Evangelical Lutheran Church in America

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2010 Synod Assembly

Annual Assembly

The highest legislative body of the synod is the Synod Assembly. Voting members from each congregation and all rostered leaders gather annually for this meeting.

The next Synod Assembly will take place May 29-31, 2014 at the Hilton Long Island in Melville, NY. Below you will find information regarding Registration and Accommodations, Submissions, Preparing for Assembly, and the Timeline.

Registration and Accommodations


Voting members, visitors and volunteers

Voting members at assembly serve on behalf of all the people of this synod. Voting members are called to make decisions for the well-being of our synod and the whole church.

Constitutionally, voting members are:
  • all ELCA rostered leaders in our synod (pastors, associates in ministry, deaconesses and diaconal ministers)
  • lay congregation members who have been elected by their congregation (typically voting members will be equally male and female)
  • Synod Council members and officers of the synod
  • ecumenical partners serving as pastor to a congregation of our synod 

Synodically rostered deacons are granted voice, but must be elected by their congregation in order to be a voting member. Congregations are strongly encouraged to register Alternate Voting Members (at no cost). Having alternates registered will ensure that if one voting member is unable to attend assembly, that the alternate can take their place. Please note that registration for voting members will close on May 10 and not be available on-site.

We encourage people to attend as visitors. Visitors must sit in the designated space.

Volunteers help us to ensure that the assembly runs smoothly. Through the registration page, volunteers can sign up to help with registration, hospitality, plenary sessions, or communication. We will start assigning tasks on a rolling basis beginning April 15.

Registration

Click here to begin your registration.

For our 2014 Synod Assembly, early registration will be open from January 1 to April 15. The cost to register as a voting member will be $140 and the cost for visitors will be $75. Late registration will be April 16 through May 10 and cost an extra $50 per registration. There will be no on-site registration for voting members. Payment is not required to register, but all payment is due by May 10. Click here for a word about these assembly fees.

Meal plans

A meal package will be available for $200. The meal package will not include breakfast. Meal plans are available for purchase through the registration site beginning January 1. The last day to purchase or cancel meal plans will be May 10. Click here for a word about these assembly fees.

Overnight Accomodations

The Hilton Long Island has reserved a block of rooms during assembly for $154 per night. Reservations can be made anytime between now and April 29 by either visiting our reservation site or by calling 1-800-HILTONS and stating that you are with the "Metro New York Synod". Please note that this special room rate will be available until April 29 or until the group block is sold-out, whichever comes first. Click here to learn more about the rooms available.

Please note, if you are tax exempt, you must do one of the following for that status to be honored by the Hilton Long Island: 

  • Bring a copy of your tax exempt certificate and pay with a credit card that has the same name (i.e. a credit card that includes the church name)
  • Bring a copy of your tax exempt certificate and a certified check from the bank
  • Bring a copy of your tax exempt certificate and mail your check to the Hilton Long Island early enough for it to clear with the bank (often this is 2 weeks).

Submissions


Nominations and Elections

The 2012 Synod Assembly adopted a process for nominating and electing a synodical bishop. Click here to learn more.                                                                               

There are over 20 other open offices in our synod: Vice President, Secretary, Consultation Committee, Discipline Committee, and Synod Council. Click here to see the open offices and descriptions of the positions. You can download the nomination form by clicking here. Nominations from conferences will close on February 28. All other nominations will close on May 1 (except for nominations from the floor).

Agenda Time and AV needs

The deadline for requesting for agenda time during plenary sessions has passed. Any plenary speakers will need to submit their final AV no later than April 15 to Rebekah Thornhill. Speakers will have the opportunity to rehearse their presentations May 15-17 (by appointment).

Forums

The deadline for submitting an application for a forum has been extended until April 15. Applications can be submitted here.

Forums may be offered at various times throughout assembly. Please indicate any preferences on the form. After April 15, synod staff will make recommendations regarding the requests to the Assembly Planning Committee, who makes the final decision.

Receptions

Receptions give an opportunity for groups to host an informal gathering with assembly participants. Room rentals as well as food and beverage will be coordinated through the synod office and groups will be invoiced following the assembly. Please contact Rebekah Thornhill to discuss the costs involved and available scheduling.

Reports

The Bulletin of Reports is made available in May. If you have a report to be included, please submit it to Rebekah Thornhill no later than April 15. As you compile a report, we encourage you to keep in mind our theme, "Come, Holy Spirit". Please send your report as a typed document. Pictures and logos can be included with the reports – please send them as a separate attachment.

Display Tables

Display spaces will be available in the hallways surrounding our main ballroom. The deadline for submiting a request has passed. MNYS staff will review the applications and make recommendations to the Assembly Planning Committee. The fee schedule is included on the application. Please do not send any payment for a table until you have received confirmation of space being granted.

Packets

Participants will be given packets of materials as they register. If you have an item you would like to include in the packet, please send a sample of the item to Synod Secretary Pr. Robert Schoepflin (synodsecretary@mnys.org or Abiding Presence Lutheran Church, 4 Trescott Path, Fort Solonga, NY 11768) by April 21. Following the secretary’s approval, you will receive instruction on where to send 550 copies.

Resolutions

Resolutions for the consideration of the assembly must be brought to the floor of the assembly (with 500 paper copies available for voting members).

Preparing for the 2014 Synod Assembly


(As documents and materials become available, they will be added in this section.)

Election of a synodical bishop

The 2012 Synod Assembly adopted a process for nominating and electing a synodical bishop.  Click here to learn more about the process.

Timeline


January 1, 2014

Online registration opens

Open positions and nomination guidelines posted

Nominations for synodical bishop end

February 28, 2014

Conference Nominations Close

March 1, 2014

Agenda time request deadline

April 1, 2014

Nominees for bishop and schedule for informational forums announced

Resolutions due

Display table applications due

April 15, 2014

Registration ends (late registration begins)

Reports to the assembly due

AV due

Rolling assignment of volunteers begins

Forum applications deadline

April 21, 2014

Last date for sample packet items to be approved

April 29, 2014

Hilton Long Island rate ends for overnight accommodations (unless block is full prior)

May 1, 2014

Nominations for open offices close (any other nominations must be made from the floor)

May 10, 2014

All registration for voting members ends

All payment due

Last date to purchase or cancel meal plans

May 29 - 31, 2014

Synod Assembly

On-site only visitors will be able to register. No meal plans will be available on-site.

 

Access the archive of previous assemblies.

 

 

 
 

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