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Diocesan Policies

BISHOP'S POLICIES

 

EXECUTIVE COMMITTEE POLICIES

 

 

 

 

BISHOP'S POLICIES

Archdeacons

Bishop's Chaplain

Confirmation and Episcopal Visits

Ordination Service Planning

Clergy

Employed Deanery Positions

Appointment of Clergy to a Parish

Parish Incumbents

Lay Ministries

Worship

Ordinations

Raffles and Lotteries

Vestments

 


Archdeacons

          Duties of Territorial Archdeacons  

To assist the Bishop as assigned. These duties include:

1. To represent the Bishop in the Deanery when the Bishop cannot be present.

2. To take first responsibility for personnel crises in the Deanery in consultation with the Bishop.

3. To participate in regular meetings of the Bishop, Archdeacons and the Dean.

4. To foster and promote a harmonious working of Deanery life.

5. To advise Concurrence Committees in accordance with the guidelines for Concurrence Committees.

6. To arrange coverage for churches without incumbents in consultation with the wardens.

7. To field questions from clergy and lay leadership that do not need to be referred to the Synod Office.

8. To advise the Bishop when serious matters are emerging in the life of any congregation in the Deanery and at the direction of the Bishop to intervene in cases of serious parish conflict.

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.

Revised 2002


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The Bishop’s Ministry

Bishop’s Chaplain Instructions

            The purpose of the Chaplain is to be supportive of the Bishop, to help the Bishop work effectively in an unfamiliar setting, and to help handle the outward things, so that the Bishop can concentrate on the spiritual things and on the people.  For parish visits, the Incumbent would normally ask an assistant priest, deacon, lay reader, or senior server to be the Chaplain. The Chaplain can help in the following ways:

1. Be on hand early to great the Bishop; take his things to the area where he will be vesting; have a table cleared or a space where he may vest; direct him to the phone, washroom, meeting areas; and have bulletins and service books located.

2. Assemble the pastoral staff.  Each piece in the flannel case connects with the others.

3. Whenever the Chaplain is carrying or holding the staff, it is held with two hands directly in front (holding no books or other items) with the crook facing outward.

4. In the processional and recessional the Chaplain and staff precede the Bishop.

5. The staff should be placed, when not in use, in a safe corner.

6. The Chaplain passes the staff to the Bishop before the Absolution and also for the final Blessing.

7. The Chaplain should be attentive throughout the Service to the needs of the Bishop by looking up hymns, holding the Service Book when needed, and normally standing by holding the staff during Episcopal functions such as baptism, confirmation, the blessing of memorials, etc.  During confirmations the Chaplain stands behind the chair, on the Gospel side (to the Bishop’s right when facing the congregation).

8. The Bishop’s Chaplain should be robed.

9. The Bishop will not normally need assistance with his Mitre or Cope during Services.

10. Following the Service, the Bishop may need the staff, etc. for photos. Following that, the staff can be dismantled and, along with any books or notes of the Bishop, be placed back into its case.

11. The Chaplain’s task is simply (without fuss) to be as helpful to the Bishop as possible during his visit.

June 2006


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Confirmation and Episcopal visits  

When the Bishop makes a visit to a Parish that includes a worship Service:

1. The Incumbent is asked to serve as Master of ceremonies for the announcing of hymns, etc. during the confirmation, and to direct the service of the word for all Services.

2. There should be a Gospel reader other than the Bishop.

3. The liturgical colour for Confirmation will be red.

4. The incumbent sets up the altar and does the ablutions, or sees that these are looked after.

5. The Bishop would like to greet the congregation following the service and before any Confirmation pictures. Photographs can be taken just after the congregation leaves.

6. The Certificates can be handed out during the picture taking or the reception and no extra ceremony or formalities are required.

7. The Bishop's chaplain should be robed.

8. It is not necessary to lead the Bishop to the pulpit as with a visitor, because the Bishop is preaching by right rather than by invitation.

9. If you normally have a children's moment in the service time, the Bishop would be happy to lead it, with notice.

10. Before the Eucharist please advise the Bishop as to the normal posture of the congregation during the Eucharistic and Post-Communion prayers.

2004


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Ordination Service Planning (Guidelines)

The Bishop:

            1. Invites the ordinand.

            2. Chooses the preacher.

            3. Sets date and time.

            4. Chooses the propers.

 

The Bishop's Administrative Assistant:

            1. Sends out the Si Quis and Letters Testimonial, once the ordination is announced.

            2. Prepares letters of order; oaths; licence

            3. Ensures that candidate returns the Si Quis, Letters Testimonial, baptismal certificate,        confirmation certificate.

            4. Following the service, files oaths in the clergy docket; enters details of those attending         Service in Register.

 

The Candidate:

            1. Chooses a clergy and a lay presenter.

            2. Supplies a copy of baptismal certificate and confirmation certificate to the Bishop's  Administrative Assistant.

            3. Ensures that the Si Quis is read in the church where the person ordinarily attends, and that the wardens sign the

            document.

            4. Ensures that Letters Testimonial are completed, preferably, on one copy, signed by two priests.

 

The Host Incumbent:

            1. It is quite sufficient to use the Services printed in the Book of Common Prayer or Book of Alternative Services rather than feeling the necessity of retyping everything into a bulletin format.

            2. Assign one of the clergy or lay readers to act as Bishop's Chaplain, and supply them    with a copy of the instructions in the Diocesan Handbook.

            3. Choose the lectors.

            4. Select the hymns and music in consultation with the candidate.

            5. Make arrangements for crucifer, servers, and bulletin if desired.

 

The Archdeacon:

            1. The archdeacon in whose archdeaconry the ordination is taking place shall: act as master of ceremonies for the rehearsal (if any); line up and instruct the procession; serve as master of ceremonies for the Service and the photo session. If the Service is to be in the Cathedral, the master of ceremonies will be the Dean.

2. Assist the candidate in making arrangements for planning and arranging a quiet day or retreat. (Where geography allows and there are several candidates, the archdeacons concerned may wish to plan a common quiet day or retreat.)

            3. Consult with the parish wardens and incumbent to ensure the willingness of the parish to host the event.

            4. Negotiate with the incumbent and wardens arrangements for a reception or a light meal following the Service.

            5. Choose the litanist in consultation with the host incumbent.

            6. Except when the Service is in the Cathedral, the archdeacon should review the final form of the liturgy.

 

Collection Practices:

            Ordinations to the Diaconate are normally held in the parish where one of the candidates comes from, or where one of the candidates is serving. Ordinations to the Priesthood are held primarily at major Diocesan occasions and Services.

            The host parish is asked to cover any expense costs for the ordination from the open offering or special ordination offering taken at the Service. Normally these costs are associated with the reception, photocopying, altar needs, bulletins, and the pre-ordination retreat. Where the ordination offering is in excess of these needs, the balance should be forwarded to the Diocese to help with the Diocesan ordination costs or to go toward theological education.


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Clergy

 

            Casual Coverage for Parishes

            A parish may request that clergy, who are providing casual coverage for that parish, be placed on Central Payroll.  A Memorandum of Agreement is required for this to happen.  The Memorandum shall contain the terms of the agreement and be signed by the wardens (on behalf of the parish) and the cleric.  These terms are subject to the approval of the Bishop and, on this approval, will be signed by the Bishop.

 

            Licences, Letters of Permission, and informal Permissions   (October 2002)

            The ministry carried out in the Diocese is the ministry of the Bishop.  The Bishop delegates sacramental, teaching and pastoral responsibilities to clergy, and, at times, teaching and pastoral responsibilities to laity, by issuing Licences, Letters of Permission, or more informal forms of permission.  Other parts of the Bishop’s ministry, such as ordination and confirmation, are not delegated.

            Under our Diocesan Constitution, a Licence grants full membership in our Synod and a Letter of Permission does not.  There are two types of Licences.  The most common is one issued by the Bishop to clergy who are under the jurisdiction of the Bishop of Algoma.  The second is a Special Licence that the Bishop may issue to clergy who have come from another diocese, but who are ministering in Algoma while remaining members of the diocese from which they have come.  This Special Licence enables these clergy to be full members of the Algoma Synod (with voice and vote), provided that they are not also active members of the Synod of the diocese from which they have come.  This is required by the canonical principle that one cannot be a part of two Synods at the same time.   Clergy requesting such a Special Licence must petition the Bishop and include a written letter indicating that they will not be voting in any other diocesan Synod.

 


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Employed Deanery Positions (November 2016)

Employed positions carrying out program and youth work are created, from time to time, in our deaneries consistent with the policies concerning these positions put into place by the Executive Committee.  The employer for these positions is The Incorporated Synod of the Diocese of Algoma.  The Bishop, as President of The Incorporated Synod, is the senior employment manager in the Diocese.

The territorial Archdeacon is the employee’s immediate supervisor in matters relating to employment.  The territorial Archdeacon shall represent the Bishop in these matters and be responsible to the Bishop for this work.

The Congregational Development Officer is the employee’s immediate supervisor in matters relating to the content of the program and youth work being done.  The work done by these employees will be coordinated between deaneries by the Congregational Development Officer as part of the overall program and youth work of the Diocese.   The Congregational Development Officer shall represent the Bishop in these matters and be responsible to the Bishop for this work.

 


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  Appointment of Clergy to a Parish   (Revised November 2002)

 

The Beginning

 

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.

 

The Concurrence Committee

 

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.

 

Parish Profile and Planning

 

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.

 

Interviewing costs will include a visit to the Synod Office for a time with the Bishop. Moving expenses are generally the responsibility of the parish. Depending on the availability of funds, arrangements can be made, if necessary, for a loan to cover part of the moving expenses from the Clergy Moving Loan Fund through the Diocesan Treasurer.

 

9. The concurrence committee chair contacts the executive archdeacon as to how to complete the parish profile. The compiling of the profile is designed to be a widely participatory process which the Advisory Board may already have underway, prior to or during the selection of the concurrence committee. After election, the chair of the concurrence committee forwards the profile, when complete, to the Bishop's office.

 

10. The existence of an opening is public information and can be shared with anyone. Interest in the position from any applicant rnust 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 of the Diocese where the opening has occurred.

 

Interviewing the Nominees

 

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.

 

Communications Channels

 

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.

 

Interviewing the Nominees

 

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.

 

15. No final commitment is made by either party in the initial interview.

 

16. In the interview the nominees should be asked to respond to the parish profile sent ahead of time. It is an appropriate time to review the stipend, housing arrangements, travel allowance and moving expenses. Please consult with the Bishop and the Diocesan Treasurer if there are any variances below the minimum stipend, the housing allowance formula, or other policies of the Diocese. Where there is a rectory, the interviewee should be allowed a thorough inspection.

 

17. In the case of a self-supporting parish, the Bishop nominates one or more clergy for the vacant cure (Canon I-1.3 c). If concurrence cannot be achieved in three successive nominations in a six-month period, the appointment is in the hands of the Bishop (Canon I-1.3 e). The Bishop has the right of appointment to any parish that is part-time, assisted or in arrears (Canon I -1.1 and Canon 1-1.4. b).

 

18. The territorial archdeacon assists in arranging coverage during the vacant incumbency. The territorial archdeacon is not a party to the confidential names given to the concurrence committee on the Bishop's list of nominees. It is inappropriate to ask the territorial archdeacon to express an opinion on any name given.

 

Confidentiality is critical to the operation of the concurrence process. For parish clergy, knowledge that they were being considered for appointment elsewhere could well undermine their pastoral relationships at home. Nominees being considered for appointment have a right to expect confidentiality, and it is the duty of the committee to keep the names, the deliberations, and the written records confidential. When the process concludes, written materials should be returned to the chairperson and destroyed.

 

19. Interviews or visits may be arranged in accordance with the means of the parish. The territorial archdeacon can provide guidance as to the appropriate protocol and etiquette.

 

The Appointment

20. The concurrence committee advises the Bishop of their choice of nominee.

 

21. The Bishop advises all the nominees that a decision has been reached. (The concurrence committee should not be in contact with any of the interviewees until this has been done by the Bishop or the Executive Archdeacon.)

 

22. The appointment is made by the Bishop, and the effective date agreed to.

 

23. The appointee consults with the Diocesan Treasurer about stipend and other financial arrangements (in parishes with central payroll).

 

24. The Bishop issues a letter of appointment to the appointee. The signed letter of appointment is returned by the appointee prior to an announcement. This may take a week or two.

 

25. The territorial archdeacon consults with the wardens to arrange for a service of welcoming and celebration of a new ministry within thirty days of the effective date of appointment and at a time when the clergy of the region can attend. The Bishop issues to the territorial archdeacon a Mandate for a Celebration of New Ministry.

 

Housing Allowances

26. Some parishes offer housing allowances in lieu of rectory. Where this is done, the Bishop needs to be assured that it will not place an undue strain on the financial resources of the parish. The concurrence committee needs to work with the wardens to establish ahead of time the parameters of the housing allowance, if any, being offered. The Executive Committee presently has a moratorium on selling rectories. If the housing allowance is new, the advisory board and wardens will have to develop a plan for the rental or alternate use of the present rectory.

