2019 Annual Conference 

June 20-22, 2019
Berglund Center
Roanoke, VA
(710 Williamson Rd NE, Roanoke, VA 24016)

Moving Forward in God's Mission
Matthew 28:18-20 New Revised Standard Version (NRSV)18
And Jesus came and said to them, “All authority in heaven and on earth has been given to me. Go therefore and make disciples of all nations, baptizing them in the name of the Father and of the Son and of the Holy Spirit,  and teaching them to obey everything that I have commanded you. And remember, I am with you always, to the end of the age.”

The 2019 session of the Virginia Annual Conference will be held June 20-22 at the Berglund Center, 710 Williamson Rd NE, Roanoke, VA 24016
Information will be shared on this page as it becomes available.
The housing letter will be available in early February 2019. 

 

4 Cans 4 Conference   5K Activities   Accessiblity 
Banquets Book of Reports Childcare
Conference Bible Study Conference Musician Conference Preacher
Display Space GC and SEJ Delegate Election Housing
Kits for Conference Offering Per Diem
Pictures/Videos Needed Resolutions Tellers
Virtual Promo Packet  Agenda ( pdf)  Volunteer sign up  
Guide to Conference (pdf)    
     


Book of Reports
Guidelines
Please use the link to view guidelines for writing reports for the Book of Reports. Reports are due no later than March 8, 2019 to the Office of Connectional Ministries. Please email it to BevMyers@vaumc.org.
Book of Reports Guidelines (pdf)

General and Jurisdictional Delegate Election Information
The Virginia Conference will elect 22 delegates to the 2020 General Conference (11 clergy and 11 laity) and an additional 11 clergy and 11 laity to join the General Conference delegates for the 2020 Southeastern Jurisdictional Conference.  Elections will be conducted during the 2019 session of the Virginia Annual Conference to be held June 20-22, 2019, at The Berglund Center in Roanoke.  The election of delegates will be conducted on the afternoon and evening of June 20. The following files are pdfs.
Click here to download/read the Conference Rules for the election of General and jurisdictional conference delegates.
Click here to download/review a booklet of laity nominees. (updated 4/23/19)
Click here to download/review a booklet of clergy nominees. (updated 4/23/19)
Persons wishing to have a printed copy of the booklets may send an email request to BevMyers@vaumc.org.  The cost of each printed booklet is $15 to cover the cost of printing and postage.

Election of General Conference and SEJ Conference Delegates
Bishop Weaver will preside over the election of clergy delegates.
Bishop Ray Chamberlain will preside over the election of laity delegates. 
General Conference and SEJ Conference Delegates will be elected on June 20 following organizing motions and rules report in the Berglund Center. Voting for lay delegates will be held in the Berglund Center. Voting for clergy delegates will be held in the performing arts theatre. In accordance with Standing Rule III.F.1, 5 hours will be allowed to complete the election process.  
Eleven lay and 11 clergy General Conference delegates will be elected. An additional 11 lay and 11 clergy SEJ Conference delegates will be elected. Following these elections, 10 lay and 10 clergy reserve delegates will be elected on a single ballot. Lay and clergy nomination forms are available at www.evc.vaumc.org.  
January 15 was the deadline for lay district nominees for General Conference. The deadline for lay nominees by conference agencies is March 1. The deadline for clergy nominees is March 1.  

Nominations from the Floor of Annual Conference
Conference Standing Rule III.D.5
Lay Nominations from the Floor. After the convening of the Annual Conference session, prior to entering block voting, the presiding bishop will ask for any nominations from the floor. Any nominations made from the floor must be made by lay members (III.D.3.) and the nominee must be present to accept or decline the nomination. Nominations from the floor shall be closed by the presiding bishop.
Conference Standing Rule III.C.2.b
Clergy Nominations from the Floor. After the convening of the Annual Conference session, prior to entering block voting, the presiding bishop will ask for any nominations from the floor. Any nominations made from the floor must be made by eligible clergy (III.C.1.b.i) and the nominee must be present to accept or decline the nomination.

Kindred Project planning meeting for Annual Conference
The leadership team of the Kindred Project invites you to a gathering for renewal, silence, worship and Communion, and times to plan Annual Conference 2019 retreat and prayer room. Please come if you can and invite others in your geographic Kindred Project group or others who are interested in the contemplative life. The meeting will be held Tuesday, April 23, 10 am-2 pm in Room 108 at Aldersgate UMC, 1500 East Rio Road, Charlottesville, VA. Telephone: 434-973-5806. Website: www.cvaumc.org Please bring a bag lunch, ideas, and an open heart. 

