1 EXAMINING PARKDALE’S GOVERNANCE Congregational Meeting December 7, 2008

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EXAMINING PARKDALE’SEXAMINING PARKDALE’SGOVERNANCEGOVERNANCE

Congregational MeetingCongregational Meeting

December 7, 2008December 7, 2008

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Purpose of today’s meetingPurpose of today’s meeting

Overview of existing governance structureOverview of existing governance structure The need for improvement/restructuringThe need for improvement/restructuring Review of progress to dateReview of progress to date Outline of proposed new governance regimeOutline of proposed new governance regime Implementation issues/timingImplementation issues/timing The Congregation’s views/observations (Is The Congregation’s views/observations (Is

there consensus?)there consensus?) Next stepsNext steps

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Parkdale’s VisionParkdale’s Vision

To form followers of JesusTo form followers of Jesus

in such a way as to transform ourin such a way as to transform our

community and our worldcommunity and our world

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Parkdale’s MissionParkdale’s Mission

Uniting in joyful worship as an act of praise and Uniting in joyful worship as an act of praise and gratitude, and for inspiration and guidancegratitude, and for inspiration and guidance

Providing learning opportunities for the Providing learning opportunities for the Christian way of life, and to enhance Biblical Christian way of life, and to enhance Biblical literacyliteracy

Supporting one another through pastoral care Supporting one another through pastoral care and concernand concern

Reaching out to people in needReaching out to people in need Promoting justicePromoting justice Praying for guidance, wisdom and support Praying for guidance, wisdom and support

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Parkdale’s Governance StructureParkdale’s Governance Structure

The Official BoardThe Official Board

M & P

Trustees

SessionFinance

Committee(was Stewards)

Ministry StaffM & P Rep.Property Trustees Rep.Presbytery Rep.Reps. of other Committees

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Governance StructureGovernance Structure

Official Board: 62 members, meets 4-6 Official Board: 62 members, meets 4-6 times/yeartimes/year

Official Board Executive: 16 members,Official Board Executive: 16 members,

meets prior to full OB or ad hoc as req’d.meets prior to full OB or ad hoc as req’d. Committees of Session & OB: meet at Committees of Session & OB: meet at

various intervalsvarious intervals Session: 46 Elders, meets 4-5 times/yearSession: 46 Elders, meets 4-5 times/year

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Official Board CommitteesOfficial Board Committees

Ministry & PersonnelMinistry & Personnel StewardshipStewardship Financial TrusteesFinancial Trustees Property TrusteesProperty Trustees

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Session CommitteesSession Committees

Pastoral CarePastoral Care Mission & OutreachMission & Outreach Christian EnrichmentChristian Enrichment Membership DevelopmentMembership Development Communion ArrangementsCommunion Arrangements WorshipWorship

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The Need for ReviewThe Need for Review

Why should our current structure be revised?Why should our current structure be revised?

Healthy for any organization to periodically review its Healthy for any organization to periodically review its mandate, structure and functionsmandate, structure and functions

Existing governing structure essentially unchanged since 1971Existing governing structure essentially unchanged since 1971

Excessive bureaucracy (too many meetings, too long to make Excessive bureaucracy (too many meetings, too long to make decisions)decisions)

Overlap, duplication, “talking - not doing”Overlap, duplication, “talking - not doing”

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The Need for ReviewThe Need for Review

New initiatives stifled, creative thinking inhibitedNew initiatives stifled, creative thinking inhibited

Extreme challenge for succession planning: difficulty recruiting Extreme challenge for succession planning: difficulty recruiting fresh talent for leadership, committeesfresh talent for leadership, committees

Lack of flexibility to enable fulfillment of Vision & MissionLack of flexibility to enable fulfillment of Vision & Mission

Unsuccessful attempts at renewal in 1983, 1995, 1997, 2001Unsuccessful attempts at renewal in 1983, 1995, 1997, 2001

Every Household Visitation (EHV) initiative in 2006 urged actionEvery Household Visitation (EHV) initiative in 2006 urged action

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Steps Taken To DateSteps Taken To Date

Spring/07 –Small group examined governance Spring/07 –Small group examined governance structures of several Ottawa-area churches sharing structures of several Ottawa-area churches sharing Parkdale’s characteristicsParkdale’s characteristics

