Audit

Purpose

• to conduct an independent and diligent scrutiny of the (annual) financial records, to ensure that income and donations received and disbursements made are accurately recorded and documented.

Membership

• A volunteer team (to include in 2012 Kathryn Newton, Harry VanDyk, Ray Thompson, Stewart Elder, Mary MacPherson). The team is granted power to issue to add members if required.

Responsibilities

• outlined in chapter 13 of the Treasurer's Handbook as issued from time to time by the Presbyterian Church in Canada - most recent version dated October 13, 2011 - excerpt (Chapter 13) here; full version of Treasurer's Handbook available here.

Budget

Purpose

• To prepare an annual budget proposal for consideration and approval by Session and the congregation.

Membership

• The Budget Team consists of the Policy and Planning Team, the Treasurer; the Leader of each Team or an appointed representative; and the Minister (ex-officio). Session appoints the chair and secretary of the Budget Team at the November Session meeting.

Responsibilities

• Prepare an annual operating budget consistent with Session goals and the ongoing expenditure requirements of the congregation.
• Fulfill whatever responsibility which might be assigned to the Team by Session.

Functions

• Each Team shall present its budget requests for the following year to the Treasurer by November 15 of the current year.
• The Treasurer shall prepare a draft report of the income and actual current year expenditures by each Team as of the end of November, the status of reserved funds, and the proposed Team budgets for the following year. This draft report will be made available for review by Session at its December meeting.
• On the basis of the draft financial report for Session, the appointed leader of the Budget Team should identify any major budget issues for circulation to Session prior to the December Session meeting.
• Session priorities shall be provided to the Budget Team and/or each Team after the Session meeting in December.
• The Budget Team shall meet at the call of the Chair and shall review the proposed budgets in accordance with the priorities established by Session. The proposed team expenditures should reflect expenditures for ongoing activities as well as new initiatives or priorities. Team representatives should be prepared to explain and/or defend proposed expenditures.
• The Budget Team shall bring a final budget proposal to the January Session meeting. The proposal shall include proposed recommendations to the congregation for consideration at the annual meeting to be held in February.
• The Budget Team may request a special meeting of Session if there are contentious issues which are not resolved after the December meeting of Session.

Dates and Events/Decisions

Date	Event/Decision
November 15	Team budget requests for new year to Treasurer
November 30	Draft report of Financial Situation by Treasurer
November Session	Appointment of Team Leader and Secretary
December Session	Identification of major budget issues by Team Leader Review of Treasurer's Draft Report Decision on Guidance to Budget Team
January Session	Decision on recommendations from Budget Team
February Annual Meeting	Presentation of budget to congregation

Christian Education

Purpose

• Provide a program of Christian Education that is attractive to persons of all ages in order that they may be confronted by the Gospel, may grow in faith, participate in the life of the Christian community, and be active witnesses to Christ in the world
• Oversee recruitment, screening, training, placement and recognition of people who are gifted in provision of Christian Education

Membership

• Six team members plus ex-officio (School Superintendent, Youth Director, LOGOS director)

Responsibilities

• LOGOS
• Sunday School (including nursery)
• Youth Ministry
• Library

Functions

• Assess needs, develop plans and implement Christian Education programs for all ages
• Promote and publicize Christian Education programs for the spiritual growth of the congregation
• Recruit teachers and leaders for Christian Education programs and arrange for training courses
• Raise the level of understanding of Christian Adult Education and its significance in the life of the congregation.
• Review resources and curriculum of church school on a timely basis, recruit and support a Superintendent of the Church School
• Provide a nurturing and safe atmosphere for children and youth
• Provide guidance, direction and supervision to the Youth Director and evaluate the effectiveness of youth ministry programs
• Provide an opportunity for the youth to participate in a well-balanced program of worship, study, service and fellowship.
• Promote congregational awareness of the needs, abilities and contributions of the youth in the church
• Arrange (through the Worship Coordination Team) for a service of dedication for all Christian Education teachers and Youth Leaders to be held annually, usually in September
• Oversee the functioning, promotion and growth of the Church library

Facility Management

Purpose

• Responsible to Session for the management, care and maintenance of the church building, property and equipment.

Membership

• Nine team members (plus Minister as ex-officio).

