THE UNITED CHURCH OF CANADA THE EXECUTIVE OF...

The United Church of Canada March 1, 2014 13/14.7 The Executive, Bay of Quinte Conference

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THE UNITED CHURCH OF CANADA

THE EXECUTIVE OF THE BAY OF QUINTE CONFERENCE

MINUTES

March 1, 2014

The Executive of the Bay of Quinte Conference of The United Church of Canada met on Saturday, March 1, 2014 at 10:00 a.m. In the absence of the President, the Past-President, Mary Smiley, called the meeting to order at 10:05 a.m. A quorum was present.

1. ATTENDANCE AND REGRETS

Present: Larry Doyle (Lifelong Education and Faith Formation)

Richard Hollingsworth (Chair, Partnering in Mission Committee) Margie Patterson (Chair, Upper Valley Presbytery)

Maxine Reid (Chair, Shining Waters Presbytery) Bill Sheaves (President-Designate)

Mary Smiley (Past-President) Bill Smith (Executive Secretary) Don Stiles (Chair, Four Rivers Presbytery) Nancy Sutherland (President, United Church Women) Norma Thompson (Lay Representative to General Council Executive) Lloyd Williams (Chair, Hills and Shores Presbytery) Ruth Wood (Chair, Four Winds Presbytery)

John Young, (Clergy Representative to General Council Executive) (13) Recording Secretary: Lynda Price (1) Regrets:

Michelle Brotherton (President) Tom Holmes (Chair, Kente Presbytery) John Miller (Chair, Kawartha Highlands Presbytery) Linda Saffrey (Chair, Lakeridge Presbytery) Jean Wilson (Chair, Ministry Personnel and Education Committee)

(5)

Absent: Phil Hobbs (Chair, Nominations Committee) Bud Justice (Chair, Finance Committee) (2)


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2. WELCOME AND CONSTITUTION OF THE MEETING Mary Smiley extended a welcome to all present, and constituted the meeting of Executive as follows: “In the name of Jesus Christ, the head of the church, I call this meeting of the Executive of the Bay of Quinte Conference to order, that it may consider any and all business that may be properly brought before it.” Mary referred to the recent letter from Nora Sanders suggesting that people send sunflower seeds to High River as a sign of our support and encouragement as that community continues to rebuild after last year’s devastating flood. She also asked us to keep the following in our prayers: The family of the late Shirley Paul, Rev. Peter Dahlin (recovering from surgery), Bob Fillier’s family in the loss of his father-in-law, Judy Ormshaw during her husband’s quite serious illness, and Rev. Dawn Clarke as she undergoes cancer surgery.

3. WORSHIP Ruth Wood led the Court in worship, beginning with a time of caring and sharing in which all were invited to participate. Worship included prayer and the singing of VU 374 as Ruth invited us to think of our favourite beach.

4. AGENDA AND CONSENT DOCKET MOTION Lloyd Williams/Margie Patterson 2014-03-01-7-1 “That the Agenda and Consent Docket as printed be approved.” – CARRIED (The Agenda is attached to these minutes as Appendix A. The Consent Docket is attached to these minutes as Appendix B.)

5. REPORT OF THE EXECUTIVE SECRETARY Bill Smith referred to his written report and suggested that everyone read “Fishing From the Other Side”. All Courts of the United Church are asked to discuss this document. (The Executive Secretary’s Report is attached to these minutes as Appendix C.)

6. CORRESPONDENCE LOG The Executive Secretary referred to the Correspondence Log and highlighted the following items which require action:


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(a) Proposal Coming from Catherine Grant re Assessments - It has been forwarded to us by Upper Valley Presbytery without concurrence and will be coming to the Conference Annual Meeting (CAM).

(b) AOTS Request for Funds – AOTS has asked all the Ontario Conferences for financial assistance for their Annual Roundup.

MOTION Maxine Reid/Richard Hollingsworth 2014-03-01-7-2 “That Bay of Quinte Conference give a grant of $150. to AOTS to assist with expenses for the Annual Roundup.” AMENDMENT TO MOTION 2014-03-01-7-2 Lloyd Williams/Richard Hollingsworth “That the amount be changed to $500.” -- AMENDMENT DEFEATED MOTION 2014-03-01-7-2 – CARRIED

(c) Bill for A/V Services for CAM 2013 - An amount of $14,000. was budgeted but the total cost was $19,000.

(d) Boundaries and Racial Justice Training - All ministry personnel seeking appointment or call must have these courses in order that their appointment or call can be approved.

(e) George St., Peterborough – They are undergoing some difficulties. Bill and Mary Jane Hobden have met with them and the congregation continues to work on the issues that have arisen re their street worker.

(f) Jackie Harper – We were encouraged to read Jackie’s report which has come out of her sabbatical leave experiences and learnings.

(g) Grace Centre, Sydenham – Sale of the former Grace U.C., Sydenham is expected to conclude by the end of March. The Conference will receive $30,000. from the sale of this building.

(h) Retirement Requests – MOTION Bill Smith/Maxine Reid 2014-03-01-7-3 “That we approve the request for retirement of Robert J. Root (Shining Waters Presbytery) effective July 1, 2014.” – CARRIED MOTION Larry Doyle/Ruth Wood 2014-03-01-7-4 “That we approve the request for retirement of Frank Hamper (Four Winds Presbytery) effective July 1, 2014.” – CARRIED MOTION Don Stiles/Ruth Wood 2014-03-01-7-5 “That we approve the request for retirement of Brian Yealland (Four Winds Presbytery) effective July 1, 2014.” – CARRIED (A copy of the Correspondence Log is attached to these minutes as Appendix D.)


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7. BUSINESS ARISING

(a) Letter from Nora Sanders - At our last meeting, the Executive Secretary was directed to write to Nora Sanders re our concern about the sizable increase in payment for weekend and pulpit supply. She has replied that we are to use the 2013 rate until the comprehensive salary program is introduced (2015 for new calls or appointments and 2016 for all others.)

(b) September Meeting of the Executive – The Sept. 10-11, 2014 meeting will be held at Five Oaks. Bill Smith has arranged that we have a meeting room for ourselves for the afternoon of Sept. 11. This will be followed by an evening meal and then we will depart for home.

(c) WI-FI System – As requested, a system has been purchased and is in use for today’s meeting. Cost was $300. plus a monthly fee of $30. This system is available to be borrowed for other meetings within the Conference.

(d) Future of the Resource Centre – A meeting was held recently; in attendance were: Bill Smith, Bill Sheaves, Ruth Wood, Don Stiles, Linda Hutchinson, Linda Stenson and Judith Evenden. The Kingston Presbytery Resource Centre closed effective December 31, 2013. Assets include $21,000. for the library and $20,000. in funds. Four Rivers and Four Winds Presbyteries have voted to transfer their interest in these assets to the Conference in trust for the development of a Conference Resource Centre. It is hoped that some of the money will be set aside to purchase new resources and that people will be willing to write book review for submission to the Conference to be shared. It is hoped that a lending library will be set up. The need for electronic resources was also acknowledged.

MOTION Don Stiles/Ruth Wood 2014-03-01-7-6 “That the Bay of Quinte Conference receive all the assets of the former Kingston Presbytery Resource Centre in trust to be used to develop a Conference-wide resource ministry.” -- CARRIED A place to house the library will need to be found. It was suggested that the books be catalogued using the Dewey Decimal System and Maxine Reid volunteered to do this.

(e) Relocation of the Conference Office – On behalf of the Ad-Hoc Committee appointed to investigate new space to house the Conference Office, Bill Sheaves made a presentation. We have been approached by St. Matthew’s United Church, Belleville, offering space on their second floor. Cost would be $1300. per month (inclusive) which is comparable to the current cost of the Frankford office. Considerable discussion followed in which floor plan, ideas for use, possible sale of the current property, and, timing in view of the Comprehensive Review Report, etc. were considered. Issues raised and considered include:

What would happen if St. Matthew’s decides to close? (A clause would be in the 5-year lease giving both parties the option to terminate the lease if necessary.)

Cost of renovations (Approx. $15,000.)

Possibility of difficulty in selling the current building. (It is assessed at $170,000 to $180,000. but a 2 to 3% drop in the real estate market is expected in 2014.)


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This site would allow us to use the church’s other facilities for CAM, workshops, etc.

Concern about mold in the present office and our obligation to provide a safe working environment for staff.

This is an opportunity that may not come again.

Finding another use for a church building sets a good example for our congregations.

Is this the right time?

Thoughtful discussion also took place re whether the Executive or the full Court at CAM should make this decision. It seems unlikely that even if the recommendations of the Comprehensive Review Report were adopted, any change in the existence or status of Conference would not take place prior to 2018. St. Matthew’s hopes to have a decision on their proposal by July 1st but have indicated a willingness to extend that date if necessary. We were asked to consider the following questions:

1. Do we want to accept this proposal? 2. Do we do it now or wait for CAM?

Mary Smiley asked the Court to give this more thought and come back after the lunch break with a decision. (A copy of the proposal is attached to these minutes as Appendix E.)

