D iocese of New Westminster Minutes of the Diocesan Council Retreat Day held November 1, 2014 at the Parish of St. Mary, Kerrisdale Present: Mr. George Cadman, Ms. Valerie Casselton, Mrs. Joan Cope, The Rev. Luisito Engnan, Mr. Cameron Gutjahr, The Rev. Andrew Halladay, Mr. Bob Hardy, Ms. Anne Kessler, Mrs. Belinda Kishimoto, The Rev. Janice Lowell, The Ven. Lynne McNaughton, Mr. Mark Munn, Mr. Donald Paul, The Rev. David Price, The Ven. Stephen Rowe, The Rev. Trudi Shaw, Mrs. Maureen Simons, The Right Rev. Melissa Skelton, Mr. David Swan, Mr. Ian Thomas Regrets: Ms. Kimberly Blair, The Rev. Lois Boxill, Ms. Jennifer Dezell, The Ven. Douglas Fenton, The Rev. Dale Yardy Staff: Mr. Robert Dickson, The Rev. Ruth Monette, Mr. Randy Murray, Mrs. Sandra Stevenson The meeting began at 9:30 am with Morning Prayer. Introduction to the Day 1. Review The Committee reviewed the Agenda and had a recap on the meeting norms. There was discussion on the timeline for distribution of documents and it was requested that the papers should be sent out one week prior to the meeting. It was also thought helpful for the members to receive the minutes within two weeks of the meeting since Diocesan Council meetings are now being held several months apart. The Chancellor also thought that email poll minutes could be sent out. 2. Purpose: By observing our work in spiritual practice, we develop a common vision for Diocesan Council within the context of a Christian community. 3. Identify Goals of the Day: the goals of the day were to articulate why we, the Diocese, are making Parish Development a priority and to explore how the Diocese is a Parish Development system. PARISH DEVELOPMENT The Bishop then gave a presentation to Council on the why, what and how of Parish development and how our role is to assist parishes being the best they can be. Diocesan Council Minutes of November 1 st 2014 Page 1 of 6
The working definition is: Parish development is the development of congregations of all sizes, locations and conditions into more faithful, healthy and effective communities of faith. Small groups were formed to talk about parish development what does it mean and why are we, the Diocese, engaging in it. In summary, these groups then looked at the barriers, opportunities and resources to Parish Development as follows: Barriers: - Culture of fear and scarcity - Seen as gatekeepers - Fear of independent thinking - Resistance to change - Suspicion of Synod Office and Diocesan leadership - Geography and time available - Communication - Institutional geography or process of putting ideas into actions - Finances - The holy huddle Opportunities: - Technology - Social media - Leadership - Moment of newness hopeful climate - Chance to fix structures to work for us - The Bishop - New Vision - Expertise from Synod Office staff, Bishop and leadership school - Diversity Resources: - Technology and social media - Existing expertise - Training and personal development - New Bishop - Skilled people - New volunteers - Gifts as Anglicans Diocesan Council Minutes of November 1 st 2014 Page 2 of 6
Next Steps: - Look to see that everyone in the Diocese becomes aware of parish development - Consultation with parishes as to how this is a priority. Need for people in parishes to accept this as a priority. - Need for a social media strategy reaching out to all people under 35 years of age. - Need to change parochial reports asking for who is the person responsible for parish development. - The process we have done today as Diocesan Council should be carried out by Parish Councils or deaneries or archdeaconries. - Each Archdeacon representative to send out a report about today. - How will we ensure that we listen to parishes ideas about parish development? - Partner with diverse parishes (clergy and lay) communicate with them given that there are ever increasing populations. - How to address fear in parishes where populations are decreasing? - Strategy to actively involve Synod delegates in what we have done today. - Hope that the in between Synod involves training. - How do we get young people involved if they cannot afford to live in the City of Vancouver? - Reach out to refugee, immigrants and homeless people. - Continue to initiate and report the results. - Communications strategy around how we transmit this message. Of the above, the priorities are: - Communications strategy - Technology and social media strategy to reach out - Partner with diverse groups - Bishop continue to experiment and implement while we reach consensus - Teaching personal development stuff throughout the Diocese - Engaging the whole of the Diocese 1. MINUTES a) Minutes from Diocesan Council meeting of September 9, 2014 Page 3, para. 7a) The Registrar asked that the title be changed to Church of the Good Shepherd appointment of Trustees and Enactment of Regulation P-19. Page 1, 1 st para, line 3 of Church of the Good Shepherd Précis should read in turn. Motion: Moved: Ms. Anne Kessler Seconded: Mrs. Maureen Simons Diocesan Council Minutes of November 1 st 2014 Page 3 of 6