 

Self-Supporting Churches

As a result of decisions made at Synod 1997, parishes that are current with all their financial obligations are able to offer a salary above the diocesan minimum. Suggested amounts in the Stipend Task Force report at Synod 1997 (but not passed by the Synod) were as follows:

 

            -  Parishes with an average Sunday attendance of 100 to 130, 10 percent above the  minimum stipend;

            -  Parishes with an average Sunday attendance of 130 to 180, 20 percent above the minimum stipend;

            -  Parishes with an average Sunday attendance of 180 plus, 30 percent above the minimum stipend.

 

Increased responsibility allowances would also be in order where there are multiple points, or isolation.

 

The above examples are merely suggestions. Each self-supporting parish is free to pay the minimum only, or any amount they choose above the minimum. The concurrence committee should work out ahead of time with the wardens and the advisory board agreed costs with respect to interviewing procedures, moving costs, housing costs, and a salary range. The concurrence committee then makes the final financial determinations within those ranges prior to the appointment.


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Parish Incumbents

 

            Screening in Faith   (May 2014)  *also refer to Executive Committee Policies

            The Incumbent of the parish is responsible to the Bishop for seeing that the Screening In Faith program is carried out in the parish.   This does not mean that the Incumbent must do this work personally, but that the Incumbent must ensure that this is done, that the required Report is presented to the Annual Vestry Meeting, and that copies are forwarded to the territorial Archdeacon and to the Synod Office.  The failure on the part of the Incumbent to see that this is done properly is a disciplinary offence.


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Clergy Evaluations

 

Clergy Ministry Inventory
Diocese of Algoma
 

Part of our effectiveness as Christian leaders, not to mention our growth as Christians, involves accountability.  We are social creatures and God has placed us in community both to nurture others into Christian maturity, as well as to be nurtured ourselves.  The trials of our ministry are, in part, intended for our sanctification, while our joys are intended to lead us to worship.  It is my earnest prayer that this inventory, as inadequate an instrument as it is, will lead us both to growth and worship.

The following inventory is drawn from the Ordinal.  These are the vows we made before God and the people of our Church in our ordination to the priesthood.  Of course, ministry involves all the baptized.  In undertaking to ‘edify’ the Church (BCP, p. 646; BAS, p. 647), we seek to recruit, train, inspire and equip all God’s people for God’s mission in the world.  And because our 2009-2014 Strategic Plan attempts to articulate how we see this mission unfolding in the Diocese of Algoma, the inventory also relates to some of the goals of the Plan.

 

Purpose of the Inventory

  1. To satisfy an objective of the 2009-2014 Strategic Plan, which is to ‘implement an effective Clergy Evaluation Process’:

This should be based, at least in part, on the Benchmarks for a healthy Parish, as outlined in Strategic Objective 1, Strategy 1.  It should be overseen by the Executive Committee [. . .].

  1. To assist clergy and the congregations they serve in clarifying mutual expectations.
  2. To deepen mutual accountability between clergy and their parishes, their colleagues, and their bishop.
  3. To establish and promote priorities that embody the Seven Core Values and facilitate the overall goals of the 2009-2014 Strategic Plan.
  4. To provide a tool for assessing the professional development needs of clergy in the diocese.
  5. To assist clergy in reflecting truthfully and objectively on the stewardship of their time, resources, education and gifts, and to help them to respond to what they see in ways that make their lives more fulfilling and ministries more effective.
  6. To assist congregations and parishes in reflecting truthfully and objectively on the stewardship of their time, resources, education and gifts, and to help them to respond to what they see in ways that make their lives more fulfilling and ministries more effective.

The Clergy Ministry Inventory is meant to be a pastorally supportive tool.  Its usefulness depends on the existence of an environment of trust, so while it may identify underlying issues requiring intervention, it must not be used coercively.

 

The Inventory Process

  1. The Inventory will take place on an annual basis, preferably in conjunction with the anniversary of the incumbent’s ordination to the priesthood, at a time convenient for the territorial archdeacon.
  2. The process should involve a period of prayerful self-examination, preferably in a retreat setting, using the ordinal as a primary focus of reflection.  The incumbent will use this as an occasion to develop a set of ministry goals for the following year, using the approved form (attached).  The incumbent will begin goal setting with an appraisal of how well the previous year’s goals were met.
  3. Following this exercise, the incumbent will meet with the wardens, or one individual elected by the Advisory Board and one appointed by the incumbent, and the archdeacon to review his or her analysis of the prior year’s goals and the proposed goals for the year to come.  The outcome of the review will be a document containing an evaluation of last year’s goals and a statement of goals for the coming year that can be endorsed by all parties to the review.  This document will be signed by the incumbent, wardens and archdeacon and forwarded to the bishop.  These will be kept in the cleric’s personnel file.
  4. Archdeacons will set goals in a similar fashion, with the bishop acting in the place of the archdeacon.

Further Considerations

  1. This instrument will be administered only after the archdeacons have received some training in its use.
  2. Once this instrument receives the approval of the Bishop, it will be disseminated to all clergy and congregations.  This inventory and related documents will be available on the diocesan web site.

Clergy Ministry Inventory

In each category, list no fewer than one and no more than three goals related to how you wish to develop in each ministry area.  While some goals may not require the direct support of the parish, they reflect both a responsiveness to the vision and ministry objectives of the congregation as well as one’s own ministry objectives and personal ambitions as a disciple of Christ.

Ministry Area

Aspects to consider

Goals

What, if anything, is required from the Bishop or the parish in order for you to accomplish this goal?

Personal Life:

‘Will you do your best to pattern your life and that of your family in accordance with the teachings of Christ, so that you may be a wholesome example to your people?’ (BAS, p. 647)

‘Will you be diligent to frame and fashion your own self, and your family, according to the doctrine of Christ; and to make both yourself and it, as much as in you lieth, wholesome examples and patterns to the flock of Christ?’ (BCP, p. 652)

  • Quality of relationships with members of your family and parish (‘neither offend nor be occasion of offense’, BCP, p. 649; maintain ‘quietness, peace and love among all Christian people’, BCP, p. 652).
  • Quality of your personal prayer life (‘Will you persevere in prayer, both in public and in private?’ BAS, p. 647; ‘you will continually pray to God the Father, by the mediation of our only Saviour Jesus Christ, for the heavenly assistance of the Holy Ghost’ BCP, p. 650).
  • Involvement in the community outside of church.
  • Faithful observance of sabbath (days off; holidays).

 

 

Study

‘Will you be diligent in prayers, and in reading of the holy Scriptures, and in such studies as help the knowledge of the same?’ (BCP, p. 652); ‘Will you be diligent in the reading and study of the holy scriptures, and in seeking the knowledge of such things as may make you a stronger and more able minister of Christ?’ (BAS, p. 647)

  • Discipline and pattern in daily Bible reading (‘by daily reading and weighing of the Scriptures, ye may wax riper and stronger in your ministry’ BCP, p. 650).
  • Intentional study of subjects related to effectiveness of ministry (‘apt and meet, for their learning and godly conversation, to exercise their ministry duly, to the honour of God and the edifying of his Church’ BCP, p. 645).
  • Use of opportunities for continuing education.

 

 

Leadership of Worship

‘You are to preach, to declare God’s forgiveness to penitent sinners, to pronounce God’s blessing, to preside at the administration of holy baptism and at the celebration of the mysteries of Christ’s body and blood (BAS, p. 646).

  • Quality of liturgical leadership (‘Be thou a faithful dispenser of the Word of God, and of his holy Sacraments’ BCP, p. 655).
  • Quality and effectiveness of preaching (‘Endeavour so to minister the word of God and the sacraments of the new covenant, that the reconciling love of Christ may be known and received’ BAS, p. 647).

 

 

Teaching

‘Now you are called to work as a pastor, priest and teacher’ (BAS, p. 646).

  • The time given to, and context and content of your teaching (‘Be messengers, watchmen, and stewards of the Lord; teach, premonish, feed and provide for the Lord’s family’ BCP, p. 649; ‘Are you determined out of the Scriptures to instruct the people committed to your charge, and to teach nothing (as required of necessity to eternal salvation) but that which you shall be persuaded may be concluded and proved by Scripture?’ (BCP, p. 651).
  • Effective training of lay readers and servers.

 

 

Evangelism and Mission

‘It will be your task to proclaim by word and deed the gospel of Jesus Christ’ (BAS, p. 646)

  • Effectiveness in developing a missional focus for the parish and discipling of others (‘Proclaim the gospel of your salvation’ BAS, p. 649).
  • Effectiveness of preparation for baptism, confirmation and marriage.

 

 

Pastoral Engagement and Visitation

‘You are to love and serve the people among whom you work, caring alike for young and old, strong and weak, rich and poor’ (BAS, p. 646)

  • Diligence and faithfulness in visitation (‘In all that you do, you are to nourish Christ’s people from the riches of his grace, and strengthen then to glorify God in this life and in the life to come’ BAS, p. 646)
  • Effectiveness of counselling, recognising appropriate boundaries (‘Seek for Christ’s sheep that are dispersed abroad, and for his children who are in the midst of this sinful world’ BCP, p. 649)
  • Maintenance of confidentiality (‘Absolve and bless’ BAS, p. 649)

 

 

Collegiality and Diocesan Life

‘Will you, in accordance with the canons of this Church, obey your bishop and other ministers who may have authority over you and your work?’ (BAS, p. 645); ‘Will you reverently obey your Ordinary and other chief Ministers, unto whom is committed the charge and government over you? (BCP, p. 653)

  • Involvement in the affairs of your deanery and the diocese (‘Take your share in the councils of the Church’ BAS, p. 646)
  • Quality of your relationships with fellow clergy (labouring ‘with your fellow ministers’ BAS, p. 647)
  • Quality of your relationship with your bishop.

 

 

Parish Administration

‘To watch over them’ (BAS, p. 649)

  • Effectiveness in identifying and nurturing the gifts of others.
  • Effectiveness in leadership of church groups, including participation in church boards.
  • Faithfulness in fulfilling the administrative responsibilities of your position (ensuring diocesan forms and reports are carefully completed and promptly submitted).

 

 

ALMIGHTY God, who hath given you this will to do all these things: Grant also unto you strength and power to perform the same; that he may accomplish his work which he hath begun in you; through Jesus Christ our Lord.  Amen.

November 2011


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After leaving the Incumbency of a Parish

 

            Once an Incumbent’s ministry in a parish ends the former Incumbent should have no further involvement with the parish for at least two years.  This rule is in place so that the parish and the succeeding Incumbent have the time, and the spiritual and emotional space needed, to build their own new relationship without the confusions and uncertainties that can arise from the presence of the former Incumbent.  This is often difficult for the former Incumbent and former parishioners but is part of the self-sacrifice that clergy take upon themselves in their ordination vows and in accepting a parish appointment.

            During the interim period between the departure of an Incumbent and the appointment of a successor there can be circumstances in which the Archdeacon may ask the former Incumbent to be present or carry out some functions in the parish.  This is always an unusual circumstance, however, and only happens at the Archdeacon’s invitation and with the Bishop’s permission.

            The new Incumbent of the parish may ask the former Incumbent to take part in parish events, or grant permission to the former Incumbent to occasionally carry out ordained functions involving former parishioners such as baptisms, weddings, and funerals.  This is always “at the pleasure” of the new Incumbent.

 


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Interim Incumbents

 

            Interim Incumbents are appointed to a parish by the Bishop to help ensure that the ministry of the parish carries on as unimpeded as is possible in the time period between the leaving of one permanent Incumbent and the start of the ministry of a new permanent Incumbent.  Interim Incumbents are usually clergy, but laity may be appointed.  There are two kinds of interim incumbency:

 

            (a) In the usual form an interim Incumbent is appointed with direction from the Bishop to carry on with the normal pattern of parish life as it was during the tenure of the previous permanent Incumbent before the vacancy in this position occurred.  In this kind of appointment the interim Incumbent should only suggest, or consent to, a major change in the parish’s normal pattern of ministry after careful consultation with the Bishop, and with the Bishop’s consent and direction.

 

            (b) In some circumstances the Bishop may appoint an Interim Incumbent with a mandate to bring about changes in the pattern of ministry in the parish.  When this occurs the matter is carefully discussed between the Bishop and the interim Incumbent and these changes are undertaken by the Bishop’s direction and under the Bishop’s authority.


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Other clergy functioning in the parish

            In addition to the Incumbent, the Bishop may appoint other clergy to the parish either by issuing them a Licence or by giving them a Letter of Permission or verbal permission.  The Incumbent is responsible to the Bishop for the ordained ministry carried out in the parish.   Such additional clergy as may be appointed to assist the Incumbent function only with the permission of the Incumbent and are under the Incumbent’s supervision and direction.      

            They may be paid a full or part time stipend and, if so, are often referred to as curates.  They may be non-stipendiary and referred to as associates or honorary assistants.  Such assisting clergy should always be conscious of the servant nature of their ministry and should never allow themselves to appear to be at variance with the Incumbent.  To avoid any possible appearance of this they should not serve on the Advisory Board, concurrence committees, stand for election as a Warden or Lay Delegate to Synod, or serve on or be involved in any committee dealing with contentious matters in the life of the parish. 

