Clergy and Lay Staff

Human Resources Committee

Members of the Diocese are invited to contribute ideas for the Diocesan Human Resources policy either to the Bishop or the Executive Committee. See "Executive Committee" in the Organization chapter.

Conduct of Persons Appointed/Elected to Positions in the Church

Although this section which includes Sexual Misconduct and Discipline are in the Clergy and Lay Staff chapter, it applies as well to people appointed to volunteer positions, e.g. Churchwarden, Lay Steward, etc.

For the good of the ministry of the church, a person appointed to a position in the Church should behave in accordance with Christian ethical standards and should be seen to do so.

When dealing with people, a person appointed to a position in the Church should be aware of putting themselves in vulnerable positions such as being alone with them in a building. Group activities, scheduling appointments when someone else is in the building or meeting people in public places is wise.

Some kinds of pastoral work, however, must be done in a way that ensures confidentiality. Some risk of false accusation may be unavoidable.

Sexual Misconduct

Until recently, any sexual misconduct by clergy or others in a position of responsibility in the church has been handled quietly and informally on a case by case basis. Often an abuser has simply been moved to another location in the hope that the problems would just go away. As has become all too painfully obvious, the real hurts and needs of the victim, the offender, and the community have gone unheard, unresolved and unreconciled. Public pressure has forced the church to take a close look at itself and to make provision for the people of God, individually and collectively, when hurt has resulted from sexual misconduct.

The Canon on Sexual Misconduct and the Diocesan Response Group sets out provisions for examining and responding to complaints against both clergy and lay people in positions of responsibility. It is designed to allow healing to begin.

If any allegation of sexual misconduct is made against clergy or lay people appointed to positions (paid and volunteer) in a congregation, deanery, diocese, Provincial Synod or General Synod, the Bishop should be immediately contacted. The Bishop will authorize a Response Group to initiate an investigation to determine whether the allegation has any basis. If it does, the Response Group will thoroughly investigate the allegation and make their recommendations to the Bishop. The Bishop will inform all parties concerned of his decision. If the allegation is made against the Bishop, the Metropolitan should be contacted.

If the victim is a child (under the age of 16 years), the Children's Aid Society must be notified. See "Reporting Child Abuse" in the Pastoral/Education chapter.

Also see "Discipline" below and "Diocesan Response Group" under "Diocese" in the Organization Chapter.

Discipline

If clergy and lay people appointed to positions (paid and volunteer) in a congregation, deanery, diocese, provincial Synod or General Synod are alleged to have committed an ecclesiastical offence, the Bishop should be contacted. In the case of the Bishop, the Metropolitan should be contacted.

If a bishop, priest or deacon on the role of another diocese commits an ecclesiastical offence in the Diocese of Algoma, the Bishop of Algoma would have jurisdiction over hearing the case, unless the Bishop of the other diocese objected. He or she would then hear the case. (General Synod Canon XVIII Section 26)

The General Synod Canon XVIII on Discipline is the basis for discipline.

The Diocesan Court has been established to hear causes in the Diocese of Algoma. The Bishop or the Executive Committee may exercise initial jurisdiction or refer a cause to the Court for the determination of guilt or of penalty. For a description of how the court will be set-up refer to "Diocesan Court" under "Diocese" in the Organization chapter.

The Diocesan Court may be used to appeal a decision of the Bishop with respect to discipline. The Provincial Synod Canon 5 on the Discipline of Bishops and Clergy establishes the Provincial Court of Appeal. The General Synod Canon XX sets up the Supreme Court of Appeal.

Ecclesiastical offenses are described in General Synod Canon XVIII Section 8:

a) conviction of an indictable offence;

b) immorality;

c) disobedience to the bishop to whom such person has sworn canonical obedience;

d) violation of any lawful Constitution or Canon of the Church, whether of a diocese, province, or the General Synod by which the person is bound;

e) wilful or habitual neglect of the exercise of the ministry of the person without cause;

f) wilful or habitual neglect of the duties of any office or position of trust to which the person has been appointed or elected;

g) teaching or advocating doctrines contrary to those accepted by the Anglican Church of Canada;

h) contemptuous or disrespectful conduct towards the bishop of the diocese in matters pertaining to the administration of the affairs of the diocese or a parish.

While a charge is under investigation, the accused can be inhibited from performing their duties. He or she still receives their pay, and shall not be deprived of his or her office.

Penalties can be admonition, suspension, deprivation, deposition or degradation. Admonition is a warning either in public or in private. Suspension is for a specific term, and may include the suspension of the whole or part of the remuneration. Deprivation is the loss of one's office (e.g. as Incumbent). Deposition or degradation includes the consequences of deprivation and divestment of the office and character conferred by ordination.

People also have the right to appeal to the Provincial Court of Appeal and the Supreme Court of Appeal. See the appropriate canon for further information.

It is conceivable that a person could go through the Church court, the criminal court, and the civil court. Each court has its own penalty. A conviction in criminal court would mean a criminal conviction, and possibly jail and a fine. Civil court would be used to sue for damages.

Covenanting

The booklet Guidelines for Fair Employment Practices published by the Committee on Ministry, Anglican Church of Canada in 1992 is useful when developing working relationships and negotiating contracts and covenants in the church.

Lay parochial staff are employed by the Vestry and are responsible to the Incumbent and Church Wardens who report to the Church Board. A contract should be developed for lay employees.

At the beginning of a working relationship the Incumbent should negotiate a covenant with the Churchwardens. Lay staff should negotiate a contract with their supervisor. The job description portion of the covenant, performance evaluations and conflict resolution are discussed in the Administration chapter. Employment standards, salaries, allowances, absences from work and benefits, which are discussed below, should be worked out in the covenant or contract if they are not diocesan policy.

An Assistant Curate should negotiate the covenant with the Incumbent and Churchwardens, who are his or her supervisor. It is highly recommended that a support group be established.

A student minister negotiates the covenant with the Incumbent who is her or his supervisor. See "Student Minister" under "Salary" below and under "Parish" in the Organization chapter.

Support Group

The purpose of a support group is to help the Assistant Curate or Student Minister do what is outlined in the covenant or learning agreement and deal with specific problems which arise in the course of doing their ministry. One task a support group can do especially well is the evaluation of sermons. See "Sermon Evaluation" in the Liturgy chapter.

