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Delegate Instructions

Registration begins at 8:00 a.m. in the foyer of the Lodi Fairmont church sanctuary. Check in at the registration table (alphabetical by last name) where you will receive your name badge and voting device. If you are a delegate, please wear your name badge.

NOTE: Turn in your voting device BEFORE leaving the church at the constituency meeting. 

Box lunches will be served from 12:00-1:00 p.m. in the Lodi Fairmont church fellowship hall. Please do not eat in the sanctuary.


The 2016 Constituency Session Materials include the agenda for the Session and information pertaining to items on the agenda: a financial summary, minutes of the 2014 Constituency Session, the Bylaws of the Conference, and a summary of parliamentary procedures.  The materials are now available for you to download to your personal electronic device, or to print and bring with you. Click here to download. This is a “paperless” session, which means we will not be providing printed material, but rather making the documents available in electronic form.

Agenda Items

As stated in the Bylaws, the agenda includes a discussion-only period for open discussion from the floor. Although binding decisions regarding such items cannot be made at this session (as they were not included on the agenda), information can be shared and may be referred to the Conference Executive Committee, to some other board or committee within the Conference, or to a future Constituency Session for further deliberation.


Please make certain that your church has a full complement of delegates in attendance at the Constituency Session. If you cannot attend, please notify your pastor to arrange for an alternate delegate to serve in your place and notify the Conference Executive Secretary’s office of the change as soon as possible.

Duty of Delegates

Delegates to a conference session are not chosen to represent merely the church or conference. They should view the work as a whole, remembering their responsibility for the welfare of the worldwide work of the Church. It is not permissible for church or conference delegations to organize or attempt to direct their votes as a unit. Nor is it permissible for the delegates from a large church or the conference to claim preeminence in directing affairs in a conference session. Each delegate should be susceptible to the direction of the Holy Spirit and vote according to personal convictions. Any church or conference officer or leader attempting to control the votes of a group of delegates would be considered disqualified for holding office (from page 114 in the Revised 2015 edition of the Church Manual).

When you wish to speak before the delegates at the Constituency Session
        Procedures have been used in previous constituency sessions.
  1. Approach the middle microphone near the front of the stage and wait for your turn to be recognized. (The microphone on the right will ONLY be for points of order.)
  2. When you approach the middle microphone, your badge will be scanned in order to identify you as a delegate and to project your name and delegate status on the screen. 
  3. Your remarks will be limited to no more than two minutes (three minutes if translated), subject to a vote of the body. If you wish to speak longer, it will be necessary to return to the back of the line at the microphone and wait to be recognized again.
The Basic Principles of Parliamentary Procedure
  1. The purpose of parliamentary procedure is to promote cooperation, fairness, and efficiency in the transaction of an organization’s business.
  2. Parliamentary procedure assumes that all delegates have equal rights, privileges, and obligations in the fair conduct of business.
  3. The majority vote decides the direction the organization takes.
  4. Parliamentary rules are to protect the rights of the minority.
  5. Each delegate has a right to full participation in the discussion of every proposal brought before the group for a decision.
  6. Every delegate has a right to be informed as to the meaning of all items brought before the assembly.
The Use of “Motions” to Conduct Business

A “motion” is the formal presentation of a proposal to the assembly for its consideration. To present a motion a member rises and addresses the presiding officer, saying, “Mr. Chairman.” After the member is acknowledged by the chairman, he proposes his motion starting with the words, “Mr. Chairman, I move that...” Most motions also require a “second,” that is, an affirmation that at least one other person wants the motion considered.

Procedures for Participating in the Constituency Session of the Northern California Conference
Adapted from Standard Code of Parliamentary Procedure (latest edition)

To facilitate clarity of understanding and efficiency in processing the desires of the body, the following procedures will be followed when a delegate wishes to speak:
  1. Any substantive motion, amendment to an existing motion, or comment regarding a motion on the floor is to be made from the microphone in the middle aisle after the speaker is acknowledged by the chairman.
  2. Any substantive motion or amendment exceeding ten (10) words must be presented to the chairman in writing immediately following the first reading of the motion to the assembly.
  3. A motion to amend must specifically state those words which are to be added, deleted, or substituted, followed by a statement of how the motion would read if amended.
  4. A special committee report is to be concluded with a motion from the committee regarding the disposal of that report. The usual options include adopting the report (officially endorsing the findings, opinions, and recommendations), adopting a portion of the report, referring the report to another committee, postponing any action on the report, or filing the report.
Rules Governing Various Motions Used to Conduct Business
Motions in Reverse Order of Precedence Debatable Vote Required
Main motion Debatable Majority
Reconsider (a second look at a proposal) Debatable Majority
Rescind Debatable Varies
Resume consideration Not Debatable Majority
Amend Debatable Majority
Refer to Committee
Debate only on merits of and details of referral Majority
Postpone to a certain time
Brief debate only on merits for, or time of postponement Majority
Limit or extend debate
Debate restricted to type and time of limitations 2/3
Close debate and vote (“previous question”) Not debatable
Postpone temporarily (“table”) Not debatable
Brief debate only of reason for or length of recess Majority
Brief debate only of time or need for adjournment

     Other incidental motions and requests include: appeal, suspend rules, object to consideration, point of order, parliamentary inquiry, question of privilege, division of question, division of assembly.
     The Conference Executive Committee has approved the use of the latest edition of The Standard Code of Parliamentary Procedure as the authority for the conduct of business in those matters which are not specified in the voted policies of the various administrative levels of the denomination.









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