Convention Procedure Updates
This page updates and alerts congregations to significant changes adopted by the 2010 LCMS convention for its conventions and elections. Click on the links below to read the updates.
Mailing #15: 11/15/12
With the arrival of the new year, THREE (3) IMPORTANT DEADLINES are rapidly approaching:
- President and First Vice-President Nomination Ballots must be received by auditor Brown Smith and Wallace by February 20, 2013. (Official ballots, must be used and signed by two congregation officers. Return the entire page in the envelopes provided.)
- Regional Vice-President and Board of Director Nomination Ballots must be received by the Office of the Secretary of the Synod by February 20, 2013. (Official ballots, must be used and signed by two congregation officers. Return the entire page in the matching color envelopes provided).
- Overtures (proposed convention actions) must be received by the Office of the President of the Synod by March 2, 2013 for inclusion in the Convention Workbook. (Overtures must be signed by an officer of the congregation or other submitting entity.)
IF A NOMINATION BALLOT HAS NOT BEEN RECEIVED OR HAS BEEN LOST OR MISPLACED, an official duplicate ballot must be obtained from the Office of the Secretary. (Submit requests for duplicate ballots to allow sufficient time to receive and return them by the February 20, 2013 deadline.) Thank you for your cooperation.
Raymond L. Hartwig
LCMS Secretary
Mailing #14: 11/15/12
ATTENTION CONGREGATIONS: THIS POSTCARD CONTAINS IMPORTANT INFORMATION for your pastor and lay member who will be voters in the election of the LCMS President next June.
Please forward this information to them.
A month ago we tested our list of voters’ email addresses by sending out an email with the subject line: “2013 LCMS PRESIDENTIAL ELECTION.”
Of the 8,112 messages sent, we found:
- 66 were duplicate addresses
- 85 resulted in “soft bounces” (temporary failure of delivery attempt, e.g., full mailbox, etc.)
- 411 resulted in “hard bounces” (permanent failure of delivery attempt, e.g., faulty address, spam filter, fire wall, etc.)
A week following the test, we sent letters to these 562 persons, explaining why they did not receive the test email and inviting their assistance in resolving the problem. We have received several hundred responses to the letters and have given each response our attention.
ON DECEMBER 6, WE WILL CONDUCT OUR SECOND EMAIL TEST to learn where problems still remain. The subject line of this email will be “
2013 LCMS PRESIDENTIAL ELECTION: List Test 2.” In addition to validating email addresses, this second test email will also require voters to click and open a “link” in the email text to move to a second page, a step essential to the voting process.
We have ample time to make certain that all voters have email addresses (we do not yet have addresses for 148 voters) and that all addresses are in working order. Our thanks to all involved for your cooperation as we continue to prepare for the presidential election next June.
Raymond L. Hartwig
LCMS Secretary
Mailing #13: 09/30/12
TO ALL CONGREGATIONS: This postcard informs you that the process for electing the President of the Synod prior to the 2013 Synod convention is about to move forward. The list of voters (delegates who attended the 2012 district conventions) and their contact and security information is ready for service.
TO THOSE CONGREGATIONS WITH REGISTERED VOTERS FOR THE PRESIDENTIAL ELECTION:This postcard asks that you
- make certain that your voters remain available for service (see “Reminder” below) and
- pass along to your voters the information on this postcard
ON OCTOBER 15, 2012, we plan to test our list of voters’ email addresses.
- All voters will receive an email with the subject line: “LCMS PRESIDENTIAL VOTE: List Test”
- This email must be opened in four (4) days—the same window of time voters will be provided to cast their votes for President prior to the 2013 convention.
- This email will not require a response from the voters.
- This test will provide opportunity to check the validity of the email addresses on our list and pursue corrections as necessary.
- Opening the email will also enable us to measure the effectiveness of the email list and pursue contact with voters whose emails remained unopened.
REMINDER: The LCMS PRESIDENTIAL VOTERS LIST must be updated promptly when changes occur. This is the responsibility of each congregation and its voters!
- When circumstances change and a voter can no longer serve, your congregation must complete a “Substitute Voter Form” available at www.lcms.org/convention/presidentialelection.
- When contact or other information for a voter changes, that voter must complete an “Update Form” also available at www.lcms.org/convention/presidentialelection.
