THE UNITED CHURCH OF CANADA * SOUTH WEST PRESBYTERY COORDINATING COUNCIL Thursday, May 5, 2016 - 10:00 a.m. at the South West Presbytery Office, Toronto

ATTENDANCE Present:

Gail Hamblin, Victor Kitagawa, Henry MacLeod, Barry Rieder, Paul Shepherd, Catherine Smith and Margaret Walbank

Regrets: Norman Dundas, Sungmin Jung, Cheryl-Lynn MacPherson, Louise Mahood and Paul Rose Visitors: Carole Bennett, Tina Conlon, Jean Leckie, Janet Marshall, Henry Poutiainen, Cindy Randall and Irene Ty

WELCOME Henry MacLeod welcomed all to the meeting of the Coordinating Council.

CONSTITUTION In the name of Jesus Christ, the only head of the church and by the authority vested in him, Henry MacLeod called this duly constituted meeting of the Coordinating Council of South West Presbytery to order at 10:05 a.m. to deal with such business as should properly come before it.

ACKNOWLEDGING THE LAND Catherine Smith acknowledged the land on which the Coordinating Council was meeting.

WORSHIP AND CHECK-IN Catherine Smith lit the Christ candle. Margaret Walbank led the Coordinating Council in a time of worship on the theme of Spring, new life, renewal and the Easter Season, using readings from The Circle of Life by Joyce Rupp and Macrina Wiederkehr, pages 92-93. A quorum was declared at 10:25 a.m.

GOVERNANCE MOTION MOTION by Margaret Walbank / Victor Kitagawa that the Coordinating Council of South West Presbytery recognize all visitors as corresponding members for this meeting; that the agenda of this May 5, 2016 meeting of the Coordinating Council of South West Presbytery be accepted as amended; and that the Coordinating Council of South West Presbytery approve the minutes of the April 6, 2016 meeting as amended. CARRIED

NEW BUSINESS Governance Review Task Group Henry MacLeod welcomed Janet Marshall, Director of the Center for Church Development and Leadership, Toronto United Church Council (TUCC), who is the consultant for the Governance Review; Carole Bennett, Henry Poutiainen and Cindy Randall, who are members of the Team; and Tina Conlon, Chair of the Social Justice and World Affairs Committee, Jean Leckie, the Cochair of the Faith Formation Committee and Irene Ty, the Chair of Intercultural and Diverse Communities in Ministry Committee. Gail Hamblin explained that the purpose of this discussion was to seek input on the latest draft report of the South West Presbytery Governance Review from members of Coordinating Council and Chairs of committees who are not part of Coordinating Council in order to obtain a new perspective, ideas and suggestions. A lively discussion ensued focussing on three questions about the current draft: 1) Do you have any questions of clarification?; (2) What, in this structure works for you?; and (3) What specifically would you improve? Staff Report The Staff Report for May 2016 was circulated. Members of the Coordinating Council were very impressed with the amount of activity. It was agreed that the document should be sent to all presbyters.

LUNCH Margaret Walbank said grace before the Council broke for lunch at 12:00 p.m. The Council reconvened and the meeting continued at 12:45 p.m. Evaluation of the April 16, 2016 Plenary Meeting How was the church different because of what was done or said in our time together?  A proposal for a Regional Youth Ministry pilot project was approved in principle.

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Encouraged by the video presentations, especially the video presentation on how the youth groups from Uganda Martyrs and St. Andrew’s, Georgetown congregations are working together and the one presented by the Mission Present and Future Team. Moved by Rev. Ted Brown’s presentation on the work of Regeneration Outreach based at Grace United Church, Brampton.

How was the meeting a blessing to those present?  Presbyters and visitors were informed about the Regional Youth Ministry pilot project, the governance review and Regeneration Outreach  Toronto Conference Executive Secretary’s presentation on the Exchange Program with Seoul Presbytery.  Stephen Wickett once again provided musical support. How might we have created opportunities for people to share their insights?  Better education about Black Lives Matter.  Longer break.

BUSINESS ARISING Moderator’s Visit The confirmed date for the Moderator’s Visit to South West Presbytery is May 13, 2017. The options developed by the working group for the Moderator’s Visit were reviewed. The first option of inviting the Moderator to attend the Spring Youth Retreat was removed. There was a brief discussion about organizing an event involving Uganda Martyrs United Church which is celebrating its 25th anniversary of being part of the United Church of Canada in 2017 and profiling South West Presbytery’s commitment to intercultural ministry. Catherine Smith will follow up with Allyce Mutungi. Planning for June 14, 2016 Plenary Meeting The Coordinating Council considered the agenda items required for the June 14, 2016 plenary meeting.

