This policy governs the serving of alcohol at parish functions and/or on church property. Nothing in this policy is intended to impose upon any person who resides on church property (or upon any such person's family) a standard of behaviour different from that imposed upon a person who does not reside on church property (or upon any such person's family).

1. The event, including the rental of or other use of church property, must be held in compliance with the Liquor License Act Ontario RSO (1990), the Smart Serve Ontario Dos and Don’ts, and common law negligence principles. 

2. The parish must ascertain that at any event at which alcohol is served, all bartenders/waiter are certified by Smart Serve Ontario.

3. The parish must inform Aon Reed Stenhouse Inc. of the details of the event and be guided by their instructions if any.

4. Such events, wherever possible, are to be held in licensed premises, and the owner of the premises must control the bar facilities.

5. The parish must confirm that the premises where the event is to be held has a liquor license, where required by law and policy, and that sufficient numbers of people are available to assure compliance with the items in point #2 above.

6. The church event coordinator must obtain a Special Occasion Permit at least thirty (30) days prior to the event.

7. All persons serving alcohol must be certified by Smart Serve Ontario.

8. Any individual or group that wishes to serve alcohol at an event to be held on church property must be encouraged to seek an alternate venue for the event.

9. The individual or group that wishes to serve alcohol at an event to be held on church property MUST obtain a Special Occasion Permit and show it to the Corporation of the Church at least thirty (30) days prior to the event. As per permit regulations, no alcoholic beverages other than those purchased on the permit will be brought onto the property.

10. Notwithstanding #8 above, the group or individual using the church property must complete and sign the "Agreement for Use" form issued by the Diocese of Algoma and pay the appropriate usage fee before the event.

11. Parish representatives and the user group or individual must review the Anglican Church of Canada Individual & Group Users 2006 Liability Insurance Program Summary as issued by Aon Reed Stenhouse Inc. and make the appropriate application for insurance (in the amount of at least $2,000,000), where the group or individual does not already carry a policy of insurance complying with clause 9 of the Diocesan Licensee Agreement for the Use of Church Premises.

This policy has been adopted and placed in force by the Executive Committee of the Diocese to govern the way apportionment is calculated as a percentage of "parish income from open offerings and identifiable offerings toward the operating expenses ...".

Parish monies that are exempt from apportionment are

1. Rental income, investment income, and grants from the Diocese or other parishes;

2. Income from the fund raising activities of the parish, and official parish organizations such as the ACW, men’s organizations, youth groups, etc.

3. Flow-through givings to other registered charities or overseas mission activities;

4. Special appeals for major capital expenditures;

A capital expenditure is:
1) Any new building or structural alteration of a church, rectory, or parish hall, regardless of cost;

2) The replacement of an existing item, piece of equipment or structure with an expected life of more than five years, or cost of 10 percent or more of parish apportionment.

5. Special projects which have been authorized by the Diocesan Executive Committee (Income applied to the salary component of a curacy, internship, Church Army officer, youth worker, or pastoral worker, if authorized by the Bishop are deemed a special project by the Diocesan Executive Committee.) Refer, as well, to the Curacy Exemption Policy.

6. Borrowed funds for operational or capital purposes.

7. Funds generated from the sale of capital assets.

8. The capital of bequests / endowments for special purposes designated by the donor

9. GST and PST rebates

Any monies held outside of the operational budget for whatever purpose must be fully disclosed and reported to the Diocesan Treasurer annually with the annual returns.

Amounts that are not exempt from apportionment

The capital from any reserve or trust which is brought into income and spent on operating expenses is assessable.

The policy grants the following exemptions to a parish that has a curacy:

1. Exemption from apportion of income raised from special projects/appeals for the salary component of a curacy will be:

a. First full calendar year – 100%

b. Second full calendar year – 66.7%

c. Third full calendar year – 33.3%

Where the curate is engaged part way through a year, the aforesaid income shall also receive a 100% exemption for the part year.

2. The apportionment to the parish in respect of the year during the initial and subsequent years of the engagement of the curate shall be the greater of:

d. The apportionment as calculated in the regular manner taking into account the aforesaid exemptions, and

e. The average of the apportionment for the three years immediately preceding the year of the engagement of the curate.

The foregoing assistance to a parish shall normally not be available again to that parish until seven years have passed since this assistance was last received by that parish.

Duties of Territorial Archdeacons

9. To be a pastoral link with, and for the Bishop, to the clergy in the Deanery and their families.

10. To develop with the Bishop and the other Archdeacons beneficial crisis intervention strategies and teams.

11. To give the Bishop's Administrative Assistant advance notice of upcoming Celebrations of New Ministry which require mandates and licences signed by the Bishop so that these can be prepared and forwarded in a timely manner.