Raymond L. Hartwig
LCMS Secretary
Mailing #12: 09/15/12
COMING IN TWO WEEKS to your congregation’s mailbox: a very important envelope marked “LCMS OFFICIAL NOMINATIONS BALLOTS — 2013 ELECTIONS.” Please watch for this envelope and bring it to the attention of the chairman of your congregation. It will contain your congregation’s official ballots for participating in the nominations process for 2013 Synod elections. If the ballots are lost, it will be necessary to request duplicate ballots from the Office of the Secretary of the Synod.
IN THE ENVELOPE YOU WILL FIND at least two (2) and possibly three (3) ballots:
- Every congregation will receive a ballot to nominate from the clergy roster of the Synod two (2) ordained ministers for President and two (2) ordained ministers for First Vice-President.
- Every congregation will receive a second ballot to nominate from the clergy roster of the Synod two (2) ordained ministers with residence in its region for regional vice-president.
- Some congregations will also receive a third ballot to nominate two (2) laypersons who are members of congregations in their region for a lay member position on the LCMS Board of Directors.
ALSO IN THE ENVELOPE:
- A map that will clearly show the composition of the regions of the Synod (English and SELC District congregations will participate in the region in which they are geographically located); and
- Envelopes for returning the ballots (the President/Vice-President ballot return envelope will be addressed to the Synod’s external auditor; the regional vice-president and board member ballots return envelope will be addressed to the Office of the Secretary of the Synod).
DETAILED INSTRUCTIONS are printed on each ballot and must be followed carefully. Completed and signed ballots must be received in the Office of the Secretary by
FEBRUARY 20, 2013.
Raymond L. Hartwig
LCMS Secretary
Mailing #11: 08/31/12
MARCH 2, 2013 is the DEADLINE FOR SUBMITTING OVERTURES to the 2013 SYNOD CONVENTION. Any overtures submitted after that date can only be accepted for convention attention if approved by a special committee comprised of the President, First Vice-President, and Secretary of the Synod and only if thought to introduce an important issue not adequately covered by other submitted documents.
WHILE MARCH 2 IS THE OFFICIAL DEADLINE, the Secretary’s Office encourages submission of convention materials by February 1, 2013, to facilitate their inclusion in the 2013 Convention Workbook.
THE RIGHT TO SUBMIT OVERTURES IS LIMITED to member congregations of the Synod, circuit forums, district boards of directors or conventions, official district church worker conferences, faculties of Synod universities and colleges, boards and commissions of the synod, or committees established by prior conventions.
- Overtures are recommendations in the form of proposed resolutions requesting action on the part of the convention.
- Overtures addressing matters in dispute resolution or which contain libel or slander or may subject the Synod or its officers to civil action for the same cannot be accepted.
- Overtures which contain information that is materially in error or which misrepresent the truth cannot be accepted.
An ELECTRONIC TEMPLATE is AVAILABLE at www.lcms.org/convention/overtures to facilitate submission and processing. While submitting an electronic copy is helpful, printed copies with congregation or circuit forum officer signatures are required. If unable to access the electronic template, overtures may also be submitted using whatever means available, using as a model the general format found in convention materials from prior Synod conventions.
Raymond L. Hartwig
LCMS Secretary
Mailing #10: 08/15/12
OCTOBER 20, 2012 IS THE DEADLINE FOR SUBMITTING NAMES to the Committee for Convention Nominations for elected positions to be filled by
the 2013 Synod convention. Those positions include:
- Secretary of the Synod (ordained minister)
- LCMS Board of Directors (1 commissioned minister; 1 layperson)
- Concordia Historical Institute Board of Governors (2 ordained ministers; 1 layperson)
- Concordia University System Board of Directors (1 ordained minister)
- Concordia Publishing House Board of Directors (4 laypersons)
- Lutheran Church Extension Fund Board of Directors (1ordained or commissioned minister; 2 laypersons)
- LCMS Foundation Board of Trustees (1 ordained minister; 1 layperson)
- Commission on Theology and Church Relations (1 ordained minister; 1 layperson)
- Boards of Regents—two seminaries (2 ordained and 1 commissioned ministers; 1 layperson)
- Boards of Regents—nine colleges/universities (1 ordained and 1 commissioned ministers; 2 laypersons)
NOMINATION FORMS ARE AVAILABLE at
www.lcms.org/convention/2013nominationform. Nominations may be submitted by rostered members of the Synod (ordained ministers, commissioned ministers, and congregations) or by lay members of Synod congregations.
