Restructuring Newsletter - Issue #7

March 11, 2009

We are now counting down the few remaining months until the restructuring project is complete and the restructured Toronto Conference takes effect. A tremendous amount has been accomplished over the past twenty months but there remains very important work ahead to ensure the project’s successful completion. Commissions and task groups continue to work diligently towards achieving the project goals.

Assets and Funding - Decisions of the Toronto Conference Executive

As mentioned in an earlier edition of this newsletter, the Assets and Funding Task Group (now disbanded) delivered their final report to the Steering Group in late October. A special meeting of the Conference Executive was held on December 3 to deal specifically with the issues around assets and funding. In advance, the executive received a copy of the Assets and Funding Task Groups’s report and of the motions being put forward by the Steering Group. The Assets and Funding Task Group members were invited to attend the meeting to respond to any questions or requests for clarification that came up. Three members attended.

Members of the boards of the Toronto West Presbytery and Tri- Presbytery corporations and Toronto United Church Council were invited to make brief presentations. Very few motions were passed at the December meeting so a second special meeting was set up for January 21.

In early January the Steering Group went for an all-day retreat. It was then that new recommendations were developed that more closely reflected the desires of the Presbyteries and the corporations. Knowing that it was vitally important that decisions be made around assets and funding at the January special executive meeting, Carol Paniccia asked to meet with all nine presbyteries, the Toronto West Presbytery and Tri- Presbytery corporations and the Conference Finance committee. Given the tight timeline (roughly two weeks) it was not possible to meet with all of these groups, although Carol met with at least some representatives, from most of them.

This consultation proved to be extremely useful preparation for the executive meeting. The SG’s strategy and rationale were explained and there were opportunities to ask questions and provide feedback. The result was a highly productive executive meeting where all of the motions put forward by the Steering Group were dealt with.

The following motions were carried at the January 21 meeting of the Toronto Conference Executive:

MOTION:
That Toronto Conference request that each of the four new Presbyteries undertake a planning and priority setting process that will identify short and long term priorities (up to five years) and include funding required to achieve these priorities of Presbytery ministry and that this process be completed by December 31, 2010.

MOTION:
That the assets of the current nine Presbyteries, the Toronto Conference, the Tri-Presbytery Corporation and the Toronto West Presbytery Corporation be used to fund the commitments agreed to in the motion of December 3, 2008 and that the balance of these assets be distributed to the new Presbyteries as follows:

New SW Presbytery Assets 27%
New SE Presbytery Assets 27%
New NE Presbytery Assets 23%
New NW Presbytery Assets 23%

a. that should any of the commitments no longer require funding due to closure or a change in Presbytery priorities, the remaining balance will be deposited into the fund that has been established for that Presbytery or into the inter-Presbytery fund.

b. that a technology fund in the amount of $100,000 be established to allow Pastoral Charges and Outreach Ministries to purchase necessary computers and internet services in order that they may communicate electronically (based on the recommendation made by the Communications Task Group in the Conference Communication Strategy).

c. that a Conference Restructuring fund, in the amount of $180,000 be established, this fund to be used for ongoing and/or unanticipated restructuring costs including (but not limited to): costs associated with the setup of a corporation to administer the assets (if deemed necessary), training programs and workshops and costs associated with attending these, for new staff, the Conference Executive and others, professional legal, accounting, investment or consulting advice, etc., with any balance left in this fund on June 30, 2010 to be transferred to the inter-Presbytery fund.

MOTION:
That any interest earned on the fund set aside for the five year commitments be distributed proportionately to the new Presbytery or inter-Presbytery funds at the end of the five year period (SW – 27%, SE – 27% , NE -23%, NW – 23%).

MOTION:
That Toronto Conference undertake an evaluation of church development/ redevelopment within the Conference, the evaluation to include recommendations regarding who initiates a development project, who participates in the project and what are each party’s responsibilities, what are the processes to be followed in a development project, and how the project is funded, with the results of this evaluation to be presented at the Conference Executive on April 4, 2009.

