AC 2020 Information
Kentucky Annual Conference
December 6-8, 2020
All times Eastern Standard Time
At one of our Annual Conference Program and Arrangements meetings, while still in the early days of wrestling with the impact of living in a pandemic, District Superintendent Susan Jinnett-Sack led our devotion time with three words: grief, grace and glory. These three words - grief, grace, and glory - have become touchstones in my daily living and in preparations for our Annual Conference. Certainly, we join our world in the grief of illness, loss of usual activities, and loss of life. We are deeply grieved that we will be unable to gather together in person for Annual Conference this year. We grieve the time we would spend together sharing in worship and holy conversations face to face. Yet, we continue to receive and extend God’s grace in ways that we never would have imagined before March. In ways that only God can do and only through God’s grace, glory is being brought out of our grief. I believe that our Annual Conference will be a glorious time of sharing together the work God is doing in our midst.
The AC Program and Arrangements team selected our theme, Know the Hope, Show the Hope, over a year ago. I cannot think of a better word to cling to these days: HOPE. In the midst of this season, let our prayer be that we will all experience anew the Hope that is in Jesus Christ, our Immanuel.
In this mailing, you will find a letter from Bishop Fairley as well as basic information about the postponed session of the annual conference. Please take time to read everything, as there are deadlines that need your attention. You will find important information on how to prepare for Annual Conference and what to expect when you are there.
Whether you are a first time member of Conference or have been attending for many years, we pray that our time together, even in this new way, will be filled with wonderful Christian conferencing. Please don’t hesitate to contact us with any questions.
Rev. Tami Coleman
PROJECTED SCHEDULE (all times are Eastern Standard Time)
Sunday, December 6
Monday, December 7
A Legacy of Hope: A Service of Commissioning and Ordination
Tuesday, December 8
Worshipful Work/Plenary/Ministry Stories
WHAT YOU NEED TO KNOW TO PREPARE FOR ANNUAL CONFERENCE:
All clergy and lay members are required to register online. ONLINE REGISTRATION WILL BE OPEN UNTIL NOVEMBER 6. If you don’t have internet access, please be in touch with someone in your local congregation for help.
To register (until NOVEMBER 6). Here you will be asked to complete your current contact information. This information will be used for communication about the details of the annual conference session and for the verification and issuance of log-in and voting credentials. It is very important that all members register online by NOVEMBER 6.
After you have submitted your registration, you should receive an email confirmation (to the email address you included on the registration form). If you do not receive a confirmation email, please check your spam or junk folder in your email program. If you still are unable to locate the confirmation email, please contact the Credentials and Registration Team at email@example.com.
ATTENTION LAY MEMBERS: Charge Conferences held in the fall of 2020 will be electing officers who do not take office until January 1, 2021. Lay Members of the 2020 Virtual Session of the Kentucky Annual Conference are those who began to serve on January 1, 2020. If you are unable to attend or you no longer serve as lay member of the annual conference, please immediately notify the Credentials and Registration Team at firstname.lastname@example.org. Please DO NOT forward any information, especially your individual voting code, to an alternate member. The Credentials and Registration Team will issue new materials to any properly credentialed alternate members. If you are serving as a District Equalization Delegate and find yourself unable to attend, please contact your district office and email email@example.com. If your contact information changes after registration, please email firstname.lastname@example.org to update your registration.
2) PLAN TO ATTEND YOUR DISTRICT CONFERENCE:
District Conferences will be held on Sunday afternoons during the month of November (see schedule below). These conferences will also be held virtually and will be an experience through which all clergy and lay members may become familiar with the same virtual process that will be used at Annual Conference. You will receive the link to join the district conference a few days prior to your event. There will also be a training held by GNTV on how to login to the virtual conference, how to speak during the virtual conference session, how to make motions, and how to use your personal voter identification to cast your votes during conference. You will be issued a voting code to use during District Conference. Please note that this WILL NOT serve as your voter ID code to be used during the Annual Conference sessions. All registered members of the Annual Conference will also be issued a unique code to be used during the Annual Conference session. Each of these codes will be sent to you via email a couple of days before the corresponding event. Please make every effort to participate in your District Conference. If you are unable to participate in your District Conference, you may watch the District Conference on Facebook at a more convenient time.