People for a support group should be selected by the Assistant Curate or the Student Minister in consultation with his or her supervisor. Generally the people should be wise and able to keep confidences. The mix of the people should represent the parish: young and old, men and women, and different groups from the parish. It does not need to be a large group. The supervisor is not a member of the support group.

A chairperson, other than the Assistant Curate or Student Minister, should be selected. The chairperson would be responsible for arranging meetings and leading discussions.

The support group should receive a copy of the covenant or learning agreement.

The Assistant Curate or Student Minister needs to articulate his or her expectations of the support group, discuss these, and come to a consensus with the group. Each support group will be unique as it is based on the needs of the Assistant Curate or Student Minister and their particular covenant or learning agreement.

These ideas on a support group can be used by a new Incumbent to set up a support group to help them make the transition into a parish. An Incumbent who would like to improve their preaching can use a support group.

New Clergy and Lay Incumbents in the Diocese

Clergy new to the Diocese and Lay Incumbents will be provided with:

1. A License from the Bishop - This will be given to you by the Archdeacon at the service of Celebration of New Ministry.

2. A Certificate of Registration as a Person Authorized to Solemnize Marriage (See "Authorization to Solemnize Marriage" in the Pastoral Education chapter)

3. A copy of the most recent revision of the Canons of the Diocese

4. A copy of the General Synod Marriage Canon XXI

5. A copy of the Diocesan Chain of Prayer

6. A copy of this Diocese of Algoma Handbook with the latest amendments brought up to date.

7. A Lay Incumbent may have a letter of permission to anoint people with oil.

8. A deacon or Lay Incumbent may have a letter authorizing the Public Distribution of Holy Communion (See Liturgy Chapter).

Clergy and Lay Incumbents are responsible for obtaining these items. If assistance is required, the Deanery Archdeacon or Regional Dean should be consulted.

Legal Considerations for Employers

Employers are expected to be familiar with legal considerations affecting the employer/employee relationship. Information is available from the Federal Ministry of Labour and from Provincial

Government offices. Supervisors are encouraged to contact the branch offices nearest them to ask for their latest publications on:

- employment equity

- pay equity

- employment standards

- human rights guidelines for applications and interviews


Employment Standards

Hours of Work

Being employed by the Church should be part of a Christian vocation. A person appointed to a position in the Church should model healthy ways of living, balancing time for God, self, family, work, church, and community.

Writing a covenant helps clergy or lay staff and their parish develop expectations of tasks they are attempting to accomplish, and how much time is expected to be put into those tasks.

When developing a covenant, careful attention should be given to the hours required, and to the duties listed in the position description. Expectations which apply to lay people should be considered. Lay people are expected to work 40 hours per week plus overtime, and put time into their family, church, and community.

"To define hours of work is not to promote clock-watching, but to ensure that each employee receives adequate time away from his or her work." Fair Employment Practices, p. 5

Clergy as a rule are not covered under the Employment Standards Act. However, most lay employees are covered.

Travel time may be considered as work time. Car allowance may be assessed on a mileage basis.

Restrictions on Outside Employment

Fair Employment Practices suggests a guideline for outside employment,

'Does the outside employment interfere with the performance of the duties outlined in the job description? If not, there is little amiss unless there is conflict of interest. For a full-time worker, that 'outside work' might be the source of insight helpful in dealing with matters and issues in the community or parish.'

In order to avoid misunderstanding and disappointment the appropriate authorities (bishop, archdeacon, churchwardens, church board) should participate in the decision regarding the appropriateness of such employment.

Salary

Clergy

Full and part-time employees of parishes may be enrolled on Central Payroll. See "Central Payroll" in the Finance chapter.

Remuneration for clergy includes stipend, housing, and certain other benefits. In addition to stipend a seniority allowance called a service grant is included. For the details of minimum stipend and years of service grant contact the Regional Dean or the Synod Office or the Diocesan Treasurer or Assistant Treasurer.

The parish may provide a residence for the Incumbent, furnished with a cooking stove, refrigerator and drapes, or may rent a suitable accommodation, provided free and without deduction from stipend, [Canon H-2, Section 1(a)]. The residence includes fuel, water, telephone and general maintenance (Canon H-2, Section 2). A congregation should maintain the rectory to a standard comparable to their own homes. Some parishes have encountered considerable expense in repairing and renovating rectories which have not been maintained over the years. This can be avoided by preventative maintenance and regular expenditures in maintaining the property.

In lieu of a rectory, the Churchwardens may provide a living allowance. The living allowance is negotiated between the Incumbent, the Churchwardens and the Bishop. The Diocese has not established a clear-cut policy on the amount of living allowances. The Diocesan Treasurer may be contacted for further information.

A formula which some parishes have found useful in determining the amount of a housing allowance is: 'An annual allowance of eight percent of the average value of a four bedroom home in the community.' For example, if the median value of an average four bedroom home in your community is $120,000.00, the parish could pay an annual living allowance of $120,000.00 x 8% = $9,600.00 or $800.00 per month.

The policy on clergy remuneration is established by the Synod of the Diocese of Algoma, and the amount is set by the Executive Committee each year at the fall meeting.

Church Army Officer

A Church Army Officer receives salary and benefits according to the Church Army pay scale. The Executive Committee has ruled that such salary shall not exceed the diocesan minimum stipend less $2,000.00.

Student Minister

Student Ministers employed in parish work during the summer are provided with a stipend, free housing, and a car allowance or travel cost reimbursement. The car allowance is paid by the month and pro-rated on the annual diocesan car allowance.

The stipend is paid by the diocese. Travel from point of origin to the summer parish, and return at the end of the summer, is paid by the diocese. Housing is provided by the parish. The car allowance is paid by the parish.

See "Student Minister" under "Parish" in the Organization chapter.

Lay Staff: Secretary, Caretaker, Organist, Lay Pastoral Worker, Lay Youth Worker

The employer and the lay staff person should negotiate the salary and benefit package.

The Diocese does not have any guidelines for salary and benefit packages for lay staff. Ranges for similar work in the private and public sectors can be used as a guideline. Pay equity must be assured--whether the employee is a male or a female, people should receive equal pay for work of equal value. Salary should equal or exceed provincial minimum wage requirement.

Lay staff can participate in the General Synod Pension Plan or the Lay Retirement Plan, the Employee Benefits Package, the Long Term Disability Plan and the Continuing Education Plan. For lay staff to participate in these plans, the employer must agree to pay the employer's portion. See "Benefits" below.