(f) Role of the President – Richard Hollingsworth referred to the written report of the Task Force

appointed to consider the role of the Conference President. MOTION Richard Hollingsworth/Bill Sheaves 2014-03-01-7-7 “That we accept the Report of the Task Force Regarding the Office of the President of Bay of Quinte Conference, as amended.” -- CARRIED (A copy of the Report of the Task Force Regarding the Office of the President of Bay of Quinte Conference is attached to these minutes as Appendix F.)

8. LUNCH BREAK A half-hour lunch break was taken at 12:15 p.m. Bill Smith offered a prayer of thanksgiving for our meal. The Court reconvened at 12:50 p.m.

9. RELOCATION OF CONFERENCE OFFICE – Part 2 It was agreed that all members of the Executive support this proposal but that some feel it should be on the agenda for discussion at CAM. Discussion of whether to decide today or not took place. MOTION Bill Sheaves/Maxine Reid 2014-03-01-7-8


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“That we recommend to, and request of, the Executive of General Council permission to accept the proposal from St. Matthew’s United Church, Belleville, for accommodating the Bay of Quinte Offices in their building through a leasing arrangement with conditions.” Mary Smiley requested that a Past-President, Richard Hollingsworth, assume the chair so that she could participate in the discussion. Following more discussion, Mary Smiley once more assumed the chair. AMENDMENT TO MOTION 2014-03-01-7-8 John Young/Larry Doyle “That we add: ‘Subject to ratification at the Conference Annual Meeting’ at the beginning of the motion.’” -- CARRIED with one Abstention (Bill Sheaves) MOTION 2014-03-07-7-8 was CARRIED UNANIMOUSLY The future of the current office building was then discussed. MOTION John Young/Margie Patterson 2014-03-01-7-9 “That we recommend to CAM that it request permission to sell the current Conference office site in Frankford.” -- CARRIED The Ad-Hoc committee was asked to prepare a detailed report for Volume 1.

10. PRESIDENT’S REPORT

(The Report of the President is attached to these minutes as Appendix G.)

11. MINISTRY, PERSONNEL AND EDUCATION REPORT In the absence of Jean Wilson, Bill Smith presented the following: MOTION Bill Smith/Larry Doyle 2014-03-01-7-10 “That Linda Saffrey be designated as an Intentional Interim Minister.” – CARRIED MOTION Bill Smith/Don Stiles 2014-03-01-7-11 “That Michael Putnam, Student Supply, be licensed to administer the Sacraments on the Storrington Pastoral Charge during his appointment there.” – CARRIED


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12. PARTNERING IN MISSION REPORT Richard Hollingsworth referred to his written report. He noted that the planned canoe trip will be on the Trent Severn Waterway and not the Rideau Canal. MOTION Richard Hollingsworth/Maxine Reid 2014-03-01-7-12 “That CAM 2014 hold the ‘Fried Bread Fundraising Event” for the purpose of raising funds for the June Canoe Trip held by the Dancing the Circle of Right Relationships Action Group.” -- CARRIED MOTION Richard Hollingsworth/Bill Sheaves 2014-03-01-7-13 “That, on behalf of the InterFaith/InterCultural Action Group, we request that the Agenda and Planning Committee for CAM 2014 invite at least two of the InterFaith panelists from the Partnering in Mission Fall Advance to be observers at CAM and provide them with an opportunity to speak during their time with us.” – CARRIED Richard also announced the following upcoming events:

March 26 at Bancroft – an opportunity to learn how churches can better talk together. Registration is through the Conference office.

Sat. May 22 (during CAM) a baseball game is planned for 6:00 p.m. with Bill Smith as umpire. More details to follow.

(A copy of the Partnering in Mission report is attached to these minutes as Appendix H.)

13. MISSION AND SERVICE GIVINGS FOR 2013 Bill Smith reported that M&S totals for 2013 were $26 million for M&S (down $1M from 2012) and $2.2 million in bequest gifts Bay of Quinte was the 4th largest in givings; however we were down $200,000. from last 2012.

14. LIFELONG EDUCATION AND (FAITH) FORMATION (A copy of the LEaFF Report is attached to these minutes as Appendix I.)

15. FINANCE REPORT In the absence of Bud Justice, Bill Smith reported. We have a significant surplus of $395,000. The upcoming sale of Knox United church, Peterborough, will realize $300,000. and the sale of the former Grace United Church in Sydenham will bring in another $30,000. The Finance Committee will be taking a look at the surplus funds and recommend possible uses for this money. The hope is to make it as easy as possible on pastoral charges. Budget Form meets March 21st.


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(A copy of the Finance Committee Reports is attached to these minutes as Appendix J.)

16. REPRESENTATIVES TO GENERAL COUNCIL EXECUTIVE John Young encouraged everyone to read the document, “Fishing on the Other Side” and to set aside time at Presbytery meetings to discuss it. After some discussion about dates, it was decided that John and Norma Thompson would hold their usual pre-GCE meeting on Thursday, April 25 in the afternoon, location to be announced later. Norma reminded us that we will need to appoint a replacement for John at this year’s CAM as his appointment will end in another year. Youth Forum will be nominating their one representative at this year’s CAM. Under the new system, five people will be at Youth Forum and one of them will be a Commissioner. We will elect an additional two others. (A copy of the report of the Representatives to General Council Executive is attached to these minutes as Appendix K.)

17. UNITED CHURCH WOMEN REPORT Nancy Sutherland presented a sample letter addressed to the Prime Minister re child poverty and asked that people read it, copy it and mail it to Mr. Harper with a copy to our local MP. (A copy of the UCW Report and the sample letter are attached to these minutes as Appendices L and M respectively.)

18. PRESBYTERY REPORTS

(a) Four Rivers – (A copy of the Four Rivers Presbytery Report is attached to these minutes as Appendix N.)

(b) Four Winds – Ruth Wood reported on the J8 review recently undertaken on the Westbrook Pastoral Charge. (A copy of the Four Winds Presbytery Report is attached to these minutes as Appendix O.)

(c) Kente - (A copy of the Kente Presbytery Report is attached to these minutes as Appendix P.) (d) Hills and Shores – (A copy of the Hills and Shores Presbytery Report is attached to these

minutes as Appendix Q.) (e) Lakeridge – (A copy of the Lakeridge Presbytery Report is attached to these minutes as

Appendix R.) (f) Upper Valley - (A copy of the Upper Valley Presbytery Report is attached to these minutes as

Appendix S.) (g) Shining Waters – (A copy of the Shining Waters Presbytery Report is attached to these

minutes as Appendix T.)


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(h) Kawartha Highlands – (A copy of the Kawartha Highlands Presbytery Report is attached to these minutes as Appendix U.)

Mary Smiley thanked the Presbytery Chairs for getting their reports in so quickly.

19. COVENANT FOR HONOURING CHILDREN Nancy Sutherland was asked to read the “Covenant for Honouring Children”. This covenant forms part of the UCW report and can be found in Appendix L.

20. SUSPENSION OF THEOLOGICAL TRAINING AT QUEEN’S SCHOOL OF RELIGION John Young gave a brief history of how this has unfolded starting with the reintegration of the School into Queen’s University, a move taken because of financial challenges. However, Queen’s requires that all programs be fiscally sustaining or prove that they will be in the next few years. The M.Div. and B.Th. programs have been temporarily suspended for two years in order to give the School time to decide on their viability. It is unlikely that the programs will be reinstated, as there has been a steady decline in enrolment for many years now. The withdrawal of grant money from the United Church has added to to the problem of attracting new students. The loss of this program presents difficulties for the students in our Conference currently planning on taking theological training. Questions arose re what will happen to monies donated to Queen’s Theological College for student training and aid. John reported that the Alumni Association and the Rural Ministry funds are now held by the Conference. As to other monies, it will need to be determined if they can be used to support students studying at the School or whether it will be absorbed into the university funds. Great concern was expressed regarding the loss of this valuable program and how it happened but it was finally agreed that sending a letter expressing this concern would not be helpful in swaying the School or the university regarding their decisions.

21. SIGNATURE STATEMENT DOCUMENTS Bill Smith referred to three documents re Signature Statements that had been prepared by David Timpson and distributed as part of the material for this meeting. He asked that we read them and give David our feedback and comments. (The documents re Signature Statements are attached to these minutes as Appendix V.)

22. NEXT MEETING


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The next meeting of the Executive will be held on April 10, 2014. Maxine Reid volunteered to provide worship leadership for this meeting.

23. THEOLOGICAL REFLECTION Ruth Wood continued the theme of her opening worship, recalling all the work, the celebrations and the concerns that have come up during the meeting. We were encouraged to go back into the world to pick up where we had left off and to hold in our hearts all those we have mentioned this day.

