clergy and lay members at the required sessions.50


F. The district superintendents shall keep a record of compliance in order to establish a1

pattern of non-attendance. Such record shall, if a clergy member is involved, be shared2

with the Conference Board of Ordained Ministry for disciplinary action in accordance3

with ¶602.8 of 2008 Book of Discipline.4

G. This rule shall not apply to retired full members of Conference.5

RATIONALE: ¶602.8 of the 2008 Book of Discipline of The United Methodist Church mandates that all full6

members, probationary members and local pastors in the annual conference shall attend “its7

sessions…” This change to Rule 13 simply puts teeth in an otherwise unenforceable regulation.8

George Lawton, clergy member / pastor, Lakeside UMC9


ITEM #1211

SUBJECT: “Rules of Order,” Rule 32 – Election of Lay and Clergy General and Jurisdictional12

Delegates: Amendment.13

MOTION: The Rules of Order Committee moves to amend Rule 32 [page 252, lines 20-37] as follows:14

RULE 32 LAY and Clergy DELEGATES:15

A. ELIGIBILITY FOR ELECTION:16

1. Lay Delegates shall be nominated and elected without regard to age, sex, race or any17

handicapping condition.18

2. Only Lay persons who must have been members of The United Methodist Church for at19

least two (2) years immediately prior to their election, and shall have been active20

participants in The United Methodist Church for at least four (4) years preceding their21

election (Discipline article 36).22

3. Lay delegates must be members of a United Methodist church within the bounds of the23

West Michigan Conference at the time the General and Jurisdictional conferences are24

held.25

4. The ordained clergy delegates to the General and Jurisdictional conferences shall be26

elected by and from the ministerial members in full connection with the West Michigan27

Conference (Discipline article 35).28

B. PRE-CONFERENCE INFORMATION:29

1. Notification that the election of delegates to the General and Jurisdictional Conference30will occur at the next Conference session shall be sent distributed by the Conference31

Secretary.32

2. This notification shall be mailed e-mailed to each pastor under appointment, each lay33

member of Conference and the chairperson of each district conference posted to the34

Conference web site. before March 1.35

3. In the same mailing e-mailing and posting the Conference Secretary shall request that36

the name and a brief biographical sketch (100 words) of each potential delegate be37

submitted. Appropriate forms shall be enclosed, including space for the written consent38

of each nominee.39

4. Nominations may be made by any local church administrative board, district40

conference, or any other organization within the West Michigan Conference;, or by41

any lay person or clergy within the West Michigan Conference.42

5. The names, biographical sketches and consent to serve shall be given to the Conference43

Secretary by April 1 of the year of the election. Copies of this material shall be enclosed44

with the Pre-Conference Reports posted to the Conference web site and distributed at45

Annual Conference.46

RATIONALE: This will modify the election of clergy delegates. Now all clergy members in full connection of the47

West Michigan Conference are listed and many may not care to serve in this capacity. We also may48

not know the qualifications of many persons and this would allow us to know who would be49


interested and willing to serve as delegates. This would provide more information in regard to their1

qualifications.2



ITEM #135

SUBJECT: “Rules of Order,” Rule 33 – Balloting for Delegates to General and Jurisdictional6

Conferences: Substitution.7

MOTION: The Rules of Order Committee moves to amend Rule 33 by substituting the following:8

[page 252, line 38 thru page 253, line 9]9

RULE 33 BALLOTING FOR DELEGATES TO GENERAL & JURISDICTIONAL CONFERENCES:10

A. TELLERS:11

1. The Conference Secretary shall designate tellers from a list of names which shall have been12

submitted by the superintendents of the districts. A member of the Conference Secretary’s staff13

shall serve as head of both groups of tellers.14

2. The Tellers will distribute all ballots, collect all ballots and be responsible for their count. The15

results shall be reported to the Conference Secretary and announced to the Conference by the16

bishop.17

B. NOMINATIONS:18

1. All clergy and lay persons whose biographical sketches have been submitted and posted to the19

Conference web site shall be considered as nominated. Additional clergy and lay persons may be20

nominated from the floor, provided written consent to serve if elected has been obtained prior to21

their nomination. No speeches may be made for a clergy or lay person nominated from the floor;22

however, a printed biographical statement (100 words) may be distributed to the members of the23

Conference.24

C. BALLOTING:25

1. Ballots may be cast any time the Conference is in session.26

2. The bishop shall announce the number of candidates which may be elected and the names and27

number of persons previously elected before each ballot is cast.28

3. Each ballot shall be cast by distributing ballots, marking the ballots and standing within the limits29

of the Conference until ballots have been collected by the tellers.30

4. Only the names of persons receiving ten (10) or more votes shall be read after each ballot and that31

on the first three (3) ballots all those receiving three (3) or more votes shall be read.32

5. For each of the first six ballots, a majority of all the valid ballots cast shall be necessary for33

election. On the seventh ballot, the highest vote getters will be elected to complete the General34

Conference delegation, excluding the reserve delegates. The same procedure, using not more than35

seven additional ballots, will be employed for the election of the Jurisdictional delegates.36

6. After the ballot electing the last Jurisdictional lay delegate or clergy delegate, as the case may be,37

one additional ballot will be taken to elect the reserve delegates. The person receiving the highest38

number of votes, and the person receiving the next largest number of votes, up to the number of39

persons required to be elected as reserve delegates, shall become the reserve delegates to the40

Jurisdictional Conference, and shall serve in order according to the votes received.41

D. INVALID BALLOTS:42

1. An individual’s ballot shall be invalid if it contains more or less names (or identifying numbers)43

than the number of delegates to be elected on that ballot.44

2. The intent of the voter shall be allowed regardless of mistakes in spelling.45

3. If persons with the same name are mentioned and no initials are included that total ballot shall be46

invalid.47

E. ELECTIONS48

On each ballot a majority of all the valid ballots cast shall be required for an election, except as noted49

in C.5 & 6 above.50


F. RESERVE DELEGATES1

1. The reserve delegates to General Conference, in the order of their election, shall be delegates to2

Jurisdictional Conference.3

2. The two lay and two clergy persons receiving the next largest numbers of votes on the ballot4

which elects the last Jurisdictional Conference lay and clergy delegates shall automatically5

become the reserve delegates to the Jurisdictional Conference. These reserve delegates shall have6

their expenses paid at the same standard as the Jurisdictional Conference delegates.7

3. As the expenses of the delegates to General Conference (lay and clergy) are paid by the General8

Conference, the Annual Conference shall pay the first and second delegates’ (lay and clergy)9

expenses using the same standards used by the General Conference.10

RATIONALE: These suggested changes which limit the number of ballots are intended to work in conjunction11

with the suggested changes noted in Rule #32. The intent of the committee is that these changes12

would help move the process along in a timely manner.13



ITEM #1416

SUBJECT: “Rules of Order,” Rule 33 – Election of General and Jurisdictional Conference Delegates:17

Substitution.18

MOTION: I move that current Rule 33 of the Conference Rules of Order be amended by substitution as19

follows: [page 252, line 38 thru page 253, line 9]20

RULE 33 ELECTION OF GENERAL & JURISDICTIONAL CONFERENCE DELEGATES:21

A. DELEGATES22

1. The lay and clergy delegates to the General and Jurisdictional Conference shall be elected in23

accordance with the provisions of The Book of Discipline in effect at the time of election.24

B. NOMINATIONS25

1. There shall be no nominations or nominating speeches for the clergy ballot.26

2. All lay persons whose biographical sketches have been submitted and mailed with the Pre-27

Conference Reports shall be considered as nominated. Additional lay persons may be28

nominated from the floor, provided written consent to serve if elected has been obtained prior29

to their nomination. No speeches may be made for a lay person nominated from the floor;30

however, a printed biographical statement (100 words) may be passed out to the members of31

the Conference.32

C. TELLERS33

1. The Conference Secretary shall designate tellers from a list of names which shall have been34

submitted by the district superintendents. A member of the Conference Secretary’s staff shall35

serve as head of both groups of tellers.36

2. The tellers will distribute all ballots, collect all ballots and be responsible for their count. The37

results shall be reported to the Conference Secretary and announced to the Conference by the38

bishop.39

D. BALLOTING40

1. Ballots shall first be cast for the number of General Conference lay and clergy delegates to be41

elected. Thereafter ballots shall be cast for the number of Jurisdictional Conference delegates42

and reserves to be elected.43

2. Ballots may be cast any time the Conference is in session.44

3. The bishop shall announce the number of candidates which may be elected and the names and45

number of persons previously elected before each ballot is cast.46

4. Each ballot shall be cast by distributing ballots, marking the ballots and standing within the47

limits of the Conference until ballots have been collected by the tellers.48

5. The tellers shall process the ballots and the head teller shall report the results to the Conference49

Secretary and the Bishop who shall announce the results as follows: On the first three (3)50

ballots for General and Jurisdictional Conference delegates, respectively, the names of all those51

receiving three (3) or more votes shall be read. On subsequent ballots only the names of persons52

receiving ten (10) or more votes shall be read.53


6. Balloting shall continue until all delegates and reserve delegates have been elected.1

7. Invalid Ballots:2

a. An individual’s ballot shall be invalid if it contains more or less names (or identifying3

numbers) than the number of delegates to be elected on that ballot.4

b. The intent of the voter shall be allowed regardless of mistakes in spelling.5

c. If persons with the same name are mentioned and no initials are included that total ballot6

shall be invalid.7

E. ELECTIONS:8

1. General Conference Delegates: Balloting shall first occur for the number of lay and clergy9

General Conference delegates to be elected. A majority of all valid ballots cast shall be10

necessary for such elections.11

2. Jurisdictional Conference Delegates: The lay and clergy General Conference delegates shall be12

delegates to the Jurisdictional Conference. In addition, after balloting is completed for the13

General Conference delegates balloting shall continue for the remaining number of lay and14

clergy Jurisdictional Conference delegates to be elected. On each of the first six (6) ballots, a15

majority of all valid ballots cast shall be necessary for election. On the seventh ballot, the16

highest vote-getters in order shall be elected to complete the Jurisdictional Conference17

delegation.18

3. General Conference Reserve Delegates: The delegates to the Jurisdictional Conference shall, in19

the order of their election, be the reserve delegates to the General Conference. The expenses of20

the first two persons, in order of election, serving as reserve delegates at the time of General21

Conference shall be paid by the Annual Conference using the same standards used by the22

General Conference. Expenses of other reserve delegates attending the General Conference23

shall not be the responsibility of the Annual Conference.24

4. Jurisdictional Conference Reserve Delegates: Persons receiving votes beyond those elected to25

complete the Jurisdictional Conference delegation as above provided in item 2 above shall, in26

the order of the votes they receive, be deemed elected reserve delegates to the Jurisdictional27

Conference. The expenses of the first two persons, in order of election, serving as reserve28

delegates at the time of Jurisdictional Conference, shall be paid by the Annual Conference29

using the same standards used by the Jurisdictional Conference. Expenses of other reserve30

delegates attending the Jurisdictional Conference shall not be the responsibility of the Annual31

Conference.32

5. Tie Votes: If there is a tie on any ballot which results in an election of a delegate or reserve33

delegate, unless the persons who are tied agree among themselves to their order within the34

delegation, the tie shall be resolved by drawing lots to determine the order of such persons35

within the delegation.36

6. Vacancies: If a vacancy occurs in the General or Jurisdictional Conference delegation by virtue37

of resignation, withdrawal, death or any other reason, all persons (lay or clergy) with votes38

below the person whose position is vacated will “move up” in the delegation, in order of their39

election.40

RATIONALE: This petition endeavors to address several aspects of the annual conference process used to elect41

General and Jurisdictional Conference delegates every four years. It preserves and reorders several42

of the provisions of current Rule 33 and also provides for some necessary changes in the election43

process, including:44

a. This proposal expedites the election process for Jurisdictional Conference delegates and45

reserves by providing that after the first six ballots requiring a majority of vote for election of46

lay and clergy jurisdictional delegates, respectively, the remainder of the jurisdictional47

delegates and reserves will be elected on the seventh ballot, in the order of votes received.48

b. This proposal provides that all persons receiving votes on the seventh jurisdictional ballot49

beyond those elected as jurisdictional conference delegates will be elected as reserve delegates50

to jurisdictional conference. Currently under present Rule 33 only the first two lay and clergy51

persons are elected. This limitation created a vacancy in the 2012 jurisdictional lay reserve52

delegation due to the resignation of one of the delegates originally elected.53


c. Even though there is a larger number of General and Jurisdictional Conference reserve1

delegates, this proposal preserves the current policy that the annual conference will only pay2

the expenses of the first two reserve delegates attending General and Jurisdictional Conference.3

Other reserve delegates attending would be responsible for their own expenses.4

d. This proposal also establishes a process for resolving tie votes that might occur during balloting.5

Currently there is no procedure for doing this in our present rules.6

David Lundquist, member of Kalamazoo First UMC7

and Lay Member of the West Michigan Annual Conference8

ITEM #159

SUBJECT: Resolution re: Jurisdictional Conference Reserve Delegate Vacancies.10

MOTION: I move adoption of the following Resolution:11

Whereas, one of the lay delegates to the 2012 Jurisdictional Conference has resigned resulting12

in the following changes in the lay jurisdictional conference delegation:13

a. The first lay reserve jurisdictional conference delegate, Simmie Procter, has become the14

sixth lay jurisdictional conference delegate; and15

b. The second lay reserve jurisdictional conference delegate, Patrick Tiedt, has become the16

first lay reserve jurisdictional conference delegate creating a vacancy in the second lay17

reserve jurisdictional conference delegate position which has not been filled.18

Whereas, Rule 33 of the Conference Rules of Order specifies that there shall be two lay19

reserve delegates to the Jurisdictional Conference, however there is no provision in the20

conference rules for filling a vacancy in the second reserve jurisdictional position such as has21

occurred with the current lay delegation.22

Whereas, during the balloting for jurisdictional conference delegates at the 2011 Annual23

Conference, other lay and clergy persons received votes beyond those elected, including24

Andrew Stange and David Lundquist, who were tied as next highest vote-getters after Patrick25

Tiedt.26

Whereas, petitioner David Lundquist previously expressed his desire that Andrew Stange27

serve as the second lay reserve jurisdictional conference delegate.28

Whereas, it is desirable and important that the West Michigan Conference have a full29

delegation, including at least two lay and clergy reserves, to represent the annual conference30

at the 2012 Jurisdictional Conference, as provided in the Conference Rules of Order.31

Whereas, ¶34 of the United Methodist Constitution provides in pertinent part that:32

“The annual conference shall also elect reserve clergy and lay delegates to the33

jurisdictional and central conference as it may deem desirable.”34

Now Therefore, Be It Resolved, that, deeming it desirable and important and acting in35

accordance with the authority given to it under ¶34 of the United Methodist Constitution, the36

West Michigan Conference hereby:37

1. Elects Andrew Stange as the second lay reserve delegate to the 2012 Jurisdictional38

Conference to fill the current vacancy in that position; and also39

2. Elects each of the remaining lay and clergy persons who received votes beyond those40

declared elected at the 2011 Annual Conference as reserve delegates to the 201241

Jurisdictional Conference, in the order of the votes they received, who will thereby be42

eligible to move up in the respective delegations in the event further vacancies occur.43

RATIONALE: In recent General and Jurisdictional Conference delegate elections the annual conference has not44

been faced with vacancies in the delegation as is the case for this year’s 2012 Jurisdictional45

Conference. Not having a full delegation to represent the Annual Conference should not occur.46

There needs to be a process to fill vacancies in the delegation and I have filed a petition for change47

of current Rule 33 in order to address this in future elections. Unfortunately our current rules are48

lacking in how to fill the current vacancy in the lay delegation and any others that might occur49

before the 2012 Jurisdictional Conference. The United Methodist Constitution (¶34) gives the50


Annual Conference the authority to determine how delegates “as it may deem desirable.” Acting1

under that authority, the above resolution provides for the election of a delegate to fill the current2

lay jurisdictional conference reserve delegate vacancy as well as any other vacancies that might3

occur before the 2012 Jurisdictional Conference in July 17-21, 2012 in Akron, Ohio.4

David Lundquist, member of Kalamazoo First UMC5

and Lay Member of the West Michigan Annual Conference6

PLAN OF ORGANIZATION ITEMS7

ITEM #168

SUBJECT: “Plan of Organization”: Michigan Area Haiti Task Force – Addition.9

MOTION: Move to amend the “Plan of Organization,” section III.B.4.d. [page 223, line 42; page 231,10

line 31], to include the Michigan Area Haiti Task Force as an “Agency amenable to the11

Conference Leadership Team.”12

Michigan Area Haiti Task Force13

1) Accountability: The Committee shall be accountable to the Conference Leadership Team in14

matters of program and budget and shall annually file a written report with both the West15

Michigan and Detroit annual conferences. The report should highlight the accomplishments16

of the stated program priorities and partner sites.17

2) Purpose: The committee will facilitate the covenant relationship between the Michigan Area18

United Methodist conferences and the Haiti District of the Methodist Church in the19

Caribbean and the Americas, and the partnership with The United Methodist Committee on20

Relief, by:21

a) Collaborating with our EMH covenant partner and UMCOR to establish Michigan Area22

program priorities for Haiti (Example: Haiti Hot Lunch) and a list of approved partner23

sites (Example: EMH work sites [Jeremie, Baudin, etc.] or Advance partners, such as24

Grace Children’s Hospital, HAPI, Haiti Solar Oven Project, Homes for Haitians, etc.).25

b) Educating the Michigan Area on Haiti (history, culture, challenges, joys, faith and life)26

and on mission that helps without hurting (engaging with).27

c) Promoting the priorities and partners within the covenant relationship.28

d) Positively affirming our covenantal and partner relationships.29

e) Working together with all partners in a supportive and mutual relationship.30

f) Communicating opportunities to engage in an UMVIM team or other service that supports31

the covenant relationship.32

g) Praying for one another regularly and providing a “safe” environment to share.33

3) Membership:34

a) A chair and co-chair who represent both conferences.35

b) An UMCOR representative who acts in a liaison role between EMH, UMCOR and36

MAHTF.37

c) A member from each Conference Board of Global Ministries.38

d) To be determined by the current MAHTF Executive Committee.39

RATIONALE: The Michigan Area has an outstanding record of response to our covenant relationship to Haiti, as40

evidenced by our support of the Haiti Hot Lunch program. 80% of that Advance program funding41

is received from the Michigan Area United Methodist congregations.42

This covenant has been championed in the past by such persons as Bishop Ott, Paul Doherty and a43

host of committed others. MAHTF has existed outside of the conference structures in order to44

foster a committee of members passionate for Haiti and unhampered by the bureaucracy of45

“representation.”46

However, the need has arisen to heighten the awareness of both the covenant relationship as well as47

the power of connectional ministry to our congregations.48


We also need a channel through which to clearly articulate the voice of our covenant partner and1

how they would request our accompaniment and who can help to coordinate the various efforts into2

the “bigger picture.”3

Finally, we need a body that can provide accurate information to our congregations on the status of4

ongoing work in Haiti and provide recommendations of future giving or service to our5

congregations.6

An amended petition will follow in Response Petitions to further complete the membership7

structure.8

Rev. David Morton, Co-chair, Michigan Area Haiti Task Force9

ITEM #1710

SUBJECT: “Plan of Organization”: Personnel Committee – Substitution.11

MOTION: Move to amend by substitution the “Plan of Organization,” section III.B.4.f.8.12