District Conference 2020 schedule
All times listed below are Eastern Standard Time except for those indicated
Sunday, November 1 4:00 p.m. – Southeast
Sunday, November 1 6:00 p.m. (CST) – Pennyrile
Sunday, November 8 1:30 p.m. – Kentucky East
Sunday, November 8 4:00 p.m. – Northern KY
Sunday, November 8 6:00 p.m. (CST) – Owensboro
Sunday, November 15 4:00 p.m. – Lexington
Sunday, November 15 6:00 p.m. (CST) – Southcentral
Sunday, November 22 1:30 p.m. – Bluegrass
Sunday, November 22 4:00 p.m. – Heartland
3) OBTAIN A PRE-CONFERENCE REPORT BOOK:
At the 2011 Annual Conference, a Standing Rule was adopted which states: The Director of Connectional Ministries must post the pre-Conference reports online no later than thirty (30) days prior to start of Annual Conference. The book is NOT printed and mailed to members; therefore, please see below for instructions on accessing the reports (which we anticipate will be available online to view or to order by mid-October). This year, the Pre-Conference Report book will also contain the worship bulletins.
You can get your pre-conference report book on the Pre-Conference Reports Book webpage in the following ways:
- Download from our website and save on your electronic device (iPad, computer, etc.).
- Download from our website and print a copy.
- Order a paper copy (The price per book, with an additional shipping charge according to your preferred shipping method (overnight, regular USPS, etc.), will be posted on the website when the book is ready to be mailed.)
4) PROMOTE THE MISSION OFFERING:
Each year, all churches in the Kentucky Annual Conference are invited to participate in a mission offering at Annual Conference. The Mission Offering for 2020 Annual Conference will support seven mission agencies that have traditionally been supported by the Kentucky Annual Conference. The seven mission agencies are Hillcrest Bruce (Ashland), Ida Spence (Covington), The Foundry (Bowling Green), Nathaniel Mission (Lexington), Portland Promise (Louisville), Wesley House (Louisville), and Lighthouse (Louisville). Ten percent of the offering will go to support the work of the United Methodist Church in Serbia. Our churches in Serbia, the largest of the countries of the former Yugoslavia, have a dynamic witness among different ethnic groups and languages in that country. United Methodists in Serbia are reaching children, youth, and the poor for Jesus Christ in the midst of difficult economic and cultural situations. The Kentucky Annual Conference has sent several mission trips to support the work of the church in Serbia, and we are excited to partner in this way to further support their ministry.
To support this challenge, Bishop Fairley and the members of the extended cabinet have agreed to contribute personally to the Mission Offering. As a group, they have committed to give at least $20,000. Go to the Mission Offering webpage for more information on these ministries. Checks should be made out to Kentucky Annual Conference Treasurer, Mission Offering on the memo line. Please mail to:
Kentucky Annual Conference of the United Methodist Church
7400 Floydsburg Road
Crestwood KY 40014.
5) OTHER HELPFUL INFORMATION TO PREPARE:
- IF YOU CHOOSE TO SUBMIT A RESOLUTION OR PETITION: All proposed resolutions or petitions must be presented in writing by September 15 and referred to the Committee on Resolutions and Petitions. After September 15 the responsibility for copying and distributing a resolution will be with the submitting group or person, if properly approved by the Bishop, Connectional Ministries office and the Committee on Resolutions and Petitions. Petitions submitted after September 15 will be put online.
Please email the documents to both: Kelly McClendon, Chair of the Committee on Resolutions and Petitions email@example.com AND firstname.lastname@example.org (if you do not receive a confirmation email within 5 days, please resubmit your document). Please contact Kelly McClendon with any questions.