24. CLOSING MOTIONS There were no closing motions.

25. ADJOURNMENT Mary Smiley declared the meeting adjourned at 2:55 p.m. and thanked those present for all the work they do for the Conference. __________________________________ ______________________________________ Mary Smiley, Past President Bill Smith, Executive Secretary


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APPENDIX A

Bay of Quinte Conference Executive Committee Meeting

March 1, 2014

9:45am Gathering

10:00am Welcome and Constitution of the Meeting

–Past President Mary Smiley

10:15am Worship -Ruth Wood

Approval of Consent Docket (motions & correspondence)

Report of the Executive Secretary

Dec 9 Catherine Grant Motion re assessments

Action Proposals committee

Jan 6 & Feb 15 WJ Brownless AOTS Roundup request for funds

Action action

Robert J. Root Shining Waters Presbytery

July 1, 2014 Approved by presbytery Feb 6/14

Retirement

Frank Hamper Four Winds Presbytery

June 30,2014 Approved by Presbytery Feb 7/14

Retirement

Business arising

Jan 15 Nora Sanders Presidents letter re supply rates, policy

Info –response to President’s Letter

Presbyteries

1. The Meeting of Conference Executive Sept 10-11th at Five Oaks

2. Purchase of WIFI system BellD3CC PASSPHRASE: AS9A1C7D75

3. The future of the Resource Centre Bill Sheaves 4. The Relocation of Conference Office Bill Sheaves 5. The Role of the President Richard Hollingsworth 6. Letter to Queen’s School of Religion re Suspending the M.Div program – Time will be set aside on

the March meeting agenda to discuss this.

REPORTS

President’s Report

Ministry, Personnel and Education


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-that Linda Saffrey be designated as an Intentional Interim minister -that Michael Putnam, Student Supply be licensed to administer the Sacraments on The Storrington Pastoral Charge during his appointment (approved by 4 Rivers Presbytery & 4C/CAB committees)

- that Kim Falls, subject to the conditions of the Manual of 2013 being met, be

ordained to the ministry of Word, Sacrament and Pastoral Care at the 2014 Annual Meeting of the Bay of Quinte Conference

Partnering in Missions

Lifelong Education and (Faith) Formation Finance

General Council Executive

Youth

UCW

Other reports

12:00-12:45 Lunch

12:45- 2:00 Presbytery reports:

Four Rivers

Four Winds

Kente

Hills and Shores

Lakeridge

Upper Valley

Shining Waters

Kawartha Highlands

2:00pm

Unfinished business

Theological Reflection -Ruth Wood

Closing motions

3:00 p.m. Adjournment


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APPENDIX B

CONSENT DOCKET (for Bay of Quinte Executive meeting March 1, 2014)

1. The minutes of the meeting of the Bay of Quinte Conference Executive held Feb 22-23 be approved as circulated;

2. The Minutes of the Sub executive of Feb 4, 2014 be received for information 3. The agenda for this meeting of the Conference Executive held on March 1, 2014 be approved as

provided to all members in their docket and/or drop box; 4. The correspondence received up to Feb. 26, 2014 be received as listed in the correspondence log

and available at the head table, and that all items needing separate motions and/or discussion be dealt with by separate motion;

5. The attendance for this meeting be the record of attendance on the Travel Expense form circulated during this meeting, with regrets noted as announced;

6. That all visitors and guests who have business to present to this meeting be made corresponding members;

7. Conflicts of interest be declared and noted; 8. Printed reports for this meeting be received for information and be appended to these minutes as

appropriate for future reference.


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APPENDIX C

Dear Friends: Life continues to be busy at the Conference Office and I am grateful for a dedicated staff and a strong commitment to the faith and the work of the Bay of Quinte Conference. Unlike those in pastoral ministry, Christmas is a quieter time in our office that allows us time to ‘catch up’ with the ongoing work. Jackie has just returned from a refreshing and rewarding sabbatical (report in the correspondence) and David & Mary Jane are busy with their perspective portfolios. As I write this, they are offering a ‘Boundaries Course’ to our ministry personnel who have not completed this training. As of January 1, 2014, we are unable to approve any call or appointment unless the person has completed both the racial justice and boundaries training.

Judy and Nicola round off our staff with exceptional work in the administration of our Conference. Judy is getting all in place for our AGM (have you registered yet?) and Nicola is balancing our year-end and seeking out new hardware to replace our aging computers. As a Conference, we have been watching the Comprehensive Review unfold. Our Conference was acknowledged and congratulated for having the highest percentage response at any across the country! Thank you to all who made that possible. We are now encouraged to read and respond to the document ‘Fishing From the Other Side of the Boat’. Essentially, this is asking us to reflect on a two-court system, the Congregation and the General Council. Such a study calls us to seriously ask about the roles of these two middle courts and their place within our structure. Just when we thought all discussions of moving the Conference Office were over, we were approached by St Matthew’s, Belleville with a new proposal. Bill Sheaves will present the details of that later in this meeting. We continue to be in close relationship with our M. & S. partner in El Salvador, Iglesia Bautista Emmanuel. From March 6th to the 13th, thirty one people from the B of Q will be visiting there to take part in a build (community/youth/worship centre), to serve as International Observers in the Presidential election which will take place on March 9th and to learn about the social, cultural and spiritual life of the people in this tiny Central America Country. Grateful thanks needs to be given to so many people who worked hard to make this trip possible with special mention to Rev. Takouhi and the people of Four Rivers for their fund raising, Rev. Ryan and the people of St. Mark’s for their Salvadorian dinner and especially to Rev. Wanda and the people of Kawartha Presbytery for their specular concert. I am pleased to say that we have been able to meet all our expenses, which includes a $10,000 (US) gift for the building of the Centre! I have had the privilege of attending some meetings of the The General Council Office Senior Staff in Toronto over the past few months and will be spending a week in Edmonton in March with my colleagues attending the final meeting of the Truth and Reconciliation Commission. The General Council meeting is May 3 & 4th, one day shorter than usual. I also want to remind everyone that the September meeting of this Executive will be held at Five Oaks on September 10 & 11th. I have been able to arrange a space for our group to meet on the 11th in the afternoon in order to attend to any unfinished business. Items in the correspondence that need special consideration are:


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1. A decision around the relocation of the Conference Office (Bill Sheaves) 2. The approval of the AV services at the AGM ($19,157.04) 3. The position of the Job description for President (Mary Smiley) 4. Request for Donation for the AOTS Roundup 5. Retirement Documentation for

Robert J. Root Frank Hamper

Respectfully Submitted (Rev. Dr.) William D. Smith Executive Secretary


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APPENDIX D

BAY OF QUINTE CONFERENCE CORRESPONDENCE RECEIVED

March 1, 2014 Some of these will continue to be marked of INFORMATION, while it is suggested that the remainder be marked for REFERRAL TO THE DECISION DOCKET FOR ACTION or for REFERRAL TO A PARTICULAR NAMED DIVISION OR COMMITTEE in the case where the appropriate Conference action is to act on their recommendation. Copies of any of the correspondence are available from the Executive Secretary upon request.

Date From Concerning Action Referral

Jan 3/14 David Munday Covenanting Service

Info

Jan 7 Penny Christiaans First Nations community collective name of Ontario & Quebec Native ministries

info

Dec 9 Morgen Peers Consulting services re:surveys

Info

Dec 9 Catherine Grant Motion re assessments

Action Proposals committee

Dec 11 Nora Sanders Operating Grants balance to ANCC

Info

Jan 19 Don & Bonnie Misner

SPE program Thank you

info

Jan 15 Nora Sanders Presidents letter re supply rates, policy

Info Presbyteries

Jan 21 Susan Sigal Acknowledgement of Presidents letter re above

Info

Jan 28 Karen Smart Issues for sub exec Youth Forum & shorter GCE`

Info

Jan 28 Jean Wilson AGM retirees banquet

Info CAM

Jan 28 Abiel Khalema Circulation list Info

Jan 27 Mark Toulouse Conference call re: Emmanuel College

Info

Jan 30 Merv Buchanan Production cost at AGM

Info CAM

Feb 1 Bruce Paterson Minutes of Camp Lar-Ren

Info

Feb 3 Karen Smart Shorten GCE by one day

Info

Feb 3 Conference Staff Boundaries & racial justice training

Info All clergy

Feb 3 Cathy Russell Conference office proposal

Action Bill Sheaves


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Feb 4 Brenda Munroe AST Discernment Progress Report

