2.3 CONVOCATIONS (From Diocesan Canons)
The convocations are seven subdivisions of the diocese to allow close communication among local congregations for more effective work. The convocations are: Metro East, Columbia, Sunset, Willamette, Central, Southern, and South Coast. The Dean of each convocation is a member of the clergy appointed annually by the Bishop at convention. The President (a lay person) of each convocation is elected annually at a convocation meeting in March. Each mission and parish congregation is a member of a convocation area, and is represented there by its clergy and elected representatives to the convocation (the number of representatives to be elected is the same as the number of convention delegates). Representatives are elected for one-year terms by the chapter, vestry, Bishop's Advisory Committee (BAC) or the Annual Parish Meeting, and are the same persons as the delegates to convention. The convocation meets several times during the year. It MUST meet earlier than 30 days prior to convention to consider the proposed program and budget, and to select one clergy and one lay person to represent the convocation by serving on the Diocesan Council. The selection of these persons is confirmed by convention.
A convocation has the authority and a responsibility to develop its program and budget (see Section 7.4 for a description of this process).
7.4 PROGRAM AND BUDGET -THE DIOCESE AND THE CONGREGATIONS
Preparations and decisions about the annual diocesan Program and Budget involve the 27 Departments, Commissions and Committees, the four Area Ministries, the Program & Budget Committee (P&B), the Diocesan Council, the Convocations and the annual Convention of the Diocese. A structure is designed to provide opportunity for input from a variety of sources and concerns in the diocese and to insure that the final product reflects a consensus of priorities by those using the programs and those funding them.
Preparing Goals and Budget Requests:
Each Department, Commission and Committee develops tentative goals and an estimate of the costs necessary to produce the results desired. These tentative plans are reviewed by the Area Ministries; often groups discover ways of working together on common programs. The goals and costs are forwarded to P&B which collates the costs..
Often there are opportunities for Convocations to hear and respond to the priorities established by Council.
Drafts of the Budget:
During the summer, P&B works on preparing a draft of the budget for consideration by Council at the June meeting. Council needs to prepare a budget that is balanced; most often the requests far exceed the projected income. The first draft is shared with the program groups. A second reading is made at the September meeting.
The Proposed Program and Budget:
The budget that is approved by Council is sent on to the Convocations for discussion and to the convention for consideration. Delegates at the Diocesan Convention may amend the budget but the final version needs to balance. Any additions proposed must also indicate the source of revenue.
Congregation Program and Budget:
Each congregation's program and budget is developed after the Diocesan Convention and is presented to the Annual Meeting (see Section 7.9 Annual Meetings). A mission congregation budget is subject to some special procedures related to mission TCP subsidy, finances and property matters. The DCD should be contacted for specific details.
A parish congregation budget is developed and administered in accordance with its bylaws (see Appendix 8.2.1 for a list of sources of typical bylaws).