Hamilton Conference Executive April 26, 2018 E 5. Draft Minutes of the EXECUTIVE OF HAMILTON CONFERENCE. November 16, 2018

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1 Hamilton Conference Executive April 26, 2018 E 5 Draft Minutes of the EXECUTIVE OF HAMILTON CONFERENCE November 16, 2018 Authority "Changing Seasons" The Executive of Hamilton Conference met at the call of the President on Friday, November 16, 2018 at Hamilton Conference Office. A quorum was present. Attendance Laity: Rosemary Addison, Margaret Blewett, E. Ann Fleming, John Hurst, Nancy Risto, Sybil Wilson Ministry Personnel: Cathy Dilts, Gord Dunbar (Past-President), Peter Hartmans, Deborah Laforet (President-Elect), Heather Leffler (President), Janet MacDonald, Christina Paradela, Tim Reaburn, Bill Thomas, Bill Wheeler, Kate Young, Judy Zarubick Corresponding Members: Diane Blanchard, Lillian Gohn, Ross Hibberd, Kim Uyede-Kai Recording Secretary: Barbara Hampson Regrets: Debra McGill, Lyn Workman Worship President Heather Leffler led the Executive in opening worship. Constitution The President constituted the Court in the name of Jesus Christ, Head of the Church, to deal with the business that might rightfully come before it.

2 E 6 Hamilton Conference Executive April 26, 2018 Agenda Motion: Sybil Wilson/John Hurst That the agenda be approved as circulated and amended: Executive Minutes Motion: Ann Fleming/Gord Dunbar That the Hamilton Conference Executive approve the minutes of the April 26, 2018 meeting of the Executive of Hamilton Conference as distributed: Motion: Gord Dunbar/Christina Paradela That the minutes of the teleconference meetings of the Sub-Executive of Hamilton Conference on June 12, 2018, and June 29, 2018, be received for information: Correspondence Motion: Judy Zarubick/Sybil Wilson That Hamilton Conference Executive receive the list of correspondence (Appendix A, E 9) ) for information: Conference Transition and Regions 8 & 9 Updates Peter Hartmans and Heather Leffler gave an update on the transition. Report for Information Division of Ministry Personnel and Education Judy Zarubick gave a report. Motion: Margaret Blewett/Rosemary Addison That Hamilton Conference Executive receive the report of the Division of MP&E (Appendix B, E 10) for information Reports for Action Financial Statements to Date John Hurst and Janet MacDonald provided background information. Motion: John Hurst/Janet MacDonald That the Balance Sheets and Income Statements (Appendix C, E 13 15) be received for information: Distribution of Conference Assets, including Olivet United Church Fund John Hurst provided background information.

3 Hamilton Conference Executive April 26, 2018 E 7 Motion: John Hurst/Judy Zarubick That Hamilton Conference Executive accept the recommendations of the Finance Committee with regard to distribution of Conference Assets (Appendix D ): Charitable Status Peter Hartmans provided background information. Motion: Margaret Blewett/John Hurst In implementation of the duly authorized changes to the internal structure of The United Church of Canada, Hamilton Conference RR0001 hereby consents to amalgamation with Halton Presbytery RR0001, Niagara Presbytery RR0001, Hamilton Presbytery (not registered) and Erie Presbytery RR0001 to form Region 9, legal name to be determined The United Church of Canada effective January 1, The new entity is to operate under existing BN# RR0001 as provided for in the CRA amalgamation guidelines: Request from Hamilton Presbytery Peter Hartmans provided background information. Motion: Sybil Wilson/Margaret Blewett That the Hamilton Conference Executive approve the request of Hamilton Presbytery for one-third of the cost to offset the cost of a pastoral charge review and a minister review: Two Abstensions: Bill Wheeler, Christina Paradela Motion: Christina Paradela/Judy Zarubick That the Hamilton Conference Executive approve the request of Waterloo Presbytery for one-third of the cost to offset the cost of a pastoral charge review: Queens Bush Rural Ministries Peter Hartmans provided background information. Motion: Peter Hartmans/Rosemary Addison That the Hamilton Conference Executive approve the request of Queens Bush Rural Ministries that prior to closing, all assets of the corporation be given to the Canadian Foodgrains Bank: Motion: Peter Hartmans/Bill Wheeler That the Hamilton Conference Executive approve the request of Queens Bush Rural Ministries to dissolve the corporation: Approval of Corporation Boards Peter Hartmans provided background information.