                       

Other clergy who are members of the Parish but not functioning in a clerical capacity

            Other clergy, such as those who are retired or have moved to Algoma from other diocese, may be members of the parish and make valuable contributions to its life.   However, as with clergy bearing the Bishop’s appointment to the parish, they should not serve on the Advisory Board, concurrence committees, stand for election as a Warden or Lay Delegate to Synod, or serve on or be involved in any committee dealing with contentious matters in the life of the parish. 


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Guest Leaders of Worship 

            The question often comes up as to when the Bishop’s permission is required for an incumbent to invite a guest to give leadership in the congregation.  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.

            Local 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 involved is invited to officiate at worship, preach, or administer the sacraments.  Full details must be provided in a written memo with sufficient lead-time (three weeks), to allow for the Synod Office to clarify arrangements and conduct reference checks, which is the normal procedure for visitors from beyond Algoma.


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Lay Readers and other lay ministries in the parish

            All of the members of our parishes are called to carry out Christian ministry but some of these ministries are more formally recognized, organized, and coordinated.  Such formal lay ministries may include those of Lay Readers, Eucharistic assistants, servers, choir members, altar guild members, hospital visitors and other roles depending on the circumstances of the individual parish.  These parish lay ministers are responsible to the Incumbent and are under the general supervision of the Bishop.      

            Those carrying out these formally recognized lay ministries in the parish are commissioned by the Incumbent in a public worship Service.  As part of this commissioning a covenant is drawn up between the Incumbent and the lay minister.  This covenant specifies the responsibilities, training, screening, accountability, term, and review of the ministry.

 

            Parish Lay Readers

            Parish Lay Readers have carried out a particularly important ministry in the life of our diocese.  A member of the parish becomes a Lay Reader by being asked by the Incumbent to take on this ministry and agreeing to do so.  The Incumbent then proposes the name of this person to a Vestry meeting and, with the approval of the Vestry, then commissions the candidate into the new ministry.  The members of the Vestry are to give careful consideration to this nomination and the members of the Advisory Board are to be given an opportunity to provide confidential feedback to the Incumbent on this nomination.

            Parish Lay Readers may preach and conduct a Service of the Word, on occasion, during the absence of the Incumbent. On these occasions, the Incumbent remains accountable for the content of the sermon and the liturgy.    

            When permanent Incumbents conclude their ministries and leave the parish the commissionings of parish Lay Readers remain in effect until the appointment of a new Incumbent.  It is traditional, at that point, that those holding non-stipendiary (not paid) appointments in the parish offer their resignations to the new Incumbent who may accept the resignations at that time, continue the appointments, or defer this decision until the new Incumbent becomes more familiar with the life of the parish.

 

                        Qualifications for Lay Readers  (Lay Readers’ Manual/2001)

2.1 Any person who is a regular confirmed communicant in the Diocese of Algoma, a supporter of the parish financially, and who has reached his/her 16th birthday may be eligible to become a Lay Reader.

 

2.2 It is expected that those seeking covenanting in the Diocese as Lay Readers are reasonably proficient at reading in public.

 

2.3 Candidates should be skilled and informed members of the local Christian community.

 

2.4 Candidates should be responding to the Lord's call to serve on the Parish ministry team and prepared to assist the Incumbent in assigned duties.

 

2.5 A standardized Form of Registration is provided in appendix A.

 

2.6 All covenants must be over the Incumbent's signature with his/her agreement as an affirmation of ministry in the life of the Church for the applicant.

 

2.7 All Parochial Lay Reader applications must be supported by the general Vestry of the parish.

 

2.8 All Diocesan Lay Reader applications must be supported by the Deanery Council.

 

 

            Commissioning for Lay Ministries in the Diocese of Algoma

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 (www.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

 

          Diocesan Lay Readers

            Diocesan Lay Readers differ from parish Lay Readers in that they are licensed directly by the Bishop upon the recommendation of the Deanery Archdeacon, the candidate's parish Incumbent, and with the approval of the Deanery Council.  Diocesan Lay Readers functioning within a particular parish are under the direction and supervision of that parish Incumbent in the ministry that they carry out in that parish.

            Lay Readers and lay ministers who are currently commissioned in other Algoma parishes may be invited by the Incumbent to carry out this ministry in the parish occasionally.  If the person is not currently commissioned in another Algoma parish, then the Bishop’s permission is needed and this should be discussed with the Bishop early enough in advance so that careful consideration can be given to this and reference checks can be made where this is advisable.

 

            Eucharistic Assistants (Lay Readers’ Manual/2001)

14.1 Lay Readers are automatically licenced to administer the Sacrament at the Eucharist without requiring a letter of permission from the Bishop.

 

14.2 Eucharistic assistants need not be Lay Readers and covenants for laity to administer the Chalice should be made with the Incumbent of the Parish, after obtaining approval of the Parish Advisory Board.

 

14.3 Eucharistic assistants may attend all educational functions and conferences intended for Lay Readers where the subject material is appropriate to them.


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Worship

 

            Marriage

            Marriage for Un-baptized Persons (November 2006)

 

            One Party Un-baptized

Where one party to a marriage is un-baptized, the rubrics require reference to the Bishop. There is a general permission from the Bishop of Algoma for permission to conduct such services without further reference to the Bishop so long as the officiant has had a pastoral conversation with the un-baptized person about the value and importance of baptism. In such cases baptism should never be a requirement preceding marriage.

 

            Where Both Parties are Un-baptized

The rubrics presume that the sacrament of Christian marriage would be provided to baptized persons. Where people are seeking Christian marriage, one or both parties should be encouraged to be baptized prior to the wedding. If an Incumbent wishes to conduct a wedding service between two people who are un-baptized, a written request should be given to the Bishop well before a wedding service is planned, giving the pastoral rationale.

 

            Place of Marriage

1. The normal place of marriage in the Anglican Church shall be an Anglican Church or chapel.

 

2. All Anglican weddings in the Diocese of Algoma shall be under the supervision of a licensed Algoma incumbent.

 

3. Under the general approval of the Bishop, incumbents may authorize a wedding ceremony in a place other than a church or chapel, where one or both of the parties are regularly part of an Anglican worshiping community, and in a setting where the sacred and public nature of Christian marriage will be upheld.

 

4. Where there is not a pre-existing, Anglican pastoral link with one of the parties, special permission for a ceremony outside of a church or chapel may be obtained from the Bishop, if in the opinion of the Bishop:

 

            a) there is not a church or chapel within the proximity of the community where the  marriage is to take place

 

            b) the church or the chapel is inadequate in size

 

            c) the church or chapel is inaccessible for intended service participants

 

            d) there are reasons re the health of the couple or their immediate family

 

5. Where a marriage ceremony is held outside of a church or chapel, Matrimonial Commission procedures, liturgical requirements, and the directions of the Bishop are fully applicable.

 

6. The marriage should be registered in the parish marriage register of the incumbent under whose supervision the marriage was solemnized.

 

7. When an incumbent plans the place of marriage in what would generally be considered the "bounds" of another Algoma incumbent, s/he shall obtain the consent of the other incumbent beforehand. See also General Synod Canon on Marriage, Canon XXI, and Regulation 11 (c) The officiating minister must have obtained the consent of the incumbent of the parish in which the marriage is to be solemnized if the officiating minister is not licensed to that parish.

 

8. Algoma Clergy wishing to conduct weddings in other dioceses shall do so under the authority of a duly licensed Incumbent of that Diocese who will obtain permission from the Bishop of that Diocese.

 

 

            Blessing of a Civil Marriage (General Synod Canon and Bishop’s Policy 1986)

General Synod Marriage Canon (Canon XXI available at the Anglican Church of Canada website: www.anglican.ca) and diocesan policies in regard to marriage apply to the Blessing of Civil Marriages as well as to marriages performed by Anglican clergy in this diocese. This includes an application to the Marriage Commission in the case of divorced persons.


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Reserved Sacrament

            The Incumbent of a parish is responsible for ensuring that these guidelines are followed within the parish, and for reviewing the practice of the administration of the sacrament within the parish from time to time.

            The Bishop shall make a pastoral decision as to the distribution of the reserved sacrament by deacons or lay people. In most cases it should be seen as a short term arrangement, to be utilized on a temporary basis in exceptional circumstances or emergencies. It should not be the norm or a long term arrangement; however, regular distribution of the reserved sacrament may be implemented where there is a deacon or lay pastor in charge of a parish. At least once a month a full celebration of the Eucharist should take place in the receiving community.

            The distribution of the reserved sacrament should only be done by people specifically licensed to do this by the Bishop. A license as a diocesan or parochial lay reader, or as a eucharistic assistant, does not automatically include this function. Licences to distribute the reserve sacrament will be limited in time and reviewed regularly.

            Where there is a need for such specially licensed eucharistic assistants the incumbent of the parish will write to the Bishop explaining this need and asking the Bishop to issue these licenses. As part of this the incumbent will explain to the Bishop the training program that will be used and the manner in which the distribution of the reserved sacrament will be carried out. The training plan should be updated and re-approved by the Bishop on a two year cycle.

            This request for licensing must be accompanied by a Motion from the Vestry or Advisory Board requesting that such licenses be issued by the Bishop to the individual or individuals named in the Motion.

            Very few people in the past have had permission to use the Reserved Sacrament or to perform extended communion in the context of a public Worship Service. This provision will only be used for Lay Pastors or Deacons under special circumstances, and requires the direct permission of the Bishop.

 

            Consecration

            In the act of reserving the sacrament for distribution in another community, the consecrating community is, in effect, extending its altar and altar rail in both distance and time to include the receiving community. Thus it is important to maintain links between the two, and for the two to be in close proximity. The receiving community should know where the sacrament for its use is coming from and when it was consecrated, and the consecrating community should know where the reserved sacrament is going and when it will be used. Whenever possible the person who will be administering the sacrament should be present for the consecration of it.

            This connection can be drawn, among other places, during the prayer of consecration. In the Book of Common Prayer, for example, the paragraph at the bottom of page 82 can be amended to read "we thy humble servants, with all thy holy Church, both here and in the congregation of ..., remembering etc.". Prayer One in the Book of Alternative Services can be amended as follows: "Send your Holy Spirit upon us and upon your church in the congregation of ..., and upon these gifts etc." (page 195, second last paragraph); the other prayers may be similarly amended.

            The reserved sacrament normally should be kept for no longer than one month. All remaining elements should be disposed of reverently before the next celebration of the Eucharist.

 

 Transporting, Storing, and Distributing the Reserved Elements

            The reserved elements should be transported from the service in which they are consecrated with care, respect, and reverence. They should be taken in appropriate containers directly to a place of security where they will be administered or stored. They should be carried only by those licensed to perform this function.

            The elements should be stored with reverence and dignity in a tabernacle or aumbry if such is available, in a safe place in the church, or in the home of the administrant. The place in which they are kept should be secured and marked in some fashion, such as with a candle, a light, a cross, or other marker.

            Immediately before the service at which the elements are to be distributed, they should be placed on the altar on a corporal or purificator, and covered with a white veil until the offertory. They should be treated in such a way that they are not confused with unconsecrated elements.

 

            Guidelines for Use at Services in the Church

            Christ has promised to be among us when we are gathered in a community as Christians. Consecration of the bread and wine to become the body and blood of Christ is not magic, but takes place by the actions of the priest and congregation together as celebrants of the Eucharist. Thus when communion is administered from the reserved sacrament, the Prayer of Consecration is not used.

            Order of Service for Distribution of Communion from the Reserved Sacrament according to The Book of Alternative Services:

 

            The Gathering of the Community, p. 185 or 230

            Opening greeting

            Glory to God, p. 186, or a choice from p. 231

            Collect of the day

            Proclamation of the Word, p. 187 or p. 232

            Readings of the day

            Sermon

            Creed

            Prayers of the people

            Confession

            Assurance of pardon ("you" is changed to "us")

            The Peace

            The Offertory

            Communion

            Lord's Prayer, p. 211 or p. 245

            (if desired) Agnus Dei or Prayer of Humble Access, p. 246

            Invitation to communion (eg. "the gifts of God ...")

            Communion

            Prayer after communion, p. 214 or p. 247 and Dismissal, p. 215 or p. 249 — no closing             blessing

 

 

Order of Service for Distribution of Communion from the Reserved Sacrament according to The Book of Common Prayer:

 

            Opening prayers, p. 67

            Summary of the law, p. 69

            Collect of the day

            Readings of the day

            Creed

            Sermon

            Offertory

            Prayers of the people

            Confession

            Assurance of pardon — the collect for Trinity 21, p. 252 is used

            Comfortable words, p. 78

            The peace, p. 83

            Prayer of humble access

            Agnus Dei

            Communion

            Lord's Prayer, p. 85

            Post-communion prayer

            Gloria in Excelsis

            Dismissal — no closing blessing

            Hymns may be added as desired.

 

            The booklet, Public Distribution of Holy Communion by Deacons and Lay People, published by the Anglican Book Centre, has three forms of service for public worship when communion is from the reserved sacrament. The forms follow the two rites from the Book of Alternative Services, as well as the Ante-Communion from the Book of Common Prayer.

