Executive Summary Executive Summary CommitteeCommittee

Anna Johnson, Chairperson, 13th Episcopal District

Rodrick Moore, Co-Chairperson, 10th Episcopal District

Executive Summary CommitteeExecutive Summary Committee

Purpose The task force is to provide a document

that summarizes the action items and results of the 31st Biennial Session.

InformationInformation

Please visit the Connectional Lay Organization’s Website at www.connectionallay-amec.org after 15 days to download and/or print the executive summary report of the 31st Biennial Session

Summary ReportSummary Report

31st Biennial of the Connectional Lay Organization – Delegation◦ 18 Connectional Officer◦ 153 Episcopal District◦ 376 Conference◦ 71 Presiding Elder◦ 563 Local◦ 12 Onsite Local◦ 1188 Voting Delegation◦ 19 Alternate◦ 138 Observers◦ 20 Onsite Observers◦ 15 Bishops◦ 4 General/Connectional Officers◦ 30 Clergy◦ 12 Supervisors◦ 1431 TOTAL

ENVISION 5000ENVISION 5000

COMMITTEE CHALLENGESTrain in Stewardship Rules for giving-

thithingEnrich Lay Organization Membership

GrowthChange AttitudeStay Committed

◦Increase Knowledge, Stay Committed, Preserve AME Chuch Historical Legacy

Nominating CommitteeNominating Committee

CHALLENGES IDENTIFIEDallow closing of nominations to be

synonymous with the opening of the final Executive Board meeting prior to the elections

Need for an evaluation criteria for every nominee

Coordinate with CLO designee or Dir. Of Public Relations

Creating a process and file of information to be used by future Nominating Committees

Nominating Committee Nominating Committee con’tcon’t

Recommendations Make recommendations to amend the CLO

Constitution and Bylaws; Create Election Procedures for approval by the appropriate body

Make recommendations to amend the CLO Constitution and Bylaws

Establish a timeline in procedures for the operation of the NO.

Establish a timetable and explore availability of a photographer at last Executive Board meeting prior to the Biennial Convention

Make recommendations to Constitution and Bylaws Committee

Review of the Discipline CommitteeReview of the Discipline Committee

RecommendationTo assume responsibility of the cost

associated with doing the study and making a sufficient report of its findings to the Executive Board of the Connectional Lay Organization.

Timeline:would initiate efforts and complete the

work with all deliberate speed

Strategic Planning Committee Strategic Planning Committee

Recommendations:Communication!Refer to the Report 30th Biennial SessionProvide workshop names, presenters, and

# registered for workshops at least 30 days before the Biennial

Provide committee names at least 30 days prior to the Biennial

Provide committee meeting time and location in a timely manner to allow communication with committee members

Strategic Planning Committee Strategic Planning Committee con’tcon’t

Timeline/Important Dates• Provide preliminary report to CLO

President no later than October 1, 2009• Provide final report to the CLO Executive

Board no later than the fall Executive Board meeting.

Review of Job Analysis CommitteeReview of Job Analysis Committee

RECOMMENDATIONS Use standardized reporting forms

utilizing technology however, not be the responsibility of the secretary

Recommend that Article VIII Duties of Officers be revised to read as listed above for Section 4,5,6, and 17

Recommend that Article VI. Section 9 as listed above.

Review of Job Analysis Committee Review of Job Analysis Committee con’tcon’t

Timeline/Important Dates Set Timeline to be determined, i.e.

Executive Board Meeting in April for feedback

Present at the next business session.

Recommendations CommitteeRecommendations Committee

RECOMMENDATIONS: Registration

– List all registration information on the CLO website

– Online registration should be available for general use

– Pre registration for workshops for registered observers

– Download available reports inclusive of committee report templates on electronic devices (jump drives) to be made available as part of the registration packet

– Provide a written description of convention workshops and post the description of the workshop on the CLO website

Recommendations Committee Recommendations Committee con’tcon’t

Recommendations, cont. Logistics

– Special hotel accommodations for the handicapped and elderly at the convention site

– Restaurants in the hotel(s) should offer extended hours

– Negotiate food costs at hotel convention site for reasonable rates

– Provide list of local restaurants to include address, phone numbers and hours of operation.

– Negotiate hotel room rates to get the best cost for participants

– Clearly identify location of First Aide/Nursing Station during convention use

– Provide a Disaster Relief Plan for convention

HIGHER EDUCATIONHIGHER EDUCATION

RECOMMENDATIONS: Increase recruitment efforts for AME schools Support Seminary education Post web links from AME colleges, universities and

seminaries to our various church websites Support the UNCF by reporting contributions

through the Episcopal District Bishop in order for the AME Church to receive credit for its monetary commitment

Create a position a Chancellor for AME Schools of Higher Education. This position will be responsible for securing resources for foundations and endowments in support of all AME schools

Report to be referred to the General Conference Higher Education Commission for follow-up.