4 E 8 Hamilton Conference Executive April 26, 2018 Motion: Peter Hartmans/Gord Dunbar That the Hamilton Conference Executive approve the list of directors for Five Oaks and Glenco Nursing Home (Appendix E, E 16 17): Skylight Festival Request for Funding A request for funding has been passed on to Regions 8 and 9. Conference Interview Board Recommendation Diane Blanchard and Ann Fleming provided background information. Worship Motion: Ann Fleming/Judy Zarubick That the Executive of Hamilton Conference accept the recommendation of the Hamilton Conference Interview Board that the Rev. Chewe Mulenga be approved for appointment in the United Church of Canada: Heather Leffler led the Executive in closing worship that included communion. Peter thanked Heather for her leadership. The meeting was adjourned at 11:10 p.m. Heather Leffler, President Peter Hartmans, Executive Secretary

5 Hamilton Conference Executive April 26, 2018 E 9 Appendix A Correspondence LIST OF CORRESPONDENCE HAMILTON CONFERENCE EXECUTIVE November 2018 The following correspondence comes to the November 16, 2018 meeting of the Executive of Hamilton Conference: FOR INFORMATION: 1. May 23, 2018 Letter of appreciation from William Bartlett, President of Newfoundland and Labrador Conference for work in handling an administrative investigation 2. July 18, 2018 Letter to Premiere Doug Ford re Truth and Reconciliation Commission Calls to Action 3. October 13, 2018 Letter from Bob Brunner re The Reverend Chewe Mulenga

6 E 10 Hamilton Conference Executive April 27, 2017 Appendix B Report for Information Division of MP&E Report to Conference Executive November 16, 2018 The Division of Ministry Personnel & Education met on October 11, 2018 at the conference office. Requests for sacrament privileges were received from Bruce, Erie, Niagara and Waterloo Presbyteries and for Licenses to Solemnize Marriages from Erie and Niagara. The following motions were approved: 1. That having received the application for sacramental privileges and having found it consistent with the Manual 2016 I-2.4 (page 178) and the Hamilton Conference Policy, the Hamilton Conference Division of Ministry Personnel and Education approve the request of Mount Carmel-Zion United Church, Morriston, of Waterloo Presbytery that Margaret Ruggles, DM be granted a license to administer the sacraments in Waterloo Presbytery for the duration of the pastoral relationship. 2. That having received the application for sacramental privileges and having found it consistent with The Manual 2016 I-2.4 (page 178) and the Hamilton Conference policy, the Hamilton Conference Division of Ministry, Personnel and Education approve the request for Doug Brown, Designated Lay Minister-retired, to conduct the sacraments within the bounds of Bruce Presbytery while he remains a member in good standing. Effective from July 1, 2018 until June 30, That having received the application for sacramental privileges and having found it consistent with The Manual 2016 I-2.4 (page 178) and the Hamilton Conference policy, the Hamilton Conference Division of Ministry, Personnel and Education approve the request for Judy Zarubick, Designated Lay Minister-retired, to conduct the sacraments within the bounds of Bruce Presbytery while she remains a member in good standing. Effective July 1, 2018 until June 30, That having received the application for sacramental privileges and having found it consistent with The Manual 2016 I-2.4 (page 178) and the Hamilton Conference policy, the Hamilton Conference Division of Ministry, Personnel and Education approve the request for Gail Clarkson, Diaconal Minister-retired, to conduct the sacraments within the bounds of Bruce Presbytery while she remains a member in good standing. Effective July 1, 2018 until June 30, That having received the application for sacramental privileges and having found it consistent with The Manual 2016 I-2.4 (page 178) and the Hamilton Conference policy, the Hamilton Conference Division of Ministry, Personnel and Education approve the request for Russell Rogers, Designated Lay Minister-retired, to conduct the sacraments within the bounds of Bruce Presbytery while he remains a member in good standing. Effective from July 1, 2018 until June 30, That having received the application for sacramental privileges and having found it consistent with the Manual 2016 I-2.4 (page 178) and the Hamilton Conference Policy, the Hamilton Conference Division of Ministry Personnel and Education approve the request of Waterloo Presbytery that Marilyn Burnard, DM be granted

