The Southeastern Pennsylvania Synod ELCA will gather for a special online business meeting on Saturday, April 24.
The changing times of this pandemic have forced us to rethink how we hold meetings and equip leaders and congregations — and the 2021 Synod Assembly is no exception.
The business portions of this year’s Assembly will be totally online. And because most people would find it tedious to be logged in to an online meeting for two full days (our usual Assembly schedule), we have pared down the agenda to fit into one day. The online business meeting will be on Saturday, April 24.
This year’s Assembly theme is “Serving an Unchanging God in Changing Times” which will be living into during our online gathering. The agenda features prayer and preaching, presentations by the bishop and other Synod officers, adoption of the 2022 budget, and important elections for Synod Vice President, Churchwide Assembly, Synod Council, and committees.
In normal times the Assembly is a time to catch up with friends and colleagues and experience the diversity of Synod ministries. We can’t do that during the pandemic restrictions, so we will adapt by:
Although the event is online, there is a registration fee. In fact, the fees will not cover all of the costs of our meeting. While we do not have to rent space and provide meals, we are leasing the virtual meeting platform and technical personnel to manage the meeting. We are also purchasing audio visual equipment that we can use years into the future, instead of hiring equipment and crew each year.
[ Watch this space for the Assembly live stream.]
This Assembly in sacred cyberspace is just one more example of how the Synod staff, rostered ministers and congregations have adapted our ministries to the “new abnormal” of the coronavirus pandemic.
“I’m inspired by the ways that congregations and leaders have pivoted to online ministry. Now the Synod Office is stretching to host an online Assembly that will create community while keeping everyone safe during this ongoing public health emergency,” says Bishop Patricia A. Davenport.
Click a heading below to see more.
One-day business meeting Saturday, April 24.
Online, interactive meeting.
All congregations can register an additional youth/young adult voting member.
Register early: Until March 5, the cost is $110 per person. March 5-26, cost increases to $140.
All registrations must be received and payments postmarked by March 26. There will be no late or “at the door” registration.
The Assembly will feature a one-day, Saturday business session.
All presentations, floor discussions, and voting will take place online.
You can attend from the comfort of your home.
Two-tiered registration: Register early by March 5 and save.
Voting members will need computer/internet access and a unique email address.
Some presentations will be available before the business meeting for viewing or discussion.
We plan to offer an in-person worship, fellowship, and learning event later in the year when it is safe to gather in groups again.
About our logo: Designer Katie Simbala says that “I used some paint brushes, thinking of God as the artist. [God] doesn’t change, but the works of [God’s] hands do. So in changing times, there is uncertainty. I imagined that every once in a while the artist would need to clean his brush. Maybe these changing times are just a paint blot in the grand scheme of it all.”
Registration is open to rostered ministers of the Southeastern Pennsylvania Synod and the voting members selected by each congregation. (See technology requirements below before registering.)
Due to the online assembly, there will be no visitor registrations. The Assembly will be live-streamed for non-voting members and guests on this webpage.
For our 2021 Synod Assembly, the registration fees are as follows:
Early Bird Registration: Now through March 5 — $110
Registration: March 6 through March 26 — $140
IMPORTANT: There will be no late registrations accepted past March 26 due the need to set up security codes and relay voting information prior to the event.
FEES & FINANCIAL ASSISTANCE: The Assembly Planning Team and Synod Staff strive hard to keep costs down as much as possible. Although the 2021 Assembly fee is greatly reduced from that of an on-site event, we understand it is still significant. Some individuals may question what costs are associated with a virtual event. Some of the major items your registration fee covers include the use of Lumi’s voting software, purchase of new technological equipment needed to host the online event, and additional tech staff to support the event.
This year we are offering a two-tiered approach to registration and encourage you to register early to keep your costs down. The greatest benefit to congregations is to register by the early bird deadline of March 5, 2020. Those who register later will pay higher fees. We invite you to join us as we strive to be good stewards in all things. We thank you for your partnership.
We offer limited financial assistance, when possible, for lay voting members.
You can apply for assistance at this link:
Please read the Technology Requirements (below) before registering.
MATERIALS: No later than April 10, the detailed agenda, the bulletin of reports, video reports, election information, worship materials and more will be posted. Voting members, please be sure you have read all these materials PRIOR to Assembly and printed out anything you wish to have in hand during the event.
CREDENTIALS: Voting members will receive their voter login information from us via email by April 16.