Responsibilities

• Maintenance of the church building, property and equipment
• Provision of necessary furnishings and equipment for all users of the church building
• Oversee work of IT Team in its management of the computer infrastructure.
• Safety and security of the church building and property
• Direction and support of the Administrative Assistant (in conjunction with the Minister)
• Direction and support of the Caretaker
• Direction and support of the Events Coordinator
• Maintenance of a secure space for the required retention of church records

Functions

• Maintain church building, equipment and property in a functional and safe condition; arrange for their maintenance and repairs as required.
• Ensure the physical security and fire and health safety of the church building
• Co-ordinate the development and maintenance of fire safety and emergency plans
• Ensure that adequate insurance coverage is maintained
• Review with other teams and users any proposed changes to the physical structure of common spaces or accessibility to equipment
• Oversee the management and secure backup of electronic church records
• Oversee and be responsible for the conditions of employment of the Administrative Assistant including review of time records
• Supervise the work of and oversee and be responsible for the conditions of employment of the Caretaker including review of time records
• Provide direction and support to the work of the Events Coordinator in the application of policies for use of church facilities and equipment
• Develop an annual budget for the work of the team and manage spending within the approved budget
• Maintain supply of office, housekeeping, cleaning supplies, tools, equipment etc.
• Obtain comparative quotations for the cost of major expenditures for goods and services
• Co-ordinate the sharing of the responsibilities of the team among team members and with non-team volunteers on a "work-team" basis

Fellowship

Purpose

• To strengthen Christian Fellowship with the congregation through activities that will encourage relationship building among existing members and adherents and attract new members.

Membership

• Six team members

Responsibilities

• Craft group
• Gracefield Camping
• Bible Study Groups
• Ladies' Breakfast
• Men's Breakfast
• Newcomers Visitation
• Refreshments
• Women's Group
• Other including Christmas Dinners, Intergenerational celebrations, Congregational Picnics, Receptions
• Provide support, as requested, to other teams in organizing special events such as Rally Sunday Corn Boil and Sunday School Picnic

Functions

• Provide opportunities for all ages to meet one another in a variety of situations
• Keep the Congregation informed of all future activities well in advance of any event
• Identify and create new fellowship activities where there is a need and interest
• Co-ordinate reporting and budget submissions from the assigned groups

Finance

Purpose

• Responsible to Session for the management of the finances of the congregation.

Membership

• Up to five team members plus ex-officio (Minister and Clerk of Session). Both the Treasurer and Envelope Secretary are elected annually by the congregation and become ex-officio on team.

Responsibilities

• Financial management
• Provide Session with reports on the financial situation of the congregation, and make appropriate recommendations
• Provide the congregation with "non-technical" reports on the financial situation.
• Circulate proposed team budgets to the Budget Team for review and finalization for approval by the congregation
• Preparation of detailed accounting reports for inclusion in the Annual Report

Functions

• Ensure that remunerations and bills are paid in a timely fashion
• Arrange for two unrelated people to count and record the offering from each service of worship and deposit it in the bank. (All offerings are to be counted and recorded before being removed from the church.)
• Maintain financial records and oversee expenditures to ensure that expenditures are properly authorized
• Provide reports, at least quarterly, to Session on the status of congregational income and expenditures relative to the annual budget
• Make recommendations to Session regarding any concerns or issues with the congregation's finances
• Provide monthly financial reports to each team for their use in monitoring team expenditures relative to the team budget
• Prepare non-technical reports, at least quarterly, on the financial state of givings relative to budget for inclusion in the Bulletin and Pulse
• Recommend, maintain and ensure appropriate back-ups for the financial records kept by the Treasurer and Envelope Secretary
• As a member of the Budget Team, the Treasurer will collect proposed team budgets and prepare a draft congregational budget for circulation to the Budget Team for their review and finalization for presentation to the congregation
• Ensure historical financial records are kept for the appropriate length of time

Investment Committee

Purpose

• The purpose of the Investment Committee is to provide a forum for the review and guidance of the investment policies and investments of Parkwood. In this context, the Investment Committee provides direction and authority to the Treasurer to carry out the decisions of the Committee.

