By-Laws of the Thunder Bay Deanery Council

By-Laws of the Thunder Bay Deanery Council
Adopted May 6, 2000
Amended April 5, 2003; October 2, 2004
Revised September 22, 2007
Amended October 18, 2008, March 13, 2010, May 26, 2012

The Diocese of Algoma Canon G-1 on the Deanery Council provides for the purpose and organization of the Deanery Council.

Preamble: Canon G-1 Par 5. Each Deanery Council shall develop and strengthen the mission and ministry of the church in the Deanery and address such other areas of concern as may arise including the policies and programs referred to it from the Synod or the Executive Committee.

MEMBERS OF THE DEANERY COUNCIL

(Canon G-1 Par 2)
1. The voting members of Deanery Council shall be:
a. the clergy holding the Bishop’s license to serve in the Deanery;
b. the lay incumbents licensed by the Bishop to serve in the Deanery;
c. the Deanery Lay Stewards;
d. the Lay Delegates to Synod from Deanery parishes or their alternatives;
e. the three Deanery Youth Delegates to Synod, the Deanery Youth Representative to the Diocesan Youth Ministry Committee, and the Deanery Youth Coordinator(s);
f. the Churchwardens of the Deanery parishes or their deputies;
g. a representative of the Deanery Anglican Church Women;
h. the Deanery Warden of Lay Readers;
i. the Deanery Child and Youth Facilitator;
j. the Deanery Program Associate; and
k. the Deanery Officers and appointments:
i. Deanery Council Chair,
ii. Deanery Secretary,
iii. Deanery Treasurer,
iv. Chair of any committee appointed by Deanery Council,
v. Deanery PWRDF Coordinator, and
vi. Chair of the Mission to Seafarers Board of Directors.

DEANERY FINANCIAL MANAGEMENT

2. Deanery Financial Management:

Establishment of the Deanery Fund
a. There shall be a Thunder Bay Deanery Fund to provide for the necessary expenses of the Deanery and for projects to promote the common mission of the Deanery parishes.

b. The Fund shall be derived from any of the following sources:

i. A levy assessed on each parish;
ii. Donations;
iii. Transfers from the Diocese of Algoma;
iv. Miscellaneous income; and
v. Unexpended funds from the previous year, which shall include all budgetary balances.

Levy
c. The Deanery Levy will be assessed yearly as a percentage of the actual apportionment of the current year. The percentage assessed shall be approved at the Fall Deanery Council meeting.

Disbursements from the Fund
d. The process for approving disbursements is:

i. A budget shall be approved at the Fall Deanery Council meeting or next available meeting, including the following categories:
1. Administrative Expenses,
2. Travel re-imbursement to Deanery Council meetings,
3. Projects,
4. Deanery Communications Committee, and
5. Seed Money for new Deanery projects.
ii. The Finance Committee may approve a request covered under the Seed Money in the approved Deanery Budget, in consultation with the Archdeacon and Deanery Officials;
iii. The Archdeacon and Deanery Officials may approve an expenditure of $200 or less that was not previously approved by Deanery Council; and
iv. All other financial motions providing for disbursements other than those covered in the annual budget must be submitted to the Chair of Deanery Council at least one month prior to the upcoming Deanery Council meeting.

Signing Officers
e. The Archdeacon, Deanery Officials (Regional Dean and 2 Lay Stewards) and Deanery Treasurer shall be signing officers and two signatures shall be required.

Financial Review
f. i. The fiscal year of the Deanery of Thunder Bay shall be from January 1st to December 31st; and

ii. A person to do the financial review shall be appointed by the Deanery Council at the Fall Deanery Council meeting or next available meeting.

iii. A financial review of the Deanery Financial Records shall be completed on an annual basis and in writing to the Signing Officers at least one week prior to the first Deanery Council meeting of the subsequent year.

TREASURER

3. a. The Deanery Council elects the Treasurer. [Canon G-1 Par 3 b)]

b. The Treasurer is responsible to the Deanery Officials for the accounting of Deanery Funds, and the paying of authorized expenses. Specific duties include:

i. Collection of the Deanery Levy from parishes;
ii. Preparation of a Financial Report for each Deanery Council meeting in an outline that reflects the current year’s budget format;
iii. Distribution of an Annual Financial Report to each parish in January; and
iv. Maintaining financial files.

DEANERY EXECUTIVE COMMITTEE

4. a. The purpose of the Deanery Executive Committee is to provide leadership for the Deanery Council: monitoring the implementation of decisions of Deanery Council, preparing the agenda for the Deanery Council and from time to time ensuring that the Deanery By-Laws are updated.

b. The Deanery Executive Committee consists of the Archdeacon, Deanery Officials, Deanery Council Chair, Chairs of the Deanery Committees and a youth member who is a Deanery Youth Delegate to Synod and appointed by the Deanery Youth Unit.

c. The Deanery Council Chair calls meetings of the Deanery Executive Committee.

d. The Deanery Council Chair chairs the Deanery Executive Committee meetings.

e. If the Chair is unavailable, the Regional Dean shall carry out the duties of the Chair.