12. To keep a record of vacation and other out-of-parish plans of clergy in the deanery.

13. To maintain contact with retired clergy in the Deanery.

14. To maintain fax capability using a dedicated fax line, and in a confidential location.

Origin: Executive Committee Policy
Date: Revised 2009

Much of the diocesan archives collection is held at the Algoma University Archives in Sault Ste. Marie, ON. This includes most of the parish holdings of Service Registers containing entries for baptisms, confirmations, marriages and burials. The following Search Request Form is used to request information from the Library Director, Algoma University, Mr. Ken Hernden ken.hernden@algomau.ca . There is a $30 fee for this service.  Please refer to the link below for an outline of NEW Search Request Fees for services provided by Algoma University. Payment must be in the form of a money order and must accompany this Form when the request is submitted. Cheques will not be accepted, and requests accompanied by them will not be processed.

Search Request Fees (May 3, 2010)

Search request: Baptism, Burial, Marriage, Parish History

Please send the completed form, along with the money order to:

Diocese of Algoma Synod Office,
P. O. Box 1168
Sault Ste. Marie ON Canada
P6A 5N7

Further inquiries can be made by contacting the Synod Office at:

Telephone: 705-256-5061

Origin: Executive Committee Policy
Date: March 1999
UNDER REVIEW 

1. Purpose of the Collection

The Diocese of Algoma Archives exists as a collection in order to maintain and preserve the history of the Diocese, its organizations and parishes.

2. Goals of the Collection

2.1. To maintain the collection in a suitable environment so that documents can be preserved for future use.

2.2. To provide access to the historical records of the Diocese.

2.3. To provide the resources for research, both scholarly and private.

2.4. To provide information to parishes and parishioners in response to specific requests.

3. Responsibility for the Collection

3.1. Diocese: Ownership of the Archives of the Diocese of Algoma is retained by the Diocese. They are held and managed by Laurentian University Archives as per the joint agreement between the Diocese and Laurentian University.

3.2. Diocesan Archivist.

3.2.1 The Diocesan Archivist has the responsibility for the acquisition of materials for the Archives, including locating and retrieving such material.

3.2.2 The Diocesan Archivist also has the responsibility for developing and administering any policies pertinent to the Archives Collection, within the context of the joint agreement.

3.2.3 As per Section 2.5 of the joint agreement between the Diocese and the University, the Diocesan Archivist will have the responsibility of forwarding to the University Archives all materials designated for the Diocesan Archives. Therefore, all materials designated for the Archives will be submitted to the Diocesan Archivist.

3.2.4 Other duties as prescribed by Canon B-4 of the Diocese.

3.3. Laurentian University: Section 3 of the joint agreement between the Diocese and the University outlines the Obligations and Privileges of the University.

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4. Types of Materials in the Collection

5.1 Diocesan Personnel as per Section 2.3.2 of the Joint Agreement between the Diocese and Laurentian University, the Depositor and duly identified members shall have access to all documents in the Diocesan Archives. For the purposes of this Diocesan Policy, the "Depositor" is identified as the Bishop and the "duly identified members" are identified as the Diocesan Archivist and the Chancellor of the Diocese.

5.2 University Archivist as per Section 2.3.1 of the Joint Agreement between the Diocese and Laurentian University, the University Archivist shall have complete access to all materials contained in the Diocesan Archives.

5.3 Students/Scholars/Genealogical or Parish History Researchers as per Section 2.3.4 of the Joint Agreement between the Diocese and Laurentian University, access may be given to documents within the Diocesan Archives. Such persons will be subject to all rules of consultation of the University Archives, and any restrictions cited in the Diocesan Policy.

1. A chapel is a place of worship that, when it is so designated by the Bishop, does not have all of the normal responsibilities of a congregation.

2. To be a chapel, the building would require a patron parish or organization who would assure that the building would be maintained, all expenses met, and adequate insurance coverage carried. Where there is not some group to fulfill the role of patron, the building should be closed.

3. All chapels will be under the general supervision of an incumbent appointed by the Bishop.

4. Worshippers in a chapel may, in some cases, with the permission and at the direction of the Bishop, gather in an annual meeting to consider the affairs of the chapel and to elect a steward to work with the incumbent and the patron parish in furthering the best interests of the chapel. In such a case, a second steward may be appointed by the incumbent.

1. Chapels normally do not have the resources for regular Sunday worship, the conduct of worship by a cleric, or the levels of supervision needed for program and activities.

2. Future decisions about the use or disposition of the chapel are in the hands of the patron parish or organization, Diocesan Executive Committee, and the Bishop.

3. Givings to a chapel would not normally be eligible for an Income Tax Receipt. Gifts to a patron parish would be eligible for a Tax Receipt but would also be subject to diocesan apportionment.

4. Chapels are ineligible to elect delegates to Synod (Collegiate Chapels excepted).

5. A Chapel is not simply a congregation in a stage of closing. A chapel needs a clear purpose, be it pastoral, historical, communal, or geographical.

Cemeteries, like all Church property in the diocese, are owned by the Incorporated Synod of the Diocese of Algoma. The local Incumbent and Wardens, that is the Officers of the Parish, act as agents of the Synod in managing the affairs of the cemetery. A Cemetery Board or Committee is often appointed to carry out the actual day-to-day management of the cemetery. The Board or Committee, however, is assisting the Incumbent and Wardens in doing this, and responsibility rests with these Officers of the Parish.

