ANNUAL CONFERENCE BASIC INFORMATION
Attached you will find the agenda for Annual Conference which will be held June 11-13 (with pre-events June 10). This year we will be traveling to the Northern Kentucky Convention Center in Covington, KY.
General information about the conference (including mailings to members, hotel information, the Pre-conference report book, etc.) can be found at: www.kyumc.org/ac2018.
ANNUAL CONFERENCE REPORT
Please help us tell the story of your ministry by sending us your report for the Pre-Conference Report Book. According to the Standing Rules of Kentucky Annual Conference, all reports to be included in the Pre-Conference Report Book for 2018 shall be in the Kentucky Conference office by March 15, 2018. This includes reports for 2017-2018 (since the last Pre-Conference Report book) and proposals for 2018-2019.
Please submit your report by March 15th; this enables us to place it in the Pre-Conference Report Book which is the most cost effective way to provide these.
If you are unable to submit your report by March 15th you will need to:
Enclosed is a sample of the format we ask you to use. This sample is also available on our website, www.kyumc.org/ac2018 and has been formatted with selected specifications for the margins, font and layout.
All reports are limited to ONE PAGE unless they contain policies or action items that require approval. Please speak with your related staff contact if you have any questions. We are asking that you include the email address for the person completing the report. We reserve the right to edit the reports for clarity and length.
Melissa Brown will serve as the editor of the Pre-Conference Report Book this year. Please send your report by email as an attachment in Word to her at firstname.lastname@example.org As Melissa receives your report, she will send you a confirmation email, if you do not receive an email from her within 5 days, please resubmit your report.
A reminder that most reports will go directly to the consent calendar.
Rule 10. Legislative Process. To expedite the business of the Annual Conference session, the Primary Task Executive Team, in conjunction with the Conference Secretary, will present in the pre-conference report book a list of reports and items known as the consent calendar. The consent calendar shall be presented during the organizational session and items on the consent calendar shall be considered as adopted by consent of the Annual Conference session, unless they are removed at this time. Individual items may be removed from the consent calendar to be placed on the regular agenda by a motion to remove supported by a second from two voting members of the Annual Conference. When an item has been removed from the consent calendar, it shall be placed on the regular agenda at an appropriate time as determined by the Conference Secretary.
In the past few years we have shortened our conference time by one day so priority will be given to reports with action items, related to the conference priorities and emerging ministries. If you want to request that your team/ministry be given floor time, please send the request to Julie at email@example.com no later than March 15th.
This year we are asking for churches and ministries to share video stories reflecting our theme. You can see the guidelines for these videos at www.kyumc.org/ac2018. All AV material MUST be to Cathy Bruce, Associate Director of Connectional Ministries for Communication, no later than April 25. We must have this material in time to make sure it will work with the systems being used.
If you are a conference institution, please submit your board nominations by April 1 to Judy Noel at firstname.lastname@example.org. In order for the nominating committee to make sure institutions are in compliance with the Book of Discipline ¶2551, please submit your entire voting board and clearly mark which board members are United Methodist members. We realize that the April deadline is not possible for some institutions, but please be in touch so we will know when to expect the nominations.
If you would like to host a meal at Annual Conference, please contact Dawn Sparks, AC Logistics Coordinator, at email@example.com for more information. Meal rooms at the Convention Center are available on a first-come-first-serve basis. A list of special meals will be posted on our website as meals are finalized and information is shared with Dawn.
Information about display space will be emailed to you soon and will be posted on our website. Linda Thomas at the Conference Office will be coordinating this ministry. You can reach her at firstname.lastname@example.org.
PACKET DISTRIBUTED AT ANNUAL CONFERENCE
You can also place information in the packet distributed to members at the site of conference. Please have 1,200 copies to our office no later than May 16th, and it would be very helpful if you could provide a volunteer to help assemble the packets. Please contact Judy Noel at email@example.com for more information.
SCREEN ANNOUNCEMENTS AT ANNUAL CONFERENCE
The office set up at conference will receive screen announcements and prepare them each day. Prior to conference please send these to Cathy Bruce at firstname.lastname@example.org. You can also bring them to the office in Ballroom E while on site at the Northern Kentucky Convention Center.
PRECONFERENCE REPORT BOOK
At the 2011 Annual Conference a new Standing Rule was adopted which states: The Director of Connectional Ministries must post the pre-Conference reports online no later than thirty (30) days prior to start of Annual Conference. A reminder that we no longer mail printed Pre-Conference report books to members; please see below for instructions on accessing the reports.
When the book is ready you can get your Pre-Conference Report Book in the following ways:
We anticipate that the report book will be available online and therefore available for shipping (if ordered by one of the methods above) by mid-April.
LIST OF DEADLINES MENTIONED IN THIS LETTER
March 15 Pre-conference Report Due
Floor Report Request Due
April 1 Nominations Due
April 25 AV for Floor Reports/Breaks Due
May 15 Deadline to Order Pre-Conference Report Book from Conference Office
(online orders can continue to be made)
May 16 Items for Packet Distributed at AC Due
May 30 Collate Packets at Conference Office (if report not received by March 15th)