Info

Feb 4 Merv Buchanan Cost of services $19,157.04

Info CAM

Feb 4 Nicola Lupton Financials to Dec 31/13

Info

Feb 7 Ann Perry Comprehensive Review

Info

Feb 7 Nora Sanders Anti LGBTQ in Russia

Info

Feb 10 Merv Buchanan Cost of AGM Info CAM

Feb 10 Carol Hancock Comprehensive Review Events

Info

Feb 11 Laura Redman St Georges, Peterborough concern

Info Staff

Feb 12 To: Erik Matheson Sale of Conference office

Action Bill Sheaves

Feb 12 Cynthia Gunn Sale of Office Action Bill Sheaves

Feb 12 Erik Matheson Rental property Action Bill Sheaves

Feb 12 Erik Matheson Federal Budget action

Feb 11 Miguel Castro Election in El Salvador

Info International Observers

Feb 13 Kathy Zwicker Board Structure Info Four Rivers Presbytery

Feb13 Merv Buchanan AGM Info CAM

Feb 13 David Munday Business Plan for Brad Ford

info Conference staff follow up Feb 14

Feb 14 Melissa Rypma Camp Jobs 5 Oaks Info TO BE SHARED

FEB 14 Carolyn Brennan Government sponsorship

Info All congregations

Feb 16 Freda Settlement Report info

Feb17 Bill Sheaves Thank you info

Feb 18 Bev Oag Housing and Charitable Status

Info

Feb 18 Lyle Horn Sale of Knox UC Peterborough

Info

Feb 18 Team Healing Process Fenelon Falls

Info

Feb 18 John Young Presidential Job description

Action Mary Smiley

Jan 6 & Feb 15 WJ Brownless AOTS Roundup request for funds

Action \

Feb 19 Erik Matheson CRA Charities info

Feb 19 Gerry Nichols Sale of Grace United Sydenham

info

Feb 19 Don Stiles Resource Centre Info ***

Feb19 Shirley Welch Carol Cunday National Stewardship

***

Feb 20 Nicola Lupton Agenda time info


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Feb 20 Terry Beaumont Ghana Methodist Church

info

Feb 23 Gerry Nichols Sale of Grace info

Feb 23 Jackie Childerhose Fire in daughters house prayer request

Feb 23 Welch LLP Audit

Feb 23 Jackie Harper Sabbatical Report info

Feb 23 National Church Job Vacancy\Youth ForumCoordinator

info

Feb 24 David Townsend Grace Centre Transaction to be completed March 31st, $32,000

Feb 20 National Church Remit material info

Retirements

Robert J. Root Shining Waters Presbytery

July 1, 2014 Approved by presbytery Feb 6/14

Frank Hamper Four Winds Presbytery

June 30,2014 Approved by Presbytery Feb 7/14


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APPENDIX E


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APPENDIX F

Report of the Task Force Regarding: The Office of the President of the Bay of Quinte The Task Force was called by Mary Smiley, Past-President of the Bay of Quinte Conference. It met on Monday, February 10, 2014 at the Conference Offices. Present: Mary Smiley, John Young, Bill Sheaves, Norma Thompson, Richard Hollingsworth and Bill Smith. The Task Force adopted the following agenda: 1.) Look at the present job description and update it, where needed; 2.) Consider possible remuneration for the position; 3.) Consider the relationships between the Conference Office and the supporting Pastoral Charge in which the President was participating; 4.) Consider other items regarding the Office of the President. To begin the conversation Bill circulated the existing job description which, being undated, was thought to be at least 10 years old. After a fruitful and worthwhile discussion regarding the present job description, the New Manual Section D.3.4.1 a to f was consulted. What follows are our recommendations: A. Duties of the President of Conference: 1. The President of Conference shall have the responsibility:

a.) to give leadership to the Bay of Quinte Conference, especially in spiritual matters, quickening in the hearts of the people of Conference a sense of God as revealed in Jesus Christ, and heartening and strengthening the whole of Conference;

b.) to be the Chief Elected Officer of the Conference and accountable to the Conference through its Executive;

c.) to work with the Executive Secretary and other Administrative Officers of the Conference in order to provide the best possible service to the Conference;

d.) to be the official representative of the Conference to denominational, state, civic, or religious functions;

e.) to open formally the Conference Annual Meeting and all meetings of the Executive; f.) to maintain good order at all meetings of the Executive and the Conference.

g.) to preside over all the votes of Conference and to announce the results of those votes; h.) to ensure that the names of members of the Order of Ministry are transferred into and

out of the Conference and are reported to the Conference immediately after the roll is called at the Conference Annual Meeting;

i.) to fulfill other responsibilities as assigned by the Conference or the General Council;

2. The President is automatically an Ex-Officio member of all conference committees, with the exception of the Conference Candidacy Coordinating Committee and the Conference Assessment Board in the Bay of Quinte.

(Bearing in mind the issue of Conflict of Interest as outlined in the Conference Policy Guidelines and the Manual)


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3. The President will be the Chief Celebrant/Presider at Conference Celebration of Ministry

Services.

4. The President shall derive, in consultation and collaboration with the Executive Secretary of Conference, the Theme of the Conference Year and the Annual Meeting for the year in which they are in office.

5. The President will bring a prophetic, spiritual and pastoral voice to the on-going work of

Conference.

6. The President will visit, where ever and whenever possible, each Presbytery within the boundaries of Conference at least once during their term of office.

7. The President shall preside at the yearly meeting of the Chairs and Secretaries of Presbyteries.

8. The President shall, at the discretion of the President, accept invitations to anniversary

celebrations and/or other special services in local Pastoral Charges. B. Term of Office of the President:

1. The Conference shall elect each year a person to the office of President-Elect at its Conference Annual Meeting.

2. The President shall serve for one year. The term of office shall begin their induction at the

Conference Annual Meeting and terminate with the Service of Induction of their successor at the Conference Annual Meeting.

C. Compensation for the President:

1. The President shall be compensated for all travel which is related to conference business. 2. The President shall be compensated for all meals and boarding which are related to conference

business. 3. If the President is employed in an Active Ministry and if that Ministry so requests, that Ministry

shall be compensated for any pulpit supply costs incurred while the President is engaged in conference business.

4. The supporting Ministry of the President shall be given a note of appreciation for the year of

service of the President. 5. The gift to the outgoing President shall be chosen by the President-Elect and paid out of the

Conference’s budget.


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In addition to the above work, the Task Force recommends that, after the 42nd General Council in 2015, the Executive strike a Task Force to address the issues: 1.) of the term of the Office of the President, 2.) and compensation for the President and/or the Active Ministry of the President. Respectfully submitted, Richard Hollingsworth


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APPENDIX G

President’s Report March 1, 2014 meeting

“…those who wait upon God get fresh strength. They spread their wings and soar like eagle’s,

they run and don’t get tired, they walk and don’t lag behind.”

Isaiah 40:31

This verse has come to have a whole lot of meaning for me this past while. I would not have predicted that my year as President would have been a year such as this! For Presbytery chairs wondering why I have not been out to presbyteries to visit yet, my intention was (and is) to do one visit to each this year. My intention was to do these visits in January and February of this year. I now will be scheduling visits for March and April. The best-laid plans I have discovered don’t always work out the way we intend. I would not have predicted that I would have changed pastoral charges but the door that opened before me was the one I was called to investigate and then enter. I am so blessed to have done so but also much transition has come about as a result. On the heels of beginning this new pastoral relationship I was told that I had abnormal cells in a tumour that had developed on my thyroid and surgery was required. This surgery took place a couple of weeks ago. The tumour and a portion of my thyroid have been removed. I am back to work this week and find I tire very easily. Patience! I am not very good at being below par for energy levels. It is taking far more energy to do everything and I have far less energy to be accomplishing those very tasks. I am excited about our upcoming CAM. As the Spirit would have it, our worship team this year will be comprised of lay folks. Often times our worship at CAM has been led by those in ordered ministry and this year we will celebrating the gifts that our lay people bring to our conference as they lead us in worship. We will be meeting on March 7th for the day to begin pulling together the details. The Rev. Karen Hilfman-Millson and I continue to dialogue about the meeting itself and her time with us as we not only do the business of the Conference but also consider what it means to be our authentic selves, living authentically and then connecting with those around us in the same life-giving authentic ways. Karen gives much of her time now to the ministry of Circle Culture. It’s about an intentional process whereby we “listen deeply, speak from our heart, create space to connect to our inner wisdom, honour each other’s gifts, delight in our stories of signs of the power of love moving in the world and discover Wisdom and creativity emerging in our midst.” (from Karen- Hilfman-Millson’s webpage) The Rt. Rev. Gary Patterson will be with us on the Thursday and Friday and this is certainly an honour. Gary will be leading us in worship on the Friday as we gather together as a court.


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Very large on the agenda is the comprehensive review piece and so I encourage you to continue to be open to the work of our church, to continue to engage in the dialogue and the reflection providing feedback when solicited. I ask that you continue to hold in prayer our group from the Conference who will be travelling to El Salvador to spend a week with our brothers and sisters there. They will be leaving on March 6 and returning the following week. I did send a letter to the Executive of the General Council regarding our concerns with the published 2014 Weekend Supply and worship Leadership and Preaching minimums. I received a response from Nora Sanders dated January 15 2014 indicating that it had been referred to the Permanent Committee on Ministry and Employment Policies and Services who would then make a recommendation to the Sub-Executive of General Council. The Sub-Executive met and took the following action to:

withhold the housing premium applied to the originally posted 2014 pulpit supply rate until the introduction of the comprehensive salary;

remove the distinction among ministry personnel status from the rate and;

express the rate as a per diem with additional commentary noting that it is based on cash portion (base minimum salary) of Category F of order of ministry and clearly noting the need to identify in advance the number of hours that will be required by the ministry unit.