Composition

• The Committee is composed of the Clerk of Session (Chairperson), the leader of the P&P Team (or designate), the leader of the F&M Team (or designate), a Trustee (even if this would make more than one Trustee on the Committee), the Treasurer and the Minister (ex-officio).

Decisions

• The Treasurer provides the Committee with information and recommendations on issues such as selecting the term of a new GIC, implementing financial directives from Session, determining the best approach to maintain an appropriate operating fund balance, and other financial issues. Based on this information, the Committee makes decisions and provides direction to the Treasurer.

Meetings

• The Committee should meet on a regular basis (at least once a year) at the request of the Chairperson of the Committee, although a meeting can be at the request of the Treasurer to the Chairperson. The Committee should meet to review investments and investment policies and to identify investment problems or emerging investment issues. A quorum shall be three members of the Committee.

Investment Policy

Purpose

The purpose of the investment policy is to provide guidance for financial management which is consistent with the financial policies of The Presbyterian Church in Canada and with the generally accepted accounting practices for charitable organizations.

Investment of Reserved Funds

Reserved Funds should be segregated into at least two categories:

Reserved funds from directed congregational givings: These funds are given for a specific use. If the funds are not likely to be used within one year, then the Treasurer may invest some or all of the balance into a short-term investment. The Treasurer may also combine the balances in other directed funds into a short-term investment.

Reserved funds from bequests: The bequest may specify the particular use of the money. Typically, however, these funds are not given for a specific use by the congregation but the congregation votes on the use of these funds. Depending on the timing of the likely use of these funds, the Treasurer may invest them into financial instruments having a maturity date of up to five years.

Level of Investment Risk

Financial investments of the reserved funds of the congregation are to be in low risk financial instruments, such as GICs or similar instruments where the principal is not in jeopardy. The Investment Committee needs to determine the magnitude of the investment and the length of the term of the investment, in large part based on the recommendation of the Treasurer.

Allocation of Interest Earned

Interest is not normally earned on the balance in the chequing account for the operational balance. If interest is earned, then it is normal that this interest be part of general operations. The Committee may recommend to Session and the congregation, however, that this interest be put into a special reserve fund.

Interest earned on the investment of reserved funds from directed congregational givings is to be part of general operations, unless the Committee recommends otherwise to Session and the congregation.

Interest earned on the investment of a reserved fund from a bequest is to be placed in the same fund or in a separate fund with a name reflecting or associated with the bequest, unless the Committee recommends otherwise to Session and the congregation.

Operating Fund Balance

The Operating Fund Balance (OFB) is generally the amount of operating funds that the congregation needs to allow it to operate in an ongoing manner to meet its necessary financial obligations. Ideally, these funds are generated regularly from ongoing donations and there is no need for the operating fund to borrow monies.

The Treasurer should have a balance of $15,000 in the OFB as of January 1 of each year. This amount will normally be sufficient to provide an offset to short-term periods where expenditures exceed revenues, causing a decline in the OFB.

If at the end of the accounting year the balance in the OFB is below $15,000 then the Budget Committee may recommend to the congregation that the shortfall amount be transferred from the balance of an existing bequest. The congregation would vote on this recommendation at its Annual Meeting.

If the operating fund needs to borrow monies during the course of the year, then Session authorizes the Treasurer to borrow up to $15,000 from one or more reserved funds from directed congregational givings. The amount borrowed must be returned at the end of the year. If there is an insufficient balance in the operating fund at the end of the year to return the borrowed money, then Session may recommend to the congregation that approval be granted to allow the borrowing to be deemed a transfer from the designated fund to the OFB.

If there is an insufficient balance in the operating fund at the end of the year to return the borrowed money, then Session and the congregation are obligated to decide how to replenish the OFB to $15,000 for January of each year.

If the money to replenish the OFB is to come from borrowing from the reserved funds, then Session and the congregation must approve this borrowing at a congregational meeting.

If the congregation is unable to provide the necessary money from the reserved funds to replenish the balance to $15,000, then the congregation must approve an amount that could be borrowed from a financial institution.