If the lay staff person requires the use of a car in their work, they should be reimbursed at appropriate levels. A per kilometre reimbursement is recommended. He or she may be entitled to use the Car Loan Fund.

It is suggested that for salary guidelines for an organist, the Royal Canadian College of Organists (RCCO) be consulted. Their guidelines are developed on the basis of different qualifications.

The address and phone number for the College are:

Royal Canadian College of Organists,
112 St. Clair Avenue West,
Suite 302,
Toronto, Ontario    M4V 2Y3
Phone: (416) 929-6400

The parent organization for the RCCO is the:

Royal School of Music,
Addington Palace,
Croydon, England,
CR9 5AD


Absences from Work

The Incumbent is responsible for arranging coverage for Sunday services and pastoral emergencies in his or her absence. The Deanery Archdeacon may assist the Incumbent in arranging coverage.

If the Incumbent has not arranged coverage, the Churchwardens should contact the Archdeacon for assistance in pastoral emergences.

Other staff should negotiate their absences from work with their supervisor.

Notification of Absences

When the Incumbent is out of the parish for 2 or more days, the Churchwardens and the Archdeacon should be notified. Contact information should be provided. The information should include the names and telephone numbers of lay people qualified to deal with emergencies and other clergy who have agreed to be called in an emergency. These clergy do not necessarily have to be Anglican; they may be local clergy in a small town.

Temporary Sunday Supply

The Sunday Supply, clergy or lay person, shall be reimbursed by the parish for travelling expenses and for other out-of-pocket expenses such as meals and lodging, and may be granted an honorarium from the parish for these services (Rules #14).

Statutory Holidays

The Employment Standards Act provides for a paid holiday for the following statutory holidays: New Year's Day, Good Friday, Victoria Day, Canada Day, Labour Day, Thanksgiving Day, Christmas Day, and Boxing Day. The August Civic Holiday is not in the Act but is normally observed in Ontario.

These holidays are paid days off for full-time, part-time and student employees. Although clergy are not covered under the Act, in practice these provisions are followed. Most lay staff would be covered under the Act.

If the holiday is worked, a paid day off in lieu of the holiday may be taken. From the Act: "If the holiday falls on a non-working day, the employee shall be given another normal working day off with pay, or, if the employee agrees, the employer will pay the employee the regular wage for the public holiday."

Employees are not entitled to a paid holiday if they are employed for less than three months. Other exceptions are found in the Act.

Vacation

The diocese has no formal policy at the present time. Four weeks or one month of vacation annually is a standard which appears to have developed over time and is used in most Canadian dioceses. One month is four Sundays, except if an entire month is taken off which has five Sundays. One month is 31 days or 22 working days.

Parishes are responsible for paying for Sunday Supply, not the Incumbent.

Vacation for lay staff should be negotiated when the lay staff is hired.

Extra parochial church work and study leave are not vacations. Examples of extra parochial work are work as a Regional Dean or at a youth camp.

Part-time employees may receive Vacation Pay instead of paid vacation.

Study Leave

1. Every clergy person or pastoral team member in full-time service in the Diocese of Algoma shall be entitled to two weeks study leave with pay every year.

2. Every clergy person or pastoral team member in full-time service in the Diocese of Algoma shall be strongly encouraged to take study leave at least once every three years.

3. Any extension beyond the two week study leave entitlement shall be taken from the member's holiday time.

4. In all cases the clergy person or pastoral team member may apply for funds from the Continuing Education Fund.

5. The parish and/or the Bishop (Diocese) may contribute to the cost of an individual's study leave.

6. Annual Study Leave shall not be cumulative.

7. The clergy person or pastoral team member is expected to give the Church Wardens, the Archdeacon and the Bishop three months advance notice of his or her intention to take study leave.

8. The clergy person is responsible for arranging for ministry to continue in the parish during his or her study time.

Clergy should negotiate Study Leave with their Incumbent, if he or she is not the Incumbent, and Churchwardens. The Archdeacon will assist as requested.

Study Leave is not considered as holiday time.


Sabbaticals

This policy on Sabbaticals was approved by the Executive Committee at the February, 1994 meeting. After seven years of continuous full-time ministry/service/employment in the Diocese of Algoma, and every five years of continuous employment thereafter, the Incumbent, Assistant, or member of the pastoral team shall be eligible for two months sabbatical leave with full pay. This provision is similar to that offered other professional and educational groups. Such sabbatical offers a learning opportunity.

The purpose of this benefit is to enable a clergy person/pastoral team member to pursue a worthy, scholarly interest relative to his or her area of ministry which will directly contribute to the individual, the area of ministry and the church.

A sabbatical may be granted to any full time clergy person/pastoral team member who has had at least seven years of continuous full time employment in the Diocese. There shall be at least five years of full time service between sabbaticals; however, requests for special circumstances may be considered on their individual merits. A full time clergy person/pastoral team member may not apply for sabbatical leave during the first two years of an incumbency. Only one member of the parish pastoral team may be on sabbatical per year.

The Diocese is following the practice employed in many churches and universities, i. e., a sabbatical leave with full pay for two months. If, however, a particular project appears to be of sufficient merit, consideration to extend the leave with full salary may be given. The extension of time will be taken as part of one's vacation. The request for sabbatical leave and the proposed projects should be submitted to the Churchwardens, to the Rector if another member of the pastoral team is applying, and to the Bishop, at least five months in advance of the date it is to take effect. Acceptance of a sabbatical leave is based on the condition that the Team member will continue his or her ministry in the parish for at least one year following the sabbatical leave. If a clergy person or pastoral team member decides to leave the Diocese within one year following his or her sabbatical, any monies provided for the sabbatical will be repaid.

The time away from the parish spent must be used primarily for the project for which the leave was granted.

Projected activities for the sabbatical must be submitted to and discussed with the Churchwardens, Incumbent (if he/she is not the member applying), the Bishop and whomever else they may designate. Application forms may be secured from the Churchwardens.

The Incumbent and Churchwardens will be responsible for arranging for ministry to continue in the parish during the time the Incumbent is on sabbatical. The parish may pay for this ministry when necessary. The member's Continuing Education Plan may also pay a supply grant. See "Continuing Education Plan" below for provisions for sabbaticals.

The member may apply to the Continuing Education Fund. Other funds may be contributed by the parish and/or the Bishop/Diocese.