7 Hamilton Conference Executive April 26, 2018 E 11 Appendix B Report for Information a license to administer the sacraments within the bounds of Waterloo Presbytery while she remains a member in good standing. Effective until June 30, That having received the application for sacramental privileges and having found it consistent with the Manual 2016 I-2.4 (page 178) and the Hamilton Conference Policy, the Hamilton Conference Division of Ministry Personnel and Education approve the request of Bethany and Fenwick United Churches, of Niagara Presbytery that Dianne Everitt, Student Intern be granted a license to administer the sacraments in the Bethany and Fenwick United Churches for the duration of the pastoral relationship. 8. That having received the application for sacramental privileges and having found it consistent with the Manual 2016 I-2.4 (page 178) and the Hamilton Conference Policy, the Hamilton Conference Division of Ministry Personnel and Education approve the request of Grace United Church, Niagara on the Lake, of Niagara Presbytery that Maureen Ellison, DLM be granted a license to administer the sacraments in Niagara Presbytery for the duration of the pastoral relationship. 9. That having received the application for sacramental privileges and having found it consistent with the Manual 2016 I-2.4 (page 178) and the Hamilton Conference Policy, the Hamilton Conference Division of Ministry Personnel and Education approve the request of Selkirk Pastoral Charge, Selkirk, of Erie Presbytery that Amadeus Pyralis, Student Supple be granted a license to administer the sacraments in Selkirk Pastoral Charge for the duration of the pastoral relationship. 10. That the Hamilton Conference Division of Ministry, Personnel and Education recommends to Conference Executive Secretary approval of the request of the Selkirk Pastoral Charge and Amadeus Pyralis be authorized to use his marriage licence for the duration of the pastoral relationship. 11. That having received the application for license to solemnize marriages and found it consistent with the Hamilton Conference Policy section G, the Hamilton Conference Division of Ministry, Personnel and Education recommends to Conference Executive Secretary approval of the request of Fenwick Pastoral Charge, Niagara Presbytery, that Dianne Everitt, student supply, be considered eligible to solemnize marriages in Ontario for the duration of the pastoral relationship. CIES met on November 13, They have three interns; Dianne Everitt at Fenwick and Bethany United Churches at Fenwick and Dunnville, Scott Beckett at Trinity United Church, Beamsville, and Kerry Stover at Kincardine United Church, Kincardine. There are seven AST Students; Gavin Williams, Jan McCormick, Gail Fricker, Alison Miculan, Marsha Roberts, Caitlin MacKenzie, and Amadeus Pyralis. There are two DLM students; Janice Pow and Joyce Johnson.

8 E 12 Hamilton Conference Executive April 27, 2017 Appendix B Report for Information Education and Students Committee will have two candidates for interview on the New Ministries Day on December 7, 2018 at Five Oaks. They are Marsha Roberts from Bruce Presbytery and Scott Beckett from Halton Presbytery. The Interim Ministry Committee had their last meeting on October 24, An Interim Ministry Retreat took place at Five Oaks on October 30, 2018 at 1:00 pm until October 31, 2018 at 1 from Jenny Stephens, from the Office of Vocation came to discuss Interim Ministry in the new structure. Next retreat is scheduled for April 30-May 1, 2019 at Five Oaks. Settlement Committee had their final meeting on Tuesday, October 2, 2018 by Conference Call. The Pensions and Benefits Committee has concerns about how the work of this committee, advocating for the United Church pensioners in our area will be carried on once the conference is no longer. The Hamilton Conference Retirees Association held its Annual meeting at Wellington Square United Church in Burlington on October 2. We had the largest attendance in a number of years with approximately 85 pensioners/spouses/guests present. The Association will continue - probably including regions 8 and 9 - essentially the same constituency but with a new name to reflect the new regions. Next year s meeting will be at Wellington Square once again on the first Tuesday of October. The Association has also been working at creating a data-base of all pensioners within the regions. The Interview Board met October 13 and November 3, The Division of MP&E set the end of November as a deadline for receiving Sacramental Licence Requests. All Presbytery Secretaries were notified of the deadline. Any sacramental requests received by the deadline date will be ratified by a Conference Call early in December Submitted by Judy Zarubick, DLM, BTh Chair of the Division of MP&E

