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Second Draft
Minutes of the Archdiocesan Council Meeting
Archdiocese of Canada, Orthodox Church in America
held at St Herman of Alaska’s Sobor, Edmonton, Alberta
12 – 13 June 2009
Council members in attendance at this meeting were:
Ruling Bishop of the Archdiocese, Archbishop SERAPHIM
Bishop-elect of Québec City and Dean of Québec and Atlantic Canada, Archimandrite Irénée (Rochon)
Chancellor, Archpriest Dennis Pihach
Archdiocesan Dean and Clergy Representative to Metropolitan Council, Archpriest Cyprian Hutcheon
Treasurer, Mr Nikita Lopoukhine
Dean of British Columbia and Yukon, Archpriest Lawrence Farley
Dean of Manitoba, Saskatchewan, and Nunavut, Archpriest Robert Kennaugh
Dean of Annunciation Cathedral, Archpriest John Jillions
Lay Representative from British Columbia and Yukon, Dr Peter Choi
Lay Representative from Manitoba, Saskatchewan, and Nunavut and Lay Representative to Metropolitan Council, Mr David Grier
Lay Representative from Ontario, Deacon Gregory Scratch
Lay Representative from Québec and Atlantic Canada, Dr John Hadjinicolaou
Director of the St Arseny Institute, Mr Spencer Estabrooks
Archdiocesan Director of Youth and Young Adult Ministry, Mr Matthew Francis
Canadian Orthodox Messenger Editor, Nun Sophia (Zion)
Guests and observers were : Fr Philip Ericksson, Fr John Hainsworth, Ms Audrey Ewanchuk, Mr Jordan Eriksson, Mr Mark Hargreaves, Mr Patrick McLean, Mr Mark Petasky, and Mr Rod Tkachuk.
* * *
Session I, held on Friday morning, June 12
AGENDA # 1 Service of Prayer and Call to Order
The Spring 2009 meeting of the Archdiocesan Council began at 10:30 a.m., following breakfast and a moleben served by Archbishop Seraphim in the temple of St Herman’s Sobor. All sessions of the Council were then held in the church hall below. The hall was also the venue for meals and refreshments prepared and served by St Herman’s parishioners. Immediately following the moleben, the first session was called to order by the Chancellor, who was in the Chair.
AGENDA # 2 Roll Call and Regrets
Members absent with a blessing were Fr Oleg Kirilov, Dean of Ontario; Ms Mira Davidson, Lay Representative-at-large, elected by the Assembly; and Mr Peter Ewanchuk, Lay Representive from Alberta and Northwest Territories.
AGENDA # 3 Minutes of the Previous Meeting [see # 3, attached], and
AGENDA # 4 Action Items from the Previous Minutes [See #4, attached]
As the Archdiocesan Council began to review the minutes of the previous meeting (Fall 2008), in the interest of accountability, the Chancellor went over all the “Action Items” listed. The following points were made:
(p. 2): Fr Dennis said that the Archdiocesan Dean and the regional Deans must continue to stay abreast of parish responses to the Archbishop’s directive on stewardship, because this is an ongoing process. ACTION: ARCHDIOCESAN DEAN AND REGIONAL DEANS
(p.2): Fr Dennis also said that on the subject of Orthodox Military Chaplains in the Canadian Services, Archbishop Yuri of the Ukrainian Orthodox Church of Canada now has Episcopal supervision of this. Fr Charles Baxter of the Ukrainian Orthodox Church of Canada is now serving as a chaplain. In addition, there is someone from our Archdiocese who may be applying soon.
(p.3): 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 from these funds. ACTION: ARCHBISHOP SERAPHIM
(p.3): Fr Cyprian Hutcheon reported that he and the Diocesan Deans had not been able to organize monthly conference calls yet . This still should be done, and the minutes of these conference call meetings should be circulated to all Council members. ACTION: FR CYPRIAN HUTCHEON
(p.3): The Chancellor said that the necessity of making it clear to some of our missions and mission stations that there is a fundamental problem with their making use of our Archdiocesan Treasurer’s services (e.g., the issue of tax receipts) while at the same time never making any contribution to the Archdiocese, will be have to be dealt with by the Administrative Unit.
(p.3): With regard to the request of the Archdiocesan Council to see a list from the Archbishop’s office on parishes’ and missions’ incomes for each year, the Chancellor said that this will take some time. We are in the process of trying to compile such lists, he noted, but it will take some parishes longer than others to provide the information to the diocesan chancery.
