Minutes of the meeting held on Tuesday, 8th August 2017 at 10.30 am
Peter Mann House, Green Island
Present: / Ms Lisa Burton, Mrs Trish Franklin, RevdDr Andrea McDougall,Mr Fred McElrea, Ven Damon Plimmer (via Scopia), Revd Joanna Fielding,Revd Michael Wallace, Revd Dr Max Whitaker
In Attendance: / Revd Hugh Bowron (Dunedin Diocese Trust Board),Revd Canon Alec Clark, Ven Jan Clark, Mrs Debbie Flintoff, Ms Ginny Kitchingman, Ms Meg Kornmayer (Secretary)
Chairperson:Revd Canon Alec Clark
Apologies:Ven Stu Crosson, Mrs Anne Gover, Mr Keith Gover, Dean Trevor James, Revd Eric Kyte, Ms Lynda Turner-Heaton. It was agreed that the apologies be sustained.
Prayers:Revd Canon Alec Clark opened the meeting with a Bible reading and prayers.
Minutes of the previous meeting held on 13th June 2017. It was agreed that these were a true and correct record. (T.Franklin/M.Whitaker)
Matters arising from the minutes:
Synod Committee on Statutes and Standing Orders: Fred McElrea said that under our Standing Orders it was for the President of Synod to nominate the members of this committee, not this Council, and that Synod then had to confirm or otherwise the membership of the Committee. However, it was sensible that this Council suggested some names to the President.Alec Clark reported that Nicola Wong had agreed to join the committee and that the President at Synod would be Bishop Jim White.Fred also said that under the Standing Order,members of the Committee remain in office until their successors were appointed. The previous committee members were Nicola Wong, Michael Wallace and the ex-Chancellor, and it was agreed that he would not want to be involved since he was no longer Chancellor. It would therefore be helpful if the President’s nomination was retrospective to our last meeting (13th June 2017) so as to cover the work done by the new Committee prior to this Synod. Fred agreed to supplyAlec with a suitable wording for Bishop Jim.
Correspondence:
Inwards –there was no inwards correspondence.
Outwards – letter to North Invercargill parish, Holy Trinity, 21st July 2017 re new plans for the vicarage.
It was agreed that the outwards correspondence be endorsed.(Chair)
Intentional prayer.
Reports
Discipleship Committee: no report.
Social Transformation Committee: Jan Clark reported that Lindy Nevill from the Taieri parish had been co-opted to the committee. Lindy had a background in education, she co-ordinated the Seasons programme in the Diocese, and had a leadership role in Friday Light in the Taieri parish.
Regarding Child Care funds, the letter to parishes calling for applications for projects working with children had been amended.It was agreed that the closing dates for applications would be 15th October 2017 and 15th March 2018. (F.McElrea/M.Wallace)
The template for reporting from the agencies and homes to the Committee was under development.
The STC was preparing three motions for Synod (Homelessness, Refugees, and support for the Child Poverty Action Group). Jan queriedwhether there would be sufficient time at Synod for these to be considered and suggested that some motions would need to be held over for Diocesan Council. However it was also suggested that as these were not regarded as controversial,Synod may pass these motions as a group.
Stewardship Committee:The 2018 draft budget and parish contributions to be discussed in General Business.
Mission Committee: Had not met.
It was agreed that the reports be received. (Chair)
Intentional prayer.
Health & Safety: nothing to report.
Property: nothing to report.
General Business:
Draft Budget for 2018 and Parish Contributions: Ginny Kitchingman referred to thedraft budget and commentary which had been previously circulated. She commented that the draft budget was largely conservative, with no major changes envisaged. The 2016 actual figures (unaudited) indicated that the Diocese had been living within its means and the auditors had been pleased. The 2017 forecast showed a surplus of $61,000, helped by not having had to support a Bishop for the past few months. Ginny noted the following points:
Salary and wages expense allowed for an extra $10,000 in both 2017 and 2018 to support temporary cover after Debbie Flintoff left.
Interest income was based on 4.75% for 2017 and 4.0% for 2018.
Parish contributions had been reduced by $20,000 for 2018 to make the new formula as palatable as possible.
Expenses associated with the installation of the new Bishop were an estimate only.
Estimated (usable) surplus for 2018 was $15,000.
Ginny confirmed that she had written a report to Synod, which pointed out that 2016 was the first time in many years that the Diocese actually hadkept the level of spending within the limits of available income. This was due mainly to two factors: the contribution from St John’s College Trust towards the costs of the Bishopric and the reduction in staffing at the Office. The reduction in staffing levels had left the remaining staff under considerable pressure and the current situation was not sustainable in the long term.
2018 proposed parish contributions:Ginny commented that the previous formula had beenbased on residual income after what were deemed to be essential expenses,but the new formula for 2018, approved at Synod last year, would be based on total income but excluded (i) bequests, (ii) money raised, or interest received from bequests, specifically for major works, and (iii) extra-parochial giving. For most parishes, the contribution would reduce, and for others, the contribution would increase.