A cemetery must be operated in conformity with the Cemeteries Act (Revised) and its successor legislation, the Funeral, Burial and Cremation Services Act 2002. This includes filing an Annual Report with the Cemeteries Regulation Unit of the Ministry of Government Services. These are some provisions of this Act and its Regulations that parishes operating cemeteries should be aware of are:

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Origin: Bishop’s Policy and synopsis of canonical requirements
Date: Revised November 2002

1. The Incumbent resigns to the Bishop and announces it to the congregation after consultation with the Bishop.

2. The church wardens consult with the territorial archdeacon regarding the timing and process of an appointment.

3. The church wardens arrange an official inspection of rectory facilities by the deanery officials.

4. In the case of a self-supporting parish that is current in stipend, levy, and other commitments, the wardens consult with the territorial archdeacon to learn about the appointment process and to agree on a time for a vestry meeting to elect a concurrence committee. The concurrence committee shall be composed of not more than seven nor less than three communicants of at least the age of eighteen (Canon 1-1.3 a). It is recommended that one member of the concurrence committee be a warden. A healthy balance of people who represent the life of the parish is recommended. Those elected are required to keep confidences and interviewing skills would be helpful. The Bishop requests that concurrence committees be comprised of lay members of the congregation.

5. For self-supporting parishes, the vestry is called with the required two notices at services on separate Sundays. It is most appropriate for the date to be arranged so the territorial archdeacon can be present at the meeting to give guidance and information and to represent the Bishop. The vestry operates in accordance with the rules in the canons (Canon J-1) and a chairperson of the vestry is elected from the duly qualified voters present.

6. In the case of a parish which is part-time, assisted, or which is in arrears to the Diocese for stipend, travel, or apportionment, the bishop has the right of direct appointment under Canon I-1.4.b) and Canon I -1.1. Where the Bishop feels that a consultative process would be beneficial to the circumstances, he may suggest a process of consultation with the wardens, or with the wardens and delegates to Synod.

7. In parishes where there is not a full-time stipend available for the incumbent, the Bishop will normally make a direct appointment.

8. The church wardens should contact the territorial archdeacon to arrange coverage for services and ministries during the interim and to ensure that the deanery officials have certified:

a) that sufficient financial resources are in place to enable an appointment;

b) that the rectory is in good repair;

c) that parish resources are available for the interviewing process and for moving costs.

10. The existence of an opening is public information and can be shared with anyone. Interest in the position from any applicant must be directed to the Bishop and not the concurrence committee.

11. Guidelines of the National House of Bishops prohibit anyone acting in an official capacity from approaching any clergy person serving in another Diocese without going through the Bishop in the Diocese where the opening has occurred.

12. The concurrence committee presents the profile to the Bishop and consults with the Executive Archdeacon in person or by conference call.

13. The Bishop and the Executive Archdeacon conduct the reference checks and make enquiries about the suitability of applicants.

14. The Bishop will present the name or names with basic biographical information to the concurrence committee. The concurrence committee chair is then usually directed by the Bishop or Executive Archdeacon to be in direct contact with the interviewees. The chair of the committee is then responsible for interview arrangements. Profiles are sent to the nominees. The interviewers may wish to request fuller information from the nominees at this time. The names and the information supplied are confidential. The chair is requested to send all circulated information back to the Bishop, or see that it is destroyed when the task is completed.

Origin:  Executive Committee Policy

Date:     February 1999

The Executive Committee has established the following policy for the payment of honorariums for both lay and clergy officiants.

Anyone acting as an officiant for a service in a parish to which they are not licensed or covenanted shall be paid by the parish for travel @ $0.20/km., out-of-pocket expenses, and an honorarium of $50.00 minimum for the first service and an honorarium of $25.00 minimum for each additional service in the same day.

Origin:  Policy of the National House of Bishops

The following guidelines are intended to clarify the expectations and processes whereby a priest or lay professional transfers from one jurisdiction to another for both long term and short term ministry. The underlying premise is that both sending and receiving bishops should be fully involved in initiating the process and managing it through to completion. They should be fully informed of all decisions, and never taken by surprise or embarrassment.

It is recognized that clergy and lay professionals are ordained or otherwise affirmed for ministry in the whole church. They should not be made to feel guilty for considering moving to another diocese. No bishop should keep individual clergy on a protected or "untouchable" list permanently. Nevertheless bishops have the responsibility to share with one another whether the welfare of the church really is being promoted by the move of an individual priest at any particular time. The timing should feel reasonably right for all parties.

The following guidelines are recommended:

1. Any bishop desiring to interview a priest or lay professional, or in responding to an applicant for a position from another diocese, should first consult with the bishop of that diocese.

2. In dioceses where it is permitted, parishes should be informed that before they can approach a person in another diocese, consultation must take place with their own bishop who, in turn, would request permission of the bishop of that diocese.