 

            For the Distribution of the Sacrament to the Sick and Shut-ins

            As the altar and altar rail are extended from the consecrating community to the receiving community, so are they extended from the consecrating or receiving community who are not able to attend through reason of age, sickness, infirmity, or other limitations.

            Whenever possible, communion should be taken directly from the celebration of the Eucharist to those who are not able to attend, with the administrants returning directly to the church to report to the congregation and the incumbent about the person to whom they have taken the sacrament, and to return and clean the vessels. The administration in the home or hospital room thus becomes a part of the community celebration through the actions of going out and returning to the parish church. It may be necessary to make arrangements with the hospital in advance.

            The introductions to, and rubrics of, the services of Communion under Special Circumstances (p. 257) and Ministry to the Sick (p. 553) in The Book of Alternative Services should be read and followed with care.

            The prayer on p. 556 may be amended as follows to emphasize the connection with the parish community:

            "The Church of Christ, and the parish of "X", of which we are members. Prayer # 41, p. 55 of the Book of Common Prayer may be used as a collect for the same purpose.


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Anglican Worship space and other denominations

            All worship in Anglican worship spaces in the Diocese requires the licence and authorization of the Bishop of Algoma. From time to time other religious groups make requests to share Anglican worship spaces. These will be evaluated by the Bishop on the following bases:

 

            1. The primary consideration for sharing space should not be simply financial. The two  faith communities should be sharing on the basis of common beliefs, values, and  mission.

 

            2. Signage, notices and advertisements should not undermine in any way the identity and visible Anglican presence in the community.

 

            3. Temporary arrangements require the consent of the incumbent, the wardens, the advisory board and the Bishop. Ongoing permanent sharing also requires the consent of the Vestry.

 

            4. Special care needs to be taken concerning the authorizing of remarriages in Anglican churches that have not been approved by the Matrimonial Commission. Where there is  consistent shared use of a building, non-Anglican remarriage ceremonies may be  permitted by the Bishop.

 

            5. The financial arrangements must be equitable; i.e. if two congregations are sharing  one building, primarily for Sunday worship, it would be unfair for Anglicans to pay around-the- clock weekly expenses and for a different denomination to simply rent time on an hourly basis for Sunday morning.

 

            6. Does the group making the request have a history of cooperative, mutual relationships, or competitiveness?

 

            7. The group making the request shall maintain and keep in force during the term hereof,  at its own expense, comprehensive general liability insurance in an amount of not less than two million dollars ($2,000,000.00) per occurrence for bodily injury for any one or more persons or damage to the property of others. Such insurance shall include the parish as an additional insured, shall contain a cross liability/severability of interests clause, shall  be non-contributing with, will apply only as primary and excess to any other insurance available to the parish, and shall include thirty (30) days written notice to the parish of any cancellation or termination thereof. The group shall provide  evidence of insurance in the   form of a certificate of insurance to the parish prior to the date/period of the use of the facilities.


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Ordinations

 

            Full Time Stipendiary Ministry

            1. Ordinations will not normally be planned until there is a recommendation for ordination from the Postulancy Commission.

 

            2. Ordinations will only be planned after a specific appointment has been obtained, or  where the Bishop has a specific placement for a postulant.

 

            3. Postulants will be instructed throughout their training that graduation does not obligate  the Bishop to ordain or nominate for placement.

           

            4. The Bishop and the Executive Archdeacon will assist sponsored Algoma students who  cannot be placed or who might not be placed to become aware of possibilities elsewhere in the church.

 

            Non-Stipendiary and Part-time

 

            1. Applicants being considered for non-stipendiary ministry must satisfy the equivalency  procedures for theological training established by Postulancy Commission.

 

            2. Non-stipendiary applicants will be assessed in the normal way by the Postulancy Commission.

 

            3. The timing of ordination decisions for those in a non-seminary stream will normally be  expanded.

 

            4. Candidates will not normally be received from outside the Diocese for these  ministries. Part of the assessment will normally be a long-time service and exposure in lay ministries within the Diocese.

 

            5. People should not be accepted into these ministries if they have any lingering sense of  injustice or disappointment about not being full-time stipendiary.

 

            6. Ministries in this category will normally be term appointments by covenant.


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Raffles and Lotteries  ( March 2012)

A congregation considering using games of chance as a way of fundraising should give careful and prayerful consideration to the following principles:

 

. Raffles and lotteries should build Christian community - they should both exhibit and promote Christian fellowship.

 

. Congregations should be respectful of the 'weaker conscience' - if raffles or lotteries are the source of conflict in the congregation, it is better not to have them.

 

.  Raffles and lotteries should enhance the mission of the church - both the intention and the public perception should be that this activity is related to the aim of making disciples for Jesus Christ.

 

. Raffles and lotteries should not pose a temptation to any with a gambling weakness.

 

. Raffles and lotteries should allow anyone to participate - that is, they should not be an occasion to disenfranchise a member of a congregation on the basis of financial means.

 

. ln the same vein, they should not serve to emphasise economic disparity in a congregation (i.e., they should not privilege wealthier members who may be able to improve their chances of winning).

 

. Foundational to all of the above, of course, is the matter of greed: - the church's motives in hosting raffles and lotteries must always be above suspicion and not take advantage of the acquisitive nature of the human heart.

 

. Congregations shall not host raffles or lotteries that do not comply with provincial regulations (see the Alcohol and Gaming Commission of Ontario website).

 

            In the majority of cases, the selling of lottery tickets outside of the church community (e.g., in shopping malls) cannot adequately honour these principles.


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Vestments

 

            Crests

            Crests are sometimes worn by clergy and lay readers on their prayer scarfs (tippets), but they should never be worn on deacon’s or priest’s stoles.  When worn on a prayer scarf in this way they are “livery.”  This is a medieval term meaning a badge worn by a servant to identify the servant’s master.  There are often questions about what the correct crest is to wear, and who is entitled to wear these crests.   The answer to this question “who is the servant serving.” 

            Parish clergy and lay readers are entitled to wear the crest of the parish, if the parish has one, because they are serving the people of the parish. Diocesan clergy are entitled to wear the Algoma diocesan crest because they are serving the Bishop. Diocesan lay readers are also entitled to do this because they are serving the Bishop.

            There is a second kind of badge that has on it “arms.”  This kind of badge is not that of a servant but of someone who has these arms “of their own right.”   As an example, the College of Heralds has granted official arms to the Diocese of Algoma.  Our Bishop, “as a matter of right,” wears these diocesan arms surmounted with a bishop’s mitre.  In the same way, the College of Heralds has granted St. Luke’s Cathedral official arms and those serving in the Cathedral would have the right to wear these arms on their prayer scarfs.

 


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EXECUTIVE COMMITTEE POLICIES

 

Algoma Anglican

Alcohol

Archives

Driving Children and YOuth to or Fron Church Related Events

Environmental Policy

Executive Committee Member

Finance

Harassment and Bullying Policy

Litigation

Property

Sabbatical Leave Policy

Study Leave Policy

Screening-in-Faith

Statistics

Worship

 

 


Algoma Anglican (June 2008)

 Publisher’s Guidelines

1. The Publisher of the Algoma Anglican is the Bishop of Algoma.

2. The Executive Committee of the Diocese is an advisory board to the Publisher on matters

     of overall policy and authorizes the diocesan contribution to the Algoma Anglican budget.

3. The Algoma Anglican is the Diocesan newspaper of the Anglican Church and the Diocese of Algoma, but it is not the official voice of the Church.

4. The Editor is appointed by the Bishop as Publisher.

5. The Editor exercises editorial freedom within the broad policy guidelines.

6. The paper should select accurate and balanced information about the Anglican Church and the Diocese of Algoma.

7. The onus is on all parishes and agencies of the Diocese to submit interesting and informative materials.

8. The Algoma Anglican will strive to be a newspaper that will hold up a mirror to the Church      allowing it to see itself.

9. The paper will reflect to Anglicans, who they are and what they are doing in the Diocese and in the parishes, and will encourage them to share in that telling. This is to be done in a positive way and from a Christian theological perspective.

10. The Algoma Anglican will accommodate the communications needs of Diocesan Committees, Task Forces, and groups.

11. The Algoma Anglican has not normally had an editorial page. Where it wishes to take an editorial stand which challenges the official position of the Anglican Church in the Diocese, the paper will carry, on the same page, a clear, understandable explanation of the official position of the Church as stated by the Bishop, the Diocesan Synod, or the Diocesan Executive Committee.

12. The Algoma Anglican has a mandate to inform the Diocesan Anglican community about the Church's affairs, problems, and progress.

13. Good letters to the Editor:

a. Allow readers of the Algoma Anglican to raise issues with other readers.

b. Focus on issues rather than personal comments and criticisms.

c. Are a positive contribution to informed debate and decision-making - neither an attempt to cause harm or embarrassment to others nor to advance personal or parish conflicts.

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Alcohol (March 2006, updated 2014)

 

The Executive Committee has put in place a Policy on Alcohol use:

 

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).

In view of recent litigation relating to the responsibility of people and organizations sponsoring events where alcohol will be served, the following directives must be observed when associated with church events and/or facilities.

 

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 our diocesan insurers (the Synod office will help you make this contact) of the details of the event and be guided by their instructions if any.

 

Church event not held on church property:

 

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.

 

Church events not held in licensed premises:

 

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.

 

Non-church events held on church property:

 

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.

 

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AGREEMENT FOR THE USE OF

(Put name of church here)

 

BETWEEN

(hereinafter called the Licensor)

 

AND

(hereinafter called the Licensee)

 

The parties agree that the Licensor will provide to the Licensee the facilities as defined

below, upon the following terms and conditions:

 

l. Date(s) and period(s) of use:

 

 

2. The Licensee agrees that the facilities shall be used for the following purpose

and no other purpose whatsoever:

 

 

3. Licensee to check facilities required:

                                               Rate                                         Amount

 

            __  Parish Hall         $ _____________                 $  _______________                               

            __  Parish Kitchen    Incl. above                           Incl. above                                                

                        Total Amount                                             $  ________________

 

4. The payment for each use of the facilities is to be made prior to the use of the             facilities unless otherwise arranged with the Licensor. In the event that fulI payment is not made prior to the time of the use of the facilities, the Licensor             reseryes the right to prevent or restrict the Licensee from the use of the facilities for the period.

 

5.  The Licensee is responsible for leaving the facilities in the same condition in

which they were found which includes but is not limited to the following:

 

a) cleaning of all washroom facilities;

b) cleaning of all kitchen areas and surfaces;

c) cleaning and wiping of all tables; and

d) sweeping of all floors.

 

6.  Alcoholic beverages shall not be brought into, served or sold in the facilities, unless agreed upon by the Licensor and all directives of the Diocesan alcohol policy which are attached hereto are followed.

 

7.  The Licensee will be responsible to the Licensor for any damage to the facilities during the term of this Agreement.

 

8.  All property of the Licensee stored or kept at the Licensor's facilities shall be so kept or stored at the risk of the Licensee only.  All property insurance maintained by the Licensee shall include a waiver of subrogation rights with respect to the Licensor.

 

9.  Insurance and Indemnification:

a) The Licensee shall maintain and keep in force during the term hereof, at its own expense, comprehensive general liability insurance in an amount of not less than two million dollars ($2,000,000.00) per occurrence for bodily injury for any one or more persons or damage to the property of others. Such insurance shall include the Licensor as an additional insured, shall contain a cross liability/severability of interests clause, shall be non-contributing with, will apply only as primary and not excess to any other insurance available to the Licensor and shall include thirty (30) days written notice to the Licensor of any cancellation or termination thereof. The Licensee shall provide evidence of insurance in the form of a certificate of insurance to the Licensor prior to the date/period of the use of the facilities.

 

b) The Licensee shall indemnify and save harmless the Licensor and all persons for whom the Licensor is in law responsible from and against every loss, cost or expense arising from or connected with the Licensee's use or occupation of the facilities, including without limitation any claims arising from personal injury or damage, loss or theft of property regardless of how it arises or is caused.

 

10.  The Licensee shall not assign or sublet this Agreement to any other without the Licensor's prior written consent.

 

11. The Licensee shall on written request of the Licensor, discharge from the facilities any of its members, agents or employees and cease any activity which is detrimental to the facilities or to the best interest of the Licensor.

 

12.  The terms hereof shall ensure to the benefit of and be binding upon the parties hereto, the successors and assigns of the Licensor and the heirs, executors, administrators, permitted successors and permitted assigns of the Licensee.  If there is more than one Licensee, each is bound jointly and severally by this Agreement

 

13. The Licensee acknowledges that they have read and understood all terms and conditions of this Agreement voluntarily and has been provided with a copy of the Agreement.

 

DATED at ________________________________, this ____________day of ____________.

 

                                                                        Per: ___________________________________

                                                                                    Licensor - (People's Warden)

 

                                                                        Per:  __________________________________                                                                                       

                                                                                    Licensor – (Incumbent’s Warden)

                                                                        Per:  __________________________________

                                                                                    Licensor - Incumbent

 

                                                                        Per:  __________________________________

                                                                                    Licensee

                                                                                    I / We have authority to bind the Licensee

 

 

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Archives

           

Collection Development Policy (March 1999, revised November 2012) 

 

1. Purpose of the Collection:  The Diocese of Algoma Archives exists as a collection in order to maintain and preserve the cultural, historical, evidentiary, and legal records – in all media formats - of the Diocese, its organizations and parishes.