[page 241, lines 8-30]13

8. Conference Personnel Committee:14

a) Accountability: The committee is accountable to the Conference Leadership Team in matters15

of program and budget and shall annually file a written report with the Annual Conference.16

b) Purpose: To hire, evaluate and support staff employed by the Conference Leadership Team.17

c) Membership:18

1. Nine (9) members at large.19

2. Ex-officio (with voice and vote): the Bishop or Clergy Assistant to the Bishop; the Director20

of Connectional Ministries; one District Superintendent.21

d) Organization: Chairperson, Secretary22

e) Meetings: 2-4 meetings per year23

f) Responsibilities: The Committee on Conference Personnel shall have the responsibility of24

establishing and coordinating equitable employment policies for the conference program staff25

employed by all organizational units of the Conference; providing for the hiring, guidance,26

and termination criteria for all such employees hired by the several agencies of the27

Conference, and ensuring the establishment of effective supervision. The Committee is28

responsible for the administration of the grievance process for said employees; its work is29

carried out in consultation with the Director of Connectional Ministries to whom it provides30

guidance.31

Further, our committee periodically reviews and updates the WMC Personnel Policy. We32

deal with grievances as outlined in this policy when they arise. This policy serves as a model33

for agencies and local congregations.”34

RATIONALE: This description provides greater clarity.35

West Michigan Conference Personnel Committee,36

Karen Grettenberger, Chair37

ITEM #1838

SUBJECT: “Plan of Organization”: Membership of the New Church Establishment and Development39

Committee – Amendment.40

MOTION: The West Michigan Conference “Plan of Organization,” section III.B.4.d.1.m. [page 235,41

line 57], under the description of the membership of the New Church Establishment and42

Development Committee, shall be amended as follows:43

Delete under 3) Membership the words “from congregations chartered within the last ten44

years” and substitute the words “or have been regular participants, members or pastors during45

the first ten years of a new church start.”46

No assumption shall be made that the church is or was ever chartered.47

The amended language would read:48

“b) Three (3) of the twelve (12) shall be or have been regular participants, members or pastors49

during the first ten years of a new church start.”50


RATIONALE: The simple purpose of this legislation is to ensure that some of the members of the committee have1

real life experience attempting a new church start.2

New Church Establishment and Development Committee,3

Kathy Brown, Chair4

ITEM #195

SUBJECT: “Plan of Organization”: Duties of Director of Connectional Ministries – Amendment.6

MOTION: Move to amend the following in the “Plan of Organization,” section III.B.4.a.3:7[page 229, line 20]8

Add the words “and the Director of Communications” to the following sentence in the list of9

responsibilities of the Director of Connectional Ministries so that it reads:10

Serve, in consultation with the Bishop and the Director of Communications, as the11

Conference communicator to public media and other entities within and beyond the12

Conference.13

RATIONALE: The Director of Communications by nature and training should be able to consult and facilitate14

communications with public media.15

Jim Searls (Conference Webmaster) on behalf of the Communications Commission16

Carole Armstrong, Chair17

ITEM #2018

SUBJECT: “Plan of Organization”: Membership of the Communications Commission – Amendment.19

MOTION: It is moved that the “Plan of Organization,” section III.B.4.d.2.a.3.c. [page 237, lines 4-5],20

dealing with the Communications Commission, be amended as follows:21

Delete the words, “the Editor of the United Methodist Reporter, the Editor of the Michigan22

Christian Advocate”, which are struck-through as noted in the text below.23

c) Ex-officio (voice but without vote): Conference Staff persons employed in24

communications or media tasks. the Editor of the United Methodist Reporter, the Editor25

of the Michigan Christian Advocate.26

RATIONALE: The two named positions no longer exist. The language in the new sentence ending with the word27

tasks, includes all persons employed by the conference in communications or media tasks.28

Jim Searls (Conference Webmaster) on behalf of the Communications Commission29

Carole Armstrong, Chair30

ITEM #2131

SUBJECT: “Plan of Organization”: RELC Purpose and Responsibilities – Substitution.32

MOTION: That the following be substituted in the “Plan of Organization,” section III.B.4.d.1.o. [page33

236, lines 9-22], for Committee on Racial Ethnic Local Church.34

o. Committee on Racial Ethnic Local Church:35

1. Accountability: The committee shall be accountable to the Conference Leadership Team in36

matters of program and budget and shall annually file a written report with the Annual37

Conference.38

2. Purpose. To support and strengthen racial ethnic churches in the West Michigan39

Conference and build conference-wide support for special ministries in outreach, evangelism,40

and discipleship with diverse people and communities.41

3. Membership: The Racial Ethnic Local Church (RELC) Committee shall consist of eleven42

(11) members-at-large as nominated by the Committee of Nominations, including43

representatives from the RELC congregations. Ex-officio (voice and vote) one youth44

representative elective by the Conference Council on Youth Ministries.45

4. Organization:46

a. Chairperson47

b. Secretary and Treasurer48

c. Staff representatives49

d. A member from each district50

5. Meetings: Shall meet at least three (3) times a year.51


6. Responsibilities:1

Keeping the vision of the ethnic local church concerns before the West Michigan Annual2

Conference.3

Providing guidance and resources to churches in the West Michigan Annual Conference4

as they minister with and to ethnic constituencies.5

Coordinating of West Michigan Annual Conference strategies related to ethnic local6

church concerns including general church emphases and initiatives.7

Providing a forum for dialogue among the ethnic local church constituencies, as well as8

with West Michigan Annual Conference agencies.9

Providing training for West Michigan Annual Conference and congregational leaders.10

Promoting and interpreting ethnic local church concerns to the West Michigan Annual11

Conference. This includes recommending funding for the ministries of the REL churches.12

Working with West Michigan Annual Conference to identify and nurture leaders, lay and13

clergy of ethnic communities.14

RATIONALE: To re-define and complete the description for this committee in the “Plan of Organization.”15

West Michigan Conference Racial Ethnic Local Church Committee,16

Geri Litchfield, Chair17

ITEM #2218

SUBJECT: West Michigan Budget Recommendation for 2013.19

MOTION: The Council on Finance and Administration recommends the following:20

1.The amount of $5,932,552 shall be the Conference budget in 2013. The Conference 201321

Budget is based on the anticipated revenue of $5,948,800 using the projected Table III22

total receipts of churches in 2011.23

2. District superintendents and cabinet level salaries in the amount of $75,736 are calculated24

based on the formula approved by Annual Conference in 2011.25

3. Support staff wages adjustment of 2.25% using a rate increase of at least 0.25% above26

inflation.27

4. Health Care charge per employee is projected to increase by 8%. Additional amount of28

$3,000 is budgeted for every employee’s post-retirement health care fund.29

West Michigan 2013 Budget Recommendation30

313233343536373839404142434445464748495051

2011 2011 2012 2013Actual Approved Approved Proposed

(plus RetireeHealth)

52,500,000 52,500,000 52,430,000 52,000,00012.63% 12.63% 12.90% 12.90%

86.6% 93% 88% 88%Anticipated Ministry Shares Revenue $5,741,225 $6,166,598 $5,951,854 $5,903,040

Plus: Youth Ministry Staff $45,760Total Anticipated Revenue $5,741,2255 $6,159,550 $5,951,854 $5,948,800

93.21%Expenditures BudgetA. Connectional Ministry

DS Salary $73,182 $73,182 $74,490 $75,7361. District Superintendents Fund

Salaries $439,091 $439,092 $446,940 $454,416New Pastor Orientation 939 1,500 500 500Continuing Education 6,070 9,000 9,000 9,000Health Care Plan 85,824 77,400 90,114 118,310


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Workers Comp Insurance 1,400 1,400 1,400 1,400Pension Support 76,384 83,608 84,918 85,203Travel Expense & Intro Meetings 69,383 73,528 66,441 55,441BOM and Fall Retreat 2,332 3,000 1,000 1,000New Superintendent Transition Fund 0 1,000 2,000 2,000Renewal Leave 2,000 2,000 2,000 2,000Contingency 1,179 5,500 5,000 0

$683,222 $697,028 $709,313 $729,270District Office Expense

Albion $65,816 $60,439 $65,846Heartland 64,295 60,981 65,446Grand Rapids 59,564 59,618 66,276Grand Traverse 59,269 58,687 66,846Kalamazoo 57,944 59,527 66,266Lansing 46,582 48,335 67,806District Office Rentals 63,180 62,031 62,769 59,049Misc. Exp/Office Equipment 16,800 6,228

Total District Office Expense $416,650 $426,419 $446,033 $463,763Total District Superintendents Fund $1,099,872 $1,123,447 $1,155,346 $1,193,033

2. Episcopal Fund $242,430 $260,677 $272,890 $272,8903. Equitable Compensation Fund 184,141 200,000 180,000 180,0004. Retiree Health Care 46,122 50,000 50,000 50,0005. Ministerial Pension & Insurance Reserve 4,525 5,000 5,000 5,0006. Bd. Of Ordained Min/Min Enhancement 49,738 65,000 65,000 57,5007. Clergy Advocacy 0 2,500 2,500 2,5008. Moving Expense Fund 158,369 175,000 165,000 165,0009. Clergy Transition Fund 0 2,500 0 010. Abuse Prevention Team 51 500 500 50011. Contingency Fund 0 5,000 0 0

Total Connectional Ministry Funds $1,785,248 $1,889,624 $1,896,236 $1,926,423

B. Administrative Funds1. General Church Apportionments

Interdenominational Cooperation $22,738 $24,450 $23,528 $21,175General Administration 94,256 101,351 102,319 $92,087

Total General Apportionments $116,994 $125,801 $125,847 $113,2622. Jurisdictional Conference 13,667 15,000 25,000 16,0003. Michigan Area Administration

Area Expense Fund $41,117 $45,685 $44,000 $48,232Area Assistant To Bishop’s Office 112,789 89,271 88,000 124,844Area Episcopal Committee 800 800 800 800Area Parsonage Committee 2,487 3,200 3,500 3,500

Total Area Administration $157,193 $138,956 $136,300 $177,3764. Conference Administration

Commission on Archives and History $9,506 $15,000 $15,000 $10,000Conference Properties 178,204 160,000 160,000 163,200Program Committee 15,000 15,000 12,000 5,000Secretary Expenses 36,222 32,000 30,000 32,000Statistician Expenses 0 500 500 500Victim’s Fund 0 1,000 0 0Legal Contingencies-Conf Chancellor 2,677 6,000 6,000 6,000At Large Lay Members Expense 40,844 30,000 30,000 42,000U.M. Foundation of WMC 1,546 15,000 0 0


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West Michigan Conference Council on Finance and Administration,60Dale Kimball, President / Pros Tumonong, Treasurer61

62


Council on Finance & AdministrationTreasurer’s Office $231,475 $213,130 $230,800 $251,800Auditing Expense 20,685 20,000 19,000 20,000CFA Meeting Expenses 1,313 900 1,200 1,200Administrative Services 34,682 40,000 45,000 40,000

Total CF&A $288,155 $274,030 $296,000 $313,000Conference Committees 1,733 2,000 500 500Nomination & Leadership Development 2,261 4,500 4,500 1,500

Total Conference Administration $576,148 $555,030 $554,500 $573,700

5. Administration Contingency Fund 5,000 0 06. Conference Budget Reserve 20,000 25,000 20,000 20,000

Total Administrative Funds $884,002 $864,787 $861,647 $900,338

C. World Service & Conference Benevolences

1. World Service $928,799 $928,799 $895,886 $806,2972. Conference Benevolences Programs

Commission on Christian Unity 0 500 500 500Commission on Religion & Race 3,281 5,000 5,000 5,000COSROW 498 1,000 500 500Board of Christian Camping 155,181 145,000 162,000 175,000Board of Church & Society 3,888 5,000 5,000 5,000Board of Discipleship 6,976 10,000 5,000 3,000Conference Council on Youth Ministries 5,000 5,000Board of Global Ministries 311,653 315,000 305,000 274,500Racial/Ethnic Local Church 88,859 95,000 100,000 90,000Higher Education & Campus Ministry 308,811 310,000 305,000 279,000Communications Commission 31,209 50,000 60,000 85,000Connectional Ministries Staff 572,110 524,000 545,000 616,500Board of Lay Ministries 1,243 3,000 3,000 3,000Conference Personnel Committee 380 1,000 1,000 1,000Board of Evangelism 1,287 5,000 5,000 5,000United Methodist Men 683 1,000 1,000 1,000Hunger Committee 167 1,500 1,500 1,500Prison Ministry 4,499 5,000 5,000 5,000Indian Workers Conference 1,362 3,500 2,000 2,000Disability Concerns Committee 85 1,000 1,000 1,000CongreTransformation (VitalChurch Initiative) 5,883 5,000 7,500 10,000Hispanic/Latino Committee 0 2,500

Total Conference Benevolences $1,498,055 $1,486,500 $1,525,000 $1,571,0003. WS & Conf. Benevolence Contingency Fund 167,500 0 0WORLD SVC & CONF BENEVOLENCE $2,426,854 $2,582,799 $2,420,886 $2,377,297

D. New Church Development $277,037 $355,400 $330,400 $330,400E. Ministerial Education Fund 291,511 313,771 297,238 267,514F. Black Colleges Fund 116,397 125,158 118,555 106,700G. Africa University Fund 26,050 28,011 26,533 23,880

TOTAL CONFERENCE BUDGET $5,807,099 $6,159,550 $5,951,495 $5,932,552

Excess Revenue Over Expenditure ($65,874) (0) $359 $16,248Budget Increase/(Decrease) vs. Last Year 94.28% (208,055) (18,943)Percent Increase/(Decrease) vs. Last Year -3.38% -0.32%

2012 PLAN OF ORGANIZATION 223

XIII. PLAN OF ORGANIZATION12

Structure of the West Michigan Conference3adopted June, 1990, effective January 1, 19924

Revised June 2011, effective July 1, 20115O U T L I N E6

7I. INTRODUCTION8

A. Preamble to the Plan of Organization9B. The West Michigan Conference Vision Statement10C. Goal and Strategies11D. Core Values and Beliefs12E. Organizational Principles13F. Definitions14G. General Provisions15H. Changes in the Plan or Organization16

17II. DISTRICT18

A. District Conference19B. District Council on Ministries20

21III. ANNUAL CONFERENCE22

A. Standing Committees23B. Conference Ministries24

1. Organization252. Meetings263. Responsibilities274. Conference Organizational Units:28

a. Director of Connectional Ministries29b. Director of Communications30c. Conference Leadership Team31

1) Purpose322) Accountability333) Membership on the Conference Leadership Team344) Organization355) Meetings366) Responsibilities377) Relationships388) Conference Program Staff399) Narrative Summary4010) Implementation41

d. Agencies amenable to the Conference Leadership Team [If no “*” = amenable to the Annual Conference directly]421) Conference Ministries43

a) Board of Christian Camping*44b) Board of Church and Society*45c) Board of Discipleship*46d) Board of Evangelism*47e) Board of Global Ministries*48f) Board of Higher Education and Campus Ministry*49g) Commission on Christian Unity and Interreligious Concerns*50h) Commission on Religion and Race*51i) Commission on the Status & Role of Women*52j) Committee on Disability Concerns*53k) Committee on Disaster Response Team*54l) Committee on Hispanic/Latino Ministries*55m) Committee on New Church Establishment and Development*56n) Committee on Prison Ministry*57o) Committee on Racial/Ethnic Local Church*58p) Michigan Area Indian Workers Conference*59q) UMCOR/Hunger Committee*60r) United Methodist Men*61s) United Methodist Women62

2) Communications and Records Ministries63a) Communications Commission*64b) Commission on Archives and History*65

3) District and Local Church Ministries (District Councils on Ministries or the equivalent)6667


e. Finance and Property Ministries11) Council on Finance and Administration22) Board of Trustees33) Board of Pension and Health Benefits44) Committee on Equitable Compensation5

f. Human Resources Ministries61) Abuse Prevention Team*72) Area Committee on Episcopacy83) Board of Lay Ministries*94) Board of Ordained Ministry105) Cabinet116) Committee on Leadership Development127) Conference Nominating Committee138) Conference Personnel Committee149) Joint Committee on Incapacity15

g. 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:24“The purpose of the Annual Conference is to make disciples for Jesus Christ by equipping its local churches for ministry and by providing a25

connection for ministry beyond the local church; all to the glory of God.” ¶601, 2008 The Book of Discipline of The United Methodist Church.26The faithful Church remains open to what God is doing in the world. The Church aligns its organizations and practices with a vision of authentic27

Christian mission. In the spirit of Jesus Christ, disciples – corporately and individually – act boldly and creatively to reflect God’s light to the world, to28call persons to learn Christ’s servant ways and to participate in God’s purposes. Throughout history, when the Body of Christ has been open to God’s29new creation and willing to journey toward God’s promise, the Holy Spirit has breathed vitality into its forms and blessed its ministry.30

The radical nature of change today calls for continually rethinking both personal practices and connectional patterns. By God’s grace we can31create new paradigms more appropriate to the needs of our present day. The Conference must be grounded in mutual accountability and interdependency32to live out its common vision for mission and ministry. As members offer diverse ideas and concerns, each person learns and grows through this33interaction with one another. Thus, United Methodism continues to be grounded in the conciliatory principles of conferencing and connection.34

This Plan of Organization of the West Michigan Conference establishes a structure that is flexible and responsive to the changing world in the 21 st35century while being faithful to the Conference’s vision and mission. The WMC seeks to support and provide resources to the ministries of local36congregations and provide for Conference organizational units that cannot be accomplished by local congregations.37

B. THE WEST MICHIGAN CONFERENCE VISION STATEMENT:38“A living connection of disciples of Jesus Christ transforming the world through vital and fruitful congregations.”39

C. Goals and strategies40The following goals and strategies express specific ways by which the West Michigan Conference seeks to live out its vision:41

1. Vitality and fruitfulness will be improved as we:42• Create a culture where discipleship means more than membership43• Create and nurture congregations that are seeking and reaching persons of all ages, genders, orientations, classes, religions, races, ethnicities,44

special needs, marital status and cultures.45• Encourage the constant development and transformation of both lay and clergy leaders46• Intentionally develop new congregations, new worship services, and new satellite locations for congregations47

2. Discipleship will be fostered through congregations who:48 Change lives through effective, engaging and inviting worship49 Empower and equip people to call others into a new relationship with Christ50 Teach and model effective Christ-like service as a way of life51 Pray for healing and wholeness, both inward and beyond52 Encourage people to identify and respond to a call of ministry and service53

3. Transformation will take place as we create and nurture congregations who strive to:54 Identify and engage the needs of their communities55 Respond to ministries beyond the local church and throughout our United Methodist connection with both money and service56 Work for justice so that all persons experience the peace of Christ57 Risk change to move forward in mission and ministry58

D. Core Values and Beliefs59This plan of organization is undergirded by the following core values and beliefs that are held by the West Michigan Conference:60

A biblically based and spiritually centered culture, marked by:61 Ongoing Biblical Study – We continually seek and discern God’s will for us through scripture. Through scripture “our faith is born and nourished,62

our understanding deepened, and the possibilities for transforming the world become apparent to us… Wesley believed that the living core of the63Christian faith was revealed in Scripture, illumined by tradition, vivified in personal experience, and confirmed by reason.”(¶104, 2008 The Book64of Discipline of The United Methodist Church)65

Effective Communication – We will share with each other and the world the promise of new life that is found in Jesus Christ. The outward66expression of our faith is contagious and transparent and desires to inform and to equip others who are spiritually lost and seek Christ. The67outcome for every Christian is to see the whole world as the people of God. We affirm the Great Commission. (Mathew 28:19-20)68


Flexibility and Responsiveness – We will intentionally and effectively respond to changing or new situations with passion and creativity. We1expect an attitude of openness to the leading of the Holy Spirit in all matters, and responsiveness to the needs of all persons.2