THAT the Minutes of the September 9 th 2014 meeting of Diocesan Council be adopted as circulated. MOTION CARRIED b) Minutes from Diocesan Council Email poll of October 7 th 2014 Clergy Compensation Rates for 2015 Motion: Moved: Mr. George Cadman Seconded: Mr. Mark Munn THAT the minutes of the email poll of October 7 th 2014 be approved. THAT the records of voting in the email poll of October 7 th 2014 may be destroyed and only the final minutes need be retained. MOTION CARRIED c) Minutes from Diocesan Council Email poll of October 8 th 2014 Appointments to Standing Committee on Mission & Ministry Development Motion: Moved: Mr. George Cadman Seconded: Mr. Mark Munn THAT the minutes of the email poll of October 8 th 2014 be approved. THAT the records of voting in the email poll of October 8 th 2015 may be destroyed and only the final minutes need be retained. MOTION CARRIED It was hoped that a representative from the North Shore could also be considered for this Committee and this is being pursued. 2. Organizational Structure Following the White Paper and the diocesan reorganization after Synod, the Chancellor wished to clarify the role of the Diocesan Council Steering Committee which could be described as a Council between Council meetings. There has been some confusion as to the scope of the group s powers. The Steering Committee was intended to be an Executive Committee of this Council and to streamline some of the work. The Chancellor and Registrar also clarified the roles of the Mission and Ministry Development Committee, the Management, Finance and Property Committee and Diocesan Council. Diocesan Council Minutes of November 1 st 2014 Page 4 of 6
3. Steering Committee Approval of action taken by email poll and conference call The Registrar pointed out that in accordance with Regulation 18 concerning email polls and conference calls, it was necessary for 60% of Council to respond and 75% of that group to respond favourably for a motion to be passed. Members of Council have a right to call for a meeting or a conference call if they require more information on an issue which has been sent out by email poll. 4. Fundraising for Children & Youth Ministries Glen Mitchell, Director of Stewardship and Gift Development, gave a presentation on Diocesan plans for supporting children and youth ministries in the coming years. It was explained that we had already hired a full-time Coordinator who will begin on December 1 st, 2014 and funds have been allocated for 2014 and 2015. However, we need additional resources to support the program in 2015 through 2017, as well as funding for training and program materials for parishes. The Bishop then expressed the strong hope that the financial campaign would have 100% participation of Diocesan Council members. This is viewed as very important for the wider support of the campaign. The Bishop then made the first donation followed by Glen Mitchell. The overall cost for funding these initiatives is $100,000 per year through 2017 and the Diocese is launching a major gift effort seeking financial support for this work. The Treasurer mentioned that the Diocese has already committed $100,000 to this work. M/S M/S George Cadman/Cameron Gutjahr To Move In Camera Cameron Gutjahr/Lynne McNaughton To Move Ex Camera 6. No Debate St. Helen, Point Grey daycare lease this item has been removed. 7. Financial Statements August and September 2014 The Treasurer explained that we are on budget. The CTF took a loss in September for the first time this year. CTF still up 8.2% for the year. Motion: Moved: Mr. George Cadman Seconded: Mr. Donald Paul To receive the financial statements of August and September 2014. MOTION CARRIED Diocesan Council Minutes of November 1 st 2014 Page 5 of 6
