Program & Agenda

*Agenda as adopted by the assembly with amendments to the proposed agenda indicated by italics for insertions and strikethroughs for deletions.

Program — 20 May 2023

Agenda

Special Orders

Order of Business — Beginning 20 May 2023

Understanding the Program & Agenda

Program for the Synod Assembly

The Program of the assembly is the overarching schedule of events connected with our gathering. The business meetings are part of that overarching schedule. We also gather for worship and meals, and, sometimes, we gather for education, entertainment, and fellowship as well. Because there are many different and interdependent actors involved in providing meals and worship, the program of an assembly is set in advance by the assembly planning team under the oversight of the synod officers and Synod Council.

Agenda for the Synod Assembly

The Agenda of the assembly is the schedule that governs the business meetings of the assembly. While the program is set by the assembly planning team (as authorized and within the parameters set by the Synod Council), the agenda, is wholly owned by the assembly, i.e., the assembly sets the order of business and times at which special orders take place within the parameters of the governing documents and the parliamentary authority. Consequently, the assembly is provided with a proposed agenda, but it is free to adopt, amend, or reject the proposed agenda.

An agenda features two classes of order: (1) the order of business and (2) special orders. The order of business is the sequence in which business is handled. There are no specific times assigned to any of the items in the order of business (except for the call to order). One simply moves from one item to the next as each item is either completed or the assembly chooses to set the item aside for consideration at a later time. Special orders have assigned times, and a special order may interrupt the flow of business, suspending the flow of regular business until the special order is dispensed with. Once the special order has been dispensed with, the business resumes where it left off. If the chair neglects to proceed to special orders at the time appointed, any member can compel the chair to do so by “calling for the orders of the day.”

Four notes about unscheduled items (i.e., items that do not appear on the agenda):

• Recesses can take place whenever the assembly determines that it needs a break. The chair will, from time to time, order a recess at his/her discretion. A recess can be ordered by the assembly as well.
• The report of the Elections Committee may take place as soon as it is ready. When that report is ready depends upon the time it takes to count ballots. When runoff elections are required, the assembly may set a special order for such if it wishes. Likewise, the assembly may set as a special order the first general ballot after floor nominations have been received.
• Reference & Counsel, if it has been assigned work beyond its regular report, may report at its earliest convenience or at a time appointed by the assembly.
• Resolutions Committee, if it has been assigned work beyond its regular report, may report at its earliest convenience or at a time appointed by the assembly.
  

When the agenda is presented to the assembly, the chair will ask for a motion to adopt the agenda (i.e., the order of business and special orders). As mentioned, the agenda may be amended (like any other motion) as part of its consideration. Once approved, the agenda may be amended under the same rules used for amending something previously adopted. New special orders may be created by the assembly throughout the course of the session.

Adjournment

Adjournment often confuses people. You’ll note that there are two adjournments mentioned in the special orders and order of business. The first (under special orders) is rendered, “Adjournment to 1:00 PM.” This means that we are stopping business and reconvening for more business at 1:00 p.m. It is called an adjournment and not a recess because the members are free to disperse (and the length of time is significant). If it were just a short break and members were expected to remain near the assembly chamber, it would be called a recess.

The second mention is at the end of the order of business. It is rendered adjournment. When moved without qualifier, it is assumed to be a motion to adjourn sine die, a motion that closes the session without any plan to reconvene. In other words, we are done, really done and going home.

There is always a chance that the assembly may be of the opinion that there is more work to do but that such work cannot be done at the moment. What was done for the lunch adjournment can be done for any point in the future that still precedes the convening of the next regular assembly. The next meeting would be an adjourned meeting, and the assembly would pick up its work where it left off.