Parish Administration Handbook Version 3.0
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An initiative of the ANZ Diocese of the Russian Orthodox Church Outside of Russia PARISH ADMINISTRATION HANDBOOK March 2015 AUSTRALIAN AND NEW ZEALAND DIOCESE OF THE RUSSIAN ORTHODOX CHURCH OUTSIDE OF RUSSIA GOOD GOVERNANCE IN OUR CHURCH COMMUNITIES Parish Administration Handbook Version 3.0 Prepared by members of the ANZ Diocesan Council Governance Committee Introduction Page 1 2014 AUSTRALIAN AND NEW ZEALAND DIOCESE OF THE RUSSIAN ORTHODOX CHURCH OUTSIDE OF RUSSIA GOOD GOVERNANCE IN OUR CHURCH COMMUNITIES Table of Contents Acknowledgements _______________________________________________________________________ 4 Preface _________________________________________________________________________________ 5 Conference objectives _____________________________________________________________________ 6 Section 1: Governance A. Key aspects _______________________________________________________ 1.1 B. Ukaze No 1-23-11 __________________________________________________ 1.3 C. Governance Committee Considerations ________________________________ 1.4 Section 2: Diocesan Statutes & Synodal Protocols A. An Introduction ____________________________________________________ 2.2 B. Key aspects _______________________________________________________ 2.5 C. Extract of Synodal Compendium ______________________________________ 2.6 i. Ukase No. 362: Resolution of His Holiness the Patriarch, of the Holy Synod and Supreme Ecclesiastical Council of the Russian Orthodox Church, 20/7 November 1920 _________________________________________________________ 2.7 ii. Charter of the Supreme Body of Ecclesiastical Authority of the Russian Orthodox Church Outside of Russia under the name: “First Hierarch and Synod of Bishops of the Russian Orthodox Church Outside of Russia ____________________ 2.9 iii. Regulations of the Russian Orthodox Church Outside of Russia __________ 2.14 iv. Normal Parish By-Laws __________________________________________ 2.35 v. Statute Concerning Monasteries of the Russian Orthodox Church Outside of Russia ________________________________________________________ 2.48 vi. Guidelines for Clergy of the Russian Orthodox Church Outside of Russia ___ 2.56 vii. Regulations for Deaneries and Deans _______________________________ 2.70 viii. Regulations on the Rights and Duties of Parish Rectors _________________ 2.74 ix. Instructions to Church Wardens ___________________________________ 2.75 x. Statutes for Sisterhoods __________________________________________ 2.79 D. Understanding the Administration of Parishes of ROCOR ___________________ 2.82 E. Russian Orthodox Church Property Trust Act 1991 No 91 __________________ 2.91 Section 3: Risk Management A. Key aspects _______________________________________________________ 3 B. Parish Risk Management Plan _________________________________________ 3 Section 4: Insurances A. Key aspects _______________________________________________________ 4.1 B. Insurance for Parishes, Monasteries & Communities ______________________ 4.2 Section 5: Financials A. Key aspects _______________________________________________________ 5 B. Accounting Procedures ______________________________________________ 5 C. Levies and Collections _______________________________________________ 5 D. Tax Basics _________________________________________________________ 5 E. PAYG Withholding __________________________________________________ 5 F. Superannuation ____________________________________________________ 5 G. Remuneration for ANZ Diocese Clergy __________________________________ 5 H. Auditing Manual ___________________________________________________ 5 Section 6: Compliance Policies and Procedures A. Key aspects _______________________________________________________ 6 B. Working With Children Checks ________________________________________ 6 C. National Criminal History Checks ______________________________________ 6 D. Addressing Inappropriate Behaviour ___________________________________ 6 E. Child-safe Child-friendly Policy ________________________________________ 6 Section 7: Australian Charities and Not-for-profits Commission (ACNC) A. Key aspects _______________________________________________________ 7 B. Governance for Good – the ACNC’s guide for charity board members ________ 7 C. Ongoing Obligations ________________________________________________ 7 D. Conflicts of interest _________________________________________________ 7 Introduction Page 2 2014 AUSTRALIAN AND NEW ZEALAND DIOCESE OF THE RUSSIAN ORTHODOX CHURCH OUTSIDE OF RUSSIA GOOD GOVERNANCE IN OUR CHURCH COMMUNITIES E. Basic financial controls ______________________________________________ 7 Section 8: Sisterhood A. Key issues _________________________________________________________ 8 B. Sisterhood