MOTION:
That the president appoint a task group to carry out a review of the Conference property policy (in accordance with the motions of Toronto Conference Executive meetings of November 9, 2005 and January 11, 2006). This review will make recommendations regarding the distribution of surplus funds from the sale of properties within the Conference in terms of ministries and proportions. The review will also recommend where the surplus funds should be deposited. The review to be completed by April 4, 2009.

a. that the reviewing task group or committee recommend how tasks associated with the disposition of surplus property, currently being carried out by the property advisory committee, be done in the future.

b. that the funds generated from the disposition of property and are received by Conference through amalgamation, congregation disbanding and congregation ceasing to exist, go into the inter-Presbytery fund and be held there until such time as the review of the property policy has been approved and implemented.

MOTION:
That Toronto Conference, Presbyteries and Presbytery Corporations identify all restricted funds; that where possible, they formally remove any restrictions to facilitate their transfer into the inter-Presbytery fund.

The steering group requested that the Executive discuss the issue of whether the various funds should be under the purview of a management committee or a corporation. Table group discussion time was taken to discuss pros and cons of a corporation versus a management committee to administer the assets of the new Presbyteries and the Conference. The discussion leaned toward the establishment of a management group rather than the establishing of a corporation. The following motion was presented to begin the process of moving toward a management committee.

MOTION:
That Toronto Conference request both the Tri-Presbytery Corporation and the Toronto West Presbytery Corporation to take all legal and financial management steps to effect dissolution of the corporations by June 30, 2009.

MOTION:
That the steering group establish an implementation group with terms of reference to include, but not be limited to, the following tasks:

a) consult with the Commission on the Role of the Executive to assist the Conference and Presbyteries in putting in place the recommended governance

b) define the administrative processes needed to support both the transitional functions (e.g. issuing cheques to fund the commitments) and the longer-term functions (e.g. receipt and review of grant applications, issuing of cheques to grant recipients)

c) develop guidelines for the application of grants and develop an user-friendly application process and form for funding support for any congregation seeking such funding support. The process should be developed in consultation with a small group of congregation Treasurers. The recommended process and supporting information and application documents will be presented to the new Presbyteries for their approval.

d) establish financial reporting for the transitional period and the restructured Conference

e) develop investment guidelines for the funds that are consistent with the guidelines of The United Church of Canada and that they consider the requirements for liquidity of funds within the Presbyteries and the Conference

f) determine a fund manager for the assets

g) develop a complete inventory of current investments and the timelines and mechanism for liquidating (if necessary or appropriate) or transferring these investments, reflecting the new governance and management structures

h) communicate the decisions of the Conference Executive and the Implementation Group

i) recommend specific ministries, projects or costs that should be funded from the inter-Presbytery fund, such as: legal costs for actions involving ministry personnel, Conference-wide projects that may include accessibility conversion of churches, etc.

j) define the responsibility for receipting of donations received by the Presbyteries and the Conference

k) determine if the assets of the Bathurst Street United Corporation are available to a Presbytery or Presbyteries or to the Toronto Conference and to make a recommendation regarding these assets

The Conference Database

In Issue 6 of this newsletter, the new database application for the Conference was mentioned. The database is a repository for members of Conference and the Presbyteries. It also holds information on all of the pastoral charges, including their ministry personnel. As this system will be the source for directories, lists, labels and mailings, we encourage you to submit any changes to pertinent information (addresses, phone number, email addresses, etc.) to the Conference office at tco-changes@united-church.ca as you become aware of them.

Assets and Funding Implementation

The implementation of the motions described above will be carried out by Carol Paniccia, project manager, with the help of Kay Johnstone, former Assets and Funding Task Group member and Don Hunter, Chair of the national Finance Committee. Professional consulting services will be used if required. Also, a task group was established to carry out the review of church development and the Conference property policy. It includes Eleanor Scarlett, Minister, North Star United Church, Allan Parker, Chair Conference Finance and Property Committee and Ann Harbridge, Past Chair, Simcoe Presbytery.

Communications Task Group

The Communication Task Group has submitted their final report to the Steering Group. Highlights of the report include:

The Conference communication goals revolve around announcing, motivating, educating, informing, and supporting decision making. Specifically, they include:

Ensuring that all Conference members have the information that they need to carry out their responsibilities, as staff or as volunteers in various courts of the church.

• Ensuring that all are aware of and share in the values, objectives and aims of the Conference and understand their contribution to reinforcing these.

• Communicating successes and challenges in various areas of ministry or of specific committees.

