C-3 Report of the Conference Organization and Procedures Team

To the First Presidency and the World Conference:

The Conference Organization and Procedures Team met seven times during the inter-Conference period. As recommended in the team’s Charter, some of these meetings were held prior to or immediately following other World Church events such as Finance Board meetings and Field Officers meetings to allow for greater face to face interaction by Team members. Participants included 24 individuals from five countries on four continents and were a diverse mix of men, women, adults, and young adults.

The Team utilized electronic technology including e-mail, teleconferencing and video conferencing over the Internet in conducting its business in an effort to facilitate maximum participation by those not able to physically attend the meetings. Results of an extensive survey conducted with participants in the 2007 World Conference were scrutinized and those areas which fell within the scope of the Team’s mandate were given specific consideration. In addition, input was also gathered from individuals in informal field interviews and email. The Team utilized its Web page on the church’s Web site to communicate the topics it was exploring and to provide an address to contact the chairperson via email.

The Team addressed several specific issues as outlined by the First Presidency as well as others raised by Team members. An overarching consideration was how World Conference can be more accessible to young adults. Sub-teams were formed to explore in depth the following specific areas of interest and concern: Wireless Voting, Location and Transportation for Small Groups, Impact of Conference Chamber Renovations, Common Consent, G-3 – Initiation and Consideration of Legislation, G-5 – Participation in Conferences within Geographically Large Mission Centers and G-7 – Greater Participation by Delegates to the World Conference, Conference Ecology, and Standing Rules. Each of the sub-teams was encouraged to consider in all their discussions how youth and young adults might be impacted. This report attempts to summarize the deliberations of the sub-teams and the Team, and to convey specific recommendations growing out of those efforts.

Wireless Voting
In an effort to streamline the voting process during legislative sessions, the Team explored the possibility of utilizing computerized wireless voting. It was determined through considerable investigation that the technology is available and that it could be utilized for World Conference. However, such use is not financially feasible at the present time because of the number of delegates.

The Team recommended that future COPTs continue to actively pursue this possibility as the benefits to the legislative flow and the accuracy of votes are obvious.

Location and Transportation for Small Groups
The Team noted that concern was expressed after the 2007 World Conference regarding the difficulty some individuals had in participating in the Discernment Groups because of the location of some of these small groups. A number of alternative forms of transportation (i.e. golf carts, busses, etc.) and locations (i.e. former Independence Regional Health Center building, etc.) were considered. The Team expressed support for the small group opportunities. Suggestions and observations were shared with the World Conference Core Team which is planning the program for the 2010 Conference.

Impact of Conference Chamber Renovations
The potential impact of proposed renovations to the Auditorium Conference Chamber was examined by the Team. The possible reduction in seating capacity on the main floor of the Chamber was of particular interest to the Team because of the potential need to reduce the number of World Conference delegates. The Team expressed consensus that when the renovations are completed, no delegates should be seated in the balcony. A number of other issues were discussed including the possibility of the need for an amendment to the World church bylaws to adjust the aforementioned total number of delegates. However, no formal recommendations were forthcoming as the Team learned that the proposed renovations were indefinitely postponed due to financial considerations.

Common Consent
The First Presidency requested that the Team explore issues of common consent carried over from 2004-2007. While no specific recommendations emerged from the Team’s discussion, there was consensus that some basic principles should be included in this report for continuing consideration:

• Community of Christ remains committed to exploring how to make decisions with common consent. Practices that were innovative are now part of World Conference and we continue to learn everything we can about what works and how we can improve in the future.
• Principles and practices outlined in ‘Part 1: Organization’ of the Church Administrator’s Handbook can and should inform all jurisdictional levels of the church as they consider various issues within the framework of a theocratic democracy.
• To the fullest extent possible, all legislation should be presented only after a sufficient time for deliberation and discernment at all jurisdictional levels starting with the congregation.

G-3 – Initiation and Consideration of Legislation
The Team was asked by the First Presidency to offer some suggested guidelines for its use in determining what matters might be of such an urgent nature that they should be brought before the World Conference even though they fall outside the provisions included in a resolution adopted by the 2007 World Conference. Those provisions require that any legislation must be approved by a mission center conference or a quorum, council, or orders of the World Church or committees of the World Conference and that such legislation must be submitted to the First Presidency no later than 120 days prior to the opening day of each World Conference. That same resolution, however, provided that “with the approval of the First Presidency” legislation may be submitted “if such legislation is of an urgent nature or is required because of actions taken during the current World Conference.”