Inclusiveness and Openness – Our practices will work toward inclusiveness with regard to ages, genders, orientations, classes, religions, races,3ethnicities, special needs, marital status and cultures in all places and circumstances.4

Faithfulness to our Wesleyan tradition of personal and social holiness, marked by:5 Accountability to a Common Vision and Mission – All conference, district, and local church organizations, boards, agencies and staff will be held6

accountable to align themselves with the vision and mission of the Conference.7 Discipleship – We will help people/churches strengthen their relationship with Christ through study, learning, growing and maturing in a faith that8

is real and a community that is alive and vital for this day and time. It affirms the talents and gifts given through the leading of the Holy Spirit and9each person’s place of service as their lives are transformed.10

Evangelism – We will focus on proclaiming the gospel and seeking, welcoming and gathering persons into the body of Christ. (¶122, 2008 The11Book of Discipline of The United Methodist Church)12

Social justice – We desire a just world, and will be agents of healing. We reject all systems, structures and attitudes that divide. We pursue those13things that will lead us to love our neighbor as ourselves as we “…do justice, love kindness and walk humbly with God (Micah 6:8).”14

A connectional organization, marked by:15 Congregational Development – We will focus on starting new churches and revitalizing existing congregations.16 Leadership Development – We will provide for the ongoing preparation and development of lay and clergy leaders to carry out the ministry of the17

Church.18 Maintaining Connectionalism – The United Methodist connectional principle, born out of our historical tradition, biblical roots, and shared19

theological identity, is the basic form of our polity, the way in which we carry out God’s mission as a people. Connectionalism is a network of20interdependent relationships among persons and groups throughout the life of the whole Church. (¶112.3, 1992 The Book of Discipline of The21United Methodist Church & ¶131, 2008 The Book of Discipline of The United Methodist Church)22

Ministry Focused on Local Congregations – We will offer support and resources for local congregations as they each offer evangelistic, nurture23and witness responsibilities for their members and the surrounding area, and a missional outreach to the local and global community. (¶204, 200824The Book of Discipline of The United Methodist Church)25

Faithful Stewardship – We take responsibility for the good care of resources entrusted to us such as: the talent, time and gifts of local churches and26their constituents; the effective use, definition of and deployment of staff whether paid or volunteer; and the accumulation and distribution of27resources facilitating the ministry of the local church, the Annual Conference and the wider connection.28

E. Organizational Principles29The agencies of the West Michigan Conference will be more effective by being functional rather than representative. This structure is team-based30

rather than committee-based. Each member has a specific role.31The organizational principles of the councils, boards, commissions and committees (referred to as agencies) of the West Michigan Conference are32

that each agency will:331. Fulfill its responsibilities in a manner consistent with achieving the vision, strategies and goals of the Annual Conference;342. Organize itself around its functions, and have members chosen on the basis of functional need and passion for the area of the agency’s work;353. Adhere to the membership and organizational requirements in The Book of Discipline of The United Methodist Church;364. Allow district conferences and district nominating committees to design their own organizational structures;375. Recommend that The Conference Nominating Committee seek to achieve in all its nominations, the goal of 1/3 laymen, 1/3 laywomen, and 1/338

clergy with racial/ethnic representation in each organizational unit;396. Emphasize the importance of nominating persons who expect to serve on a unit for at least four years. Although elections are annual, continuity of40

leadership is important, especially in smaller units.417. Encourage the representation of youth and young adults on all organizational units of the Church and to affirm them as vital members of the42

Church of today.43F. DEFINITIONS:44

“Ad hoc” - for the purpose of the particular end at hand.45 “Agency” - a term to describe the various boards, councils, commissions, committees, divisions, or other units constituted. See ¶610 & 701, 200846

DISCIPLINE for fuller definition.47 “At-large” - without regard to geography, specific responsibilities, or any other classification.48 “Board” - one of the nine (9) program units of the Conference (Christian Camping, Church and Society, Discipleship, Evangelism, Global49

Ministries, Higher Education and Campus Ministry, Board of Laity, Ordained Ministry [program only]) each responsible to the Conference50Leadership Team and having direct relationship with similar General Church agencies as well; The Board of Trustees, and the Board of Pension51and Health Benefits each responsible to the Conference and having direct relationship with similar General Church agencies.52

“Conference” - Hereafter the word Conference shall mean The West Michigan Conference of The United Methodist Church.53 “Conference Staff” - Director of Connectional Ministries, Conference Treasurer/Administrator, Director of Communications, and such other54

program and/or administrative employees.55 “Co-opt” – to choose or elect as a member for a particular task or purpose.56 “DISCIPLINE” - the word “DISCIPLINE” shall mean The Book of Discipline of The United Methodist Church as revised each quadrennium.57 “Matrix management style” - coordinated system which works with intentional interweaving of operations and cooperation of organizational units58

to achieve an agreed upon end.59 “Ministry Team” - employed leaders of the Annual Conference comprising the Bishop, Clergy Assistant to the Bishop, the District60

Superintendents, the Director of Connectional Ministries, Director of Communications, the Conference Treasurer/Administrator (all of the61aforementioned comprise the Full Cabinet), the Conference Program Staff and the Director of the United Methodist Foundation.62

“Organizational Unit” - an officially established council, board, commission, division, committee, task force, council, section of the Conference.63This term means the same as “agency”.64

“Task force” - a small group selected to work for a designated time not to exceed two years on a designated assignment, then to be dissolved when65the task is completed. Membership on a task force may come from anywhere, i.e., is not restricted to membership on the parent group. Persons66who have membership on other organizational units may serve on a Task Force, if they choose. In the formation of the task force, attention should67be given to inclusiveness (laity, clergy, gender, race and age.)68


“Ex-officio” - members on an organizational unit because of office or position with voice and vote unless otherwise stated.1G. General Provisions:2

1. Membership eligibility. Only members of The United Methodist Church shall be eligible for membership on an organizational unit--task forces3excepted--unless permitted otherwise by the DISCIPLINE, Conference, or this Plan of Organization.4

2. Conflict of interest. No person receiving compensation from a Conference unit shall be eligible to be an officer on an organizational unit from5which he/she would receive compensation, unless required by the DISCIPLINE, this Plan of Organization, or the expressed intention of this6Conference. Care shall be given to avoid, as much as possible, appearance of conflict of interest of persons serving on organizational units who at7the same time work with congregations or other bodies who receive funding from the Conference. No member of an organizational unit shall vote8on any matters pertaining to Conference or District funding for any congregation or agency by which he/she is employed.9

3. District Superintendency. The District Superintendents shall not be eligible for membership on any organizational unit of the Conference except as10required by the DISCIPLINE or the expressed intention of this Conference.11a. Superintendents shall serve as voting members of the respective District Councils on Ministries or the equivalent, and the several District12

Committees, etc. that exist.13b. One District Superintendent shall serve as a voting member of the Conference Leadership Team as described herein.14c. One District Superintendent shall be named by the Bishop to serve as a member15

1) without vote on16i. The Council on Finance and Administration,17

2) and with vote on18i. The Commission on Equitable Salaries,19ii. The Personnel Committee.20iii. The Board of Ordained Ministry21

d. For communication purposes District Superintendents may receive mailings and maintain contact with chairpersons of other organizational22units but they shall not be expected to attend meetings of those units. Any person serving on a Conference organizational unit who is23appointed to the Cabinet shall end such service at the Annual Conference when the appointment commences, or at least by the next Annual24Conference if it is a mid-year appointment. Nothing in these provisions shall be interpreted as preventing a District Superintendent from25serving on any Jurisdictional or General Church agency, nor a Board of Trustees (or other governing body) of any group whose essential26membership is not selected by this Conference.27

4. Tenure. No person elected by the Annual Conference shall serve for more than eight (8) consecutive years from the date of his/her election on any28organizational unit, or predecessor unit. Following any service of eight (8) years, there shall be a period of at least two (2) years before re-election29to the same unit is possible. Persons elected shall serve until their successors are elected or appointed, even if this extends for a brief period the30limit of their eight (8) year tenure.31Exceptions to the rule of tenure are:32a. the Board of Ordained Ministry who are elected and serve, in accordance with the current provisions of THE BOOK OF DISCIPLINE;33b. The Rules of Order Committee and the Conference Facilitator who are elected annually;34c. Those units listed under Article III., Section C.4.E. Other Conference Organizational Units. On these agencies, their election procedures,35

tenure, etc. shall take precedence.365. Membership Restriction. A person shall not serve simultaneously as a member of more than one board. A Chair of any Conference board shall not37

serve on another Conference agency unless as an ex-officio member; exceptions could occur for missional reasons or when specific expertise is38required by an agency. No person shall be elected to serve on an organizational unit in more than one capacity. However, for a limited time,39persons who offer a specific missional value may serve in an advisory capacity without vote on an organizational unit to which they have not been40elected. If a person serving on a Conference unit is elected to serve on a Jurisdictional or General Conference agency that is different than the one41they presently serve in the Conference, that person may relinquish membership on the former Annual Conference unit and shall become a member42of the Annual Conference unit that corresponds to the one served on a general church level.43

6. Vacancies. In the event of a membership vacancy on any organizational unit, the chairperson of such unit shall be entitled to select a person to fill44that vacancy for no longer than the current Conference year. Consultation with the Conference Nominating Committee chairperson will occur as45this is done, and consideration of other general provisions will be kept in mind. The appropriate nominating body will then in due process act to46fill the position that was vacated. Any person selected to fill a vacancy shall be eligible for nomination and election at the ensuing Annual47Conference subject to the tenure rules. In the case of the Board of Ordained Ministry, if the remaining tenure of that vacancy was two years or less48for a quadrennium, that time shall not apply to the tenure rule.49

7. Chairpersons and Membership. Elections of Chairpersons and selection of members of Conference organizational units.50Chairpersons and members of organizational units named herein, shall be nominated by the Conference Nominating Committee and elected by the51Annual Conference.52a. Exceptions to this process are:53

1) Members and Chairs of Board of Ordained Ministry, Clergy Committee on Investigation, Joint Committee on Review, and The54Conference Nominating Committee who are nominated by the Bishop/Cabinet and55

2) Chairpersons of Conference Council on Finance and Administration, Board of Trustees, Board of Pension and Health Benefits, Board56of Ordained Ministry, the Area Committee on Episcopacy, the Rules of Order Committee. These Chairpersons shall be elected by their57respective organizations.58

b. The following process shall be used:591) Organizational units under this process shall be all area and conference boards, commissions, committees, the Conference Leadership60

Team, the Council on Finance and Administration, Conference Trustees (see above exception),612) Organizational units may suggest to the Conference Nominating Committee persons to be considered for nomination as members and62

chairperson on said unit.633) Not later than March 15 in any year when a new Chairperson is to be selected, (or immediately in the event of a vacancy), a unit may64

advise the Conference Nominating Committee of one or more persons it would place in nomination for such office;654) The respective organizational units shall nominate and elect, following the Annual Conference election of their chairperson, such other66

officers as they deem helpful for doing their business. Such elections will occur at any regular or called meeting for such purpose67keeping in mind that presently elected officers continue until their successors are duly elected.68


5) While election of chairpersons and other officers may happen at any time, there is a historic process that such elections shall normally1occur at the Annual Conference of the year when General Conference convenes. Potentially this would provide training for new2leaders, normally occurring after Jurisdictional conferences.3

6) Each organizational unit will be intentional in seeking a balance of 1/3 laymen, 1/3 laywomen, and 1/3 clergy and to be representative4of age and racial/ethnic persons. The Conference Nominating Committee has the task of seeking these balances.5

7) Any positions that are nominated by the Conference Nominating Committee and elected by the Annual Conference and are still open6at the close of the Conference shall be filled by the Committee on Nominations in consultation as necessary with the Bishop, the7Cabinet and/or the organizational unit affected. Any person selected to fill such an opening shall be eligible for nomination and8election at the ensuing Annual Conference subject to tenure rules.9

8) Executive Committees. Unless otherwise prohibited by the DISCIPLINE, the Annual Conference, or this Plan or Organization, a duly10elected executive committee of any organizational unit is authorized to act between meetings on behalf of such unit to implement or11effectuate policies and/or actions of the organizational unit.12

H. Changes in the Plan of Organization13This Plan of Organization shall always be changed so as to conform to DISCIPLINE.141. By submission of a Petition to the Conference as provided for in the Rules of Order, or a Response Petition according to the same aforementioned15

process;162. Petitions for a change in this Plan or Organization shall be referred, first, to the Rules of Order Committee for its comment and recommendation in17

writing; and, second, to the Annual Conference for its action as it is reported to the Conference.183. When two thirds (2/3) of the members of the Conference present and voting, vote in favor of the amendment or change this Plan shall be so19

amended or changed.2021

II. DISTRICT22A. District Conference23

There shall be a District Conference on each District in the Annual Conference.241. It shall meet at the time and place specified by the District Superintendent with at least fourteen (14) days public notice252. Membership of the District Conference shall be:26

a. The following persons from each local church on the District: all pastors; lay leader; president of the United Methodist Women; president of27the United Methodist Men; chairperson of the Council on Ministries and/or Administrative Council; chairperson of the Finance Committee;28church school superintendent; chairpersons of the Missions and Evangelism Work Areas; chairperson of the Trustees; chairperson of the29Pastor Parish Relations Committee or Staff Parish Relations Committee; Lay Member(s) of the Annual Conference elected by the30congregations of the District; and lay members of Annual Conference elected by District Conference.31

b. All members of the District Council on Ministries of the District (see Section B following).323. In addition to such items as shall be determined by the District Conference, Council on Ministries, and/or the Superintendent as being necessarily a33

part of its order of business and rules of order, there shall be the following: The District Conference shall be held prior to March 10th. At this34meeting the District Conference shall place on its agenda these items:35a. Annually each District Conference, if requested by the Conference Nominating Committee, shall elect those persons requested to serve36

organizational units.37b. Annually each District Conference shall elect the members of its District Council on Ministries (See Section B following). These shall be38

elected upon the nominations offered by the District Nominating Committee, providing that at no time shall nominations from the floor of39the District Conference be denied. Vacancies shall be filled by the Nominating Committee subject to election at the next meeting of the40District Conference.41

c. The adoption of any goals or priorities of programming may be forwarded to the Conference Leadership Team for coordination into the42Conference program and possible funding.43

d. Any special requests for Conference and/or District finances must be coordinated with both the Conference Leadership Team and the44Conference Council on Finance and Administration for the inclusion with the total financial projections within the Annual Conference.45

4. Other meetings of the District Conference may be held during the year at the call of the District Superintendent, the Bishop, or one third of the46District Council on Ministries, upon notice to the churches of at least fourteen days.47

B. District Council on Ministries or the equivalent:481. The District Council on Ministries, or the equivalent, shall be the basic unit of connectional organization for District programming. The authority49

of the District Council, or the equivalent, is limited only by the provisions of The DISCIPLINE, actions of the Annual Conference, and other parts50of this Plan of Organization.51

2. Each District shall develop those ministries it shall choose to undergird the ministries of the congregations within the District, and those given to it52by the Annual Conference.53

3. Each District through its nominating process and District Conference shall select the structure which shall best serve that District in order to54accomplish those ministries it chooses and are given to it by the Annual Conference.55

4. Membership and Organization:56a. The following may be members of the District Council on Ministries, or the equivalent:57

1) The District Superintendent582) District UMCOR/Hunger Coordinator593) District Lay Leader (District Board of Laity)604) District Lay Members at large of the Annual Conference615) District President of the United Methodist Women626) District President of the United Methodist Men637) District President of the United Methodist Youth648) District Secretary of Global Ministries659) District Disaster Response Coordinator6610) Members of the following groups on the District or persons fulfilling these responsibilities67

a) Finance & Property681. Board of Church Location & Building69


2. Church Extension (New Church Development) Committee13. Finance2

b) District & Local Church committees and organizations recognized by The United Methodist Church.3c) Human Resources4

1. Ordained Ministry52. District Superintendency Committee63. Leadership Development74. Nominating Committee85. Funding of the District Councils on Ministries or the equivalent.9

5. A District, in order to fulfill the responsibilities above, must have control over allocation and use of funds for program purposes in that District.10Such funds shall be made available as follows:11a. Through regular Annual Conference budgetary processes there may be appropriated from Annual Conference sources to each District12

Council on Ministries, or the equivalent, an annual operations sum.13b. The Conference Leadership Team shall determine annually what programs requested by the Annual Conference are appropriately district14

related. They may provide funds to the respective District Council on Ministries or the equivalent, to enable these programs. This statement15shall be made at the earliest feasible date to assist the District Councils on Ministries or the equivalent, in their ministries.16

c. District Councils on Ministries or the equivalent, may have the option of submitting program and funding requests for ministries on that17District to the Conference Leadership Team for coordination, acceptance and implementation. Any funding requested of Conference monies,18shall have been approved by the (1) District Conference, and (2) thereafter by the Annual Conference, including review by the Council on19Finance and Administration, for continuation year after year.20

21III. ANNUAL CONFERENCE22

A. Standing Committees23The following shall be the Standing Committees of the Session of the Annual Conference: Agenda, Journal, Memoirs, Program, Reference Committee,24and Rules of Order. Membership on the aforementioned shall be as provided for by The Rules of Order. As provided for in the Book of Discipline of The25United Methodist Church there shall be the Committees on Investigation respectively for Ordained Ministers and Diaconal Ministers and the Joint26Review Committee.27

B. Conference Ministries:28Organizational units of our Conference are grouped with others doing similar kinds of tasks and will function with a matrix style. We designate three29such foci of tasks:30 Conference Leadership Team: program, direction and guidance oversight tasks of the Conference;31 Finance and Property Ministries: administrative tasks of the Conference; and,32 Human Resources Ministries: personnel recruitment, support and guidance tasks of the Conference.33

341. Organization35

The following organizational units shall have membership as designated. Unless specified otherwise, all members shall be nominated by The36Committee on Nominations and elected by the Annual Conference in accordance with provisions of this Plan of Organization.37

a. Chairpersons of each organizational unit (except the Chairpersons of Conference Leadership Team, Conference Board of Lay Ministries,38Conference Council on Finance and Administration, Conference Board of Pension and Health Benefits, Conference Board of Ordained39Ministry, and the Area Committee on Episcopacy), shall be nominated by in accordance with provisions of this Plan of Organization, and40then elected by the Annual Conference. If a vacancy of Chairperson occurs between sessions of the Conference, The Committee on41Nominations may select a Chairperson Pro Tem (using I., D., 7. B.) to serve until regularly elected by the Conference.42

b. Each organizational unit will itself elect a vice chairperson, secretary, and such other officers as it shall determine are needed following the43election of the chairperson.44

c. Each organizational unit shall determine its own internal organization with reference to standing committees such as a Nominating45Committee, etc., subject to the DISCIPLINE. Chairpersons of standing committees and task forces shall be selected from the membership of46the agency, unless a non-agency member is approved in advance by the agency chairperson.47

d. Each organizational unit shall have the authority to enlist non-members of that agency in any of their sub-groups and/or task forces.48e. In order to provide continuity of leadership, a duly elected chairperson or other officer may continue on that agency, at the discretion of the49

organizational unit, until the expiration of that person’s tenure even though the originating membership category (District representative,50General Conference Board member, etc.) may change during that person’s tenure as an officer.51

