Rules of Procedure
2021 Grand Canyon Synod Assembly • June 11-12, 2021
You can also view the rules of procedure as a PDF or a Word document.
General Note
The Grand Canyon Synod is incorporated in California (as are all ELCA synods) which allows for electronic meetings.
Constitutional Provisions:
S7.14. One-half of the members of the Synod Assembly shall constitute a quorum.
†S7.31. Proxy and absentee voting shall not be permitted in the transaction of any business of the Synod Assembly.
S7.32. Robert’s Rules of Order, latest edition, shall govern parliamentary procedure of the Synod Assembly, unless otherwise ordered by the assembly.
Adoption of Agenda and Rules of Procedure
The agenda and the rules of procedure will be adopted during the first plenary session of the synod assembly. Once adopted, neither document may be amended except by a two-thirds majority vote of the assembly.
Online Participation
For credentialing purposes, voting members will need to “check-in” via Zoom to each plenary session. The waiting room will open one hour prior to the start of each session. Voting members will be admitted on a first-come-first-served basis. The plenary session will be called to order at the designated time and only after all voting members in the waiting room at the time set for the plenary session to begin have been admitted.
Once a plenary session has been called to order, no additional voting members will be admitted to that particular plenary session.
Visitors are welcome to participate through the Grand Canyon Synod (GCS) Facebook page.
Zoom Etiquette
Each Voting Member will receive a unique link to join the meeting. Each unique link can only be used on one device at a time. Do not share your link with anyone.
If you are unable to locate your link, please contact Theresa Thornburgh via email (office@gcsynod.org) or at (602) 957-3223 before June 8, 2021.
Mute yourself at all times when not called on to speak. This helps ensure a quality experience for all.
The chat feature is reserved for official assembly business – requesting speaking privileges, ask clarifying questions, making motions, etc.
Both the Zoom chat function and the video will be archived for the purposes of generating accurate assembly minutes.
General Guidelines
The assembly is meant to be a meaningful experience for all. Everyone should feel free to participate. Good order at an assembly is not intended to restrict participation but to protect the rights of each voting member. The following guidelines (from Robert's Rules of Order, Newly Revised) are to help in understanding the business proceedings.
Obtaining the Floor
Prior to a voting member speaking in the assembly, whether to make a motion or to engage in debate, it is necessary to obtain the floor. During this digital assembly, voting members can obtain the floor by making a request in the chat feature. If/when recognized by the chair, the voting member is then entitled to speak, first stating his/her name and congregation.
References
Voting
Voting will be conducted using Zoom reactions and Zoom polling.
Zoom Reactions
For a quick vote, those in favor of the question shall select the “yes” green check circle found under “reactions” and those opposed shall select the “no” red “x” circle found under reactions. Care shall be taken by the chair to ensure all members have been able vote, and only then shall the voting be closed, and vote indications cleared.
Zoom Polling
For elections, and issues unable to be resolved using Zoom reactions, a Zoom poll or ballot will be set up by a member of the assembly support team, and voting will be conducted by the poll. Care shall be taken by the chair to ensure all members have been able vote, and only then shall the voting be closed.
Abstentions
Abstentions do not represent votes and thus are not counted (Robert’s Rules, Section 44:7-8). If a voting member wishes to have her or his abstention on a question recorded by name, he or she privately may request that the secretary do so in the published minutes of the assembly by emailing the synod secretary by the time the assembly adjourns (pastordavid@christsedonaelca.org).
Making a Motion
If a voting member wishes to make a motion (including any motions to amend a pending matter or refer a pending matter) the motion must be submitted in writing via the “chat” feature in Zoom.
The maker of the motion must provide their name, congregation and city—followed by the motion. The Zoom moderator will forward the motion to the chair of the assembly and the secretary. When recognized by the chair, the maker of the motion should identify themselves and state the motion using: “I move that….”
The chair shall then announce whether the motion requires a second. After it is moved (and seconded) the chair shall restate the motion and, if appropriate, ask for discussion.
For motions longer than a short phrase, the synod secretary will use the screen share function of Zoom to display the motion for the voting members to view.
Amendments to Motions
When a motion brought before an assembly does not meet with ready acceptance by all the voting members, and if it can be made more suitable or acceptable in an altered form, a proposal to modify the wording can be introduced by making a motion to amend.