Please note the following:
- All nominees must be members of member congregations of the Synod.
- All nominees must demonstrate commitment to the Scriptures and Lutheran Confessions, loyalty and support for the mission and ministry of the Synod, and active participation in their congregations.
- Incumbents’ names need not be submitted, as their names will be considered automatically. However, an incumbent may be newly nominated for another position.
- Persons currently serving in a different office/position may be nominated for a new office/position but will be required to choose between offices/positions if elected.
Raymond L. Hartwig
LCMS Secretary
Mailing #9: 07/31/12
WITH THE 2013 SYNOD CONVENTION LESS THAN A YEAR AWAY, each electoral circuit of the Synod (consisting of 7 to 20 congregations, 1,500 to 10,000 communicant members) must conduct a meeting to elect its delegates to the convention. These circuit meetings must take place no later than October 20, 2012.
INSTRUCTIONS FOR THESE ELECTORAL CIRCUIT MEETINGS are provided by Bylaw 3.1.2.1 (2010 Synod Handbook, pp. 100–101). Your congregation should note these details in particular:
- At this meeting, every circuit congregation may be represented by a lay representative (including congregations of multiple-congregation parishes), unlike representation at district conventions.
- Prior to the meeting, each congregation of the circuit may nominate one layperson to be considered for election at the circuit meeting as the circuit’s lay delegate or alternate lay delegate to the 2013 Synod convention.
- The name of this nominee must be submitted to the circuit counselor prior to the day of the meeting in order to be considered for election at the meeting.
WHAT DOES THIS MEAN FOR YOUR CONGREGATION?
- Mark the date of the electoral circuit meeting when announced by the circuit counselor.
- Select a lay representative to attend the meeting along with your pastor.
- Nominate one layperson from your congregation or from another congregation of your circuit to be considered for election as your circuit’s lay delegate or alternate lay delegate to the Synod convention.
- Submit that layperson’s name to your circuit counselor prior to the day of the electoral circuit meeting.
Raymond L. Hartwig
LCMS Secretary
Mailing #8: 07/15/12
WITH ALL DISTRICT CONVENTIONS NOW COMPLETED, the list of those who will vote in the 2013 election of the President of the Synod has been determined. The certification process that was developed to assure fair and equal participation synodwide functioned very smoothly. Special thanks are due on the district level to district secretaries, convention election officials and district president’s administrative assistants for their spirited cooperation.
Determining who will vote in the presidential election was part 1 of this task. After it has been verified that we have all the necessary information, part 2 of the task will be the day-to-day maintenance of the list until the presidential vote in June 2013.
MAINTAINING A CURRENT LIST OF APPROXIMATELY 10,000 VOTERS, requiring up-to-date mail and email addresses, will be an ongoing challenge. The timely use of the following forms to report changes in circumstances will be extremely important.
(1) Substitute Voter Form: When a voting delegate becomes unavailable to participate in the vote, the congregation must take immediate action to elect a substitute voter and report this change to the Synod as soon as possible. (Congregation’s Responsibility)
(2) Voter Update Form: Because mail and email addresses change from time to time, the voters themselves are responsible for providing updated contact information to the Synod. (Voter’s Responsibility)
(3) Forms: These forms are available electronically at www.lcms.org/convention/presidentialelection. Printed forms may be requested from the office of the Secretary at LCMSSecretary@lcms.org.
THE VOTERS LIST WILL BE TESTED by email in the near future and periodically thereafter to make certain that contact is maintained with every voter and to provide timely information regarding participation in the vote for the President of the Synod. For these reasons, it is important any changes be reported immediately.
Raymond L. Hartwig
LCMS Secretary
Mailing #7: 03/15/12
Presidential Election Voters List
With the beginning of the district convention year cycle, the creation of the voters list for the 2013 election of the President of the Synod has begun. The voters will be the voting delegates attending district conventions. A delegate representation and certification process has been developed to assure fair and equal participation synodwide.
THE PRESIDENTIAL ELECTION VOTERS LIST is created when district convention voting delegates register on-site for their district conventions. Special registration forms are being used to obtain contact and security information essential to the voting process. This confidential list will continue to grow over the next four months. It will also be necessary to keep the list updated until the time of the presidential vote in June, 2013.
