parkdale united church

429 Parkdale Avenue, OTTAWA, Ontario K1Y 1H3

 

Section 3: Terms of Reference for Committees

 

COMMUNICATIONS

 

Purpose:

The Communications Committee will facilitate open communication between Council, Ministry

Personnel, the Congregation and the community.

 

Membership:

Chair

The Messenger Team Lead

Parkdale Webmaster

Publicity Representative

eNewsletter Editors

Members and adherents of the Congregation

 

Duties and Responsibilities

1. Maintaining a variety of communication tools in order to publicise and promote

Parkdale’s services, events and activities to a diverse audience both within the church and

within the neighbouring community.

· The Messenger: The Messenger is a printed, monthly newsletter that contains,

among other things, a message from the Minister, articles submitted by members of

the congregation, highlights of events that took place during the past month and

notices of upcoming events. The Messenger has been an integral part of Parkdale’s

life for many years.

· Website: The objective of the website is to make it both a useful tool for the

congregation and something the community accesses to learn about Parkdale and its

many activities.

· Social Media: Both Twitter and Facebook are being used to promote Parkdale.

· eNewsletter: The eNewsletter is an electronic, monthly newsletter that is

emailed to the congregation to promote the next month’s activities and highlight

special Parkdale news.

· Signage: The Communications Committee is responsible for purchasing

outdoor signs and banners to promote Parkdale’s events, indicate parking lots,

mobility challenged parking, etc.

2. Promoting Parkdale events that are open to the public, such as the Rummage Sale and the

Yuletide Bazaar, by:

· Sending notices to churches, schools, the media, community websites, etc.;

· Posting notices in the neighbouring community; and

· Maintaining a publicity database of contact information.

 

 

FAITH FORMATION AND CHRISTIAN ENRICHMENT

 

Purpose:

The Faith Formation and Christian Enrichment Committee encourages and supports learning

programs for people of all ages. The purpose of this Committee is to help all persons in the

Congregation to know God's love as it is revealed in Jesus Christ, to grow in their understanding

of the Christian faith, and to be involved in the Mission of the Church.

 

Membership:

Chair

Representative of the Church School

Representative of the Youth Group

Minister of Youth & Children

Members and adherents of the Congregation

 

Duties and Responsibilities:

1. Studying the educational needs of the Congregation and providing leadership in setting

goals for the program.

2. Remaining informed regarding developments in curriculum, policy and program

resources for the Christian education of persons for whom the Congregation has

responsibility.

3. Selecting appropriate curricula.

4. Leading in the recruitment and training of teachers and leaders of Sunday and midweek

groups within the Christian development program of the Congregation.

5. Supervising and coordinating the total educational program of the Congregation,

including the Church School and all other Sunday and midweek activities; the Committee

will endeavor to reach all families, adults, young adults, youth and children of the

Congregation, and to encourage congregational participation in the faith formation

programs of the Church.

6. Developing and managing the Committee’s budget.

 

 

FINANCE

 

Purpose:

The Finance Committee is responsible for the oversight of the financial affairs of the

Congregation including the preparation of a budget, regular reports to the Church Council, and

the timely receipt and disbursement of funds on a day-to-day basis on behalf of the Church

Council and the Congregation.

 

Membership:

Chair

Treasurer

Donations Coordinator (termed Envelope Steward in The Manual)

Members and adherents of the Congregation

A minimum of three members of the Finance Committee will have been designated as Financial

Trustees (see Section 1, subsection F: Elections and Terms of Office).

 

Duties and Responsibilities:

1. Administering the financial operations of the church, including the Operating Account

and Church Funds including, but not limited to, the General Fund, Capital Fund, Mission

& Outreach Fund, and the Memorial Fund in accordance with the policies associated with

those Funds.

2. Overseeing the investment of assets in the Memorial Fund in collaboration with an

appointed broker on a regular basis, and monitoring the Memorial Fund against the

approved Investment Policy Statement (IPS)

 

Records

1. Maintaining a record of receipts, disbursements, bank balances and investments of all

accounts administered by the Committee. Records should be kept for seven years to

comply with CRA regulations.

 

Revenues:

1. Arranging for internal control to ensure safeguarded procedures for the counting,

reconciling and depositing of offerings and all other funds received by the Church.

2. Maintaining a record of each person’s givings through the year, providing periodic “yearto-

date” statements of givings and income tax receipts to each person.

3. Receiving and banking any other revenues received.

 

Disbursements

· Arranging payment of all invoices and required payments.

· Arranging that all required payments are made to staff.

 

Financial planning

1. Preparing an annual budget in consultation with all Committees and Groups for approval

at the Annual General Meeting.