CORRESPONDENCE LISTING

APPENDIX A

MOTION by Paul Shepherd/ Victor Kitagawa that the Coordinating Council of South West Presbytery receive for information the list of correspondence both received and sent for the period of April 1 to April 30, 2016. CARRIED

REPORTS FROM CIRCLES PROGRAM CIRCLE

Community Ministries Commission Paul Rose informed the Co-chairs that the Community Ministries Commission Strategy Team is planning to make the following recommendations to the Community Ministries Commission: 1. Delay making recommendations to the Presbytery at the June 14, 2016 presbytery meeting 2. Request a significant block of time at the September Presbytery meeting 3. Engage Toronto United Church Council to assist in the process of 'Scenario Development' 4. Request that Coordinating Council approve funds to cover the costs (approximately $2000) for this exercise. Faith Formation Committee No report. Mission Support & Finance Committee Catherine Smith, reporting on behalf of Norm Dundas, provided a brief clarification on funding for 2017 and 2018 Toronto Conference Mission Support grants. The likely amounts for 2017 and 2018 will be around $110,000. There will not be additional funding of $75,000 from Toronto Conference. Norm Dundas’ report will be forwarded to the Coordinating Council. Property and Environment Commission Paul Shepherd announced that the next meeting to discuss the Terms of Reference for the Leadership Development and New Ministries Development Fund will be May 19, 2016. The document may be ready to be approved at the June 14, 2016 plenary meeting. He reported that Wesley Mimico United Church has signed off on an offer for the property and is preparing a proposal for the use of funds remaining after debts owing are paid. He announced the manse renovation plan for Ghana Calvary Methodist United Church is moving forward. Sparrow Lake Camp Board No report. Presbyteries of Toronto Conference Corporation (PTCC) Nick Walker, PTCC Secretary, has sent a copy of the signed Amending Agreement to the 2010 PTCC Operating Agreement (Article 4.1), dated April 20, 2016, for the South West Presbytery’s records. Youth and Young Adults Committee No report.

ENGAGEMENT CIRCLE Intercultural and Diverse Communities in Ministry Committee Victor Kitagawa reported that the Intercultural and Diverse Communities in Ministry Committee’s recent workshop on May 2nd was very successful. There were 38 participants from 6 congregations.

Dong-Chun Seo is working on a preliminary final report. There will be a farewell celebration on June 12, 2016 for the ministry of the Very Reverend DeGraft Semie Obiri at Ghana Calvary Methodist United Church. A Truth and Reconciliation Commission workshop was held at Bloordale United Church on April 30, 2016. There were 40 participants. Social Justice and World Affairs Committee No report. LEADERSHIP CIRCLE Education and Students Commission No report. Mission and Leadership Support Commission APPENDIX B The United Church of Canada does not rescind motions. The procedure to withdraw a motion involves two steps; the first step is a decision to “reconsider” a matter. If there is agreement to reconsider the matter, the second step is to make a decision about the original motion. It was noted that Grace United Church and St. Paul’s United Church would prefer to form a “cluster” rather than a two-point charge. There is no requirement in The Manual to approve a “cluster”. MOTION by Gail Hamblin / Paul Shepherd that the Coordinating Council of South West Presbytery reconsider the February 16, 2016 motion made by South West Presbytery to approve the proposal from Grace United Church and St. Paul’s United Church, both of Main Street Brampton, to proceed with forming a two-point charge effective July 1, 2016. CARRIED MOTION by Gail Hamblin / Bob Bingham that South West Presbytery, having oversight and jurisdiction for Grace United Church and St. Paul’s United Church (Brampton), and acting under section C 3.1.2 of The Manual: approves the proposal from Grace United Church and St. Paul’s United Church, both of Main Street Brampton, to proceed with forming a two-point charge effective July 1, 2016 subject to the following conditions: The current minister of St. Paul’s, the Rev. Richard C. Choe will be the Coordinating Minister of the pastoral charge. A second ¾ time minister will be employed to serve this Main Street ministry for a contract period of up to two years, and the current Collaboration Team will continue to work to implement this proposal and engage the help of other members of the congregations, and

the following documentation will be provided by the end of March 2016: a revised position description for Richard C. Choe, a new position description for the ¾ time minister and revised Ministry and Mission profiles for each congregation, and this proposal will be evaluated with a report back to the congregations and to South West Presbytery by July 1, 2018. DEFEATED Gail Hamblin reported on the highlights of the Mission and Leadership Support Commission meeting of April 28, 2016. See Appendix B for details. Nominations, Support for Members & Leadership Development Committee Barry Rieder reported that an email was sent last month to the chairs of committees and commissions requesting that they prepare a brief description of their work for an orientation package, provide an updated membership list and actively recruit new members. There will be an orientation session for new/inactive presbyters on September 14, 2016 beginning with dinner at 6:30 p.m.

