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† Minutes of the Archdiocesan Council Meeting
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Council members in attendance at this meeting were: Ruling Bishop of the Archdiocese, Archbishop SERAPHIM
Guests and observers were : Archpriest Larry Reinheimer, rector of the host parish; Priest John Beal from Oakland CA; Deacon Daniel Friesen from Edmonton; Mr Spencer Estabrooks, Director of the St Arseny Insitute in Winnipeg; and Mr Jeremy Scratch from Ottawa.
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Session I, held on Friday morning, May 9 AGENDA # 1 Service of Prayer and Call to Order The Spring 2008 meeting of the Archdiocesan Council began at 9:45 a.m. with a moleben served by Archbishop Seraphim in the temple of Holy Martyr Peter the Aleut’s Church. The temple was also the venue for the business sessions. With the singing of “Christ is risen,” the meeting was called to order by the Chancellor.
AGENDA # 2 Roll Call and Regrets Members of the Council absent from this meeting with a blessing were: Metropolitan Council Clergy Representative, Archpriest John Tkachuk; Dean of Québec and Atlantic Provinces, Igumen Irénée (Rochon); and Lay Representative from British Columbia and Yukon, Mr Sava Duran
AGENDA # 3 Minutes of the Previous Meeting [see # 3, attached], and As the Archdiocesan Council began to review the minutes of the previous meeting (Fall 2007), in the interest of accountability, the Chancellor went over all the “Action Items” listed (Agenda # 4). The following points were made: (p. 2): Fr Dennis Pihach reported that there is now a diocesan credit card bearing the Archbishop’s name. (p.3): Fr Dennis Pihach said that the recommendation for the Archdiocesan Dean and the regional Deans to stay abreast of parish responses to the Archbishop’s directive on stewardship is still a continuing process. It must continue, since some parishes still need ongoing education regarding stewardship. (p 3): Dr John Hadjinicolaou reported that he and the Administration Unit had not been able to organize conference calls since the last meeting of Council. Fr Dennis said that there is now a new system in place, so this action item need not appear again. be absent from the first session, it was ascertained later in the meting that he had indeed paid the Council’s recommended contribution to the Canadian Council of Churches ($750.00) (p. 3): Fr Dennis said that the topic of Orthodox Military Chaplains should be kept on the agenda of the next Council meeting, since no one was able to do any research into this matter since the last meeting. (p. 4): It was noted that the $10,000 surplus in the 2006 budget, to be allocated in 2007 for administrative support for the Archbishop, is now in the budget under salaries. (p. 4): Prof Richard Schneider reported that he had researched “Orthodox Friends of Indonesia” as a possible recipient of the diocese’s Tsunami funds , and he recommends that the funds be sent to this organization. Council concurred with his recommendation. (p.5): Council reminded Archbishop Seraphim again that there is money in the Bishop’s Book Fund ($2,000.00) for his use, as well as money in the Bishop’s Wish List ($934.00). The Treasurer needs only the Archbishop’s invoices in order to repay him out of these funds. (p. 5): The Archbishop said that he now does know how to change the draft number when he sends out drafts of the Council minutes. (p. 6): It was reported that the placing of the minutes of the Archdiocesan Council meeting in November 2007 on the diocesan website was done quite quickly, as requested. (p. 8): Fr Cyprian Hutcheon reported that he and the Diocesan Deans had not been able to organize monthly conference calls yet because of technical difficulties. He said that he thinks they will have technical problems straightened out soon, and they plan to go ahead with the monthly calls. As stated at the last meeting of Council, minutes of these conference call meetings will be circulated to all Council members. (p. 8): The Archbishop said that some monthly Executive meetings by conference call had been held since the last meeting of Council, and the minutes of them circulated to Council members, but not every month by any means. (p. 8): Because the Treasurer was absent from this session, Council were not able to ask him if he had combined the Bishop’s Wish List and the Bishop’s Book Fund into one budget item. (p. 8): As Council could see from the budget report which the Treasurer had sent out prior to this meeting, Nikita Lopoukhine has indeed divided the parish list of contributions into Deanery sections. (p.8): The Chancellor told the Deans that they must continue, if needed, to speak to the missions and missions stations in their respective Deaneries about the disturbing fact that some of them use the Treasurer’s services (e.g., the issue of tax receipts), while at the same time never making any contribution to the Archdiocese (p. 8-9): Mother Sophia explained that she and the Treasurer had not been able to publish in the spring 08 or summer 08 issues of the Messenger a list of all the parishes and their financial contributions to the diocese in the year 2007. (p. 9): The Chancellor said that