2. Meetings52a. Each organizational unit shall meet at least once annually, and may meet more often to accomplish its work on call of its executive53

committee or chairperson. Meetings are to be scheduled and when possible published in the Conference calendar of meetings.54b. A special meeting of the organizational unit may be called by the chairperson, one third of its membership, or the Bishop upon ten (10) days55

notice.563. Responsibilities57

a. To determine the unit’s goals, priorities and work in light of the goals and priorities adopted by the Annual Conference and transmitted58through the Conference Leadership Team and/or the Conference Staff.59

b. To develop, plan and implement programs in response to and on the basis of needs and requests of the districts and of local congregations as60well as the General Conference. It is understood that:611) The District Councils on Ministries or the equivalent are responsible for ascertaining and communicating to the Conference62

organizational units the needs of the districts and of local churches along with program and administrative suggestions where possible;632) Local churches, or any local church member, may communicate directly with Conference organizational units;643) The organizational units may communicate (and promote) the need for program and/or administrative emphases to the District Councils65

on Ministries or the equivalent, and in such cases the organizational unit shall develop and implement program activities in cooperation66with the District Councils on Ministries or the equivalent;67

4) The organizational units shall seek, wherever feasible, the cooperation of the District Councils on Ministries or the equivalent, in the68promotion of specific projects and/or pilot testing programs.69


c. To provide, wherever possible, resources of any kind upon request of District Councils on Ministries or the equivalent, or of local churches.1d. To fulfill the responsibilities outlined by the DISCIPLINE, and requested by the Annual Conference.2e. To be the connecting link between the Annual Conference and the corresponding agencies of the General Church.3

4. Conference Organizational Units4a. Director of Connectional Ministries:5

1) Purpose: There shall be a Director of Connectional Ministries (DCM) who shall be the administrator and coordinator of the organization6and ministry of the West Michigan Conference, as defined by the DISCIPLINE and outlined here.7

2) Accountability:8The Director of Connectional Ministries shall be:9 chosen and approved by the Bishop and by the Personnel Committee.10 guided by the Conference Leadership Team and is accountable to the Bishop and the Personnel Committee.11

3) Responsibilities:12The Director of Connectional Ministries shall:13 Interpret the vision and mission of the Conference;14 Ensure alignment of the total resources of the Conference to its vision15 Link administrative and program ministries;16 Supervise Conference staff and link full-time and part-time Conference staff, with an emphasis on enhancing the ministry of17

local congregations;18 Coordinate the ministry of the Conference Leadership Team and provide linkage among the various entities of the Conference;19 Serve, in consultation with the Bishop, as the Conference communicator to public media and other entities within and beyond the20

Conference;21 Promote area, jurisdictional and general church ministry;22 Serve as a member of the Cabinet;23 Fulfill any other duties given by the DISCIPLINE to a DCM or equivalent position.24 Serve as a primary information source for congregational and Conference leaders.25 Be a member with voice but not vote of the Council on Finance and Administration, its Executive Committee and the26

Conference Board of Trustees.27 Not have the responsibilities of property management and those duties mandated by the DISCIPLINE to the Conference28

Treasurer.29b. Director of Communications30

1) Purpose: Build, coordinate and improve the communications ministries of The United Methodist Church within the West Michigan31Conference as it carries out the mission of making and empowering disciples of Jesus Christ for the transformation of the world.32

2) Accountability: This person is chosen by the Bishop in consultation with the DCM and the Personnel Committee. This position is33accountable to the Bishop, the DCM and is a member of the Full Cabinet; the Director of Connectional Ministries is the primary34supervisor.35

3) Responsibilities:36 Assist the Director of Connectional Ministries in his/her responsibilities as a communication linkage with the General Boards37

and Agencies.38 Coordinate, in collaboration with the Area Office, crisis communication strategies and develop related training opportunities for39

local churches and Conference leadership.40 Oversee the maintenance and facilitation of a Conference wide data base system, including the oversight of the Conference web41

site.42 Be responsible for the oversight and proper use of copyright permissions and/or restriction.43 Provide oversight/coordination of information technology (IT) support services for Conference and District Offices44

c. Conference Leadership Team451) Purpose: The Conference Leadership Team (Leadership Team) shall act on behalf of the Annual Conference between sessions in order46

to give general direction, guidance, and ensure the alignment of the resources, structure and ministries in support of the mission, vision47and strategic goals of the Conference.48

2) Accountability: The Leadership Team is a council with governing responsibilities that shall be accountable to, and annually file a49written report with, the Annual Conference. It shall request funding through the Conference Council on Finance and Administration.50Minutes will be available in a timely fashion.51

3) Membership:52a) Twelve - Fourteen Voting Members, at least one of whom shall be a voting member of the Commission on Religion and Race53

(¶643.5):541. Conference Lay Leader552. Director of Connectional Ministries (who shall serve as chair)563. A District Superintendent assigned for a term of no less than two but not more than three years (A District Superintendent57

chosen by the Bishop may attend in the absence of the assigned District Superintendent.)584. President of the Conference Council on Finance and Administration595. Eight (8) Members-at-large606. Two additional members at-large: the Director of Connectional Ministries (DCM), in consultation with the Committee on61

Nominations & the Commission on Religion and Race may select two additional members at-large, to ensure62inclusiveness, diversity, District representation, lay and clergy balance (¶608.6). These persons, if the DCM so chooses to63act, will serve one year terms, and may be appointed annually for up to eight years64

b) Other members with voice, but no vote:651. Area Bishop (or in the Bishop’s absence, the Clergy Assistant to the Bishop)662. Director of Communications673. The Conference Treasurer68


4. Any person residing within the bounds of the Annual Conference with membership on the Connectional Table [The Book1of Discipline of the UMC-2008 (¶ 901).]2

c) Characteristics3Members at-large of the Leadership Team shall be nominated by the Conference Committee on Nominations, with input from4the Conference’s and Districts’ Leadership Teams, based on their ability to:5 Think in terms of the future.6 Deal with the abstract.7 Deal with qualitative ideas.8 Give up a desire to make short term concrete decisions.9 Give up desire to be involved in day-to-day operations of the boards and agencies.10 Be involved in regular monitoring of one’s self and the Leadership Team’s performance.11 Think in terms of working for the Annual Conference and its connections rather than for a particular agency of the Annual12

Conference.13d) Criteria for the eight –ten members at-large:14

They shall not be chairpersons or employees of Conference boards or agencies.15 They shall be elected for four-year terms in four classes of two persons each and are eligible for a second four year term.16 Members at-large who are laity shall be considered members of the Annual Conference in accordance with Rule 8. C, of17

the Conference Rules of Order, “Equalization of Lay and Clergy Members,”18 At least one of them shall be the age of 30 or under at the time of their election.19 All Districts shall have at least one voting member among the eight to ten members at-large20

4) Organization:21a) The Director of Connectional Ministries (DCM) shall chair the Leadership Team and its meetings. (A lay member of the22

Leadership Team, elected by the Leadership Team shall serve as vice-chair, if the DCM is a clergy person. If the DCM is a23layperson, a clergy member of the Leadership Team elected by the Leadership Team shall serve as vice-chair.)24

b) A recording secretary shall be appointed by the DCM for each meeting. This person shall not be a member of the Leadership25Team and shall not have voice or vote.26

5) Meetings: The team shall meet at least every three months. A quorum of seven (7) voting members is required to take necessary27actions. Meetings may be held in electronic forms. The bishop, the DCM or Conference lay leader may call special meetings as28necessary to respond to the ministry needs of the Conference. Members of the team shall meet the minimum attendance requirement of29being present at two-thirds (66 percent) of leadership team meetings. Failure to meet the minimum attendance requirement may result30in being declared ineligible to serve as a member of the Leadership Team by a majority vote of the Leadership Team present and31voting at a duly called meeting.32

6) Responsibilities: In addition to the above stated Purpose, the Leadership Team shall:33a) Design a process for implementing the action strategies of the West Michigan Conference.34b) Annually convene the leaders of the Conference’s and Districts’ boards and agencies to test the current Conference vision,35

develop vision/strategic plans necessary for future changes for the Conference and provide an opportunity for training and36collaboration.37

c) Recommend priorities to the Annual Conference on a quadrennial basis38d) Hold the various boards and agencies accountable to the boards’ and agencies’ respective processes of visioning, planning,39

implementation, funding and evaluation, in accordance with the 2008 DISCIPLINE ¶610: “How are we intentionally reaching40new people for Jesus Christ through our ministries?”; and “How are we helping new people grow and mature as disciples of41Jesus Christ through our ministries and areas of responsibility?”42

e) Facilitate communication between the boards or agencies as they focus spiritual, human, and fiscal resources to accomplish43mission and ministry goals.44

f) Ensure effective communication to and from local churches through the District and Conference agencies.45g) Appoint Task Forces as needed.46h) Recommend to the Annual Conference timely changes in the internal structure of the Leadership Team, and any of its47

organizational units;48i) Compile and recommend an overall budget for the program boards and agencies to the Council on Finance and Administration.49j) Invite input as necessary from other Conference leaders.50

7) Relationships:51a) The Leadership Team has a responsibility for making sure that every board and agency is focused on work that relates directly to52

local congregations of the Conference and the fulfillment of these stated purposes. (¶201 of The Book of Discipline of the UMC –532008 states; “The local church provides the most significant arena through which disciple-making occurs.” ¶601 identifies the54purpose of the Annual Conference as “equipping its local churches for ministry and providing a connection for ministry beyond55the local church...”)56

b) The Leadership Team, subject to their accountability to the Annual Conference and as limited or granted by the DISCIPLINE,57has the authority to approve or deny the continuation of funding for programs in the Conference.58

c) The Leadership Team may be invited to meet with the Full Cabinet in accordance with the provisions of ¶429.4 of The Book of59Discipline of the UMC – 2008; “the Cabinet is charged with the oversight of the spiritual and temporal affairs of a conference, to60be executed in regularized consultation and cooperation with other councils and service agencies of the conference.”61

d) The Leadership Team shall make recommendations to the Conference Council on Finance and Administration based on ministry62priorities and measurable outcomes as they work collaboratively on developing and submitting a comprehensive budget to the63Annual Conference.64

8) Conference Program Staff:65There may be employed Conference Program Staff as determined by the Leadership Team. The Conference Program Staff would66resource and enable the Conference vision through local congregations and Conference programs. Individual job descriptions shall be67proposed by the DCM in consultation with the Personnel Committee, and the Conference Program Staff, as guided by the priorities68


and annual program of the Conference. These job descriptions shall be confirmed by the Personnel Committee. Conference Program1Staff shall be supervised by and accountable to the Director of Connectional Ministries.2

9) Narrative Summary of Conference Leadership Team3The Leadership Team is a body designed to replace the Council on Ministries. It shall act on behalf of the Annual Conference between4sessions in order to give general direction, guidance, and alignment of resources in support of the mission and vision of the5Conference. It shall focus on the three strategies and goals of the Conference vision: Fruitfulness, Discipleship, and Transformation.6

7Its primary guiding questions shall be:8 Are we creating and nurturing dynamic and fruitful congregations who make disciples of Jesus Christ for the transformation of the9

world?10 What are the results that help us determine whether we are accomplishing our mission/ministry?11 What shall we do to more effectively accomplish our goals and strategies of Fruitfulness, Discipleship and Transformation?12

The Leadership Team is intended to be a body that will consistently represent the interests of the Conference and its connection (local13and general church). It is not to function as though its primary role and responsibility is to represent staff, or the boards and agencies of14the Conference. The Leadership Team is a servant of the Annual Conference and its connections and is guided by the Conference’s15vision, mission, goals and strategies, core values, and beliefs.16

The Leadership Team is to act with cohesive integrity, serving as one. It is to speak as a body for the Conference and its connections17between sessions of the Annual Conference. It does not speak individually, except where mandated by the DISCIPLINE, for the18Conference and its connections. The Leadership Team is to speak with authority when it passes official motions at a properly called19meeting.20

The Leadership Team must give careful attention to the principles of sound delegation, to increase the likelihood that boards and21agencies will successfully carry out their responsibilities. Boards and agencies will be accountable to the Leadership Team for the22achievement of results that fulfill vision, mission, goals and strategies, core values, and beliefs of the Conference and its connections.23

The Leadership Team will focus on consistency, expectations, clarity and results. It will provide clear measureable expectations24regarding performance and results, interpret those expectations to agencies with clarity and hold them accountable for results.25

10) Implementation26The Plan of Organization of the Conference is to be amended so that the boards and agencies are organized following a primary27template of: 1. Accountability; 2. Purpose; 3. Membership; 4. Organization; 5. Meetings; 6. Responsibilities28

Where this information is missing, the Leadership Team is expected to work with the particular board or agency to complete this29information and return those details to the next Annual Conference for action.30

d. Agencies amenable to the Leadership Team31To facilitate their ministries, organizational units are grouped with others doing similar kinds of tasks and will function with a matrix style.32We designate three such focuses of tasks: 1) Conference Ministries; ministries having major impact upon and support of the ministries33congregations do collectively as a Conference; 2) Communications and Records Ministries; ministries of public relations, communication34and promotion, and historical record keeping to help all know and share the programs of the Conference, districts and congregations; 3)35District and Local Church Ministries; support, enablement, and cooperation with ministries essentially carried out for, with, on behalf of, and36in local congregations, clusters of congregations, and districts.37

Organizational units relating to each of these three focuses (Conference Ministries, Communications and Records Ministries, and District38and Local Church Ministries) have their own several identities and will organize and function as outlined below. Those relating to the39grouping of Conference Ministries are not required to meet with each other in the development of their work, but they may meet (as whole40units, executive committees, or chairpersons) if they desire, to coordinate programming. Chairpersons of units or Conference Staff may41initiate such meetings. Units will operate similarly under the focuses of Communications and Records Ministries, and District and Local42Church Ministries.431) Conference Ministries; ministries having a major impact upon and support of the ministries congregations do collectively as a44

Conference. There shall be the following organizational units:45a. Board of Christian Camping46b. Board of Church and Society47c. Board of Discipleship48d. Board of Evangelism49e. Board of Global Ministries50f. Board of Higher Education and Campus Ministry51g. Commission on Christian Unity and Interreligious Concerns52h. Commission on Religion and Race53i. Commission on the Status & Role of Women54j. Committee on Disability Concerns55k. Committee on Disaster Response Team56l. Committee on Hispanic/Latino Ministries57m. Committee on New Church Establishment and Development58n. Committee on Prison Ministry59o. Committee on Racial/Ethnic Local Church60p. Michigan Area Indian Workers Conference61q. UMCOR/Hunger Committee62r. United Methodist Men63s. United Methodist Women64

65


DESCRIPTIONS:1a. Board of Christian Camping2

1) Accountability: The Board shall be accountable to the Conference Leadership Team in matters of program and budget and shall3annually file a written report with the Annual Conference. Each camp has a Site Committee that is responsible for the oversight of4the Director at that camp. Each Camp Director reports directly to a Conference Program Staff person and all camps use the5Conference Treasurer’s office to manage payments received and due.6

2) Purpose: The purpose of the Board of Christian Camping and the Camping program is to provide opportunities for people to7encounter the transforming presence of God in the setting of camps.8

3) Membership:9a) Eleven (11) members at large;10b) Ex-officio (voice and vote): one representative from each Local Camp Committee, selected by each Committee,11c) A representative from the Lake Louise Group Community,12d) Two youth elected by the Conference Council on Youth Ministries,13e) District Directors of Camping or that person’s designee.14f) From these members is chosen an executive committee, consisting of the Board chair (selected by the Conference Nominating15

Committee), a secretary, vice chair, and financial officer, and the chairs of the Program Committee, Properties Committee,16and Promotions Committee.17

4) Organization:18a) The Executive Committee acts as a personnel committee for the purpose of employing directors for the five camps, and leads19

the board.20b) The Program Committee is responsible for the development and implementation of an evaluation process to ensure excellence21

in programming at the camps.22c) The Promotions Committee works with the camp directors and with the Conference Communications Director to develop23

promotions for the camps.24d) The Properties Committee includes the camp directors and a chair who is not a director, and addresses issues relating to the25

camp properties.265) Meetings: The Board meets at least four times annually, and the Executive Committee between Board meetings and as necessary.276) Responsibilities:28

a) Maximize participation in and the impact of camping on the Church and its ministries, by providing excellent Christian29programming,30

b) Ensure safety for campers and staff,31c) Exercise stewardship of camp properties and resources32d) Communicate the needs of the camping program to the Conference and to local churches33e) Develop and maintain a budget under the umbrella of the Leadership Team.34

b. Board of Church and Society:351) Accountability: The Board shall be accountable to the Conference Leadership Team in matters of program and budget and shall36

annually file a written report with the Annual Conference.372) Purpose:383) Membership:39

a) Fifteen (15) members at large;40b) Ex-officio (voice and vote): one youth representative elected by the Conference Council on Youth Ministries; the mission41

coordinator for the Christian social involvement of the Conference United Methodist Women; any member of a related42General Church agency.43

c) The Conference Chairperson of Homeless Ministries to be nominated by CONALD.44d) One representative from each District as nominated by the district nominating committee.45

4) Organization:465) Meetings:476) Responsibilities:48

c. Board of Discipleship:491) Accountability: The Board shall be accountable to the Conference Leadership Team in matters of program and budget and shall50

annually file a written report with the Annual Conference.512) Purpose: This Board shall program for ministry as described in the DISCIPLINE including the development of ministries in the52

areas of children, youth, adult, family, stewardship, witness, and devotional life.533) Membership:54a) Fourteen (14) members-at-large55b) Ex-officio, nominated by Conference Nominations Committee and elected by the Annual Conference (voice and vote):56

Conference Coordinator of Children’s Ministries, Conference Coordinator of Family Life Ministries, Conference Coordinator of57Older Adult Ministries, Conference Coordinator of single Adult Ministries, Conference Coordinator of Young Adult Ministries,58one person representing Stewardship ministries, and one representative from the Board of Evangelism.59

c) Ex-officio (voice and vote): two youth elected by the Conference Council on Youth Ministries, the Conference Coordinator of60Youth Ministries elected by the Conference Council on Youth Ministries, one representative elected by the Conference United61Methodist Women, one representative elected by the Christian Educators’ Fellowship, one representative elected by the Forum62for Adults in Youth Ministry, one representative elected by the Fellowship of United Methodists in Music and Worship Arts63(FUMMWA), and any person serving as a member of the General Board of Discipleship.64



d. Board of Evangelism11) Accountability: The Board shall be accountable to the Conference Leadership Team in matters of program and budget and shall2

annually file a written report with the Annual Conference.32) Purpose: To lead the congregations and agencies of our Conference in evangelism ministries.43) Membership5a) Seven (7) members at large, one of whom shall be a representative to the Board of Discipleship.6b) One person named by each of the six Districts to represent evangelism ministries.7c) Ex-officio (voice and vote): the Director of Connectional Ministries; any member of a related General Church agency.8d) Ex-officio (voice and vote) two youth representatives elected by the Conference Council on Youth Ministries.94) Organization:105) Meetings:116) Responsibilities:12

e. Board of Global Ministries:131) Accountability: The Board shall be accountable to the Conference Leadership Team in matters of program and budget and shall14

annually file a written report with the Annual Conference.152) Purpose: This Board shall program for ministry as described in the DISCIPLINE.163) Membership:17

a) Ten (10) members at large;18b) The Conference Secretary of Global Ministries who shall be nominated by the Bishop and elected by the Annual19