Leading With Care

Purpose

• To ensure that all persons, and in particular all children, youth and vulnerable adults who participate in programs/ministries at Parkwood and who use the Parkwood facilities will be cared for with Christian compassion and be safe, in accordance with the. Leading with Care Policy of The Presbyterian Church in Canada,

Membership

• Minister
• Director of Youth Ministries (if applicable).
• Christian Education Team: at least one representative but normally two : the Director of Logos
• Program and Church School Superintendent/Coordinator.
• One representative from: Policy and Planning Team, Pastoral Care Team, Finance and Maintenance Team.
• Representatives of other Ministry Teams or activities may be added as required
• The Convener will be elected by the Team members.
• The church Administrative Assistant will provide support in managing and filing records and documents in the church office.

Responsibilities

• Identify high-risk activities as defined in the Leading with Care (LWC) policy.
• Ensure that screening and police records checks are carried out for all leaders and teachers involved in high-risk ministries and are updated as required.
• Ensure that personal records are handled and stored in a secure fashion.
• Develop and implement policies, procedures and practices to reduce risk, promote health and safety, and ensure prompt and appropriate response to emergencies, and ensure that leaders, teacher and group members are briefed and trained in their application.
• Ensure that any incidents or reports of abuse are reported promptly to the appropriate authorities.
• Report to Session annually or as otherwise required.

Functions

• Provide orientation training on the Leading with Care Policy to all those volunteering to assist as leaders and teachers in high risk activities and provide them with a copy of the Parkwood Leading with Care Policy document. After completion of orientation have volunteers sign a Covenant of Care form.

Media Support

Purpose

• The purpose of the Media Support Team is to facilitate the development and implementation of plans to support other ministry teams to utilize audio-visual technologies in enabling the congregation to fulfil its mission (i.e., to enable individuals and families to discover, grow in, and share the love of God found in Jesus Christ.)

Membership

• Initially, there is no set number of members on the team or its sub-groups. In general, the team and sub-groups should be sufficiently staffed to ensure that no group is reliant upon one given individual, but in all cases has designated back-up assistance with sufficient knowledge to maintain the various functions should a particular individual be unable to fulfil a specific role.
• The Media Support Team will be comprised of representatives from each of four Support Groups, and led by a Coordinator who will coordinate and mediate the work of the Support Groups and facilitate the development of an overall media plan for approval by Session.
• The team and sub-groups are encouraged to engage younger members (especially children, youth and young adults) of the congregation in using gifts and skills in media support.
• The Media Support Team will report through the Policy and Planning Team to Session and to the Annual Congregational Meeting.

Responsibilities

• The team will work with the Minister and the Session to ensure that planning for and use of media is consistent with the theology and principles of the church and in keeping with relevant church policies.
• The team is to ensure that the messages developed by the Ministry Teams are delivered as effectively as possible with the existing technology.
• The team will meet at least once a year with representatives of the Ministry Teams to review progress in the implementation of the media plan and to recommend revisions as required.
• The team will prepare an annual budget and plan for the coming year, integrating the requests of the Ministry Teams and plans of each of the Support Groups.
• The team will prepare a report for inclusion in the Annual Report.

Functions

1. The Audio-Visual Support Group
   
   The Audio-Visual Support Group will report to the Media Support Team and be responsible for:
   
   1.1 Establishing and maintaining of a live streaming mechanism to broadcast services from the Church. This will include all audio-visual equipment used in the sanctuary and throughout the Church building to broadcast the services.
   1.2 Establishing a platform to support interactive audio-visual education and administrative activities.
   1.3 Training sufficient volunteers to ensure the ongoing availability of the audiovisual services.
   1.4 Documentation of the systems and the operation of the systems.
   1.5 Quality assurance with regard to the audiovisual services provided.
   1.6 Submission annually of an audio-visual budget and plan for the coming year.
   
   
   
2. The IT Support Group
   
   The IT Support Group will report to the Media Support Team and be responsible for:
   2.1 Establishment of a network of hardware and software to support the administrative functions of Parkwood.
   2.2 Acquisition and maintenance of computers and peripherals used in the church.
   2.3 Acquisition and updating of software requested by the mission teams, including advice on the selection of software.
   2.4 Maintenance of the peer-to-peer network, including configuration and regular data backup.
   2.5 Staff and volunteer training to use the network and software.
   2.6 Recommendation of policies to manage issues of privacy, confidentiality of data and data integrity.
   2.7 Maintenance of the internal telephone system.
   2.8 Maintenance and programming of the external sign. The content of the messages displayed will be determined by the responsible Ministry Team.
   2.9 Quality assurance with regard to the information technology services.
   2.10 Submission annually of an IT budget and plan for the coming year.
   