little has been done yet about the possibility of having available to the Archdiocesan Council a list from the Archbishop on parishes’ and missions’ incomes for each year. It is hoped that the Executive can come up with a parish report form, to include a financial statement. This is important for transparency, and the transparency works both ways : the diocesan office transparent to the parishes, and the parishes transparent to the Archdiocese. This must be a continuing process. (p. 15): The Archdiocesan Dean said that he would be reporting later in this meeting on the progress of the development of the AVAC. (p. 16): Fr Cyprian Hutcheon said that the letter to the Canadian Council of Orthodox Bishops re: taking the CCC more seriously (paying and/or increasing dues to it, etc.) did not get written. (p. 16): Fr Dennis Pihach said that there will be a report at this meeting on parish property insurance and some the problems related to enrolling some of the parishes. (p. 17): Fr Dennis also reported that the letter had been sent to all parishes from the Western Office explaining all the benefits of our Aon/Ecclesiastical property insurance policy, notifying them that they must either join this policy or have some other form of property and liability insurance, and that compliance must be absolute. (p. 18): It was reported that all the dispersals of monies from the Missions, Charities, and Education/Seminarians funds recommended by the Programming and Communications Unit had been carried out. (p. 18): It was also reported that the Chronology of the Archdiocese of Canada is quite near completion and that the form of printing may be discussed at this meeting. (p. 19): Fr Dennis said that with regard to the internal audit, the auditing committee have sent a report which will be presented at this meeting. (p. 19): Finding assistance for the Treasurer has not been done yet. Nikita Lopoukhine is responsible for finding the people he needs to work with him. (p. 19): It was reported that the Treasurer had sent the funds for the support of the Director of the St Arseny Institute. Later in the meeting the Director said that even though support for his position has now come from another, anonymous, donor, he will still be working on a business plan for the Institute to present to the Archdiocesan Council at a later date. (pp. 19-20): The STAS Vision Committee continues to plan for the funding of the Bishop’s Administrative Assistant. (p. 20): The STAS Vision Committee is also continuing to plan for making the needs of Archdiocesan budget known to the parishes of the diocese. (p. 20): The Chancellor reported that the monies recommended by the Programming and Communications Unit were paid to Phillip Bodnar. (p. 20): Because the Treasurer was absent at this first session of the meeting, as was David Grier, Council was not able to find out if Nikita Lopoukhine had sent “bare bones” budgets for 2008 and 2009 to David Grier ahead of this meeting. The question was not brought up again when they were present. (p. 21): Mother Sophia reported that she and David Grier had not been able to organize and publish the budget in the spring or summer issues of the Messenger. (p. 21): Fr John Jillions reported that the resolution which the Council had passed at the November meeting – re: fostering a climate that will promote the dual processes of seeking truth and effecting reconciliation in the time leading up to, during, and beyond the AAC in 2008 was sent to and received by the Metropolitan and the Preconciliar Commission. (p. 22): Peter Ewanchuk reported that he had put the information he has developed on the St Peter the Aleut Camp on the diocesan website. Following this reporting on “action items,” the minutes of the previous meeting were passed unanimously.
AGENDA # 5 Approval of Agenda [see # 5, attached], After adding “12 a, Preconciliar Commission” to the Agenda, Council approved the Agenda presented by the Chancellor. AGENDA # 6 Report of the Ruling Bishop [see # 6, attached], Because he had previously given out copies of his report, Archbishop Seraphim did not read the report, but said that he wanted to add that he had recently talked with Matushka Julianna Schmemann who had told him that to her, stewardship in our diocese is about where the OCA was thirty years ago. Vladyka said that he did not necessarily agree with this, since he thinks that there has been a lot of progress in the past twenty years, but he thinks that we should be aware of her impression. In some parts of the diocese it really is, as she said, a lot like the Russian émigrés in France thirty years ago – “like getting blood out of a stone.” His Eminence also called attention to the fact that he has clearly stated in this report his will for how he will be buried. This should be remembered by all present, in case he never manages to have a last will and testament done. At this point a lengthy discussion was initiated by the Archdiocesan Dean, Fr Cyprian Hutcheon, about what might be termed a kind of “communications disconnect” in the Archdiocese. Fr Cyprian said that he thinks that some in the diocese may be feeling that their concerns are not being heard. People would like to place these concerns before the Archbishop