Conference;20c) The Chairperson of the Conference UMCOR/Hunger Committee;21d) The Conference United Methodist Women’s coordinator of global concerns;22e) Any member of a related General Church Agency;23f) Volunteer in Mission Coordinator who shall be nominated by CONALD and elected by the Annual Conference;24g) The Missions Secretary from each of the six (6) Districts;25h) The Conference Coordinator of Cooperative Ministries;26i) Coordinator of Bible Distribution Ministries;27k) Coordinator of Refugee Ministries;28l) Chairperson of the Hispanic Ministry Plan;29m) Ex-officio (voice and vote) one youth representative as elected by the Conference Council on Youth Ministries.30n) Health and Welfare Ministries representative31


f. Board of Higher Education & Campus Ministry:351) Accountability: The Board shall be accountable to the Conference Leadership Team in matters of program and budget and shall36

annually file a written report with the Annual Conference.372) Purpose:383) Membership:39

a) Twelve (12) members at large;40b) Ex-officio (voice and vote): one student and the chairperson, or representative, selected by each local Wesley Foundation Board41

and church-related college, and Grand Valley Student Fellowship.42c) Ex-officio (voice and vote): any member of a related General Church agency.43d) Ex-officio (voice and vote) two youth representatives elected by the Conference Council on Youth Ministries.44


g. Commission on Christian Unity and Inter-religious Concerns:481) Accountability: The Commission shall be accountable to the Conference Leadership Team in matters of program and budget and49

shall annually file a written report with the Annual Conference.502) Purpose:513) Membership:52

a) The Chairperson nominated by the Conference Nominating Committee. This may be a person selected from section (2),53below;54

b) Twelve (12) members at large55c) Ex-officio (voice and vote): any member of the Standing Committee on Christian Unity and Interreligious Concerns; the56

Governing Board of the National Council of Churches of Christ in the USA; or those who residing within the bounds of the57Conference have been official United Methodist Delegates to the most recent World Council of Churches Assembly;58

d) The chairperson shall represent the Conference on the state ecumenical agency that may exist.59e) Ex-officio (voice and vote) one youth representative elected by the Conference Council on Youth Ministries.60


h. Commission on Religion and Race:641) Accountability: The Commission shall be accountable to the Conference Leadership Team in matters of program and budget and65

shall annually file a written report with the Annual Conference.662) Purpose:67


3) Membership:1a) Eight (8) racial/ethnic persons including four African Americans, two Native Americans, one Hispanic American, one Asian2

American;3b) Four (4) other members at-large; any member of a related General Church Agency if not in the above membership;4c) Out of all the above members each District shall be represented;5d) Ex-officio (voice and vote) two youth representatives elected by the Conference Council on Youth Ministries.6


i. Commission on the Status & Role of Women:101) Accountability: The Commission shall be accountable to the Conference Leadership Team in matters of program and budget and11


a) Eleven (11) members at large, the majority of whom shall be women;15b) One member named by the Conference United Methodist Women;16c) Any member of a related General Church Agency if not in this member at large number;17d) The Chairperson shall be a woman;18e) Ex-officio (voice and vote) two representatives elected by the Conference Council on Youth Ministries.19


j. Committee on Disability Concerns231) Accountability: The Committee shall be accountable to the Conference Leadership Team in matters of program and budget and24


The committee shall include at least 10 members, representative of all six districts. The committee may be expanded to include28additional members whenever this is needed to provide advocacy for persons with various disabilities. Members of the committee,29including the chair, shall be nominated by the Committee on Nominations and elected by the Conference. The committee shall be30accountable to the Leadership Team. The Committee will also have a representative on the Annual Conference Program31Committee.32


k. Committee on Disaster Response Team361) Accountability: The Committee shall be accountable to the Conference Leadership37

Team in matters of program and budget and shall annually file a written report with the Annual Conference.382) Purpose: There shall be a Conference Disaster Response Team Committee whose purpose shall be:39

a) to work with the United Methodist Committee on Relief, and other organizations, in response to disasters within the bounds of40the West Michigan Conference;41

b) to help provide beyond the boundaries of the Conference personnel and equipment as needed in response to emergency need;42c) to assist local congregations in being trained and equipped to better handle emergencies within their own churches and43

communities443) Membership:45

a) A Conference Disaster Response Coordinator who shall be the Chairperson. The Coordinator shall be appointed by the46Bishop in consultation with the Conference Nominating Committee and with UMCOR.47

b) Six District Coordinators selected by the respective District conferences.48c) The Conference Volunteer In Mission Coordinator49d) A representative from the Board of Global Missions50


l. Committee on Hispanic/Latino Ministries541. Accountability. The Committee on Hispanic/Latino Ministry shall be accountable to the Conference Leadership Team in matters55

of program and budget and shall annually file a written report with the annual conference.562. Purpose: The committee:57

a) will relate to all conference agencies for the implementation of the National Plan for Hispanic Ministry as it may be adapted58to meet the specific needs of the West Michigan Conference.59

b) will provide direction and leadership for Hispanic ministries of the conference60c) shall establish governing policies for the committee and its staff.61

3. Membership:62a) Nine members at large plus a chairperson shall be nominated by the Conference Committee on Nominations and elected by63

the annual conference. Terms shall be consistent with conference policy.64b) The membership shall be composed of persons interested in Hispanic/Latino Ministries with special attention to65

representation from districts where there is a significant Hispanic population.66c) Terms shall be consistent with conference policy.67d) The committee may co-opt a maximum of four members.68

1) Terms shall be consistent with conference policy.69


2) Co-opted members may be asked to fill the following positions such as but not limited to:1a) Training Coordinator.2b) Grant application coordinator.3c) Immigration advisor.4

e) ex-officio members51) District superintendent designated by the cabinet.62) Conference treasurer.73) Director of Connectional Ministries.84) Staff employed by the Conference Leadership Team and assigned to the Committee on Hispanic/Latino Ministry.9

4. Organization:10a) Chairperson, nominated by the Conference Committee on Nominations. in consultation with the Committee on11

Hispanic/Latino Ministry, and elected by the annual conference.12b) Vice chairperson, secretary, and treasurer elected from the membership of the committee.13c) Task forces, whose members may or may not be committee members, may be created to help the committee accomplish its14

work.155. Meetings:16

a) The committee shall meet at least four times annually.17b) Additional meetings may be held as needed to accomplish necessary work.18

6. Responsibilities:19a) Interpret and advocate for Hispanic ministries.20

1) Secure and share information about the National Plan for Hispanic Ministries and its resources with key conference leaders21and focal leaders involved In Hispanic ministries.22

2) Promote the related conference Advance Special projects.233) Find stories that will illustrate various aspects of Hispanic Ministries/National Plan being implemented and share these24

with local, conference, and national media as appropriate.254) Advocate appropriate responses to issues and concerns affecting Hispanics and Hispanic ministries. Secure information26

about the Plan for Hispanic Ministries and its resources and share it with key conference leaders and local leaders involved27in Hispanic ministries.28

b) Planning291) Update the Hispanic population growth trends to develop or strengthen new or existing Hispanic ministries.302) Reexamine and adjust the conference plan on Hispanic ministries for both Hispanic and non-Hispanic congregations based31

on the assessment and review recommended above in 6.b.1.32c) Training33

1) Provide training opportunities for lay missioner and pastor teams, (hired) Hispanic ministry coordinators, committee34members, and conference and local leaders utilizing the developed curriculum resources.35

2) Train Hispanic and non-Hispanic local church leaders to develop Hispanic ministries or to assist them in strengthening and36expanding Hispanic ministries utilizing developed resources as necessary.37

3) Identify and enlist Hispanic and non-Hispanic candidates interested in ordained ministry and in becoming lay missioners,38lay pastors or Hispanic ministry coordinators and refer them to the appropriate conference agencies for follow-up.39

d) Securing and providing resources401) Secure and provide educational and evangelical resources for leaders and local congregations.412) Consult with the Conference Leadership Team in regard to the placement of the necessary personnel who may be hired by42

the Leadership Team in consultation with the Hispanic/Latino Ministries Committee.433) Request the Conference Leadership Team provide the necessary financial resources to support needed personnel for44

specific Hispanic/Latino ministries.45e) Monitoring, supporting, and evaluating46

1) Provide a support system for leaders involved in Hispanic ministries including networking, crisis management, recognition,47and affirmation.48

2) The committee shall annually monitor and evaluate the progress of each specific Hispanic ministry, including where49sufficient and/or appropriate resources have been assigned.50

m. Committee on New Church Establishment and Development511) Accountability: The Committee shall be accountable to the Conference Leadership Team in matters of program and budget and52


a) Twelve (12) members at-large;56b) Three (3) of the above twelve (12) shall be from congregations chartered within the last ten years.57c) Ex-officio (voice and vote):58

1. one youth representative elected by the Conference Council on Youth Ministries.592. The Director of New Church Establishment.60


n. Committee on Prison Ministry641) Accountability: The Committee shall be accountable to the Conference Leadership Team in matters of program and budget and65

shall annually file a written report with the Annual Conference.662) Purpose: To empower persons in local congregations to meet the needs of prisoners, their families and returning citizens67


3) Membership:1a) Nine (9) members, including at least one from each District to be nominated by the Conference Nominating Committee and2

Leadership.3b) Ex-officio (voice and vote) two youth representatives elected by the Conference Council on Youth Ministries.4

4) Organization: Chair, Recording Secretary, Staff representative and a member from each District55) Meetings: At least 6 times per year.66) Responsibilities: Training (i.e., mentor), Michigan legislative issues, updates on Prison and Jail work, and to fulfill the purpose as7

state above.8o. Committee on Racial Ethnic Local Church:9

1) Accountability: The Committee shall be accountable to the Conference Leadership Team in matters of program and budget and10shall annually file a written report with the Annual Conference.11

2) Purpose: To strengthen the racial ethnic congregations of the Conference and to assist congregations who have adopted a strategic12plan to become more multi-racial.13

3) Membership:14The Racial Ethnic Local Church (RELC) Committee shall consist of eleven (11) members at large as nominated by the Committee15on Nominations, and one (1) representative chosen by each Racial Ethnic Local Church congregation. Ex-officio (voice and vote)16one youth representative elected by the Conference Council on Youth Ministries.17

4) Organization:185) Meetings:196) Responsibilities: Financial assistance from the Racial Ethnic Local Church Committee to churches shall be for staff salaries and20

benefits, program and other needed areas. The definition of what constitutes a Racial Ethnic Local Church shall reside within this21committee.22

p. Michigan Area Indian Workers Conference231) Accountability: The Conference shall be accountable to the Conference Leadership Team in matters of program and budget and24

shall annually file a written report with the Annual Conference.252) Purpose:263) Membership:274) Organization:285) Meetings:296) Responsibilities:30

q. UMCOR/Hunger Committee311) Accountability: The Committee shall be accountable to the Conference Leadership Team in matters of program and budget and32


a) Chairperson nominated by Conference Nominating Committee.36b) a representative of the Area Haiti Task Force37c) Conference Disaster Response Team Coordinator38d) No more than eight at large members named by the UMCOR/Hunger Committee, including but not limited to:39

1. A youth or young adult402. A United Methodist Woman41

e) Care shall be given to diversity and inclusivity in naming committee members.424) Organization:435) Meetings:446) Responsibilities:45

r. United Methodist Men:46There shall be a Conference United Methodist Men group as provided for in The Book of Discipline of The United Methodist Church.471) Accountability: The organization shall be accountable to the Conference Leadership Team in matters of program and budget and48


a) The Conference Nominating Committee may nominate a man to be chairperson. One of those elected by a District52Conference to head United Methodist Men work may be nominated as chairperson;53

b) The six District chairpersons of United Methodist Men, or persons selected by the several District conferences.544) Organization:555) Meetings:566) Responsibilities:57

s. United Methodist Women:58The organization of United Methodist Women as provided for in The Book of Discipline of The United Methodist Church shall59comprise the Conference agency.60

2) Communications and Records Ministries: Ministries of public relations, communication and promotion, and historical record keeping to help61all know and share the programs of the Conference, Districts and congregations. There shall be the following organizational units:62a. Communications Commission63b. Commission on Archives and History64

65a. Communications Commission:66

1) Accountability: The Commission shall be accountable to the Conference Leadership Team in matters of program and67budget and shall annually file a written report with the Annual Conference.68

2) Purpose:69


3) Membership:1a) There shall be seven (7) members at large;2b) One (1) representative for each District named by the district nominating committee.3c) Ex-officio (voice but without vote): Conference Staff persons employed in communications or media tasks, the4Editor of the United Methodist Reporter, the Editor of the Michigan Christian Advocate5d) Ex-officio (voice and vote) two youth representatives elected by the Conference Council on Youth Ministries.6


b. Commission on Archives and History:101) Accountability: The Commission shall be accountable to the Conference Leadership Team in matters of program and11budget and shall annually file a written report with the Annual Conference.122) Purpose:133) Membership:14

a) Seven (7) members at large;15b) The Conference Historian, if one is named;16c) The Commission may create a Historical Society as a Standing Committee.17d) Ex-officio (voice and vote): Curator and Archivist18e) Ex-officio (voice and vote) one youth elected by the Conference Council on Youth Ministries.19

4) Organization:205) Meetings:216) Responsibilities22

233) District Ministries (District Councils on Ministries or the equivalent): support, enablement, and cooperation with ministries essentially24

carried out for, with, on behalf of, and in local congregations, clusters of congregations, and districts.2526

Each District shall select/elect its own manner of organization as a District Council on Ministries/Leadership Team to accomplish program27ministries within the several Districts. One person from each District shall be designated to work with those from other Districts, as needed.28

29e. Finance and Property Ministries: administrative tasks of the Conference. There shall be the following organizational units.30

1) Council on Finance and Administration31

2) Conference Board of Trustees323) Board of Pension and Health Benefits33

4) Commission on Equitable Compensation3435

1) Council on Finance and Administration:36a) Accountability: The Council is accountable to and will annually file a written report (including their funding) with the37

Annual Conference.38b) Purpose:39c) Membership:40

1. Fifteen (15 members at large. The majority of these 15 shall be laity. Of this number of 15 at least five (5) shall come41from congregations of less than two-hundred members;42

2. Ex-officio (voice and vote): any member of a related General Church Agency;433. Ex-officio (voice, but without vote): The Bishop (or Clergy Assistant to the Bishop), the Conference Treasurer, the44

Director of Connectional Ministries (or representative of the Conference Leadership Team), one District45Superintendent.46

4. Ex-officio (voice and vote) one youth representative elected by the Conference Council on Youth Ministries.475. The Council shall elect from its membership, a President, a Vice-president, a Secretary, and other such officers, as it48

may deem necessary.49d) Organization:50e) Meetings:51f) Responsibilities:52

2) Conference Board of Trustees:53a) Accountability: The Board is accountable to and will annually file a written report with the Annual Conference. It shall54

request funding through the Council on Finance and Administration.55b) Purpose:56c) Membership:57

Twelve (12) members as provided for in the DISCIPLINE. The Conference Treasurer, Director of Connectional Ministry58and one District Superintendent assigned by the Bishop, shall have voice but no vote.59

d) Organization:60e) Meetings:61f) Responsibilities:62

3) Board of Pension and Health Benefits:63There shall be organized a Board of Pension and Health Benefits as provided by The Book of Discipline of The United Methodist64Church.65a) Accountability: The Board is accountable to and will annually file a written report with the Annual Conference. It shall66

request funding through the Council on Finance and Administration.67b) Purpose:68


c) Membership:11. At large, twelve (12) members, six (6) of whom shall be recommended by the Board itself prior to Annual2

Conference election.32. Ex-officio and Staff (voice, but no vote): The Conference Treasurer who is designated as Conference Benefit Officer.43. The Board is authorized to create ad hoc committees or task forces and appoint members who may not be members5

of the Board. The chairs of said ad hoc committees or task forces shall be from the membership of that Board.6d) Organization:7e) Meetings:8f) Responsibilities:9

104) Commission on Equitable Compensation:11

a) Accountability: The Commission is accountable to and will annually file a written report with the Annual Conference. It12shall request funding through the Council on Finance and Administration.13

b) Purpose:14c) Membership:15

1. Twelve (12) members at large. In this number there shall be at least one layperson and one clergy person from16congregations of fewer than two hundred members. Also in this number there shall be at least three (3) racial/ethnic17representatives. Further, there shall be an equal number of laypersons and clergypersons in the total of ten.18

2. Ex-officio (voice, but with vote): One (1) District Superintendent.193. Ex-officio (voice, but without vote): either the Conference Treasurer or Assistant Treasurer.20


24f. Human Resources Ministries - personnel recruitment, support and guidance tasks of the Conference. There shall be the following organizational25

units:261) Abuse Prevention Team272) Area Committee on Episcopacy283) Board of Lay Ministries294) Board of Ordained Ministry305) Cabinet316) Committee on Leadership Development327) Conference Nominating Committee338) Conference Personnel Committee349) Joint Committee on Incapacity35

361) Abuse Prevention Team37

a) Accountability: The Team is accountable to the Conference Leadership Team in matters of program and budget and shall38annually file a written report with the Annual Conference.39

b) Purpose:40c) Membership There shall be six (6) members at large nominated by CNC and elected by the Conference.41d) Organization:42e) Meetings:43f) Responsibilities: The Abuse Prevention Team shall have the responsibility of implementing and overseeing the Abuse44

Prevention Policies of the Conference as enacted in June 1998 and/or changed in succeeding Annual Conference action.452) Area Committee on Episcopacy:46

It shall be the policy of the Conference to participate with the Detroit Conference in an Area Committee on Episcopacy as47provided in the DISCIPLINE.48a) Accountability: The Committee is accountable to and will annually file a written report with the Annual Conference. It49

shall request funding through the Council on Finance and Administration.50b) Purpose:51c) Membership: Membership paralleling the Detroit Conference shall be nominated by The Committee on Nominations as52

follows:531. the Conference Lay Leader or Associate Conference Lay Leader;542. seven (7) persons elected at large; and,553. two (2) selected by the Bishop.56Of these ten (10) persons at least four (4) shall be clergy. Representation of racial/ethnic persons and various ages shall be57provided for in the membership. The lay and clergy members of the Jurisdictional Committee on the Episcopacy shall be58ex-officio members with vote.59

d) Organization: The Committee shall elect its own officers.60e) Meetings:61f) Responsibilities:62

3) Board of Lay Ministries:63a) Accountability: The Board shall be accountable to the Conference Leadership Team in matters of program and budget and64

shall annually file a written report with the Annual Conference.65b) Purpose:66


c) Membership:11. Two (2) members at-large, one of whom shall be a clergyperson;22. One (1) representative each, elected by the Conference United Methodist Women and the Conference United3

Methodist Men;43. The District Lay Leader from each District;54. The Conference Lay Leader.65. Associate Conference Lay Leaders.76. The Conference Director of Lay Speaking, and the Conference Coordinator of Scouting.87. The Conference Lay Leader or Associate Lay Leader shall be chairperson.9


4) Board of Ordained Ministry:13a) Accountability: The Board is accountable to and will annually file a written report with the Annual Conference. It shall14


1. Forty-two members shall be nominated by the presiding bishop after consultation with the chairperson of the board,18the executive committee, or a committee elected by the board of the previous quadrennium, and with the Cabinet;19The membership shall fill the requirements in accordance with the current provisions of the DISCIPLINE.20


5) Cabinet:24The Cabinet’s personnel responsibilities shall be those described in the DISCIPLINE.25

6) Committee on Leadership Development (CLD):26a) Accountability: The Committee shall be accountable to the Conference Leadership Team in matters of program and budget27

and shall annually file a written report with the Annual Conference.28b) Purpose:29c) Membership:30

1. eight (8) members at large;312. Ex-officio (with voice and vote): the President, or designee, of the Conference United Methodist Women and Men,32

the Conference Secretary, the Conference Lay Leader or Associate Conference Lay Leader, one (1) youth and a33volunteer adult worker with youth (both to be named by the Conference Council on Youth Ministries); Ex-officio34(voice but without vote): Director of Connectional Ministries, or designee.35

3. Members at large shall be nominated by the Cabinet (for four-year terms). As with all nominations before the36Conference, additional nominations from the floor shall be accepted before voting. Each nominee shall have signed37consent to serve statement, except oral consent will be sufficient for floor nominations.38

