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Diocesan Synod, Council and Committees
Community Ministry Development Committee
The committee strengthens, broadens and enhances the Diocese's ability to serve in the communities of God's world by providing support, leadership and oversight to community ministries, both current (Centre 454, The Well/La Source, Cornerstone, and The Ottawa Pastoral Centre) and future programs.
The Community Ministry Development Committee has authority as delegated by the Diocesan Council on matters related to programs, services and budgets within its mandate. In particular, the Community Ministry Development Committee is responsible for:
- Ensuring programs and services are consistent with the mission and strategy of the Diocese and recommending changes, from time to time as needed, to individual programs and services (such as vision, goals, strategies)
- Overseeing programs and services within its mandate
- Developing approaches to monitor the effectiveness of programs and services within its mandate and reporting to Council on program effectiveness
- Providing advice and feedback to program leaders on program development and performance
- Reviewing program and service requests and proposals, and providing them to Diocesan Council as required
- Providing oversight of related legal entities within its mandate
- Working with community partners in identifying solutions to community issues
- Identifying and promoting awareness of issues, trends and emerging needs in the broader community in concert with diocesan policy and other diocesan communication initiatives
- Working in concert with the Audit and Risk Committee to provide oversight of key risks
- Reviewing the Canons, By-Laws and Regulations of the Diocese that pertain to community ministry matters at least annually and recommending any changes to Diocesan Council
- Establishing and overseeing subcommittees as deemed necessary by the committee in collaboration with the Governance and Communications Committee.
Membership and composition
- Composed of a maximum of 12 members of which at least two members and no more than one-third must also be members of the Diocesan Council
- Includes a mix of clergy and lay members. A minimum of one member will be drawn from the rural regions of the Diocese. In addition, at least one member shall be experienced in each of the following areas: social
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Diocesan Council
The Anglican Diocese of Ottawa strives to enable people to know Jesus Christ, live and share the Good News, grow in faith and serve God's world. It fulfills its vision and mission through Diocesan Council and other governing bodies.
As delegated by Synod, the mandate of Diocesan Council is to provide leadership and oversight and set strategic direction. Diocesan Council sets appropriate frameworks and policies to support the achievement of the Diocesan mission. Council is responsible, with the Bishop, for overseeing the implementation of strategic plans, stewardship of the resources of the Diocese, and the management of its governance with the purpose of supporting the parishes and the Diocese to fulfill the mission of God.
Accountability
In partnership with the Bishop, Diocesan Council is accountable to Synod and has responsibility and authority for the Diocese as defined in the Canons, By-laws and Regulations.
In particular, Diocesan Council is accountable, either directly or through its committees, for:
- Developing long term goals and plans for the development of the Diocese, as well as mechanisms to review progress against the strategic plan and other Diocesan goals
- Providing overall strategic guidance to the Diocese including endorsing the strategic direction, priorities and allocation of resources in line with the strategy
- Monitoring and assessing performance against key targets and objectives
- Developing and maintaining principles and processes for effective governance
- Ensuring there is effective management of finances and risk
- Providing advice on and assisting with the engagement of parishes and parishioners as well as members of the broader community
- Approving policies and practices for the Diocese and recommending modifications to Canons, By-laws and Regulations to Synod.
Responsibilities of members of the Diocesan Council
All members of Diocesan Council have a basic duty to discharge individual duties in good faith. While the Diocese seeks a council reflective of diverse experiences and perspectives, Council members are responsible for acting on behalf of the Diocese as a whole when making a decision. Members are required to address and report potential conflict-of-interest situations in accordance with Diocesan policy. Members are expected to prepare for and attend Council meetings and serve on at least one committee.
It is the responsibility of all members of Council to act as partners with the Chair and to work with other Council members so that Council functions as a deliberative and participative body. The Chair is expected to facilitate effective and collaborative debate of the issues and suggestions brought forward to Council. Whatever views and opinions are shared in Council, members are expected to impartially represent the actions or decisions of Council to others.
Members of Diocesan Council are members of Synod for the duration of their term on Diocesan Council.