A report of the sabbatical leave will be submitted in duplicate form to the Churchwardens, Incumbent if he or she is not the member returning from sabbatical, and the Bishop within six weeks after returning.

The following procedures are offered as guidelines in the planning and preparation of one's sabbatical. The sabbatical leave program should have an expense budge of $1,500.00 at the parish level.

1. Any expenses are to be directly related to the sabbatical leave program.

2. Receipts/invoices are to be kept and a written summary of expenses is to be submitted to the Churchwardens prior to reimbursement.

3. Expenses for travel, lodging, meals, books, supplies, tuition for classes/seminars, visiting churches, and luncheons will be subsidized up to the sabbatical leave limit of $1,500.00.

4. Twenty percent of one's Discretionary Account may be added to the sabbatical leave program for expenses outlined in number three.

5. The Bishop (Diocese) may contribute to sabbatical leave expenses.

6. In all cases the member should use funds available to him/her from the Continuing Education Fund.


The following areas should be considered when planning sabbatical leave:

1. Inspirational/Renewal

2. Education/Ministry Experience

3. Spiritual Direction

4. Restful/Recreational


Sick Leave

The Diocese has no established policy on Sick Leave. Reason should prevail.

Bereavement Leave

The Diocese has no established policy. Reason should prevail.


Pregnancy/Parental Leave

The Employment Standards Act provides for 17 week unpaid Pregnancy Leave for mothers, and for each parent 18 weeks of unpaid parental leave for newborn and newly adopted children. Parents are entitled to receive unemployment insurance.

For Pregnancy Leave parishes should cover the employer's portion of the benefit package, and continue to provide a Rectory or make other contractual arrangements within the parish.

The Diocese has a policy on Pregnancy Leave. It may be obtained by contacting the Synod Office.

There is no policy on Parental Leave.


Benefits

Car Loan Fund

Loans may be made from the Car Loan Fund to any clergy or diocesan official of the Diocese of Algoma in full-time employment. Loans are made for the purpose of replacing or purchasing a car as required for church use. Loans may also be made for major car repairs, where such repairs involve $500.00 or more.

The application form for the Car Loan Fund is contained in the Appendix Section. The fund is operated as a revolving fund.

For further information read Rules #15.

General Synod Pension Plan

The General Synod Pension Plan is mandatory for clergy and may be extended to part-time and full-time diocesan and parochial employees. It provides a retirement benefit for those who retire because of age or disablement, and a survivor's benefit to the eligible spouse and children. Money is contributed to the fund by the employer and the employee in proportions determined from time to time by the General Synod Pension Committee.

Lay Retirement Plan

The Lay Retirement Plan is designed for paid employees of parishes, day nurseries, senior citizen homes, or any other church or parish organization. Full details may be obtained from the Diocesan Treasurer.

Group Employee Benefits Package

The Group Employee Benefits Package is available to clergy and lay employees who participate in the General Synod Pension Plan, and to lay employees who participate in the Lay Retirement Plan. Employees who work at least 20 hours per week are eligible to participate in the Group Employee Benefits package.

The contributions to this plan are shared by the employer and the employee. The employee is called a member once they are enrolled in the plan.

The plan is underwritten by

Manulife Financial, Benefits Department
P. O. Box 7400,
Willowdale, Ontario M2K 2R6.

Claim forms are sent to this address and not to the Synod Office. They do not need to be counter-signed by the employer. The Standard Dental Claim Form and the Extended Health Care Claim are available from the Synod Office.

It is the responsibility of the member to write to the Bishop's Secretary to advise the Synod Office if there is any change in marital status or additions to the member's family. For births and legal adoptions, the date and place of birth are required.

The Diocese has subscribed to Extended Health Care, Group Dental and Group Life Insurance. Diocesan Synod decides which options of the plan we participate in.

Below is a brief description of the benefits. For further information consult the detailed information booklet which is issued to members following enrolment.

Extended Health Care

For members and their eligible dependents, this benefit covers hospital semi-private care, out-patient care not covered under OHIP, prescription drug coverage, professional and medical care services, and out-of-province coverage. There is no deductible.

An Extended Health Care claim form can be obtained from the Synod Office and sent to the North American Life Assurance Company at the above address. See 'Appendix' for the claim form.

Group Dental

For members and their eligible dependents, this benefit covers 80% of basic dental services, 50% of major, 80% of endodontics and periodontal, and 50% of orthodontia.

A standard dental claim form provided by the Dentist, or one obtained from the Synod Office can be used, and sent to the North American Life Assurance Company at the above address. See 'Appendix' for the claim form.

Group Life Insurance

The member is insured for death by natural causes, accidental death and dismemberment.

Optional life insurance at competitive rates is available for the member and his or her spouse. Application forms can be obtained from the Synod Office.

Counselling for Clergy and their Families

Counselling is available for individual, marital or family issues through the Pastoral Institute of Northern Ontario (PINO). This counselling is paid for by the diocese in accordance with its Employee Assistance agreement with PINO.

PINO is located in Sudbury, Ontario. For clergy or staff who are not within commuting distance of Sudbury, counselling can be arranged throughout the diocese through the Sudbury office. When you call PINO for counselling, you should identify yourself as covered by the Anglican Church. This will also reduce your waiting period. Although waiting times vary through the year, people covered by employee contracts as usually seen within a couple of weeks.

The telephone number for the Pastoral Institute is (705) 673-4446.

This service is confidential. The diocese does not know who is using the service. The Diocese is invoiced for the counselling fees.


Long Term Disability

The plan applies once the employee has been off work for 119 days. The employee must be totally disabled from accident or sickness, that is, unable to perform the material and substantial duties of his or her occupation.

The basic core plan covers 60% of monthly pensionable earnings reduced by C. P. P., disability, and Worker's Compensation Benefits. A three percent cost of living allowance (COLA) is provided. In addition to the basic core coverage, there is a supplementary plan which increases the benefit level to 70% of the above earnings.

Continuing Education Plan

Each month employers and employees contribute a small amount of money to this fund. From the credits which accumulate in the member's account the plan will pay for costs of courses, workshops, books and journals, and computer hardware and software.

The application form for the Continuing Education benefit is found in the Appendix. Completed forms should be returned to the Bishop's Secretary. They will be signed by the Bishop or the Executive Archdeacon and by the Diocesan Treasurer. They will be forwarded to the national church office in Toronto for preparation of a cheque. The process is completed quickly but ample time should be allowed before the conference or event for which the money is required.