4. District Superintendents, persons employed by organizational units of the Conference (except for the Director of39Connectional Ministries, see 2. above), and chairpersons of such units are not eligible to serve on CLD.40

5. In the event of a vacancy on CLD the Bishop will appoint a new member, subject to subsequent Conference election.41d) Organization:42

1. CLD shall meet to organize at the earliest opportunity following election of its Chairperson and its membership. It43may elect such officers as it deems necessary to carry on the business assigned to it. Such officers shall serve for a44two-year term.45

2. Whenever possible, the clerical services CLD shall be provided through the facilities of the Conference Center. Other46expenses shall be borne through a budget request for CLD of the Administrative section of the Conference budget.47

e) Meetings:48f) Responsibilities:49

1. to educate, develop, and support leadership of the laity and clergy at all levels within the Conference.502. to provide a program of leadership development for leadership of congregations, districts, and the Conference.513. to care for adequate leadership development expertise.524. to consult with and coordinate the leadership development being done in the Conference by groups such as districts,53

organizational units, local congregations, and Conference lay groups.545. to evaluate the leadership development opportunities both within and outside the Church to discover the gaps and55

overlaps and where necessary encourage additional programming.566. to distribute listings of current leadership development opportunities both within and outside the church-on the model57

of the continuing education opportunities for professionals in the Church which is distributed in the Conference58Coordinated Mailing.59

7. to maintain an up-to-date file of clergy and laity in present and past positions of leadership.608. to maintain a record of leadership development opportunities completed by individuals. They shall make this record61

available to the various Nominating Committees of organizational units upon request. A system of recording62Continuing Education Units (CEU’s) might be developed.63

9. to assist groups to do leadership development at their regular meetings or retreat settings.6410. to initiate and develop continuing leadership programs which shall include: clear descriptions of leadership positions;65

training; support; evaluation; exiting; working with and managing volunteers; group dynamics and effective66leadership of a group; alternate ways of doing business in order to hold fewer face-to-face meetings with the67attendance travel costs; learn how to write good program proposals; program planning and management; and68research on future leadership positions and resources.69


7) Conference Nomination Committee (CNC):1a) Accountability: The Committee is accountable to and will annually file a written report with the Annual Conference. It shall2


1. twelve (12) members at large;62. Ex-officio (with voice and vote): the President, or designee, of the Conference United Methodist Women and Men, the7

Conference Secretary, the Conference Lay Leader or Associate Conference Lay Leader, two (2) youth (to be named by8the Conference Council on Youth Ministries); Ex-officio (voice but without vote): Director of Connectional Ministries,9or designee.10

3. Members at large shall be nominated by the Cabinet (for four-year terms). As with all nominations before the11Conference, additional nominations from the floor shall be accepted before voting. Each nominee shall have signed12consent to serve statement, except oral consent will be sufficient for floor nominations.13

4. District Superintendents, persons employed by organizational units of the Conference (except the Director of14Connectional Ministries, see 2. above), and chairpersons of such units are not eligible to serve on CNC.15

5. In the event of a vacancy on CNC the Bishop will appoint a new member, subject to subsequent Conference election.16d) Organization:17

1. CNC shall meet to organize at the earliest opportunity following election of its Chairperson and its membership. It may18elect such officers as it deems necessary to carry on the business assigned to it. Such officers shall serve for a two-year19term.20

2. Whenever possible, the clerical services of CNC shall be provided through the facilities of the Conference Center. Other21expenses shall be borne through a budget request for CNC of the Administrative section of the Conference budget.22

3. Organizational units of the Conference shall prepare in a timely manner for CNC their nominations, including brief23biographical sketches, for membership, etc. as provided for in this Plan of Organization.24

e) Meetings:25f) Responsibilities:26

1. to identify and recruit volunteer leadership for all Conference organizational units;272. to nominate one person for each position that is to be elected by the Conference.283. to monitor the creation and termination of task forces established by organizational units of the Conference; and to29

establish a networking system for the staffing of task forces that would provide lists of possible members to specific30task forces31

4. to prepare a slate of officers as described in the Plan of Organization.325. to care for adequate District representation.33

g) Report to the Conference:341. CNC shall prepare a slate with one nominee for each position in the Conference to be elected by the Conference and35

present its first draft of nominations to the Cabinet for their consideration not later than 10 days prior to the Conference36session. In preparing this slate, CNC is requested to be cognizant of all interests within the Annual Conference, such as37theological diversity, urban/rural, large/small church, youth, young adults, other age categories, gender, and38racial/ethnic inclusiveness. It is recommended that the Committee on Nominations seek to achieve in all its nominations39the goal of 1/3 laymen, 1/3 laywomen and 1/3 clergy with racial/ethnic representation in each organizational unit. This40applies in the nominations of chairpersons of organizational units, as well. Before completing nominating slates, CNC41shall consult with the chairperson of each organizational unit for which nominations are being made.42

2. There shall be the following exception in (1) above: For the nominations of Trustees for Albion and Adrian Colleges,43CNC shall submit a name for each vacancy to be filled. Said names shall be submitted after consultation with the Board44of Higher Education and Campus Ministry, and the nomination committee of the respective college pursuant to the45DISCIPLINE, paragraph 732.4b(3).46

3. The report shall be presented to the Conference at least one day before balloting, unless otherwise ordered by the47Conference session, and shall be conducted as a regular election with acceptance by each nominee prior to placing48his/her name in nomination.49

4. In the nominations report that is presented to the Annual Conference, CNC shall by designation identify whether the50nominees are lay or clergy.51

h) Replacement of members elected:52Any person named or elected to organizational units may be replaced at the subsequent Annual Conference if they have53resigned or been inactive during the Conference year. The nominating procedure shall be the same as that of the original54nomination. The organizational unit that has an inactive member shall notify the nominating unit originating the nomination.55Effort shall first be made by the organizational unit to contact the inactive member to encourage either participation or56resignation.57

i) Nominations for General Church agencies:58The procedures for nominations to General Church agencies for the West Michigan Conference shall be as follows:591. Immediately upon receipt of appropriate instructions, the Conference Secretary shall notify the Secretary of the General60

and Jurisdictional Conference Delegation of all General Church agencies for which nominees are required by the West61Michigan Conference. The Delegation shall publicize through appropriate channels (Conference coordinated mailing,62the “Michigan Area United Methodist Reporter”, the “Michigan Christian Advocate”, or other means) the General63Church agencies for which nominees are required. Any United Methodist within the West Michigan Conference may64make suggestions through the Secretary of the Delegation for any such nominations, including biographical information65regarding such suggested nominees. CNC shall also make suggestions including biographical information for all such66nominations through the Secretary of the Delegation. Any United Methodist within the West Michigan Conference may67make suggestions through CNC for inclusion in its report.68


2. Upon the recommendation from a committee composed of the Bishop and General and Jurisdictional Conference1Delegation, and having allowed opportunity for nominations from the floor, the Annual Conference shall elect persons2to be submitted to a jurisdictional pool used by the Jurisdictional Nominating Committee in selecting persons for3election to General and Jurisdictional agencies. If, at the site of the Jurisdictional Conference, it becomes necessary for4additional names to be submitted to the Jurisdictional Nominating Committee from the West Michigan Conference, the5above committee is authorized to secure and submit such additional names as nominees of the West Michigan6Conference.7

8) Conference Personnel Committee:8a) Accountability: The Committee is accountable to the Conference Leadership Team in matters of program and budget and9

shall annually file a written report with the Annual Conference.10b) Purpose: To hire, evaluate and support staff employed by the Conference Leadership Team.11c) Membership:12

1. Nine (9) members at large.132. Ex-officio (with voice and vote): the Bishop or Clergy Assistant to the Bishop; the Director of Connectional14

Ministries; one District Superintendent.15d) Organization: Chairperson, Secretary16e) Meetings: 2-4 meetings per year17f) Responsibilities: The Committee on Conference Personnel shall have the responsibility of establishing and coordinating18

equitable employment policies for all persons employed by all organizational units of the Conference; providing for the19hiring, supervision, support, and termination criteria for all such employees by the several hiring agencies of the20Conference; and shall themselves provide such personnel governance for the employees of the Conference Leadership21Team.22

9) Joint Committee on Incapacity, There shall be a Joint Committee on Incapacity as provided for by the DISCIPLINE.23a) Accountability: The Committee is accountable to and will annually file a written report with the Annual Conference. It24

shall request funding through the Council on Finance and Administration.25b) Purpose:26c) Membership27d) Organization:28e) Meetings:29f) Responsibilities:30

31g. Other Conference Organizational Units32

1) Units Under Annual Conference Fiscal and Governing Control.33Definition: The Annual Conference elects, meaning nominated by the Conference Nominating Committee and elected by the Annual34Conference, 50% or more of the agency’s governing Board, and provides 25% or more of the agency’s budget.35a) “Michigan Christian Advocate”, linked to the Communications Commission;36b) “Michigan Area Loan Fund linked to the Board of Global Ministries.37

2) Units Under Annual Conference Fiscal Control. Definition: The Annual Conference elects less than 50% of the agency’s governing38Board, but provides 25% or more of the agency’s budget.39a) The School for Pastoral Ministry, linked to the Board of Ordained Ministry;40b) The Area Historical Society linked to the Commission on Archives and History.41

3) Units Under Conference Governing Control. Definition: The Annual Conference elects 50% or more of the agency’s governing Board,42but provides less than 25% of the agency’s budget.43a) Clark Retirement Community linked to the Board of Global Ministries.44

4) Units with Annual Conference Affiliation. Definition: The Annual Conference elects less than 50% of the agency’s governing Board,45and provides less than 25% of the agency’s budget.46a) Albion College, linked to the Board of Higher Education and Campus Ministry;47b) Adrian College, linked to the Board of Higher Education and Campus Ministry;48c) Methodist Children’s Home Society, linked to the Board of Global Ministries;49d) Michigan Commission/United Ministries in Higher Education, linked to the Board of Higher Education and Campus Ministry;50e) Lake Louise Board, linked to the Board of Christian Camping;51f) Michigan Council on Alcohol Problems linked to the Board of Church and Society.52g) United Methodist Community House, linked to the UMW Women’s Division53h) Methodist Theological School in Ohio (MTSO), linked to the Board of Higher Education and Campus Ministry;54

5) Units With Annual Conference Representative Affiliation. Definition: The Annual Conference has representation on the agency’s55governing Board, but such representation is completely determined by the agency.56a) Peoples Church, East Lansing, linked to the Lansing District;57b) United Theological School in Ohio, linked to the Board of Higher Education and Campus Ministry;58c) Garrett-Evangelical Theological Seminary, linked to the Board of Higher Education and Campus Ministry;59d) Center for Parish Development, linked to the Board of Global Ministries.60e) Bronson Health Care Group linked to the Board of Global Ministries.61f) United Methodist Foundation of Michigan:62

There may be a United Methodist Foundation serving both annual conferences in the State of Michigan.631. Accountability:64

The foundation shall be accountable to the Detroit Annual Conference and the West Michigan Annual Conference.652. Purpose:66

To encourage the giving of gifts, conscientious investing and stewardship education for United Methodist churches in the67Michigan Area.68


3. Membership:1a. There will be a board of directors with 12 directors elected at the Foundation’s annual meeting. Six directors will be2

from the Detroit Annual Conference and six will be from the West Michigan Annual Conference. These directors3shall be reported to each Annual Conference and their respective nominating committee.4

b. Directors are elected by the then-sitting board and serve three-year terms unless they are elected to fill an un-expired5term. Directors may be reelected for a second full term, but no board director may serve for more than 9 consecutive6years.7

c. Any vacancy occurring in the board of directors may be filled by a majority vote of the remaining directors present8and voting at any regular or special meeting of the board. A director elected to fill a vacancy shall be elected for the9un-expired term of his or her predecessor in office.10

d. Ex-officio without vote:11(1) Area bishop (or designate);12(2) Executive Director of Foundation;13(3) Treasurers of each Michigan Annual Conference.14

4. Organization:15a. The officers of the Foundation shall be: chairperson, vice chairperson, secretary and treasurer. All officers, except the16

executive director, shall serve without compensation and be directors of the Foundation.17b. There shall be an executive committee made up as follows: chairperson, vice chairperson, secretary, treasurer,18

stewardship committee chair, investment chair, finance/audit chair, personnel/management chair, marketing chair19and the executive director.20

c. There shall be a 12-15 member advisory board in addition to the board of directors. The members of this board will21be selected for specific skill needs for the work of the Foundation and will be invited to serve by the executive22committee.23

d. There shall be five (5) standing committees: Investment, Stewardship, Finance/Audit, Marketing and24Personnel/Management.25

e. The Foundation Board of Directors upon recommendation of the executive committee shall hire the executive26director.27

f. The Foundation shall meet at least twice annually with additional meetings scheduled and called by the chairperson28and executive director. Special meetings may be called by the president or at least three (3) other directors of the29board on three (3) days’ notice to each director.30

5. Responsibilities:31a. Encourage the giving of gifts to United Methodist churches for the support of their ministries.32b. Provide resources to United Methodist churches and their members regarding charitable giving and estate planning.33c. Teach and encourage biblical stewardship principles to our churches and their members.34d. Encourage and receive gifts, trusts and bequests of real and/or personal property on behalf of either the Detroit35

Annual Conference or the West Michigan Annual Conference.36e. Offer responsible choices and opportunities for investing United Methodist financial assets.37f. Ensure timely and accurate reporting to congregations on the status of funds held by the United Methodist38

Foundation of Michigan.3940

2012 RULES OF ORDER 243

XIV. RULES OF ORDER1(Revised June 2007, adopted June 2011)2

3I. RULES OF ORDER4

5RULE 1 GOVERNANCE:6

A. PARLIAMENTARY RULES:7The proceedings of the West Michigan Annual Conference of The United Methodist Church shall be governed by:81. The acts of the General and Jurisdictional conferences, insofar as they apply to the organization and work of the Annual Conference.92. The Rules of Order adopted by the West Michigan Annual Conference.103. In all matters not established prior, parliamentary law as set forth in Roberts Rules of Order, Revised.114. The operation of parliamentary rules governing the Conference may be suspended when 2/3 of the members present and voting, vote in favor12

of suspension.13B. REFERENCE TO CONFERENCE AND DISCIPLINE:14

1. In all these Rules:15a. The word Conference with the first letter capitalized shall mean the West Michigan Annual Conference.16b. The word “Discipline” with the first letter capitalized shall mean the Book of Discipline of The United Methodist Church.17

C. COMMITTEE ON RULES:181. MEMBERSHIP – There shall be a standing committee on Conference Rules of Order composed of nine (9) members nominated by the19

Conference Committee on Nominations and elected by the Conference. It is recommended that the Committee include 1/3 laywomen, 1/320laymen, 1/3 clergy. The Conference Facilitator, the Director of Connectional Ministries, and a representative designated by the Cabinet shall21be member’s ex-officio with voice, but without vote. This Committee shall serve from July 1 through June 30.22

2. ORGANIZATION – Annually, following the Conference session, the Cabinet representative shall convene the committee for the purpose of23electing such officers as the committee may decide are necessary. This shall be done by August 15th.24

3. DUTIES AND RESPONSIBILITIES – During the year between Conference sessions the Committee shall:25a. Be responsible for seeing that the Plan of Organization is in conformity with the Discipline.26b. Receive recommendations from Conference organizational units, local churches, or individual church members within the Conference27

for changes in the Plan of Organization and/or the Rules of Order. The Committee may concur with these recommendations and28report them to the Conference for action.29

c. Committee on Rules301) Beginning the two (2) years preceding each General Conference the Committee would solicit petitions to General Conference from31

United Methodist organizations, churches, clergy and laypersons within the West Michigan Conference.322) The Committee may develop its own recommendations in the form of a petition to the General Conference.333) Consider petitions pertaining to General Conference matters which are referred from the Committee on Reference to this34

Committee instead of to a Legislative Committee or directly to the Conference.354) The report on the General Conference petitions shall be presented at the Conference session in the year before the General36

Conference. The report shall be mailed with the Pre-Conference Reports.375) Each petition received or developed by the Committee shall be included in the report together with the recommendation of the38

Committee for concurrence or non-concurrence on each petition.396) The Conference shall vote on the recommendations from the Committee with which the Committee concurs. All recommendations40

for non-concurrence shall be reported to the Conference but shall not be considered unless 1/5 (20%) of the Members of the41Conference present and voting request consideration.42

7) Each petition shall be debated and may be amended. The recommendation of the Committee shall be advisory only. The vote of the43Conference shall be on each petition directly.44

8) The Conference Secretary shall forward all petitions with which the Conference concurs to the General Conference Secretary in the45manner and form required by the Discipline.46

9) The Committee shall inform the petitioners who submitted petitions under this rule concerning the action of the Conference on47their petition(s).48

10) When considering and developing petitions to the General Conference, the Committee may consult with other persons, such as49former General Conference delegates, persons knowledgeable about the general church (i.e., general agency members, etc.) and50others who they feel can assist them in framing appropriate Annual Conference petitions to the General Conference.51

D. CHANGES IN THE RULES OF ORDER:521. These Rules may be amended or changed:53

a. All proposals for changes in the Rules of Order shall not be referred to Legislative Committees for consideration, but referred directly54to the Committee on Rules of Order for its recommendation and report at the opening session of Annual Conference. Any changes,55when voted by the Annual Conference are effective immediately.56

b. When the proposed change is referred to the Committee on Rules of Order for its recommendation (When the Conference is in57session the Committee on Rules of Order shall report its recommendation to the Conference within twenty-four hours.), and58

c. When 2/3 of the members of the Conference present and voting, vote in favor of the amendment or change.59E. PUBLICATION:60

The Rules of Order, as adopted and amended from time to time, shall be printed annually in both the Pre-Conference Reports Booklet and the61Conference Journal.62

63


II. OFFICERS OF THE CONFERENCE12

RULE 2 SECRETARY:3A. ELECTION OF CONFERENCE SECRETARY:4

1. The Secretary of the Conference shall be nominated by the Conference Committee on Nominations, after consultation with the Bishop, and5elected by the Conference.6

2. This election shall occur at the Conference session preceding the General Conference, unless otherwise ordered.73. The term of office shall begin on January 1 of the year following election and continue for four years.84. The tenure for this office shall be the same as that of the Conference boards and organizational units.9

B. DUTIES OF THE CONFERENCE SECRETARY:101. Keep a fair and accurate record of the proceedings of the Conference.112. Make a tape recording, whenever possible, with subject, time and date of all business sessions. These tapes shall be kept on file for two12

years, and then deposited with the Conference Historical Society.133. Preserve the Journals and papers of the Conference.144. The Conference Secretary shall be the final editor of the Journal.155. Have the record of the Conference sessions certified by himself/herself and the Conference President and printed in the form of a Journal.16

This printed Journal shall be the official record of the Conference.176. Publish the names and addresses of Deaconesses, Diaconal Ministers, surviving spouses of clergy including Local Pastors, lay persons18

elected to Conference organizational units, persons on Honorable Location, retired Local Pastors, and clergy (including the clergy record of19each) in the Journal. The name of the spouse shall be included in parentheses in the manner requested by the spouse.20

7. Prepare a Pre-Conference Reports Booklet containing all reports required from official Conference organizational units that are listed in the21previous year’s Journal.22

8. Provide forms for use by Conference members for writing their motions for presentation to the Conference Secretary.239. By March 1 of the year for election of delegates to General and Jurisdictional Conference prepare and mail a notification of the date for24

elections to all pastors under appointment, lay members of Conference and chairpersons of each District Conference and request names of25candidates for nomination as lay delegates.26