Council operations
Agenda
The agenda is set by the Chair and supported by the Lay Secretary and Clerical Secretary.
Decision-making authority
Council exercises the authority granted to it in the Canons, By-laws and Regulations, and by the discretion of the Bishop. Council retains the right to make decisions except where it has expressly delegated decision-making authority to one of its committees (Governance and Communications, Community Ministry Development, Parish Ministry Development, Financial Affairs, Risk and Audit) or a member of the Diocesan staff. Committees may not further sub-delegate authorities without the permission of Council.
Council appoints the chairs of its committees from the current membership of the Council
Documents
All Council meeting documents normally are provided to Council members for review at least one week in advance of the Council meeting date. All items for the agenda are to be received by the Lay Secretary and Clerical Secretary at least fourteen days prior to the date of the meeting.
Frequency
Diocesan Council meets formally four to six times per year. The Bishop may request additional meetings if deemed necessary.
Quorum
Meetings require a quorum of 11 of the 19 voting Council members to be present. Council members are expected to actively participate in meetings including attending council meetings, reviewing meeting documentation, evaluating reports, and reading minutes.
The Lay Secretary and Clerical Secretary attend ex officio (non-voting). Staff members attend as required as resource persons or presenters.
Standing Committees
Diocesan Council has five very active standing committees:
Community Ministry Development, Financial Affairs,
Governance and Communications, Parish Ministry Development, Risk and Audit.
Responsibilities of members
All members of committees have responsibility for discharging their individual duties in good faith. While the Diocese seeks committees reflective of the diverse experiences and perspectives of the Diocese, committee members are to act on behalf of the Diocese as a whole, when making a decision. Members are required to address and report potential conflict-of-interest situations in accordance with Diocesan policy. Members are expected to prepare for and attend committee meetings.
It is the responsibility of all members of committees to act as partners with the committee chairperson and to work with other committee members so that the committee functions as a deliberative and participative body. The committee chair is expected to facilitate effective and collaborative debate of issues and suggestions brought forward to the committee. Whatever views and opinions are shared in committee, members are expected to impartially represent the actions or decisions of the committee to others outside of the committee.
Agenda
The agenda is set by the Chair.
Attendance
Meetings require a quorum of 60% of the voting committee members to be present. Committee members are expected to actively participate in meetings including attending meetings, reviewing meeting documentation, evaluating reports, and reading minutes.
Decision-making authority
The committee exercises the authorities granted to it in the Canons, By-laws and Regulations, and authorities that may be granted to it at the discretion of Diocesan Council and the Bishop. Committees may not further sub-delegate authorities without the permission of Council.
Documents
All committee meeting documents are normally provided to members for review at least one week in advance of the meeting date. All items for the agenda are to be with the supporting staff member at least fourteen days prior to the date of the meeting.
Leadership
The Chair is normally a member of Diocesan Council, selected by Diocesan Council. The Vice-chair is selected by the Chair from the committee membership and need not be a member of Diocesan Council.
Policies and practices
As appropriate, committees establish internal rules and procedures, policies, and practices.
Reporting
Committees report to Council through the Chair.
Staff and other attendance
Staff members are assigned to committees, to attend and provide support as required.
The Bishop is ex officio a member of all standing committees and may attend as a member or otherwise. At the invitation of the Bishop, any Coadjutor, Suffragan or Assistant Bishop of Ottawa may likewise attend any committee meetings.
Subcommittees
Generally there are between 3-6 members per subcommittee with the addition of ex officio members as required. Membership is established by the committee based on interest and specialized skill requirements. Membership consists of a mix of committee and non-committee members, with at least 50% of subcommittee members being committee members.
Terms
Members serve for a fixed term not to exceed three years, with a limit of two consecutive terms total-except where a specific role dictates the ongoing membership of a person on a committee.
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Financial Affairs Committee
The Financial Affairs Committee assists Diocesan Council in fulfilling its oversight responsibilities for the financial and administrative matters of the Diocese, including but not limited to matters related to property, investments, insurance, and apportionment, and ensuring there is effective management of finances. The Financial Affairs Committee is focused on setting, allocating, planning and overseeing the budget of the Diocese and strategically managing the assets of the Diocese.