This will be emailed to the address you registered with.
If you do not receive your access code by the end of day April 16 please contact Cynta Outterbridge at 267-323-3742 or coutterbridge@sepa.org.
ACCESS FOR INDIVIDUALS WITHOUT VOICE OR VOTE:
The event will live streamed on YouTube, Facebook and our Synod Website. Links will be posted on the Assembly site.
EQUIPMENT: Our meeting platform is Internet-based and requires the use of a desktop or laptop computer. Mobile devices and tablets are not supported.
Each registrant must have:
TRAINING & TECHNOLOGICAL ASSISTANCE: Closer to the event, the Assembly site will feature training materials including video tutorials and printable guides for voting members.
The SEPA Synod’s Nominating Committee is currently looking for help as we seek to raise up new leaders from across our synod. We are looking for qualified persons, both clergy and lay, to serve as nominees for the election at the SEPA Synod Assembly on April 23-24, 2021.
This year we have over 30 positions to fill and we will need your help in identifying qualified and gifted lay members and clergy that are willing to serve. We are asking you to contemplate and pray about who you think would be effective and called to the positions listed below. If you think of someone, approach them, talk to them about why you want to nominate them and ask if they would be willing. If they are willing give them the nomination form (linked below) and have them follow the instructions for nomination. We ask you to keep in mind that we are a diverse synod and we want our leadership to reflect that in age, ethnicity, and those whose primary language is other than English.
Please submit names of prospective nominees as soon as possible, but before February 15, 2021.
The positions to be filled are below:
Synod Council – Synod Council serves as the board of directors of the synod. They meet 5 to 6 times per year and serve as the legislative authority between meetings of the synod assembly.
Open seats:
(Young Adult – between the ages of 18 and 30 at time of election or appointment)
To be filled from last year, 2020 Assembly not held:
Current positions to be filled, 2021 Assembly:
(Youth – under the age of 18 at the time of election or appointment)
Synod Vice President – In addition to these positions, the Assembly will also be electing a Vice President for a term ending 2025. The Vice President shall be a lay person, who is a voting member of a congregation of our synod. According to the Constitution, Bylaws and Continuing Resolutions of the Southeastern Pennsylvania Synod,
S9.05. The Nominating Committee shall nominate at least one person for vice president only if there is an incumbent; otherwise the Nominating Committee shall nominate at least two persons for vice president. Additional nominations may be made from the floor.
The Committee on Discipline – specifically considers the discipline of rostered ministers, officers, congregations, and members of congregations. The process of discipline is described in detail in Chapter 20 of the Constitution, Bylaws, and Continuing Resolutions of the Evangelical Lutheran Church in America. The Committee on Discipline does not hold regular meetings. The members of this committee serve on an “as needed” basis. Members serve for one six year term.
Committee on Discipline:
The Consultation Committee – seeks to resolve disagreements within congregations on “substantive” issues. “When there is disagreement between or among factions within a congregation on a substantive issue which cannot be resolved by the parties, members of the congregation may petition the synod bishop for consultation after informing the president of the Congregation Council of their intent to do so.” The Consultation Committee does not hold regular meetings. The members of this committee serve on an “as needed” basis. Members serve for one six year term.
Consultation Committee
Churchwide Assembly positions – August 8 – 12, 2022 is the date of the Churchwide Assembly in Columbus, OH. Our Synod is to send a total of 16 voting members to the CWA. The Bishop and the Vice President are two of that number. In addition to them we have the following positions:
To ensure diversity in ethnicity, language, and age at the CWA, we also are to have
Nominees for ELCA Church Council – SEPA Synod is in the rotation to put forward nominees to serve on the ELCA Church Council. The Synod Assembly needs to send 2 nominees to stand for election to the Church Council at the 2022 Churchwide Assembly, where one of them will be elected to serve.
If you identify anyone wishing to be nominated for a position please use the nomination form below and submit it by February 15, 2021. We appreciate you taking time and care as you submit nominations for consideration by the synod council and nominating committee. By submitting a nomination form it does not guarantee a nomination.
The Nominating Committee requires all nominees submit a digital photo of themselves and respond to the following questions – (1) List your top five spiritual gifts and/or personal gifts you would bring to the position if elected, and (2) How have you used these gifts in service to the church and your work?
A digital photo and response to the questions are required for a nominating form to be considered complete. Nominating forms submitted without the required information will not be accepted and will not be placed in nomination.