REPORT FROM TORONTO CONFERENCE EXECUTIVE Catherine reported that there was much discussion about the review of Rev. Gretta Vosper at the April 13, 2016 Toronto Conference Executive meeting. The audited financial statements for 2015 were approved and the proposed budget for 2017 was recommended for adoption at the annual meeting.

REPORT FROM SOUTH WEST PRESBYTERIAL APPENDIX C Margaret Walbank reported on the highlights of the Toronto Conference Annual General Meeting on May 3 and 4, 2016 at St. Paul’s United Church (Brampton). See Appendix C for details.

EVALUATION OF MEETING  What did we accomplish? Good discussion on governance review. Good feedback re: June 14th presbytery meeting and Moderator’s Visit. Date set for orientation session.  How did we live out our commitment to leading a missional life? Discussion on governance review. Decision to suggest that the Moderator’s Visit focus on one of South West Presbytery’s priorities.

 Where did you experience God’s grace, God’s holiness in our time together? Don’t expect to experience grace at a meeting but we did. The gift of chocolate. Leaving having acquired more knowledge and having had a spiritual experience.

NEXT MEETING The next meeting is Wednesday, June 1, 2016 at 10:00 a.m. at the South West Presbytery office ~ 65 Mayall Avenue.

CLOSING PRAYER Margaret Walbank closed in prayer.

ADJOURNMENT There being no further business Henry MacLeod terminated the meeting at 2:56 p.m.

____________________________________ Henry MacLeod – Chair

____________________________________ Catherine Smith –Recording Secretary

APPENDIX A THE UNITED CHURCH OF CANADA * SOUTH WEST PRESBYTERY Correspondence – April 1, 2016 to April 30, 2016 RECEIVED (date in bracket indicates the date the item was received) GENERAL COUNCIL  

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United Action for Justice: Gender Identity in the Church (April 4/16) Pastoral Charges that have not submitted their 2015 Statistical Forms – Report 1 – from Susan Jackson, Information and Statistics Coordinator to Co-Chairs of Coordinating Council (forwarded by Co-Chairs to Chair of Nurturing Healthy Pastoral Relationships Team for follow up) (April 6/16) Living Into Right Relations Curve Lake Retreat (April 14/16) Help needed completing On-Line Archives Artifacts Survey (April 18/16) United Action for Justice: Listen to Trans people of Faith (April 18/16) Chasing the Spirit Name Contest Finalists (April 21/16)

TORONTO CONFERENCE            

Frequently Asked Questions about Remits Now on GC42.ca – forwarded from David Allen (April 3/16) Upcoming Covenanting Services (April 6/16) Worship Resources for Remit Discussions – forwarded from David Allen (April 7/16) Toronto Conference Executive upcoming agenda April 13, 2016 and website updates now posted (April 7/16) Exchange Program with Seoul Presbytery Reminder (April 12/16) Reminder that Selection of Participants in PROK exchange visit due today (April 15/16) Presbytery Oversite Visits – Update on visits with regards to timing with potential remit changes (April 18/16) Interim Executive Director Posting for Five Oaks (April 18/16) Toronto Conference and presbyteries Website Re-design Information Update #1 (April 19/16) This Saturday Applications Due for Exchange Program with Seoul Presbytery (April 27/16) Toronto Conference 92nd Annual Meeting News Update – Hotel Rates extended (April 27/16) Upcoming Covenanting Services (April 28/16)

NOMINATION COMMITTEE  Outreach for Presbytery Commission and Committees – suggestions on attracting new members – Sent by Nominations Chair to the chairs of various Presbytery Commission/Committees (April 12/16)

MISCELLANEOUS        

Toronto Southeast Presbytery Family News – BJ Klassen, wife of Rev. John Klassen (April 4/16) Five Oaks Centre – April Newsletter (April 4/16) KAIROS update on Education for Reconciliation initiative (April 6/16) Living Waters Presbytery April Newsletter (April 7/16) April News and Resources from Hamilton Conference (April 7/16) Five Oaks Centre – Important Announcement – Resignation of Executive Director Melissa Connor effective April 29, 2016 and Closure of Centre as of November 15, 2016 (April 12/16) Toronto Southeast Family News – Dorothy White-Merriam, mother of lay presbytery, Wayne White (April 12/2016) Request to Share Invitation to participate in UCC Ministers and God Survey from Richard Bott – request forwarded to Co-Chairs of Coordinating Council for consideration (April 14/16) SENT (date in bracket indicates the date the item was sent)