Enrolment of clergy in the Continuing Education Plan is mandatory. Lay staff and the employer could negotiate participation in the plan when the staff is hired.

Supply grants of $40.00 per week to a maximum of $400.00 ($600.00 during sabbatical) are available. With approval of the Bishop these may be available to assist in the cost of supply during an absence from work (parish or otherwise) for continuing education, however, it is expected that the parish and diocese take responsibility for supply costs where available.

Sabbatical grants may be provided to members for a period of full-time study of not less than eight weeks after five years membership. Application must be made providing the following:

i ) Goals of the Study

ii ) Procedure for Supervision

iii) Form of Evaluation of the work

iv) The relationship of the sabbatical to future employment in the church

v ) Budget


Members who apply for a benefit have an additional 25% added to their accumulation from the accrued interest of the Continued Education Plan.


Unemployment Insurance and Canada Pension Plan

These mandatory benefits require contributions by both employee and employer. For employees on central payroll, deductions will be made by the Synod Office. Parishes will be billed and employees will have their contributions deducted from their twice monthly pay statements.

Information may be obtained from the local branch of Employment and Immigration Canada Employment Centres.

Worker's Compensation

If an employee has an accident, please ensure an accident report form is filled out. This form can be obtained from the Synod Office, hospitals and many doctors offices.

Moving Expenses

A self-supporting parish, as a rule, is responsible for paying the moving expenses of the new Incumbent. The diocese will pay part of the moving expenses of the Incumbent of an assisted parish. The Diocesan Treasurer should be consulted.

If necessary, a loan may be made from the Clergy Moving Loan Fund to cover part of the moving expenses. For details contact the Diocesan Treasurer. The form 'Clergy Moving Fund, Undertaking for Repayment of Loan' is found in the Appendix.

Income Tax and New Employees

Each new employee must complete Revenue Canada form TD1 Personal Tax Credit Return. This form is available from Revenue Canada or from the Synod Office. It asks you to list dependents and is the means used by employers to establish the amount of income tax to be deducted at source. Failure to return this form obligates Central Payroll to make deductions assuming the employee is a single person.

Income Tax and the Clergy

Income Tax information is available from publications distributed by Revenue Canada and available your local Revenue Canada office. The toll free numbers are listed in telephone directories under 'Federal Government' (usually in the blue pages). Information of specific interest to clergy and parish treasurers is available from the Canadian Council of Christian Charities. See the Charities Handbook described in the Finance Chapter.

Deduction for Clergy Housing

"A member of the clergy or a religious order or a regular minister of a religious denomination may claim a deduction in respect of his or her residence if he or she is:

a) in charge of or ministering to a diocese, parish or congregation; or

b) engaged exclusively in full-time administrative service by appointment of a religious order or religious denomination"

"Where any individual is provided with free accommodation, the value of the benefit is included in his or her income for tax purposes."

"Where a taxpayer is entitled to a deduction in respect of rent, it is the amount actually paid as rent that is deductible without regard to the services and utilities that may be included. A clergyman who owns and occupies his or her own home is limited to the fair rental value of the unfurnished premises, excluding utilities." (from Revenue Canada Interpretation Bulletin 'Clergymen's Residences')

Clergy Car Allowances

Revenue Canada publishes a Supplementary Guide called Employment Expenses Tax Guide. It contains the regulations of the Income Tax Act concerning clergy car allowances and the forms required to claim this deduction.

The Diocesan Treasurer has prepared a short brochure with current information on this subject. It is available from the Synod Office.

If clergy make a claim for an income tax deduction they must declare all income received from their employer for this purpose. The tax department requires a mileage log and it has the right to ask to review such a log. The details of what should be included in the log are set out in the Employment Expenses Tax guide and the brochure prepared by the Diocesan Treasurer. Clergy must keep receipts for car expenses if they are going to claim the car expenses.

Each year at Income Tax time many T2200 forms from the Employment Expenses Tax Guide are sent to the Synod Office for signature. The clergy are asked to carefully complete the part of the form to be filled out by the employee. The employer part will be completed and signed by the Assistant Treasurer and the form will be returned. Please allow time for this work to be done.

Ordained Ministry

Postulant

A Postulant is a lay person who has been accepted for training for ordination.

Postulancy Commission

The Bishop has appointed a Postulancy Commission with a Coordinator to assist with selecting, fostering and preparing persons for ordination. The names and addresses of members of the Commission and its Coordinator are found in the Diocesan Contacts chapter under "Postulancy Commission".

Pastoral Chaplains

The Bishop has appointed a Pastoral Chaplain for each deanery (see Diocesan Contacts chapter). The Pastoral Chaplains work closely with the Bishop, the Postulancy Commission and its Coordinator. They give support, training and assistance to persons from their deanery who are preparing for ordination or have been recently ordained. An initial meeting of the Pastoral Chaplains held at Bishophurst in 1991. It was agreed that "the chaplains would be responsible for ensuring that postulants and the newly ordained have mentors, companions and spiritual directors."

See the Diocesan Contacts chapter for the names of the Pastoral Chaplains.

Guidelines for Ordination

The following sets out the steps to follow in dealing with a person who feels he or she has a vocation to ordained ministry.

The Anglican Church of Canada has established a set of basic principles regarding ordination. Candidates must be:

- Anglicans
- Personally known to an Anglican community
- Regarded as a genuine follower of Jesus Christ
- Have the personal qualifications a priest requires
- Have the educational/training necessary or the potential of achieving it.


All of the above assumes that "a call to ordained ministry" is never an individual affair, but must arise from, or certainly be affirmed by the Christian community.

The Diocese of Algoma has regularized these principles in a series of steps regarding ordination which must be followed with anyone considering such a vocation.

1. The first step is for the parish priest to ascertain the seriousness of the vocation. If a positive decision is made:

2. The parish priest should put the candidate in touch with the Deanery Pastoral Chaplain ensuring that she or he can provide the Chaplain with the following material:

a. A full biography including marital history, work history and educational achievements
b. A letter from his or her spouse
c. A letter from the parish priest
d. A complete disclosure of current financial assets and liabilities
e. A full report of any criminal record and also any marital or other contractual undertakings

The parish priest takes no formal part in the process but should be apprised of all decisions.

