Synod Assembly in action
Reporting at Synod Assembly

SA 2021: 16 October 2021
Contents
  • SA 2021: 16 October 2021
  • Things that are different this year
  • Pre-Assembly Bulletin of Reports
    • (Re)submitting a written report
    • Limited formatting options
    • Hypertext embeds
      • Livestream, Zoom, etc.
  • At the assembly
    • Oral reports
    • Workshops, round tables, etc.
    • Handouts
    • Exhibits

Report Submission Deadline:
3 September 2021

This is not the official call of the Synod Assembly---that is yet to be issued---but we do have the venue reserved. Synod Assembly 2021 will convene on Saturday, 16 October 2021, at the Mon County 4H Center, Mylan Park, near Morgantown, WV.

Things that are different this year

Because of the pandemic, we are meeting much later than usual (by four months). We are changing some other things because of the pandemic, and some of those things affect those who make reports.

  • SA 2021 is planned as a 1-day assembly.
    • There will be two meetings (one before lunch and one after lunch) as part of the session. BTW, we often get the terms meeting and session reversed. The typical synod assembly is one session over two days with three meetings (one Friday afternoon, one Saturday morning, and one Saturday afternoon).
    • There is a possibility of an adjourned meeting on 13 November 2021---same venue---
      • if required business is not completed by the end of the day, or
      • if the Synod Assembly desires an adjourned meeting to tackle business that is not required by our governing documents and rules.
  • Podium time will be limited in the proposed agenda.
    • Oral reports and business required under our governing documents and rules will be on the proposed agenda.
    • Those business activities (e.g., resolutions and memorials) that are of the rights of the assembly under RONR will be on the proposed agenda.
    • Those oral reports that are not required under our governing documents and rules will not be on the proposed agenda.

As in past years, the Pre-Assembly Bulletin of Reports includes options for inclusion of hypertext links for

  • websites/pages
  • downloadable documents
  • Youtube videos
  • etc.

The more adventurous and tech savvy may want to consider a live stream event.  More on this further down this page.

Pre-Assembly Bulletin of Reports
Help us plan for the Pre-Assembly Bulletin of Reports by completing this online form:

Some agencies, institutions, ministries, etc. are required to report to the Synod Assembly. Others have a longstanding tradition of reporting even though it has been optional. If you are in either of those categories, please read the following carefully.

Submission deadline for the Pre-Assembly Bulletin of Reports is close of Friday, 3 September 2021.

(Re)submitting a written report

We will still have a pre-assembly bulletin of reports, and you are invited to contribute a report for that bulletin. Perhaps you have already submitted a report (now several months ago). We can use that report if you like, but we also afford you the opportunity to substitute a new report. We ask you to complete a short online form (WV-WMD SA 2021: Report Query) to assist us in compiling that bulletin even if you have already submitted a report.

Important: When submitting a report,

  • email to Bishop@WV-WMD.org;
  • begin the subject line with "SA Report: " followed by your institution, agency, ministry, office, etc.; and
  • if you do not receive confirmation of receipt, contact the bishop (first by email and, then, by phone if there is no email response within a few days--things do sometimes end up in the spam box).

Limited formatting power

Our online platform employed for the Pre-Assembly Bulletin of Reports has limited formatting features. Think of this like the old days when images, fancy diagrams, cool formatting were not standard. Whether you send your report in PDF, MS-Word, Word Perfect, RTF, or TXT, we will be cutting and pasting on our end. Please, be merciful to us.

We reserve the right not to include images we deem gratuitous. We will attempt to convert charts and diagrams to image files, but resolution cannot be guaranteed. It may be best for you to take advantage of the hypertext embed option.

Hypertext embeds

As mentioned, we will embed hypertext links. Feel free to go wild with respect to website/page referrals, downloadable documents, youtube and media sites, social media links, etc.. Be sure to provide the raw URL (because we can't make the hypertext link unless we know the URL). If you have a lot of these, however, it would make our lives a whole lot easier if you would create a webpage with all those links that we can provide just one link to.

Live stream, Zoom etc.

If you wish to offer a live stream or Zoom-type videoconference to the Synod Assembly, use your report in the Pre-Assembly Bulletin of Reports as a place to advertise/announce and to provide the necessary weblinks and/or login information. We cannot guarantee it at this time, but we are investigating whether we can provide a launch pad on our Synod Assembly website to advertise such things. N.B., we will not provide the hosting. Hosting is up to you. Since the Pre-Assembly Bulletin of Reports is not published until 10 days before the assembly convenes, you will have to consider what timing works for you.

At the assembly

Oral reports

As mentioned, only required oral reports will be on the proposed agenda. Likewise, live or pre-recorded video reports will not be shown at the assembly. It is your option to mount such things on the web, and we will embed hypetext links to them in your written report.

Workshops, round tables, etc.

No workshops are scheduled for this year. On the other hand, a 2-hour lunch is being proposed. During that time, anyone is free to gather interested parties for presentation and/or conversation. The assembly chamber will not be available except by the consent of the chair (because there may be assembly-related business taking place in the chamber over lunch). Next to the chamber, however, is a huge covered pavilion that will be set up for registration, exhibition, and fellowship. If you are thinking about using the outdoor pavilion, visit our Exhibiting at Synod Assembly page.

Feel free to feed people if it is to your advantage. Lunch (i.e., food) is not included as part of the assembly. What's the old maxim? "Feed them, and they will come?" There will be plenty of room under the pavilion (though we aren't sure how many tables and chairs we will have in that space) for eating or other activities. There are also dozens of dining options within a reasonable drive of the venue. We expect that many will scatter for lunch, and you, likewise, are free to invite people to a local dining establishment.

Handouts

We discontinued the "assembly packet" a few years back. We will not receive by mail items for distribution to the assembly except by prior arrangement. Distribution at the assembly requires the consent of either the Synod Secretary or the Committee for Reference & Counsel. Approved exhibitors may distribute materials at their respective exhibits with implied consent (which may be withdrawn by the Synod Secretary or the Committee for Reference & Council).


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