and discuss, perhaps as a group. The Archbishop replied that he does not want to waste time on fruitless opinions. He said that in the current OCA crisis, for example, he actually knows very little. Only the Special Investigative Commission will know, and its report is forthcoming later in the summer. Fr Cyprian then said that he really is talking neither about opinions nor about facts, but rather about how the bishop and clergy seem to be relating to each other recently. “How can things be a little more collegial?” he asked. Vladyka replied that he does not think that he has put any lid on discussions, but that he also has a great concern to hold confidences placed in him. Deacon Gregory Scratch then opined that he has been sensing a disconnect between the Episcopacy and the Faithful in our OCA as a whole. “The Faithful seem to be saying, ‘can we trust the Episcopacy as an icon of Christ’?” But on the whole, he added, he does feel positive about how things are going at present. Fr Cyprian then said, “Is there something wrong about our life that makes possible all that has happened recently? How did we get to this place?” The Archbishop then replied, “We are really lacking in our Orthodox mentality. There is such a spirit of retribution that it is difficult to get through it and move on to the process of reconciliation. How did we get to this place? Part of the problem is the current structure of our Autocephalous Church. Right now in the Statute, we are a hybrid between Metropolia and Autocephaly. This has never been corrected in our Statute. And correcting it at the present moment is almost impossible, because we are being blinded by this desire to find out who is guilty and ‘chop off their head(s).’ To try to change the Statute, to correct what should have been corrected years ago, at this time will only be widely opposed since any correction would be opposed for taking ‘power’ away from someone or other.” Fr Lawrence Farley then said that to him there seems to be a widespread perception that the Metropolitan’s office operates on the “power” principle, “lots of power and less service,” is a phrase, he said, that he often hears bandied about. The Archbishop replied that he has not perceived this to be the case at all. Professor Richard Schneider agreed, saying that he has witnessed the Metropolitan’s constantly “learning on the job” and having great respect for the Metropolitan Council. Fr John Jillions then said that he does believe that all the details, even if they are “sordid,” must come out to the level that would bring out repentance and forgiveness. His Eminence noted that the report of the Special Investigative Commission should come out in July. The Metropolitan Council and the Holy Synod will hear it at the same time. He added that he does not know what will happen next. Fr John Jillions said that he hopes that at least 80% of the OCA will accept the Special Commission’s report (since 100% is an impossibility) and move on. Dr John Hadjinicolaou said that “We pray so that the right questions to ask will come to us.” Fr John Jillions then added, “We can really be proud that we are dealing with this. No other jurisdiction in Orthodoxy is doing anything like this.” The Archbishop replied, “We are the North American Autocephaly, it is for us to deal with it, and only we can do it.” Peter Ewanchuk then changed the subject with a major concern related to the Ruling Bishop’s Report: “What can be done,” he asked, “when the Ruling Bishop dies? Maybe we should be louder about our need for an auxiliary bishop.” Vladyka replied that he would like to emphasize the need for an administrative assistant at this time, rather than the need (which is also great, of course) for an auxiliary bishop. At the present moment, putting the diocesan office in order is crucial, as is finding a secure way to transfer information among the Archbishop, the Chancellor, and the Archdiocesan Dean. In addition to the top priority-need for an administrative assistant, there is also the crucial need for a computerized system for administrative operation, management of information, and so forth. As the discussion drew to a natural close, the Chancellor thanked Archbishop Seraphim and all others for their openness in this discussion, saying that he felt it was “very constructive.” Fr Lawrence also thanked Vladyka for allowing people to speak freely.
AGENDA # 7 Report of the Chancellor [see # 7, attached] After briefly going over the major points in his written report, Fr Dennis said that he will write a special note of thanks to Olga Jurgens for keeping an eye on the federal government’s sale of the last piece of land on the south side of Newman Road, which the diocese will be buying in a few days for around $30,000.00
AGENDA # 7 a Report of the Archdiocesan Dean [see # 7a, attached] Fr Cyprian Hutcheon presented his written report. It should be noted that this report also contains some of his Report on the Theological Education Committee (Agenda # 17), as well as the Canadian Council of Churches Report (Agenda # 13). These were referenced later in the meeting.
Session II, held on Friday afternoon, May 9
The session began with the singing of “Christ is risen.” The Chancellor was in the Chair.