3. The Bishop will then select certain applicants for consideration by the Postulancy Commission.

If the Postulancy Commission recommends the candidate for postulancy:

4. The degree of his or her indebtedness must be considered. The Diocesan limit is from $10,000.00 to $15,000.00 total. Beyond this, indebtedness must be dealt with before the candidate can be considered further.

5. The candidate is asked to take the day-long clergy assessment which includes psychological tests. While the Diocese pays the cost of this Assessment, it is the candidate's responsibility to cover travel costs to and from the place where the testing takes place.

6. The candidate is sent to a weekend meeting of the Advisory Committee on Postulants for Ordination (ACPO).

Should the candidate be accepted as a postulant of the Diocese of Algoma, it must be understood this does not necessarily mean ordination. There must be acceptable education/training in Christian theology, the Bible, Church History, the Anglican Tradition, Liturgics, and Pastoral Care which must include at least one unit of Clinical Pastoral Education at an approved institution, and, of course, a parish or a curacy available upon graduation.

Areas of Competency - Practice of Ordained Ministry

In May, 1993 a group of persons met to determine ordination requirements for the Diocese of Algoma. These standards were set out as 'areas of competency' and officially adopted by the Postulancy Commission and the Pastoral Chaplains on October 14, 1993.

All persons proceeding to ordination in the Diocese of Algoma (whether through theological college or an alternative stream) must demonstrate competency in the following areas:

Area One:
Background in Humanities and Social Sciences;
    -the Arts (History, Philosophy, English, Classics, etc.)
    -the Social Sciences (Sociology, Psychology, Political Science, etc.)
    -Ecological Studies
    -Fine Arts

Area Two
Biblical Studies;
    -Hebrew Scriptures (general and focused)
    -Christian Scriptures (general and focused)

Area Three
Christian History;
    -Early Church
    -Reformation and Modern
    -Anglican Tradition

Area Four
Theology
    -Historical
    -Methodology
    -Ethics

Area Five
Pastoral Studies
    -Liturgy
    -Christian Education
    -Homiletics
    -Social Analysis

Area Six
Practice of Ministry;
    -CAPPE (required)
    -Analytical Skills
    -Human Relational Skills
    -Team/Group Work
    -Community Development
    -Conflict Management
    -Adult Learning
    -Analytical Skills and Administration
    -Supervised Ministry

Area Seven
Spirituality
    -Support Network
    -Spirituality
    -Accountability

Area Eight
Integration;
    -Integration Paper
    -Appropriation of Oneself as a Learner
    -Ability to Reflect Theologically
    -Integration Process (In Ministry Practice)

ACPO

ACPO is the Advisory Committee on Postulants for Ordination. It is operated by the Provincial Synod. Candidates may only attend if sponsored by a bishop. Three assessors (a mixture of clergy and lay people) from various backgrounds interview the candidate and prepare an assessment. Candidates must submit an essay prior to the weekend.

The Bishop of Algoma will not ordain any person who has not attended an ACPO weekend and been approved by that Committee.

From time to time, the Bishop is invited to nominate assessors for ACPO weekends.

Diaconal Ministry

Diaconal Ministry is the ministry of someone who serves as a deacon and is not ordained as a priest. For further information on the ministries of a deacon and a priest, consult the respective ordination services.

The Provincial Synod of Ontario has a committee which is studying the place of Diaconal Ministry. The Diocese of Algoma is represented on that committee by the Reverend Dr. Don Thompson, Provost of Thorneloe College in Sudbury.

Stipendiary Ministry

Stipendiary Ministry is full-time paid ministry. An undergraduate degree and a Master's degree in a theological program (usually a Master of Divinity degree) are normally required in addition to all other required formal and personal formation for ministry.

Non-Stipendiary Ministry

Some clergy choose to serve with no salary from the church. Travel expenses are paid and housing may be provided. Each arrangement is unique.

Some non-stipendiary clergy are retired. Others work at other employment and serve as a priest on evenings and weekends. Some  are in a financial position where a salary from the church is not required.

Chaplaincy

Full-time and part-time chaplaincies operate in the Armed Forces, hospitals, nursing homes and prisons.

The requirements for being appointed as a chaplain vary from institution to institution. They are based on education, experience and training Clinical Pastoral Education (See "Clinical Pastoral Education" under "Theological and Religious Studies" in the Pastoral/Education chapter).

Generally ordination and parish experience are required.

Persons interested in chaplaincy should discuss their interest with the Bishop and if preparing for ordination, with their Pastoral Chaplain. They must discuss it before accepting employment as a chaplain. See above "Restrictions on Outside Employment" under "Employment Standards".

Licensing

Ordained persons must be licensed by the Bishop in order to function in the diocese.

The Bishop may issue a letter of permission to clergy not fully employed, or to those on leave from another diocese.

If clergy desire to leave the active ministry, he or she shall request a leave of absence from the Bishop for one year, but renewable by the Bishop at his discretion. See "Relinquishment or Abandonment of Ordained Ministry" below.

The Canon also prescribes the oaths and subscriptions taken at ordination as deacon and priest, and consecration as bishop and on such other occasions as required by the Diocese (Celebration of a New Ministry).

The protocol in the Canadian church is that clergy licensed to a diocese may not discuss a move with a bishop from another diocese without the permission of the bishop of the diocese in which they are licensed.

Reference: Provincial Synod Canon 4 on the Licensing of Clergy.

Letter of Permission

The Bishop issues a letter of permission to authorize clergy, who are not employed full-time, to function in a parish under the authority of the Incumbent.

Relinquishment or Abandonment of Ordained Ministry

Relinquishment is when a bishop, priest or deacon wishes to relinquish the exercise of the ordained ministry.

Abandonment is when a bishop, priest or deacon has not relinquished the exercise of his or her ordained ministry but has abandoned the Anglican Church by public renunciation of its doctrine or discipline or by formal admission into another religious body; or by abandoning the practise of the ordained ministry of word and sacraments for a period of two years, unless prevented from doing so by illness or other reasonable cause (including retirement); or by engaging in secular employment without the written consent of their diocesan Bishop.

The General Synod Canon XIX on the Relinquishment and Abandonment of the Ministry specifies the procedures which are followed for relinquishment, abandonment, appeals and reinstatement.

The Steering/Concurrence Committee and the Interim Incumbent

The Canonical basis for these guidelines is the Canon on the Appointment of Clergy.