In particular, the committee is responsible for:
- Providing oversight and stewardship of the financial affairs of the Diocese
- Advising and making recommendations to Diocesan Council regarding its financial affairs and property matters
- Reviewing the Canons, By-Laws and Regulations of the Diocese that pertain to financial matters at least annually and recommending any changes to Diocesan Council
- Conducting financial planning, including the preparation of annual budgets or other periodic estimates of the financial requirements of the Diocese
- Conducting regular reviews of the financial standing of the Diocese in relation to the current budget
- Reviewing the audited financial statements and Auditor's Report in consultation with the Risk and Audit Committee
- Establishing, reviewing and recommending changes to financial policy (e.g. investments, property, insurance, Parish Fair Share) and financial delegations
- Considering and passing upon applications for special appeals to the Diocese for money
- Considering and approving, or recommending to Diocesan Council, all matters related to diocesan property and capital expenditures or purchases (building contracts, capital expenditures, building or structural alterations, property purchase, sale, lease, or mortgage, etc)
- Providing oversight of investments including the administration of the Consolidated Trust Fund with such responsibilities and duties as prescribed by law
- Providing oversight of benefits policies and administration (e.g. Retirement Allowance Fund; housing allowance)
- Establishing and overseeing subcommittees as deemed necessary by the committee in collaboration with the Governance and Communications Committee.
Membership
- A maximum of 10 members of which at least two members and no more than one-third must also be members of Diocesan Council.
- Includes a mix of clergy, lay members and members from rural and small parishes. A minimum of two members will be drawn from the rural regions of the
Diocese or small parishes. In addition, at least one member shall be experienced in each of the following areas: accounting, legal (real estate),
insurance, construction/project management, and investments.
Committee operations
- Meets formally eight times per year. The Chair may request additional meetings if deemed necessary.
- All committee meeting documents are normally provided to members for review at least one week in advance of the meeting date. All items for the agenda are to be with the supporting staff member at least seven days prior to the date of the meeting.
- Staff attendance: The Director of Finance will normally be in attendance at meetings.
- Additional attendance: The Chair of the Risk and Audit Committee is ex officio a member of the Financial Affairs Committee.
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Governance and Communications Committee (GCC)
GCC is responsible for developing and maintaining principles and processes for effective governance and oversees activities related to governance and communications, such as communication planning/strategy, nominations, governance assessments and committee mandates/profiles.
Governance
- Developing and maintaining policies and processes for effective governance consistent with the principles established
- Reviewing and recommending changes to council processes and procedures to optimize council effectiveness
- Maintaining current and applicable terms of reference for Diocesan Council, committees, subcommittees and task forces, as well as reviewing special governance arrangements for major projects and initiatives
- Reviewing the Canons, By-Laws and Regulations of the Diocese that pertain to governance and communications matters at least annually and recommending any changes to Diocesan Council
- Maintaining, and overseeing the execution of, an orientation program for new council and committee members
- Managing periodic assessment of council and committee structure and performance, and overall governance effectiveness
- Establishing and overseeing subcommittees as deemed necessary by the Committee in collaboration with the GCC.
Communications
- Providing guidance and direction to the development of a communications strategy in support of both the Diocese and parishes
- Endorsing the communications priorities and final strategic communications plan;
- Ensuring the allocation of resources for communications activities is in line with the strategy
- Monitoring and assessing progress against the strategic communication plan and objectives.
Nominations
- Managing and maintaining the nomination process for Diocesan Council and committees
- Managing a governance recruitment strategy and tools for the recruitment and nomination of council and committee members to strategically attract new members
- Identifying and soliciting candidates for nomination, and making nominations for Diocesan Council members
- Maintaining the council and committee composition matrixes, reviewing the composition of the council and committees and ensuring there are sufficient nominees to meet required and desired profile
- Monitoring the term of office of all council members and proactively confirming members who will be renewing their terms.
The Governance and Communications Committee will be composed of a maximum of eight members of which at least two members and no more than one-third must also be members of the Diocesan Council.
