South West Presbytery - August 18, 2009 2009/2010 – 1 THE UNITED CHURCH OF CANADA * SOUTH WEST PRESBYTERY PASTORAL RELATIONS COMMISSION Tuesday, August 18, 2009 at HumberValley United Church Present: Bob Bingham, Gail Hamblin, Shawn Lucas, Robin Pilkey, Robert Raymond, Kate Young Regrets: Rosalind Cammidge, Gordon Conquergood, John Hamilton, Ian Manson, Deanna Wilson Absent: John Kim, Young-Joon Rhee A call to order was made at 1:09 p.m. and after introductions were made around the table we reviewed The Manual definition of a Commission and the role of our commission as it pertains to South West Presbytery according to the most recent Handbook received. We discussed the possible role of our full-time staff person Rev. Ken MacDonald, and our administrative assistant Elaine Eve as they pertain to our commission. It was agreed that Ken McDonald would be invited to our next meeting for a time to get to know us and for us to ask him some questions. It was also decided that for the time being he would not be asked to attend our meetings on a regular basis. It was also noted that Kate Young would be meeting with him regularly. It was requested that Elaine Eve attend our meetings to take minutes. A budget of $3,000.00 will be requested for travel expenses of our lay members and retired ministers (not in appointment). We would like to add the name of Gail Hamblin (lay member from Humber Valley) to the South West Presbytery Pastoral Relations Commission. It was also noted that Robin Pilkey would like the Mrs. removed by her name. It was noted that we have responsibility for the annual covenanting services. It was not clear to us how much of the service is ours to plan but confirmed the date of Sunday October 18th, 2009 at 2:30 p.m. Our place of choice for the service is St. James and our preacher of choice is Rev. Ken MacDonald. Kate Young will follow this up. OPEN FILES: Davenport-Perth United Church - Interim Minister in place for 2 years. Bob Bingham and Rev. Deanna Wilson transitional team. Heart Lake United Church - where are they in the process - Search in process? Presbytery reps? Ron Coughlin appointed in October no paperwork on that yet. Meadowvale Korean United Church - Kate young to write letter supporting the position taken by the former Dufferin Peel Committee North Star United Church - a need to track down who is there in appointment South West Presbytery - August 18, 2009 2009/2010 – 2 Norval United Church - who are the presbytery reps on the two Search Committees in process Onnouri Korean United Church – Kate Young to check with Admissions and liaise with Education &Students. St. Luke’s United Church – Kate Young to speak to South West Presbytery Pastoral Oversight Committee - if needed Shawn Lucas will offer to provide pastoral support to incumbent minister. Runnymede United Church - request for appointment/exit interview to be conducted with Rev. Lloyd Paul. St. Bartholomew’s United Church – Kate Young to speak to Ken MacDonald St. John’s United Church (Georgetown) - Stephen Mabee’s appointment ends on August 31, 2009. Is there a search committee working? St. Paul’s United Church (Long Branch) - request for Pastoral Charge supervisor-Kate Young to make contact. (Sec. 341 Manual) JNAC in process John and Rev. Sylvia Hamilton Toronto Japanese United Church - Rev. Allan Baker and Robin Pilkey appointed to JNAC Westway United Church - we need to follow up with both Dale Burkhart and the Coordinating Council on the 333 review of the charge. It was noted that appointments of Kerri Hagerman, Neil Parker, Joseph Smith, Marion Switzer, Danny Huang, Ki Sung Yoo need to be completed. (None of us knew who these people were or where they are to be appointed too with the exception of Kerri Hagerman.) Kate Young will follow through. It was noted that ongoing on our agendas we would like to discuss the following: JNA and JSC - flow chart from Don Valley Presbytery Exit Interviews - process and reporting strategy Sabbaticals Housing Allowances It was noted that we would like someone from the Ethnic Ministry Council to meet with us as we have a number of questions. It was noted that our meetings would begin with prayer. It was noted that the ADP list of those not in compliance from our presbytery is lengthy and that follow up could be contentious. We decided that our meetings could not be conducted in the evening with the amount of business we would have to move through. We also realized that this would exclude some people who might want to be on the commission. Our meetings will be the third Tuesday of each month September - June (December only if needed). It was noted that some on our commission objected to the Presbytery meetings held on Saturdays South West Presbytery - August 18, 2009 2009/2010 – 3 and Kate Young was asked to bring this to the Leadership/Coordinating Council. Kate Young spoke about her role as chair of the commission. She noted that she is not a ‘rush in type person’, and that there are no emergencies. Things will be coordinated by her, and she will have oversight of the big picture of our work. Our work will be done in an efficient and systematic way and we will not be bullied by pastoral charges who want us immediately to jump! NEXT MEETINGS: Tuesday September 15, 2009 Tuesday October 20, 2009 Tuesday, November 17, 2009 (Tuesday December 15, 2009) All meeting will be held from 1:00 p.m. - 4:00 p.m. at HumberValley United Church in their Board Room. Our meeting was adjourned at 3:54 p.m. Kate Young Chairperson Acting Secretary South West Presbytery - August 26, 2009 2009/2010 – 4 THE UNITED CHURCH OF CANADA * SOUTH WEST PRESBYTERY COORDINATING COUNCIL RETREAT AND PLANNING MEETING August 26, 2009 – 10:00 a.m. to 7:00 p.m. at Grace United Church, Brampton Present: Leicester Bigby, Ron Coughlin, Michael Fraser, Ross Leckie, Stephen Mabee, Sylvia Powers, Martha Reynolds, Lois Thompson, Doug Varey, Stephen Wickett, Karen Williams, Kate Young. Staff: Elaine Eve, Ken MacDonald. Regrets: Vilia Fera, Lilla Gilbart, Glenn Smith, Irene Ty, Grant Williams. The Retreat and Planning Meeting of South West Presbytery was planned and facilitated by Martha Reynolds and Ron Coughlin, with input from Glenn Smith, who was not able to attend the planning meeting. Unfortunately, due to a family funeral, the chairperson, Glenn Smith was also not able to attend the retreat day. The meeting began with worship and community building activities. Worship and reflection were built into the whole day. We had an evaluation and worship at the end and then went out for supper. As a result of our planning the following decisions were made: MEETING DATES: Coordinating Council Meetings: (time: from 10:00 a.m. to 2:00 p.m. – beginning with coffee, tea, juice and muffins at 9:30 a.m.) Meet on the second Wednesday of the month, in the months when the whole presbytery is not meeting. September 9, 2009 at Richview United Church (this is an extra meeting to help with planning our first presbytery meeting) October 14, 2009 at Westminster United Church January 13, 2010 at Windermere United Church March 10, 2010 May 12, 2010 Presbytery Meetings (time: from 10:00 a.m. to 3:00 p.m. – beginning with coffee, tea, juice and muffins at 9:30 a.m.) Meet on the third Saturday of the month September 19, 2009 November 21, 2009 February 20, 2010 April 17, 2010 South West Presbytery - August 26, 2009 2009/2010 – 5 STAFFING It was noted that Jong-Woo Lee was not able to take on the half-time position of Conference Minister for Program and Public Witness due to immigration problems. This position is vacant at this time and the Conference is waiting for some direction from the presbytery. Action: The Coordinating Council will need to discuss this position at its next meeting. Elaine Eve spoke about her starting in the new position as Administrative Assistant and shared copies of her Position Description, dated March 2009. It was noted that her Job Description did not include attendance at presbytery and Coordinating Council meetings and the taking of minutes. There was considerable discussion about the function of taking minutes at the presbytery and Coordinating Council meetings. It was the feeling of those present that in order to alleviate the presbytery of administrative duties, the Administrative Assistant should have the role of taking minutes at meetings of the presbytery and Coordinating Council. Glenn Smith was to have talked with David Allen about this, but was not able to have that conversation over the summer. Glenn had indicated that he felt it would be helpful to have one to two other persons from the presbytery join him in that conversation. It was agreed that Stephen Mabee and Doug Varey (if schedules permit) join with Glenn Smith in discussing the Position Description for the Administrative Assistant prior to our next meeting on September 9, 2009. Action: Glenn Smith will arrange a meeting with the Executive Secretary of Conference in consultation with Stephen Mabee and Doug Varey before September 9, 2009. Ken MacDonald spoke about his style of working and shared copies of his position description. He spoke about seeing his role as being a trainer/facilitator in a learning organization. He mentioned that his expectation is that, unlike in the past when congregations could ask Conference staff to come and lead specific programmes in congregations, he would hope that in the new presbytery, such requests would be vetted by committees of the presbytery first.