Housing Letter - Reservations opened Monday, February 11
Click here to open/download the Housing Letter (pdf)
As you look at the Annual Conference Housing Letter and consider reservation options, please note the laity session and clergy session will be held on Thursday morning. June 20 at 10 a.m. You will also want to note the election of General Conference and Jurisdictional Conference delegates will be on Thursday afternoon and evening. Questions about housing may be directed to Tim Craft at TimCraft@vaumc.org or (540) 819-9386.

Display Space
To reserve display space at the Berglund Center, Roanoke, for Annual Conference, please see the Display Guidelines (pdf) and send a Display Request (see links below) and check to the Rev. Jennifer Fletcher at the address on the form. If you have questions, you may contact either Jennifer at JenniferFletcher@vaumc.org,  540-552-5424; or Joanna Paysour at JoannaPaysour@vaumc.org 540-989-3673. Deadline to reserve space is May 15.
Display Request (Word) 
Display Request (pdf)

Registrations
The deadline for names and contact information for all members of annual conference, including district members, was January 15. This information is entered through EVC (www.evc.vaumc.org).
 
Childcare at Annual Conference 2019   
Childcare at Annual Conference will be provided for children ages 0-12 years old at South Roanoke UMC, 2330 Jefferson Street, SE, Roanoke, VA 24014. Registration is now open if you wish to register your child(ren). The deadline for registrations is May 31. Due to safety concerns, we cannot accommodate walk-ins or children over the age of 12. Please register on-line with a credit card at https://www.etouches.com/2019acchildcare.  Also, please provide any meals or snacks for your children during their stay.  No meals or snacks will be provided by the church during these times.   
Please register early as your registration will help us have an appropriate number of childcare staff and ample resources for the conference.  For questions regarding childcare please contact Mikang Kim at mikangkim@vaumc.org or Heather Case at heathercase@whumc.roacoxmail.com.

Picture/Videos needed by Worship Team
The Rev. Sarah Payne and the annual conference worship team is asking local church members for assistance. They are looking for images and videos of the street, specifically the sign, where you live. The team wants to collect images from all over the conference that show the diversity of location and context: rural, urban, mountain, beach, and everything in between. It is the team's hope to give practical significance to Jesus' words in Matthew 28:19-20, "Therefore go and make disciples..." in terms of Jesus's words in Luke 14:23, "Go out to the highways and byways..."
Please use the following to help advertise this endeavor. The bulletin insert prints on an 8.5 X 11 in landscape and will need to be cut in the middle. The flyers print on an 8.5 x 11 in portrait.
Bulletin Insert (pdf)
Flyer (jpg)
Social Media 1 (jpg)
Social Media 2 (pdf)
Please email all images and videos digitally to: acsigns@vaumc.org no later than May 1. Questions may be directed to Payne at (540) 886-6729 or SarahPayne@vaumc.org

Kits for Conference
The United Methodist Committee on Relief (UMCOR) is currently focusing efforts on Cleaning Kits (aka Flood Buckets), Hygiene Kits, and School Kits.  Click on the kit name to see PDFs for specific item listing and assembly instructions as well as the Kits for Conference logo to assist you with promoting your efforts.
Collection of the kits will begin Wednesday, June 19 from 4—8 p.m. and continue Thursday, June 20 from 8 a.m.—7 p.m., and Friday, June 21 from 8 a.m.—5 p.m. Contact Kit Collection Coordinator, the Rev. Morris Fleischer (Newport-Mt. Olivet UMC/Roanoke District), at (540) 544-7183 or morrisfleischer@vaumc.org with any questions.  Click here to sign up to volunteer.
If you prefer to make a financial contribution to enable UMCOR to purchase relief kits, you can contribute $75 for each cleaning kit; $12 for each health kit; and $11 for each school kit.  Additionally, UMCOR asks for $1 per kit ($3.00 for cleaning buckets) to cover processing and shipping and $1 for toothpaste for each health kit.  Please do NOT bring checks to Annual Conference.  All checks (for processing and shipping, for toothpaste, and in lieu of providing kits) should be made payable to “Virginia Conference UMC,” earmarked for “kits” and mailed to Treasurer, Virginia Conference of The United Methodist Church, P.O. Box 5605, Glen Allen, VA, 23058 any time prior to Annual Conference and no later than August 31.  