Statues _________________________________________________ 8 Introduction Page 3 2014 AUSTRALIAN AND NEW ZEALAND DIOCESE OF THE RUSSIAN ORTHODOX CHURCH OUTSIDE OF RUSSIA GOOD GOVERNANCE IN OUR CHURCH COMMUNITIES Acknowledgements The Diocese wishes to acknowledge the contributions of a number of people, apart from those on the Governance Committee, for the content and conduct of this Conference. Ms Vera Wheat, the Diocesan Office Manager, contributed to the content, with ideas, effort and organisation. Dr Nadia Crittenden for her original draft document addressing Inappropriate Behaviour. Fathers Alexander Borodin, James Carles, Seraphim Slade John Weir and Alexander Morozoff for their contributions with respect to the 1st draft of the Policy addressing Inappropriate Behaviour. Fr James Carles contributed the article on "Understanding the Administration of Parishes of the Russian Orthodox Church Outside Russia" and the draft policies on Working with Children and National Criminal History Checks. Ms Ereena Somov, Solicitor, for her critique of the final draft document addressing Inappropriate Behaviour. Saints Peter and Paul Cathedral OHS committee members for their Church Health and Safety Management Plan. Introduction Page 4 2014 AUSTRALIAN AND NEW ZEALAND DIOCESE OF THE RUSSIAN ORTHODOX CHURCH OUTSIDE OF RUSSIA GOOD GOVERNANCE IN OUR CHURCH COMMUNITIES Preface This conference is being held with the blessing of the Ruling Bishop, his Eminence Metropolitan Hilarion. It is the 2nd of its kind to date. The 1st was held in March 2011. It is the intention of the Diocese to conduct similar conferences on an annual basis, if the resources allow this. These Conferences are targeted at Diocesan and Parish Church Wardens, Treasurers and Senior Sisters, as the senior office bearers within the Church Communities. It is not obligatory, but highly recommended, for Rectors to attend and participate in these conferences as, after all, they are Chairpersons of the Parish Councils and bear the final responsibility for the conduct of their respective Parish's administrative functions. The objective is to familiarise the senior office bearers, current and future, with their responsibilities as required by the Diocesan and Synodal By-Laws, Ukazes and current policies and procedures. From a broader view, the Diocese expects all Church Communities to function in a responsible and accountable manner, mindful of the requirements from the Synod, Diocese, civil authorities and community expectations. The Diocese is aware that these conferences are seen by some as an imposed initiative. The Diocese firmly believes that these conferences are necessary in the interests of good governance in our church communities. The Diocese would be delighted to receive constructive suggestions how to improve future conferences with respect to content, participation, presentation or any other matters. Introduction Page 5 2014 AUSTRALIAN AND NEW ZEALAND DIOCESE OF THE RUSSIAN ORTHODOX CHURCH OUTSIDE OF RUSSIA GOOD GOVERNANCE IN OUR CHURCH COMMUNITIES Conference Objectives 1. Ensure that all Parish Officials are aware of i. the interrelationships that need to exist between the Parishes and the Diocese, and ii. the obligations of the Parishes to the Diocese. 2. Introduce and/or reinforce the pivotal documents that govern the Parishes: i. Act of NSW Parliament: Russian Orthodox Church (NSW) Property Trust Act 1991 ii. Normal Parish By-Laws and associated Diocesan Statutes, iii. Episcopal decrees, iv. Synodal Statutes, e.g., Sisterhoods, v. Diocesan procedures and guidelines issued by the Diocese. Introduction Page 6 2014 AUSTRALIAN AND NEW ZEALAND DIOCESE OF THE RUSSIAN ORTHODOX CHURCH OUTSIDE OF RUSSIA GOOD GOVERNANCE IN OUR CHURCH COMMUNITIES Section 1: Governance A: Key aspects i. The following comments are made without in any way impinging upon the apostolic authority of the Ruling Bishop. ii. Governance (управление, руководство), with its associated policies, procedures and guidelines, is a management system with controls and checks that are judged to be appropriate and necessary for the Diocese to function in a responsible and accountable manner. iii. From an administrative point of view, the Diocese is accountable to its members, its flock, and to the civil authorities of our country. It also needs to be mindful of community expectations in the broadest sense. iv. Elements of governance have always existed in the administration of our Church. The obvious examples are Canons of the Church Fathers, Ukazes from the Ruling Bishop, Parish By-Laws authorised by the Synod and the Church Property Trust Act to name a few. v. Governance is one mechanism for providing leadership. vi. It is a means to ensure that our Church stays viable and true to its purpose through identification and dealing with potential