Official Board

Official Board

Waverley Pastoral Charge

January 21, 2014

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Official Board

Waverley Pastoral Charge

Tuesday, January 21, 2014 @ 7:00 p.m.

Attendance: John Ardley, John Blair, Sandra Blair, Sandra Chard, Danny Cox, Mona Cox, Rev. Matthew Fillier, Kevin Fournier, Ruth Fox, Helen Garneau, Paul Keizer, Sheila Keizer, Brian McEachern, Lois Miller, Steve Raycroft

Regrets: Julie Archibald, Jim Gunn, Bill McBurney, Joyce Patriquin

1. The meeting of the Waverley Pastoral Charge Official Board was held on Tuesday, January 21, 2014, at 7:00 p.m. at St. John’s United Church with15people in attendance. This was a scheduled quarterly meeting and a quorum was present. Ruth Fox called the meeting to order at 7:05p.m. She thanked everyone for coming.

2. Opening Prayer

Rev. Matt Fillier opened with a scripture reading and prayer.

3. Agenda

Lois Miller asked that we add an item under New Business and change the order: a. budget 2014 b. continuing education request from administrative assistant c. continuing education request from minister d. worship leadership and ministry supply policy and procedure.

Motion: Moved by Brian McEachern and seconded by Sandra Blair that the agenda be accepted asamended. Motion carried.

4. Review of Minutes

The minutes of the meetings on October 15, 2013and December 3, 2013,were circulated prior to the meeting. Ruth asked for any errors or omissions. Mona Cox noted that in the December 3rd minutes Jim Gunn had been mentioned but his name did not appear in the list of those present. Jim’s name will be added to the list of those who attended.

Motion: Moved by Mona Cox and seconded by John Ardley, that the minutes of October 15 be approved as circulated and the minutes of December 3, 2013, be approved as amended. Motion carried.

Ruth noted it states in the United Church of Canada Manual (2013) that draft minutes can be posted on the church website so this will be done starting in January. She noted that approved policies and procedures will also be posted on the website.

5. Correspondence

A copy of the report from the Triennial Oversight Visit was received as correspondence and was circulated prior to the meeting. Ruthnoted this was a very good report for our Pastoral Charge. There were no further comments on the report.

The Triennial Oversight Visit report will be posted on the Pastoral Charge website.

6. Business Arising

a. AST Annual Appeal

Ruth Fox advised that in follow up to discussion at the last meeting regarding the AST annual appeal, it was noted that St. John’s made a motion last year to give AST $100. She questioned whether this was a responsibility of the Pastoral Charge or the individual congregations.

Rev. Fillier advised that the Atlantic School of Theology is a local, ecumenical school that provides a Master of Divinity Program. It produces the most United Churchclergy of all the schools. Rev. Fillier is a past graduate as well as Janice Frame and Sally Budge. This general appeal covers programming and pays their bills. There is a bit of affiliation with some joint programming with St. Mary’s University. The bulk of AST funding comes from government but they are pulling back on education funding.

Danny Cox questioned whether in the past we had agreed that funding requests would be looked after by individual congregations.

Sandra Chard noted that in the past we had student ministers at no charge to us.

Motion: Moved by John Blair and seconded by Sandra Chard that the Waverley Pastoral Charge make a donation of $300 to the 2013 AST general appeal. Motion carried.

b. Governance Structure Workshop

Ruth Fox reported that she and Rev. Fillier have discussed a Governance Structure workshop with Rev. Ross Bartlett. Rev. Bartlett has been very busy but they will check with him regarding his availability for the spring. Rev. Bartlett’s area of expertise is governance structures so perhaps he can help us look at a model for our two-point charge. It had been noted in the Triennial report that Halifax Presbytery is planning to do some workshops but there has been no notice to date.

c. Maritime Conference Fundraising Project

Ruth Fox advised that Helen sent a letter to the Maritime Conference Fundraising Team noting that we would respond to their request for funding following our January meeting. However, in the meantime, we have received notification that our allocation is going up to include money to go toward the cost of the new building. No credit would be given if we made a donation; all allocations went up. Our allocation went up 20% and we are asked to give $6,449 this year. Our allocation assessment is based on the number of people who attend church services and this number is reported on statistical forms sent in from the church office.

Motion: Moved by Lois Miller and seconded by Danny Cox that we notify Maritime Conference that we say no to the appeal for funding for the new Maritime Conference building in Sackville, New Brunswick, as the appeal has been built into the 2014 allocation. Motion carried.