3. Clergy who desire to leave their present diocese and who want to make inquires before submitting their resignation or notice, should first inform their own bishop and then with his/her (written) consent or permission, proceed by approaching bishops of other dioceses, not individual parishes.

4. It is increasingly common for dioceses to advertise vacant positions in the Journal, local diocesan papers, or other publications. Such advertisements should always include a clause directing all potential applicants first to obtain the permission and blessing of their present bishop before making application.

5. In the transfer to another diocese, matters to be negotiated by both dioceses include ... any outstanding debts or other obligations, accrued vacation time, date and method of announcement of the appointment, exchange of letters of transfer and bene decessit.

Since bishops bear responsibility for ministry within the diocese, they deserve to be consulted before invitations are issued to others from outside the diocese to minister within the diocese.

Pulpit exchanges (not involving sacramental ministry) with local clergy of other denominations, which are planned in advance with the agreement of the Advisory Boards, generally do not require the permission of the Bishop.

Locally commissioned lay readers may preach and conduct a Service of the Word, on occasion, during the absence of the incumbent. On these occasions, the incumbent is still accountable for the content of the sermon and the liturgy.

Where a person is not commissioned or licensed in Algoma, the Bishop’s permission must be obtained well in advance and well before the individual is invited to officiate at worship, to preach, or to administer the sacraments. Full details must be provided in a written memo with sufficient lead time (three weeks), to allow the Synod Office to conduct reference checks, which is the normal procedure for visitors from beyond Algoma.

Closure of Church Buildings

Policy for the Closure of Church Buildings

There is a distinction between the closure of a church building, and the dissolution of a congregation.  This policy refers to the physical closure of the church building, the dispersal of its assets, and its Deconsecration and setting apart for other uses.

General

1. When a congregation wishes to close, it shall first consult with the Territorial Archdeacon and Deanery Officials to consider other options.

2. When a congregation wishes to close, it shall hold a special vestry meeting called in accordance with the Canons of the Diocese of Algoma.

3. A motion of closure shall be passed and recorded in the minutes.  This motion must pass by a two-thirds majority of voters qualified to vote at a vestry.

4. The motion of closure shall be copied to the Territorial Archdeacon, the Deanery Officials, and the Diocesan Treasurer for inclusion on the Executive Committee agenda.

5. The Executive Committee shall consider the proposal to close, and if it approves of the congregation’s decision, the closure will proceed.

6. The congregation may then hold a Service of Thanksgiving for the work and ministry that had gone before in the church.

7. After all the assets have been dispersed, the Territorial Archdeacon, acting on the Bishop’s Mandate, shall deconsecrate the church.

Procedure 

1. The wardens shall remain in office until the assets of the church have been dispersed, and the building sold or otherwise disposed of.

2. The wardens shall work with the Deanery Officials to oversee the dispersal of assets, the sale or disposition of the building, and other tasks necessary under this policy.

3. If there are no wardens, or if there is a vestry of less than six persons, the Deanery Officials shall carry out the tasks required in this policy.

Financial Matters 

1. The wardens shall pay any outstanding invoices, and shall then change the address for accounts such as hydro, fuel, and insurance to that of the Diocese of Algoma.

2.  The wardens shall send to the Treasurer of the Diocese of Algoma the contents of all bank accounts, as well as all financial books and records.

 3.  The Treasurer of the Diocese of Algoma shall set up a reserve fund with the balance of the congregation’s funds, out of which shall be paid any remaining or ongoing bills. 

4. Insurance shall be kept in place until the building is sold or otherwise disposed of, to be paid from the fund noted in #3 immediately above.

5. The Treasurer of the Diocese of Algoma shall recover costs associated with the payment of bills, over and above the amount existing in the fund mentioned in #3 above, from proceeds from the sale of the building and land.

6. The Executive of the Diocese of Algoma may also recover, from the sale of the building and land, the amount of the debts assumed by the diocese in its financial records in the ten-year period preceding the year of closure including the year of closure.

7. The wardens, and if there be none, the Deanery Officials, shall make provision for the safeguarding and security of the church building while it is vacant.

Other Books and Records

1. The vestry books, registers of baptisms, confirmations, marriages, and burials, the minute books, and other non-financial records shall be transferred to the Diocesan Archives at Laurentian University.

 Other Assets

1. An inventory shall be made of all church contents such as furnishings, linens, memorials, stained glass, office equipment, etc.  This inventory shall also show where they are dispersed.

2. If the altar and font are not dispersed to another church, they shall be burned unless there is a reverential use.

3. In the consideration of the dispersal of memorials, any remaining family of the donors should be consulted if they can be found.

4. The disposition of a congregation’s remaining assets, after all financial obligations have been met, up to an amount of $25,000, shall be determined by the Deanery Officials in consultation with the wardens.