8. For Information i) Minutes of Standing Committees - Minutes of Mission and Ministry Development meeting of October 14, 2014 - Minutes of Management, Finance & Property Management meeting of August 26 th 2014 and October 2 nd 2014 9. DC Meeting preparation A sign up sheet was circulated to help with the set-up and take-down of future meetings. M/S Lynne McNaughton/Joan Cope that congratulations be conveyed to Douglas Fenton on the receipt of his Honorary Doctorate this weekend. MOTION CARRIED UNANIMOUSLY M/S Cameron Gutjahr/Maureen Simons that a welcome is extended from Council to new staff members Caitlin Reilley Beck and Brander McDonald. An evaluation was taken of the meeting with most members being very happy with the day s events. The meeting closed at 3.35 pm with prayer. The subsequent meeting dates will need to be reviewed as some members had issues with meeting on a Wednesday evening. Proposed dates were: Tuesday, January 20, 2015 Tuesday, March 17, 2015 Tuesday, April 28, 2015 Tuesday, June 2, 2015 Diocesan Council Minutes of November 1 st 2014 Page 6 of 6
Minutes of EMAIL POLL OF NOVEMBER 21 ST 2014 TO MANAGEMENT, FINANCE & PROPERTY COMMITTEE, DIOCEAN COUNCIL STEERING COMMITTEE AND DIOCESAN COUNCIL PROPOSED LEASE OF PARISH OF CHURCH OF THE GOOD SHEPHERD TO THE REALITY CHURCH approved as Written Resolutions under Regulation 18 The email poll was moved by the Treasurer and seconded by the Registrar (for MFP Committee and Diocesan Council) and moved by the Treasurer and seconded by the Chancellor (for DC Steering Committee) and was circulated to the members of the committees and Diocesan Council for reply on or before November 21 st, 2014 at 2 pm. Replies were received from the following: MFP Committee: Michael Ashby, Susan Chortyk, Phil Davie, Jennifer Dezell, Sue Foley-Currie, Oliver Hamilton, Bob Hardy, Michael McGee, Donald Paul, John Stephens DC Steering Committee: Lois Boxill, George Cadman, Bob Hardy, Stephen Rowe, Trudi Shaw, David Swan Diocesan Council: Kimberly Blair, Lois Boxill, George Cadman, Valerie Casselton, Jennifer Dezell, Luisito Engnan, Cameron Gutjahr, Andrew Halladay, Bob Hardy, Anne Kessler, Janice Lowell, Mark Munn, Donald Paul, David Price, Stephen Rowe, Trudi Shaw, Maureen Simons, David Swan, Ian Thomas, Dale Yardy Replies were not received from the following: Joan Cope, Belinda Kishimoto, Lynne McNaughton and Nancy Southam. As at least 60% of each Committee voted in favour and at least 75% of those voting voted in favour, the following resolutions constitute Written Resolutions within the meaning of Regulation 18. Resolutions: Resolution of: Resolution Parish Moved/ Seconded Treasurer/Chancellor Whereas the Parish holds assets for the benefit of the Diocese, that the Parish enter into a Lease of its church to REALITY CHURCH OF METRO VANCOUVER SOCIETY on terms approved by the Diocese, when requested by the Diocese to do so. Management, Finance & Property Moved/ Seconded Treasurer/Registrar Resolved that the Management, Finance & Property recommends to Diocesan Council that it pass the following resolution: Minutes of the Email poll of November 21 st 2014 (Written Resolutions) Page 1 of 3
Resolution of: Resolution This Diocesan Council, consents to granting of the 3 year lease for the period Jan 1 2015 to December 31, 2017 (with option to renew for 3 years to December 31, 2020) and a fixturing period commencing immediately on execution of then Lease between THE PARISH OF CHURCH OF THE GOOD SHEPHERD, VANCOUVER, B.C as Landlord and REALITY CHURCH OF METRO VANCOUVER SOCIETY as Tenant in the form presented subject to such changes as may be approved by the Treasurer, Business Administrator and Registrar (or other legal officer) and subject to the assent of the Bishop. Steering Committee Moved/ Seconded Treasurer/Chancellor Resolved that the approval request for the Lease between THE PARISH OF CHURCH OF THE GOOD SHEPHERD, VANCOUVER, B.C as Landlord and REALITY CHURCH OF METRO VANCOUVER SOCIETY as Tenant be circulated by email poll to Diocesan Council for email poll approval pursuant to Regulation 18 and the deadline for response be 14:00 November 21, 2014. Note: Because the deadline for response is less than 96 hours, Regulation 18 requires that this Steering Committee motion must pass by a 75% majority. Diocesan Council Moved/ Seconded Treasurer/Registrar Respectfully submitted Sandra Stevenson Recording Secretary Resolved: 1. This Diocesan Council, consents to granting of the 3 year lease for the period Jan 1 2015 to December 31, 2017 (with option to renew for 3 years to December 31, 2020) and a fixturing period commencing immediately on execution of then Lease between THE PARISH OF CHURCH OF THE GOOD SHEPHERD, VANCOUVER, B.C as Landlord and REALITY CHURCH OF METRO VANCOUVER SOCIETY as Tenant in the form presented subject to such changes as may be approved by the Treasurer, Business Administrator and Registrar (or other legal officer) and subject to the assent of the Bishop. 2. This approval is also subject to approval by the Standing Committee on Management, Finance & Property of the form of lease and such further conditions as that committee shall impose. Minutes of the Email poll of November 21 st 2014 (Written Resolutions) Page 2 of 3
