08 Jul GS 2019 art 122

Posted at 11:40h in CanRC, GS 2019 by

GS 2019 Article 122 – Guidelines

1.   Material

  • 1.1    Synod Guidelines Report by the executive committee of GS 2016 (8.2.1.1)

2.   Observations

  • 2.1    The report indicates that the authors analyzed the submission of the Dunnville CanRC, convening church of GS 2016, which made a number of suggestions on how to improve the Guidelines.
  • 2.2    The report concludes that two changes to the GS Guidelines are advisable as follows:
    • 2.2.1    Re: submitting hard copies to general synod. The current guideline reads “All material for Synod should be received by the convening Church (in digital format and five paper copies) not later than six weeks prior to the convocation of General Synod.” The report takes up the suggestion of Dunnville that five paper copies are not necessary and so suggests dropping that requirement completely. The report indicates that the one paper copy needed for the archives of general synod can be printed out by the convening church.
    • 2.2.2    Re: submitting digital copies to general synod.
      • 2.2.2.1   Since submissions came to GS 2016 in a variety of digital formats creating unnecessary extra work for the convening church, Dunnville suggested that a guideline be added indicating that “All scanned submissions should be in .pdf, .doc, or .docx file format.” The executive committee consulted a brother whose profession is in “IT security.” He suggested that submissions to synod be limited to PDF and that these should not be in picture PDF (which are not searchable) but in text PDF (which are searchable).
      • 2.2.2.2   Concerning authenticating submissions, Dunnville suggested the addition of the following guideline: “Proper electronic signatures will be accepted as a suitable means of verifying the authenticity of a submission.” The brother consulted considered that this would not be practicable as most submitters will not have the necessary software. He also suggested it would not be necessary in our church community as “there are other ways to verify whether a letter is authentic or fraudulent.” The executive committee recommends “that the convening church ensure all agenda items for a synod are in text PDF format. We further recommend that the convening church and synod decide for themselves how to verify the authenticity of a submission.”
    • 2.2.3 Re: Separate Submissions for Separate Topics. Dunnville suggested and the executive committee agreed that “If at all possible and feasible submitters should stick to one topic in each of their submissions.” However, this is not that simple in practice since a church may at times deal with a Committee Report (e.g., CCCNA) which itself covers more than one topic. They conclude that while the convening church can make this request of those who submit items, “the convening church will still need to check the contents of a letter to see whether it covers more than one topic.” 
    • 2.2.4 Re: General. The executive committee believes that “the suggestions from Dunnville actually only require one minor change to the Guidelines [see above 2.2.1]. For the rest, Dunnville’s concerns can be decided upon by the convening church itself. Thus the report recommends adding the following to Guideline I.A.:
      • The convening church is free to undertake whatever measures are needed to improve the operations of a synod. Such measures include, but are not limited to, standardizing file formats to text PDF; standardizing file names to include the agenda item number, the topic, the source, and the date; verifying the authenticity of submissions.

3.   Considerations

  • 3.1    The authors of the report are to be commended for carefully analyzing and interacting with the submission of Dunnville, even conducting further research, and providing useful recommendations to GS 2019.
  • 3.2    There seems to be no reason to require submitters to produce five written copies alongside of the digital format. On the other hand, for submitters to send in one written and duly signed copy will serve two useful purposes: it will serve to authenticate the digital submission that it accompanies and it will serve as the copy needed for the archives for general synod. Having this as a guideline will alleviate the convening church from having to make at least one hard copy of all digital submissions for the purpose of the archives of general synod.
  • 3.3    Having searchable text PDF documents (as opposed to picture PDF) for synod delegates is very important since synod members need to both search through the text of the submissions as well as “copy and paste” when it comes time to formulate advisory reports. Thus it is advisable for this expectation to be laid out in the Guidelines for Synod and that the convening church ask churches (and other submitters) for searchable text PDF documents in order to avoid as much unnecessary work as possible for the convening church. When such a submission proves unfeasible on the part of the submitter, the convening church shall endeavour, as much as feasible, to provide a searchable text PDF of the submission.
  • 3.4    It will be useful for the convening church to ask the churches (and other submitters) to send in submissions on one topic per document. In the event that more topics are sent in under one submission, the convening church is free to decide how best to handle it and where to place it on the proposed agenda.
  • 3.5    The addition to Guideline I.A. as suggested in the report is helpful in that it clarifies for the convening church that it has the necessary flexibility in handling the practical affairs related to receiving, organizing, and distributing submissions to general synod.

4.   Recommendations

That Synod decide:

  • 4.1    To express gratitude to the four brothers for their helpful report.
  • 4.2    To change the following Guidelines to read:
    • 4.2.1 Guideline I.A.
      • The convening Church shall set the date on which Synod shall meet (cf. CO Art. 49). The convening church shall publish the date along with the rule:
        • All material for Synod should be received by the convening church in paper or digital format (searchable text PDF as much as feasible) no later than six weeks prior to the convocation date of general synod. Those submitting material shall ensure that one signed copy is available for the archives of General Synod. Material received after this date shall ordinarily not be added to the agenda unless Synod is satisfied that the reasons given for later arrival are reasonable.
    • 4.2.2 Guideline I.E 
      • All material for Synod should be received by the convening church in paper or digital format (searchable text PDF as much as feasible) no later than six weeks prior to the convocation date of general synod. Those submitting material shall ensure that one signed copy is available for the archives of General Synod. Material received after this date shall ordinarily not be added to the agenda unless Synod is satisfied that the reasons given for later arrival are reasonable.
  • 4.3    To add to Guideline I.A. the following:
  • The convening church is free to undertake whatever measures are needed to improve the operations of a synod. Such measures include, but are not limited to, standardizing file formats to text PDF; standardizing file names to include the agenda item number, the topic, the source, and the date; verifying the authenticity of submissions.
  • 4.4    To send a copy of the updated Guidelines to the convening church of the next general synod to assist in their preparations.

ADOPTED

During discussion, the following amendment had been moved, seconded and adopted:

  • To replace in recommendations 4.2.1 and 4.2.2 the words:
    • All material for Synod should be received by the convening Church (in digital format (searchable text PDF as much as feasible) and one signed paper copy for the archives of general synod) no later than six weeks prior to the convocation date of General Synod.
  • with the words:
    • All material for Synod should be received by the convening church in paper or digital format (searchable text PDF as much as feasible) no later than six weeks prior to the convocation date of general synod. Those submitting material shall ensure that one signed copy is available for the archives of General Synod
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