5. In deciding as to the disposition of assets, the Deanery Officials and the wardens shall take into account:
   1. any requests from the incumbent, wardens, or vestry of the continuing congregations of a multi-point parish that the assets be transferred to them;
   2. any significant associations or links between the closed congregation and the continuing congregations of the parish;
   3. the respective contributions of the congregations or parish, and the Diocese, to the acquisition of the assets in question; and
   4. other financial support provided by the Diocese to the parish concerned.

6. All remaining funds shall be paid to the Diocese of Algoma.

 Deconsecration 

1. Once the church has been cleared of all contents, it should be deconsecrated, on Mandate of the Bishop of Algoma.

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Driving

Guidelines for Driving Children and Youth to or From Church Related Events

Approved by the Diocesan Executive Committee, March 2006

            The churches and youth groups of our Diocese want their children and teens to receive the best care possible while attending church events.  Since our Diocese is in Northern Ontario, and many parishes have multiple points of ministry, leaders of our children’s and youth ministries frequently plan events that require volunteer drivers.  In order to ensure that our drivers and their young passengers are as safe as possible on the road, the Youth Ministry Committee of our Diocese has created these guidelines for parish, deanery and diocesan use.

            There are three points in this set of guidelines:

1. Get permission from the parents
2. Use reliable drivers
3. Plan a safe trip

GET PERMISSION FROM THE PARENTS

            All passengers under the full age of 18 years must have permission from a parent or guardian before they get into the car.  The best way to ensure this is to use a ‘permission form’ that the parent must sign in order to grant permission.  It is the trip organizer’s job to ensure that parents/guardians are aware of the trip plan and have granted permission for the child/youth to attend.  Two examples of permission forms are included on pages 4-5 of these guidelines.  Feel free to use them!

USE RELIABLE DRIVERS

            Your concern is only with the people who are driving ‘on behalf of’ the church.

If parents/guardians transport their own children, or arrange car pools independently, they are not considered to be driving ‘on behalf of’ the church.    If the church arranges the car pools, the drivers are acting ‘on behalf of’ the church.

            Drivers must have the appropriate driving skills and insurance to transport children and youth for church events.  It is the trip organizer’s job to ensure that the each driver has the appropriate qualifications, and are aware of the liability they assume while driving on behalf of the church.  The best way to accomplish this is to give each driver a ‘driver form’ that outlines the requirements and rules for transporting children/youth to and from church events, and requiring each driver to sign the form.  There are two examples of driver forms on pages 2-3 of these guidelines – feel free to use them!

PLAN A SAFE TRIP

            There are many factors that contribute to a successful trip:  planning, permission, drivers and suitable weather are just a few.  It is the job of the trip organizer to ensure that the trip is planned properly and with safety of the drivers and passengers as a primary concern.   There is a ‘safe trip checklist’ on page 6 of these guidelines – please use it!

Travel safe and have fun!

If you have any questions or comments, please contact the Diocesan Youth Consultant, Rev. Heather Manuel, at (705) 641-8787 or programyouthalgoma@yahoo.ca

Forms (following) available for download here:

DRIVER FORM Single event
DRIVER FORM Ongoing
Permission Form SINGLE EVENT
Permission form oNGOING
‘SAFE TRIP’ CHECKLIST

DRIVER FORM

For use with people who are driving for one specific event

Event___________________________________________        Date_______________

Thank you for being willing to drive children and/or youth on behalf of the church for this event.   This form contains important information that you need to know before you can drive on behalf of the church.  Please read this form, sign it, and return it to the person organizing this trip.  You may want to ask for a copy to keep for yourself.

Rules of the Road – for you:

1. By law, all drivers must operate their vehicles in accordance with the Highway Traffic Act (i.e. driving safely, respecting speed limits, wearing seatbelts, etc)
2. All drivers must ensure that their vehicles are in good working condition and are capable of safely completing the trip in question
3. All drivers must have a minimum of $1 million PLPD insurance on their vehicles.  Although you are driving on behalf of the church, the vehicle is yours and you are responsible in the event of offence, accident, or injury
4. All drivers must have a valid license and have at least two years driving experience
5. The trip organizer has the right to request a Police Records Check and a Motor Vehicle Abstract on drivers for any trip.  Previous convictions for crimes such as drinking and driving or careless/dangerous driving may disqualify you from being a driver on behalf of the church.  IF the trip leader requires this check, the results will be confidential in accordance with the church’s ‘Screening in Faith’ protocol

Rules of the Road – for you and your passengers:

1. All passengers in your vehicle who are under the age of 18 need the permission of a parent/guardian to attend this trip.  Make sure your passengers have given a permission form to the person organizing this trip.
2. Parents/guardians are required to ensure that their children/youth are safely transported to and from your supervision.  If the parent is not present at the designated pick-up or drop-off location, do not leave a child/youth alone.  If you cannot contact the parent, contact the trip leader to arrange an alternative. 
3. Passengers and drivers should treat each other with respect.  Do not instigate or tolerate any abusive or illegal behaviour in your vehicle.  Report any instances of abusive or illegal behaviour to the trip organizer immediately. 
4. Drivers should make every effort not to be alone with a child/youth passenger.  When this is unavoidable, the driver should make a point to speak to the parent/guardian at the designated pick-up or drop-off location.
5. If any passenger or driver is concerned about any aspect of the trip (weather, road conditions, car-pool lists, etc) do not hesitate to contact the trip organizer.