   
   
3. The Website Support Group
   
   The Website Support Group will report to the Media Support Team and be responsible for:
   3.1 (Terms of Reference to be developed in consultation with Gord Walford.)
   
   
4. The Content Support Group
   
   The Content Support Group will report to the Media Support Team and be responsible for:
   4.1 The development of content for print and electronic presentation, in consultation with the Mission Team that is sponsoring the presentation. This may include scripting, layout graphic design and animation.
   4.2 The development of procedures for the acquiring and use of copyrighted material.
   4.3 Support the Website Support Group in the graphic design and content of the website.
   

Mission

Purpose

• To facilitate the work and witness of the congregation in the local, national and international mission of Christ's Church.

Membership

• At least six team members, which shall include one member designated as contact with the Carlington Mission

Responsibilities

• To share in partnership with other Christian congregations in the city of Ottawa in co-operative efforts in both (i) Evangelism, in which strangers to the gospel are confronted with and challenged by the claims of Jesus Christ; and (ii) Christian witness through social action, in which the love of Jesus Christ is put into practice, showing tangibly to others the grace of God
• To contribute to the witness of the church in matters of social action (e.g. upholding the sanctity of life, both for unborn children and vulnerable seniors; seeking appropriate justice and mercy for the disadvantaged; remembering the call to care for the sick, the poor, the hungry and the prisoner in the name of Jesus Christ)
• To hold before the congregation our partnership with other Christian congregations, denominations and para-church agencies (including the Evangelical Fellowship of Canada) in offering a Christian witness to Canadian society at large, including appropriate presentations to legislative and judicial bodies, municipally, provincially and federally
• To enable the congregation to share with other Christian partners in ministry to students at school, college and university sustaining and contributing to partnerships with agencies involved in campus ministry (e.g. Inter-Varsity Christian Fellowship, Campus Crusade for Christ, The Navigators, Algonquin College Campus Ministry, etc.)
• To promote support for Christian ministry undertaken by The Presbyterian Church in Canada, including both mission work in Canada and abroad, including encouragement for the support of the congregation's contributions to "Presbyterians Sharing" (the national General Assembly's mission budget), and co-operation with other mission agencies (e.g. Interserve)
• To support international relief and development work, including, but not limited to, the work of Presbyterian World Service and Development in areas of identified need (e.g. relief efforts for those affected by war, drought, famine, flood, hurricane, etc).

Functions

• Develop awareness of mission opportunities and needs in the local community and coordinate action by Parkwood to address those needs
• Recommend to Session and the congregation how Parkwood might best support local, national and international mission work of the Presbyterian Church in Canada and other Christian denominations and bodies such as the Renewal Fellowship within the Presbyterian Church in Canada, the Evangelical Fellowship of Canada, and Inter-Varsity Christian Fellowship
• Develop awareness of the work of the Presbyterian Church in Canada in global mission and recommend ways in which Parkwood might support that work
• Select up to four Special Appeals annually for presentation to the congregation

Outreach

Purpose

• To introduce to our neighbours the love of God found in Jesus Christ
• To demonstrate what we as a congregation have to offer as part of the body of Jesus Christ
• To lead people in the local community to faith in Him

Membership

• At least six team members.

Responsibilities

• Outreach and evangelism in the local community
• Promote awareness of Parkwood's presence, mission and programs
• Visitor welcome and follow-up
• Drama and Music Camp (Summer Daily Vacation Bible School)

Functions

• Build a team of individuals who can lead people to Christ
• Provide training in evangelism to members of the congregation
• Promote awareness of the presence and mission of Parkwood in the local community through advertising and door-to-door visiting
• Organize events to introduce and attract people to Parkwood to hear the Gospel message.
• Arrange for greeters and guest book attendants at worship services. Provide guidance for guest book attendants in greeting and providing information to visitors.
• Follow up contact with visitors.
• Coordinate with other Teams and activity leaders to ensure that newcomers are made aware of groups and activities which might meet their needs and when activities might overlap with other Team responsibilities (e.g., Mission or Fellowship)

Pastoral Care

Mission

• In the name of Jesus Christ and in the strength supplied by the Holy Spirit, we seek to care for the members of the body of Christ and to reach out to all to whom the Lord sends us. It is our goal to enable every member, adherent, and friend of Parkwood Church to sense the compassionate care of Christ.