(p.3): Finding assistance for the Treasurer is a continuing need. Fr Dennis noted that Deacon Kurt Jordan in Langley has indicated willingness to help. Ultimately, Nikita Lopoukhine is responsible for finding the people he needs to work with him. ACTION: NIKITA LOPOUKHINE
(p.4): The Chancellor said that the diocesan lawyer, Rod Tkachuk, has assured him that there is no requirement that he be paid a retainer in order to keep his advice “at arm’s length.”
(p.4): The Chancellor also assured Council that there is gradual improvement with regard to the project of encouraging all parishes to offer their tithe to the Archdiocese. But education must be ongoing, this continues to be an educational process which must be actively continued. ACTION: DEANS AND DEANERY LAY REPRESENTATIVES
(p.4): Fr Dennis said that at the recent Clergy Synaxis in Calgary, the clergy indicated that they also think that in addition to the financial report, a history of the parishes’ and missions’ giving in tithe to the Archdiocese for four years be listed (on a separate sheet). ACTION: TREASURER
(p.4): The Chancellor announced that web-based accounting software and book-keeping programmes for the Archdiocese have been purchased.
(p.5): The subject of a proposed “missions Toolkit” would be further referred to the Programming/Communications Unit, which had not been able to make any progress on this.
(p.5): The Treasurer said that he would create a 2009 budget line-item for the Youth and Young Adult Ministries, in the amount of $2,000.00 at the end of this meeting of Council. ACTION: TREASURER
(p.5-6): Mother Sophia said that she had talked with our printer of the Canadian Orthodox Messenger, Mr Doug Gander, who sees his work for us as an offering to the Lord which he strongly wants to continue. He also said that putting one additional colour on the front and back pages of the periodical will only minimally increase costs. More than one colour, or more that these two pages with colour, would increase costs considerably.
(p.6): With regard to the Sexual Misconduct Guidelines, Fr Dennis said that he has found out from our insurer that newly elected parish council members do not necessarily have to sign the document; however, they must be given either a handbook or a directive making them aware of this document, and they must have a clear understanding of what the guidelines contain.
(p.7): The Chancellor noted that it is still to be decided whether or not to allow the position of Episcopal Secretary to be a voting member of the Council. One thing which may have to be taken into consideration is an adjustment of the By-laws of the diocese, which cannot occur until 2010 Assembly. ACTION: FR CYPRIAN HUTCHIAN, DAVID GRIER, ROD TKACHUK.
(p.7): Matthew Francis said that in answer to the Council’s request that theological perspectives be offered to the Council on the relationship of the Archdiocese of Canada with the OCA, Fr Lawrence Farley has presented (by e-mail to each Council member) a paper on this topic. [See “O Canada: Towards being the True, North, Strong and Canonically Free,” as “Additional Paper #1,” attached]
(p.8): It was reported that the Archbishop was given the list of parishes which had not paid their AAC assessment by 3 November 2008.
(p.8): The Chancellor said that the Deans had approached and warned the parishes which show a zero in the Total Received line on page 2 of the Treasurer’s Report.
(p.8): The reserved funds for the St Arseny Institute were placed under the Education Fund as a sub-fund.
(p.8): The Quickbooks software programme deemed suitable for the Archdiocese has been purchased.
(p.9): Deacon Gregory Scratch said that he had no written report about the question of committee teleconferencing. He said that this needs to go to the Programming and Communications Unit for discussion, particularly as to the quantity of such meetings.
(p.9): The Chancellor reported that he and the Episcopal Secretary to the Archbishop continue to work on the proper insuring of Fair Haven, both for property and for liability insurance for the Council directors, hopefully to have a report by the next meeting of Council. ACTION: CHANCELLOR AND PROTODEACON NAZARI
(p.10-11): The Treasurer said that everything is now in place for the amount of 5% of the Episcopal Secretary’s stipend to be paid into an RRSP for him, as well as paying him $200.00 per month as a gas allowance.
(p.11): With regard to considerations around financial practices of the diocese, a suitable version of Quickbooks has been purchased. In addition, the Chancellor noted that Deacon Kurt Jordan of Langley BC recommends that all entries in the book-keeping system be done in one locale---both for Archdiocesan income and expenditures, as well as all related data (e.g. STAS). The point was then made that we need the personnel in Ottawa. The Chancellor said that it will be a project for sometime for the Administrative Unit to work on this matter.