DRIVER’S CONSENT:  I have read, and understand, the ‘rules of the road’ and I will abide by them while acting as a driver on behalf of the church. 

 Signature_________________________________________          Date______________

DRIVER FORM

For use with people who volunteer for several events, or on a regular basis.

This form should be renewed every year.

Thank you for being willing to drive children and/or youth on behalf of the church on an on-going basis. This form contains important information that you need to know before you can drive on behalf of the church.  Please read this form, sign it, and return it to the person organizing this trip.  You may want to ask for a copy to keep for yourself.

Rules of the Road – for you:

1. By law, all drivers must operate their vehicles in accordance with the Highway Traffic Act (i.e. driving safely, respecting speed limits, wearing seatbelts, etc)
2. All drivers must ensure that their vehicles are in good working condition and are capable of safely completing the trip in question
3. All drivers must have a minimum of $1 million PLPD insurance on their vehicles.  Although you are driving on behalf of the church, the vehicle is yours and you are responsible in the event of offence, accident, or injury
4. All drivers must have a valid license and have at least two years driving experience
5. The trip organizer has the right to request a Police Records Check and a Motor Vehicle Abstract on drivers for any trip.  Previous convictions for crimes such as drinking and driving or careless/dangerous driving may disqualify you from being a driver on behalf of the church.  IF the trip leader requires this check, the results will be confidential in accordance with the church’s ‘Screening in Faith’ protocol

Rules of the Road – for you and your passengers:

1. All passengers in your vehicle who are under the age of 18 need the permission of a parent/guardian to attend this trip.  Make sure your passengers have given a permission form to the person organizing this trip.
2. Parents/guardians are required to ensure that their children/youth are safely transported to and from your supervision.  If the parent is not present at the designated pick-up or drop-off location, do not leave a child/youth alone.  If you cannot contact the parent, contact the trip leader to arrange an alternative. 
3. Passengers and drivers should treat each other with respect.  Do not instigate or tolerate any abusive or illegal behaviour in your vehicle.  Report any instances of abusive or illegal behaviour to the trip organizer immediately. 
4. Drivers should make every effort not to be alone with a child/youth passenger.  When this is unavoidable, the driver should make a point to speak to the parent/guardian at the designated pick-up or drop-off location.
5. If any passenger or driver is concerned about any aspect of the trip (weather, road conditions, car-pool lists, etc) do not hesitate to contact the trip organizer.

DRIVER’S CONSENT:  I have read, and understand, the ‘rules of the road’ and I will abide by them while acting as a driver on behalf of the church. 

 Signature_________________________________________          Date______________

Permission Form

For participation in a single event

Please keep this portion for your records

Event:__________________________________________________________________

Location: _______________________________________________________________

Date: _______________________________            Cost: __________________

Trip Organizer Name and Contact #:_____________________________________________

Time and Place of Departure: _______________________________________________

Time and Place of Return: __________________________________________________

Mode of Transportation: ___________________________________________________

Accommodation Details: ___________________________________________________

            __________________________________________________________________

Packing List: ____________________________________________________________

            __________________________________________________________________

Other Details: ____________________________________________________________

            __________________________________________________________________

PERMISSION FORM – one event only

Please complete this portion and give it to the trip organizer

Name of Parent/Guardian: __________________________________________________

Phone Numbers: (home) ______________________     (work)_______________________

Alternate Emergency Contact Name: _________________________________________

Phone Number: _______________________

Relationship to Participant: _________________________________________________

Participant’s Health Card Number (optional): ___________________________________

Drug or Food Allergies: ____________________________________________________

Medical Conditions/Medications: ____________________________________________

Other Information: ________________________________________________________

________________________________________________________________________

Consent of Parent/Guardian:

I give permission for (name of child/youth) ___________________________ to participate in (event) _______________________________ on (date) _________________________.

I give permission for photos/videos of these events to be used for promotional purposes: Y__/N__

I have read and understand the information provided on this form, and the information that I have provided is correct to the best of my knowledge. I understand that there is a degree of risk involved in all activities, and I assume all risk and liability on behalf of my child/ward.  In the event of an emergency that requires parental/guardian permission for medical treatment, if myself or my emergency alternate listed above cannot be contacted, I authorize the trip organizer to act on my behalf.

Signature: _________________________________             Date: ___________________

Permission form

For participation in several events, or on an on-going basis

Name of Church: (or group)__________________________________________________

Contact Person: ________________________________________

Contact Phone Number: _________________________________

Address: ________________________________________________________________

Name of Child/Youth Participant: ____________________________________________

            From time to time, this church/group will host events.  Every child/youth participant in these events below the full age of 18 years requires the permission of a parent/guardian in order to participate.  By signing this form, you grant permission for your child to participate in any of these events.  You may decline to sign this form, and request to sign a permission form ‘per event’ as these events arise.  In either case, the church/group will provide you with details about each event in advance of the event, so that you may withdraw or suspend your permission at any time.  Please keep this portion of the Permission Form so that you know how to contact the church/group.