AGENDA # 9 Reports of the Deans and the Lay Deanery Representatives # 9 a Dean of Québec and Atlantic Provinces Report [see # 9 a, attached] Igumen Irénée (Rochon) had sent his written report. Lay Representative Dr John Hadjiniolaou added to it the fact that because of an exhibit on “The Greeks” at the Museum of Civilization in Ottawa from 29 May through September, he and others from Montreal will be giving lectures soon to the docents of the exhibit on the topic of icons and their theology. # 9 b Dean of Ontario Report Archpriest Oleg Kirilov gave his verbal report. He said that during Great Lent he had convened a meeting with the deanery clergy and that it was very productive, with the sharing of joys, pains and sorrows, etc. In Windsor, there is the resurrection of a church; Fr Constantine there is an excellent pastor. The English-speaking Mission of St Nicholas in Toronto is now meeting for liturgies in the basement of St Basil’s Church on the campus of the University of Toronto. Fr Nicholas has found a teaching job, and the parish appears to be stabilizing. The Hamilton parish of All Saints is stabilizing and growing. Fr Luke (Majoros), who is the priest-in-charge of St Gregory’s in Kingston, was not able to attend the deanery clergy meeting, but Fr Oleg hopes to go there soon. Fr Nestor’s parish of St Seraphim’s in North Toronto is strong and growing because the people who attend there live right in the neighbourhood. The parish of Christ the Saviour, where Fr Oleg is rector, is not, he emphasized, a Russian parish. Rather, it is a Russian-speaking parish, since communicants come from Russian, Ukrainian, Byelorussian, Georgian, and other Russian-speaking backgrounds. The liturgical language is Slavonic, but the Epistle and Gospel are read in modern Russian and English. He said that with Vladyka’s blessing, he has been commemorating not only Metropolitan Herman and Archbishop Seraphim, but also the heads of the Russian-speaking churches represented in his parish. The Archbishop reminded Fr Oleg that “commemorate” is not the correct word for the prayer for the other heads of churches. He said that there should be a pause after the commemoration of the Metropolitan and the Archbishop, followed by the term “praying for” the other Russian heads of churches. # 9 c Dean of Manitoba, Saskatchewan, and Nunavut Report [see # 9 c, attached] Fr Robert Kennaugh presented this written report. Fr Cyprian Hutcheon added to the report that there is a plan that the Saskatchewan Deanery camp for Orthodox children be re-opened this summer, in combination with the Romanian Episcopate, which has good facilities for the camp in Fort Q’appelle but few children. # 9 d Dean of Alberta and Northwest Territories Report Fr Vasili Kolega gave his verbal report. He said that currently there are eleven priests and four deacons serving in the deanery. There are seventeen parishes and two missions, one in Grande Prairie and the other in Cranbrooke. Parishioners in the rural parishes are mostly older, but they continue to support their churches. To have fifty or sixty for a service is an excellent number. He reminded everyone that in 2009 there will be two 100th anniversaries to celebrate: Dickie Bush and Smokey Lake. He noted that the Alberta Deanery Camp is a truly excellent one each summer. He ended by thanking the Archbishop and the Chancellor for their help and advice in his new job as Alberta Dean. # 9 d Dean of British Columbia and Yukon Report [see # 9 d, attached] Fr Lawrence Farley presented this written report. He had three updates to add since the report was written. First, Fr Alexis Nikkel has moved into the city of Comox but has not at this point been able to take the temple with him. It is still on the rented property because it was too wide for the highway and there is not as yet a place to put it. Fr Alexis is thinking of putting the icons in storage while he tries to find a location for the chapel. Third, Fr Lawrence wanted to call everyone’s attention to the fact that the St Arseny’s Orthodox Camp keeps going from strength to strength. # 9 e Annunciation Cathedral Dean Report Fr John Jillions began by saying that after two years’ focus on renovation of the Annunciation Cathedral buildings, the focus now is on the inner pastoral life of the parish. Because so much pastoral presence is required – in addition to the rector, the second priest, and the deacon, who are all involved in pastor care – there has been added a third priest, Fr James Griggs, and the parish has managed to make him salaried. The parish is also beginning to study how to come to terms with being an inner-city entity, with all the homelessness, addiction, and hunger surrounding it. Stewardship, too, is a major focus at this time, under the organization of Nikita and Mary Ann Lopoukhine. There are a number of people living in the apartments which are part of the Cathedral complex : an elderly brother and sister couple, a nun, and a mother with her children. There is progress on the iconostasis front, too, because a contract with Heather Mackean. will be signed soon. The parish is also planning to invite other persons and parishes in the Archdiocese to donate the cost of an icon(s) should they so wish. On 7 June 2008 the first of the OCA’s “town meetings,” to air topics and concerns related to the upcoming All American Council in November, will be held at the Cathedral from 1:00 to 4:00 p.m. Three other points were also made : the Cathedral clergy will take part in the Ottawa Clergy Association’s blessing of the Rideau on the Feast of Mid-Pentecost ; the Cathedral is very involved with trying to make space eventually for Orthodox clergy training ; and Deacon Gregory has helped initiate peaceful contact with the Carpatho-Russian parish just a block away on Sussex Drive. # 9 f Ontario Lay Representative Report Deacon Gregory Scratch reported verbally that since the last meeting of Council, he has tried to stay in contact with the English parishes in the Ontario Deanery, especially All Saints in Hamilton and St Nicholas in Toronto. # 9 g Alberta and Northwest Territories Representative Report [see # 9 g, attached] Peter Ewanchuk presented his written report. # 9 h British Columbia and Yukon Lay Representative Report [see # 9 h, attached] In the absence of Sava Duran, attention was called to his written report. # 9 i Lay Member-at-Large Report Mira Davidson presented her written report.