It was agreed that a letter and list of contributions be sent to all parishes, requesting those parishes which were making a reduced contribution toconsider makinga voluntary donationin addition to their requested contribution. It was also important for parishes to understand that if the required contributions could not be met, there would be serious consequences for the Diocese. (Chair)
Ginny confirmed that further examination of the financial accounts of the local churches and co-operating parishes would be required.
In answer to a question, Ginny confirmed that it was Synod who set the formula for parish contributions but we needed to know that they could be met as we were proposing a draft budget to Synod which assumed receipt of this income.
Damon Plimmer thanked Ginny for her work on presenting a draft budget with a small surplus, and on the parish contributions.It was agreed that the draft budget for 2018 be approved for submission to Synod.(D.Plimmer/T.Franklin)
Intentional prayer.
Meeting withte Hui Amorangi ki te Waipounamu.Andrea McDougall observed that General Synod required that the Diocesan Council should meet withte Hui Amorangiat least once every two years. It was confirmed that the last such meeting was eight years’ ago, and Andrea suggested that an invitation should be extended. Alec Clark said that the invitation should be from Bishop to Bishop. This issue needed to be on the agenda when Bishop-elect Steven arrived as this would be his responsibility.It was suggested that there could be a meeting before General Synod of the General Synod representatives from the three Dioceses in the South Island with the representatives fromte Hui Amorangi ki te Waipounamu -but noted that this would not replace the meeting that Diocesan Council was required to have. With our new Bishop and Bishop Richard Wallace also being new, there was the possibility for a new start.
Diocesan Council also needed to give thought to how it could encourage ministry units to fulfil their obligations under Title B Canon XX.It was noted that this issue should be placed on a future agenda for the Bishop’s notice and action.
Arrangements for the Bishop-elect’s arrival: Debbie Flintoff confirmed that (i) a house in Andersons Bay had been rented for six months, (ii) the liturgy for the service was almost finalised, (iii) the Bishop-elect wished to take evening prayers at Synod, (iv) the Benfords would arrive in Dunedin during the week of 10th September, and (v) the new Bishop’s crook had arrived.
Diocesan Council visit to Southland: This visit would take place on Tuesday, 14th November. Keith Gover would ensure that all parishes in Southland were informed well-beforehand. The timetable was: 10.30 am Diocesan Council meeting, followed by lunch with the Southland Archdeaconry. At 2.00 pm commence ‘road show’ to St John’s, Holy Trinity and All Saints’, followed by visits to Gore and South Centre on the return journey north for those who wish to see those places (most of the Council?) Council Members were asked to confirm their attendance at the meeting and on the ‘road show’ with Debbie.
Diocesan crib at Kakanui: Andrea McDougall asked who had responsibility for the Kakanui crib. Alec Clark confirmed that the crib was “owned” by the Trust Board, but the responsibility sat with the Oamaru/Maheno parish. (He offered to find the records that support this position.)Andrea McDougall requested a letter be sent to her vestry from the Diocesan Council confirming that the parish had responsibility for the crib. The letter would also confirm the arrangements that were in place regarding setting the rental rates which support the maintenance of the building.
Debbie Flintoff’s departure: During Debbie’s absence, there was a discussion about the arrangements for her departure next month. (Fred McElrea and Meg Kornmayer have a note of those discussions.)
Meeting with the Cathedral representatives: Alec Clark reported that the meetings continue to be amicable. The group was keen to find ways forward on how the Cathedral intended to widen its sphere of influence within the Diocese, both as Church and the rest of the society. Alec stated that the next meeting would focus of how the Diocese could help the Cathedral to better connect with the City.
Clergy annual leave: Alec Clark reiterated the need for a culture change amongst clergy regarding taking and recording annual leave, so that no large liabilities were incurred by parishes when clergy leave a parish. It was confirmed that clergy and wardens had responsibility for keeping correct and up-to-date monthly records. It was also notedit was a statutory rule that one week’s annual leave per annum could be cashed up.
Revd Joanna Fielding: Jo Fielding expressed her appreciation to the Diocese for allowing her to continue her unpaid leave for a further three weeks so she could continue supporting the Hospital Chaplaincy at this crucial time.
There being no further business, the meeting closed at 12.12pm.
Date for the next meeting: Tuesday, 12th September 2017 at Peter Mann House.
ACTION POINTS:
Fred McElrea / Alec Clark / Synod Committee on S&SO: Fred tosupply necessary wording to Alec for Bp Jim regarding the retrospective appointment of the CommitteeGinny Kitchingman / Complete work for submission of 2018 draft budgetto Synod.
Stewardship Committee (Ginny & Damon) / Proposed parish contributions: send letter and list of contributionsto all parishes
Meg Kornmayer / te Hui Amorangi meetings: Agenda item for October meeting
Meg Kornmayer / Ministry Unit meetings: Agenda item for future meeting
Council Members / Confirm attendance in Invercargill on 14th November.
Alec Clark/Debbie Flintoff / Kakanui crib: Send letter confirming that Oamaru/Maheno had responsibility for the crib, and confirm the arrangements to set rental rates. Also, find the records that support this position.
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