27C. APPOINTMENT OF ASSISTANT SECRETARIES:28

The Conference Secretary shall appoint such assistant secretaries with appropriate skills as deemed necessary for the Annual Conference and29preparation of the Journal.30

31RULE 3 FACILITATOR:32

A. ELECTION OF CONFERENCE FACILITATOR:331. The Conference Facilitator shall be nominated by the Conference Committee on Nominations and elected by the Conference.342. The Facilitator shall be an impartial lay person with broad experience in the Church and able to communicate well.353. The Facilitator shall serve from July 1 through June 30.36

B. ASSISTANT FACILITATORS:371. When deemed necessary, the Annual Conference Program Committee may appoint one or more assistant facilitators.382. Assistant Facilitators shall serve for the duration of the Conference.393. When the Assistant Facilitator(s) is not a member of the Conference, the expenses, including mileage, for attending the Conference shall be40

paid by the Conference Program Committee.41C. DUTIES OF THE CONFERENCE FACILITATOR(S):42

1. The Facilitator shall occupy a specific location on the floor of the Conference. Assistant Facilitators shall be seated at specific locations in,43or adjacent to, the floor of the Conference. These locations shall be announced to the Conference.44

2. The Facilitator(s) shall assist any person who seeks assistance regarding the understanding and use of the Rules, procedures and resources of45the Conference in session.46

3. The Facilitator shall carry out such other duties as outlined in the “Rules of Order” and/or the “Plan of Organization.”4748

RULE 4 STATISTICIAN:49A. ELECTION OF CONFERENCE STATISTICIAN:50

1. The Conference Statistician shall be nominated by the Conference Committee on Nominations, after consultation with the Bishop, and51elected by the Conference.52

2. The term of office and the tenure shall be the same as that of the Conference organizational units.53B. APPOINTMENT OF ASSISTANT STATISTICIANS:54

1. There shall be three assistant statisticians.552. The Conference Statistician shall appoint such assistant statisticians with appropriate skills as deemed necessary for the task.56

57RULE 5 TREASURER:58

A. ELECTION OF CONFERENCE TREASURER:591. The Conference Treasurer shall be nominated by the Conference Council on Finance and Administration, as ordered by the Discipline.602. The election by the Conference shall occur at the first Conference session after the General Conference.61

B. SUPERVISION:62The Conference Treasurer shall perform all duties of this office under the supervision of the Conference Council on Finance and Administration.63

64


RULE 6 CHANCELLOR:1The Chancellor shall be nominated by the Bishop and elected by the Conference. The term of office shall be at the discretion of the Bishop.2

3RULE 7 LAY LEADER:4

A. ELECTION OF CONFERENCE LAY LEADER:51. The Conference Lay Leader shall be nominated by the Conference Committee on Nominations and elected by the Conference.62. The term of office shall be (4) four years.73. The tenure of this office shall be the same as the Conference organizational units.8

B. ELECTION OF ASSOCIATE CONFERENCE LAY LEADER(S)91. Associate Conference Lay Leader(s) shall be nominated by the Conference Committee on Nominations and elected by the Conference.102. The tenure of this office shall be the same as the Conference organizational units.11

1213

III. CONFERENCE MEMBERSHIP1415

RULE 8 LAY MEMBERS AND CLERGY MEMBERS:16A. ELECTION OF LAY MEMBERS:17

1. Lay Members and Reserve Lay Members shall be elected annually by the local church Charge conferences as described in the Discipline.18Those elected shall serve at the Conference session immediately following their election. For churches with multiple clergy staff, the number19of Lay Members elected shall be based on the clergy appointed to a church as of the close of the previous Annual Conference.20

2. One young person between the ages of twelve (12) and seventeen (17) and one young person between the ages of eighteen (18) and thirty21(30) from each District to be selected in such a manner as may be determined by the Annual Conference.22

3. As soon as available each year and not later then March 1, the names, addresses, phone numbers and electronic mail addresses of all lay23members to the next Annual Conference from local churches, District members at large and those serving under the provisions of the24Constitution and Equalization of Lay Members formula (Rule 8-C) shall be posted on the Conference website. If all of this information is25not available at the same time, the information that is will be posted and when additional information becomes available it will be added to26the website.27

28B. CLERGY MEMBERS:29

Clergy members of the Conference are as defined in ¶602.1 of the Discipline. [The clergy membership of an annual conference (¶364) shall consist30of deacons and elders in full connection (¶324), probationary members (¶318), associate members, affiliate members (¶¶335.4, 559.4), and local31pastors under full-time and part-time appointment to a pastoral charge (¶342), (see also ¶30).] The number of clergy shall be as listed under32question 64.A for the preceding Annual Conference.33

34C. EQUALIZATION OF LAY AND CLERGY MEMBERS:35

1. In order to equalize lay and clergy members as required by the Constitution of The United Methodist Church the following procedure shall36provide for seating additional lay members:37a. Prior to the close of each Conference the Secretary shall certify to the presiding Bishop the total number of 1) Clergy Members and 2)38

Lay Members who are qualified members of that Conference, minus those Lay Members who are members because of this section39Rule 8.C.40

b. The difference, if any, between the number of Clergy Members and Lay Members shall be the number of additional Lay Member41seats to be filled for the next Conference.42

c. The additional seats shall be filled by lay persons who are not members of the same Conference session serving as of December 31 of43the year preceding in the following order:441) All lay persons who are members of General and Jurisdictional Boards, Councils, and Standing Commissions or their45

divisions, departments, committees, units, and other sub-groups who reside within the bounds of the West Michigan46Conference;47

2) All lay chairpersons of West Michigan Conference Boards;483) Treasurer of West Michigan Conference;494) Conference Facilitator;505) Chairperson and all lay members of the Leadership Team;516) All lay chairpersons of District Council on Ministries or equivalent;527) Chairperson and all lay members of the Council on Finance and Administration;538) Conference Missionary Secretary;549) Chairperson of the Council on Ministries;5510) Conference Secretary and all lay assistant secretaries;5611) Conference Statistician;5712) Conference Chancellor5813) Director of Communications, if this person is a lay person.5914) Director of the Michigan Area Resource Center6015) Conference Director of Lay Speaking6116) Lay Members of the Conference Program Committee6217) Lay Directors of West Michigan Conference campus ministries63


18) All lay chairpersons of these Conference Commissions:1• Status and Role of Women2• Religion and Race3• Archives and History4• Christian Unity and Inter-religious Concerns5• Equitable Compensation6• Communications7

19) All lay chairpersons of these Conference Committees:8• Nominations and Leadership Development9• Disaster Response Team Coordinator10• Episcopacy (Vice Chairperson if the Chairperson is not a member of West Michigan Conference)11• Michigan Area Indian Workers Conference12• Conference Program13• Conference Rules of Order14• Hunger15• Committee on Prison Ministry and Restorative Justice Concerns16• Conference Homeless Ministries17• New Church Establishment and Development18• Racial Ethnic Local Church19

20) All lay General and Jurisdictional Conference delegates and reserves elected for the last General and Jurisdictional20conferences.21

21) All lay chairpersons of all Conference Council on Ministries permanent committees;2222) All Conference Program Staff;2323) Associate Conference Lay Leaders;2424) The Physical Limitations Representative2525) Chairperson of the Abuse Prevention Team2626) Conference Council on Youth Ministries Coordinator2727) All lay members of the Rules of Order Committee2828) Where there is co-leadership, both shall be a part of the lay equalization.2929) The Lay Members on the Committee on the Journal.30

d. Any seats remaining shall be divided equally among the six districts and each District Conference shall elect the number of Lay31Members allocated to that District. Each District Conference shall also elect two alternate Lay Members to serve, in order of their32election, if a regularly elected Lay Member is unable to serve.331) The District Nominating Committee shall present the names of qualified lay persons to the District Conference.342) In selecting their nominations the District Nominating Committee is requested to review all various interests within the35

District, theological diversity, urban and rural, large and small churches, youth, young adults, other age categories, women and36ethnic communities.37

3) Where there are Wesley Foundations and/or Wesley Fellowships, the District shall elect one Lay Member from those38organizations, in consultation with those organizations, in their District as a part of their equalization number.39

e. The Conference Committee on Rules of Order shall establish and implement a system of rotation so that from year to year, although40the number of seats may not be evenly divisible by the number of districts, there shall be equitable representation from each District.41

f. Those persons who are seated because of their position of Conference leadership shall have their expenses paid by the group which42they lead. The remaining persons elected by the District conferences shall have their expenses paid from funds made available by the43Conference Council on Finance and Administration.44

D. SEATING RESERVE LAY MEMBERS:45A Reserve Lay Member may be seated in the absence of the Lay Member from a Charge or District. This substitution may continue for a portion or46for the entire Conference session. The Reserve Lay Member shall be responsible for notifying their District Superintendent in advance of assuming47the seat.48

E. LAY MEMBER’S REPORT TO THE LOCAL CHURCH:49The last person seated in the Conference session shall become the Lay Member from their Charge, and it shall be their duty to report the actions of50the Conference to their Local Church(s) as soon as possible.51

5253

IV. THE CONFERENCE SESSION5455

RULE 9 PROGRAM COMMITTEE:56A. THE CONFERENCE PROGRAM COMMITTEE:57

1. There shall be a standing committee on the Program of the Conference. This committee shall plan and arrange the entire program for the58Conference Session.59

2. The Membership of this Committee shall include:60a. The Bishop61b. The Clergy Assistant to the Bishop62c. A District Superintendent selected by the Cabinet63d. The host pastor64


e. The Conference Secretary1f. The Conference Lay Leader or Associate Conference Lay Leader2g. The Conference President of United Methodist Women3h. The Conference President of United Methodist Men4i. A youth representative of the Conference Youth Council5j. The Director of Connectional Ministries6k. The Director of Communications7

3. A chairperson, nominated by the Conference Committee on Nominations in consultation with the Bishop, shall be one of the six (6)8members at large. The worship and childcare liaisons shall be selected by the Program Committee and have voice, but not vote, on the9Program Committee.10a. The Chairperson of the Committee on Rules of Order11b. The Conference Facilitator12c. A representative designated by the host institution13d. A representative from the Conference Committee on Disability Concerns14e. Six (6) members at large, one of whom shall be less than 30 years of age at the time of their election. Three of these six shall be lay15

persons.163. The elected members are to be nominated by the Conference Committee on Nominations and elected by the Conference.17

18B. PRINTED PROGRAM:19

1. A printed program shall be published in advance, and except for necessary changes approved by the Conference, it shall be the official20program for the Conference session.21

2. Only material that is approved by the Program Committee or is from an official United Methodist organization may be handed out at the22doors to the bar of the Annual Conference.23

24RULE 10 PRE-CONFERENCE PREPARATION:25

A. The Conference Secretary shall prepare a Pre-Conference Reports Booklet containing all reports required from official Conference organizational26units listed in the previous year’s Journal.27

B. The deadline for reports to be submitted to the Conference Secretary shall be set by the Conference Secretary.28C. The following shall be exempt from making Pre-Conference Reports: the District Superintendents, the Rules of Order Committee, the Conference29

Committee on Nominations, and the annual audits of the United Methodist Foundation and the Council on Finance and Administration.30D. All reports, resolutions or motions of substance which do not appear in the Pre-Conference Reports Booklet shall be presented to the Conference31

Committee on Reference.32E. All editorial changes or corrections in the Pre-Conference Reports shall be submitted to the Conference Secretary in writing at the time that33

organizational unit reports to the Conference.34F. The Pre-Conference Reports Booklet shall be distributed in time for all Conference Members and others under appointment to receive reports at35

least 14 days before the Conference convenes. The words “Not for Publication until Perfected and Acted Upon by the West Michigan Conference36of The United Methodist Church” shall be printed on the cover of the booklet.37

G. The Pre-Conference Reports Booklet shall be made available to all Alternate Members of the Conference. A notice of where to obtain a copy shall38be sent to each pastor prior to the orientation sessions on the districts.39

H. The design and implementation of thorough training for Conference Members and Alternate Members, including an orientation session on each40District and a briefing session immediately before the Conference begins, shall be the responsibility of the Conference Lay Leader and the41Conference Ministry Consultants.42

43RULE 11 EXECUTIVE AND CLERGY SESSIONS:44

A. The Bishop shall convene an Executive Session when 2/3 of the Conference Members, present and voting, so order.45B. The Bishop may order or convene Clergy Sessions which are not Executive Sessions.46

47RULE 12 PETITIONS TO ANNUAL CONFERENCE:48

A. Petitions to initiate new business may be created by any local church, church organization, clergy or lay person within the West Michigan Annual49Conference.50

B. Petitions may be submitted by regular mail or electronic mail. A petition submitted by an individual clergy or lay person shall state the local church,51or church organization, of which the petitioner is a member. All petitions shall include the petitioner’s electronic mail address and telephone52number(s) and are subject to verification of their validity.53

C. A copy of each petition which requests funds from the Conference shall be submitted to the Council on Finance and Administration. The Council54on Finance and Administration shall make its recommendation prior to the time the petition is considered at the Conference.55

D. Deadlines shall be the following:561. All petitions which are filed with the Director of Connectional Ministries by a date set by the Conference Secretary shall be printed and57

mailed with the Pre-Conference booklets to Conference members. When several members of a church or church organization are listed as58supporting the petition, only the name of the church or church organization and the number of persons listed will be printed in the legislative59material. If an identical petition is filed by more than one individual or group, that petition shall be printed only once and the names and60other identifying information of each church, church organization and/or individual(s) submitting the identical petition shall be printed below61the petition.62

2. Additional petitions in response to any matter contained in either the Pre-Conference Reports or a petition enclosed in the same mailing may63be filed with the Director of Connectional Ministries until 12 business days prior to the opening of the Conference session. However, no64petition containing new business which was not introduced in the Pre-Conference Reports or previously filed petitions shall be accepted.65


3. All response petitions shall be furnished to the Members of the Conference prior to the time Conference convenes.14. No petitions filed within 12 business days of the opening of the Conference session shall be accepted or considered except by suspension of2

the Rules or as Addenda (see Rule 22.D).3E. The original copy of each petition shall be kept on file until after the Conference has acted upon that petition.4F. Action on all petitions referred to a board or agency of the Annual Conference or where instructions are given to a board or agency of the Annual5

Conference shall be reported to the next Annual Conference in a manner to be established by the Conference Secretary by giving the name of the6petition, action ordered, action taken.7

G. When petitions are presented to the Conference for action, the petitioner or representative of the petitioner shall be given the opportunity to present8the petition and speak to it for up to three minutes before other discussion or debate on the petition occurs, and shall also be available to answer9questions about the petition. (This opportunity for a petitioner to speak will not apply to petitions which the Conference has approved by action on10the Decision or Consent Calendar.)11

12RULE 13 ATTENDANCE:13

All Clergy and Lay Members shall attend all sessions of the Conference. Persons unable to attend shall report the reason to the Conference Secretary, and14where appropriate to the District Superintendent, in writing.15

16RULE 14 FLOOR OF THE CONFERENCE:17

The limits of the floor of the Conference shall be fixed at the first business session. The Conference Program Committee shall consult with the Bishop or18President and recommend limits. All Members must be seated within these limits in order to vote.19

RULE 15 IDENTIFICATION:20All vote counts shall be conducted by recognizing those eligible to vote on the question. The Conference Program Committee shall provide a color code21system identifying Clergy Members, Lay Members, Visitors and any other, which may be determined. A guide for identification shall be published in the22Conference Program.23

RULE 16 RETIRED LOCAL PASTORS:24Retired Local Pastors shall be granted seat and voice on the floor of the Annual Conference.25

RULE 17 ROLL CALL:26The Roll Call of the Conference shall be taken from the registration list of Clergy and Lay Members. No additional attendance checks shall be taken27during the Conference.28

RULE 18 RECESS:29The Conference Program Committee shall provide a recess of not less than fifteen minutes somewhere in both the morning and afternoon business30sessions.31

RULE 19 CORPORATE SESSION:32The Conference Program Committee shall designate a specific time for the Corporate Session to meet during the Conference. All recommendations for33action at the Corporate Session shall be printed and distributed to members of the Conference at least 24 hours prior to their consideration.34

RULE 20 PREVIOUS DAY’S JOURNAL:35The previous day’s Journal shall be posted at the main entrance(s) to the floor of the Conference by the opening of the day’s session. Prior to the close of36the day’s business, the approval of the previous day’s Journal shall be the order of the Day. The Conference Secretary shall be allowed to make any37necessary corrections to the minutes of the closing day of Conference.38

3940

V. CONFERENCE PROCEDURE AND PARTICIPATION4142

RULE 21 SUBMITTING REPORTS:43When a report is submitted to the Conference Secretary and printed in the Pre-Conference Reports Booklet it is before the Conference without further44reading provided that:45A. Each recommendation which requires new Conference action shall be read before the Conference takes its action.46B. Any portion of a report shall be read when it is ordered by 2/3 vote of the Conference.47C. A minority report from any Board, Agency or Committee shall be presented to the Conference immediately following the majority report and prior48

to debate, regardless of the number of people who endorse it, provided that 1/5 of the members of that Board, Agency, or Committee who are49present and voting have agreed that the minority report presents an opinion which the Conference should hear. The signatories of the minority50report shall select one of the signatories to present the minority report.51

D. Materials in the Pre-Conference Reports Booklet shall be historical in nature only. Recommendations for legislative action shall be submitted52separately to the Conference Secretary for inclusion in Recommendations and Petitions publication and shall be referred to the Committee on53Reference for processing.54

55


RULE 22 COMMITTEE ON REFERENCE:1A. MEMBERSHIP: There shall be a Committee on Reference composed of:2

1. the Conference Lay Leader, or Associate Conference Lay Leader, who shall serve as Chairperson;32. the Chairperson of the Conference Program Committee;43. the Conference Facilitator;54. the Director of Connectional Ministries; and65. the Conference Secretary; and76. the chair of the Rules of Order Committee.8

B. TERM OF OFFICE:9The members of this Committee shall serve from the opening of the Conference session until the opening of the next regular session of the10Conference.11

C. DUTIES AND RESPONSIBILITIES:121. Depending on the nature and amount of legislation, this Committee, in consultation with the Program Committee, shall decide if Legislative13

Committees will be employed.142. If Legislative Committees are not used, legislative items will be referred directly to the Conference.15

a. Exceptions will include legislative items which have funding implications which will first be referred to the Conference Council on16Finance and Administration, petitions to General Conference which will first be referred to the Committee on General Conference17Petitions, items recommending changes in the Rules of Order which will first be referred to the Committee on Rules of Order, and18items recommending changes in the “Plan of Organization” which will first be referred to the Rules of Order Committee. Legislative19item pertaining to the Conference policy for health insurance program shall be referred to the Board of Pension and Health Benefits.20

b. The Reference Committee may place those items on a Decision Calendar which they deem would be acceptable to the Annual21Conference without discussion. Any item on the Decision Calendar may be lifted at the written request of any member of the Annual22Conference.23

c. The Reference Committee may report petitions as non-concurrence. Said petitions will not be before the Annual Conference unless so24requested by 10% of the Annual Conference.25

d. The Reference Committee shall report out the petitions and may request the presence of a petitioner or the representative of an26organization making a recommendation and/or petition for clarification.27

3. If Legislative Committees are used, the following process shall be employed:28a. Prior to the opening of the Conference session this Committee may assign the legislative recommendations in the Pre-Conference29