 

2. Goals of the Collection

 

2.1. To maintain the collection in a suitable environment so that records 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 Algoma University Archives as per the joint agreement between the Diocese and Algoma 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 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. Algoma University: Section 3 of the joint agreement between the Diocese and the University outlines the Obligations and Privileges of the University.

 

4. Types of Materials in the Collection

 

4.1. General definition. In general terms, materials that should be kept in the Archives include records:

- that are useful to a future historian,

- that contain information that will help to resolve disputes,

- that contain information that has a legal value,

- that reveal something of the essential character of the Diocese and its parish families,

- that contain key or critical parts of the Diocesan history,

- that contain statistics about growth and composition,

- that contain unusual insights into the roles of clergy and lay,

- that contain essential information about major organizations and projects within the Diocese and its parishes,

- that contain biographical information of key people.

 

4.2. Materials to be included. The following is a list of the types of materials to be included. While not an exhaustive list, it will provide a guideline for determining what should be considered as part of the Archives Collection.

 

4.2.1. Diocese

 

- Bishops' papers

- Register of Episcopal Acts, Ordinations, Confirmations, etc.

- Register of Licenses

- Registers of the deeds or Property registers of the Diocese

- Constitution and Canons

- Journals of Synod meetings

- Minutes of Diocesan Executive meetings

- Diocesan newspaper

- Reports of major task forces and Ad Hoc Committees

- Annual reports and historical material of autonomous or semiautonomous groups

- biographical material on Bishops, Diocesan staff and Lay people prominent in Synod activities

- photographs with dates, places, and, if possible, names of people shown, written in pencil.

- histories of the Diocese

- films, videos, audio tapes of specific events, or oral history

- annual reports to the National Church

- general ledgers, audited financial statements, and trust ledgers

 

4.2.2. Parish

 

- ministers' records, both parish and personal, regarding the parish

- parish council/church committee minutes

- parish annual meeting minutes

- information on organizations

- minutes, etc (not financial records)

- vestry books and registers of baptisms, marriages, burials, confirmations

- photographs with dates, places, and, if possible, names of people shown, written in pencil

- architectural drawings

- forms of services for special occasions - eg. inductions,  anniversaries (not regular service leaflets or bulletins)

- parish rolls

- Sunday School registers,

- parish cemetery, or memorial garden records

- parish histories

- parish newsletters or publications.

- biographical material on parish clergy and prominent lay people

- films, videos, audio tapes of specific events, or oral history

- annual financial statements

 

4.3 Materials to be excluded. The following is a list of the types of materials to be excluded. While not an exhaustive list, it will provide a guideline for determining what should not be considered as part of the Archives Collection held at Algoma University.

 

-correspondence marked "Confidential"

-materials that contain unsubstantiated accusations against anyone living or dead - materials which, in the opinion of the Bishop or Chancellor, should not be a matter of public record

-confidential personnel materials such as medical information, references, psychological             test results, and other personal information of this nature

-any record of church court proceedings

-private information concerning any individual or situation which results from privileged pastoral relationships

-marriage licenses and acknowledgements from district registrars

-monthly financial statements

-materials circulated from other levels of the church

 

5. Access to the Collection

 

5.1 Diocesan Personnel as per Section 2.3.2 of the Joint Agreement between the Diocese and Algoma 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 Algoma University, the personnel of the Archives 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 Algoma 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.

 

5.3.1 Persons interested in doing extensive research for a family or parish history must arrange to visit Algoma University and do the research themselves. If this is not feasible, university student(s) can be hired to do the research. Arrangements for this can be made through the University Archivist. The person making the request for the research will be responsible for paying the costs of hiring the student.

 

5.3.2 Individuals seeking information from the Diocesan Archives will not have access to the Archives stack areas. Information will be retrieved by request to the University Archivist.

 

5.3.3 Researchers who require verification of a record from a parish register can submit a request for this information. An individual must complete a Search Request Form and forward it to the Diocese of Algoma Synod Office. Search Request Forms are available on the diocesan website.   A money order for the search fee payable to Algoma University must accompany the form.

Algoma University Archival Information

SEARCH REQUEST FORM

5.4 Restricted Access to Materials:  The University Archivist has the right to refuse access to any materials for reasons which include their unprocessed nature, fragile condition or lack of required search elements by the researcher.

 

5.5 Parish Record Inquiries Requests for verification of a record from a single parish register can be submitted to the Diocese of Algoma Synod Office. A Search Request Form must be completed for each such request. Forms are available through the local parish or online at the diocesan website.  A money order for the search fee payable to Algoma University must accompany the form.  It is not accepted policy of The Anglican Church of Canada to photocopy parish registers. 

 

5.6 Publication rights as per Section 2.3.6 of the joint agreement between the Diocese and the University, written authorization must be obtained prior to access being given to the Archives. Such permission shall be granted by the Diocesan Archivist with the following conditions.

 

5.6.1 Credit must be given in the publication to the Diocese for the use of the material.

 

5.6.2 Photograph originals will not be borrowed from the collection. Photocopies can be obtained through the University Archivist. If this arrangement is not satisfactory, the Diocesan Archivist can be contacted.

 

5.7 Removal of Material: No original records will be removed from the University Archives. If material is desired for use in parish displays, family or parish histories, or other publications, etc., copies can be requested from the University Archivist. Such copies will be made available where feasible, with the understanding that the physical condition of the original records may preclude any copying.

 

5.8 Episcopal/Synod Records with Archival Value Requests for access to these records (in Sault Ste. Marie) shall be addressed to the Diocesan Archivist, in writing. Such a request will clearly outline the reason for the request, the purpose for which the information will be used, and the records to be accessed. The Diocesan Archivist will make a recommendation to the Bishop for access, considering the following:

 

            a) A recognition of the value to historical research of these records.

            b) A recognition of the need to maintain personal and familial privacy.

            c) The best interests of the Diocese.

 

6. Records Retention

 

6.1 Diocese

 

6.1.1 Bishop's Papers. Five years of papers for the current Bishop will be kept at the Synod Office. Papers for the current Bishop that are more than 5 years' old will be forwarded to the Archives, once any sensitive material has been removed. Previous Bishops' papers are on file in the Diocesan Archives.

 

6.2 Parish

 

6.2.1 Paper Records. As a general principle, there should be 7 years' of parish records retained in the parish for reference purposes. Materials that are more than 7 years old should be sent to the Diocesan Archivist. Parish and service registers, when full, should be retained for a period of 7 years following the last date of entry, and then sent to the Diocesan Archivist.

 

 

 

            Access to Parish Registers (revised March 2010, enacted November 2002))

 

1.1 Requests to view parish registers for an individual's own records will be granted upon due identification.

 

1.2 Requests to view parish registers from a third party will be granted upon due identification under the following conditions:

 

            o Baptismal records 100 years or older

 

            o Marriage records 75 years or older

 

            o Burial records 50 years or older

 

1.3 Requests to view parish registers from a third party for records that are less than the time frames stated in 1.2 will be granted upon due identification under the following conditions:

 

o Baptism Records: The requester is the parent or the child named on the certificate, and their name is on the baptism record, OR

 

            o The requester is the closest next-of-kin, executor, or "estate trustee", and the person named on the record is deceased. (proof of death will be required.)

 

            o Marriage Records: The requester is the child (natural or adoptive) of the bride and groom, OR

 

            o The requester is a parent of the bride or groom, OR

 

o The requester is the closest next-of-kin, executor, or "estate trustee", and either the  bride or groom is deceased. (Proof of death will be required.)

           

            o Burial Records: The requester is the deceased's closest next-of-kin, executor, or ‘estate trustee'.

 

lf the above conditions do not apply to the requester, the permission from a valid third party must be obtained prior to making the request to the Diocesan Archives and proof of such permission must accompany the search request.

 

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Driving Children and Youth to or From Church Related Events (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. 

 

            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.  

 

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Environmental Policy (June 2014)

 

 Worship: On a regular basis, through liturgy, prayers and music, our congregations will celebrate the creation which the Creator has entrusted to our care.

 

Education: Through educational and advocacy programs, our congregations will become knowledgeable about the latest environmental and technological challenges and issues that impact creation positively and/or negatively.

 

 Programming: Parishes will adopt and integrate environmental approaches and activities based on the philosophy and practices of reduce, reuse and recycle.  Through responsible lifestyle choices and energy efficient actions, parishes will make decisions that will have a positive impact on their ecological footprint. 

 

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Executive Committee

 

EXECUTIVE COMMITTEE MEMBER (October 2012)

 

RESPONSIBILITIES:

Ø  To be accountable to Synod and to do the work of Synod between the meetings of Synod

Ø  To provide links between and liaise with parishes, deaneries, Synod Office, diocesan committees

Ø  To educate parish and diocese about the decisions and priorities of each other

Ø  To contribute personal skills and expertise freely, declaring any potential conflicts of interest

Ø  To build involvement on diocesan priorities and programmes in local areas

Ø  To act on and respond to requests for information from the Synod Office in a timely manner

 

SKILLS/QUALITIES ADVANTAGEOUS TO POSITION:

Ø  Assumes mature Christian discipleship

Ø  Ability to communicate effectively

Ø  Ability to work within a team setting

Ø  Possess special expertise that serves the needs of the diocese (financial, legal, managerial, etc.)

 

TIME COMMITMENT:

Ø  Three one-and-a-half day meetings annually, plus travel time

Ø  Approximately 8 hours prior to meeting for review of agenda material

Ø  Follow-up tasks after meeting as required

 

TERM OF OFFICE:

Ø  Two years for Regional Deans and Bishop’s appointees

Ø  Four years for Lay Stewards

Ø  Archdeacons are without a designated term and serve at the Bishop’s pleasure

EXPECTATIONS:

            Members

Ø  Confidentiality in personnel and other specified matters

Ø  Communicate clearly with staff about requests/agenda items being presented at upcoming meetings; resources required to fulfill tasks etc.

Ø  Be mindful of the limitations of resources

Ø  Respect deadlines

Ø  Responsible to confirm attendance in advance

Ø  Be on time

Ø  Submit reports for and requests to the Executive Committee, adhering to submission deadlines

Ø  Participate with openness

Ø  Stay for the whole meeting

Ø  Deal with disagreements in healthy ways

Ø  Be loyal to the committee and its decisions

           

            Staff

Ø  Provide information in a timely and polite manner

Ø  Give clear instructions about what information is to be shared, with levels of urgency noted

Ø  Provide operational guidelines to maintain consistency

Ø  Clarify various roles of members as required

Ø  Share the management of the diocese

Ø  Distribute minutes of the meetings promptly

           

            Chair

Ø  Develop and implement manageable agendas

Ø  Ensure motions are presented in an appropriate manner

Ø  Manage discussion in a fair and respectful fashion

Ø  Work towards consensus

           

 

RESOURCES AVAILABLE TO AID MEMBERS IN THEIR ROLES:

Ø  Diocesan Staff, 619 Wellington Street East, Sault Ste. Marie, ON  P6A 2M6 705-256-5061

Ø  Diocesan website:  www.dioceseofalgoma.com (Canons, Constitution, Diocesan Policies, Contacts, Deadlines etc.)

Ø  Constitution Article 10:  Executive Committee (attached as Appendix 1)

Ø  Canon B-1:  The Executive Committee  http://www.dioceseofalgoma.com/UploadedFiles/file/B-1.pdf

Ø  The Anglican Church of Canada website:  www.anglican.ca for information at the national level

Ø  The Provincial Synod website:  www.province-ontario.anglican.ca for information at the provincial level

Ø  The Algoma Anglicananglican@muskoka.com as a means of sharing information

 

 

Personal Indemnification of Executive Committee Members

(Adopted by the Executive Committee November 2000.  Enacted by Synod 2001)

 

            That, pursuant to section eighty of the Corporations Act (R.S.). 1980, c. 95, s.80), the members of the Executive Committee, their heirs, executors and administrators, and estate and effects, respectively, are, by the consent of the Incorporated Synod indemnified and saved harmless out of the funds of the Company, from and against:

 

            (a) all costs, charges and expenses whatsoever that they sustain or incur in or about any action, suit or proceedings that is brought, commenced or prosecuted against him or her, for or in respect of any act, deed, matter or thing whatsoever, made, done or permitted by him or her, in or about the executive of the duties of his or her office; and

 

            (b) all other costs, charges and expenses that he or she sustains or incurs in or about or in relation to the affairs thereof, except such costs, charges or expenses as are occasioned by his or her own wilful neglect or default.

 

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Finance

           

Apportionment Exemptions (November 2001)

 

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.

 

Apportionment Exemptions – Curacy (April 2003)

 

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.

 

Apportionment Exemptions – Support to other Congregations (April 2002)

 

That ordinarily apportionable parish income not be apportionable if that money is used for the mission support of another congregation or parish within the Diocese of Algoma; that the term “mission support” is to refer to money sent to another congregation or parish to aid in paying its operations or stipend coat, when it is having difficulty in doing so; further that this mission support money not be apportionable In the receiving congregation or parish.