Know that I have been keeping the work of your presbyteries and Conference committees in my prayers and appreciate the leadership that each of you are offering. Blessings The Rev. Michelle E. Brotherton


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APPENDIX H

Partnering in Mission - Saturday, March 1, 2014

It is almost pointless to say that the Partnering in Mission Division/Committee/Sector has been active since our

last Executive meeting. Within the sector of the Conference’s work we have three Action Groups: Dancing the

Circle of Right Relationships, InterFaith/InterCultural, and Affirming Ministries; and two Standing

Committees: Stewardship and Rural Life/Small Congregation. As per directed by the Executive at the June

2013 meeting of the Executive, we have established the Equity Committee, which you will be hearing more

about at our next Executive meeting. We also send representatives to the Ontario Conferences’ Network:

Social Justice Network of Ontario Conferences and give support to our Conference Resource person: The

Rev’d. Dr. Jackie Harper. As Chair of the Divison/Committee/Sector I am very privileged to have the

opportunity of working with some of the finest people in the Bay of Quinte Conference.

A. Dancing the Circle of Right Relations

Since we last met the snow may have covered the ground throughout our conference but the Dancing the Circle

of Right Relationships Action Group has not been resting. They have planned several events and actions for the

coming months. On May 2nd and 3rd they are participating in a “Sacred Water Gathering” which is being hosted

by Trent University. First Nations’s peoples and Non-Aboriginal people will be studying water issues on First

Nations’ lands and throughout the province. On May 10th they will be participating in a “Walk Around The

Water” in Peterborough. On June 26th to the 28th they will be hosting a canoe trip down the Trent-Severn

System from Christian Island to the Curve Lake Reserve. Kim Sadora will be providing a “War Canoe” for the

journey. The canoe will hold up to 24 paddlers. On September 19th and 20th an educational retreat will be held

at the Galilee Centre in Arnprior in conjunction with the Golden Lake Reserve.

Dancing the Circle would like to recommend to everyone the films “Flooding the Hope,” which is about the

flooding of the First Nations’ lands around Winnipeg, Man. and “Shannon’s Dream,” which is about the

educational needs of the Atawapiscat Reserve. It also recommends the video series “The Eighth Fire.”

Dancing the Circle would also like to recommend (if you need a speaker for an event) Ms. Elaine Kellogg who

has just returned from a mission awareness trip to Guatemala where she looked at the impact several Canadian

mining companies are having upon the indigenous peoples of that region.

Dancing the Circle requests that CAM have the “Fried Bread Fundraising Event” for the purpose of

raising funds for the June Canoe Trip.

B. InterFaith/InterCultural

The InterFaith/InterCultural Action Group is participating in an event which is being held at Bridge Street

United Church on March 20th 2014, at 6:30pm. The Canadian Coalition of Municipalities Against Racism and

Discrimination is sponsoring the event and encouraging all faith groups to participate. March 7th is the World

Day of Prayer for all faith groups throughout Canada. This year’s worship service has been written by the

Christian Women of Egypt. Marie Reskallah of the Coptic Tradition, Professor Maha Othmanof the Islamic

Community of Faith and The Rev’d. Dr. Aruna Alexander of The United Church are giving leadership for this

event in the Kingston area. On May 12th and 13th 2014 at St. Andrew’s College in Saskatoon, Saskatchewan


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there will be a national symposium on “Doing Theology on Occupied Land.” Abstracts are invited if one

wishes to participate. The deadline is March 1st 2014.

The InterFaith/InterCultural Action Group requests of the Agenda and Planning Committee for this

year’s CAM invite at least two of the InterFaith Panelists from the PiM Fall Advance to be observers and

theological reflectors for the 2014 CAM in Baltimore.

C. Affirming Ministries

The Affirming Ministries Action Group hosted two workshops, one in November at Zion United Church in

Carleton and one in January at Dunbarton-Fairport United Church in Pickering. Both events were well attended

and the work of more churches becoming Affirming continues unabated!

D. Stewardship

The Stewardship Committee is planning a Pre-Conference event for both Clergy and Laity for Thursday, May

22nd at 1:00pm at the Hockey Arena in Baltimore. The Rev’d. Karen Kilman-Milson will be the guest

presenter. All are most welcome.

The Stewardship Committee reminds the Executive that October is Stewardship month and as in years

previously the committee will be providing study documents, worship materials and information sheets for each

pastoral charge. These packets of materials will be circulated that the September meetings of Presbytery.

M&S 24million – down a million from last year – fourth largest contributing Conference

E. Rural Life/Small Congregation

The Rural Life/Small Congregation Committee is sponsoring a workshop on Saturday, March 26th in Bancroft.

The workshop will concentrate upon the developing needs and possible structures for small congregations

throughout the conference.

Then, on Thursday, May 22nd the Rural Life/Small Congregation Committee is sponsoring a Bar-B-Q at the

Hockey Arena in Biltmore. The dinner will start at 5:00pm. Speaker and entertainment will be provided.

F. Staff Report

The Rev’d. Dr. Jackie Harper is just returning from a three month Sabbatical in which she looked at various

models of life-long Christian Development for an age when most children in our conference do not attend

Sunday School and their parents have little to no Christian background. It is a new and challenging age in

which we are finding ourselves.

Respectfully submitted

Richard Hollingsworth, Chair


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APPENDIX I


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APPENDIX J

FINANCE REPORT – MAR.2, 2014. We have now had a chance to review the Financial Statements for 2013. Once again, we ended the year with a substantial surplus ($395,339) Some of the major contributors to this are: Annual Meeting $11,000+, Conference Ex $8,000., New Minister’s Event $3,000. Transformational Ministry $16,000, Child & Youth Planning Committee $5,000., Ministry Personnel & Education $$34,000, PIM $8,000. and Salaries & Benefits $67,000. We need to do a better job at setting the Budget, but since we are always two years ahead at Budget setting time (2015 Budget set in March of 2014) it is really difficult to be more accurate. For 2014, we set the Presbytery Assessments at $600,000. and the Budget at $654,570. meaning that we will use some of the Surplus from prior years to cover the short fall. This will still leave a Surplus of $340,769 so the Finance Committee is suggesting that the Eldorado Accessibility Fund be increased to $100,000. This still leaves a Surplus of $268,069. So, as long as the 2015 Budget doesn’t go sky high, we may be able to hold the 2015 Assessment at $600,000. Budget Forum to set the 2015 Budget is scheduled for March 21st at Frankford United Church with a start time of 10:00 AM. We intend to present the NEW Method of Assessment to the AGM in May. This is the allocation using Supporting Members and Total Operating expenses (column 6 & 40 in the Year Book). Time has been requested from the AGM planners to make this presentation. Bud Justice – Chair, Finance Committee. Budget Forum – March 21st


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APPENDIX K

Report to Bay of Quinte Conference Executive from GCE Representatives March 1, 2014

This report will be relatively brief, as the General Council Executive has not met since the last

meeting of the Bay of Quinte Conference Executive.

The next meeting of the General Council Executive will take place May 3-4. In light of a

somewhat lighter agenda and in an effort to save costs, this meeting of the GCE will be a day

shorter than usual. The agenda will include opportunity for discussing “Fishing on the Other

Side,” the discussion paper from the Comprehensive Review Task Group which contains their

initial proposal for new governance structures and processes for the United Church. This

document can be found on the United Church web site with the following url: http://www.united-

church.ca/files/general-council/gc41/comp-review/crtg_fishing.pdf One can also find on the web

site the Task Group’s summary of what was heard during the consultation with Pastoral Charges.

The Task Group is seeking input from Presbyteries to the proposed structures and processes

outlined in their discussion paper. We would strongly encourage all the Presbyteries in Bay of

Quinte Conference to participate in this process.

We shall host our regular meeting in advance of the May 3-4 meeting of the GCE to provide an

opportunity for commissioners to the last General Council, members of the Conference

Executive, and other interested persons in the Conference to meet with us to discuss the matters

on the agenda for that gathering. Neither the location nor the date for that meeting has been

determined as we are aware that the traditional meeting time of the Saturday before the GCE

meeting conflicts with at least one other conference event; therefore we would like input at this

meeting of the Executive regarding the best date for this gathering.

Respectfully submitted,

Norma Thompson John H. Young


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APPENDIX L

CONFERENCE UCW REPORT TO BAY OF QUINTE CONFERENCE EXECUTIVE March

1, 2014

The Conference UCW Executive met on January 30, 2014, in Campbellford United Church.

Normally we meet at Norwood United Church but due to a power failure, Norwood’s secretary

kindly arranged for us to go to Campbellford at the last minute. There were 15 ladies present.

Refreshments were available thanks to the ladies of Kawartha Highlands Presbyterial.

In keeping with our National UCW five year Initiative to address Child Poverty, we read Raffi’s

“Covenant for Honouring Children”.