LEGISLATIVE TASK FORCE LEGISLATIVE TASK FORCE

RECOMMENDATIONS: Overview the current of legislation submitted for

action by the Lay Organization to the 49th General Conference. Timeline: July 2009

The Legislative Task Force will receive review/discuss and prepare submission of proposed legislation from all levels of the church. Timeline: Fall 2009

The Task Force shall merge/combine or delete proposed legislation after review; recommends prioritizing proposed legislation. Timeline: Spring 2010.

Present prioritizing legislation to the body. Timeline: 32nd Biennial Session(2011)

LESIGLATIVE TASK FORCE LESIGLATIVE TASK FORCE con’tcon’t

RECOMMENDATIONS (cont.): Finalize all legislative submission from the

Episcopal Districts; seek permission to plan legislative summit. Timeline: Fall 2011

Prepare proposed bills for website and CDs for distribution to the Episcopal Districts. Timeline: 2011

Submit legislation package to the general secretary. Timeline: June 2012 (at least 90 days before the start of General Conference 2012)

Task Force to meet every morning to develop strategies to ensure passing of bills. Timeline: 49th General Conference (2012)

MARSHALLSMARSHALLS

RECOMMENDATIONS: To establish a designated area, i.e. booth and it be

identified at the Opening Session of the convention. Timeline: next Biennial Session (2011).

Issues Facing our Church and Issues Facing our Church and NationNation

RECOMMENDATIONS Require all Episcopal Districts to show in their reports all

monetary contributions in the support of the African Methodist Episcopal educational institution(s) by the year 2012

To encourage all Episcopal Districts in organizing their own Lay Economic Development Corporation to aid in the support of the African Methodist Episcopal Activities

Educate the leadership on all levels (i.e. Delegates, Pastors and organization Presidents) regarding the importance of disseminating financial reports to the Laity

Institute a feasibility study to increase attendance on ways to reduce expenses.

Establish a second committee to address the National concerns.

BUDGET and FINANCE COMMITTEE BUDGET and FINANCE COMMITTEE (FINANCE)(FINANCE)

RECOMMENDATIONS: Travel of Episcopal Officeres to the Connectional

Executive Board meetings will continue to be funded by Districts 1-13 respectively.

Study Episcopal Travel Policy for Districts 14-20 to Connectional meetings.

Executive Board must review IRS compliance requirements/standards

Follow 1099 procedures for income over $600 annually

Committees that have fiscal impact must submit budget to Budget & Finance Committee to be included in proposed general operating budget

BUDGET AND FINANCE COMMITTEE BUDGET AND FINANCE COMMITTEE con’tcon’t

RECOMMENDATIONS (cont): Consider the travel arrangements and the most

reasonable fare with prior arrangements (30 days in advance.)

Timeline: Formulate an operational budget 2009-2011

BUDGET and FINANCE COMMITTEE BUDGET and FINANCE COMMITTEE (POLICY)(POLICY)

RECOMMENDATIONS: Consider having the Episcopal District pay an

assessment into the Connectional on an annual basis.

Review funding for stipends and implement policies to accompany their usage; focusing on training initiatives for the church universal.

A portion of the Biennial funds should be placed in a set aside or escrow account.

We should review domestic and international travel for Lay delegates from Districts 14-20; identifying the District responsibilities prior to and after meetings.

BUDGET and FINANCE COMMITTEE BUDGET and FINANCE COMMITTEE (POLICY) (POLICY) con’tcon’t

RECOMMENDATIONS: The review of the finances of CLO shall be

completed within 90 days after the installation of financial officers by a certified external CPA

Follow voucher system as outlined in the CLO Constitution and By-Laws

Executive Board of the CLO to conduct a Feasibility Study of Stipend by end of 2009-2011 Biennial and implement findings

An electronic copy of the financial policies and procedures to be placed on the CLO website

BUDGET and FINANCE COMMITTEE BUDGET and FINANCE COMMITTEE (POLICY) (POLICY) con’tcon’t

RECOMMENDATIONS: A financial review by the Finance Committee

should be completed every six(6) months and presented at the Executive Board meeting; an external audit shall be done annually.

Travel made by vehicle will adhere to current mileage rate of $0.35 per mile. A 30-day advance reservation must be made for air travel. Emergency situation must be approved by the Executive Board

CONSTITUTION and BY-LAWS CONSTITUTION and BY-LAWS

RECOMMENDATIONS Establish the Constitution and Bylaws Committee as a

Standing Committee of the Connectional Lay Organization. Permit the 69 delegates assigned to the Constitution and

Bylaws Committee during the 2009 Biennial Session to continue working to revamp the current CLO Constitution and Bylaws over the next two years, as directed during the Executive Board meeting of April 2009.

Work in concert with the Review of Job Analysis Committee to ensure that each office of the CLO includes a list of appropriate qualifications and duties.

Refer to the Rules Committee the recommendation that a quorum be established at the beginning of each Business Session of all future Biennial Sessions.