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PERMISSION FORM – on-going basis

Please complete this portion and give it to the church/group contact person

This form should be renewed every year.

Name of Parent/Guardian: __________________________________________________

Phone Numbers: (home) ______________________     (work)_______________________

Address: ________________________________________________________________

Alternate Emergency Contact Name: _________________________________________

Phone Number: _______________________

Relationship to Participant: _________________________________________________

Participant’s Health Card Number (optional): ___________________________________

Drug or Food Allergies: ____________________________________________________

Medical Conditions/Medications: ____________________________________________

Other Information: ________________________________________________________

Consent of Parent/Guardian:

I give permission for (name of child/youth) ___________________________ to participate in events of (name of church/group) _____________________________________________.

I give permission for photos/videos of these events to be used for promotional purposes: Y__/N__

I have read and understood the information provided on this form.

I understand that the church/group will provide me with details about each event in advance, and that I can withdraw my permission, in writing, at any time.

The information that I have provided is correct to the best of my knowledge.  If there is any change in this information, I will promptly notify the church/group listed above.

I understand that there is a degree of risk involved in all activities, and I assume all risk and liability on behalf of my child/ward.  In the event of an emergency that requires parental/guardian permission for medical treatment, if myself or my emergency alternate listed above cannot be contacted, I authorize the event organizer to act on my behalf.

Signature: _________________________________             Date: ___________________

‘SAFE TRIP’ CHECKLIST

Planning:

• Distribute permission forms to parents
• Recruit drivers, distribute and collect driver forms
• Make a list of emergency phone numbers
• Make a trip plan/itinerary with contact numbers for yourself and all drivers
• Leave a copy of your trip plan/itinerary and your contact number with a reliable emergency contact person who is not going on the trip
• Arrange carpools

The Day of the Trip:

Equipment still to pack: ____________________________________________________

________________________________________________________________________

Last-Minute phone calls: ___________________________________________________

_______________________________________________________________________

Check the weather forecast: ______               Check the road conditions: ____

Permission forms still to collect: _____________________________________________

________________________________________________________________________

Driver forms still to collect: _________________________________________________

________________________________________________________________________

Last-Minute Concerns: _____________________________________________________

Follow-Up:  Did any leaders or participants report incidents that require follow-up?

Incident:________________________________________________________________

Follow-up:_______________________________________________________________ ________________________________________________________________________

Incident:________________________________________________________________

Follow-up:_______________________________________________________________ ________________________________________________________________________

Incident:________________________________________________________________

Follow-up:_______________________________________________________________ ________________________________________________________________________

An easy way to get information about the Diocese of Algoma Employee Assistant Program (EAP) is to visit the Program Website at www.fgiworldmembers.com .

The website has been designed to provide information about the EAP and how to access the Program, as well as how to access information on a wide range of personal issues, posting links to related resources and reading material. You can also request an EAP appointment online.

www.fgiworldmembers.com is reserved for individuals that are currently offered EAP services through the Diocese of Algoma. To access this Website requires a username and password and you can obtain these by contacting the Synod Office. Additional information about the EAP can be obtained by calling FGI at: 1-800-268-5211 (Service in English).

Origin:  Executive Committee Policy

Date:     May 2004

The Christian mission and ministry which is central to the work of our Diocese is carried out, primarily, in our congregations. Many of our rural and isolated congregations have a difficult time financially supporting this work because there are often not enough financial supporters in their area to provide the necessary funds. It is part of our Anglican tradition, rooted in scripture from the earliest days of the Church, that congregations with greater financial resources should help those congregations not able to carry the entire financial cost of the work because of their smaller numbers.

The limited financial resources available to the Diocese mean that we must concentrate on supporting our rural and isolated congregations. At the same time we have had and will probably continue to have, from time to time, urban congregations which are having difficulty operating on a financially self-sustaining basis because they cannot afford the model of ministry they are using.

The Diocese has a responsibility to assist our urban congregations which find themselves in financial difficulty to move to a financially self-sustaining model of ministry. In order to carry out this responsibility the Executive Committee enacts the following Policy:

Urban congregation: Any congregation within a community having the municipal status of a city, and within fifteen kilometres of another congregation. This distance is to be measured as the most direct vehicle driving distance by roadway between a church building used regularly for Sunday worship by one congregation and a church building used regularly for Sunday worship by another congregation.

Arrears: Any amount of apportionment and / or stipend and benefits left unpaid at the end of the financial year, and any non-current loans of the Archbishop Wright Building Fund.

1. As of the date of the enactment of this Policy by the Executive Committee, any urban congregation which is in arrears for two years, and any urban congregation which subsequently becomes in arrears for a period of two years, will be assisted by the Diocese in restructuring its ministry so that it operates on a financially self-sustaining basis.