AGENDA # 12 Metropolitan Council Report [see # 12, attached] Professor Richard Schneider commented on his written report that there is so much good news, and yet this does not seem to have much of a positive effect on the passions of many, which makes him pessimistic and sad. He thanked the Council for having allowed him to serve as a Metropolitan Councillor for the past two triennia and suggested that perhaps the two Councillors elected at the 2007 Archdiocesan Assembly, to take over at the next AAC in November, should take over earlier and attend the meeting of the joint Holy Synod/Metropolitan Council meeting in July when the Special Investigative Commission Report is heard, which would mean they would also take over as Metropolitan Councillors at the next meeting of Archdiocesan Council. Council, however, wanted Prof Schneider to stay on until his mandated time is over, which means through its fall meeting. To this end a motion of confidence in him was moved by Fr Dennis Pihach, seconded by Fr Cyprian Hutcheon, and passed unanimously.
AGENDA # 12 a Pre-Conciliar Commission Report Fr John Jillions reported verbally that the Pre-Conciliar Commission has met monthly since October. Already at least 70% of OCA parishes have forwarded their registration for the November All-American Council. As to the actual programme of the AAC, substantial work has been done, he said, on what is essentially a “moving target.” Everyone is waiting for the report of the Special Investigative Commission before a detailed programme for the Sobor can be created. The Pre-Counciliar Commission has tried to be as open as possible, even allowing Prof Paul Meyendorf, Deacon Eric Wheeler, and journalist Mark Stokoe to attend a recent meeting, after which the OCA’s Secretary and Mr Stokoe issued a joint report on their respective websites. Out of this meeting also came the concept of regional “town hall meetings.” There will be nine of these meetings, two of them in Canada (Ottawa and Edmonton). Each meeting will have at least one bishop and a representative of the Pre-Conciliar Commission present. Points made in these meetings will be reported on the OCA website. A lot of thought, Fr John continued, has been given to procedures for submitting resolutions to the AAC. The deadline is August 15. The emphasis will be on parish and group submissions. Resolutions will be prioritized after amalgamation of those which are similar. Resolutions will be on [the OCA’s? the Pre-conciliar Commission’s?] website for feedback.
AGENDA # 18 STAS Report [see # 18, attached] Deacon Gregory Scratch and Peter Ewanchuk presented a written report which concerns proposed operating policy for the St Tikhon Archdiocesan Stewards Vision Committee. In addition to the written report, they noted that at the time of this meeting, there was $8,186.00 in the bank account for STAS. So far, there are eleven one-time contributions and 24 monthly pledges. The STAS Vision Committee is looking at the administration of STAS because they have a sense that the early momentum is slowing down. Council was asked to approve the inclusion of Jeremy Scratch, Mark Petasky, Matthew Francis and Sava Duran on the STAS Vision Committee. Approval was unanimous. [The committee already consisted of the Chancellor, the Archdiocesan Dean, Deacon Gregory, and the member elected by the 2007 Assembly, Colin Justin Grimmond. The addition of Jeremy Scratch, Mark Petasky, Matthew Francis, and Sava Duran will bring the total to eight members, which is the number the written report proposed.] Matthew Francis was asked to write an article on what has been happening with STAS since its founding at the 2007 Assembly, to be published in the fall issue of the Canadian Orthodox Messenger. The article should relate how much money has been received so far, what are the goals of STAS, what is planned for the new initiatives, and so forth.
Session III, held on Friday evening, May 9
After dinner in the church hall, Council members divided into two units (Administration/Finance and Programming/Communications), in order to discuss, make plans, and report to the Council as a whole the next day.
Session IV, held on Saturday morning, May 10 The Archdiocesan Council meeting was reconvened with the singing of “Christ is risen” in Greek. The Chancellor was in the Chair.
AGENDA # 14 Youth and Young Adult Ministries Report [see # 14, attached] Matthew Francis presented his written report.
AGENDA # 13 CCC Report [se e# 7 a, referred to earlier, attached] In addition to what he had to say about his work with the CCC in his Archdiocesan Dean’s Report [Agenda # 7 a], Fr Cyprian Hutcheon said that he would like someone to take his place on the Governing Board of the CCC at the end of the present triennium. He recommends Paul Ladouceur as his replacement. He noted that our Church is still active in Faith and Witness, which is working presently on a book entitled “Suffering and Hope,” and still reflecting, constructively he thinks, on doctrine. We are still active on Peace and Justice also, and Colin Justin Grimmond has agreed to stay on as our representative for the time being. He called attention to the fact that there needs to be Orthodox representation on the Biotechnology Working Group.