9 Hamilton Conference Executive April 26, 2018 E 13 Appendix C Financial Statements

10 E 14 Hamilton Conference Executive April 27, 2017 Appendix C Financial Statements

11 Hamilton Conference Executive April 26, 2018 E 15 Appendix C Financial Statements

12 E 16 Hamilton Conference Executive April 27, 2017 Appendix E Corporation Boards FIVE OAKS BOARD OF DIRECTORS Board Contact Information Fall Spring 2019 Amira Ayad 3503 Wass Crescent, Oakville, ON L6L 6G amira.ayad@mail.utoronto.ca Pam Byers 538 Acadia Dr., Hamilton, ON L8W 3A pamb538@gmail.com Barb Fullerton 9 Long Lane, Paris, ON N3L 4E barbfullerton@gmail.com Quraish Hussain 5 Eastview Ave., Hamilton. On L8E 1H windsurf786@gmail.com Jayne Little 14 Hopeton St., Cambridge, ON N1R 3T jaynelittle.public@gmail.com Ausma Malik 901 Queen St. W, Unit 401, Toronto, ON M6J 3X ausmalik@gmail.com Andrew Macpherson 13 Gardiner Place, Woodstock, ON N4S 8J aamac22@gmail.com Rob Stapleford 3133 Watercliffe Ct., Oakville, ON L6M 0K rstapleford2@cogeco.ca Yvonne Stewart 980 Broadview Ave., Suite 1006, Toronto, ON M4K 3Y y.stewart@sympatico.ca Renee Thomas-Hill 1287 Mohawk Rd., R.R.# 1, Ohsweken, ON N0A 1M erhill@live.ca Corresponding member: Ross Carson 243 Lloyd Ave Newmarket, ON L3Y 5L blackcar@rogers.com

13 Hamilton Conference Executive April 26, 2018 E 17 Appendix E Corporation Boards CURRENT MEMBERS and DIRECTORS of GNHM (effective March 2018) Members Robert Stapleford Bruce Francis Doug Mills (Presbytery Rep) Kendra Hobbes Harold Reimer Kathi Marling Thom Budd Jan Peters Directors Robert Stapleford Bruce Francis (E) Doug Mills Kendra Hobbes (E) Harold Reimer Allan Anderson Christopher Middlebro (E)

14 E 18 Hamilton Conference Executive April 27, 2017 Appendix E Corporation Boards

15 Hamilton Conference Executive April 26, 2018 E 19 Appendix A Financial Statements

16 E 20 Hamilton Conference Executive April 26, 2018 Appendix A Financial Statements

17 Hamilton Conference Executive April 26, 2018 E 21 Appendix A Financial Statements

18 E 22 Hamilton Conference Executive April 26, 2018 Appendix A Financial Statements

19 Hamilton Conference Executive April 26, 2018 E 23 Appendix B Report for Information Division of MP&E Report to Conference Executive April 26, 2018 The Division of Ministry Personnel & Education met on Apr. 19, 2018 by conference call. Requests for sacrament privileges were received from Halton, Niagara and Waterloo Presbyteries and for Licenses to Solemnize Marriages from Halton and Niagara. The following motions were approved: 1. that having received the application for license to solemnize marriages and found it consistent with the Hamilton Conference Policy section G, the Hamilton Conference Division of Ministry, Personnel and Education recommends to Conference Executive Secretary approval of the request of Bethel-Cooks Mills Pastoral Charge, Niagara Presbytery, that Karen Orlandi, student supply, be considered eligible to solemnize marriages in Ontario for the duration of the pastoral relationship. 2. that having received the application for sacramental privileges and having found it consistent with The Manual 2016 I-2.4 (page 178) and the Hamilton Conference policy, the Hamilton Conference Division of Ministry, Personnel and Education approve the request of Carlisle/Kilbride Pastoral Charge, Halton Presbytery, that Gavin Williams (SS) be granted a license to administer the sacraments in that Pastoral Charge for the duration of the pastoral relationship. 3. that having received the application for license to solemnize marriages and found it consistent with the Hamilton Conference Policy section G, the Hamilton Conference Division of Ministry, Personnel and Education recommends to Conference Executive Secretary approval of the request of Carlisle/Kilbride Pastoral Charge, Halton Presbytery, that Gavin Williams, student supply, be considered eligible to solemnize marriages in Ontario for the duration of this pastoral relationship. (Gavin already has a license from the Ontario Government so it just requires Peter Hartman s approval since Gavin Williams moved Pastoral Charges) 4. At the request of Waterloo Presbytery and Deborah Deavu, that having received the application for sacramental privileges and having found it consistent with The Manual 2016 I (page 177) and the Hamilton Conference policy, the Hamilton Conference Division of Ministry, Personnel and Education approve the request for Deborah Deavu, Diaconal Minister, to conduct the sacraments within the bounds of Waterloo Presbytery while she remains a member in good standing. Effective until June 30, CIES has one intern for the National Matching Meeting on June 13, and two sites available. There are 6 AST Students and 1 DLM Student.