Ruth Fox offered to draft a letter to the Maritime Conference Fundraising Team with help from Rev. Fillier.

d. CLG Budget

Sandra Blair, on behalf of CLG, presented the following motion and background: The Committee’s immediate concern is about the inherent fairness or unfairness to Wellington United about having to pay its share (15%) of $5000.00, rather than 15% of $1400.00 as it has in recent years, when the main reason for the increase is the transfer of the Sunday School allocation for SJUC. The Committee recognizes the reporting or accounting advantage in having all CLG monies under the pastoral charge budget, but also sees the need to be fair to Wellington United. Thus the following motion was passed unanimously by CLG last evening:

CLG recommends to the Official Board that, for the 2014 budget only, Wellington United be charged 15% of $1400.00, rather than 15% of the total CLG budget line of $5000.00.

Motion: Moved by Sandra Blair and seconded by John Ardley, that we accept the recommendation of CLG.

Discussion ensued with the following points:

It was questioned why CLG would put St. John’s Sunday School amount in the Pastoral Charge budget when Wellington has a separate line item for their Sunday School.

It was noted that CLG hopes to send two lay people for youth ministry training at a cost of approximately $900.

The recommendation of CLG was put forward with the understanding that this matter will be given further and deeper consideration by CLG and the Official Board over the next year before a budget is prepared for 2015.

There was discussion about a mandate for CLG and Mona Cox suggested this be looked at during the Governance Structure workshop.

CLG needs good representation from both congregations and at the moment there is only one rep from Wellington.

The cost for St. John’s Sunday School is set at $2500 of the proposed $5000 CLG budget.

Motion unanimously defeated.

Motion: Moved by John Blair and seconded by Mona Cox that the CLG Pastoral Charge budget for 2014 be set at $2700 with contributions coming from Wellington United at 15% and from St. John’s at 85%. Motion carried.

Sheila Keizer questioned whether Church in Action should be a Pastoral Charge committee as well. Several members of Wellington are currently working at the KD lunches. Ruth again stressed that we need to look at our model and whether it works for us, when we create committees that we need to identify the mandate and set roles and responsibilities and that there needs to be good communication between those committees and the Official Board, Council and Session to ensure engagement and cooperation on the part of everyone.

7. New Business

a. 2014 Budget

Ruth Fox noted that Paul Keizer asked that he be able to address the 2014 budget under his Treasurer’s Report.

b. Continuing Education Request from Admin Assistant

Motion: Moved on behalf of M&P by Lois Miller and seconded by Sandra Chard, that we approval the request from our administrative assistant to attend the Maritime Administrators’ conference being held at Tatamagouche April 25-27, 2014at a cost of approximately $200.

Lois advised that she does not have an exact cost but last year we paid $165 which came from the M&P budget. Tracey has offered to donate the cost of travel. Lois was pleased to note that Tracey is taking on a leadership role with this group as the Membership Secretary.

Motion carried.

c. Continuing Education Request from Rev. Fillier

Motion: Moved on behalf of M&P by Lois Miller and seconded by John Ardleythat we approve the request by Rev. Matthew Fillier to use two weeks of study leave – one week in June from the current pastoral year (2013-2014) and one week in October from the 2014-2015 pastoral year and that we approve $300 as a contribution to the travel pool.

Lois advised that Rev. Fillier has been invited, as one of eight emerging church leaders in the United Church of Canada, to assist in developing long-term strategy to address the future needs of the church and which will connect them as leaders who might otherwise not know one another. Peter Short, a former Moderator, has been asked to lead this national task group. The group will meet in Fredericton and they are doing a travel pool. There is some other funding and they have some donated space.

Motion carried.

Congratulations to Rev. Fillier for being chosen to be part of this group.

d. Worship Leadership and Ministry Supply Policy and Procedure

Motion: Moved by Lois Miller and seconded by John Ardley that we adopt the Supply Ministry Policy and Procedure as presented.

Ruth Fox reviewed the types of supply ministry and the responsibilities involved for worship leadership and preaching and for pastoral care supply. She noted we have a current list of ordained and lay ministers. She noted the clergyon the list will have provided reports of criminal record check and vulnerable sector search within the last three years. She reviewed the process to be followed when the minister will not be available and coverage is required.

Ruth noted that the Official Board had passed a motion at the October meeting setting remuneration guidelines; however, in December 2013 the minimum per diem for worship leadership by clergyas set by the United Church of Canada changed to $162 for an 8-hour period (this would cover two services on a Sunday and the preparation). She noted the $50 for lay ministers still exists. If remuneration by honoraria combines to exceed $500 in a calendar year, a T4A will be issued for tax purposes.