AGENDA # 17 Theological Education Committee Report [see # 7 a, referred to earlier, attached] In addition to what he had to say in his Archdiocesan Dean’s Report [Agenda #7 a] about his work as chairman of the Theological Education Committee, Fr Cyprian Hutcheon called attention to the fact that since the last meeting of Council, he has started organizing two subcommittees for AVAC [Archdiocesan Vocations Assessment Committee], one in the east and the other in the west. Each subcommittee consists of a senior priest, an Orthodox person drawn from the psychological/therapeutic community, and a committed lay person. As yet, there have been no refusals to serve. Fr Cyprian should know by Pentecost if he has two full subcommittees established. Once these subcommittees are formed, he wants to begin working with them on criteria for evaluation, application forms, and so forth. He sees the committee’s task as twofold: (1) to make recommendations to Vladyka about the suitability of those applying for Holy Orders, at the very beginning of their seminary studies, as well as about the suitability of clergy coming from outside the Archdiocese and hoping to serve in Canada; and (2) to identify possibilities for mentoring of those who are selected. Fr Cyprian also said that although AVAC will eventually need a line item in the diocesan budget (for travel, etc.), for right now, things are being done by phone, email, etc. Archbishop Seraphim asked at this point if it would be a good idea to have a second priest on each subcommittee, but Fr Cyprian noted that since he is on each subcommittee also, there will be two priests on each. Vladyka agreed that this would be sufficient.
AGENDA # 19 St Arseny Institute Report [see # 19, attached] In adding to his written report, Spencer Estabrooks reported that he had not done much promotion, since the last meeting of Council, on the transfer of the relics of St Arseny to Canada. Archbishop Seraphim said that he wants the petition sent around to the parishes and forwarded to him with signatures as soon as possible. It was decided that Fr Dennis would ask clergy tosend all copies of the petition for the transfer of the relics of St Arseny to Vladyka by the Feast of All Saints of North America (June 29). Spencer continued by reporting that much is in flux at St Arseny’s, because there are many consultations going on with the University of Winnipeg and with the Theological Education Committee. He also noted that he is most grateful for the recent anonymous donation for support of the Director’s stipend for a year or more. At this time, there will be no further need for funding for this from the Archdiocesan budget. It was decided by Council that the remainder of the monies which were designated for support of the Director’s stipend be placed in a sub-fund of the Seminaries/Education Fund, to be reserved for the needs at St Arseny’s. At this point, Fr Dennis suggested that the western office send a letter to the parishes asking them to support St Arseny’s scholarship fund, especially if they are sending students to the institute.
AGENDA # 8 Treasurer’s Report [see # 8, attached] Nikita Lopoukhine presented and explained his Treasurer’s Report [#8 a]. Archbishop Seraphim asked him to insert the number of people involved in the “gross salary” line in the budget. Upon presentation of the Auditing Committee Report [#8 b], Council unanimously selected Phase I, Option 2,which involves an auditing review by Kosta Stavrianeas.. A query was made about whether or not the diocese is required to pay a retainer to the diocesan solicitor (Rod Tkachuk), in order for his advice to be considered “at arm’s length.” Professor Richard Schneider was asked to investigate this matter.
AGENDA # 15 Report of the Administrative/Finance Unit Deacon Gregory Scratch spoke for this unit. He began by saying that the unit had started their deliberations with a review of the 2007 financial results and then the 2008 budget figures. The end of 2007 was very positive financially. The budget for 2008 is at this point balanced, but there may be some additions that will require increased tithing by the parishes to meet needs. The Administrative Unit was pleased that the Treasurer had placed the parishes in their Deanery groupings, but they wanted to draw attention to the fact that some parishes and missions remain at a zero contribution to the Archdiocese. They suggested that the Deans examine the lists and recommend which parishes should be removed from it due to dormant status, etc. It was recommended that the Deans speak to the various parishes and missions in their Deanery to encourage them to give faithfully their 10% tithe to the Archdiocese. It was noted that tithing is not meant to be thought of as “maybe when we can afford it,” but rather it is to be the gift of “first fruits.” Parishes need to be encouraged by all members of the Council to offer their tithe. Council agreed with this recommendation. In order to track diocesan income more accurately, the Administrative Unit also requested a further addition to the financial report : that a history of the parishes’ and missions’ giving in tithe to the Archdiocese for four years be listed (on a separate sheet). Council agreed with this request. The Administrative Unit also said that Dr John Hadjinicolaou and Peter Ewanchuk will investigate a few different vehicles that will meet the needs of the Archbishop, and whatever trade-in value (if any) the current vehicle has will be put on the new purchase. Council agreed with this recommendation. The Administrative Unit also reported, and Council agreed, that the Chancellor will write a letter to the parishes of the Archdiocese requesting funds in support of the vehicle purchase.