20 E 24 Hamilton Conference Executive April 26, 2018 Appendix B Report for Information Education and Students Committee have recommended for Ordination on Saturday, May 26, 2018 at the Conference AGM: Andrew Macpherson (the P is lower case), Hamilton Presbytery and Robert Lawson, Erie Presbytery. Present Candidates: Niagara has 3; Hamilton has 1; Halton has 2; Erie has 4; and Bruce has 3 plus 1 on long term disability just now. At the April 18, 2018 E&S Committee meeting a conversation was held with Emmanuel College representatives: Wanda Chin (Registrar), Professor Tom Reynolds (Vice Principal) and Professor Phyllis Airhart (Acting Principal). The Interim Ministry Committee will meet on May 8, The Pensions and Benefits Committee was to meet with the Retirees Association but it was cancelled due to the weather and has not yet been rescheduled. Transfer & Settlement - As of April 6 meeting of Transfer, identified 43 candidates for order of ministry, ready for commissioning/ordination, most of whom will be looking to find their own ministry positions. Of the 43, three are diaconal candidates. One of the 43 was interested in obtaining a position through action of transfer and settlement. Also at time of Transfer one ministry setting (in Manitou Conference) was requesting a minister. And, as it turns out, the interests of the candidate and pastoral charge seemed a suitable match. Post GC (likely early October), there will be a Transfer conference call looking at structures and policies arising in light of decisions made at GC. Possible pastoral relations network meeting for our region to be scheduled in the fall. Purpose: learn and sort through changes in procedures. Already scheduled: an April 30 webinar at 1 pm ET on our new pastoral relations system. Check United-in-Learning website info to sign up. Hosted by Deb Kigar (Hamilton) and Wendy Cranston (GC staff). The Called to Leadership Event Many positive responses on the evaluation forms! Resource people were great Richard Choe & Betty Pries. It is good to keep the cost down for people to attend. Attendees only had to pay for their meal. 30 in attendance. An Interim Ministry Retreat In the Midst of Change..take a deep breath took place at Five Oaks on April 11 from 2 p.m. to April 12 at 2 p.m. Jenny Stephens, from the Office of Vocation came to discuss Interim Ministry in the new structure. Next retreat is scheduled for October 30-31, 2018 at Five Oaks. Submitted by Judy Zarubick

21 Hamilton Conference Executive April 26, 2018 E 25 Appendix B Report for Information Hamilton Conference Staff Committee In the staffing model that has been adopted, there will be five or six Executive Ministers serving two or three Regions. Each Executive Minister will work with one full-time administrative support person. The Executive Ministers will consult with Staff Committees about placing Staff and Administrative Staff. This has already happened to some degree in our Region. Rosemary took part in a national conference call on February 21, along with representatives from Staff Committees and Conference Executive Secretaries from all Conferences of the United Church. Each Conference shared best practices in dealing with the process of transition, as well as, the results of the Remit votes. Not every Conference has a Staff Committee. With those without Staff Committees the Executive Secretary acted as the major support to Staff. The amount of anxiety amongst Staff across the country varies. The common concerns at that time were with severance, termination, and, the fact that there was no clear formula at that time for staffing. As the Chair of the Staff Committee, Rosemary has been asked to attend the monthly Staff Meeting of Conference Staff in a supportive role. This seems to have been appreciated. The Staff Committee met with the Staff for an informal gathering and conversation on March 27. Staff members spoke freely about worries, hopes, and possibilities for the future. This was an incredibly special time for Lynne, Bob and I. The level of trust that the Staff has in us is such an honour. Members of the Staff Committee, are committed to being supportive to Staff members at this time by meeting consistently, by checking in with Staff as often as possible, and, by making ourselves available for conversations when needed. We also wish to act as advocates for our Staff members, should we be consulted as a Committee, or, individually. On March 21, 2018 the Executive Ministers for the Regional Councils were announced. The Rev. Peter Hartmans will assume the position of Executive Minister of Regional Councils 6 and 10, which include Northern Ontario and Toronto. The Rev. Cheryl-Ann Stadelbauer-Sampa will be the Executive Minister of Region Councils 7, 8, and 9, which include Southwest Ontario into the Bruce. Region 9 contains a large part of the former Hamilton Conference. Rev. Cheryl-Ann met with the present Staff of Hamilton Conference on April 10, 2018, in order to introduce herself. Rosemary, in her capacity as Chair of the Staff Committee also attended the meeting. After the business meeting, and lunch, Rev. Cheryl-Ann met with each Staff member individually. She also met with Rosemary to talk about the role that the Staff Committee has had in Hamilton Conference. The next meeting of The Staff Committee will be in mid-may, hopefully before the next Staff Meeting. The Staff Committee will continue to be supportive in any way we are able. Submitted by Rosemary Addison