The Team approved a list of six suggested guidelines and forwarded them to the First Presidency for its consideration and use.

G-5 – Participation in Conferences within Geographically Large Mission Centers and G-7 – Greater Participation by Delegates to the World Conference

The 2007 World Conference referred item G-5 to the First Presidency and item G-7 to the Conference Organization and Procedures Team. Because the two items were somewhat related, the Presidency asked the COPT to consider item G-5 as part of its charter.

Item G-5, as amended by the Conference, proposed a bylaw amendment that would give mission center councils the authority to establish “procedures through which necessary conference decisions shall be made subject to the approval of the field apostle within World Church guidelines and policies.” After reviewing the proposed bylaw amendment, the Team reached consensus that in view of many good methods of communication available today for teleconferencing, both with and without video, that Article VI, Section 5 of the Bylaws already provides the guidance to the church in the matter of G-5 and, hence, the proposed amendment is not necessary. The Team communicated its feelings to the First Presidency and recommended that a communiqué from the Presidency be sent to the church as soon as possible to bring resolution and clarity.

Item G-7 called for an experiment to be conducted to determine the feasibility of having delegates who are unable to attend World Conference in person participate remotely via the Internet. A sub-team of the COPT devoted a considerable amount of time and effort to this consideration. The sub-team’s thorough report was approved by the Team and was forwarded to the First Presidency.

The sub-team’s work included reviewing a variety of web conferencing software packages, experimenting with existing hardware capabilities within the headquarters complex, and conducting one remote test between Haiti and Independence, Missouri (USA). An additional test was planned during the United States International Youth Forum, but was canceled due to budgetary considerations.

A number of concerns emerged during the investigation including;

• Time zone issues (legislative sessions held in the afternoon Central USA time would be in the middle of the night in some locations.
• The unreliability of electricity and Internet connectivity in some locations could cause intermittent interruptions thus violating the requirement that all participants at least have simultaneous audio access to all proceedings.
• Interfacing with the Delegate Recognition System would require careful planning and execution.
• Headquarters equipment would need to be upgraded to accommodate remote-site conferencing. The estimated cost is approximately $3,500.

These concerns notwithstanding, the Team concluded that remote participation in World Conference is feasible. Consequently, the Team proposes the following bylaw amendment to permit remote-site participation:

Amend Article IV, Section 2, paragraph g by striking out the paragraph and inserting the following in its place:

g. Delegate voting and participation. In general, each person elected as a delegate and certified by the credentials committee shall be entitled to cast one vote each time a vote is taken. Delegates who are present shall obtain the floor and vote in a manner directed by the presiding officer. In mission centers that are unable to send a full slate of delegates due to visa restrictions or other factors the First Presidency may provide for the use of remote conferencing systems where appropriate technology is technically feasible. On the recommendation of the First Presidency, the conference standing rules shall establish needed procedures for remote delegate participation or proportional voting as may be necessary.

The Team further recommends that experimentation continue during the inter-conference period prior to the 2013 World Conference and that the First Presidency, in harmony with the proposed bylaw amendment, provide for limited use of remote-site participation at the 2013 World Conference.

Conference Ecology (Footprint Reduction)
A sub-team worked with the Earth Stewardship Team to develop recommendations to reduce the impact of World Conference on the environment. The sub-team focused on four areas: Reduce, Reuse, Recycle, and Education. Fifteen specific recommendations were developed. The Team approved the recommendations which were forwarded to the First Presidency.

Some of the specific recommendations were:

• Encourage, perhaps even organize, car pooling to get to and return from the Auditorium for events.
• Use electronic projection in Discussion, Exploration, and Information Sessions rather than individual handouts.
• Provide containers around the headquarters complex for paper, aluminum, and plastic recycling.
• Do a daily announcement of an Earth-friendly tip before business meetings.