2. This period of re-structuring consultation and planning will be completed within two years of the date upon which the urban congregation comes within the provisions of this policy, and the new financially self-sustaining model of ministry will be put into place and become effective no later than two years from the date upon which the urban congregation comes within the provisions of this policy.

3. The three Parties which shall consult with each other concerning the development of the Ministry Plan are the Congregation, the Deanery, and the Diocese. The Incumbent and Wardens shall act on behalf of the Congregation. The Archdeacon, Regional Dean and Lay Stewards shall act on behalf of the Deanery. The Bishop shall act on behalf of the Diocese. The Bishop may appoint such members of the Diocesan Staff as the Bishop thinks appropriate to act on his behalf.

4. The Ministry Plan will be developed by the Diocese and Deanery after considering the information provided and the views expressed by the Congregation during the consultation with the Congregation.

5. To extend the fairest protection and advance notice to the Incumbent of the Congregation, and subject to the required review by the Bishop, the Incumbent shall be given the notice of termination of appointment, prescribed under the terms of the Appointments Canon and the Letter of Appointment, as soon, as may be practical after the date on which the Congregation comes within the provisions of this policy.

6. The Bishop shall discuss with the Incumbent the re-structuring of the ministry of the Congregation and consider the Incumbent's opinion as to how best to re-structure the ministry of the Congregation so that it operates on a financially self-sustaining basis within the prescribed period of time.

7. Nothing in this Policy shall abrogate or infringe upon any of the powers or responsibilities of the Bishop in regard to clerical appointments.

8. The Ministry Plan shall be implemented in such a manner, and at such times, and in such stages if any, as are detailed in the Ministry Plan.

9. In the event of a difference of opinion, which cannot be resolved between those representing the Deanery and those representing the Diocese, over provisions of the Ministry Plan during the development of the Ministry Plan, the Bishop shall consider the views expressed by both Parties; the provisions the Bishop thinks wise, or such other provisions as the Bishop thinks wise, shall then be the provisions which are made part of the Ministry Plan.

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1. The formal exercise of Lay Ministry is commissioned by, and responsible to, the Parish Incumbent under the general supervision of the Bishop.

2. Ministries are commissioned by giving the Algoma Ministry Covenant certificate by the Parish Incumbent during public worship.

3. Formal ministries include such roles as: Parish Lay Reader; Eucharistic Assistant; Server; Choir Member; Hospital Visitor; etc.

These ministries are distinct from Parish Officials. Parish Officials are accountable to the vestry which elected them, or to the Incumbent, or to the Incumbent and Wardens who appointed them.

4. The Doctrine and Worship Committee has prepared a form for the "Commissioning for Lay Ministries in the Church" which can appropriately be used either for formal lay ministries or parish officers.

5. Ministry Covenant certificates have been sent to each parish and may be duplicated. Additional copies are available through the Bishop's Administrative Assistant.

6. Commissioning requires a covenant with the Parish Incumbent specifying responsibilities, training, screening, accountability, term, and review.

7. A Lay Readers' Manual and a recommended course of training are available in each parish. The Lay Readers' Manual is available on the Diocesan website info@dioceseofalgoma.com .

8. Prior to commissioning, approval of the parish vestry is required for the selection of a parish Lay Reader. (There should be a real opportunity for a proposal of the name by the Incumbent with confidential feedback from the Advisory Board.)

9. The names of all parochial Lay Readers, with contact information, shall be sent to the Deanery Wardens of Lay Readers following the completion of a training process acceptable to the Incumbent.

10. When an Incumbent leaves, the Covenant of a Parochial Lay Reader remains in effect until the appointment of a new Incumbent.

11. Diocesan Lay Readers continue to be licensed directly by the Bishop upon the recommendation of the Deanery Archdeacon, the candidate's Incumbent, and with the approval of the Deanery Council.

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Origin:  Diocesan Synod Policy

Date:     May 2005

Origin:  Bishop’s Policy

Executive Archdeacon

1. Meeting with parish priest to discuss sense of vocation for ministry.

2. Meeting with pastoral chaplain to discern possible directions for Ministry, with the guidance of the Pastoral Chaplain.

3. Meeting with the Bishop, followed by referral to the Postulancy Commission.

4. Application to the Postulancy Commission by submitting the following material:

Autobiographical statement

Resume, including education

Confidential letter from the parish priest

Parish commendation form, including both ACPO portion and supplementary questions for the Diocese of Algoma

Letter from spouse or fiancé (if applicable)

Statement of current financial standing

Criminal record check

Confidential letter from Pastoral Chaplain

5. Postulancy Commission considers the application and decides whether to interview the Inquirer

6. The Postulancy Committee interviews inquirer and decides whether to recommend person to the Bishop as a candidate

7. Bishop may grant candidacy standing

8. An education plan is worked out between the candidate, the pastoral chaplain, and the Executive Archdeacon