“We find these joys to be self evident: That all children are created whole, endowed with innate intelligence, with dignity and wonder, worthy of respect. The embodiment of life, liberty and happiness, children are original blessings, here to learn their own song. Every girl and boy is entitled to love, to dream and belong to a loving “village,” and to pursue life of purpose. We affirm our duty to nourish and nurture the young, to honour their caring ideals as the heart of being human. To recognise the early years as the foundation of life and to cherish the contribution of your children to human evolution. We commit ourselves to peaceful ways and vow to keep from harm or neglect these, our most vulnerable citizens. As guardians of their prosperity, we honour the bountiful Earth whose diversity sustains us. Thus we pledge our love for generations to come.” A letter prepared by National UCW has been sent to Prime Minister Harper by all the ladies of

Bay of Quinte Conference UCW, urging our government to make the eradication of child

poverty a greater priority in budget allocations and program emphasis.

We received a request from Rev. Dr. Bob Root of the Gathering Advisory Board that Bay of

Quinte Conference UCW cover production costs for this worship resource for General Council

2015. After some discussion a motion was passed to subsidize the Gathering Advisory Board up

to the amount of $2,400.00. Funds are to be raised by Presbyterial and/or Conference UCW

activities.

I am pleased to report that we had a small profit of $217.30 following the Mid Week Event

hosted by Upper Valley Presbyterial at the Marguerite Centre in Pembroke, Ontario on October

30, 2013.

I have attended the first two of the 8 Presbyterial AGM’s planned between now and April 9

when Bay of Quinte Conference UCW will hold their AGM in Foxboro at Emmanuel United

Church. At each of these Events, a member of the Affirming Action Team is giving a 15 minute

report re Bay of Quinte Conference UCW becoming an Affirming Ministry. A final presentation

will be made on April 9 at the AGM and a vote taken to enter the education and discernment

process to consider becoming an affirming ministry within The United Church of Canada. The

theme for the AGM this year is “Love your Neighbour as Yourself” and we are looking forward

to hearing about Audrey Copeland’s adventures in El Salvador.

Our Communications person, Heather Dummitt continues to keep Observer Circuit Rider

Readers informed of the activities of the UCW in Bay of Quinte Conference.

Plans are well under way for the UCW annual camping weekend September 5, 6 & 7, 2014. Hills

& Shores Presbyterial will be hosting this event and the theme speaker will be Mary Jane

Hobden.

The Annual Leadership Workshop will be held at Camp Quin Mo Lac in October. The next


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Executive meeting will be held in Norwood United Church on May 29, 2014.

Respectively submitted Nancy Sutherland, President Bay of Quinte Conference UCW


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APPENDIX M


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APPENDIX N

Report from Four Rivers for March 1st meeting of BQ executive We are continuing to tweak our meeting schedule at Four Rivers as we explore ways to meet the needs of our committees while also giving sufficient time to guests and presentations. At our last meeting we had information brought to us on the Guatemala Stove Project as well as Financial Development with Paul Sales. These were well received but finding time for them meant we asked committees with work to do to meet before the scheduled meeting time. Our March meeting, which would normally be an executive meeting, is now a full meeting to accommodate the Comprehensive Review workshops before the May Conference meeting. We also have to find time for ongoing work towards becoming an affirming presbytery. At our February meeting, we passed a motion to facilitate bringing a Syrian refugee family into Canada. We are forming an ad-hoc committee and hope that this will be a successful venture. We also had a positive response to the El Salvador appeal. By and large, our committees seem to be functioning well and there is a general good feeling when we meet as a presbytery. The worship services and the theological reflections at the close of the day are well received and much appreciated. We also decided in February to transfer control of our share of the remaining assets of the former Kingston Presbytery Resource Center to the Conference to help create a new ministry which would provide resource support to the entire Bay of Quinte Conference. We hope that good work will continue to be done as a tribute to the dedication of those who served Kingston and the surrounding area so well for so long. Don Stiles


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APPENDIX O

Report to Bay of Quinte Conference from Four Winds Presbytery

March 01, 2014 One Year and Counting – Yeah! In November of 2012 at a meeting called by the P7 iTeam we voted to accept the governance model that the iTeam presented to us. One of the conditions surrounding the acceptance was the assurance that the model was a work in progress and that the presbyters would have the opportunity to review it in a year's time. At our January meting we devoted a significant portion of time to table group discussions that looked at the topics of “What is working well?”, “What needs a little improvement?”, “What needs a major overhaul? And “Where do we go from here?”. The input from those discussions was recorded and is being reviewed by a task group who will report back at the March meeting. The months of November through February have seen the need for considerable time, effort and emotional fortitude by the members of the Ministry Facilitation Action Team, the Presbytery Executive, the Presbytery and the members of Westbrook Pastoral Charge as we have worked through the issues of harassment they have been facing. We are currently awaiting the report from Patty Evens who conducted a review of the Pastoral Charge under Section J8 of the Manual 2013. We are grateful for the openness and willingness of the members who participated in the review and are optimistic that the report will lead them to a better future. Sincerely, Pastor Ruth Wood Chair, Four Winds Presbytery


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APPENDIX P

14 03 01 Kente Presbytery Report to Bay of Quinte Conference Executive: Tom Holmes, Chair

Since my last report, Kente Presbytery has completed two meetings. On January 22, Kente Presbytery met at Eastminster. A very healthy discussion of the six remits was the focal point of much of the meeting. In the end all six were approved. Additionally a proposed new method of calculating assessments was introduced, approval was given for Bay of Quinte Conference to conduct a year-end assessment and for involvement in the General Council’s Comprehensive Review Task Group’s presbytery feedback process. Two conditional Retired Supply appointments were approved. Much of the February 19th meeting was devoted to ecological concerns thanks to our Community at Large Ministry Focus Area. Of note during the business portion of the meeting was notice that Pastoral Charges within Prince Edward County have agreed to enter the initial stages of a joint visioning process. At present Kente Presbytery has three covenanting services yet to be undertaken:

1. The Rev. David Munday and Bridge St. United Church

2. The Rev. Sue Fleming and the Consecon – Carrying Place Pastoral Charge

3. Maurine Ellison (DLM) and the Bloomfield Pastoral Charge


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APPENDIX Q

REPORT FROM HILLS AND SHORES PRESBYTERY March, 2014 Executive Meeting The following is a report that I prepared for ‘Insight’, the newsletter that is distributed to the members of Trinity United Church, Cobourg several times each year. As the content would be similar, I am copying it as the report from Hills and Shores Presbytery to the Conference Executive. lw As you will recall (hopefully), Trinity, along with 25 other pastoral charges formed Hills and Shores Presbytery on January 1, 2013. Hills and Shores covers the area from Newtonville in the west to Trenton and Stirling in the east, and north to Havelock and Marmora. Along with seven other presbyteries, we form the Bay of Quinte Conference. Bay of Quinte covers the area from Durham Region in the west to Renfrew and the Ottawa River (but not including the Ottawa area). This restructuring was part of an effort by the Bay of Quinte Conference to look at itself through new eyes. In light of declining numbers of members, and resources, many Pastoral Charges are (or have) undergoing changes. In 2012, the three congregations in the Hope Township area (Ward 2 of Port Hope) amalgamated to a single congregation, worshiping at Welcome, and called New Hope United Church. Similarly, the three congregations in the Colborne area have united (as of January 1, 2013) to form Heritage United Church, worshiping at the site of the former Salem United. In the fall of 2013, the three United Churches in the Trenton area voted to amalgamate. The three congregations are now working their way through the myriad of decisions to make three into one. To help the members of Grace, King Street and North Trenton, Hills and Shores appointed a three person Commission (has more powers than a committee). The three members are Kristiane Black, David King (from New Hope) and myself. Undoubtedly, other congregations and pastoral charges are facing the need to examine their futures. Here, at Trinity, while we have ongoing financial issues, we are blessed with a congregation that does have new members, young families, and children. As I have gone around to the various congregations, as Chair of Hills and Shores, I am struck by the dedication of small congregations (under thirty members) to continue. As the future unfolds, Trinity, with its large and energetic congregation may well be called upon to work with and assist some of our sister congregations. Only the future will determine, if and how we may be able to do that. My term as Chair of Hills and Shores Presbytery will end as of the rise of Conference this spring. But, Trinity will continue to provide leadership, as Kristiane Black will become the new chair of Hills and Shores Presbytery. Along with Darlene Brown, and Nancy Lester, Trinity continues to fill a significant role in providing leadership to Hills and Shores Presbytery. This year, the Bay of Quinte Conference is holding its annual meeting at the Recreation Center in Baltimore from May 22 to 24th. The Service of Celebration will be held here at Trinity on Sunday afternoon, May 24th. As you will have read in the weekly bulletin, billets are needed for delegates attending from out of town. If you are able to help, contact Rev. Deborah Elliott