MAINTAINING AN ACCURATE LIST OF UP TO 10,000 VOTERS, including current mail and email addresses, will be a challenge that will be facilitated by official forms provided by the Secretary’s Office.
- Because substitute voters will be necessary when district convention voting delegates become unavailable, a form is being provided for use by congregations to notify the Synod of official substitutions.
- Because mail and email addresses change from time to time, a form is being provided to voters to provide to the Synod updated contact information.
- These forms are already available electronically at www.lcms.org/convention/presidentialelection. Printed forms may be requested from the office of the Secretary at LCMSSecretary@lcms.org.
THE VOTERS LIST WILL BE TESTED via email following each district convention and periodically thereafter to make certain that contact is maintained with every voter. Early notice of changes to the list will be helpful.
Raymond L. Hartwig
LCMS Secretary
Mailing #6: 01/15/12
Congregation Statistics Report
Very soon every congregation of the Synod will receive its 2011 “Congregation Statistics Report” form, to be filled out and returned to the Synod as promptly as possible. This report form has been simplified over the years to make certain that only essential information is being requested.
WHILE ALWAYS IMPORTANT AND HELPFUL, every congregation’s submission of its 2011 report is especially important this year, for two reasons in particular:
The information provided will be necessary for determining delegate representation at the 2013 Synod convention. Synod Bylaw 3.1.2 (a) specifies that an electoral circuit “shall consist either of one or two adjacent visitation circuits, as shall be determined by each district on the basis of the following requirements: each pair of delegates shall represent from 7 to 20 member congregations, involving an aggregate communicant membership ranging from 1,500 to 10,000.”
The 2010 convention amended Synod Bylaw 1.3.4 to make clear that the provision of statistical reports is an expectation of membership in the Synod. Congregations, “compelled by love for each other, accept the responsibility to support financially the work of the Synod and provide annual statistical information to enable the Synod to plan current and future ministry efforts ...”
OUR GOAL for the return of the 2011 Congregation Statistics Report forms must therefore be a 100 percent return. Please watch for the report form in your congregation’s mailbox, complete it, and return it promptly.
Raymond L. Hartwig
LCMS Secretary
Mailing #5: 10/31/11
“Grass-Roots” Participation
One stated objective of the Blue Ribbon Task Force on Synod Structure and Governance was “to broaden and amplify the participation and voice of the congregations” in the life and work of the Synod (The Final Report of the Blue Ribbon Task Force on Synod Structure and Governance, p. 22). The convention agreed with this objective by adopting several bylaw changes that advance such “grass-roots” participation of congregations, as already detailed in earlier postcard mailings.
BY WAY OF REVIEW:
The following can serve as a checklist of old and new opportunities for such “grass-roots” involvement by congregations in the mission and ministry of the Synod:
- Congregations designate representatives to attend circuit forums prior to their district conventions.
- Congregations discuss and nominate candidates for circuit counselor for the following triennium, submitting names and required information regarding the candidates to the current circuit counselor.
- Congregations discuss and then submit through their representatives to the circuit forum suggestions for mission and ministry emphases for the next triennium of the Synod.
- Congregations consider submitting other overtures for circuit forum (or district convention) consideration.
- Congregations elect their delegates to their district conventions, who will also serve as their voters in the election of President of the Synod prior to the Synod convention.
WHAT SHOULD CONGREGATIONS MAKE OF THIS?Some congregations may be inclined to participate minimally, but this list provides a very positive agenda for a regular or specially called voters meeting, an opportunity to pursue that greater sense of ownership, that “grass-roots” involvement advocated by the Blue Ribbon Task Force and the Bylaws of the Synod.
Raymond L. Hartwig
LCMS Secretary
Mailing #4: 10/15/11
Participation in Mission and Ministry Emphases Process
Prior to the 2010 LCMS convention, no synodwide approach existed for determining goals and emphases. This has changed. The 2010 convention provided a process for congregations, circuit forums, districts and the national convention to participate in determining triennial mission and ministry emphases for the Synod.
WHAT HAS CHANGED:
Beginning now, as congregations have voters meetings to select their representatives to their circuit forums and make their nominations for circuit counselors, they also have an opportunity to discuss and suggest mission and ministry emphases for the Synod, to be considered by their circuit forums and submitted to their district conventions. As stated in Synod Bylaw 4.2.1 (d):
The district convention is the instrument to receive overtures . . . including
overtures and recommendations for synodwide mission and ministry emphases
submitted by member congregations and adopted by a circuit forum. [Emphasis added]
UPCOMING CIRCUIT FORUMS JUST BECAME MORE IMPORTANT THAN EVER!