2. Together with the Stewardship Committee, developing and implementing revenue

generation programs to meet budgeted expenses.

 

Reporting

1. Preparing regular financial statements for the Council and for discharging the

Committee’s oversight role.

2. Presenting to the Congregation at the Annual General Meeting detailed statements of

operating receipts and disbursements for the preceding church year, and the budget for

the ensuing year, showing the estimated amounts required to carry on the work of the

Church.

3. Preparing and submitting annual financial reports to the nation office of the United

Church of Canada.

 

Compliance

1. Ensuring compliance with CRA regulations, including filing an annual return by the

deadline to maintain charitable status and payment of payroll source deductions.

2. Ensuring appropriate signing authority for financial matters related to the Church. The

signing authority for all disbursements, bank accounts and related documents

administered by the Finance Committee shall require two signatures from designated

persons.

3. Recommending an independent experienced individual to review the church financial

reports in place of a formal external audit as defined by the current UCC Handbook for

Church Treasurers.

 

Other

1. Attending to such other duties as the Committee or Congregation may direct.

2. Appointing a Donations Coordinator who is a member of the Committee.

 

 

 

MEMBERSHIP DEVELOPMENT AND ROLLS

 

Purpose:

The Membership Development and Rolls Committee promotes the welcoming of all persons,

caring for one another, and helping individuals to participate and give leadership in the Worship,

ministry and activities of the Church.

The Committee plays an important role in greeting visitors and making them feel welcome, as

well as offering information about Church activities and events. This ongoing hospitality role

includes reaching out to newer members to ensure that they can be involved as part of the

Parkdale family. Coloured name tags identify Committee members to indicate their availability

to offer assistance or information.

This Committee is also tasked with overseeing records around current church membership

through the work of the Clerk of the Rolls and with maintaining historical records of the church

through the work of the Archivist.

 

Membership:

Chair

Clerk of the Rolls

Archivist

Members and adherents of the Congregation

 

Duties and Responsibilities:

1. Greeting visitors at each service and making them feel welcome, as well as offering

information about Church activities and events. This hospitality role includes reaching

out to newer members to ensure that they can be involved as part of the Parkdale family.

2. Hosting pre-service breakfasts for those new members who are joining Parkdale by

profession of faith, reaffirmation of faith or by transfer from another church. This

provides an opportunity to meet ministerial staff, chairs of Committees as well as the

Chair of Council and to learn about the roles these people play at Parkdale.

3. Developing and managing the Committee’s budget.

 

Duties and Responsibilities of the Clerk of the Rolls:

The Roll Clerk, in conjunction with the Ministry Personnel and the Office Manager, will be

responsible for:

1. Keeping the Membership Roll of the Congregation, recording the date of admission,

transfer, removal, suspension, or other action concerning each member. (Historical

Rolls).

2. Revising the Membership Roll annually.

3. Maintaining a Church Directory of Members, Children and Adherents.

4. Preparing submissions for the Annual Report (Membership Roll, In Memoriam,

Baptisms, and New Family Members).

5. Overseeing the admission of persons into full membership, their removal and the granting

of certificates of transfer of membership.

6. Ensuring the maintenance of the register of baptisms, marriages and deaths.

7. Ensuring that the membership and baptismal statistics are submitted annually to Ottawa

Presbytery and to United Church national headquarters.

 

Duties and Responsibilities of the Archivist:

1. Ensuring that Minutes and other important church records are preserved.

2. Researching the records as needed, and making them available, as appropriate, to others

who wish to use them for research.

3. Maintaining an accessible repository of approved Council policies and directives.

 

 

MINISTRY AND PERSONNEL

 

Purpose:

The Ministry and Personnel Committee is primarily responsible for the support and oversight of

full and part-time members of the staff of the Church. This Committee does not replace the Joint

Needs Assessment Committee in the event of a change in the pastoral relationship or a vacancy.

 

Membership:

Not less than three nor more than seven members, who shall be representative of the members of

the Congregation, and may include one of the lay representatives to Presbytery. No members of

the church staff, including members of the Ministry Personnel, shall be members of this

Committee.

 

Duties and Responsibilities:

1. Providing a consultative and supportive agency for the staff of the Pastoral Charge and

for members and adherents of the Congregation.

2. Reviewing working conditions and remuneration for the staff of the Pastoral Charge and

make appropriate recommendations to the Church Council.

3. Overseeing the relationship of the staff of the Pastoral Charge to members of the

Congregation and others.

4. Overseeing the relationship between and among different members of the staff of the

Pastoral Charge with respect to their responsibilities and authority.

5. Consulting with all members of the staff of the Pastoral Charge about their plans for

continuing education, and ensuring that those eligible avail themselves of the provisions

for continuing education and that money and time are made available.

