Sask Synod Council Meeting Minutes March 26 27, 2015 Queen s House of Retreats, Saskatoon, Saskatchewan

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1 Sask Synod Council Meeting Minutes March 26 27, 2015 Queen s House of Retreats, Saskatoon, Saskatchewan Roll Call: Officers: Bishop - Rev. Dr. Sid Haugen Chairperson - Rev. Lori James (Yorkton Conference) Vice-Chair - Rev. David Hunter (Saskatoon Conference) Secretary - Cheryl Bauer Hyde Treasurer - Diane Mossing Yorkton Conference - Arlene Tangjerd Saskatoon Conference - Kathy Pelletier Prince Albert Conference - Merv Bender, Rev. Sheldon Gattinger Weyburn Conference- Tami Halvorson, Rev. John Dut Swift Current Conference - Barb Weiss Regina Conference - Valerie Davis, Rev. Sean Bell Excused: Swift Current Conference - Guests: National Bishop Synod Administrator - Youth Coordinator - GSI Executive Director - Clergy - vacant Bishop Rev. Susan Johnson Joan Meyer Gretchen Peterson Lisa Thiessen Thursday, March 26, 2015 Business Session #1 Synod Council Processes 1.1 Call to Order Chairperson Rev. Lori James called the meeting to order at 1:00 pm. Opening Devotions were led by meeting Chaplain Barb Weiss based on Psalm 139 verse 14 - we are fearfully and wonderfully made. Welcome and Introductions everyone introduced themselves using the theme of the devotion. Chairperson Lori did a short orientation of the facility and reviewed the schedule.

2 1.2 Approval of the agenda SC MSC that the proposed agenda be approved for the conduct of this meeting. 1.3 Grant Seat and Voice SC MSC that seat and voice be granted to National Bishop Susan Johnson, Synod Administrator Joan Meyer, Youth Coordinator Gretchen Peterson and GSI Executive Director Lisa Thiessen. 1.4 Review of the docket and handouts The meeting docket has been divided into four sections for the meeting: Synod Council Processes Delegating Authority and Responsibility to the Bishop Strategic Planning Reporting, Monitoring and Measuring The material has been sent out electronically in four binders matching these four sections. 1.5 Approval of Synod Council Minutes SC MSC that the minutes of the Synod Council meeting of October 29-31, 2014 be approved. SC MSC that the minutes of the Synod Council conference call meeting of January 29, 2015 be approved. 1.6 Business from the Minutes Stewardship Mandate The following item was identified from the March 2014 meeting: SC MSC that a Committee be set up to establish a mandate for a Stewardship Committee for the Synod. They are to report to Synod Council October Members to be Bishop, Rev. David Hunter, and Barb Weiss, Treasurer Diane will serve as a resource person. No report available; this item will be on the next Council meeting agenda. South Sudan Motions from the Synod Convention This item came from the 2014 Synod Convention: SSC MSC that the ELCIC, Government of Canada and people of Canada help and pressure South Sudan leaders to accept PEACE IN SOUTH SUDAN, in order to save and rescue innocent victims who continue to suffer and flee to neighboring states. Prayers are requested from our church s leaders in Saskatchewan Synod and across Canada to pray that Almighty God bring Peace to South Sudan people. Financial support is requested which may be channeled 2