"Previous Question"
To move the "previous question" is to bring the assembly to an immediate decision as to whether debate on a motion should cease. It is not debatable. If adopted, the assembly proceeds, without further debate, to vote at once on the pending question(s). A two-thirds vote is required to close debate.
Resolutions
Synod Council or Bishop Resolutions
Resolutions submitted by the Synod Council or the Bishop shall be presented directly to the Assembly as a motion made and seconded.
Other resolutions
Resolutions from congregations, conferences, or voting members shall be submitted to the Committee of Reference and Counsel for presentation to the Assembly.
Resolution Deadline
The deadline for resolutions from congregations, conferences, or voting members shall be April 30, 2021.
Urgent Matters
Any resolution submitted on an urgent matter that did not exist before the deadline shall require a two-thirds majority vote of the assembly to schedule it in the agenda.
Reference and Counsel
In addition to the preparation and presentation of resolutions submitted prior to the assembly, the Committee of Reference and Counsel shall serve in an advisory capacity to the assembly. Motions or assembly business may be referred to the Committee for recommendations or options, at the discretion of the chair.
Debate
Debate on any single resolution shall be limited to 20 minutes. That time limit may be extended once for 10 minutes by majority vote of the assembly before the vote on a resolution.
During debate, no person shall speak more than twice for no more than two minutes on the same motion. The Chair will not recognize a member who wishes to speak for a second time on a motion unless all others who wish to speak have been heard.
A person speaking to a question during debate may not—at the conclusion of the statement—move to close debate on the matter under discussion.
Review
The Committee of Reference and Counsel shall receive, review, and prepare resolutions, in consultation with the submitters of resolutions, for presentation to the Synod Assembly, and may edit or consolidate resolutions for clarity and procedural purposes.
A voting member of the Assembly may move to substitute the original resolution in place of the revised version of the resolution submitted by the Committee of Reference and Counsel.
Consideration
A resolution submitted to the Committee of Reference and Counsel by a voting member who is not present to speak to the resolution at the time of its consideration by the Assembly will be considered only after decisions on all other resolutions have been completed and as time allows.
Balloting
At the discretion of the Chair, a request for a written ballot on any resolution may be taken.
Orders of the Day
At the discretion of the Chair, the agenda may be adjusted for circumstances, except that a change in an Order of the Day, as listed in the adopted agenda, shall require – upon recommendation of the Chair – a majority vote of the assembly.
Referral
Any duly submitted resolution that is not considered during the course of the assembly due to time limitations will be referred automatically to the Synod Council for the council’s consideration at its next regular meeting.
Mission Plan
Anyone wishing to revise the proposed Mission Plan for 2022–2023 (February 1, 2022-January 31, 2023) must give notice to the Synod Council prior to the end of the Second Plenary Session of the assembly.
The Chair will give notice to the assembly at the next plenary session of the intent to revise the Mission Plan.
The person(s) proposing a revision shall meet with designated members of the Synod Council and explain the proposed change.
The Synod Council will report a recommendation regarding the proposed revision to the Assembly.
A revision to the Mission Plan that increases spending without the endorsement of the Synod Council requires a two-thirds vote of the Assembly.
A revision to the Mission Plan that does not have the endorsement of the Synod Council but does not increase total expenditures may be approved by a majority vote of the Assembly.
Elections
(other than as specified in the bylaws for the election of officers)
A separate ticket shall be established for each position for which an election is to take place with the requirements for nomination and election designated on that ticket (e.g., lay female, lay male, clergy).
A majority of the votes cast in relation to each ticket shall be required for election. If no election occurs on the first ballot, the two persons receiving the greatest number of votes on that ballot shall be presented on the second ballot with a majority required for election.
Technical Notes
From Robert’s Rules of Order, 12th edition (2020), appendix on electronic meetings.
Technical requirements and malfunctions
Each voting member is responsible for his or her audio and Internet connections; no action shall be invalidated on the grounds that the loss of, or poor quality of, a member’s individual connection prevented participation in the meeting.
Forced disconnections
The chair may cause or direct the disconnection or muting of a member’s connection if it is causing undue interference with the meeting. The chair’s decision to do so, which is subject to an undebatable appeal that can be made by any member, shall be announced during the meeting and recorded in the minutes.