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([email protected]) (minister at ColdSprings), who is coordinating this part of the planning. As I am writing this report on February 9th, Canada has just won its fourth medal in the Olympic Games, in Sochi, Russia. Our athletes are to be commended for their efforts. Some will carry an additional burden, as those who are gay, lesbian, bisexual, or transgendered know they are competing in a country that is officially denying their rights, and publicly denying the existence of the LGBT community. I do not know how we will vote on February 16th, but I pray, that Trinity will join the congregations at Brighton Trinity/St. Andrews, and Warkworth United in becoming an Affirming ministry. In the next few months, I will continue to visit the congregations of Hills and Shores Presbytery, as the Traveling Chair. Oh, how I wish this winter would end!!! Lloyd Williams, Presbytery representative PS: Subsequent to the Trinity Congregation meeting on February 16, I am very pleased to report that the Congregation voted 98% to become an Affirming Ministry. LW

mailto:[email protected]


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APPENDIX R

Report Lakeridge Presbytery The Boundaries Commission presented us with the opportunity to think about our presbytery in imaginative ways and we are taking our time, feeling our way, and trusting that we are accompanied by the Holy Spirit on this journey. We have addressed the expressed desire to be “worshipful”, “enjoyable”, “spiritual”, “building and renewing relationships”, “rekindling the fire”, and that “worship and work be one”. We are working together, to be a strong presbytery and a strong resource to our pastoral charges. It takes time to adapt. One definition of “transformation” is: “change that lasts”. As Lakeridge Presbytery we are living into change. We use a consent agenda at our monthly meetings. Reports are submitted in writing and circulated ahead of the meeting. Items that need to be dealt with separately can be lifted and addressed. We have intentionally freed up time to devote to education, speakers, faith formation, community building, and so on. In recent meetings we have done Bible study, speed dating, modified open space, and gifts inventory. Our worship is woven throughout the meeting and includes scripture, hymn singing, prayer, theological reflection, caring and sharing, the joys and concerns of the host church, and sometimes communion. We are endeavouring to be intentional about knowing and supporting one another, and our pastoral charges. We have voted on all the remits received thus far. We have set aside two hours at our March meeting to work on the Comprehensive Review questions. Our Lakeridge Implementation Team, in place since the boundaries change to facilitate a new model of being Presbytery, reported at our February meeting that they see a new vision – of community working well together, and have recommended that we continue to use the committee structure that had been in place. Congregations, ministers and lay people are encouraged to “cluster”, to make connections within and beyond the walls, to use imagination and creativity in carrying out their mission. To anyone who thinks there isn’t time to get everything done when we devote a worthy portion of time to “faith” matters, I, too, am surprised. We get the work done on time, even remits, and still have time for discussion and disagreement. Recently we passed a motion to top-up a grant shortfall for hospital chaplaincy; and launched a campaign to support Frontiers Foundation in providing water and sewer sanitation to households in Pikangikum First Nation. The theological reflector for our February meeting was chief Kelly La Rocca of Mississaugas of Scugog Island, whose message about community building and honouring culture and faith, was inspiring. Some folks miss the familiar business model of meeting that had been our practise for many years. One said that it’s not easy to get their work done in the back pew now, since they are more engaged. Many are expressing a sense of ease, trust, comfort. This is a blessing, since it has not always felt like this; and experience teaches us that this peace will probably be disrupted in the future. But when greater challenges arise – we will be strong community together to face them. May God make it so. Rev. Linda Saffrey Chair, Lakeridge Presbytery


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APPENDIX S

Upper Valley Presbytery Report to Conference Executive Meeting March 1, 2014

submitted February 25 by Margie Patterson, Chairperson

At the fourteen month stage of life, and desiring to live into our Mission, Upper Valley Presbytery

is discovering the benefits of a three step agenda : worship, workshop, work.

This Presbytery took up the challenge, given at CAM 2013, by Rev Michael Blair

and begin each gathering with the post resurrection story:

“two of them were going to a village named Emmaus talking about things that had happened”.

At our November full court gathering we were led in worship/workshop by Rev. Mary Royal-Duczek

as she shared her experiences of Greenbelt 2013 with us,

and called us into conversations , breaking bread with one another.

Our “work” has consisted of hearing an oversight review of the HEART.

[Harassment Education Advisory Resource Team] A resource package was distributed to all

pastoral charges in November and this five person team continues working towards

a Presbytery policy and procedures, adaptable for congregation use.

Following a conversation about the increasing number of part time ministries within our boundaries,

the Pastoral Charge Commission, through a three person ad hoc committee, sent a survey

January 28 to all Ministry Personnel working part time,

“to determine whether or not there is an issue that the Presbytery needs to address”

The goal: “is to help ensure that ministers serving in UVP have adequate employment”

The group is meeting February 26 to review the feedback.

A second ad hoc committee is working on a policy for VAM

The Presbytery Ministry Commission, through the UVP Treasurer, conducted a successful workshop

for congregation treasurers on Nov. 30, with 14 treasurers in attendance.

These two Commissions have also worked together in offering the guidance and support necessary

for the dissolving of the 2 point Westmeath Pastoral Charge which became effective Jan 1, 2014.

From this, two new part time one point pastoral charges have been created.

The new charges are named in the national database as:

St. Andrew’s Westmeath PC and Greenwood PC.

In order to meet the request of the Comprehensive Review Task

the Executive meeting Jan. 21 decided that the annual evaluation of our ministry as a Presbytery

would be done within each Commission, and this self-evaluation be guided by the Mission statement;

therefore, on February 18 ,following the sharing of our chosen post resurrection story

we were called into another post resurrection image and thus began our morning work:

“Fishing on the Other Side”.

The full court gathering concluded with a workshop designed to offer creative ways

of living within the reality of small “choirs” and small “Sunday School”


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Looking ahead, will find us gathering for the first time on a Saturday for all day simultaneous

workshops; three being offered by Conference staff, with a yet to be confirmed hope of a fourth

workshop, “Living into Right Relations” , which is still being co-ordinated by our third Commission:

Shared Ministry.


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APPENDIX T

Shining Waters Presbytery Report 2014-02-26 I have now been Presbytery Chair for almost three years. In that time I have closed four churches. That’s the bad news. The good news is that only one congregation has disbanded, the other three are continuing by amalgamating or remaining in a Pastoral Charge. I will be closing another church in June. That’s the bad news. The good news is that the congregation has chosen to amalgamate with other half of their two-point charge with a new direction and name. I realize that this is a sign of the times – a very sad sign of the times. This is the hardest duty performed by a Presbytery Chair. Our Apsley Cardiff-Paudash Pastoral Charge is looking for half-time appointment for Apsley. Rev Warren Volmer is the Pastoral Charge Supervisor for Apsley charge. Cardiff-Paudash: Suzanne Hedley is the half-time DLM student effective January 1, 2014. Rev Lynn Watson from Bancroft is the Educational Supervisor. The student at Buckhorn/Curve Lake Pastoral Charge has resigned effective April 30, 2014. The Joint Search Committee has been re-activated. Our student at Coe Hill/St. Ola/The Ridge is eligible for ordination this year and has requested a new posting. A JNAC is in preparation.

George Street has an interim minister until June 30, 2014. A JSC is in process.

Reverend Robert Root of Mark St. is retiring June 30 of this year. There has been no notification with regards to the pastoral charges wishes after his retirement. Rev. Root has been at Mark St. more than 27 years. Revered Catherine Elsdon is on contract until June 30 with St. Matthews/Donwood. St. Matthew’s has chosen to close in June and the building has already been sold. They voted February 16 to amalgamate with Donwood and create a new pastoral charge. A JNAC has been approved for Westdale. An interim minister is in attendance pending the results of their search. The circles are functioning very well. We tried to allow the circles to meet separately during the full court meeting but that did not work effectively. The circles are now meeting outside of the court and presenting their motions etc. at the court meeting. This allows much needed time for worship, education, fellowship and collegiality. Respectfully submitted, Maxine Reid, Chair – Shining Waters Presbytery


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APPENDIX U

Kawartha Highland Report to Conference Executive March 1, 2014 The short time since our last meeting has been busy and productive for Kawartha Highlands Presbytery. Our first 2014 meeting was held in Cannington on Saturday , January 25 with a gathering time of 8:30 AM and a Circle time beginning at 9:00. The following is from the minutes of that meeting: “Just prior to lunch, Paul Reed proposed updating our Members at Large status with the following proposal.

The Lay Membership of the Presbytery includes up to 10 Lay Members at Large appointed by the

presbytery.[2013 Manual C.1.2 {o}] This provision that the Presbytery enables provision of a

balance within the presbytery, as a means to include under represented domegraphics, to enable

inclusion of individuals of specific skill and knowledge, and others as the Presbytery may

determine. This provision allows for the Presbytery to respond with changes to membership when

needs arise and therefore some vacancies should be maintained if possible. These appointments

are of one year and may be renewed. Kawartha Highlands Presbytery has 10 vacancies and at

this time it is proposed that:

The VIBE co-ordinator ( as named by the VIBE Planning Team) is appointed a Member at Large

effective Jan. 23, 2014 until the rise of Conference 2015;

That Bruce Fleury is appointed as Member at Large promoting and resourcing accessibility

effective Jan., 23, 2014 until the rise of Conference 2015;

That the UCW Presbyterial be invited to name two individuals to be appointed as Members at

Large and that along with the UCW President (already a Member of Presbytery) be assigned, one

to each Circle to serve until the rise of Conference 2015;

That Chyvonne Pancer, Candidate for Ministry of the Presbytery be appointed Member at Large

effective Jan. 23, 2014 until the rise of Conference 2015.