 

Apportionment Exemptions - Undesignated Bequests (November 2006)

 

Congregations receiving undesignated bequests may use this money to pay down arrears from previous years to the Diocese, or to pay down their line-of-credit at the bank (or other financial institution), without being assessed apportionment on this money.

 

Budget (June 1997)

 

That the Executive Committee present a proposed two-year diocesan budget to the 1999 and subsequent Synods, and that these estimates be reviewed at Deanery Councils at the meeting prior to the Synod.

 

Budget – Consideration at Synod (Note from the Chancellor, November, 1992)

 

It is for the Executive Committee, and not the Synod, to spend money and to authorize individual expenditures of the Incorporated Synod’s funds.  However, the members of the Synod have the right to debate and question those past, present, and proposed future expenditures and enact resolutions setting the general direction of these expenditures.

The Executive Committee should present a proposed Budget to the Synod.  Debate would then take place on the Budget.  Synod motions which entail the expenditure of money should be expressed as “recommendations that the Executive Committee consider…”

           

Church Workers’ Transportation Fund (February 2000)

 

1.  That the current Car Loan Fund be renamed the Church Workers Transportation Fund;

2. That the assets and liabilities in the Car Loan Fund be transferred to the Church Workers Transportation Fund;

3.  That the Bishop and Treasurer be authorized to transfer cash between the Archbishop      Wright Building Fund and the Church Workers Transportation Fund as the need arises;

4.  That with respect to loans made by the Church Works Transportation Fund, the interest rate on all loans currently outstanding be 6 percent;

5. That the Executive Committee set the interest rate for the Church Workers Transportation Fund from time to time; and

6.  That the current Rules and Regulations of the Car Loan Fund be made applicable to the new Church Workers Transportation Fund.

 

Electronic Offering Program (November 2006)

 

That the operations, management, and oversight of the Electronic Offering Program become part of the Synod Office operations; policy control to rest with the Executive Committee, and operational management and supervision to rest with the Treasurer.

 

Insurance (February 1998)

 

That public liability insurance and related coverages (i.e. those other property damage, theft, etc.) be mandatory for all parishes in the Diocese that that such coverage be maintained through the Diocese’s agent so that the Diocese can maintain consistency / uniformity in coverage and also enjoy potential cost savings by having a larger group being placed.  This this insurance be placed through the Diocesan Treasurer and the policy programs be apportioned out to the individual parishes on a fair and equitable basis.

 

Insurance (February 2005)

 

That effective December 31,2005, all parishes within the Diocese of Algoma are required to participate in the master insurance program arranged by the Synod Office, unless documentation is given that adequate alternative property insurance is in place in the view of the Diocesan Insurance Committee.

 

Mission and Ministry Fund (November 2013)

 

That:

a) A Mission and Ministry Fund be established and;

 

b) That the Treasurer, in consultation with the Administration and Finance Committee review the funds held by The Incorporated Synod of the Diocese of Algoma and, where             appropriate, consolidate into the Mission and Ministry Fund those funds presently held separately for which there is no reason to continue to do so; and

 

c) That the Treasurer, where there is a question as to whether or not a separately held fund constitutes a Trust in law, consult with the Chancellor.   If the Chancellor finds that the fund is not a Trust in law, then the Treasurer, in consultation with the Administration and Finance Committee, will review such funds and consolidate them into the Mission and Ministry Fund where there is no other reason to continue to hold them separately.

 

 

Mission Support Grants: North Shore of Lake Superior (November 2005)

 

That the North Shore of Lake Superior (Schreiber to Wawa) be made a special mission district, and mission support grants be allowed to less than full-time ministry.

 

 

Parish Lines-of-Credit  (October 1998)

 

As measures to encourage / facilitate congregations to be current with their payments to the Synod Office with respect to apportionment and payroll reimbursement.  That the Synod Office will facilitate congregations to obtain lines-of-credit which are guaranteed by the Diocese.  Lines-of-credit to be guaranteed by the Diocese to be negotiated on a parish by parish basis, to the appropriate limits.

 

 

Parish Lines-of-Credit (March 2007)

 

Lines-of-credit that are extended to parishes in the Algoma Diocese are to be no more than $15,000, and are to be approved by the Diocesan Executive Committee.  Because the Diocese owns the property which secures these lines-of-credit, the amount of the line must be reported the Diocesan office. 

If a parish makes a choice to increase the amount over the maximum, whoever signs for the increase is liable as the signer.  A parish cannot make a charge against Church property, and if an Incumbent or wardens have signed for an increase they would have to cover the difference should the line not be paid.

 

Note:  Extract from a Letter from the Chancellor in regard to parish loans (March 2004)

 

The Incumbent and Wardens may be required to sign a loan document in the course of a parish loan.  If they are required to sign such a document it should be made clear in the document that they are signing ‘without personal liability.’  The parish should further be sure that its resources are such that it will be able to maintain any loans in good standing until they are discharged.”

 

           

Parish Loan Guarantees (February 2001)

 

That this Executive Committee enacts an administrative policy covering parish and affiliates’ loan guarantees in excess of $50,000:

 

1.  Annual audited financial statements will be provided within four (4) months of the fiscal year end;

2.  Subordination agreements will be signed, channeling all operating surplus funds to debt reduction unless specific consent is received from this Committee.

 

 

Retirement Assistance Fund (Clergy) (1993 Executive Committee Resolution)

 

That, effective August 1, 1992, for the purpose of determining eligibility for a possible grant from the Clergy Retirement Assistance Fund, normal length of service within the Diocese be ten years, and that those retiring with a length of service less than ten years, if any, be pro-rated accordingly.

 

Retirement Assistance Fund (Clergy) (1993 Executive Committee Resolution)

 

(Transfer of clergy to another diocese) That clergy who have served in the Diocese in excess of the qualifying ten-year period be provided with an Undertaking by the Diocese that they be eligible to receive any eligible Grant from the Retirement Assistance Fund, provided that their scheduled date of retirement is not more than five years in the future, and that the receiving Diocese does not have an additional retirement assistance which the person would also receive.

 

Retirement Benefits (Lay) (1994 Executive Committee Resolution)

 

That the benefits extended to clergy on retirement be given to full time lay Synod Office employees who have worked for the Diocese of Algoma for at least ten years.

 

 

 

 

 

Urban Congregations Financial Self-Sufficiency Policy (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:

 

            Definitions:

 

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.

 

The Ministry Plan:

 

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.

 

Clergy Protection:

 

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.

 

Implementation of the Ministry Plan:

 

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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Harassment and Bullying Policy

(with reference to the Executive Committee policy adopted November 2010)

 

 

The Diocese of Algoma is committed to having ministries and places free from harassment and bullying. 

 

This policy prohibits harassment or bullying by any member of the Diocese.  The Ontario Human Rights Code and the Ontario Employment Standards Act protect diocesan and parish employees from harassment related to their work.  The Criminal Code protects people from physical assault. 

 

Wardens and Incumbents bear the primary responsibility for encouraging and maintaining a safe and healthy environment in our congregations and parishes. They are also responsible for the initial response to complaints of harassment or bullying.  In ministries and other functions of the diocese not taking place in a specific congregation or parish, the person charged with the supervision of this activity carries the same responsibility and duties in responding to a complaint as are laid out for wardens and incumbents in this policy.

           

The policy does not apply to complaints of sexual misconduct which are dealt with under the provisions of Canon B-3.

 

Definitions:

 

Harassment:  Harassment is repeated behaviour that demeans or embarrasses a person, and that a reasonable person should have known would be unwelcome.  It includes actions (e.g. touching, pushing), comments (e.g. jokes, name calling, humiliating remarks), or displays (e.g. posters, cartoons).

 

Bullying:  Bullying is a form of harassment in which a person repeatedly acts in a willfully abusive manner with the aim of hurting another individual with a callous disregard for the harm being caused.  It is unwarranted behaviour that a reasonable person, having regard for all of the circumstances, would expect to victimize, ridicule, humiliate, undermine or threaten the person to whom it is directed.

 

Application of this policy:

 

Any parishioner, employee, or member of the clergy may make a complaint about harassment or bullying by another member of the Diocese.  This policy applies to incidents of harassment or bullying that occur in the course of ministry or participation in diocesan sponsored ministries, organizations, activities, and programs whether or not they occur on diocesan property.

 

This policy will not be applied or interpreted in such a way as to detract from the right of those in supervisory roles to manage and discipline employees and volunteers in accordance with normal Anglican Church and diocesan practices.

 

This policy is to be interpreted and administered in a way that is consistent with the principles of religious freedom.  Neither this policy in general, nor its definitions in particular, are to be applied in such a way as to detract from the right of staff, volunteers and parishioners to engage in discussion of potentially controversial matters such as age, race, politics, religion, sex and sexual orientation.  This policy is to be interpreted and administered in a way that encourages respectful and frank discussion of congregational, parish, diocesan, and Church matters generally.

 

When a complaint is made:

 

In a congregation or parish a complaint of harassment or bullying should be made to a warden or the incumbent, and the wardens and incumbent should then deal with the matter jointly, though one of them may be designated to respond to the complainant or to take the lead in inquiring into the situation.  A warden or incumbent should not deal with such a complaint alone.  Complaints of harassment or bullying taking place in non-congregational or parish activities should be made to the supervisor responsible for that activity. The territorial Archdeacon should be informed that a complaint has been made, its general nature, and of the course-of-action in dealing with it. 

 

A complaint against a warden or incumbent should be made to the territorial Archdeacon.  A complaint against a territorial Archdeacon or other senior officer of the diocese should be made to the Bishop.

 

The first response to a complaint should be pastoral.  Both the complainant and the person being complained about must be given ample opportunity to express their understanding of what has happened, and the hurt they are feeling, in an unhurried and private interview.  Many incidents can be, and are, resolved at this level with both the complainant and the person being complained against saying that they are satisfied with the outcome that has been reached.  The exceptions to using this approach arise when the circumstances are so serious that the initial response to the situation should be taken to a more formal level.  At the congregational and parish level this decision should be made in consultation with the territorial Archdeacon.

 

If a pastoral resolution to the complaint is not possible, or a more formal initial response is called for, then at least two of the wardens and incumbent should meet with both the complainant and the person being complained against, and ask what has happened from their point of view.  Either the complainant or the person being complained against may be accompanied by another person at this interview if they wish.

 

Those conducting these interviews should make notes of what is said.  This is important because a complaint that must be dealt with at this level may result in the formal discipline of clergy, the formal cautioning or termination of employees, or the dismissal of volunteers.  Care should be taken to record objectively what each person says in these interviews without including the personal views of those conducting the interview.  Depending on the circumstances, it may be advisable to have the territorial Archdeacon take a part in these interviews.   The notes made should be treated as confidential and carefully preserved.  These notes should be dated and signed by those conducting the interview and by the person being interviewed.  Others may have witnessed the events described in the complaint.   If so, it may be appropriate to also speak with these witnesses and make a note as to what they said about this.

 

When such a formal complaint resolution process is necessary the territorial Archdeacon will inform the Executive Archdeacon of what is occurring and consult with him as seems appropriate.  If the matter cannot be resolved between the complainant and the person being complained against, then the Bishop, or a person designated by the Bishop to deal with the matter, will determine what remedial measures, if any, should be taken.

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Litigation (February 2013 Executive Committee Resolution)

 

The Executive Committee of “The Incorporated Synod of the Diocese of Algoma” delegates:

a) To the Bishop the management of on-going litigation involving the Diocese; and

b) To the Bishop and the Officers of the Corporation designated in this Motion any and all authority and power to conclude agreements and settlements, expend funds, and to enter into binding contracts necessary to the carrying out of the management of litigation in the best interests of the Diocese and of “The Incorporated Synod of the Diocese of Algoma.”  The designated Officers of the Corporation are the Chancellor, the Registrar, the Executive Archdeacon and the Treasurer.

 

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Property

Policy on the Administration of Diocesan Properties and Financial Assets

(adopted June 2016)

The Church is not a building; it is the Body of Christ, a people gathered and sent by God to live in the world as a sign, instrument and foretaste of the Kingdom of God. The Household of God is composed of the baptized, not bricks and mortar. Thus, as church, a congregation may be able to exist and serve faithfully without a dedicated building. Nevertheless, property and facilities usually play a valuable role in the life and ministry we share as church. As a result, much of a congregation’s energy and resources can find themselves concerned with property matters. It is important, therefore, to make sure that our buildings and property contribute to, rather than hinder or distract from, the vibrancy and sustainability of the Diocese and its congregations.

Among the chief responsibilities of diocesan leadership and congregational officials alike is the stewardship of our assets and resources. It is their responsibility to ensure that decisions about property and facilities are directed toward enriching or expanding mission and ministry. Included in this charge is the need to administer, protect, or enhance assets for the sake of supporting or resourcing future initiatives consistent with the vision and vocation we share as a diocese.

To this end, Executive Committee policies relating to property and buildings shall be interpreted and applied in conformity with the following principles provided that, in the event of any inconsistency between this policy and any other policy, this policy shall prevail:

·       Property and buildings are a means by which to carry out the mission entrusted to the church.

·       Decisions about the acquisition, modification, and sale of property and buildings are based upon how these actions further the mission that all of us share as a diocese.