4 Cans 4 Conference - We 'Can' Make a Difference!
As annual conference members gather in Roanoke this June, the plan is to bless that community with five tons of non-perishable foods for the Roanoke Rescue Mission.
Suggested items
1 can of meat
1 can of vegetables and/or fruit
1 can of soup and/or stew
1 can that may be opened with a pop-top
Boxes of nonperishables such as pasta, rice, beans, cereals are also welcome. Please do not bring home-canned items, out of date cans, glass jars, damaged cans, fresh fruits/veggies, or already-opened or partially used supplies. Click here to sign up to volunteer. For details, contact Herb Brynsildsen at HerbBrynildsen@vaumc.org Click here to download a flyer (pdf)

Virtual Promo Packet
In an effort to be good stewards of the environment and the financial resources of the conference, the annual conference “promo packets” will continue to be virtual. Electronic copies will be accepted for inclusion in the Virtual Promo Packet, which will be posted on this page. The Virtual Packet will be available for viewing on the website beginning June 1. Information for the Virtual Promo Packet needs to be submitted in pdf format to the Office of Connectional Ministries (BevMyers@vaumc.org) for approval by Wednesday, May 22. Those organizations still wishing to disseminate their information in a hard-copy format  (and who qualify, according to the Display Guidelines) may arrange for a display table at the Berglund Center by contacting the Rev. Jennifer Fletcher (JenniferFletcher@vaumc.org). Display guidelines and a Display Request form are available on this page.

Tellers
The Head Clergy Teller is the Rev. Melody Tanner. The Head Lay Teller is Ms. Terry Bain.
Each district is responsible for selecting four lay tellers and four clergy tellers.
 
Conference Preacher
Bishop Tracy S. Malone will preach at the 7:30 p.m. Service for Ordering Ministry on Friday, June 21, as well as at the 11 a.m. Saturday mission service. Bishop Malone is the resident bishop of the Ohio East Area, which includes the East Ohio Conference in the North Central Jurisdiction of The United Methodist. 
 
Conference Bible Study Teacher
Dr. Kevin Watson will teach on Friday and Saturday mornings at 8:15.
 
Conference Musician
Ms. Christal Heyward

Per Diem Voucher and EFT Payment Information Request for Annual Conference
By conference action, retirees, persons receiving their first appointment, and eligible others listed in the Book of Reports are authorized to receive reimbursement for expenses to attend Annual Conference, not to exceed $340 and subject to limitations of conference approved rates. Vouchers can be obtained by clicking here (pdf). The conference treasurer’s office is encouraging all reimbursements to be made by direct deposit. Instructions are attached to the voucher to make provisions for direct deposit. Vouchers will not be accepted after July 31. 
 
Moving Forward in God's Mission: 5K Walk, Run, Bike & Yoga
(Registration information will be available soon)
To live out the vision of Bishop Sharma D. Lewis and support the Annual Conference theme, Moving Forward in God's Mission, clergy, laity and guests are invited to participate in the 2019 Annual Conference 5K Walk, Run, Bike, and Yoga event on Saturday, June 22 at 6:15 a.m. The Moving Forward in God’s Mission 5K will be an opportunity for fitness, fellowship and fundraising in the Roanoke City community.The Moving Forward in God’s Mission 5K will raise funds for KIDS SOAR (formerly Community Outreach Program of Roanoke). Kids Soar is a Virginia Conference Advance Special and a direct service provider for children, youth and families of poverty in inner-city Roanoke. For over 30 years, this UM mission has addressed the basic needs of poverty by teaching skills, and providing opportunities for growth and education for a successful future. A special emphasis of Kids Soar is literacy -- so donations of new or gently-used books appropriate for children grades K-5 are being requested. Books may be dropped off in the Special Events Center at the 5K registration area and on Saturday morning at the event sites. The opportunity to add a donation to the participation fee will be available during the registration process.The Moving Forward in God’s Mission 5K will take place in two locations -- first, outside (walking, running and biking,) on a part of the Roanoke Greenway. The second is inside (chair yoga) in a hotel ballroom or event space. All members of Annual Conference, their guests and local church members are encouraged to sign up for one of these activities.
1. Moving in God’s Mission outside - This is an opportunity to raise funds for Kids Soar while participating in fitness and fellowship while walking, running or biking 5 kilometers (3.12 miles) along a part of the Roanoke City Greenway. On this trail participants will learn about and witness three different ecological zones found within the Roanoke City community. A prayer labyrinth during the 5K will be available for your use. Children (accompanied at all times by an adult) are welcome to participate. Pets of any kind (except service animals) are discouraged. This is not intended as a race and will not be officially timed.
2. Moving in God’s Mission inside - This opportunity will give those who choose the experience of Chair Yoga, a modified form of yoga, focusing on its meditative/spiritual core and utilizing the mind/body connection. Chair Yoga is perfect for all levels of abilities but is especially good for those with stability issues and looking to start slowly and confidently.
Click here to sign up to volunteer.
 