Congregations must prepare now by scheduling voters meetings to:
- designate a pastor and one member of the congregation to attend the circuit forum as the congregation’s official representatives (Bylaw 5.3.2);
- nominate pastors for the office of circuit counselor from pastors serving congregations and emeriti pastors (Bylaw 5.2.2 [b]);
- determine mission and ministry emphases (areas in which the Synod should concentrate its efforts during the next triennium) for consideration and action by the circuit forum (Bylaw 5.3.1 [b] [5]).
Raymond L. Hartwig
LCMS Secretary
Mailing #3: 09/30/11
Election of Circuit Counselors by Circuit Forums
Prior to the 2010 LCMS convention, the congregations of a circuit selected their circuit counselor using a ballot process largely carried out by the secretary of the district. This has changed.
WHAT HAS CHANGED:
The congregations of a circuit must now select their circuit counselor during a circuit forum prior to their 2012 district convention. According to Synod Bylaw 5.2.2:
The circuit counselor shall hold his position by virtue of his selection
by the circuit forum and ratification by the district convention.
WITH DISTRICT CONVENTIONS BEGINNING AS EARLY AS JANUARY 2012, congregations must prepare now for theircircuits’ forums. Every congregation must schedule a voters’ meeting to
- designate a pastor and one member of the congregation to attend the circuit forum as the congregation’s official representatives (Bylaw 5.3.2); and
- nominate pastors for the office of circuit counselor from pastors serving congregations and emeriti pastors (Bylaw 5.2.2 [b]).
FOLLOWING THE VOTERS’ MEETING AND PRIOR TO THE CIRCUIT FORUM, congregations must submit to their circuit counselors (1) the names and biographical information of their nominee(s) and (2) each nominee’s consent to serve if elected.
Raymond L. Hartwig
LCMS Secretary
Mailing #2: 09/15/11
Election of Delegates to Circuit Forums
Prior to the 2010 LCMS convention, Circuit Forums (official gatherings of representatives of the congregations of a circuit) were required to meet prior to national Synod conventions to conduct essential convention-related business. This has not changed.
WHAT HAS CHANGED:
Circuit forums now must also meet prior to district conventions to handle two essential items of business:
- Selection of a circuit counselor for the 2012-2015 triennium (for ratification by the convention)
- Adoption of overtures for district convention consideration, including recommendations for synodwide mission and ministry emphases for the 2013-2016 Synod triennium
WITH DISTRICT CONVENTIONS BEGINNING AS EARLY AS JANUARY 2012, congregations must plan now to elect their circuit forum representatives (Synod Bylaw 5.3.2):
The circuit forum consists of a pastor of each congregation [of the circuit] and one member of each congregation designated by the congregation
IT IS TIME FOR CONGREGATIONS TO SCHEDULE VOTERS MEETINGS to elect official circuit forum representatives. Specific information regarding the business to be addressed by these circuit forums will be provided in future mailings.
Raymond L. Hartwig
LCMS Secretary
Mailing #1: 09/01/11
District Convention Delegate/Alternate Delegate Elections
With district conventions beginning as early as January 2012, congregations are already in the process of electing delegates and alternate delegates—always an important responsibility.
IMPORTANT CHANGE: District convention delegates also will cast their congregations’ votes in the national election of the President of the Synod, as required by Synod Bylaw 3.12.2.3:
Four weeks prior to the national convention, the Secretary of the Synod, using lists of delegates in attendance at the prior year’s district conventions as submitted by the secretaries of the districts, shall provide, via a secure and verifiable method, opportunity for two voting delegates from each congregation in attendance at the previous district conventions who remain members of the congregations they represented to vote for one of the candidates for President....
AS CONGREGATIONS CHOOSE THEIR DELEGATES to their district conventions, they should note:
- Congregations can only participate in the 2013 vote for Synod President if they elect delegates.
- Delegates will only be permitted to participate in the vote if they attend their district conventions.
- While the electronic voting system to be used in the election of President will be user-friendly, some familiarity with and access to a computer and the Internet on the part of delegates will be helpful.
Information regarding how voting will be done will be addressed in future mailings.
Raymond L. Hartwig
LCMS Secretary