3 through CLWR s Seeds of Hope appeal to provide humanitarian assistance to the South Sudan people. Council member, Pastor John Dut, was able to share information regarding the Sudan situation. He provided the Council with details about Sudan s current situation, living conditions and the conflict between North and South Sudan. Bishop Susan told of her Saturday tweets for peace; CLWR has been awarded $800,000 from the federal government for work with Sudanese refugees in Uganda through LWF. Funds can be forwarded to CLWR for use in Sudan. Promotion of this project can be through the Synod website and newsletter. SC MSC that the motion made at the Saskatchewan Synod Convention be sent to the National Church Council. SC MSC that the motion made at the Saskatchewan Synod Convention be sent to the Government of Canada; the Prime Minister and copy the Minister of Foreign Affairs and Trade. SC MSC That an information piece for congregations be developed in cooperation with CLWR and that a prayer petition be with the package. Missing and Murdered Aboriginal Women Motions from the Convention This motion came to Council from the 2014 Synod Convention: SSC MSC that the Bishop urge all Lutheran bishops, congregations, pastors and ecumenical partners to write to the Prime Minister, the Minister of Aboriginal Affairs and Northern Development, and the MP of their riding to request a national inquiry into the disappearance and/or murder of aboriginal women. This motion also came from the 2014 Convention: SSC MSC that the Bishop invite church officials of other denominations to join in a news conference encouraging people to be concerned and to write to the Prime Minister, the Minister of Aboriginal Affairs and Northern Development requesting an inquiry into the disappearance and/or murder of aboriginal women. Bishop Sid reported that on April 18, 2015 there is a conference being held at Mayfair United Church in Saskatoon. Bishop Sid will be attending this conference. A lot of the work is being driven by the Catholic Diocese in Saskatoon. The Aboriginal community has not wanted a news conference to be called on this issue. Is it possible to find out what individual congregations may be doing in their communities? Continue to generate awareness of this across the church. 3

4 1.7 Correspondence there was none received 1.8 Review of Dates for Next meetings Tabled to the end of this meeting Agenda item Synod Council Committee Reports Officers Committee Chairperson Lori reviewed the Officers report with the Council. Recommendations: SC MSC that Harold Hesje be appointed to the Congregational Constitution Committee. SC MSC that Diana Florence be appointed to the Compensation Review Committee. SC MSC that the step increase for the Bishop s salary become effective January 1 each year. SC MSC that the Synod provide accounting service to Lutheran Campus Ministry pending an agreement for services be put into place Finance and Audit Committee Treasurer Diane led the Council through the Finance and Audit Committee s report. Review of the Audited Financial Statement for The audit has been completed by PWC and thoroughly reviewed by the Committee. Diane reviewed the audited statement with Council. The Report Letter from the Auditor was reviewed. The Council s attention was drawn to the sections of: Fraud and Illegal Acts, matters involving known or suspected noncompliance with laws or regulations and subsequent events that the auditors should be made aware of. SC MSC that the audited Financial Statements for the Saskatchewan Synod of the ELCIC Inc. as at December 31, 2014 be approved. SC MSC that a letter be sent to PWC reconfirming that the Synod Council is not aware of any known, suspected or alleged incidents of fraud or illegal acts not previously discussed with the auditors; the Council is not aware of any known or suspected incidents of non-compliance with laws or regulations and the Council is not aware of any other subsequent events that might affect the financial statements. SC MSC that the Synod Council retain the firm of PricewaterhouseCoopers as the auditor for the 2015 Financial Statements of the Saskatchewan Synod of the ELCIC. 4

5 SC MSC that the proposed 2015 budget be approved. SC MSC that the Synod Council approve the Policy for the Bishop s Transition Fund and Severance Pay Governance Committee Secretary Cheryl Bauer Hyde reviewed the report and meeting minutes from the Governance Committee. Recommendations from the Committee are: SC MS that the Synod Bishop s Mutual Ministry Committee/Synod Council Relationship description be deleted from the Governance Manual. SC MSC that the following appointments be made to Synod Committees for terms running from : CTEL: Swift Current Lay Keith Bratvold (term 1) Saskatoon Clergy Rev. Melissa Brooks (term 1) Diaconal Eldon Danielson (term 2) Canadian Missions Rev. Doug Schmirler, (term 1) Examining Committee: Lay Don Slind (term 2) Diaconal Joan Cole-Heine (term 2) Funding Allocation Committee Tami Halvorson Investment Management Committee Darryl James (term 1) Synod Council Review Committee Rev. Dennis Serfas Lutheran Campus Ministry Karen Routley (term 1) St. Michael Rev. David Kaiser (term 2) Convention Planning Task Force (Officers) SC MSC that the theme for the Convention be our proposed strategic plan vision: Strengthening Faith Communities for Service. This will include the programming around the themes recommended by NCC and LWF related to the 500 Anniversary of Reformation: Salvation not for sale; Human Beings not for sale; Creation not for sale. 5