An Incumbent announces that he or she is leaving the parish.

A self-supporting parish has the right to select the Incumbent and a Vestry meeting would be called to elect a Concurrence Committee. In an assisted parish the Bishop retains that right.

The Churchwardens should contact the Bishop to discuss the advisability of appointing an Interim Incumbent. If an interim Incumbent is appointed, a Vestry meeting should be called to elect a Steering Committee.

The Interim Incumbent's role is to help the parish grieve the loss of the previous Incumbent and to develop a vision for the future which will guide the selection of a new Incumbent.

If a Vestry Meeting is required, the Churchwardens would then call a Vestry Meeting according to the procedure outlined in the Canon on Vestry Meetings.

The Incumbent does not attend the Vestry Meeting, therefore, a chairperson of the Vestry Meeting would need to be elected. Sometimes the Bishop will ask one of the Deanery Officials to attend the meeting.

The Vestry Meeting elects a Concurrence Committee. If an Interim Incumbent is being appointed, a Steering Committee is elected which could function as the Concurrence Committee. The number and qualifications of the Committee members are listed in the Canon on the Appointment of Clergy.

One of the Churchwardens should be prepared to brief the Vestry meeting on the procedure of appointment and qualifications of the members of the Steering/Concurrence Committee, and relay any special instructions or remarks from the Bishop. People should be reminded that the task of being on the Committee requires time and careful consideration. Confidentiality is also required.

When electing the Committee, the Vestry should consider who is represented on the Committee. One of the Churchwardens should be on the Committee. It is recommended that a healthy balance of people who represent the life of the parish be on the Committee.

Once the Steering/Concurrence Committee is elected, it should meet to elect a chairperson. The chairperson contacts the Bishop to give him or her the names of the people on the Committee.

The Steering Committee assists the Interim Incumbent as the parish moves from the leadership of the previous Incumbent to the appointment of a new Incumbent. The Interim Incumbent assists the Steering Committee in the preparation of a parish profile.

The first task of the Committee is to develop a profile of the parish. The profile should include:

A brief history;
A description of the parish demographics;
Parish statistics;
The financial statements;
A list of people holding positions and paid staff;
A description of parish organizations;
The current mission statement, goals and objectives;
A list of strengths and weaknesses;
A list of issues to resolve;

Part of the role of the Interim Incumbent is to help the parish hold the meetings, surveys, etc. to develop the information for the profile. When the profile is complete, a number of copies should be printed, and one sent to the Bishop or the Executive Archdeacon.

The Bishop will meet with the Committee at this time. If possible the Bishop will meet with the Committee in person; otherwise it will be a conference call (see "Teleconferencing Equipment" in the Communications chapter).

The Bishop will give one or more names of potential Incumbents to the Concurrence Committee with background information. (Clergy are encouraged to send the Executive Archdeacon up-to-date resumes for this purpose. See "Clergy Submit Resume to Synod Office" below).

It must be clearly understood by all parties that the Interim Incumbent may not be a candidate for the position of permanent Incumbent.

The Interim Incumbent, if he or she is still in the parish, does not participate in the selection of nominees.

The names and the information are confidential. The chairperson is requested to send all the lists and the information sheets back to the Bishop when the task is completed.

The Committee can interview up to three nominees at one time (more with the Bishop's permission). The chairperson of the Committee will make arrangements, and the parish will pay the expenses of the people being interviewed. A copy of the parish profile is sent to each nominee being interviewed in advance of the interview. No final commitment is made by either of the parties in the initial meeting.

The interview should also include a tour of the Church buildings and the Rectory. Housing should be discussed.

If the Committee agrees on a particular nominee, the chairperson submits it to the Bishop. The Bishop will obtain the consent of the nominee. If everyone is in agreement, the Bishop appoints the nominee.

If the nominee does not accept the appointment, the work of the Committee continues.

If the first set of names is not acceptable, the chairperson of the Committee asks the Bishop for another set of names. The Committee has six months from the time the Bishop first submits names to select an Incumbent.

The appointment is confidential until it has been announced in the nominee's parish and in the parish to which he or she is being appointed.

The Committee ceases to function when a new Incumbent has been appointed.

The Vestry of a self-supporting parish may elect not to exercise their right of selection and have the Bishop select an Incumbent.

If a self-supporting parish is in arrears with respect to the Unified Budget Levy, it cannot exercise the right of selection.

Also see "Moving Expenses" above.

Clergy Submit Resume to Synod Office

To assist the Bishop in placing clergy, it would be helpful to have an up-to-date resume of each clergy. Resumes should be sent to the Executive Archdeacon at the Synod Office. Clergy may send revisions to their resume at any time.

The resume should include:

- Full name
- Names of Family (Spouse and Children)
- Dates of ordination as deacon and priest. Please include the name of the diocese and the officiating bishop.
- Education
- Continuing Education
- Work Experience
- Interests
- Thoughts on the role of a priest, deacon or pastor
- Please include a paragraph which might begin: "I see my role as a parish priest ..." or "The main thrust of my ministry is ... " In other words please write something about your gifts for ministry. When you write, think of the members of a Concurrence Committee reading about a person they have not yet met. What would they most want to know about you?

The Appointment of an Honourary Assistant

For the Bishop to appoint a bishop, priest or deacon as an Honourary Assistant, letters supporting the appointment are required from the Incumbent and the Church Board. The Bishop issues a letter of permission (see below) to an Honourary Assistant.

If the clergy is not on the roll of the diocese, certified copies of the ordination certificates and a completed application for employment in the Diocese (see Appendix) must be submitted to the Bishop.

Leaving a Parish: Clergy Protocol

At the conclusion of a Ministry (whether at retirement or change to another parish):

The custom of the church is that once the Incumbent leaves the parish he or she should not interfere with the administration/pastoral care of the parish.

It is highly recommended that laity and clergy clearly understand that official contact and involvement in the parish or ministry cease for a minimum period of one year.

He or she may only remain a member of that parish after an agreement is arrived at with the Bishop, the new Incumbent, the Churchwardens and the Church Board. Continued participation in the parish after that will be only as a church attender or taking part in social activities.

Invitations to return and/or visit must be cleared with the active Incumbent in the usual manner. Personal friendships will, of course, continue with discretion.

