Section 8 – Nominations to Boards, Commissions, Committees, and other Entities
8.1 The Annual Conference Committee on Nominations shall be composed of the bishop, as chairperson; the district superintendents; the conference lay leader; the conference president of United Methodist Men; the conference president of United Methodist Women; the chairperson of the Conference Council on Youth Ministries; the chairperson of the Conference Council on Young Adult Ministries; the executive director of Connectional Ministries; the director of Administrative Services; the conference secretary; the conference chancellor; two persons recommended from its members by the Commission on Religion and Race, one of who is recommended to be African-American, one of who is recommended to be of another ethnic minority; two persons recommended by its members from the Cooperative Ministries; two persons recommended from its members by the Commission on Status and Role of Women; and one pastor and one layperson from each of the districts, recommended by the district conference.
8.2 The Committee on Nominations shall develop policies and procedures for applying for and nominating vacancies, including use of the conference website, and shall distribute and post those procedures by September 30 in the year before quadrennial elections. The Committee on Nominations shall publicize by November 30 the list of vacancies for conference entities.
8.3 When a minister is appointed district superintendent, he/she shall vacate any office or membership held on any conference board, commission, committee, or agency. The newly formed cabinet shall then appoint district superintendent(s) to each board and agency of the conference except where required by The Book of Discipline, and to the Council on Connectional Ministries.
8.4 No person shall serve as a member of the same conference board, council, commission, or agency, or on a committee, which has as its parent body a conference board, or agency, for more than eight years in a period of 12 years. Exempted from compliance with this rule are: clergy and lay persons serving as ex-officio members; members of the Board of Directors of Campus Ministries at APSU, MTSU, TSU, Vanderbilt, Fisk, Belmont, and TTU; Board of Trustees of Martin Methodist College; members of the Board of Directors of the United Methodist Foundation for the Memphis and Tennessee Conferences; officers of UMW and UMM; the conference lay leader; and members of the Conference Board of Ordained Ministry.
8.5 No person shall serve as a chairperson of any conference entity or as conference secretary or conference lay leader for more than eight years in a period of 12 years.
8.6 No person shall serve as a member of any entity of the annual conference when there is real or potential conflict of interest of an ongoing and thoroughgoing nature. When such conflict arises, that person shall be replaced immediately by the appropriate nominating committee, provided, however, that when a real or potential conflict of interest arises on a single issue, the person affected shall withdraw from the meeting until the discussion of and voting on that issue is complete. Should it arise that there is a difference of opinion as to which of these remedies is appropriate to any given situation, it shall be the duty of the chairperson of the entity, in consultation with the district superintendent assigned to relate to that entity, to determine which remedy is appropriate.
8.7 The Committee on Nominations shall nominate persons to entities as authorized by the annual conference. It shall also nominate the officers of the Conference Council on Connectional Ministries, as well as the conference lay leader, conference secretary, journal editor, and conference statistician at the session immediately following General Conference.
8.8 Persons elected by the annual conference shall take office upon the adjournment of the annual conference session at which they were elected unless The Book of Discipline provides otherwise.
8.9 Persons elected by the district conference may take office at the time they are elected.
8.10 All quadrennial conference boards and agencies shall meet following the adjournment of annual conference, but prior to August 15, and report officers to the conference secretary.
Section 9 – Boards, Commissions, Committees, and Other Entities
9.1 Every board, commission, committee, council, or other entity of the annual conference is recommended to have at least one African-American clergy person and one African-American lay person as elected members and at least one other ethnic minority when these persons are available.
Every board, commission, committee, council, or other entity of the annual conference shall be inclusive in its membership in relation to lay/clergy, gender, and ethnic minorities unless otherwise stipulated in The Book of Discipline.
Committees or other entities pertaining to the Council on Connectional Ministries that do not meet these inclusiveness guidelines (lay/clergy, gender, and ethnic minority) may be filled until the next annual conference by the conference council upon nomination from the Conference Council Committee on Personnel.
9.2 No person shall be eligible to serve as chairperson of more than one conference entity or a member of more than two conference entities simultaneously. This rule does not apply to ex-officio positions; to members of the cabinet; or to lay members of the Boards of Directors at APSU, MTSU, TSU; Vanderbilt, Fisk, TTU, and Belmont; or to lay members of the Board of Trustees, Martin Methodist College; lay members of the Board of Directors of the United Methodist Foundation for the Memphis and Tennessee Conferences, and officers of UMW or UMM.