·       All property and buildings in the Diocese are owned by The Incorporated Synod of the Diocese of Algoma. The Executive Committee manages the financial assets of the Diocese, including those realized from the sale of property.

·       Congregations, particularly their officials, manage the use, maintenance, and upkeep of the property and buildings committed to their charge.

·       Significant financial expenditures on the property or facilities of a congregation are approved by the Executive Committee, drawing on the advice of the Deanery Officials working with the congregation. Likewise, depending on their nature, significant alterations to the property or facilities of a congregation are approved by either the Bishop or Executive Committee.

·       The Archbishop Wright Fund exists to provide funding to assist congregations with their property and buildings under the policies established by the Executive Committee.

 

APPLICATION FORM - LOANS FOR CAPITAL PROJECTS

REQUEST FORM - PROPERTY MATTERS WITHOUT LOANS

 

Archbishop Wright Building Fund Loan Request and Loans: Policy and Guidelines

(November 2006, revised January 2015)

 

Policy

 

1. A parish requiring a loan from the Fund will prepare a “Loan Application Request” to the Synod office.

 

2. The Parish will include with the Loan Application Request:

 

a) A schedule of Project cost financing for which the loan is requested comprising:

 

- one-half cash on hand (minimum); and

- one-half loan from the Fund (maximum or $100,000 whichever is less)

- one-quarter pledges (secured)

 

to secure a loan from the Fund

 

b) Comparative financial statements (statements of incomes & expenses and balance sheets, the latter if available) for the five year period immediately preceding the year of             the loan request;

 

c) Comparative financial statements of incomes and expenses (forecast) for the year of the loan request and the succeeding four years (which include the monthly blended principal and interest payments on the loan from the Fund for the period immediately following the time of completion of the project);

 

d) Appropriate narratives/assumptions made to explain changes from past actual figures to those figures shown in the forecast.

 

3. The Executive Committee will decide for or against the loan request. (The Executive Committee may recommend modifications of the loan request to the Parish; if acceptable to the Parish, then the Parish would indicate its approval to the Executive Committee). 

 

4. If the loan request is approved by the Executive Committee, the Parish will prepare the “Undertaking for Repayment of Loan” and submit it to the Synod office.   

 

NOTE: Various forms as mentioned above may be obtained from the Synod Office                          

 

Guidelines

 

Factors to be reviewed by the Parish, the Investment Committee, Diocesan Officials, and the Executive Committee, but not to be limited to, are:

 

1) The age of congregation. Is there a good mix of young, involved couples and other members on a fixed income? Is the income of the Parish fairly evenly spread out, or are two or three members the main donors? What happens when the chief donors move or die? Will this cause financial hardship?

 

2) Is there a broad base for fund-raising or is it the focus of a few members who will eventually burn out? Will the repayment of loans become the chief focus of the congregation?

 

3) What Level of ministry is required? Will it be full-time or a shared ministry? Should a change of ministry be required, will it create a financial hardship for the congregation with regards to interim ministry, or moving of personnel, etc.?

 

4) By attempting to pay back the loan amount(s), will this necessitate not paying other obligations such as stipend, etc.? Will this in turn force the congregation to apply to the Diocese for forgiveness of loans, reduced ministry or shared ministry?

 

5) Most importantly, is this a one-industry area? Is there diversity of employment? If the major employer shuts down, will there still be a sound economic base available to sustain the givings needed by the congregation to meet its financial obligations?

 

6) Is the project under the leadership of a strong, charismatic clergy? If so, what happens financially to the parish should this person be transferred or move on, or burn out?

 

7) Would it be beneficial for the members of the Investment Committee to meet personally with the congregation? (Quite frequently, what you read on paper and what you experience in person or two very different perspectives.)

 

         

Cemeteries (Revised September 2005, updated 2014)

 

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 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:

 

-  "Cemetery" means land set aside for the interment of human remains. Human remains include ashes. Cremated remains can be interred on church property, so long as the site is first established as a cemetery. The Ministry can check their records to establish whether a particular site has been registered as a cemetery in the past. There is a small fee to re-establish a site as a cemetery, and reporting requirements must be met.

 

-  If human remains are routinely scattered on the same spot, that site must be established as a cemetery. Scattering gardens need to be properly licensed and fall under the regulations governing care and maintenance funds. Parishes are advised to keep records of where ashes are scattered.

 

-  Where human remains (including ashes) are interred outside of designated cemetery land, the place of interment then becomes a "burial site" and is subject to the regulations governing unapproved burial sites. Compliance would require the area to be delineated by boundaries and be established as a cemetery.

 

-  The process for closing a cemetery can be lengthy. Closure requires that all remains must be disinterred, and all remains and related artefacts must be moved to an approved cemetery. If it is in the public interest to do so, the land may then be decertified, and re- registered with the Land Registry Office. Other requirements include inserting a notice in newspapers declaring that any person having an interest (which may include interment rights holders, relatives, and native people) may submit to the Registrar any objection. They have the right to appeal and this can go to a tribunal.

 

-  Municipalities do not automatically take over a cemetery. The Registrar may apply to a judge to declare a cemetery abandoned, in which case the municipality would take over. The onus is on the owner to prove that care and maintenance can no longer be provided.

 

-  The Act requires that the operator of a cemetery interring bodies establish a Care and Maintenance Fund. Only interest from a Care and Maintenance fund can be used. Provided that it is not contrary to the public interest, a cemetery owner may apply for an exemption from the requirement to establish a Care and Maintenance Fund, or for a reduction in the required amount. To make this application, the owner must have the support of the local municipality, to whom responsibility for care and maintenance would fall if the owner proved unable to fulfill these responsibilities.

 

-  If the operator is interring only cremated remains, there is no requirement to collect Care and Maintenance Funds. However, if fees are charged, a Care and Maintenance Fund must be established and contributions must be made to it. It is also up to an owner to maintain the cemetery in perpetuity. So if there is no care and maintenance fund set up, a problem could arise if, for instance, a church with a cemetery closed.

 

-  The current Act, passed in 2002, removed the previous requirement that Care and Maintenance Funds be held by a Trust Company or Credit Union.

 

-  Fees for markers are set out in the regulations, except for flat markers of a prescribed size. Such fees must be deposited to the care and maintenance fund.

 

Chapels (march 2005, Revised December 2005)

 

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.

 

Disadvantages of being a Chapel:

 

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.

 

Definitions:

 

A congregation is a worshipping community that is a component of a parish that:

 

a. is self-reliant with respect to its share of incumbency (or has approved grant assistance),

b. provides full pastoral care,

c. meets its obligations beyond the parish,

d. cares for its own buildings and properties,

e. normally has the expectation of Sunday worship, and

f. elects delegates to Synod through parish procedures.

 

A chapel is a place of worship that:

 

a. has a patron parish or a patron organization that assures all obligations are met for property, buildings, upkeep, and insurance,

b. has no regular expectation of services by a clergy person,

c. has its future resting with the patron parish or organization, the Executive Committee, and the Bishop,

d. is under the care of an incumbent assigned by the Bishop (usually from the patron parish), and

e. may elect a steward and hold an annual meeting to advise the patron parish, incumbent, and Executive Committee

 

Mission Points and Out Stations: A mission or an out station is a worshiping community that:

 

a. has an incumbent appointed by the Bishop,

b. expects to grow,

c. meets its own obligations within and beyond the parish or which has its obligations

 within and beyond met by a sponsoring congregation,

d. cares for its own buildings and properties or has its buildings and properties cared for by a sponsoring congregation,

e. normally has the expectation of regular worship, although not always on a Sunday,

f. elects delegates to Synod through parish procedures

 

 

Principles:

 

1. All donations to the Anglican Church for ongoing work are eligible for a tax receipt, and

are subject to apportionment.

 

2. The apportionment is payable by the congregation or the religious charity which issues the tax receipt.

 

3. All churches that receive monies must exercise full financial transparency and accountability to the Bishop, the deanery officials, the Synod, and the Executive Committee

 

4. Collegiate Chapels are those attached to educational institutions in which the Incumbent is appointed and licensed by the Bishop, and which pay for the physical maintenance and operational costs of the Chapel, and the stipend of the Chaplain. Collegiate Chapels may hold Annual Vestry Meetings and be represented by Synod delegates

 

Church buildings:  alterations, furnishings, and the sanctuary (October 1993)

 

Alterations to the sanctuary of a Church building and / or its furnishing require the permission of the Bishop.   The Bishop’s permission is also required for the introduction, alteration, or removal of stained glass windows.

 

Closure of Church Buildings (November 2006)

 

There is a distinction between the closure of a church building, and the dissolution of a congregation which is governed by Canon H-G on the Establishment and Dissolution of Congregations and Parishes.  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.

 

8.  Once this closure process is completed the now vacant church building and real property with it should be disposed of by sale as quickly as possible except where the deanery officials decide to make an exception to this because of the particular circumstances relating to that building. (section 8 added February 2013)

 

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 Algoma 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:

 

a. any requests from the incumbent, wardens, or vestry of the continuing congregations of a multi-point parish that the assets be transferred to them;

 

b. any significant associations or links between the closed congregation and the continuing congregations of the parish;

 

c. the respective contributions of the congregations or parish, and the Diocese, to the acquisition of the assets in question; and

 

d. 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.

 

 

Closed Buildings (February 2013)

 

            Church buildings that have been formally closed, or church buildings that are only used seasonally, should be properly locked and otherwise secured to prevent trespass and damage.  The exception to this requirement is church buildings in those congregations where it is a matter of local custom to leave church buildings unlocked on principle and where, in the judgment of the Deanery Officials, the congregation wishes to continue this custom.

 

Major Property Expenditures (February 2008)

 

Background:

 

Canon H-3:  THE ERECTION OF CHURCHES states:

 

Approval for buildings and structural alterations:

 

1.     No Church, rectory or other building may be erected until:

 

(i)  the site of the proposed building has been conveyed to the Synod or the Bishop of the       Diocese; and

(ii) the plans, specifications, and statements of local or other contributions have been submitted to and considered by the Archdeacon and Regional Dean, who will submit them, if necessary, to the Bishop and the Executive Committee for their approval.

 

2.     This canon applies to all structural alterations or improvements in churches, rectories, or other buildings, and the rearrangement of church or chancel furniture.

Accordingly, “The Diocese is, by virtue of its incorporating statute, the legal owner of all assets of the Anglican Church in the Diocese so that in legal terms, Parishes, as such, do not have legal title to any assets.”  (Ken Lawson, the Chancellor, by letter dated November 24th, 2003)

Therefore, it is imperative that any acquisition, construction, renovation, or repair expenditure exceeding $25,000 be only undertaken by a Parish with approval of the Executive Committee and in accordance with the following policy.

 

Policy to govern major property expenditures undertaken by parishes

 

1.  Parish requests Architect to provide “preliminary drawings and budget.”

2.  Parish resolves scope and cost of project.

3.  Parish prepares and submits “Property Matters Request Form” to Synod office with a copy of “preliminary drawings and budget.”

4.   Synod office submits “Property Matters Request Form” to the Executive Committee for approval.

5.  Upon approval of the Executive Committee, the Synod office requests Architect to prepare Tender Documents.

6.  Architect provides copies of Tender Documents to Synod office and to Parish for review.

7.  Architect advertises requesting tenders.

8.  Synod office officials and Parish representatives to be present at tender openings

and selection of successful contractor.

9.   Change orders to the contract or to the project made only on approval of Parish and Synod office.

10.  Parish appoints appropriate Parishioner to ensure project cost does not exceed approved budget.

 

Mortgages (March 2004)

 

1. Mortgages involving parish property must be signed by the Diocese (The Incorporated Synod of the Diocese of Algoma) as the title to all property in the Diocese is held by the Incorporated Synod.

 

2. Normally, in day to day mortgage transactions, a person signing a mortgage is not only pledging the security of the property being mortgaged but is also signing a personal covenant to repay, so that in the event that there is a default and the realization of the security does not result in a sufficient amount of money to repay the loan and related costs, the lender is in a position to sue the mortgagor for any deficiency. This personal covenant to repay is a standard part of any mortgage document.

 

For obvious reasons the Diocese cannot be in a position where it is obliged on a covenant to repay with respect to every mortgage given by a parish for a loan. It is diocesan policy that when the Incorporated Synod gives a mortgage it strikes the personal covenant in the mortgage. The effect of this is that all the diocese is giving with the mortgage is the security. If there is a default, the lender would be entitled to realize on the security of the real estate, but would not have any other recourse against the Incorporated Synod.

 

This should be made known to any prospective lender at the outset of any discussions regarding the obtaining of a loan.

 

3. Incumbents and Wardens of Parishes should be mindful of their own personal liability. Often the Incumbent and Wardens will be required to sign the mortgage document or some other loan document or documents in the course of a parish loan. If they are required to sign such a document it should be made clear in the document that they are signing "without personal liability".

