2010 Council

Open Budget Review Q & A to be held Friday, February 12 at the Williamsburg Lodge.

The Episcopal Diocese of Southern Virginia’s Annual Council will take place from Friday, February 12 through Sunday, February 14, 2010.  The schedule of events, published elsewhere in this Jamestown Cross edition, will include something new this year….an Open Budget Review Q & A.

The meeting will be held on Friday, February 12, 2010 from 5 until 6 p.m. in the Tidewater Room in the Williamsburg Lodge.  The purpose is to allow delegates, interested parishioners, clergy and others to ask the treasurer  both general questions about the budget and specific questions relating to finance-related matters  regarding such issues as employee benefit plans, pensions and clergy compensation.  Understanding the budgeting process and the decisions relating to how pledge monies are allocated (priorities) is an important topic and this meeting should allow for open conversation and better understanding of financial decisions that impact all parishes. Read more

Registration for the 118th Annual Council in Williamsburg, February 12-14, 2010 was due by January 22, 2010.  Documents for Council Registration, are available by clicking on the link. Look below for accommodation registration information for the Williamsburg Lodge.

Information for individuals: All clergy, delegates, alternates, and visitors attending Annual Council need to register. (If you are an alternate who is not planning to attend Council there is no need to register.) You may register by contacting your parish administrator. All registrations must be coordinated and submitted through the parish office. The registration fee  should accompany your request to be registered.
Information for parish administrators: Please use the registration form. Registration forms are due by January 22, 2010. The registration form should be accompanied by a check covering the registration fee for all registrants.

A letter and registration form was sent to each church via “snail mail” but in an effort to be more efficient, we are providing the registration online for your convenience.

If you have changes in your delegation after January 22 just bring your letter directly to the credentials table which is located in the administration office.

Youth Registration for Council

Click this link for the application for youth presence at the 2010 Annual Council.  The deadline to apply was January 22, 2010.  Parish leaders are encouraged to identify youth leaders in your parish who would benefit from this great opportunity to serve, learn and experience our diocese at work.  For more information, please contact Ashley Scruggs at ascruggs@olddonation.org

ATTENTION CLERGY:  During Sunday Eucharist service the clergy should wear festival stoles.

Pre-Council Convocation meetings were held January 17-28, 2010

The Youtube presentation that is shared during pre-council can be found here:  http://www.YouTube.com/watch?v=cL9Wu2kWwSY 

All of the Annual Council documents (agenda, resolutions, nominations and proposed budget) will become available to download and print from this page. (Documents will be posted as they become available, some download links may not yet be functional.)

You are asked to print all the documents in advance and bring them with you to Council. The only paper documents distributed at Council will be name badges, banquet tickets and voting ballots. We believe this greatly improves our stewardship of time and materials. An Evaluation of Council form is provided. Comments about the convenience of having these documents in advance, the ease of accessing them online and your suggestions will be greatly appreciated.

REVIEW AHEAD OF TIME DOCUMENTS!  Bishop Hollerith is pleased to announce that noted speaker and author Phyllis Tickle will be with us on Saturday and Sunday of Council to share her insights into how Christianity is changing in our time.  In preparation for Phyllis Tickle’s presentations, please review ahead of time the material posted here (List of websites, Bibliography of books of relevance, List of terms).

Colonial Williamsburg is midway between Richmond and Norfolk on I-64 (exit 238). From Interstate 64, take exit 238 onto Route 143 East. Follow Route 143 to the second traffic light and bear right onto Route 132 (Henry Street). Continue on Henry Street through the Historic Area. At the third traffic light, turn left onto Francis Street. Turn right on the second street (South England); the Lodge is immediately on the right.

Arrangements have been made for a block of rooms at the Williamsburg Lodge and Woodland Suites and Woodland Suites at a special group rate.  January 22 is the firm deadline to receive this special rate.

The Passkey site for the Diocese is now available to take on-line reservations.  By clicking this link:   https://resweb.passkey.com/go/epib10c, you will go directly to the Colonial Williamsburg website to make your reservations for the 2010 Council.  You may also call directly at 1-800-261-9530 and ask for the booking ID code : EPIB10C.  If you have any questions or trouble with hotel reservations, you may call Courtenay Tayloe Altaffer at 540-368-5633 or email at ctaltaffer@verizon.net.

On-site Dining Options at the Williamsburg Lodge:

Purchasing advance tickets for the Saturday and Sunday morning breakfast buffets (6:30 – 9:30am) and Saturday’s “grab-and-go lunch buffet will reduce time waiting in line. Advance tickets may be purchased at the front desk in the lobby: Friday, February 12, 12:00 p.m. – 6:00 p.m.; Saturday, February 13, 6:00 a.m. – 2:00 p.m.; Sunday, February 14, 6:00 a.m. – 9:00 a.m.   Click here for information on the breakfast buffets and the “grab-and-go lunch”. 

Banquet Entertainment - A treat not to be missed

The Urban Arts Ensemble Group from the Urban Arts Center will come to us from Portsmouth, Virginia. They will delight you with African drumming, Pans (steel pans) and dance.  They will warm your heart and put a smile on your face.  The Banquet Registration form is part of the registration package above.   Unfortunately, the banquet fee is NOT refundable ($45.00 per ticket), and NO banquet reservations will be accepted without an accompanying check.  We will provide a bulletin board at Council on which people can advertise tickets for sale.

The Rules of Order as last enacted shall remain in force until changed by a later Council. [download]

A listing of the Officials and Committes of the Council is [available here]

• Dispatch of Business
• Credentials
• Tellers
• Committee to Certify Minutes
• Resolutions and Memorials
• Parliamentarians

[Constitution of the Episcopal Diocese of Southern Virginia (“Constitution”), Art. VII, §2] [download Constitution & Canon]

l. One half of the total number of clergy entitled to membership in Council and residing within the geographical boundaries of the diocese and not listed as retired with the Church Pension Fund and Lay Delegates from at least one half of the total number of parishes and organized missions shall constitute a quorum for the transaction of business, but a smaller number may adjourn to a specific date.

2. In the determination of a quorum each cure parish and each mission cre shall be considered as a single unit regardless of the number of congregations located within each cure.

The report of the Committee for the Status of Parishes and Missions used to determine the parishes and organized missions entitled to representation [may be downloaded here]

Elections to be held for the following positions. Nominations are due NLT October 16. Information and nominating forms are [here]

Deputies to the Provincial Synod [one clergy one lay]
Members of the Ecclesiastical Court [two clergy one lay]
Members of the Standing Committee [one clergy one lay]

[click here to download Jamestown Cross Council Insert]
Additional nominations may be made from the floor.

Committees, Commissions and related organizations are required to file an annual written report with the Council. These reports should be addressed to the Secretary of the Diocese and may be emailed to Secretary, Diocese Southern Virginia. Reports should be received no later than January 22, 2010

All exhibitors must complete the registration process.  Click here for the 2010 Council Exhibitor Letter and the 2010 Council Exhibitor Form.  Exhibit time and space is limited. First preference is given to diocesan committees and commissions. Exhibitors may set up exhibits starting at noon Friday, February 12.

Exhibits must be dismantled by 1 p.m., Sunday, February 14. Exhibitors assume the entire responsibility and liability for losses, damages, and claims arising out of exhibitor’s activities on the Lodge premises and will indemnify and hold harmless the Lodge, its agents, servants and employees from any and all such losses, damages and claims.

Photo schedule