Additionally, Paul Reed offered a short discussion about changing our opening proposals for the consent docket for the next meeting regarding Corresponding Members. Currently our proposal reads... “ The Attendance sheets be the recorded names of those present and those sending regrets, and further move that guests listed be corresponding members of Kawartha Highlands Presbytery for this meeting.” ...it was proposed that it would be better breaking it down to something like this... “a. The Attendance sheets be the recorded names of those present and those sending regrets. b. All guests are welcome. Those guests wishing to address the Court that have already been introduced be listed as corresponding members of Kawartha Highlands Presbytery for this meeting. The corresponding members will be Name 1, Name 2, Name 3, and Name 4” Bay of Quinte Conference had called for “change” and renewal to be undertaken by all Presbyteries when we added one and shuffled others. Kawartha Highlands has done this and continues to evolve in its modified form and to update where seen necessary and appropriate. An example of this is the reduction of members at large for UCW. The former arrangement was based on “guarantees” of inclusion of women


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made when men dominated church business and policy making years ago. This is, obviously, no longer the case and this change was seen to be more appropriate to today’s situation. Mary Read (UCW Conference Chair) reported Kawartha Highlands involvement at Quin-Mo-Lac in September and at the Margarite Centre in Pembroke for an Interfaith and M&S Awareness Day. More activities coming up. “Mandate” magazine will have carried an article on Kawartha Highlands Lenten Challenge in February. Lenten Calendars have gone out. Remits #4,#5,#6 were approved by Concensus. On Tues., Feb. 4th an event “Sharing Ministry in a Changing Church” was held at Cambridge St. U.C. (Lindsay). Rob Dalgliesh of EDGE was facilitator of this very successful and useful event with 100 people in attendance. A follow-up was the focus of a Presbytery Gathering on Feb. 19 (6:30 – 9:00PM) at Cambridge St. U.C. again. This was a time to build on the Feb. 4th event and come up with “What can we do?” ideas. Quite a list of possibilities was produced. As the current Chair person’s term ends at Rise of Conference in May, a new Chair person is required. Carol Cunday from K.H. Presbytery has been appointed to the National M&S Fund at General Council. On Feb. 21 a Music Night Fundraiser was held at Cambridge St. U.C. to assist Wanda Stride (a K.H. minister in Woodville), Chyvonne Pancer (a ministry candidate) and others to go to El Salvador to help build a Youth Centre. Yours truly, John Miller


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APPENDIX V

Report for the March 1st Bay of Quinte Conference Executive Effective leadership Pilot Signature Statements: My work with the signature statements has been folded into the Effective Leadership Pilot. I have presented the Signature Statement in both Kente and Hills and Shores Presbyteries. My presentation in Kente Presbytery resulted in permission to take the statements to two pastoral charges in the position of changing pastoral relations this work is ongoing. I think as part of such processes this work has real promise. Interest has been heard from many other parts of the conference. I have also presented the revised tool to the ministers of the Hills and Shores Presbytery. In Hills and Shores response was mixed, the ministers of the larger churches who are already involved with vision and mission work were resistant and those who do not see any role for the congregation in such work were resistant but those who received the discussion as a call or reminder of the role of mission and vision in the ongoing life of their Charges were quite interested. I did not on that day make a clear link to pastoral relations work. In future I will be clearer about the link between this work and the effective leadership pilot. This may reduce some of the resistance. There are now 2 tools in testing; I will include both for your consideration. Eligibility Checks; The Move to having all applications sent to the conference office for an eligibility check has not of yet been fully complied with. There has however been a general increase in compliance with the former policy and an increase in the number of checks requested.

Signature Statements The signature statement in the Bay of Quinte Conference context is intended to be a regular part of the life of the ministry unit. Each Pastoral Charge will have a one page statement that will reflect the unique realities of its ministry. It is hoped that the discussions that lead up to the creation of the signature statements might become a regular event in the life of the church, a time of creative, life giving, conversation. That might get down to the essence of who you are and what you are about as a church. Mission and identity are other words that might well describe what we are after. This is another opportunity to identify and quantify the intangibles that make up who we are as a church and what our ministry together looks like so that we might be able to better meet the world and attract suitable leadership. Conference staff and members of your Presbytery will support you in crafting this signature statement.

Vital Congregations: Love God, Love People, and Love One Another (Mt 22:37-39 / Jn13:34)

Viable Congregations: have Sustainable Human and Physical Resources


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First consider your Vitality! In what ways does your church seek to deepen peoples’ love of God? Describe your worship Describe your faith formation activities Describe your theology In what ways does your church seek to broaden peoples’ love of others? Describe how you do outreach Describe how you offer hospitality Describe how you serve the community and beyond In what ways does your church seek to strengthen peoples’ love of one another? Describe how you support one another Describe the ways people participate in governance and mission Describe the character of your relationships Now consider your Viability! In what ways is your church empowered or limited by your building? In what ways is your church empowered or limited by your budget? In what ways is your church empowered or limited by your number of people? Use your responses to the above questions to craft a one page snapshot description of your church. Now consider your Future! Prayerfully reflect on the things you’ve discerned and write a few sentences about what aspects of church life you feel God is calling your congregation(s) to emphasize over the next year.


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Signature Statement The signature statement in the Bay of Quinte Conference context is intended to be a regular part of the life of the ministry unit. Each Pastoral Charge will have a one page statement that will reflect the unique realities of its ministry. This is not a replacement for the JNAC process. It is hoped that the discussions that lead up to the creation of the signature statements might become a regular event in the life of the church, a time of creative, life giving, conversation. That might get down to the essence of who you are and what you are about as a church. Mission and identity are other words that might well describe what we are after. This is another opportunity to identify and quantify the intangibles that make up who we are as a church and what our ministry together looks like so that we might be able to better meet the world and attract suitable leadership. The following exercise is intended help reach such a statement. Section One: Discipleship How as church do we live out our lives as followers of Jesus? Rate the following statements on a 1-5 scale one being that’s us and 5 being not so much

1. Our example as Christians reaches outward. 1 2 3 4 5

2. Our church practices Jesus hospitality 1 2 3 4 5

3. I am a better disciple today than I used to be 1 2 3 4 5

4. I have been called to be a part of this church 1 2 3 4 5

5. Our Faith is relevant in today’s world 1 2 3 4 5

Section Two: Worship When we gather for worship what’s comfortable, what do we hope for?

1. Our Worship is: (Circle the words that apply)

Engaging Inspiring Moving Empowering Routine Spirit Effective Learning Inclusive Feel presence Transformational Tradition Head Excellence Biblical Boring Musical Encouraging Heart Reverence Bland Awe Warm Joyous

2. How important is worship to our congregation?

Very Quite Somewhat Not Very Section Three: Spirituality How do we prefer to experience the presence of God? What are our particular filters? List up to 5 words that come to mind

1. God is…

2. Our Church stands for …

3. The United Church of Canada is…


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Section Four: Ministry Partnerships How is ministry of this church accomplished? Whose ministry is it? 1. We strategize about integrating people into our life and work: much/ some/little

2. We try to match peoples gifts with the work of the church: much/ some/ little

3. We struggle to attract new members to the board/council. much/ some/ little

4. When there is conflict we know where to turn. much/ some/ little

5. We send our representatives to presbytery and conference much/ some/ little

Section Five: Justice and Outreach How are we involved with the wider community and the wider world?

1. We actively support this community by providing meeting space for many

other organizations 1 2 3 4 5

2. We respond to things that happen across the community and around the

world. 1 2 3 4 5

3. We have set mission priorities and talk about how various possibilities fit in

to them. 1 2 3 4 5

4. Church members take an active part in community activities and are

involved in community groups. 1 2 3 4 5

5. Use the following space to single out your favorite Church activity.

Section Six: Stewardship How is this church balancing gratitude and response to the gifts that God has given and is giving?

1. It is a struggle for us to maintain the patterns and traditions.. 1 2 3 4 5

2. We use our people wisely and no one is over burdened. 1 2 3 4 5

3. In meetings we do business well making room for all. 1 2 3 4 5

4. The church communicates ideas and cooperation among members 1 2 3 4 5

5. We meet our M&S targets. 1 2 3 4 5

Section Seven : Pastoral Care How is, the love of God, made known in the life of the church?

1. We have a community, a family of people who can depend on each other and

take responsibility for each other. 1 2 3 4 5

2. We have a committee of trained volunteers who assist in the pastoral care of

those in need. 1 2 3

4 5

3. Our minister is the face of our pastoral care 1 2 3 4 5

4. We practice hospitality, that shows God’s love 1 2 3 4 5


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