6 SC MSC that the date for the Convention be June 3-5, 2016 in Saskatoon at Circle Drive Alliance Church or the Saskatoon Travelodge as a second option. Council recessed for dinner. Communion Service - Council members shared communion at a service led by Rev. Sheldon Gattinger. Bishop Sid provided the message based on Mark 1:1-11; the hymns were led by Rev. Sean Bell on guitar and Rev. David Hunter on the drum. Business Session #2 - Delegating Authority and Responsibility to the Bishop 2.1 Bishop s Report Bishop Sid reviewed his written report with the Council. He developed it on the draft Strategic Plan that will be finalized by the Council later in this meeting. Engaged faith communities: Build leadership capacity The Bishop, as a member of the LTS Board of Governors, is working with the committee in the follow up to President Ogilvie s resignation meeting with congregations regarding pending calls especially small congregations that cannot afford a full-time pastor NCC decision regarding a recommendation going to the National Convention this summer from Faith Order and Doctrine regarding authorized lay ministries. NCC approval of a CECF recommendation to provide $200,000 over two years in support of Canadian Mission initiatives to participate in God s mission in our changing context. Sharing of resources: Operate as one team Contact with rostered ministers Contact with congregations Conference Deans Synod Office team Bishop s study in Regina Future with Hope Committee Community Involvement: Practice love and service Ecumenical Partnerships Canada Lutheran Website Bishop s blog 6

7 Youth NCC Reformation Challenge He concluded his report with a series of questions: How do we as Synod Council, handle the incoming $200,000 for Missional initiatives? Regarding availability of leadership a category on the roster for clergy coming to the end of the three year on leave from call Regarding ecumenical relationships -- We have relationships with Anglicans and United Church what about with other Lutheran groups? CECF Report the report provided and received for information Roster Recommendations to Synod Council SC MSC a) that Saskatchewan Synod Council recognize the retirement of Rev. Donald Hansen effective December 31, b) that Saskatchewan Synod Council recognize the retirement of Rev. Richard Prankev effective December 31, c) that Saskatchewan Synod Council recognize the retirement of Rev. Colette Baker effective March 31, d) that Saskatchewan Synod Council remove Rev. David Hanes from the Roster of Ordained Ministers by his resignation effective November 14, e) that Saskatchewan Synod approve on leave from call year 1 status for Rev. Chris Bishopp through to March 31, f) that Saskatchewan Synod approve on leave from call year 1 status to Rev. Jim Halmarson through to March 31, g) that Saskatchewan Synod approve on leave from call year 3 status for Rev. Jann Boyd through to March 31, h) that Saskatchewan Synod approve parental on leave from call year 4 status for Rev. Amber Hoffman through to March 31,

8 SC MS that Saskatchewan Synod remove Rev. Trent Felstrom from the roster of Ordained Ministers due to the expiration of 3 years on leave from call. MSC that this item be tabled Youth Report Youth Coordinator Gretchen Peterson provided a written report for Council Members to review. She highlighted a special project Saskatoon is doing with the ELCIC congregations in forming a joint youth group. She also outlined several projects she envisions for the future. Council members were given an opportunity to ask Gretchen questions on Friday morning when she attended the Council meeting. 2.2 Report of the National Church Bishop Susan brought greetings from the National Church. The National Church Council recently had their last meeting before the July Convention. Liberated by God s Grace will be the theme. A challenge will be considered by the National Convention in commemoration of the 500th anniversary of the Reformation to: a) 500 new refugee sponsorships b) 500 new bursaries for students in schools of the ELCJHL c) 500,000 trees to be planted in Canada and around the world d) $500,000 to be raised for the LWF endowment fund. A guest speaker will be Commissioner Marie Wilson, from the Truth and Reconciliation Commission. A resolution on the Doctrine of Discovery will be brought forward to have it refuted. A session on Welcoming the Stranger respect for other people s faith traditions. Motions on Climate Justice and the Canadian Criminal Justice System will be made. She thanked the Synod for being a partner in ministry and all the gifts brought to the Church National Global Mission Task Force will be meeting in April and a report will be brought to the next Council meeting. The meeting recessed for the evening. Council members enjoyed a time of socializing. Friday, March 27, 2015 Morning Devotions Meeting Chaplain Barb led us in devotions Luke 14: National Caregiver s day Jesus cared for us and did not expect repayment. 8

