FROM: The Very Rev. Christopher D. Hofer, Secretary of Convention

SUBJECT: Notice of November 2012 Diocesan Convention and Election of Delegates

Although it might be hard to believe, it is already that time of the year to elect your parish’s Delegates to the 2012 Diocesan Convention. Per the Canons of this Diocese, I am announcing that the 146th Convention of the Diocese of Long Island will convene on Friday and Saturday, November 9th and 10th, 2012 at the Melville Marriott Long Island Hotel. Also as required by Canon, completed delegate certificates are to be filed at the Diocesan Office (Attention: Convention Secretary) no later than March 11, 2012.

It is important to remember that, in order to vote at Convention, parishes must have completed delegate certificates, audits and parochial reports. Those parishes with incomplete or unfiled information will forfeit the rights of its lay delegates. Attached is a list of delinquencies from past years that must also be filed in order for lay delegates to have a seat and vote.

Please consider scheduling these elections at one of your next Vestry or Bishop's Committee meetings so as to comply with the deadline and allow sufficient time for the Diocesan Office to update its records. In this way, you and your lay delegates will be assured of receiving all material related to Convention in a timely manner. Please note that Convention mailings will be sent only via email when an email address is provided. Please have nancy@dioceseli.org added to all address books so as not to block any Convention related communications which will come from her. Electronic communication has proven to be more efficient and cost effective.

Enclosed you will find a delegate certificate prepared specifically for your church with the number of delegates to which your church is entitled written at the top of the certificate. This number is calculated on the basis of the number of adult communicants in good standing reported on your most recent parochial report. Please do not elect more delegates than indicated and complete all the required information on the form; Youth delegates must be under 18 years of age. They have “seat and voice” but no vote. Please remember to enter the name, address and date of birth of your youth delegate in the designated area of the certificate or write "none." Following the election of your delegates, please certify their credentials by signing the certificate where indicated and have your Vestry clerk or Bishop's Committee secretary sign the certificate as well. Improperly completed certificates will be returned; therefore, please review the certificate carefully before mailing to the Diocesan Office. Please retain a copy of the completed certificate for your records. As certificates are received, they will be recorded on the Diocesan Website (http://www.dioceselongisland.org/finance/delegcertdelinq.html). Please check this site to ensure receipt of your church’s certificate.

This is also a good time -- given the many annual elections which take place at this time of year -- to provide the Diocesan Office with a current listing of your vestry members (including mailing addresses, email addresses and phone numbers). Please include your parish secretary or administrator to facilitate our communication. It is only through your cooperation in this matter that the Diocesan Office is able to provide appropriate individuals at your church with regular Diocesan communications.

Once again, thank you for your prompt attention to this request and I look forward to working with all of you at our next Diocesan Convention.

Enclosure

cc (via email where available): Wardens, Treasurers, Vestry Clerks/Bishop’s Committee Secretaries, and Parish Administrators