Clergy are asked to leave some information about the parish for the next Incumbent. This should include service times, names and phone numbers of organists, names and addresses of shut-ins, names and addresses of persons who receive Holy Communion at home or in institutions, etc.

Exiting the Diocese

The protocol in the Canadian church is that clergy licensed to a diocesan bishop may not discuss a move with another diocesan bishop without the permission of the bishop to which they are licensed.

If a member of the General Synod Pension Plan transfers to another diocese, the Plan will continue. If a member is not employed by a participating employer, and leaves before completing two years, the member will receive a lump sum payment equal to the member's contributions plus interest. After two years of contributions the member will be fully vested and entitled to the full value of the pension up to the termination date. For further information consult the Member's Handbook.

Group Life Insurance may be converted to an individual policy upon termination of employment without a medical, as long as the arrangements are made within 31 days of the termination date.

The Group Employee Benefits will cease unless the employee is transferring to another diocese and arrangements have been made for coverage there. If the benefits are going to cease, obtaining Blue Cross or other insurance coverage is recommended.

If the employee has a car loan, the balance will come due. Arrangements to pay off the loan must be made before leaving the Diocese.

If a priest or deacon has served less than three years and received financial assistance from the Diocese as a theological student, part of the financial assistance may have to be returned to the Diocese.

Pre-Retirement Consultation

Two years prior to a priest reaching the age when he or she is eligible for a full General Synod Pension, there shall be a consultation between the Bishop and priest concerning the latter's future ministry (Rules #16)

Retired Clergy

This section applies to clergy who retire from the Diocese of Algoma and elsewhere.

See above, "Leaving a Parish: Clergy Protocol" for the protocol on leaving a parish at the conclusion of a ministry and on joining it as a parishioner.

For a retired clergy person to function as a priest or deacon in a parish, he or she will need either a license or a letter of permission from the Bishop. See above "The Appointment of an Honourary Assistant" for the process of appointment.

It has been customary for the Incumbent to invite a retired bishop, priest, or deacon to preach and/or officiate at some special parish event. The Incumbent should use his or her discretion, and may write the Bishop a letter notifying him or her of the invitation.

Retired clergy are not to officiate at a baptism, wedding or funeral without the consent of the Incumbent and without those involved going through the necessary preparations. If a retired priest or deacon officiates at a funeral in a local funeral home, this information must be recorded in the Burial Register of the parish.

Unless retired clergy are licensed by the Bishop, they are not clerical members of Synod. Retired clergy may attend Synod as observers. A retired deacon, priest or bishop, who does not hold a license from the Bishop of Algoma, may be elected as a Lay Delegate and as a Lay Steward. He or she may be elected as a delegate to General and Provincial Synod if he or she is a member of Diocesan Synod. A retired deacon, priest or bishop may be elected as a Regional Dean if he or she holds a license from the Bishop of Algoma.

See "Exiting the Diocese" above for some issues concerning benefits.

Death of Clergy

In the event of the death of a clergy person, the Archdeacon and/or the Bishop should be notified.

Traditionally the Bishop conducts the funeral, which is often held in the parish where the clergy person was serving. The family decides where the funeral is held and who officiates at the service.

The Diocesan Treasurer will assist the family with the documentation and legalities pertaining to the benefits.

"The family of an Incumbent who has died while in the service of the parish or assisted parish shall be provided with a suitable residence for a period of three months from the date of death, if required." (Canon 11, Section 7)

For liturgical aspects of a priest's funeral, consult 'The Burial of a Priest', in A Priest's Handbook.

Early Ministry Conference

The Early Ministry Conference is held annually in the late winter or early Spring usually in Sault Ste. Marie. The conference is for theological students in their final year of study and for clergy and lay Incumbents in their first few years of ministry. It provides an opportunity for concentrated pastoral and personal formation, and a time for the Bishop to be with his clergy at a critical point in their ministries.

Clergy School

A Clergy Conference is offered every two years, usually in the year in which a Diocesan Synod is not held. Some of the costs for this conference are offset by the Dawson Bequest, a sum of money left to the Diocese for this purpose.

Salutation of Clergy

See the Organization chapter for a description of the positions mentioned here.

Some clergy persons prefer to be called by their first name. Others, however, prefer that custom is adhered to. A request should be made to ascertain their preference. Likewise, some people prefer to use traditional forms of address.

Persons ordained as a deacon, priest or bishop retain that title for life. A Canon, Archdeacon, Dean, or Archbishop is an appointed position. When he or she retires the custom is to they retain the title. If they resign their position before they retire the title is not used because it goes with the position.

A deacon or priest may be addressed using his or her first name, Mr. Green, Ms. Green or Mrs. Green. Because the Diocese of Algoma has both male and female priests the use of Father Green or Father John is discouraged. It is not Anglican custom to use Reverend Green as a name, since Reverend is an adjective. It should always be accompanied by 'the'. When writing a letter, it should be addressed to either, The Reverend Jane Green, The Rev'd Jane Green, The Rev'd Ms. J. Green or Rev. J. Green.

A Canon is, in most dioceses in Canada, an honourary title. A Canon may be addressed as Canon Green. Letters should be addressed to the Rev'd Canon Jane Green. Lay people may also be made a Canon.

Some clergy hold doctor's degrees. They may be addressed as Jane or Dr. Green. Letters should be addressed to the Rev'd Dr. Jane Green.

An Archdeacon may be addressed as Jane, Archdeacon Green, or Ms. Archdeacon. Letters are addressed to The Venerable Jane Green or The Ven. J. Green. In the address the title, 'Archdeacon of Thunder Bay' or 'Archdeacon of Muskoka' may be added.

The Dean of a Diocese is usually the Rector of the Cathedral. He or she may be addressed by first name, Mr. Dean, or Ms. Dean. Correspondence is addressed to the Very Rev'd Jane Green; the title "Dean of Algoma" is proper, but not always used.

A bishop may be called by his first name. Bishop Green has been customary. The term 'My Lord' developed from English usage where some bishops sit in the House of Lords. It is not usually used in Canada. Letters to the Bishop are addressed to The Right Reverend Jane Green, or The Rt. Rev'd Jane Green, Bishop of Algoma.

The Primate of the Anglican Church of Canada or the Metropolitan Bishop of a Province is an Archbishop. Archbishop Green and Your Grace have been customary, although 'Your Grace' is seldom used now. A letter is written to the Most Rev'd Jane Green, Primate or Metropolitan of Ontario.