This letter is intended for our Tennessee Pastors. If your pastor does not have the internet, or does not read this blog, please help me by printing this out and giving it to him/her. Thanks.
February 14, 2008
Greetings Pastor,
In a recent mailing from the General Overseer’s Office, you received word that the proxy system will be implemented at the upcoming 2008 International Assembly. This system, which was accepted in the 93rd International Assembly (2004), was intended to help our Assembly business sessions effectively reflect the involvement of our global Church membership.
Since this system is new, I felt the need to provide you with an overview of the steps to comply with the Proxy System guidelines, as well as some additional useful information, as provided to us by the General Overseer’s Office.
Steps for Implementing the Proxy System
1. In March, it is recommended that you set aside time to introduce to your church the items being discussed at the Assembly. These times should include a presentation of the items being discussed, a time for dialogue, and a time for prayer. In addition to the items being discussed, you should introduce the proxy system to your church and give opportunity for questions or dialogue. There are many valuable tools available online at www.cogop.org to assist you as you educate yourself on this system, with new items being added regularly.
2. By March 31, 2008, you will need to submit your “Proxy Pre-Registration Form” to the regional/state office. At this point it will not be necessary for your church to have come to a decision concerning the business items. You will have only had to come to agreement as to who will serve as your proxy. Upon receiving your pre-registration form, we will verify that the form has been completed correctly and will compile and forward our state’s information to the North American Presbyter’s Office. This flow of information is being implemented in each area of the world to ensure continuity and a quick processing of all pre-registrations.
3. Your church’s proxy representative should receive confirmation from the General Overseer’s Office by June 15, 2008. Along with this confirmation will come instructions for registering once the proxy representative arrives to the International Assembly, final drafts of the Committee Reports (if any adjustments have been made), and a proxy expression form on which you and your church treasurer will mark your intended first expression for each report.
4. Upon arrival to the International Assembly, the proxy representative will register. During registration, they will submit their intended first expression form and receive materials that will be used during business session expression times.
5. Business sessions will be conducted on Tuesday and Wednesday of the Assembly. These sessions will include the presentation of the Committee Reports, times for discussion, and opportunities for proxy expression.
I do hope this will help you as we move into uncharted territory. May God bless you.
Sincerely,
Bishop E.C. McKinley
Tennessee Presiding Bishop
ADDENDUM
Useful Information Concerning the Proxy System
• Remember, in order for your church to give an expression during business sessions, you must submit a Proxy Pre-Registration Form. This form was mailed to you, along with the Committee Reports. As pastor, it is recommended that you serve as the proxy representative; however, this is a decision that should be brought before the church for discussion during a called church conference. If you are unable to attend the Assembly, then your church may register someone else. It is recommended that as an alternative to the pastor, the National/Regional/State Overseer serve as the local church’s proxy. In addition, it is recommended that churches with multiple proxies send only one representative holding all of the church’s proxies.
• During business sessions, any covenant member in attendance may participate during discussion times. At the conclusion of discussions, the floor will be closed to further discussion and the proxy representatives will make their expressions. Should there be a need for further discussion once an expression has been made, the Moderator will reopen the floor for discussion, which will again include any covenant members present.
• The selected proxy representative is required to cast their expression based on the desires of their local church during the first call for expression. After the first expression, the proxy is at liberty to change their expression if concerns are addressed during discussions or if it is necessary to come to agreement. On each item being presented, proxy representatives will have the options to select Yes, No, Abstain, or Submit.
• Should it become necessary, your church may select a new proxy representative after one has been pre-registered. However, changes will only be granted if the necessary change results from a pastoral change, death/illness of selected proxy, or inability of the proxy representative to attend the International Assembly. A “Change of Proxy” form is available online or by calling the General Overseer’s Office at (423) 559-5103.
You play a vital role in the Proxy System implementation process. As with any new system, there will certainly be challenges. In advance, thank you for all of your help and for guiding your church through this new process.
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