HOW TO WRITE A RESOLUTION

							                            RESOLUTIONS FOR DIOCESAN CONVENTION
                               WHAT? WHO? WHEN? HOW? WHERE?

The next convention of the Diocese of Oregon is November 9 & 10, 2006 at the Salem Conference Center,
Salem, Oregon. Regular business includes the processing of resolutions, but many churches never see the
resolutions, and many delegates do not fully understand the resolution process. So here’s how to make the
process work so that you are better informed.

What is a resolution?
A resolution is an original main motion which, because of its complexity or need for explanation or
background, is written in a particular format. They are proposals, put in form for debate, amendment,
clarification and eventual vote. They are initially assigned to the Committee on Resolutions of Policy for
review. The Committee meets on Thursday evening of convention to discuss resolutions submitted. Those
delegates who wish to address a particular resolution should attend the Committee meeting and express their
views at that time.

Who can write a resolution for Diocesan Convention?
Any church member can write a resolution concerning the mission and ministry of our church. To become a
part of the convention’s business however, it requires sponsorship or endorsement of one or more of the
following:

              A delegate, lay or ordained
              A parish vestry
              A commission or committee of the diocese
              A convocation
Resolutions should be confined to things that can be accomplished by the Diocese of Oregon. The maker of the
resolution should be prepared with proper research to advise as to the financial impact of the resolution and the
source of any funding required. The maker should also give courtesy notice of the resolution to the chair of any
Diocesan Commission or Board or Committee that is affected by the Resolution.

Are there any other sources of resolutions?
Yes, The General Convention of the national church passes many pieces of legislation which have a direct
bearing upon our diocesan and local church life. The deputies bring back this information and pass it along in
the form of a resolution for our consideration.

What happens in the Committee on Resolutions of Policy?
The Committee can make amendments, changes, clarifications and grammatical corrections to any resolution.
It can also consolidate several resolutions addressing the same issue. They cannot write a completely new
resolution. The Committee then recommends adoption or rejection when the resolution is presented to the
convention for action.

When will we first see the resolutions?
Resolutions must be received at the Office of the Bishop by 4:00 p.m. on Friday, August 11, 2006 (90 days
prior to Convention). They will be printed in the Oregon Episcopal Church News in the September issue.

Is there any provision for late resolutions?
Yes. Any late resolutions must be submitted to the Chair of Dispatch of Business or to the Convention
Secretary (Jonathan Weldon) by 5:00 p.m. on Thursday, November 9, 2006 at the Convention site. However, it
is important to submit any resolutions not meeting the 90-day deadline as soon as possible, giving the
Committee as much time as possible to review. The maker of a late resolution must bring 10 copies to the
Secretary of Convention, and the resolution as a Word® document on a floppy disk, to Convention for use of
Convention officers in its consideration. Late resolutions require a special vote of Convention to be considered.
It takes a three-fourths vote of the Convention body to refer any late resolutions to the Committee on
Resolutions of Policy for its recommendation and for action by Convention.

How Do I Write a Resolution of Policy or an Amendment to the Constitution and Canons?
Start with the resolved part (the motion), then an explanation or rationale (not to exceed 150 words) and the
implications or financial impact (what expenses are involved, if any, and a proposal for how the budget should
be modified to address that need given the “balanced budget” constraints of the Diocesan Canons). There are
no “Whereas” clauses.

EXAMPLE:

       Resolved, State the resolution to be brought before convention. Remember, resolutions should be
       confined to things that can be accomplished by the Diocese of Oregon. If there are expenses involved,
       the resolution must include a proposal for how the budget should be modified to address that need given
       the “balanced budget” constraints of the Diocesan Canons, i.e., the dollars to be taken from a specific
       line item in the budget in order to fund the expenses expected from adopting the resolution.

       Explanation/Rationale: Give reasons why the resolution should be adopted in 150 words or less.

       Implications/Financial Impact: A brief statement about the expected result of adopting the resolution.
       Explain what expenses are involved, if any.

Can I get help in writing a resolution?
Yes. If you need help in writing a resolution, contact the chair of the Committee on Resolutions of Policy: The
Rev. Dcn. Thomas English, 166 E 13th Street, Eugene OR 97405-3534; e-mail: english@rio.com; telephone:
(541) 343-9253; or the parliamentarian, Peggy Long, 1635 SE Williams Ave., Gresham, OR 97080; e-mail:
pjl.prp@verizon.net; telephone: (503) 667-1278.

Where do I submit a resolution?
All timely resolutions must be received by the Secretary of the Diocese by 4:00 p.m. on Friday, August 11,
2006. They should be submitted:
       1. By an e-mail attachment or on a floppy disk as a Word® document; and
       2. By forwarding a hard copy to the Secretary of the Diocese by U. S. mail.
Late resolutions should also be mailed to the Secretary as soon as possible, or delivered to the Chairman of
Dispatch of Business, The Rev. Robert Morrison, before 5:00 p.m. on November 9, 2006 at the Convention site,
along with 10 copies. In either case, provide the late resolution in a Word® document on a floppy disk at the
Convention site.

       E-mail resolution as Word® document attachment to:
       susanc@diocese-oregon.org

       Mail hard copy of resolution and resolution as Word® document
       on floppy disk (if not e-mailed) to:
       Jonathan Weldon, Secretary
       Diocese of Oregon
       11800 SW Military Lane
       Portland, OR 97219-8436