6. Reviewing and evaluating semi-annually the effectiveness of the staff of the Pastoral

Charge as those persons and positions relate to the mission of the Pastoral Charge, as

defined by the Church Council.

7. Maintaining close liaison with the Presbytery Pastoral Relations Committee.

8. Reviewing regularly the responsibilities of all staff of the Pastoral Charge and revising

position descriptions when required or requested, in consultation with relevant

Committees and/or groups.

9. Participating in the development of job descriptions and terms of employment details for

the new staff of the Pastoral Charge.

10. Considering holiday and other leave requests from staff so that arrangements can be

made for alternate coverage.

11. Ensuring the development and maintenance of appropriate recording of staff leave, hours

worked, overtime, etc.

12. Ensuring the development and regular review of personnel management policies of the

Pastoral Charge.

13. Communicating as necessary with other Committees.

14. Carrying out other duties as outlined in the current Handbook for Ministry and Personnel

Committees of the United Church of Canada.

15. Developing and managing the Committee’s budget.

 

 

MISSION, OUTREACH AND JUSTICE

 

Purpose:

The Mission, Outreach and Justice (MOJ) Committee provides leadership in assisting the

congregation to understand and engage in God’s mission, particularly beyond the “walls of the

congregation. This Mission of God is one of wholeness, love and justice for all people and all of

creation; and includes a call to live in such a way as to transform our community and our world.

The MOJ Committee is dedicated to supporting individuals and organizations locally, nationally

and globally.

Exercising oversight of the congregation’s “In from the Cold Ministry”.

 

Membership:

Chair

IFTC representative

Members and adherents of the Congregation

 

Duties and Responsibilities:

1. Enabling the Church to discover and be aware of the compelling Biblical basis for

understanding and engaging in the many facets of God's mission.

2. Concerning itself in the human and social issues existing in the community and world,

increasing awareness of them in the Church, and promoting opportunities for the

congregation to participate actively in outreach and justice initiatives.

3. Making recommendations to Council on the use of Church funds to advance Parkdale`s

Christian mission which includes outreach programmes, justice, peace and development.

4. Participating, through the United Church of Canada’s Mission & Service Fund (M&S), in

the support of those in need both in Canada and overseas.

5. Working in partnership with the Presbytery Justice, Ecumenical and Global Relations

(JEGR), and Church in Society Committees.

6. Identifying and cooperating with the world-wide church of Jesus Christ, our sisters and

brothers of other faith communities and other people of goodwill.

 

These duties & responsibilities are accomplished in a variety of ways, among them are the

following tasks:

1. Disseminating information to the congregation about local, national and global initiatives

of both Parkdale and the United Church of Canada’s Mission and Service Office.

2. Providing the congregation with opportunities for learning and enhanced awareness (e.g.

films, speakers, ad hoc events, workshops, and mission trips).

3. Embarking on discovery projects such as to learn more about the issues facing Canada’s

First Nation, Inuit and Métis communities.

4. Supporting the Church`s “In From The Cold Ministry”.

5. Developing and managing the Committee’s budget.

 

 

PASTORAL CARE TEAM

 

Purpose:

To oversee the ministry of care-giving

 

Membership:

Chair

Ministry Staff

Members and adherents of the Congregation who have received appropriate training.

 

Duties and Responsibilities:

1. Providing occasional and chronic visitation as required. The Pastoral Care Visitation

Team provides an audio record of church services for shut-ins upon request.

2. Providing short-term, focused pastoral care as required.

3. Maintaining contact with all members/adherents for communication and pastoral care.

4. Arranging transportation for Special Communion services and for Sunday services upon

request.

 

Additional activities of the Pastoral Care Team:

1. Organizing Special Communion services, including transportation and fellowship and

refreshments following services.

2. Ordering and arranging for the delivery of Easter lilies.

3. Undertaking continuing education either by attending events organized by Pastoral Care

Ottawa, by having relevant speakers at Pastoral Care Committee meetings, or through

book studies.

4. Arranging and/or providing meals through the Caring Kitchens program.

 

 

PROPERTY TRUSTEES

 

Purpose:

The Property Trustees are accountable for the upkeep of the physical assets, building and

property, the office facilities and supplies; equipment required by other groups and Committees;

and to oversee (coordinate and regulate) the use of church facilities by church and non-church

members.

 

Membership:

Chair

Members and adherents of the Congregation up to a maximum of 12 Committee members

The Office Manager will attend Property Trustees meetings to provide information of space

rentals and other relevant issues as outlined in the job description. This is not an ex officio

position.