9 Business Session #3 Strategic Planning 3.1 Dream Team Final Report and Recommendations SC MSC that the Dream Team report be disseminated throughout the Synod and the wider church. Action suggestions: Post the report on the website; use the Canada Lutheran insert and send notices to the other Bishops for dissemination. Use the Conferences, the Leadership Conference; clergy clusters; congregational councils; bridge it to the Future with Hope Task Force and the Strategic Plan. Consider using a short video and u-tube to stimulate discussion. The Dream Team report can serve as the backgrounder for the work being developed and done through the strategic plan. How do we cultivate the concept that the Synod is all of us as members and congregations, not an entity that is going to do everything for us? Do we need permission to be the church, are we overly oppressive? We can t have the Synod (office and council) doing the work for the congregations, the congregations/members have to be engaged and feel that we are all the Synod. 3.2 Future with Hope Cheryl Bauer Hyde reviewed the report from the Future with Hope Task Force. They will be using the Study Conference and fall Conference conventions to have discussion on restructuring the Synod. 3.3 Strategic Plan Review Game Plan the draft Strategic Plan was reviewed with Council. Vision: Strengthening faith communities for service Ultimate Success: Stronger Faith Communities The three Outcomes: Engaged Faith Communities 5 yr. foci Build Leadership capacity Sharing Resources Operate as one team Community Involvement Practice love and service A draft of How it will be done; What will be measured; What will be done and Who will do it coming from the October Strategic Planning session was developed by the facilitator and Officers and shared with the Council to start discussion. 9

10 The Council broke into three discussion groups to discuss each of the three outcomes to determine if the measures and initiatives had to be revised and then to identify targets and deadlines and to determine who the partners were to assist with the tasks. Group One Engaged Faith Communities focused on building leadership capacity Group two Sharing Resources focused on Operating as one team Group three Community Involvement focused on Practice love and service The Officers will review the notes from the discussion sheets and bring a final report back to Synod Council. Group Services Inc (GSI) Report Lisa Thiessen Executive Director of GSI Lisa provided information about GSI in general and the national Pension and Benefits Plan; statistics related to the Sask Synod; national initiatives and proposed upcoming changes. She asked that the Sask Synod revisit the decision to withdraw from participation in the national compensation strategy discussions. It is recognized that not all facets of the compensation plan for the Synods are the same (i.e. weeks of annual vacation); but there are many areas where there is agreement and national recognition of this would make for a more unified national approach. Business Session #4 Reporting, Monitoring & Measuring 4.1 Canadian Missions Report Council reviewed the report from the Canadian Mission Report. They were also provided the report on the Warman, Martensville, Osler, Church Plant project. There were questions about making people aware of this project, especially in the Saskatoon area. 4.2 Committee for Theological Education and Leadership CTEL SC MSC that the resignation of Rev. Jeff Tank from the CTEL be accepted. The CTEL Committee provided a report of their activities and a list of questions they hope to have discussions on in the future. 4.3 Lutheran Campus Ministry The Committee s report highlighted prioritizing care and upkeep of the Campus Ministry building; their fundraising efforts and finding committee members. 4.4 Synod Roster Ministers Compensation Report SC MSC that the Synod re-engage in the discussion about Compensation Guidelines with GSI and the other Synods. 10