The Administrative Unit recommended that the Archbishop be granted an additional $5,000.00 in annual stipend support, and that this increase be retroactive to 2006. The Archdiocese will also need to cover the additional taxes that are owed for 2006 and 2007 because of this increase (the tax will be a relatively small amount). Council agreed with this recommendation. It was noted by the unit that the property values listed on the Statement of Assets may not be current. The Treasurer explained that these values are listed at the purchase price, as this is standard accounting practice. Dr Hadjinicolaou pointed out, for education purposes, that current assets of the Archdiocese exceed what is listed. The Administrative Unit recommended that a line item be added to the Designated Funds to contain the monies that were collapsed to provide the loan for the Cathedral. This amount is approximately $89,000.00 which exists mostly as cash in the Archdiocese accounts. Council agreed. The Administrative Unit recommended, and Council agreed, that donations to STAS be used as the primary source of meeting the stipend requirements of the new position of Assistant to the Archbishop. It was also recommended, and Council agreed, that an annual stipend of $40,000.00 be offered to the Assistant, and that the $3,290.00 existing in designated funds for the Bishop Administrative Assistant be offered for moving expenses. The Executive of Archdiocesan Council will work to produce a job description and guidelines for this new position Because it was the Administrative Unit’s recommendation that STAS be relied upon heavily to meet the stipend requirement of the Assistant, the Faithful of the Archdiocese must be informed of this great need so that they are able to respond with giving generously to STAS for the support of the Assistant. Deacon Gregory Scratch and Fr John Jillions will approach a parishioner in Ottawa to ask if he will assist with filling out the various insurance applications of the Archdiocese. Fr Dennis will also contact Rod Tkachuk to evaluate if we meet all our policy requirements and to ensure that we have adequate coverage for our Directors and our various holdings. This will be done in consultation with various legal professionals across the Archdiocese which Rod Tkachuk will coordinate. The Administrative Unit will also investigate web-based accounting software and book keeping programmes for the Archdiocese, to be co-ordinated through the Treasurer.
AGENDA # 16 Report of the Programming/Communications Unit (PCU) Mira Davidson spoke for this unit. She began by noting that all OCA programmes are now functioning again, including the Mission Planting Grant. She explained that the PCU had begun examining the 1993 “Missions Guidelines for the Archdiocese of Canada,” a document substantially edited in 2001 by Frs Lawrence Farley, Larry Reinheimer, and Rodion Luciuk. The PCU will review these missions guidelines carefully before the next meeting to provide a vision and guide to its recommendations regarding missions. Already the PCU is planning the establishing of a “Missions Toolkit” to provide missions with practical support from the Archdiocese. Ideas related to the Missions Toolkit which have surfaced already include providing case-studies of three successful missions in the diocese (e.g., All Saints in Victoria, St Peter’s in Calgary, The Sign of the Theotokos in Montreal), the creation of a “Missions Hotline” to distribute needed items to missions, and research into fair clergy compensation plans by region. The PCU plans, by the time of the next meeting of Council, to provide a more detailed recommendation as to what this toolkit would contain. At this point, Deacon Gregory Scratch suggested that if the “Missions Hotline” is established, the telephone number given for it should be that of Fr Larry Reinheimer, the Missions Director for the Archdiocese, who has indicated that he will be very happy to work with the PCU in improving he experience of Canadian missions. It was also clarified that the Archdiocesan Council will continue to provide funds for situations of need in either Missions, Charity, or Education/Seminarians, on an as-needed basis. The Programming/Communications Unit learned that Fr Oleg Razumov in Winnipeg has incurred substantial costs related to his immigration/refugee status. The PCU therefore recommended, and Council agreed, that $2,000.00 from the Charities Fund be forwarded to Fr Oleg Razumov for this assistance. Ms Davidson reported that no requests for funding from the Education/Seminarian Fund had been received since the last meeting of Council. The Deans were urged to let any seminarian in their Deaneries know that funds are available from the Archdiocese to assist them in their studies if the need arises. The Programming/Communications Unit has learned that the historical Chronology of the Archdiocese of Canada, being compiled by Dr Kyrill Holden and Katya Szalasznyj, is in the final draft stage. The text ends at the year 2000. Dr Holden says that on-demand, low-cost, paperback printing is available through the University of Alberta in Edmonton, and this will likely be the route of publication for the chronology. There is a current line-item in the budget for Publications, to cover the printing costs of this chronology and also the second edition of Vladyka’s translation of the Psalter. Because the 2004 Assembly approved a line-item in the Archdiocesan budget for Youth and Young Adult Ministries (YYAM), the PCU recommended, and Council agreed, that the 2009 budget include a line-item amount for YYAM of $2000.00. Because the spring 2008 issue of the Canadian Orthodox Messenger had a noticeable improvement in the quality of the photographs due to a shortage of black ink and the quick thinking of the printer who combined some dark-coloured inks for the printing, the PCU recommended, and Council agreed, that Mother Sophia should research the costs involved in printing some or all of the Messenger in colour and present her findings to the PCU at the next Council meeting. After the PCU report was completed, Dr John Hadjinicolaou reported that a religious book publisher in Greece wants to publish the Life of St Arseny in Greek. Since the Life is the property of the Archdiocese of Canada, Council gave the permission for the Greek publisher to go ahead, if Fr John Hainsworth, the author, also agrees.