The Custodian will attend Property Trustees meetings as outlined in the job description. The

custodian is an ex officio member of the Property Trustees.

 

Duties and Responsibilities:

Church building and property

1. Maintaining the Church land and building, including the heating, electrical, plumbing,

furnishings, security and similar matters.

2. Arranging adequate insurance coverage, including property and public liability.

3. Negotiating and administering of contracts for services related to the management of

the building and property.

 

Custodial

1. Overseeing (in conjunction with the Church Office Manager) the work schedule of the

custodial staff.

2. Taking an active role in the hiring process for custodial staff in conjunction with the

Ministry and Personnel Committee.

3. Providing input to the Ministry and Personnel Committee for job descriptions,

performance reviews, rates of pay and other matters related to the management of paid

personnel.

 

Room allocations

1. Overseeing the policy for use of church space, and determining fees.

2. Directing questions related to the use of the Sanctuary and Worship spaces to the

Worship Committee.

 

Other

1.      Developing and managing the Committee’s budget.

 

 

RECRUITMENT AND SUCCESSION PLANNING COMMITTEE

 

Purpose:

This Committee is responsible for identifying and recruiting members of the congregation to

serve on the Council and various Committees.

 

Membership:

Chair of Committee

Chair of Council

Vice-chair of Council

Coordinating Minister

Members and adherents of the congregation

 

Duties and Responsibilities:

1. Recommending individuals to chair the Council’s standing Committees, and any special

groups that may be formed (e.g. Joint Needs Assessment Committee, Joint Search

Committee, various projects or working groups.)

2. Developing and managing the Committee’s budget.

 

 

STEWARDSHIP

 

Purpose:

The Stewardship Committee recognizes that everything we have (our time, talents and treasures)

belongs to God and that we are called to use these resources for God's purposes in the world.

We also recognize that we are called to share these God-given gifts - we give generously because

we have received abundantly.

The Stewardship Committee helps ensure that stewardship education is accorded proper

emphasis in the work of the Council and in the life of the Congregation. In this capacity, the

Committee serves to encourage and help congregants discover and deploy their spiritual gifts in

Parkdale's ministries and beyond; to nurture stewardship formation; to engage the congregation

with respect to our spiritual relationship to money and resource consumption; and to challenge

the Parkdale community to live with respect in creation.

 

Members:

Chair

Members and adherents of the Congregation

 

Duties and Responsibilities:

1. Initiating and coordinating a regular awareness and education program to make the

Congregation aware of Parkdale’s Mission, and motivate the Congregation to meet the

Mission.

2. Working with the Finance Committee to ensure that the Congregation is fully aware of

the church’s financial position, and help to develop options for the Congregation’s

givings.

3. Liaising with other groups and Committees to generate ideas and initiate projects to

fulfill the financial and other resource requirements needed to achieve Parkdale’s

stewardship program.

4. Maintaining the Congregation’s awareness of its environmental stewardship

responsibilities.

5. Developing and managing the Committee’s budget.

 

 

WORSHIP COMMITTEE

 

Purpose:

The Worship Committee is responsible for the Ministry of Worship, including the Ministry of

Music, for all ages of the Congregation and those we seek to draw into our congregation.

 

Membership:

Chair

Coordinating Minister

Music Director

Choir Representative

Members and adherents of the Congregation

 

Duties and Responsibilities:

Worship

1. Supporting the Ministry Personnel, the Music Director and others who give leadership in

Worship.

2. Planning and visioning regarding Worship in collaboration with the Ministry Personnel.

3. Keeping a pulse on the congregations’ ideas and concerns regarding Worship and the

Ministry of Music.

4. Overseeing, in cooperation with Ministry Personnel, the policy on baptisms and

confirmations of children and adults.

 

Participants in Worship

1. Recruiting and supporting participants for the following:

a. Ushering and greeting for Sunday morning service,

b. Lay readers

c. Communion servers and element preparation

d. Audio/Visual technical support

e. Meditation Group

 

2. Supporting of substitutes in the event of absence (regular or emergency) in the pulpit.

(Arrangement done by ministerial staff)

 

Sanctuary and Worship Spaces

1. Managing materials used in Worship including:

i. Flowers, banners, symbols and decorations in the Sanctuary

ii. Miscellaneous liturgical items

2. Approving alternate uses of the Sanctuary and Worship spaces. The church office

follows A Policy for Church Facility Use.

 

Ministry of Music

1. Negotiating and administering the contract with the Music Director.

2. Supporting the Choir, DaleSong and other groups and individuals participating in the

Ministry of Music.

3. Planning and visioning regarding the Ministry of Music along with the Ministry

Personnel and the Music Director.

 

Other

1. Developing and managing the Committee’s budget.