Membership

• As decided by the Team

Motivation

God calls us through the Scriptures:
• "Carry each other's burdens, and in this way you will fulfil the law of Christ." (Galatians 6: 2)
• "Whatever you did for one of the least of these brothers of mine. you did for me." (Matthew 25: 40)
• "And let us consider how we may spur one another on towards love and good deeds." (Hebrews 10:24)

Approach

We seek to represent Christ and to be vessels through which the Holy Spirit may work draw men and women closer to God, and we undertake to do so in thought, word, and deed.
• Prayer- Individually, as a group, through the prayer chain, as appropriate, we seek to pray for ourselves as caregivers, for one another as members of a team and for those to whom we seek to minister.
• Love - Loved by God, we seek to love our neighbour as ourselves.
• Presence - By simply being there for others, we seek to bring to them the presence of God, who dwells in us as Christian believers.
• Listening - Ready to offer a listening ear, we seek to understand each one whom we seek to serve.
• Encouragement - As fellow pilgrims following Christ, we seek to encourage all who share in journeying on the road of faith.
• Communication - Through any and all appropriate means, by telephone, cards, e-mail and otherwise, we seek to communicate with those who need to know that they are not forgotten, neglected or ignored by the body of Christ.
• Counsel - The Bible, as God's word, is the lamp for our feet, and we seek to let its light point the way for others as they seek answers to questions of life and faith.
• Confidentiality- What is shared in private conversation will be held as private, and not passed to others except by mutual consent.

Actions

Drawing on the diverse gifts which members may offer in Christian service, we may act to respond to practical needs:
• We will aim to visit as appropriate, offering pastoral care, at home, in hospital, and in other institutional settings
• We will aim to help with travel (to worship, special events, personal errands or appointments)
• We will aim to provide assistance with medical appointments (scheduling, listening, follow-up)
• We will aim to offer food (provision of meals, vouchers when needed)
• We will aim to offer assistance with home management and personal affairs (house or yard work, banking, moving, etc.)
• We will aim to facilitate contact with other resource agencies as appropriate (social assistance, professional counseling, nursing home placement, etc.)

Personnel

Purpose

• To provide a consultative and supportive group for teams with staff earning remuneration and for other volunteers.

Membership

• The Personnel Team consists of four members of the congregation. The Minister is an ex-officio member of the team. Church staff shall not be members of this team. Session shall appoint the members of the team, with at least two members being elders. Membership on the team shall be for an indefinite term.

Responsibilities

• To provide consultative assistance and guidance to teams in their hiring, supervising and evaluating of church staff.
• To provide personnel support to church staff.
• To maintain documents relating to the personnel management of paid staff.
• To meet and report at Session meetings in January, April, June and October or more often as circumstances warrant.

Functions

• To develop guidelines for preparing job descriptions, contracts and terms of employment for church staff to ensure consistency of approach.
• To develop guidelines for evaluating the effectiveness of church staff.
• To develop guidelines for establishing and reviewing rates of remuneration for church staff.
• To assist supervising teams in preparing job descriptions and carrying out a search for new church staff.
• To assist supervising teams in preparing contracts and terms of employment for new church staff.
• To assist supervising teams in reviewing working conditions and annual remuneration for church staff.
• To assist supervising teams in reviewing and evaluating annually the effectiveness of church staff.
• To maintain a set of historical and current job descriptions, contracts, rates of remuneration and performance evaluations.
• To provide church staff with access to an independent group to discuss their working environment, their rate of remuneration and any other work issues.

Planned Giving Group

Purpose

• To administer an effective, reviewable management and administration process for the Planned Giving Fund based on policies, procedures and documents published by the Planned Giving Office of the Presbyterian Church in Canada.
• To offer an extra dimension of stewardship to the members and friends of our church family.

Membership

• The group will have four team members (plus the Minister and Treasurer as ex-officio).
• The group will report to Session. .