11 4.5 Congregational Constitution Committee Report Kathy Pelletier reviewed the report from the committee. At a recent meeting the Committee approved five congregational requests and have six congregations that need to be contacted for an updated constitution or progress report. 4.6 Funding Allocation Committee The minutes from the committee s meeting of the previous were distributed and reviewed. Council was asked if they had suggestions or preferences as to how the Aboriginal Funds are used. Suggestions were scholarships for aboriginal students to attend our schools; opportunities for listening circles to understand aboriginals and their culture; not interested in using the funds for capital purchases; not be used solely for aid but also for ministry; is it necessary to identify a geographic area that would receive grants? This committee will bring recommendations back to Council for consideration. 4.7 Companion Synod Report The report submitted to Council was reviewed. The Governance Committee is working to define a Relationship Description with the committee and determining the appointment of members to the Committee. 4.8 LutherCare Communities Rev. David Hunter highlighted segments of the LutherCare report. A new housing development is starting in the Stonebridge area of Saskatoon. New initiatives are being piloted between LutherCare and the Saskatoon Health Region. 4.9 St. Paul Lutheran Home Arlene provided a written report to Council and reviewed the report with them. She told of the flood evacuation St. Paul s had to handle July 1, She explained the immunization or mask policy that was implemented and the impact it had on the various groups coming into the Home. They have budgetary issues because of the need of increased staff for the dementia unit but the province has frozen funding to this unit. This may effect of programing within the home. The Administrator has announced that she is resigning her position. Caring Lutheran Sunday the committee is no longer functioning and the promotion has been discontinued. 11

12 SC MSC that St Paul Lutheran Home be given permission to do their own fund raising appeal in the congregations in the Yorkton Conference and within the Sunrise Health Region in the event the Caring Lutheran Sunday has been discontinued St. Michael s Retreat and Ministries Barb Weiss reported on behalf of the Board at St. Michaels. A new administrator is in place, the facility has lots of bookings, and the Franciscan Friars are leaving the end of June. A private group is still looking at purchasing the facility. August 22, :00 3:00 pm will be the farewell tea for the friars. St. Michael s will not be closing! 4.11 Native Ministry, Saskatoon No report from the trustees 4.12 Relationship Reviews Report Pastor David explained the reviews that will be conducted. Pastor Dennis Serfas will be attending the next meeting of Council to evaluate Synod Council s performance. The Officers Reviews need to be done by two Synod Council members. The Review of the Committees also needs to be done by three Council members. Reports are to be completed by the March 2016 meeting. SC MSC that Synod Council members reviewing the officers are: Merv Bender and Tami Halvorson. SC MSC that Synod Council members reviewing the various committees are: Kathy Pelletier, Val Davies and Barb Weiss. The Governance committee will be providing revised review forms for the members to use to conduct the reviews Other Business: Circle of Life Dissolution motions SC MSC that the net proceeds from the sale of 1459 Retallack Street, Regina, Saskatchewan ($263,360) (completed in July 2014) be placed in a restricted fund for projects designated for Aboriginal Ministry initiatives in Southern Saskatchewan. The terms and conditions for the restriction, use and administration of the fund shall be developed by the Saskatchewan Synod Council. 12

13 Review of Dates for next meetings: June 16, 2015 Conference Call from 7:30 pm 8:30 pm October 4-6, 2015, St. Michael s Retreat Centre, Lumsden January, 2016 Conference Call (TBD) March 10-12, 2016, Queen s House Saskatoon June 2, 2016, Saskatoon (prior to Synod Convention) June 3-5, 2016 Synod Convention, Saskatoon October 27-29, 2016 St. Michael s Lumsden Meeting Evaluation The council members were asked to fill out meeting evaluation forms and return them to the Synod Administrator. Closing Worship Meeting Chaplain Barb led the Council is the closing meditation. She focused on the Lord s Prayer God calls us to pray. Thank you was expressed to Bishop Sid for his hard work for the Synod and to Pastor Lori for leading the meeting. Adjournment the meeting was declared adjourned at 3:15 p.m. Minutes taken by Cheryl Bauer Hyde, Synod Secretary and Joan Meyer, Synod Administrator 13