• Building effective relationships with members and adherents and creating opportunities for cross-presbytery action in areas of passion.

• Supporting and nurturing the on-going faith formation for all our members.

• Sharing knowledge across Presbyteries of experiences and best practices in dealing with changing demographics and property matters.

• Supporting and coordinating the effective management of resources.

• Improving the level of technology throughout the Conference to support electronic communication.

There are key messages that the Toronto Conference should deliver. These key messages will evolve as the new Toronto Conference evolves.

Information about the Conference

• The mission and ministry of the Toronto Conference

• This is what a conference is and this is how we relate to the other courts of the church

• What is a Presbytery and what are the Presbyteries within the Conference

• Conference services

• Current issues within the Conference

• Where the churches in the Conference are located

• Dates of Conference meetings and outcomes of those meetings (e.g.: Annual Meeting, meetings of the Conference Executive)

• Job opportunities within Conference

Policies (the list below is representative and not intended to be complete. Note: these sections on policies will consist mainly of links to the General Council website)

• Human Resources policies

• Sexual harassment or abuse policies

• Duty of care policies

Financial Aspects of the Conference

• Funding available within the United Church and specifically within the Toronto Conference

• Donating to the Church – ways to contribute

• How does the Conference raise money for its work

• Conference administrative costs

The communications goals will be met by implementing the following strategies:

• Communicate United Church of Canada and Toronto Conference policies and educational opportunities (e.g.: Conference workshops, Toronto United Church Council seminars and presentations).

• Develop policy and procedure manuals.

• Establish a FAQ on the Conference website.

• Conduct orientation sessions for employees and volunteers.

• Distribute Conference Executive values, decisions, direction statements to all staff and to volunteers as they accept a volunteer position.

• Issue a brochure by Toronto Conference Executive to Members of Conference at the Annual Meeting. The brochure should be issued to all new volunteers as well.

• Produce an information sheet for Chairs of Presbytery, with monthly updates. Content should include “Who’s Doing What in Toronto Conference”. This information will be posted on the Toronto Conference website as well.

• Solicit and share “stories” from both Presbyteries and Congregations.

• Provide a forum for advertising of events, activities, etc. throughout the Conference.

• Use the website for specific talks or sermons. Include events and activities in the Toronto Conference newsletter.

• Share information regarding resources available in a “Letter from the Executive Secretary”.

• Improve the level of technology throughout the Conference.

New Presbyteries

The details for the spring gatherings of the new Presbyteries are below. Remember to confirm your attendance or regrets by Friday, March 20, 2009 (for the Northwest, by Friday, April 17, 2009) with Linda Gray at lgray@united-church.ca or (416) 241-2677 ext. 222 or 1-800-446-4729.

Northeast
Saturday, March 28, 2009
Registration/coffee 9:00 a.m. to 9:30 a.m.
Meeting: 9:30 a.m. to 3:00 p.m.

We seek to respect everyone's need, a scent free environment is encouraged. Thank you.

Aurora United Church
15186 Yonge Street
Aurora, ON L4G 1L9
(905) 727-1935

For directions: www.auroraunitedchurch.ca

Southeast
Saturday, March 28, 2009 10:00 a.m. to 3:00 p.m.
Wilmar Heights United Church Non-Profit Homes Inc.
(home of the future Southeast Presbytery office)
963 Pharmacy Avenue
Scarborough, ON M1R 5H4
(416)759-7269

Download the invitation: MS-WORD DOC or PDF
For directions: www.wilmarcourt.com
Download map and travel directions: MS-WORD DOC or PDF

Southwest
Saturday, March 28, 2009 9:30 a.m. to 3:00 p.m.
St. Bartholomew's United Church
22 Abbey Road Brampton, ON L6W 2T8
(905)459-5656

Download the invitation: MS-WORD DOC or PDF
For directions: www.stbartholomews.ca

Northwest
Saturday, April 25, 2009
Registration/Coffee at 9:30 a.m.
Meeting: 10:00 a.m. to 3:00 p.m.
Trinity United Church Shelburne, Ontario

Staffing Commission

Members of the staffing commission, along with representatives from the four new Presbyteries, have been interviewing candidates for the Program Minister positions within the new Presbyteries. The postings for the administrative positions will be on the U.C. and Conference websites in April.