Responsibilities

• To maintain a separate bank account for the Planned Giving Fund where the main church bank account is held.
• To maintain liaison with officials at the bank for advice and options for investment in guaranteed GICs.
• To submit an annual report, including income and disbursements, for inclusion in the Annual Report for the congregation.

Functions

• To establish acceptance and rejection policies for Planned Gifts proposed by donors.
• To receive and invest gifts to the Planned Giving Fund.
• To recommend to Session and the congregation the use of funds made available for disbursement from the Planned Giving Fund.
• To ensure that receipts for Planned Gifts are in accordance with the Canadian Income Tax Charitable Guidelines.
• To maintain liaison contact with the National Planned Giving Office.
• To share general knowledge and general congregational experience of the Parkwood Church Planned Giving Program with other congregations in the Presbyterian Church in Canada and with the National Planned Giving Office.
• To actively encourage and invite Planned Gifts to Parkwood through education, general advice and support.issues.

Policy and Planning

Purpose

• To assist Session in general planning and policy development on matters related to the life and work of the congregation.

Membership

• At least six active elders, appointed by Session, with the understanding that the Team may call upon inactive elders for advice when deemed appropriate. The Minister and Clerk of Session are ex-officio members. The Team will appoint its convenor. Members will serve on P&P until they resign or are replaced by Session. (revised 27/05/2013)

Responsibilities

• Prepare plans and recommendations for Session as required.
• Assist in identifying program objectives and long range planning requirements.

Functions

• Develop and recommend policies to Session on its own initiative or as referred to it by Session.
• Participate in certain projects or committees that directly affect the congregation over the long term, such as construction projects and search committees.
• Identify strategic issues in the congregation's life and work for possible action by Session.
• Participate in the Budget Team. The convenor of P&P will normally chair the Budget Team and the Secretary of P&P will act as Secretary. All other P&P members are members of the Budget Team.
• Provide two members to the business committee of Session, normally the convenor and one other member.
• Act as an advisory group for the minister as required.

Refugee Support Fund

Purpose

• "The purpose of "the fund" is to support necessary and reasonable costs in aid of the sponsorship and settlement of one or more refugees seeking settlement in Canada from other places in the world.

Membership/Administration/Accountability

• The administration of this fund is to be entrusted to a specified team of three, five, or seven persons, at least two of which shall be members of the session, to be appointed by the session. One of the elders on the team shall report regularly and as necessary to the session on the activities of the team and the status of "the fund".
• The session shall set up a separate bank account to hold the assets of "the fund" with a minimum of four signing officers, any two of which shall be required for the disbursement of funds.

Operation

• Should Parkwood Church, Ottawa agree to act as an official sponsor for one or more refugees, priority call on "the fund" shall be for the support of such refugees and the meeting of commitments made under any official sponsorship agreement. Should funds be available beyond those needed for any such commitments, assistance to other refugees may be considered; priority shall be given to those seeking to settle in Ottawa but may not be so limited.

  Contributions

  • Contributions made to "the fund" are eligible for tax-deductible charitable donation receipts provided that the contributions are not earmarked for any particular individual or family, and provided that such contributions are not made by any individual or family who would be the recipient of benefit from the support provided by or from "the fund".

  Disbursements

  • Disbursements from "the fund" shall be made only by authority of any two members of the team who are unrelated to any refugee or family being sponsored or receiving support.

  Partnerships

  • If Parkwood Church were to agree to act as an official sponsor for one or more refugees, either alone or in partnership with another community organisation or individual, contributions from another organisation or individual partner could be received for purposes of administration into "the fund" but would not be eligible for charitable donation receipts.


(February 22, 2016)


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Worship Co-ordination

Purpose

• Ensure meaningful worship, involving the laity in creative ways
• Help plan and evaluate worship opportunities
• Investigate new approaches that may promote church growth

Membership

• Six team members plus ex-officio (Director of Music)

Responsibilities

• Provide assistance with regular and special worship services
• Ushering
• Ministry of Music
• Copyright for music
• Team Budget
• Music Library