(p.11): Fr Dennis said that he had not closed the Western Office bank account, as Council had requested at its last meeting, because both STAS funds and insurance funds move through this account. He asked the Administrative Unit to examine this matter, suggesting that they recommend that the name of the account be changed instead. [See later recommendation of the Administrative Unit.]
(p.11): The Chancellor also said that with regard to the use of the Archdiocesan credit card, both the Archbishop and the Chancellor (the only signatories) are aware that only Archdiocesan expenses can be charged, and that they must submit to the Treasurer paper copies of all receipts of transactions.
(p.11): Fr Dennis called attention to the fact that the Archbishop’s Episcopal Secretary had sent an “Informational Report” outlining some of the things which have been done and are planned for at Fair Haven since the last meeting of Council [see # 7 a, attached].
(p.11): On the subject of tithing in the Archdiocese, it was noted that Deacon Gregory Scratch has produced a lengthy paper entitled “Membership as the motivation for commitment within the Archdiocese of Canada: a Proposal to develop an understanding of the first fruits and tithe system of giving in the Archdiocese of Canada.” [see “Additional Paper, # 2, attached]
(p.11): The Chancellor said that he needs an extension in order to gather as many parish financial reports as possible and give a report on them at the Fall 2009 meeting of the Archdiocesan Council. ACTION: CHANCELLOR
(p.12): Matthew Francis said that he had received some re-wording suggestions for the Chronology from Fr Lawrence Farley. This will be on-going.
(p.12): Matthew Francis also said that he has information about possible on-demand publishing of the Chronology. He and the Programming/Communications Unit will discuss this.
(p.12): Mother Sophia said that she had talked Doug Gander about the printing of the Canadian Orthodox Messenger. He very much wants to continue the printing of it because he sees it as a service to the Lord. He also cited prices for using one colour or more, etc. For now it seems best to go with one colour on the first and last pages of COM, rather than to try more expensive options.
(p.12): The Treasurer indicated that he has paid out the amounts recommended for the missions of St Aidan in Cranbrook, St John of Shanghai in Vancouver, and All Saints in Hamilton.
(p.12-13): Fr Lawrence reported that Fr Larry Reinheimer had, as requested, created a brief and to-the-point report on factors relevant to “success” or “failure” of missions. [See “Factors in the Success or Failure of Missions,” as Additional Paper # 3, attached]
(p.13): The Chancellor said that a special diocesan appeal for missions each year is still needed. He and the Administrative Unit will work on this. ACTION: CHANCELLOR, ADMINISTRATION UNIT
(p.13): The Chancellor indicated that the Programming/Communications Unit still needs to talk about the oral history project. As it turned out, in the unit’s meeting that evening, this topic was discussed within the plans for the youth jamboree and programme of the diocesan assembly in 2010.
(p.13): Dr Peter Choi reported that he had received the suggestions of Council members and others for improvements in the Archdiocesan website, and had passed them on to his wife Judy who was able to put them into the specialized language which Alex Ovodov the manager of the website could understand easily [see these suggestions in Additional Paper # 4]. He said that he had forwarded this document to the Archbishop. Vladyka Seraphim admitted that he had received the document, but that he had not understood what it was for. The Archbishop assured Council that he would now forward the suggestions to Mr Ovodov. ACTION: ARCHBISHOP SERAPHIM.
(p.13): The Chancellor noted that he had sent to Mr Ovodov a special note of thanks for his efficient and continuing work on the website.
(p.14): Fr Dennis said that the “Theological Education Report” will indeed be a fixed Agenda item for Council meetings, and that Spencer Estabrooks will be in charge of the report.
(p.14): The Chancellor also said that a conference call for those involved in theological education prior to Archdiocesan Council meetings would be more than is needed for now, especially since Dr John Hadjinicolaou, Fr John Jillions, and Mr Spencer Estabrooks are at Council meetings and can report there.
(p.16): Spencer Estabrooks noted that he would be presenting the requested “business plan” for St Arseny’s Institute at this meeting.
Following this reporting on “action items, the minutes of the previous meeting were passed unanimously.
AGENDA # 5 Approval of Agenda [see # 5, attached]
Council approved the Agenda presented by the Chancellor after the following items were added: 7a: Report of the Episcopal Secretary; and 22 a: Webcam presentation by Deacon Hedra Faltas. The Chancellor also asked that the Programming/Communications Unit look at three additional topics: funds for Project Mexico; regional clergy synaxes; and the need for a new moleben book (to include French) for Council meetings. Archbishop Seraphim at this point said that he would create this new moleben book (to include French) for the next Council meeting. ACTION: ARCHBISHOP SERAPHIM
AGENDA # 6 Report of the Ruling Bishop [see # 6, attached]
In addition to his written report, Archbishop Seraphim said Bishop Irénée’s work will be primarily pastoral. Vladyka also added that he hopes that at the next meeting of Archdiocesan Council (Fall 2009), he will be able to present another name to the Council for consideration as a second auxiliary bishop, primarily for the west.