The committee includes a mix of clergy and lay members. A minimum of one member is drawn from the rural regions of the Diocese. In addition, at least one member has experience in each of the following areas: governance and communications/public relations.
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Parish Ministry Development Committee
This committee assists Diocesan Council in its oversight of programs and services that enhance the ability of parishes, clergy and lay leaders to meet the needs of their congregations and grow in faith, through personal and professional development for both paid staff and volunteers, parish planning and stewardship development.
In particular, the Parish Ministry Development Committee is responsible for:
- Ensuring programs and services are consistent with the mission and strategy of the Diocese and recommending changes, from time to time as needed, to individual programs and services (such as vision, goals, strategies)
- Overseeing programs and services within its mandate
- Developing approaches to monitor the effectiveness of programs and services within its mandate and reporting to Council on program and service effectiveness
- Providing advice and feedback to program leaders on program development and performance
- Reviewing program and service requests and proposals, and providing them to the Diocesan Council as required
- Working with Diocesan partners, particularly ecumenical partners, in identifying program needs
- Working in concert with the Audit and Risk Committee to provide oversight of key program risks
- Reviewing the Canons, By-Laws and Regulations of the Diocese that pertain to parish ministry matters at least annually and recommending any changes to the Diocesan Council
- Establishing and overseeing subcommittees as deemed necessary by the Committee in collaboration with the Governance and Communications Committee.
Membership and composition
- Has a maximum of 10 members of which two to three must also be members of Diocesan Council.
- Includes a mix of clergy and lay members. A minimum of one member will be drawn from the rural regions of the Diocese. In addition, at least one member shall be experienced in each of the following areas: stewardship, policy/program development and education/training.
Committee operations
Meets formally four to six times per year. The Chair may request additional meetings if deemed necessary.
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Risk and Audit Committee
This committee assists Diocesan Council in fulfilling its oversight responsibilities for the financial reporting process, the system of internal controls, internal audit, processes for monitoring compliance with laws and regulations, and ensuring the Diocese has appropriate information for the management of risks and sound decision making.
- Provides oversight with respect to financial and business risk assessments, and accounting and financial reporting policies and practices of the Diocese
- Provides oversight to the assessment and management of all areas of potential risk, including non-financial dimensions of risk such as strategic risk, operational risk, reporting and disclosure risk and reputational risk.
In particular, the Risk and Audit Committee is responsible for:
- Providing oversight of the actions of the Director of Administration in the establishment and maintenance of appropriate systems for accounting and internal controls, and of the external auditors in the planning and carrying out of a proper audit
- Monitoring the quality and integrity of the accounting and financial reporting process, and the systems of internal control through discussions with the Director of Administration and with the external auditors
- Oversight of the quality and objectivity of the financial statements and the independent audit thereof
- Reviewing the results of the external audit, any significant problems encountered in performing the audit, and management's response and/or action plan related to any Management Letter issued by the external auditors and any significant recommendations contained therein
- Providing oversight to the planning and execution of internal audits, and considering any areas of financial risk identified through the internal audits
- Reviewing the Canons, By-Laws and Regulations of the Diocese that pertain to financial matters at least annually and recommending any changes to Diocesan Council
- Ensuring the effectiveness of systems for assessing and managing risk including financial risk, strategic risk, operational risk, reporting and disclosure risk and reputational risk
- Providing oversight and direction to program evaluation activities, including establishing an evaluation framework and plan and monitoring the execution of the framework and plan
- Acting as a liaison between the independent auditors and Diocesan Council
- Establishing and overseeing subcommittees as deemed necessary by the committee in collaboration with the Governance and Communications Committee.
Membership and composition
- A maximum of eight members of which two to three members must also be members of Diocesan Council.
- Includes a mix of clergy and lay members. The committee includes a minimum of one member drawn from the rural regions of the Diocese. In addition, at least one member shall be experienced in each of the following areas: accounting and all aspects of risk management.
Committee operations
Meets formally at least twice per year. The Chair may request additional meetings if deemed necessary.
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