Session V, held on Saturday afternoon, May 10
After luncheon, the meeting was reconvened with the singing of “Christ is risen.” The Chancellor was in the Chair.
AGENDA # 20 New Business # 20 a Administrative Assistant to the Archbishop The Archbishop said that negotiations are on-going with the person he hopes can fill the position. Meanwhile, the Executive of Council is looking at creating a complete job description for the position. The Chancellor and the Archdiocesan Dean suggested that the Assistant should be responsible for management of the bishop’s office, as well as for care of the bishop. The person may also have to do some chauffering, some financial work, some of the e-mail work, as well as management of the property when the Archbishop is away. Vladyka hopes that the new assistant will be in place by the fall. Deacon Gregory Scratch was asked to get the work already done on a job description (done by David Grier and others) to Fr Dennis Pihach’s office as soon as possible. # 20 b Property
AGENDA # 27 Date and Place of next meeting of Archdiocesan Council It was decided that the fall meeting of the Archdiocesan Council will be held in Ottawa from 30 October through 1 November 2008. AGENDA # 26 Glorification of St Arseny The Archbishop said that after he receives all the signatures from the petitions [see the first paragraph of AGENDA # 19], the process of glorification will be on-going. He noted that the fact that a Greek religious publisher wants to publish our Life of St Arseny in Greek is very good [see last paragraph of AGENDA # 16]. AGENDA # 25 Sexual Misconduct Guidelines The Archbishop and the Chancellor said that it is not yet clear from Syosset whether or not each new parish council has to re-sign the Sexual Misconduct Guidelines. We in Canada, however, should try to find out from our insurer and our legal counsel whether or not each new parish council should sign the document, for the diocese’s protection. The Chancellor said that the Deans should be able to give him a list of all their parishes which have signed on. Fr Dennis said that he would contact the Archbishop’s office to obtain a list of the parishes which have let the office know that their parish council has signed on. AGENDA # 24 Parish Property Insurance The Chancellor said that the Archdiocese is liable for any parish which is either uninsured or inadequately insured [that is, insured at a level lower than that of our Aon policy]. He also said that we must demand compliance with their signing on for Aon or for a comparable policy, and give them a firm deadline. He will send a letter to the parishes, giving them a deadline of December 31, 2008 for sending to his office evidence of their either signing on with Aon, or purchasing a comparable policy. AGENDA # 23 Canadian Orthodox Church Corporation [see # 23, attached] After the written report was discussed, it was moved by David Grier, seconded by Fr Oleg Kirilov, that the Board of Directors of this federal corporation be the four members of the Executive of the Archdiocesan Council (Archbishop, Chancellor, Archdiocesan Dean, and Treasurer). Passed unanimously. It was also decided that the British Columbia provincial corporation, which owns the Monastery of All Saints of North America, should be kept exactly the same in its structure for now. It was noted that the federal corporation is responsible for the provincial one. AGENDA # 22 Pilgrimages The Chancellor said that another pilgrimage to Ukraine with Archbishop Seraphim is planned for 2009. There is also the strong possibility for a pilgrimage to Jerusalem at Theophany (Old Style) in 2009, led by Archimandrite Zachaeus of the OCA’s Moscow Podvorye. AGENDA # 21 Auxiliary Bishop There was a lengthy discussion of a future auxiliary bishop for the diocese. In the end, everyone agreed with His Eminence that we “must not put the cart before the horse” -- that is, that we need a stronger foundation (a more efficient office administration with an administrative assistant, more systemic order in diocesan management, more money set aside for compensation of the auxiliary bishop, and so forth) before we can seriously consider asking the Holy Synod again for an auxiliary. The Archbishop did say, however, that we should keep this topic on the agenda of council meetings. The most important thing is to pray and try to discern together when to approach the Holy Synod with a new nomination. AGENDA # 18 STAS [continued from Session I] Jeremy Scratch explained that there will be a push in the fall and early winter, with the help of the Deanery Lay Representatives, to achieve at least thirty donors in each deanery. STAS will try more and more to put “upkeep” of the system at a local level (deaneries), hoping that the Deans and the Lay Representatives can be responsible for the “care and feeding” of their Deanery donors. Also, more work will be done online with reporting and accounting on the diocesan website. AGENDA # 28 Adjournment The spring 2008 meeting of the Archdiocesan Council was adjourned at 4:20 p.m. with the singing of “Shine, Shine.”
Respectfully submitted,
Mother Sophia (Zion) |