The last section of the Policy and Procedure outlines the pastoral care supply and call-out procedure. It was noted that the Chair of Official Board or Chair of M&P are kept aware of call out by the pastoral care supply clergy. A copy of the policy and procedure will be given to the person asked to cover. Ruth further noted that this policy willbe found on the Pastoral Charge website.

Lois suggested that the cost for the upcoming budget would be in the range of $1480-$1800 with the average being $1600. She noted that the use of lay ministers for several Sundays could help keep this cost down.

Motion carried.

8. Reports

a. Minister’s Report

Nothing to report.

b. Nominations

Ruth Fox reported that the Nominations Committee met and identified several vacancies.

Kevin Fournier will let his name stand for Chair of Official Board.

David Chard will let his name stand as a member of M&P.

CLG – Rev. Fillier plans to approach several people to serve.

Staggering membership on all committees is importantand will be completed before the AGM.

c. Christian Life and Growth

Sandra Blair reported the committee met on Monday evening.

Recently members of CLG met with youth group leaders at Bedford United and Knox United to learn about the programs in those churches. Sandra noted they have 17-20 youth on Sunday mornings.

Heather Kellerman is proposing a program for seniors and would like to get a group together.

d. Wellington United

Joyce Patriquin was not available for this meeting.Ruth Fox shared that Joyce had indicated there were no issues and meetings of Session and Stewards were being planned

e. St. John’s United

Brian McEachern noted there is nothing new to report from Council.

f. M&P

Lois Miller reported she sends her regrets for the annual meeting as she will be away. John Ardley will answer any questions regarding the M&P report.

Lois asked that if one of our staff sends a request for time off that they be asked to speak to Lois Miller from M&P.

Motion: Moved by Lois Miller and seconded by John Ardley that Official Board approve the request from Tracey Wilson for vacation on March 10, 11, 12 and 13. This uses the remainder of her vacation. Motion carried.

Paul Keizer noted that four weeks of offerings from St. John’s were in the safe over the Christmas holidays and not counted or deposited due to vacation. The Treasurer needs to be notified if this might happen again so alternate arrangements can be made by the Finance Committee.

g. Presbytery Reps

Rev. Fillier advised that Laurie Hingley isstepping down as Presbytery rep for Wellington. He has held this position for a very long time. There is a need for a rep for Wellington.

Helen Paterson has expressed an interest in representing St. John’s. There is one other vacancy for St. John’s.

Rick Fullerton attends Presbytery meetings as a member at large and is not considered a St. John’s rep.

h. Treasurer’s Report

Paul Keizer circulated the Treasurer’s report and proposed budget prior to the meeting.

In 2013 the Waverley Pastoral Charge incurred expenses of $100,953.97, $3,118.35 less than its total income. This operating surplus was largely due to expenses for general operating and administrative expenses being significantly less than the budgeted amounts. These savings were almost entirely due to reduced costs for paper and photocopying of the weekly bulletin for St. John’s. It is proposed that the operating surplus be deducted from the 2014 contributions for the two points. The assessment for St. John’s will also be adjusted for the underpayment of $63.84 for its independent payroll costs. These adjustments are included in the figures for the “Proposed Budget for 2014.” This still leaves an adequate reserve in the bank. The proposed payroll figures are based on the minimum 1.5% increase in the minister’s salary as required by the United Church of Canada. The same increment has been applied to all other staff.

Paul noted that the CLG figures in the proposed budget will change because of this evening’s discussions. Lois Miller noted that travel allowance for the minister is set by the United Church of Canada but she will check about any changes to housing allowance.Lois also noted that M&P felt that Rev. Matthew deserved an increase that was more than the minimum UCC requirement because of his dedication and hard work and recommended the increase in salary for 2014 be 2%.

Motion: Moved by Lois Miller and seconded by John Ardley that Official Board accept the recommendation of the M&P Committee that Rev. Fillier receive a 2% increase in salary this year. Motion carried.

Lois Miller noted that M&P are discussing the salary for the Administrative Assistant and will bring a recommendation to the annual meeting. She noted they are reviewing the Admin Assistant’s job description.

Motion: Moved by Paul Keizer and seconded by John Ardley that we accept the treasurer’s report as presented. Motion carried.

9. Meeting Adjourned

John Ardley moved that the meeting be adjourned. The meeting adjourned at 9:30 p.m.

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Ruth Fox, ChairHelen Garneau, Recording Secretary

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