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Sharing South West Presbytery Family News with Toronto Conference – Rev. Etta Snow (April 1/16) Good News from South West Presbytery – April Newsletter (April 8/16) South West Presbytery Family News – Anne Hildebrand, mother of Conference Personnel Minister Dale Hildebrand on April 10, 2016 (April 11/16) South West Presbytery Plenary Meeting Package – Saturday April 16, 2016 (April 13/16) EasyWorship Users Network – to all SWP Communities of Faith (April 14/16) Sharing south West Presbytery Family News with Toronto Conference – Rev. John Morris (April 18/16) UCC Ministers & God – Survey Invitation to all SWP Ministry Personnel (April 20/16)

APPENDIX B MISSION AND LEADERSHIP SUPPORT COMMISSION (MLSC) REPORT TO THE COORDINATING COUNCIL MAY 5, 2016 The MLSC met on April 28th and the following discussions took place 1. A group consisting of Carole Bennett and Karen Eade, will work on the funding application for the Regional Youth project in time to present at the June presbytery meeting. 2. The Mission Present and Future Team met with the Steering Committee of the Filipino Christian Fellowship. Pastor Joel Aguirre has passed his Conference Interview. Norm is working with them to get him on ADP. 3. The worship service for the transfer of trusteeship to Uganda Martyrs United Church was fabulous. It was a great revelation for Norm, about how important trust is for migrant churches. 4. The Team has had two meetings with Edge Consulting. Edge has produced a report but there was a concern expressed as to whether the material would be as useful as expected. 5. Mission Articulation Team members feel that in the future, the supporting/tracking of Ministry and Mission Profiles for communities of faith can best be done within the mandate of the Mission Present and Future Team. In addition MAT recommends a mandatory review every 5 years, not annually. 6. Catherine Smith reported that a retiree lunch was hosted at Richview United on April 12. About 30 people were in attendance. 7. Irene Ty reported that the Capacitar Training Course being offered at Emmanuel College starting May 6, 2016, will go ahead. 8. The MLSC offered thanks to - Catherine Smith for her role as interim chair of the Support Nurture and Education of Ministry Personnel Team. -Mission Articulation Team for their wonderful and diligent work: coaching and encouraging congregations to complete their Mission and Ministry Profiles; organizing five workshops; receiving and reviewing Mission and Ministry forms; conducting two “Inspiring Ministries” Workshops. 9. Dong Chun Seo’s draft report was reviewed. Feedback was shared. The report will not be ready for the May 5th Coordinating Council meeting as he has some additional work to do to complete the report. Dong Chun will be attending the June Coordinating Council meeting to address the completed report.

10. Nurturing Healthy Pastoral Relationships Team indicated that two of their team members will contact the churches to urge them to be more forward looking when they write their Annual Reports. 11. They are working with Norm Greene on a Nurturing Healthy Pastoral Relationships Handbook for South West Presbytery based on a handbook prepared by Northern Waters Presbytery. This is still under revision. 12. Norm Greene is working on a letter to go to communities of faith regarding financial vitality 13. Gail Hamblin and Norm Greene will attend the congregational meetings of Grace United Church and St Paul’s United Church, Brampton to report the “rescinding” of the motion regarding the creation of a two point charge, passed at the February 16, 2016 presbytery meeting, in favour of a cluster and to approve the position description for the full-time position.

Respectfully submitted, Gail Hamblin Chair, MLSC

APPENDIX C United Church Women (UCW) Presbyterial Report Southwest Presbyterial hosted the Annual General Meeting for Toronto Conference UCW on May 3rd and 4th at St. Paul’s United, Brampton, with more than 80 members attending one or both days. The theme was James 1:22, “Be doers of the Word, not hearers only.” – Go make a difference! The speakers told about how some are living out the mandate of this verse by making a difference and challenged us to do the same. Rev. Richard Choi spoke passionately about “Making a Difference with Refugees”. Rev. Ann Hines reminded us that we have a BIG God to help us when we think BIG; we need to pray BIG; BIG things can be accomplished. Gregory Daly, a recipient of the UCW 40th anniversary award, explained many of the problems faced by the homeless and those who have inadequate housing and invited us to make a difference; he suggested ways to do so and also elicited suggestions from the members. Rev. Anne Hepburn told us to make our own churches can affirming and welcoming to all. Rev. Ann Harbridge, past president of Toronto Conference outlined the 8 remits which were approved at the 42nd General Council in 2015 and informed us of the process of voting. She stressed the importance of becoming informed about the remits. She asked us to ensure that our own congregations are aware and that our own boards vote. Respectfully submitted, Margaret Walbank