Resolutions for Diocesan Council meeting of January 20 th 2014: THAT the minutes of the email poll of November 21 st 2014 be approved. THAT the records of voting in the email poll of November 21 st 2014 may be destroyed and only the final minutes need be retained. Resolutions for Management, Finance & Property Committee meeting of January 27 th 2014: THAT the minutes of the email poll of November 21 st 2014 be approved. THAT the records of voting in the email poll of November 21 st 2014 may be destroyed and only the final minutes need be retained. Minutes of the Email poll of November 21 st 2014 (Written Resolutions) Page 3 of 3
Minutes of DIOCESAN COUNCIL EMAIL POLL OF DECEMBER 8 th 2014 REQUEST BY PARISH OF CHRIST CHURCH, HOPE FOR ONGOING MINISTRY SUPPORT FOR 2015 approved as Written Resolutions under Regulation 18 The email poll was circulated to the twenty-four members of the committee for reply on or before December 8 th, 2014 at 4 pm. Replies were received from the following committee members: Kimberly Blair, Lois Boxill, George Cadman, Valerie Casselton, Jennifer Dezell, Luisito Engnan, Cameron Gutjahr, Andrew Halladay, Bob Hardy, Anne Kessler, Belinda Kishimoto, Janice Lowell, Lynne McNaughton, Mark Munn, Donald Paul, David Price, Stephen Rowe, Trudi Shaw, Maureen Simons, David Swan, Ian Thomas, Dale Yardy Replies were not received from the following committee members: Joan Cope As at least 60% of the Committee voted in favour and at least 75% of those voting voted in favour, the following resolutions constitute Written Resolutions within the meaning of Regulation 18. Approved Motion: THAT Diocesan Council approves the grant request in the amount of $9,500 to be provided in support of the ministry at Christ Church Hope for the 2015 fiscal year as requested and a further grant of $500 to be provided in support of parish leaders attendance at the Diocesan School for Parish Development. The financing of these grants is to be from the funds allocated for the support of ministry in the Eastern Fraser Valley in the New Development Fund. Respectfully submitted Sandra Stevenson Recording Secretary Resolutions for January 21 st 2015 meeting of Diocesan Council: THAT the minutes of the email poll of December 8 th 2014 be approved. THAT the records of voting in the email poll of December 8 th 2014 may be destroyed and only the final minutes need be retained. Minutes of the Diocesan Council email poll of December 8 th 2014 (Written Resolutions)
Minutes of REPEAT EMAIL POLL OF DECEMBER 15 th 2014 TO DIOCESAN COUNCIL NORTH VANCOUVER DEANERY REQUEST FOR FUNDING IN 2015 approved as Written Resolutions under Regulation 18 The email poll was sent out on December 15 th 2014 to the twenty-four members of Diocesan Council for reply on or before December 19 th 2014 at 4 pm. Replies in favour were received from the following: Kimberly Blair, Lois Boxill, Valerie Casselton, Joan Cope, Jennifer Dezell, Luisito Engnan, Cameron Gutjahr, Andrew Halladay, Bob Hardy, Belinda Kishimoto, Janice Lowell, Mark Munn, David Price, Trudi Shaw, Maureen Simons, Melissa Skelton, David Swan, Ian Thomas, Dale Yardy Replies were not received from the following: George Cadman, Anne Kessler, Donald Paul, Stephen Rowe As at least 60% of the Committee voted in favour and at least 75% of those voting voted in favour, the following resolutions constitute Written Resolutions within the meaning of Regulation 18. Approved motion: THAT Diocesan Council approves a grant of $26,000 for the year 2015 for the North Vancouver region and St. Clement to be split between two initiatives: i. The evaluation of the regional ministry of North Vancouver so far and the possible development of a new regional ministry plan. ii. A ministry centered on the gathering process in the parish of St. Clement, especially focussed among young families. Funding for this grant will be from the proceeds of the sale of the St. Richard s property in the New Development Fund. Respectfully submitted Sandra Stevenson Recording Secretary Resolutions for Diocesan Council meeting of January 21 st 2015: THAT the minutes of the email poll of December 15 th 2014 be approved. THAT the records of voting in the email poll of December 15 th 2014 may be destroyed and only the final minutes need be retained. Minutes of the Email poll of December 15 th 2014 (Written Resolutions) Page 1 of 1