- IF YOU WISH TO NOMINATE SOMEONE FOR AN AWARD: Every year Annual & District Conference Awards are given in the areas of evangelism, special needs ministries, ecumenism, higher education and refugee ministries. Check the Awards page on our website for details and applications. The deadline for all awards is October 1.
WHAT YOU NEED TO KNOW ABOUT ANNUAL CONFERENCE BEING VIRTUAL
1) HOW TO PARTICIPATE IN ANNUAL CONFERENCE:
Each member of the Annual Conference will need to have access to the internet by either a smart phone, tablet or computer to fully participate in the business of Annual Conference. Please begin to make arrangements now to have this accessibility. If you do not have adequate internet service or a device to participate, please contact your District Superintendent for possible options.
Note: If you are able to have access to two devices with internet access – one to engage the AC session and one for voting – it might be easier but it is not necessary.
2) VOTING ID:
Each clergy and lay member of the Annual Conference will receive a unique voting code that will allow them access to the voting process and will secure their vote.
These voting IDs will be sent in the days prior to Annual Conference through email.
Please be on the lookout for this information. Do not share your individual voter ID with anyone. While there will be electronic records of votes taken, the KAC Program and Arrangements Team, Secretary of the Annual Conference, and Bishop have determined that no access to individual voting records will be granted to the annual conference or its officers. Aggregate information will be used to announce vote results, but individualized records will remain the property of the voting service provider.
3) VOTING CHART:
In an effort to communicate more effectively, you may download the PDF of a chart that outlines the voting privileges for our laity and clergy with their respected status. If clergy have a question about their status, please contact Kevin Burney at email@example.com
There will be a training held as a part of each District Conference on how to vote. Each member will have the opportunity to become familiar with the virtual meeting process as well as be trained on the voting procedures at each District Conference. Also, reports on essential matters will be given at each district conference.
WHAT YOU CAN ANTICIPATE DURING ANNUAL CONFERENCE
Worship is always a highlight at Annual Conference and this year will be no exception as we celebrate our Living Hope in Jesus. The liturgical theme is the season of Advent. How poignant, for such a time as this, that we place ourselves in a season that is about waiting!
The Commissioning and Ordination Service: A Legacy of Hope will be postponed until Annual Conference 2021 in June.
(Due to public health requirements, those present at the site of the service will be limited to those approved by the KAC Board of Ordained Ministry and Program and Arrangements Team.)
Tuesday, December 8th will begin with our Opening Worship service online with our own Bishop Fairley preaching. The Celebration of Ministry service will be after lunch that day. We have recognized our retiring pastors through our midweek ministry moments but will have a time to call their names. We will also give thanks for pastors and spouses in a time of memorial.
We are a people who are called to Know the Hope and to Show the Hope. That hope lies in Christ alone. He is Immanuel: God with us. Christ is the Hope of the world, the Hope of our neighborhoods, and the Hope of our church. May we step into our gathering as The Kentucky Annual Conference of The United Methodist Church, echoing Charles Wesley’s hymn in our hearts:
Come, Thou long expected Jesus, born to set Thy people free. From our fears and sins release us, let us find our rest in Thee. Israel’s strength and consolation, hope of all the earth Thou art. Dear desire of every nation, joy of every longing heart.
2) SPANISH INTERPRETATION/TRANSLATION:
Spanish interpretation will be provided for virtual Annual Conference sessions. Later this fall, select reports will be made available in Spanish on our website as they become available www.kyumc.org/ac2020
This mailing is being distributed through the US Postal Service and also sent out by email. We will continue to share email updates until the time of conference. If you only received this through the US Postal Service delivery and did not receive it by email, then we do NOT have your email address. Please be sure to provide it when you REGISTER BY NOVEMBER 6.
In order to receive timely updates, if your email address is not on file, please register as soon as possible.
September 15 Petitions and Resolutions are due
October 1 Awards Nominations/Information Due
November 6 Registration Deadline