Standing Rules
The COPC recommends the following standing rules for the 2010 World Conference:

1. The Credentials Committee shall report the names of certified delegates and alternates at the opening of the Conference. The Credentials Committee shall be authorized to proceed with the certification of alternates as delegates according to predetermined guidelines, without further reference to the Conference. (Guidelines: The alternate delegates certified to the Credentials Committee shall be listed in the order of votes cast for them at their election, and shall be seated by the committee in place of regular delegates who cannot attend, in the order of such listing, it being understood that the action of the Credentials Committee in this regard shall be based on a written statement signed by the administrative officer and secretary of the Conference concerned, indicating which properly selected delegates cannot be present. This statement must in the hands of the Credentials Committee not less than ten days prior to the opening of World Conference. If a permanent vacancy occurs, due to an emergency during the ten days prior to Conference or while Conference is in session, the Credentials Committee may seat the next listed alternate, if requested in writing by the administrative officer of the Conference concerned or the officer’s designee.)
2. Delegates in identified delegations without full representation will cast proportional* votes equal to the number of delegate votes provided in the rules of representation. This procedure will provide full voting strength to identified jurisdictions that are unable to send a full slate of delegates to the Conference. Because this procedure may make it difficult for the Chair to determine the outcome of a vote under some circumstances, the Chair will provide for a counted vote on substantive issues if there is any possibility that the outcome is in doubt.
   *For each delegation using proportional voting, a ratio will be established by dividing the total number of delegates the jurisdiction is entitled to by the number of delegates registered and certified, carried out to the second decimal place. Within each delegation, the number of votes for and against a particular proposition will be multiplied by the ratio and rounded up or down to the nearest whole vote. The rounded totals will be reported.
3. Conference registration badges are to be worn during any delegate caucus or mass meeting and during Conference business sessions.
4. In compliance with WCR 1290, legislation to be considered at the World Conference shall have been approved by a mission center conference or by quorums, councils, the Presiding Bishopric, or orders of the World Church or committees of the World Conference. In order for such legislation to come before the World Conference, it must have been submitted to the World Church Secretary no later than one hundred and twenty (120) days prior to the opening day of each World Conference.
5. During World Conference quorums, councils, the Presiding Bishopric, and orders of the World Church and caucuses authorized by the First Presidency shall meet for fellowship, spiritual growth, and educational pursuits and to consider pre-submitted legislation and other matters to be brought before the World Conference. With the approval of the First Presidency legislation from councils, quorums, the Presiding Bishopric, and orders of the World Church and of authorized caucuses may be submitted during the World Conference if such legislation is of an urgent nature or is required because of actions taken during the current World Conference.
6. During World Conference, resolutions shall be presented to the World Church Secretary. Any of the above bodies may consult with the Resolutions Committee regarding wording and form before submitting resolutions to the World Church Secretary.
7. No delegate shall speak in debate more than once on the same question on the same day or longer than three minutes without permission of the Conference, granted by a majority vote without debate. In the case of mover and first speaker in opposition, five minutes shall be allowed. These time limits shall be doubled for non-English speaking delegates whose remarks require translation. Individuals called on to provide information are not governed by this rule.
8. The chairperson may allow up to five minutes for non-English speaking delegations to discuss a question among themselves prior to taking the vote. Such a pause may be at the initiative of the chairperson or the translation chief.
9. The First Presidency shall formulate and adjust the agenda each day as required. Therefore, the printed agenda is for guidance only and shall not be considered as either general or special orders.
10. During the proceedings of the conference, the “request for information” will not be considered a privileged motion. Therefore, delegates seeking the floor to make a “request for information” will not be given any special preference in recognition, but may obtain the floor in the same manner as those wishing to speak in debate.
11. As provided in the Bylaws, rules contained in the Tenth Edition (2000) of Robert’s Rules of Order, Newly Revised shall govern the Conference in all cases to which they are applicable and in which they are not inconsistent with the current Rules of Order of the church and these standing rules.
12. Any of these standing rules may be suspended by a majority vote of the body without debate. A two-thirds vote will be required to amend or repeal these standing rules.

On behalf of the Team, the chairperson would like to thank the First Presidency for the opportunity to assist in this task by having direct input into the organization and operation of World Conference. He would also like to express personal appreciation to all the participants for their thoughtful and active participation in the Team’s work. Although the members held a variety of opinions, the manner in which they shared and discussed those divergent views was exemplary of what it means to be the Community of Christ.

John S. Wight, chairperson
Erica Blevins Nye
Barbara Borkowski
John Chatburn
Stephen Donahoe
Amanda Edsal
Moana Faana
Sandee Gamet
Greg Goheen
Stephen Hatch
Cheryl Hipp
Derek Judd
Catherine Mambwe
Larry Martin
Carol McLaughlin
Andrew Shields
Sue Sloan
Johnny Stabno
Malcolm Stephenson
Francisco Trevino
Larry Tyree
Wim van Klinken
Derrick Williams