Completed nominating forms, and answers to the “spiritual and personal gifts” question, should be sent to: Pr. Joseph Klinger, Nominating Committee Chairperson
Digital photos must be sent to:
Ms. Cynta Outterbridge
Database Manager
Southeastern Pennsylvania Synod
coutterbridge@sepa.org
Please note:
Early Bird Registration Deadline |
March 5, 2021 |
Deadline for Bulletin of Reports & Video Report Submissions |
March 12, 2021 |
Deadline for Anniversary Celebrants Submissions |
March 12, 2021 |
Final Registration Deadline Note: There will be no late registrations accepted past this date due the need to set up access codes and relay voting information prior to the event.) |
March 26, 2021 |
Deadline for Reference and Counsel Submissions |
March 27, 2021 |
Video Tutorials Posted for Synod Assembly Orientation |
March 31, 2021 |
Board of Reports & Video Reports Posted to Website |
April 9, 2021 |
Resolutions Posted to the Website |
April 9, 2021 |
Online Synod Assembly Orientation |
To Be Announced |
Synod Assembly |
April 24, 2021 |
According to the Synod Constitution, the Synod Assembly shall include “a minimum of two lay members elected by each congregation related to the synod, one of whom shall be male and one of whom shall be female.” (S7.21c) In addition, the Synod Council is charged by the constitution to “establish a formula to provide additional lay representatives from congregations on the basis of number of members in the congregation.” (S7.21c)
“In addition to the voting members to Synod Assemblies established by the constitutional provisions, each congregation may send as one additional voting member a confirmed youth/young adult up to the age of 25 who is a voting member of their congregation.” (From a resolution passed by the 2008 Synod Assembly)
The following congregations with more than 2,000 baptized members (2020 statistics) are allocated two additional lay voting members (total four) plus one youth/young adult voting member:
The following congregations with more than 800 but less than 2,000 baptized members (2020 statistics) are allocated one additional lay voting member (total three) plus one youth/young adult voting member:
The following bi-lingual congregations are allocated an additional lay voting member (total three) plus one youth/young adult voting member:
The following congregations with significant numbers of baptized persons of color and/or persons whose primary language is other than English are allocated an additional lay voting member (total three) plus one youth/young adult voting member:
Other congregations not listed above all reported less than 800 baptized members and do not have significant numbers of members who are persons of color or whose primary language is other than English (2017 statistics). These congregations are allocated two (2) lay voting members, one male and one female plus one youth/young adult voting member.
ROSTERED MINISTERS AND LAY VOTING MEMBERS: We recommend that the pastor or a church official register voting members. Your contingent can be registered at once as a group by indicating the number of members in the box next to Early Bird or Regular registration. Full information must be entered for each registrant; no 'placeholder' registrations can be accepted. Remember: Each person with voice and/or vote must have a unique email address. (See "Technology Requirements" above.)
The pastor and/or council president must submit the Voting Member Certification Form for each individual. The form is mailed to Cynta Outterbridge at the Synod Office.
You may choose to pay by credit card using our secure payment processing system, or select the "Bill Me Later" option to submit a check. You will receive a confirmation email. Please allow this email to serve as your invoice.
Because of recent postal system delays, please make sure your payment is postmarked by March 26, 2021 to guarantee receipt at the Synod by Assembly.
Mail your check payable to SEPA Synod to the address below:
Finance Office
Southeastern Pennsylvania Synod
7241 Germantown Avenue
Wiedemann Center,
Philadelphia, PA 19119
Please read the Technology Requirements (above) before registering.
VOTING MEMBER CERTIFICATION FORM
View these documents for instructions and tips for offering resolutions and memorials for consideration by the Assembly.
THE PURPOSE OF REFERENCE AND COUNSEL
(a) Recommend adoption.
(b) Offer a substitute.
(c) Recommend that the proposed matter not be adopted.
(d) Refer the matter to appropriate committees, boards, agencies, etc. for further consideration.
(e) Offer a synodical or Church minute of previous action as a response.
(f) Commend the resolution.
(g) Recommend no action.
(h) Recommend or reject the distribution of materials.
LANGUAGE OF RESOLUTIONS AND MEMORIALS
COMMUNICATIONS FROM SYNODS TO THE ELCA
NOTE: The synod in Assembly may address the synodical organization or civil authorities directly and through the Synod Council and Bishop.
REMEMBER... ...The Synod Assembly is a democratic process involving approximately 600 voting members.