Resolutions                   
Effective with the 2019 annual conference, resolutions are no longer included as part of the business of the Virginia Annual Conference. The rationale for this recommendation is that time spent on resolutions can be used more effectively to receive presentations and information on topics pertinent to the ministry and mission of The United Methodist Church, the annual conference or local church. These presentations may include differing opinions presented by persons who model holy conferencing. Requests for presentations must be received by the Director of Connectional Ministries by the March 8 "Book of Reports" deadline.  In setting the annual conference agenda, the bishop may consult with different conference agencies in determining the focus of the presentations. There will still be opportunities for motions from the floor of the conference. Email to MarcBrown@vaumc.org 
 
Annual Conference Offering
The offering goal is $150,000 and recipients will be:
Africa University Student Scholarships -- $40,000
Cambodia Pastors Leadership Training -- $40,000
Mozambique Lay Leadership Training -- $20,000
Brazil “Shade and Fresh Water” children’s program -- $20,000
Just Neighbors Matching Funds Grant for Immigrant Legal Counsel in four districts -- $30,000 

Banquet Information/Requests
Click here for the list of banquets and contact information (pdf) Updated 4-23-19
If you are planning a Banquet for this year's Annual Conference and would like to have your event listed in the Conference Banquet Schedule, please forward the following information to the Annual Conference Banquet Coordinator at michaelreaves@vaumc.org or mail it to the address below.
1) The Name of your group or gathering
2) The Date and Time
3) The Location
4) Contact Information for those who may want more information
If you need assistance planning your banquet, please fill out the attached "Banquet Request Form" (Word or pdf file) and forward it also.
Michael Reaves at michaelreaves@vaumc.org
or mail to Rev. Michael Reaves, Annual Conference Banquet Coordinator, c/o Fletcher's Chapel United Methodist Church, 8330 Fletcher's Chapel Rd, King George, VA  22485. (540) 775-7247 (church) (757) 653-8537 (cell)

Accessibility Information
ACCESSIBLE PARKING: 100 designated accessible parking spaces will be available in Lot B (front lot on Williamson Road) of the Berglund Center.  For wheelchair access, please use Gate 2 to enter the building.
WHEELCHAIR SEATING SECTIONS – Reserved areas for those who use wheelchairs or scooters will be available within the bar of the conference on both the main arena floor of the Coliseum; on the inner concourse level at Boxes 1, 3, 7 and 9; and in the corners of the inner concourse near boxes 1 and 12.  The easiest access into the Coliseum for those with mobility challenges is on the concourse level Gate 2.  There is access to the Coliseum floor from the concourse by chair lift located between gates 1 and 2.  Near Gate 5, there is an indoor accessible route between the Coliseum (concourse level) and Special Events Center that will be clearly marked.
ACCESS TO RESTROOMS--Restrooms at gates 1-2 and 11-12 provide the best access for people using wheelchairs.  Ushers will be available to assist persons using wheelchairs should they need help entering restrooms that have lips.
ACCESS FOR THOSE WITH HEARING AND VISION CHALLENGES--Assisted listening receivers will be available with sign-out of the equipment at the Accessibility table.  American Sign Language interpreters will be provided for all sessions.  Requests for large print materials should be made by June 13.  A limited number of large print materials of the Book of Reports and the Memorial and Ordination Services will be available at the Accessibility table.   For more information, contact Mark Ogren, 1-800-768-6040 or 804-521-1100, ext. 155 or 156.
ADA ROUTE INSTRUCTIONS--Click here to download a map (pdf)

 

The Cross and Flame is a registered trademark, and the use is supervised by the General Council on Finance and Administration (GCFA) of The United Methodist Church. Permission to use the Cross and Flame must be obtained from the GCFA, Attn: Legal Department, PO Box 340029, Nashville, TN 37203-0029; phone 615-369-2334; fax 615-369-2330

Background photos courtesy of VDOT.

The Virginia Conference of The United Methodist Church
10330 Staples Mill Road, Glen Allen, VA 23060
P.O. Box 5606, Glen Allen, VA 23058-5606
1-800-768-6040 or (804) 521-1100
Click here for directions to the Center