9.3 The members of any group, whose composition is left to the discretion of the annual conference and is not stipulated by The Book of Discipline, shall be elected quadrennially and the composition of such groups shall be governed by ¶610.5 of The Book of Discipline of The United Methodist Church, 2016.
9.4 Persons who are elected to membership on the entities of the annual conference who are absent without excuse, for 50 percent or more of the meetings of that entity in a given year, shall be replaced on that entity. Replacement shall be nominated by the Conference Committee on Nominations, or other appropriate nominating source, and elected by the annual conference, except as may be otherwise stipulated in The Book of Discipline. Replacement members of various boards, councils, and committees of the Conference Council on Connectional Ministries shall be affected by the council, according to its procedure.
Section 10 – Disability Concerns
10.1 A representative of the Committee on Disability Concerns shall be appointed to all Tennessee Annual Conference committees responsible for planning, designing, constructing, and /or remodeling properties owned by the annual conference.
10.2 The representative of disability concerns in each district of the Tennessee Annual Conference shall be a member of the District Committee on Building and Locations.
10.3 All offices or spaces rented or leased by districts or agencies of the Tennessee Annual Conference shall, insofar as reasonably possible, conform to the accessibility standards of the Americans with Disabilities Act.
Section 11 – Finance and Trustees
11.1 The fiscal year of the annual conference shall be the calendar year.
11.2 All financial requests of the annual conference shall be presented to the Council on Finance and
Administration for consideration and recommendation, using the format requested by the Council on Finance and Administration.
11.3 No conference appropriation shall be made toward the erection of a new church or addition thereto until such church building is properly and adequately insured.
11.4 No entity of the annual conference shall borrow from any source a composite amount of money greater than 80 percent of the expected annual revenue for that entity, without the express written authorization from the Conference Council on Finance and Administration.
11.5 No financial liability shall be made upon the annual conference without the express authorization of the Council on Finance and Administration and the conference which may be through the budget and expense approval process. The conference treasurer is authorized to sign any contract on behalf of the annual conference not otherwise authorized by the currently effective The Book of Discipline of The United Methodist Church or the Standing Rules of the conference. The Council on Finance and Administration may designate other persons to sign contracts with financial implications on behalf of the conference for specific purposes or amounts.
11.6 Any major financial campaign for capital improvement or debt retirement of conference institutions or properties shall be presented to and received by the prior annual conference.
11.7 All annual conference entities receiving financial support from the annual conference (except the episcopal office, the district offices, Martin Methodist College, Campus Ministry, and Miriam’s Promise) shall have their treasury functions performed by the Office of Administrative Services.
11.8 The moving expenses (actual cost of moving van but not including packing) of incoming district superintendents shall be paid from the District Superintendent’s Fund.
11.9 Churches shall arrange for the moving of incoming ministers or pay the cost of the moving van (not including packing) incurred within the boundary lines of the annual conference.
11.10 Conference-wide fund raising of any kind by a conference entity shall be initiated only after consultation with and approval by the Council on Finance and Administration. When programs or services are involved, consultation with the Conference Council on Finance and Administration shall come after presentation to the Conference Council on Connectional Ministries through the appropriate commission, council, or committee. Final approval for such fund-raising activities shall be given by the annual conference.
11.11 Ongoing committees of the annual conference must present to the Council on Finance and Administration an annual budget request in order to be reimbursed for any expenses. The Council on Finance and Administration will act upon such requests and include a recommendation in the budget which it will present to the annual conference.
11.12 The authorization for the establishment of short term committees related to the annual conference may include reimbursement for expenses incurred by committee members, in accordance with Council on Finance and Administration policies and oversight.
11.13 The conference director of Connectional Ministries in consultation with the Annual Conference Planning Committee shall submit an annual budget for the expenses of annual conference sessions to the Conference Council on Finance and Administration.
11.14 The expenses of at-large members necessary for the equalization of lay and clergy members of the annual conference shall be paid by the annual conference from the annual conference expenses line item not to exceed a per diem for lodging and food established each year by the Conference Council on Finance and Administration. In addition, reimbursement for travel shall be at the conference’s current mileage rate.
11.15 The conference treasurer is authorized to pay all invoices clearly related to budgeted lines which he/she determines to be a proper conference expense, subject to available funding. In the case of requests that are not clearly related to a single budgeted line item, invoices under $10,000 are delegated to the treasurer with the authority to approve the request. Requests between $10,000 and $25,000 must also be approved by the CFA executive committee. Requests above $25,000 must be approved by a poll of a majority of CFA members. CFA will defer any requests above $250,000 to the annual conference for its decision.