Fall/07 – Findings reported to Board and Session; Fall/07 – Findings reported to Board and Session; Small group mandated to research further and make Small group mandated to research further and make recommendationsrecommendations

January/08 – Additional consultations with January/08 – Additional consultations with congregational leaders, including with Dr. Baileycongregational leaders, including with Dr. Bailey

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Steps Taken To DateSteps Taken To Date

May/08 – Half-day congregational consultation May/08 – Half-day congregational consultation workshop; (summary of outcome published in June workshop; (summary of outcome published in June issue of issue of TheThe MessengerMessenger))

June/08 – Alternate governance options presented to June/08 – Alternate governance options presented to the Official Boardthe Official Board

Summer/08 – Additional research, and Summer/08 – Additional research, and consultations/discussions with key stakeholdersconsultations/discussions with key stakeholders

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Steps Taken To DateSteps Taken To Date September/08 –Official Board agreement-in-principle September/08 –Official Board agreement-in-principle

(unanimous) to seek congregational approval for Council (unanimous) to seek congregational approval for Council structurestructure

October/08 - Detailed outline of proposal published in October October/08 - Detailed outline of proposal published in October issue of issue of TheThe MessengerMessenger

October/08 – Further examination of other congregations’ October/08 – Further examination of other congregations’ experience with Council model (e.g. Southminster United)experience with Council model (e.g. Southminster United)

December/08 - Congregational meeting to outline proposal December/08 - Congregational meeting to outline proposal and obtain feedback from members of Congregationand obtain feedback from members of Congregation

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Proposed Council StructureProposed Council Structure

CONGREGATION

COMMITTEES

COUNCIL

(A council is a suggested governance model endorsed by UCC)

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Proposed StructureProposed Structure

Congregation

Council

Standing Committees(4) Ministry Committees(8)Task- Oriented

Working Groups

Secretary Presbytery rep.

Life Elders

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Standing Committees

Ministry & PersonnelProperty Trustees

Finance Trustees

Recruitment &Succession Planning

PastoralStaff

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MinistryCommittees

Worship Stewardship Co-ord.

Pastoral Care Mission & Outreach Co-ord.

ChristianEnrichment

Membership Development & Rolls

Communication

Youth

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Working GroupCoordinating Committee

(Project Examples)

Rummage SalesCoffee Shop

Memorial Garden

Fall BazaarIn From the Cold

Special projectsas identified in

carrying out Vision

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Proposed StructureProposed Structure(Cycle of Accountability)(Cycle of Accountability)

CONGREGATION Sets direction

COMMITTEESImplement

COUNCILTakes action

Council’s role: leadership, strategic oversight, coordination & support,

spiritual development & stewardship

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Key Council FeaturesKey Council Features

Replaces existing Session and Official Replaces existing Session and Official BoardBoard

Less bureaucracy; fewer meetingsLess bureaucracy; fewer meetings

More strategic; action-orientedMore strategic; action-oriented

Council of 15-18 + Ministry staffCouncil of 15-18 + Ministry staff

Continuing accountability to CongregationContinuing accountability to Congregation

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Key Council FeaturesKey Council Features

Accommodates broad participation in delivery Accommodates broad participation in delivery of Mission and Vision without long-term of Mission and Vision without long-term commitment to serve on Council i.e. is commitment to serve on Council i.e. is project/goal orientedproject/goal oriented

Taps into un/underutilized talents and energies Taps into un/underutilized talents and energies through empowerment of Working Groupsthrough empowerment of Working Groups

Stimulates individual initiative; encourages Stimulates individual initiative; encourages new members to become involvednew members to become involved

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Implementation MechanicsImplementation Mechanics

Official Board & Session are wound downOfficial Board & Session are wound down

Congregation elects Council members, either as a group, or Congregation elects Council members, either as a group, or to specific posts - e.g. Chair, Secretary. (Option: Council to specific posts - e.g. Chair, Secretary. (Option: Council itself could select Chair, Secretary)itself could select Chair, Secretary)

Members serve 2-year terms; eligible for re-electionMembers serve 2-year terms; eligible for re-election

After initial year of Council operation, “overlapping” of After initial year of Council operation, “overlapping” of terms to provide continuityterms to provide continuity

Council staffs Committees, appoints ChairsCouncil staffs Committees, appoints Chairs

Finance Committee appoints TreasurerFinance Committee appoints Treasurer

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Operating MechanicsOperating Mechanics