Functions

• Provide opportunities for the laity to assist in the worship service
• Offer suggestions to the Minister and relevant teams on innovative worship opportunities that address the evolving needs of the congregation
• Assist in the planning of special services of worship
• Plan and lead the preparation and decoration of the Sanctuary for the festive seasons
• Arrange for recruiting, training and scheduling of ushers for worship services
• Provide ushers with detailed guidelines, updated as required
• Ensure accessibility for all worshipers by providing adequate space for the mobility impaired
• Strive for a scent-free worship environment
• Oversee the Ministry of Music, including supporting efforts to encourage members and adherents to form music groups and to invite guest musicians in collaboration with the Director of the Music Ministry, soliciting and receiving from the congregation music suggestions for inclusion in the worship music
• Arrange for yearly renewal of the CCLI (Christian Copyright Licensing International) license for projection, prints, and live-streaming on YouTube
• Ensure selected music is covered by our license
• Report usage of music to CCLI when requested
• Support efforts to organize and promote musical events in the Sanctuary or Fellowship Hall
• Periodically evaluate Parkwood's overall musical program
• Prepare an annual budget for submission to the Budget Team
• Liase with the Audio/Visual group of the Media Support Team to provide quality online worship services


(September 26, 2022)


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Youth Leadership Fund

Purpose

• The purpose of Parkwood's Youth Leadership Fund is to demonstrate God's love and grace by providing financial assistance to youth, with financial limitations, who desire to attend a program/activity which develops their leadership skills.

Partners in Ministry

• The partners in the Youth Leadership Fund ministry are: Session members, program leaders, and a Convenor, who is appointed by Session to oversee the fund.

Responsibilities/Factors To Consider

• We honour God by being good stewards of the funds entrusted to us by God and the congregation.
• We desire to acknowledge the current abilities and talents of youth, ages eight to eighteen years old, and take steps that assist in the development of leadership skills.
• Gifts to the Youth Leadership Fund should be made with an attitude of encouragement and learning.
• The Youth Leadership Fund is limited and intended to benefit a variety of youth attending a variety of programs/activities which develop their leadership skills.
• Requests for assistance should be handled with prayer, tact, sensitivity, wisdom and discernment.
• At times, we may reimburse individuals who provide help (in urgent situations) consistent with the policies of the Youth Leadership Fund.

Functions

• Funds are received into the general fund by: the offering envelope system, designated tithes and offerings, and special offerings collected from time to time. Donations are made with no designated individual receiving the funds.¹
• The Church Treasurer issues a cheque payable to the Youth Leadership Fund and gives it to the Convenor, who deposits it into a separate bank account.
• The request for financial assistance must be made in writing (i.e. program notification with costs).
• Requests for funds must be made in advance of the program/activity. Two signatures are required on cheques and it takes time for a cheque to be verified, completed, and signed.
• The request for financial assistance from the Youth Leadership Fund is communicated to the Convenor, in writing, at arm's length², by two members of Session.
• The following is the information required:
  • Date
  • Attention: Youth Leadership Fund, Convenor
  • (Name of youth) has requested assistance in the amount of $____
  • Program/activity in which the youth plans to participate, including the dates, cost, and location of the program/activity (A copy of the program/activity advertisement would be helpful)
  • Name of person/organization to which the cheque should be payable
  • Describe how the cheque is to be delivered.
  • Signature and printed names of two Elders
  • The Convenor reserves the right to question or seek clarification of a request. The Convenor reserves the right to prioritize the requests, according to available funds.
  • The Convenor writes the cheque and arranges for one Co-signer.
  • The Youth Leadership Fund account will have a minimum of three signatories.
  • Financial assistance is limited to $150 for an individual attending a program/activity.
  • The Youth Leadership Fund has a separate bank account from the General Funds of the Congregation and the Convenor oversees the safekeeping of the passbook and other pertinent bank data.
  • The Convenor keeps Session appraised of the funds available.
  • The Youth Leadership Fund is audited yearly.


¹ A registered charity cannot issue an official donation receipt if a donor has directed the charity to give the funds to a specified person or family. (Canada Revenue Agency - Gift (directed) CSP-G05, CSP-R05)

¹ At Arm's length. A tax concept describing a relationship in which the parties are acting independently of each other. The opposite, not at arm's length, covers people acting in concert with separate interest, including individuals who are related to each other by blood, marriage, adoption, common-law relationships, or close business ties (Canada Revenue Agency, IT-419, Income Tax Act, RSC. 1985 (5 Supp.) c.1 ss 251(1) to (6).


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