 

Note:  Extract from a Letter from the Chancellor in regard to mortgages (March 2004)

 

            “The Diocese, by virtue of its incorporating statute, is the legal owner of all assets.  As a result, if a mortgage is to be given on real estate involving a parish church or other church property, the mortgage must be signed by the Diocese.  Normally a person signing a mortgage pledges the security of the property and signs a personal covenant to repay, so that in the event that there is a default and the realization of the security does not result in a sufficient amount of money to repay the loan and related costs, the lender is in a position to sue the mortgagor.  It is Diocesan policy that when the Diocese signs a mortgage, it strikes the personal covenant in the mortgage.  If there is a default, the lender would be entitled to realize only the security of the real estate. This should be made know to any prospective lender.”

           

 

Property Committee (February 2013)

 

The Property Committee is a sub-committee of the Executive Committee.  It is made up of members of the Executive Committee elected by the Executive Committee.

The Property Committee deals only with urgent property matters with a spending limit of $50,000 per application.  The Executive Committee has delegated to the Property Committee the power to either grant approval on behalf of the Executive Committee or to hold the matter over for consideration by the Executive Committee itself.

 

Purchase of Property at the Parish level

 

Process for the Purchase of Property at the Parish level

 

1) A Vestry Motion approving of the purchase is required. It should be noted that title to all property in the Diocese is held by The Incorporated Synod of the Diocese of Algoma. The Diocesan Canons recognize only congregational Vestries. Some parishes have what are called ‘Parish Vestries’, but these are a matter of local custom and convenience and have no standing under the diocesan Canons. If the title to the property is to be held by the Diocese for a single congregation in a multi-point parish, the approval of that congregational Vestry is needed. If the property is to be held by the Diocese for all of the congregations in the parish, then the approval of each of the congregational Vestries is needed.

 

2) A Vestry Motion approving of the use of any money held in Trust for the Parish by the Diocese when that money is being used for the purchase.

 

3) Deanery officials’ approval of steps one and two.

 

4) Executive approval of steps one and two.

 

5) The purchase is made in the name of "The Incorporated Synod of the Diocese of Algoma".

 

8) The offer to purchase is faxed to the Synod Office at 705-946-1860 for signatures and is then faxed back.

 

9) The parish retains a lawyer who handles the purchase.

 

10) Signing authorities for The Incorporated Synod of the Diocese of Algoma are:

 

a) The Bishop of Algoma or Commissary

 

b) The Diocesan Treasurer, Chancellor, or Registrar

 

11) The parish’s lawyer couriers the legal documents to the Synod Office (619 Wellington St. East., Sault Ste. Marie, Ontario, P6A 2M6) for signatures.

 

12) The Synod Office couriers back the required documentation with a cheque "in trust".

 

13) The lawyer completes the transaction and sends all documents to the Synod Office for safe keeping in the property records.

 

Rectory Sales (February 1995, updated 2015)

 

a)  That the proceeds of any Rectory sales be held in a separate account so that they may be more easily identified, and that normally they be used for the benefit of the parish concerned as set out below.

 

b) That the Capital from, such Rectory sale Funds be normally spent for purposes of the parish’s Capital Expenditures only, which may include acquisition of a new rectory at a later date. Such expenditures are subject to approval from the Executive Committee.

 

c) That the investment of any such Rectory Sale Funds be in accordance with the Diocese of Algoma Act, 1953.

 

d) That wherever possible a portion of the investment earnings, equal to the increase in the housing component of the consumer radix be capitalized on an annual basis.

 

e)         i) That the parishes be allowed to regularly draw the remainder of such investment, if so          desired, for the purpose of meeting the cost of housing, or paying a living allowance to the          incumbent.

 

            ii) In the case of an assisted parish the remainder of such investment earnings be drawn  for the purpose of meeting the cost of housing or paying a living allowance to the             incumbent.

 

            iii) Where such income disbursements are proposed or requested for other purposes the   approval of the Executive Committee will be required

 

Unused Lands and Buildings Commission (November 2013)

 

That an Unused Lands and Buildings Commission be established on the following terms:

 

Mandate:

 

a)  To produce and maintain an inventory of property held by “The Incorporated Synod of the Diocese of Algoma” that is not being used, and is most unlikely to ever be used, for Church purposes.

b) To recommend the disposition of property and buildings on this inventory and to make the necessary arrangements for its sale or transfer by other means such as            a transfer to the local municipalities or to volunteer heritage groups.  The final decision on the sale or transfer of such property is to be made by the Bishop and the Officers of “The Incorporated Synod of the Diocese of Algoma” or a majority of the Officers if not all are available for consultation.  These designated Officers of the Corporation are the Chancellor, the Registrar, the Executive Archdeacon, and the Treasurer.

 

Membership:

The members of the Commission shall be the Dean (Chair), the Chancellor, and a             person appointed by the Bishop.  The members of the Commission may invite others to work in collaboration with them on various matters.

 

Cost:

The expenses of this work will be paid through existing and future revenue from property sales.  It will be self-funding.

 

Reporting:

The Commission will work in consultation with the Treasurer and will report to the Executive Committee through the Treasurer.

           

Term:

Two years at which time the Executive Committee will review the Commission’s (a) mandate, (b) performance, (c) membership and may then continue the Commission for a further period of time, make such modifications to the Commission as the Executive Committee considers appropriate, or dissolve the Commission.

                       

           

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Sabbatical Leave Policy (June 2016)

1.  Clergy and lay people in full time stipendiary pastoral appointments are eligible for two months sabbatical leave, with full pay, after seven years of continuous full time ministry and, again, for every five years of continuous full time ministry thereafter.  A sabbatical leave cannot be taken during the first two years of an incumbency. 

2. Permission to take a sabbatical leave is granted by the Bishop after discussion of the intent and the plan of the sabbatical leave. The Bishop will discuss the proposed sabbatical leave with the Wardens where this involves a parish appointment so as to be able to assess the effect of the proposed sabbatical leave on the ministry of the parish.

3.  In exceptional circumstances the Bishop may grant permission to extend a sabbatical leave for longer than two months, though this must be with the consent of the Wardens and Vestry.

4. Those planning a sabbatical leave shall provide the Wardens, the Archdeacon, and the Bishop with five months advance notice of their intention to take this leave.  As part of this notice the Bishop will be provided with the details of the study for which the leave is being requested.

5.  Those taking a sabbatical leave do so on the condition that they will continue in their present appointment for at least one year following the end of the sabbatical leave. In exceptional circumstances the Bishop may set aside this requirement.

6. The Incumbent and Wardens are responsible for arranging, in consultation with the Bishop, for ministry to continue in the parish during the time the Incumbent is on sabbatical leave.  The parish will pay for this continuing ministry.

7.  A report on the sabbatical leave will be submitted to Wardens and to the Bishop within six weeks after the end of the sabbatical leave.

 

Note:  Funds to assist in this sabbatical leave may be available from the Continuing Education Fund, and the parish or the Bishop may be able to assist.

 

Study Leave Policy (June 2016)

1.  Clergy and lay people in full time stipendiary pastoral appointments are entitled to two weeks of study leave with pay each year.  Clergy and lay people in part time stipendiary pastoral appointments may be granted study leave on a pro-rated basis at the Bishop’s discretion.

2.  Those planning a study leave shall provide the Wardens, the Archdeacon, and the Bishop three months advance notice of their intention to take this leave.  As part of this notice the Bishop will be provided with the details of the study for which the leave is being taken.

3. Those taking a study leave are responsible for arranging for ministry to continue in the parish during the leave and this shall be done in consultation with the Wardens.

4.  Annual study leave is not cumulative.

Note:  Funds to assist in this sabbatical leave may be available from the Continuing Education Fund, and the parish or the Bishop may be able to assist.

 

 

Screening in Faith

 

Police Record Checks (March 2011)

 

Where the Diocesan Screening in Faith process requires a Police Records Check, that check will be done every three years.

 

Incumbent Responsible for the Screening-in-Faith Program in the Parish (May 2014)

 

Canon H – 5 (Screening in Faith) requires that “every parish that runs programs for services for children, youth, or vulnerable adults shall implement a screening program.”  The Canon, further, requires that an Annual Report on this screening program “be published annually in the Vestry Reports.. and also be submitted annually to the Synod Office and the Territorial Archdeacon by February 28th for the preceding year.

To clarify any uncertainty in implementing the requirements of Canon H – 5 (Screening in Faith), it is the responsibility of the parish Incumbent to ensure that the program is carried out in the parish and that the required reporting is done.  Others in the parish may undertake the carrying out of some or all of the program and the preparation of the Annual Report, however, the final responsibility for this rests with the parish Incumbent.

This Executive Committee requests that the Bishop instruct parish Incumbents to ensure that a screening program is carried out in the parish and that the required reporting is done.

 

           

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Statistics

 

Guidelines for Diocesan Statistics (May 1984  Revised year by year as necessary)

 

The Diocesan statistics are used to monitor and shape the life of our Diocese and its parishes. The statistics are often requested in categories established by the National Church and used throughout Canada. Statistics should be submitted for each separate congregation. (Financial statistics can be reported on a parish basis rather than a congregational basis if there is a fully integrated parish financial statement.) Reliable statistics are a sound foundation for planning Mission and Ministry.

 

The following notes will help with the interpretation of the categories:

 

Number of families on the Role

            -  This should be the number of households with more than one person resident.

 

Number of Individuals on the Role

            -  This should be the number of households with one individual resident.

 

            These two numbers should equal the number of households on the role. The number of households should include all three categories of:

 

-  1. Those who regularly attend

 

-  2. Those who occasionally attend.

 

-  3. Those who have a past pastoral association with the parish through baptism, marriage, confirmation, etc. Please include summer visitors who attend regularly enough to be on your parish list.

 

Total Members on the Parish Roll

 

-  This will include the sum of all the baptized persons in the households on the parish list.

 

Number of Confirmed Persons on the Parish Roll

 

-  In parishes where there are not up-to-date and accurate records, this number may have to be estimated by the incumbent.

 

Attendance during the Christmas Season

 

-  Numbers reported should include the evening of December 24, through to the evening of December 25 plus any Christmas home or hospital communions, and are not to be included in average Sunday attendance reporting unless Christmas falls on a Sunday.

 

Communicants in the Easter Octave

 

-  This number is the combined Sunday attendance of both Easter Sunday and the following Sunday, as well as Easter Saturday vigils, Easter home communions, and Easter services to shut-ins and seniors' homes.

 

Number of Envelope Subscribers

 

Number of Pledges

 

-  This should indicate how many households in your congregation have made a pledge or a subscription that was received by your congregation in the last year, or which was renewed in the last year.

 

Number of Other Identifiable Givers

 

-  Please include people who make regular donations for church purposes but not one-time gifts for memorials, etc.

 

Average Total Attendance at Sunday Services

 

-  Please include Sunday School attendees - children, children in the nursery, and adult staff looking after the Children

 

-  Also include service participants in the chancel and sanctuary.

 

-  When the incumbent signs the register, the incumbent is confirming the accuracy of the attendance figures. Periodic training sessions should be held for sidespeople to instruct them in making, confirming, and recording accurate attendance counts.

 

Average Attendance at Mid-Week Services

 

Average Attendance at "care homes" Services

 

-  Parishes having regular mid-week services and mid-week services in "care homes" should report those figures as a separate category from average Sunday attendance.

 

Frequency of Services

 

-  This category simply confirms whether the congregation meets weekly or less frequently, e.g. bi-weekly, monthly, summer only etc.

 

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Worship

 

Honorarium for Worship Services (February 1999)

 

Anyone acting as an officiant for a Service in a parish to which they are not licensed shall be paid by the parish for travel at $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.

 

Marriage (Policy enacted by the Synod 2005)

           

Place of Marriage

 

1. The normal place of marriage in the Anglican Church shall be an Anglican Church or chapel.

 

2. All Anglican weddings in the Diocese of Algoma shall be under the supervision of a licensed Algoma incumbent.

 

3. Under the general approval of the Bishop, incumbents may authorize a wedding ceremony in a place other than a church or chapel, where one or both of the parties are regularly part of an Anglican worshiping community, and in a setting where the sacred and public nature of Christian marriage will be upheld.

 

4. Where there is not a pre-existing, Anglican pastoral link with one of the parties, special permission for a ceremony outside of a church or chapel may be obtained from the Bishop, if in the opinion of the Bishop:

 

a) there is not a church or chapel within the proximity of the community where the             marriage is to take place

b) the church or the chapel is inadequate in size

c) the church or chapel is inaccessible for intended service participants

d) there are reasons re the health of the couple or their immediate family

 

5. Where a marriage ceremony is held outside of a church or chapel, Matrimonial Commission procedures, liturgical requirements, and the directions of the Bishop are fully applicable.

 

6. The marriage should be registered in the parish marriage register of the incumbent under whose supervision the marriage was solemnized.

 

7. When an incumbent plans the place of marriage in what would generally be considered the "bounds" of another Algoma incumbent, s/he shall obtain the consent of the other incumbent beforehand. See also General Synod Canon on Marriage, Canon XXI, and Regulation 11 (c) The officiating minister must have obtained the consent of the incumbent of the parish in which the marriage is to be solemnized if the officiating minister is not licensed to that parish.

 

8. Algoma Clergy wishing to conduct weddings in other dioceses shall do so under the authority of a duly licensed Incumbent of that Diocese who will obtain permission from the Bishop of that Diocese.

 

 

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