DEANERY PWRDF CO-ORDINATOR

5. a. Appointment of Deanery Primate’s World Relief and Development (PWRDF)
Co-ordinator:

i. The term of the Deanery Co-ordinator is from Synod to Synod;
ii. The Deanery Council Chair shall call a meeting of Deanery Council within the month prior to the convening of Synod to elect the Deanery PWRDF Co-ordinator; and
iii. For a person to be nominated as the Deanery PWRDF Co-ordinator, he or she does not need to be a member of the Deanery Council at the time of election.

b. The Deanery PWRDF Co-ordinator will:

i. work with the parish PWRDF Co-ordinators to plan Deanery events; and
ii. liase with the Diocesan PWRDF Co-ordinator to facilitate the flow of resources to the parish PWRDF Co-ordinators.

TERMS OF REFERENCE FOR DEANERY COMMITTEES

6. a. The Deanery Council Chair shall call a meeting of Deanery Council within the month prior to the convening of each regular Synod to elect Deanery Committees.

b. The term for a standing committee is from a regular Synod to the following regular Synod.

c. The Deanery Council at any time may appoint an ad hoc committee for a limited term.

d. To be eligible to sit on a Committee, a person must be nominated by a member of Deanery Council with the consent of the person.

e. Each Committee elects its chair and secretary from among its own members.

NOMINATING COMMITTEE

7. a. The Deanery Council shall appoint a Nominating Committee to present nominations for Regional Dean, Lay Steward, Deanery Council Chair, Deanery Council Secretary, Deanery Treasurer, Deanery PWRDF Coordinator, and standing Deanery Committees.

b. The Nominating Committee shall consist of:

i. The Archdeacon or one Deanery Official; and
ii. Two or more members of Deanery Council.

MUTUAL MINISTRY COMMITTEE

8. a. Mutual Ministry is the sharing, by laity and clergy, of promoting God’s Word and caring for God’s people. Every Christian has an important role or ministry, as members of the Body of Christ. (1 Corinthians 12:27)

b. The Mutual Ministry Committee’s mandate is to promote a “ministry attitude”, rather than a “volunteer attitude” (for what the laity do), amongst the laity and clergy, and to provide opportunities to enhance skills required for these roles. (Ephesians 4:12)

COMMUNICATIONS COMMITTEE

9. The Deanery Communications Committee’s mandate is to advise the Deanery Council on communications policy and to collect and distribute information in the Deanery that will promote parishes and church organizations.

FINANCE COMMITTEE

10. a. The Finance Committee’s mandate is to:

i. Prepare an Annual Deanery Budget;
ii. Advise the Treasurer on the preparation of Financial Reports;
iii. Make recommendations to the Deanery Council on financial policy; and
iv. Nominate a person to review the financial records.

b. The Deanery Finance Committee shall consist of:

i. The Deanery Treasurer;
ii. The Archdeacon and Deanery Officials appoints the Archdeacon or one Deanery Official; and
iii. The Deanery Council elects at the Pre-Synod meeting four persons.

AMENDING BY-LAWS

11. A motion to amend By-laws must be sent out in writing, including electronic means, to Incumbents and Wardens 30 days prior to the Deanery Council meeting and passed by a 60 % majority of voting members present.

APPENDIX 1

The following were the previous terms of reference for the Mutual Ministry Team and are included for reference, but are NOT in force.

a. The mutual ministry team is comprised of two committees, the clergy committee and the staff committee. The Mutual Ministry Co-ordinator chairs both committees.

b. The Deanery Council, on an annual basis, appoints the Mutual Ministry Co-ordinator at the spring Deanery Council meeting. The Co-ordinator is a member of Deanery Council, and is accountable to the Deanery Council.

c. The clergy committee is comprised of any incumbents and other clergy of the deanery who volunteer to participate, the Mutual Ministry Co-ordinator, and any laity of the staff committee who wish to attend and participate. Meetings for this clergy committee will be scheduled at a time convenient for the clergy and co-ordinator, presently the occasional Tuesday morning, as needed.

d. The staff committee is comprised of any laity who volunteers to work on the committee, the Mutual Ministry Co-ordinator and any incumbents and other clergy, of the clergy committee, who wish to attend and participate. This committee will meet at a time mutually agreeable to the laity and co-ordinator. Representation from each parish is encouraged. Requests for volunteers will be solicited at the spring Deanery Council meeting and any of the events that the Team runs. Volunteers are accepted at any other time on an individual basis.

e. The function of the clergy committee is primarily to explore the direction for the Team for the year, and to assist in designing the events.

f. The staff shares with the clergy committee the responsibility for designing the events and the staff will be responsible for administering the events.

g. Both committees meet as needed.

h. Decision-making by consensus is preferred but should a vote need to be taken, each parish represented at that meeting has one vote.

i. The Mutual Ministry Co-ordinator is responsible for:

i. preparing agendas for all clergy and staff meetings;
ii. chairing the meetings;
iii. submitting reports to each Deanery Council meeting;
iv. submitting an annual financial report to the Deanery Council; and
v. co-ordinating the efforts of the two committee’s and the efforts of the volunteers of each event.

j. Each incumbent and clergy member is responsible for:

i. attending clergy committee meetings regularly;
ii. taking his/her own record of the meetings;
iii. promoting the events in his/her parish; and
iv. keeping Clericus apprised of the business of the committee and seeking its input.

k. Each laity staff member is responsible for:

i. attending staff meetings regularly;
ii. taking his/her own record of the meetings;
iii. keeping his/her Incumbent apprised of the business of the committee and seeking his/her input;
iv. promoting the events in his/her parish; and
v. assisting with the work required to run the events.