Working Group Coordinating Committee Working Group Coordinating Committee receives and evaluates proposals for receives and evaluates proposals for special ministries/projectsspecial ministries/projects

Committee empowered to approve Committee empowered to approve projects within specified limits; projects within specified limits; recommends major initiatives to Councilrecommends major initiatives to Council

Committee provides Council with periodic Committee provides Council with periodic progress reports on activities/initiativesprogress reports on activities/initiatives

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Key Operating IssueKey Operating Issue

Impact of abolishing the SessionImpact of abolishing the Session

- Need to assure ongoing spiritual - Need to assure ongoing spiritual oversight/nurture of the Congregationoversight/nurture of the Congregation

- All Council members are Elders- All Council members are Elders

- Ongoing contact/communications with - Ongoing contact/communications with Congregation will be vitalCongregation will be vital

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Contact/CommunicationsContact/Communications

Pastoral Care Team – highly effective in Pastoral Care Team – highly effective in pastoral care to (mostly) senior memberspastoral care to (mostly) senior members

Current Elders with interest in visiting; Current Elders with interest in visiting; would unlikely need additional PC trainingwould unlikely need additional PC training

““Twinning” or “Buddy” system to ensure Twinning” or “Buddy” system to ensure ongoing contactongoing contact

Publish decisions of CouncilPublish decisions of Council The MessengerThe Messenger is an excellent information is an excellent information

medium; ensure that all members receive medium; ensure that all members receive itit

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Council Advantages/BenefitsCouncil Advantages/Benefits Council Council emphasizesemphasizes the responsibility of all members of the the responsibility of all members of the

congregation to be engaged in ministrycongregation to be engaged in ministry

All councillors are Elders – the Council is the Court and acts as a All councillors are Elders – the Council is the Court and acts as a round tableround table

Principal Council function is strategic direction; Council leadership Principal Council function is strategic direction; Council leadership is focused on planning, priorities, coordinationis focused on planning, priorities, coordination

Increased autonomy to committees – the Council defines Increased autonomy to committees – the Council defines “parameters of permission”; Commitees initiate action“parameters of permission”; Commitees initiate action

Can place people where their gifts/talents can be used most Can place people where their gifts/talents can be used most effectively, rather than selecting “pegs to fill holes”effectively, rather than selecting “pegs to fill holes”

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ChallengeChallenge

> May require a pro-active communication > May require a pro-active communication strategy to demonstrate that there is strategy to demonstrate that there is appropriate accountability for ministriesappropriate accountability for ministries

> Need to dispel any perception of a > Need to dispel any perception of a possible “concentration of power.” Will possible “concentration of power.” Will require effective ongoing two-way require effective ongoing two-way communication with Congregation communication with Congregation membersmembers

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Next StepsNext Steps

If today’s meeting signals Congregational If today’s meeting signals Congregational consensus in favour of a proposed Council, Official consensus in favour of a proposed Council, Official Board moves forward, selects Implementation Board moves forward, selects Implementation team, develops transition scenario and full/final team, develops transition scenario and full/final planplan

Present plan to Congregation for formal vote at a Present plan to Congregation for formal vote at a special meeting special meeting

Obtain Presbytery approval (as per UCC Obtain Presbytery approval (as per UCC requirements)requirements)

Proceed with implementationProceed with implementation

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Tentative TimingTentative Timing

• Special Congregational meeting in spring 2009 to vote on final Special Congregational meeting in spring 2009 to vote on final planplan

• Submission of plan to Presbytery for formal approval Submission of plan to Presbytery for formal approval (estimated turn-around time - approximately one month)(estimated turn-around time - approximately one month)

• Ideally, launch new Council in August 2009, to coincide with Ideally, launch new Council in August 2009, to coincide with traditional resumption of the church program yeartraditional resumption of the church program year

• Transition strategy: Seek approval at AGM (February 15, Transition strategy: Seek approval at AGM (February 15, 2009) to extend terms of existing Session and Board members 2009) to extend terms of existing Session and Board members until August; no fresh appointments during interimuntil August; no fresh appointments during interim

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Governance Review/ProposalsGovernance Review/Proposals

ConclusionConclusion

Discussion TimeDiscussion Time - Questions- Questions

- Observations- Observations

- Comments- Comments

Documents

1 EXAMINING PARKDALE’S GOVERNANCE Congregational Meeting December 7, 2008