CONNECTIONAL LAY DISASTER CONNECTIONAL LAY DISASTER RESPONSERESPONSE

RECOMMENDATIONS To provide disaster response training at all

Episcopal District Levels Each Episcopal District Lay Organization submit

the names of two persons to serve on this committee

Each member of the AME Church contributes $1.00 annually commencing October 31, 2009

To secure resources through Faith Based Initiatives

To report quarterly to the Connectional Lay Organization

NEW FUNDING COMMITTEENEW FUNDING COMMITTEE

RECOMMENDATIONS: Establish membership categories, benefits of

membership and dues/fees for laity joining the Connectional Lay Organization

Establish a Scholarship Foundation

Host Training & Development activities Refer all of these items to the following

committees: – Budget and Finance Committee; Constitution and By-

Laws Committee & Council of Presidents;

NEW FUNDING COMMITTEE NEW FUNDING COMMITTEE con’tcon’t

TIMELINE/IMPORTANT DATES Membership recruitment: January -

December Secure 501(c)3 status – 2009 - 2010 Design & secure CLO Member lapel pins –

2009 -2010 Collaborate with HBCU institutions and

secure training sites in 2009 -2010

PUBLIC RELATIONSPUBLIC RELATIONS

RECOMMENDATIONS Host Districts should ensure that business center

equipment is in place on the Saturday prior to the opening of the convention.

Public Relations Committee should have unlimited access to the Business Center.

Business Center equipment should be the state of the art.

TIMELINE/IMPORTANT DATES Materials to be reproduced should be available to the

Public Relations Committee at least 24 hours in advance. Business Center should be available on the Saturday

before the opening of the Biennial.

MEMORIALS COMMITTEEMEMORIALS COMMITTEE

RECOMMENDATIONS List of all deceased members should be prepared and given to the

Secretary upon arrival at the first meeting District Presidents should have names of committee members

submitted to the Connection prior to printing of booklets Devotional Guides should be distributed to all levels of the Connection

from the Episcopal District down to local List of all Episcopal Chaplains and/or representative should be

submitted to the Connectional Chaplain upon their arrival to the Biennial

Committee members should check the marquee or contact the Connectional Chaplain upon their arrival concerning meetings, etc.

District Chaplains and one additional representative should be in attendance at the Biennial if possible for the Memorial Committee

RESOLUTIONS COMMITTEERESOLUTIONS COMMITTEE

RECOMMENDATIONS• The Connectional Lay Organization (CLO) shall strategically encourage,

promote, train and empower more Youth and Young Adult participation throughout the CLO and during the 32nd Biennial Session and all Biennial Sessions there after.

• The CLO shall use ample time, consideration, and planning to designate specific locations and times for all committees to meet and to adequately complete their work efficiently during the 32nd Biennial Session and all Biennial Sessions there after.

• The CLO shall create opportunities and activities for all Episcopal Districts to interact in a non-partisan, non-combative manner to exchange information and to truly embody the essence that “we are banded one in union” in Christian Fellowship. This shall become a line item within the business session during the 32nd Biennial Session and all Biennial Sessions there after.

• The CLO shall seek and secure one location to serve as the official site and lodging location for all Episcopal Districts during the 32nd Biennial Session and all Biennial Sessions there after. This will help to alleviate confusion and promote a more cooperative spirit in Christian Fellowship.

LAY ACTIVITIES COMMITTEELAY ACTIVITIES COMMITTEE

RECOMMENDATIONS Establish a retreat or meeting to discuss the

implementation of study curriculum and training programs Develop a workshop specific for Director of Lay Activities

on all levels of each Biennial Session. Standardized curricular is the key. Create and implement a

Standard Operating Procedure Manual which will allow Lay Activities Director on all levels consistent training methodology.

The Episcopal District Director(s) Lay Activities should be the established committee for the Connectional Director of Lay Activities for the purpose of reporting at the Biennium.

EVALUATIONS COMMITTEEEVALUATIONS COMMITTEE

RECOMMENDATIONS Communication, Communication, Communication (Refer to the Report

of the Evaluation Committee for the 30th Biennial Session Provide workshop names, presenters, and # registered for workshops

at least 30 days before the convention Provide committee names at least 30 days prior to convention Provide committee meeting time and location in a timely manner to

allow communication with committee members

TIMELINE/IMPORTANT DATES Provide preliminary report to CLO President no later than October 1,

2009.

Provide final report to the CLO Executive Board, no later than the fall Executive Board meeting.

EXECUTIVE SUMMARY TASK FORCE EXECUTIVE SUMMARY TASK FORCE MEMBERSMEMBERS

COMMITTEE MEMBERS

Anna Johnson, Chairperson, 13th District

Rodrick Moore, Co-Chairperson, 10th District

Beulah Gregory, 11th District

Jackie Weary, 12th District

Vicki Houston, 10th District

Carl Davis, 10th District

E. Pat Thomas, 2nd District