Reports, the properly filed petitions and any other business which will come before the Conference for action to a Legislative30Committee.31

b. The Committee shall refer each petition or legislative item submitted to the Conference which has funding considerations to the32Conference Council on Finance and Administration. The written recommendation of the Council on Finance and Administration shall33be presented to both the Legislative Committee and the Conference at the times the proposal is being considered.34

c. Any legislation not considered by a Legislative Committee or considered, but not acted upon, shall be returned to the Conference for35their consideration and action.36

d. Each amendment to legislation which is proposed by a Legislative Committee or by the Conference, which has funding37considerations, shall be referred to the Council on Finance and Administration for their written recommendation prior to the final38action by the current session of Conference.39

e. Any petition which relates to General Conference shall be referred to the Committee on General Conference Petitions, and not to a40Legislative Committee.41

f. During the Conference session, any matter of substance not contained in the Pre-Conference Reports, the properly filed petitions and42the response petitions shall be referred immediately to the Committee on Reference. The Committee shall report its recommendation43to the Conference before the adjournment of the next business session.44

D. ADDENDA TO REPORTS AND RECOMMENDATIONS:451. Each addendum presented shall be referred to the Committee on Reference.462. Addenda to reports and recommendations in the Pre-Conference Reports from the organizational units shall include an explanatory statement47

from the chairperson of the organizational unit stating the reason the material was not considered by that organizational unit in time for48inclusion in its original Pre-Conference Report.49

3. If the Committee on Reference determines that the material in the addendum could reasonably have been acted upon by the organizational50unit and included in the Pre-Conference Reports the Committee may recommend that the proposed addendum not be considered by the51Conference. When the Committee on Reference recommends non-consideration the Chairperson of the organizational unit submitting the52addendum shall be advised promptly.53

4. An addendum which is not recommended by the Committee on Reference to the Conference for action may not be considered unless the54Conference in session suspends its rules for the specific purpose of consideration.55

5. Addenda to Pre-Conference Reports shall be presented only when an organizational unit determines it is necessary to do so.5657


RULE 23 LEGISLATIVE COMMITTEES:1A. LEGISLATIVE COMMITTEES:2

The Conference may have Legislative Committees.3B. IF LEGISLATIVE COMMITTEES ARE USED THE FOLLOWING WILL APPLY:4

1. The number of Legislative Committees shall be determined by the Committee on Reference.52. Each Legislative Committee shall consist of Lay and Clergy Members of the Conference, plus part-time Local Pastors appointed at the6

current session of Conference.73. Assignment of members to legislative committees:8

a. The assignment of Members to each of the Legislative Committees shall be the discretion of the Conference Program Committee9b. Should the Pastor(s) and/or Lay Member(s) of the same local church be assigned to the same Legislative Committee, either the Pastor10

or Lay Member may request a change. The Chairperson of the Conference Program Committee or the Conference Facilitator shall11reassign them to a different Committee.12

c. Any person with a handicapping condition may request a change. The Chairperson of the Conference Program Committee or the13Conference Facilitator shall reassign them to a different Committee.14

4. Leaders of Legislative Committees:15a. The Conference Program Committee shall select from among the members of the Conference qualified persons to serve as officers16

such as are determined necessary by the Program Committee for each Legislative Committee.17b. The Conference Program Committee shall provide orientation for all who will serve as Legislative Committee members prior to the18

Conference Session.19c. All leaders of each Legislative Committee shall be members of that Committee with voice and vote.20

5. The Privilege of Voice and Vote:21a. The privilege of vote shall be granted to all Conference Members assigned to a Legislative Committee.22b. The privilege of voice in Legislative Committees shall be granted to the following:23

1) All Conference Members assigned to a Committee.242) Deaconesses, certified lay workers and registered visitors specifically assigned to a Committee.253) Retired Local Pastors.26

c. The privilege of voice only during the discussion of a specific report or petition shall be granted to the following:271) Up to four representatives designated by the organizational unit whose report is being considered by the Committee. The28

representative of the organizational unit shall also have voice when any petition is being considered affecting the work of the29unit.30

2) One petitioner or one representative of a petitioning church or organization for each petition being considered by a specific31Legislative Committee. (If the petitioner cannot be present, they may designate an alternate in writing.)32

3) In case of identical or nearly identical petitions, only one person who is selected by the petitioners shall speak for the33petitions.34

6. DUTIES AND RESPONSIBILITIES:35a. Each Legislative Committee shall study all matters referred to it and recommend each item by voting for concurrence, concurrence36

with amendment, or non-concurrence.37b. The recommendations of all Legislative Committees shall be the property of the Conference.38

7. REPORTING TO THE CONFERENCE:39a. Each Legislative Committee shall report to the Conference.40b. There shall be a Consent Calendar. All legislative items from all Legislative Committees reported to the Conference which meet41

the following criteria shall be included in the Consent Calendar and presented to the Conference as one item.421) All legislative items considered by Legislative Committees which receive approval for concurrence without amendment by43

90% of the Legislative Committee members present and voting shall be included in the Consent Calendar.442) Any legislative item included in the Consent Calendar may be removed from the Consent Calendar upon written request to45

the Conference Secretary by any Conference Member present.463) The budget of the West Michigan Annual Conference and legislative items which affect the Annual Conference budget may47

not be included on the Consent Calendar or on the Decision Calendar and must be brought to the full Conference for action.48Conference Policies, Procedures and Rules regarding financial matters need to be considered by Legislative Committees and49come before the Annual Conference only if they are changed.50

c. All recommendations for concurrence by less than 90% of the Legislative Committee members present and voting, and all51recommendations for concurrence with amendment, shall automatically be before the Conference for action. Abstentions shall be52counted as present, but not voting, and shall not be counted in the computation of votes.53

d. All recommendations for non-concurrence shall be reported to the Conference; however, these recommendations shall not be54considered unless 10% of the members of the Conference vote for consideration.55

e. When the Legislative Committee reports to the Conference a representative of the organizational unit whose recommendation(s)56and/or petition(s) is being considered shall be allowed to give a report for information not to exceed three minutes and may be57present at a microphone to provide additional information should it be requested. The same consideration shall be given to a58petitioner or their representative.59

f. All additions, corrections, and/or deletions regarding the list of Advance Specials as of the beginning of the Annual Conference60shall be referred to the Executive Committee of the Conference Board of Global Ministries for their consideration and action.61These items shall be acted on in a timely fashion so as to enable them to be printed in the Journal.62

g. This procedure for the consideration of legislative business shall apply to all matters including Pre-Conference Reports, addenda63and petitions.64

65


RULE 24 AGENDA COMMITTEE:1A. MEMBERSHIP:2

There shall be an Agenda Committee for the Conference with the following members:31. Chairperson of Conference Program Committee, as Chairperson;42. Chairperson of the Committee on Rules of Order;53. Conference Facilitator;64. Chairperson of the Committee on Reference;75. A representative of the Conference Worship Committee;86. The Director of Connectional Ministries.9

B. DUTIES AND RESPONSIBILITIES:101. Determine the order and time for the consideration of all legislative business which shall come before the Conference.112. Advise, not later than the session immediately preceding, when specific matters will be considered by the Conference.123. Coordinate and prioritize the entire agenda of the Conference to provide for the proper and timely consideration of all matters which require13

action by the Conference.144. Consult with the Bishop, or President, the Conference Secretary, officers of Legislative Committees, representatives of organizational units and15

others as required in order to perform these responsibilities.1617

RULE 25 MOTIONS AND RESOLUTIONS:18Each motion and/or resolution of substance (not procedure) which is introduced, by a member and/or a committee, shall be written in duplicate and presented to19the Conference Secretary. The Secretary will provide the appropriate forms.20

21RULE 26 SECURING THE FLOOR:22

A. CONFERENCE MEMBER:231. A Conference Member who desires to speak or debate shall stand from within the limits of the floor and move to the nearest microphone to await24

recognition by the President. Persons with handicapping conditions may be recognized through provided signs and then move to a microphone.252. After being recognized by the President the speaker shall first identify himself/herself.263. If the Member wishes to speak on a question of privilege, the Member shall state the request and wait until the President concurs it is a question27

of privilege.284. A Member desiring a point of order shall stand from within the limits of the floor, call for the point of order, and wait to be recognized by the29

President. Upon recognition the Member shall move to the nearest microphone and speak.305. Moments of courtesy may be accepted by the President without vote.31

B. NON-MEMBER OF CONFERENCE:32A non-member shall be granted the privilege of the floor by consent of the Conference, the Conference Program Committee, or at the discretion of the33President.34

35RULE 27 LIMIT FOR SPEECHES:36

A. No member shall speak more than once on the same subject until every member who chooses to speak has done so.37B. No member shall speak more than twice on the same subject or more than five minutes at one time unless an exception is granted by the Conference.38C. Addresses by non-members of the Conference shall be limited to fifteen minutes except for those persons scheduled by the Program Committee.39D. If the question is called and confirmed by the body, the maker of the legislation shall be allowed two (2) minutes for closing remarks.40

41RULE 28 REFERRAL OR TABLING:42

No motion, resolution, or report shall be referred or laid on the table until the mover or introducer has been allowed to speak on the question.4344

RULE 29 VOTING:45All voting shall be by a show of hands unless otherwise ordered by the Conference. A count may be ordered: a) by the President, or b) on the call of any46Member, supported by 1/5 of the Members present and voting. A majority of those present and voting shall decide all questions unless otherwise directed by47these Rules or the Discipline.48

49RULE 30 COMMITTEE ON JOURNAL:50

There shall be a Committee on the Journal.51A. MEMBERSHIP:52

The membership shall consist of (6) six persons; (2) two clergy, (2) two laymen and (2) two laywomen, nominated by the Conference Committee on53Nominations and elected by the Conference.54

B. DUTIES AND RESPONSIBILITIES:55The Committee shall function under the direction of the Conference Secretary, and shall daily examine the proceedings of the Conference, establishing56and reporting on the accuracy of such record, especially in regard to content as required by the Rules of Order.57

C. TERM OF OFFICE:58The term of office shall be for four years.59

60


RULE 31 COMMITTEE ON MEMOIRS:1A. MEMBERSHIP:2

There shall be a Committee on Memoirs comprised of (3) three persons, (1) one clergy, (1) one layman and (1) one laywoman, nominated by the3Conference Committee on Nominations and elected by the Conference.4

B. DUTIES AND RESPONSIBILITIES:51. Keep a record of deaths of persons professionally related to the Conference, their spouses, and members of their immediate family living at6

home.72. This record shall be made available for use in the Memorial Service at the Conference session and to the Conference Secretary for inclusion in8

the Memoirs section of the Journal.93. Persons, whose deaths occur prior to the end of the Conference session, but after the preparation of materials for the Memorial Service, may be10

named in the service for that year, and, if possible, included in the Journal. Appropriate printed acknowledgment of such death may also be11included in the materials for the Memorial Service the following year, but shall not be repeated in the Journal.12

4. Deaths of persons in prior years about which information was not available at the time of the death shall be included in the Journal in the year in13which the information is received.14

151617

VI. ELECTION OF DELEGATES AND PREPARATION FOR GENERAL18AND JURISDICTIONAL CONFERENCES19

RULE 32 LAY DELEGATES:20A. ELIGIBILITY FOR ELECTION:21

1. Lay delegates shall be nominated and elected without regard to age, sex, race or any handicapping condition.222. Only persons who have been members of The United Methodist Church for at least two (2) years immediately prior to their election, and shall23

have been active participants in The United Methodist Church for at least four (4) years preceding their election.243. Lay delegates must be members of a United Methodist Church within the bounds of the West Michigan Conference at the time the General and25

Jurisdictional conferences are held.26B. PRE-CONFERENCE INFORMATION:27

1. Notification that the election of delegates to the General and Jurisdictional Conference will occur at the next Conference session shall be sent by28the Conference Secretary.29

2. This notification shall be mailed to each Pastor under appointment, each Lay Member of Conference and the Chairperson of each District30Conference before March 1.31

3. In the same mailing the Conference Secretary shall request that the name and a brief biographical sketch (100 words) of each potential delegate32be submitted. Appropriate forms shall be enclosed, including space for the written consent of each nominee.33

4. Nominations may be made by any local Church Administrative Board, District Conference, or any other organization within the West Michigan34Conference; or by any lay person or clergy within the West Michigan Conference.35

5. The names, biographical sketches and consent to serve shall be given to the Conference Secretary by April 1 of the year of the election. Copies of36this material shall be enclosed with the Pre-Conference Reports.37

RULE 33 BALLOTING FOR DELEGATES TO GENERAL & JURISDICTIONAL CONFERENCES:38A. TELLERS:39

1. The Conference Secretary shall designate Tellers from a list of names which shall have been submitted by the Superintendents of the districts. A40member of the Conference Secretary’s staff shall serve as head of both groups of Tellers.41

2. The Tellers will distribute all ballots, collect all ballots and be responsible for their count. The results shall be reported to the Conference42Secretary and announced to the Conference by the Bishop.43

B. NOMINATIONS:441. There shall be no nominations or nominating speeches for the clergy ballot.452. All lay persons whose biographical sketches have been submitted and mailed with the Pre-Conference Reports shall be considered as nominated.46

Additional lay persons may be nominated from the floor, provided written consent to serve if elected has been obtained prior to their nomination.47No speeches may be made for a lay person nominated from the floor; however a printed biographical statement (100 words) may be passed out to48the Members of the Conference.49

C. BALLOTING:501. Ballots may be cast any time the Conference is in session.512. The Bishop shall announce the number of candidates which may be elected and the names and number of persons previously elected before each52

ballot is cast.533. Each ballot shall be cast by distributing ballots, marking the ballots and standing within the limits of the Conference until ballots have been54

collected by the Tellers.554. Only the names of persons receiving ten (10) or more votes shall be read after each ballot and that on the first three (3) votes all those receiving56

three (3) or more votes shall be read.575. Balloting shall continue until all delegates and reserve delegates have been elected.58

D. INVALID BALLOTS:591. An individual’s ballot shall be invalid if it contains more or less names (or identifying numbers) than the number of delegates to be elected on60

that ballot.612. The intent of the voter shall be allowed regardless of mistakes in spelling.623. If persons with the same name are mentioned and no initials are included that total ballot shall be invalid.63


E. ELECTION:1On each ballot a majority of all the valid ballots cast shall be required for an election.2

F. RESERVE DELEGATES:31. The Reserve Delegates to General Conference, in the order of their election, shall be the delegates to Jurisdictional Conference.42. The two lay and two clergy persons receiving the next largest numbers of votes on the ballot which elects the last Jurisdictional Conference lay5

and clergy delegates shall automatically become the reserve delegates to the Jurisdictional Conference. These reserve delegates shall have their6expenses paid at the same standard as the Jurisdictional Conference delegates.7

3. As the expenses of the delegates to General Conference (lay and clergy) are paid by the General Conference, the Annual Conference shall pay the8first and second delegates’ (lay and clergy) expenses using the same standards used by the General Conference.9

RULE 34 ORGANIZATION OF DELEGATION:10A. Following the election of the General and Jurisdictional Conference delegates the Bishop, or a person designated by him/her, shall convene the11

delegation, including the Reserve Delegates to Jurisdictional Conference, for the purpose of organizing the delegation. The convener shall preside until12the chairperson is elected.13

B. The delegation shall elect from its membership a chairperson, secretary and other officers as desired. Also, the delegation shall elect from its14membership the persons to represent the Conference on each of the General and Jurisdictional Conference standing or legislative committees. It is15recommended that the position of the Chairperson alternate between Lay and Clergy.16

C. The delegation shall nominate and/or elect persons for General and Jurisdictional Boards, Councils, Commissions and Committees as required.17D. The method of selecting these officers and representatives shall be by written nomination and written ballot, unless a majority of the delegation present18

determines otherwise. A majority of the ballots cast shall be necessary for election, except for the election of members to the Jurisdictional Committee19on Episcopacy, which is mandated in the Discipline.20

E. The delegation shall meet on call by the chairperson to consider the matters and issues related to General and Jurisdictional conferences, and to transact21other business.22

RULE 35 NOMINATIONS FOR THE EPISCOPACY:23At the session immediately prior to the Jurisdictional Conference, the Conference may nominate candidates for election to the episcopacy as follows:24A. In the year that precedes any nomination for the episcopacy by the Annual Conference the newly elected Jurisdictional Conference Delegates shall25

conduct a thorough study of all known potential Episcopal nominees within the Jurisdiction. This study shall include interviews with such nominees26when deemed appropriate. Results of this study, including any recommendations, shall be reported to the Annual Conference.27

B. Nominations may be received from the floor.28C. The person making the nomination shall be limited to a three-minute speech for the nominee.29D. There shall be a 24-hour period between the nominations and the vote on the nominees.30E. To have the Annual Conference’s recommendation, the nominee(s) shall have at least a majority vote of approval.31F. In the event of more nominations than vacancies, there shall be a written ballot. The number of names, as there are vacancies, receiving the highest vote32

shall be brought back to the floor. These shall then be voted on a second time. Those then receiving at least a majority vote of approval shall be the33Annual Conference’s recommendation.34

RULE 36 STATEMENT OF EFFECT:35The Rules of Order approved by the Conference in session in June 2011 shall supersede all previous Rules of the West Michigan Conference.36

37

254 2012

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 are4four different ways an Annual Conference can submit a request to the Judicial Council. For each procedure5there are specific requirements regarding the content of the request and the Annual Conference vote needed to6make the request. If these requirements are not met, the Judicial Council will lack jurisdiction to consider the7matter and thus the 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 of9Discipline of The 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 and13its authorities 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, asking17him/her to rule 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 do19so within 30 days after the session closes.20

Annual Conference Vote Required: No vote is required by the Annual Conference for this procedure.21The bishop’s ruling goes directly to the Judicial Council to pass upon and affirm, modify or reverse the22decisions of 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 if25requested by 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)32

the 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 as35all other 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

39Note: 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. The41Judicial Council has also consistently chosen to not accept for their consideration questions raised that are of a42hypothetical nature.43

It is important to be aware of the reality of time and resources that will need to be devoted to a matter brought44to the Judicial Council. Written materials delineating the issue being challenged will need to be developed.45Occasionally lay and/or clergy persons may need to travel to the site of the Judicial Council’s meeting in order46to make presentations. The Conference Chancellor is also always involved in the process and there are47expenses related to the 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 the50UMC-2008, The Book of Discipline of the UMC-2008 shall take precedence.51

52

2012 255

1

INSTRUCTIONS FOR ANNUAL CONFERENCE PETITIONS

During the course of our work as an Annual Conference, we occasionally create a Task Force and/orrefer items to a specific group for their action and/or report back to the Annual Conference. Pleaseconsider at least 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 ResponsePetition process. It often takes 2-3 months after Annual Conference for a task force to becomefully operational. Therefore the real working time may be as short as 4-6 months givenparticipants usually all have other additional responsibilities.

2. There are also meeting expenses, administrative costs, sometimes consultant fees, or researchcosts that 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 2012 CONFERENCE JOURNAL IS AVAILABLEONLINE ONLY.

For the fourth year we are providing Volume One of the Conference Journal only viaelectronic means. The West Michigan Annual Conference Program Committee andConference Secretary have taken this step to help us continue to be better stewards of ourresources. The printing costs saved as a result are approximately $3,700. Volume 1 isavailable and downloadable 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 pastorfirst. 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 possibilityof primarily providing the entire program and petitions materials booklets via onlinedistribution. 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 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,MI 49506

256 2012

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 affectinghonor 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 whenspecified, 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 specifiedmotions.

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 committeeor group of specified persons.

AMEND yes yes yes majority to modify or alter a motion. Debatable onlywhen 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 votedmajority if any upon. Must be made by original mover with approvalMember 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 originalmotion. Must be made day of original vote or following dayat the latest.

RESCIND OR REPEAL yes yes yes two-thirds to void previous action of the Conference.w/o previousnotice.

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 theConference 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 broughtbefore 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 orderat 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.

Documents

2012 AC Decision Items Book B