AGENDA # 6.1 Report of the Chancellor [see # 6.1, attached]
Fr Dennis Pihach delivered this report.
AGENDA # 6.2 Report of the Archdiocesan Dean
Fr Cyprian Hutcheon said that he had nothing particular to report, except that he does take part in the Council Executive conference calls. He also reported that as of the end of July 2009, he will, with the Archbishop’s blessing, cease holding the position of Archdiocesan Dean. He will retain his position as Archdiocesan Secretary, and will remain the Council’s Metropolitan Council Clergy Representative.
AGENDA # 6.3 DEANERY REPORTS AND CATHEDRAL DEAN REPORT
# 6.3.a. Québec and Atlantic Canada Deanery Report
The Dean, Archimandrite Irénée (Rochon), presented this oral report.
He said that there are a lot of changes in St John’s NL. For one, several Romanian families are attaching themselves to the mission parish, which has started contributing to the Archdiocese this year. There is much work to do, and a regular visiting priest, or even better, a resident one, is badly needed.
The mission in Quebec City really does exist. Operating part time for now, there is a strong desire to become full time. One problem is language, because the older parishioners, from the earlier immigration, want a Russian-speaking priest (which is difficult to find), while the newer immigrants from Russia can all speak French and would like the parish to develop, even if the predominant language is French.
# 6.3.b. Ontario Deanery Report
No report because of the Dean’s absence.
# 6.3.c. Manitoba, Saskatchewan and Nunavut Deanery Report [see # 6.3.c., attached]
Fr Robert Kennaugh presented this written report.
# 6.3.d. Alberta and North West Territories Deanery Report
Fr Vasily Kolega presented this oral report.
He said that in Alberta there is a vision to gain back the five churches which our diocese lost earlier, either to Moscow or to the Ukrainian Church.
He noted that there is now a working Slavonic mission meeting in St Herman’s Sobor once a month.
Also the Deanery is working with the Shandro Mission and with the Ukrainian Museum.
He drew attention to the fact that Smoky Lake had just celebrated its 100th anniversary, and that Dickie Bush will celebrate its 100th on July 12.
# 6.3.e. British Columbia and Yukon Territory Deanery Report [see # 6.3.e, attached]
Fr Lawence Farley gave this written report.
In addition to it, he noted that the parish of St Nicholas in Langley is unstable. Fr Johanna Ayoub is trying to cope there for now. It is a continuing saga as to whether they will stay with our jurisdiction or not.
# 6.3.f. Cathedral Deanery Report
Fr John Jillions gave this oral report.
He said that renovations of the temple are continuing under Deacon Gregory Scratch and his team. Downstairs the kitchen is being renovated with a grant obtained by Nikita Lopoukhine.
A new, full-time, permanent Cathedral Dean is needed, because the current dean is now involved full time with teaching at St Paul University (part of the University of Ottawa). For now there will be an “interim year, with Fr John assigned and Vladyka Seraphim playing a larger role while the search for a new dean goes on.” The Cathedral is able to offer regular services, as well as pastoral care, because Vladyka, Fr John, Fr Symeon Rodger, and Fr James Griggs are all there part time. [Since the meeting the following change has occurred: As of September 1, the Chancellor, Fr Dennis Pihach will be the interim Dean of the Cathedral.]
Fr John also noted that a small Ethiopian parish will be meeting in the room behind the stage in the Cathedral’s basement for their services (with drums!).
Fr John questioned whether or not he should continue on Council, since after September 1, he will not be the full-time dean. Vladyka Seraphim said that since he has recently appointed Fr John as Ecumenical Officer for the Archdiocese, and since he is now a Vice-President of the CCC, it will be necessary that he at least submit a report for every meting. It would be good to have him present, also, but it is also a question of money, as usual.
# 6.3.g. Deanery Lay Representatives Report
The only Lay Representative to report was Dr John Hadjinicolaou, for the Deanery of Québec and Atlantic Canada. He noted that at the recent consecration of The Sign of the Theotokos in Montréal, Metropolitan Jonah was present. This was His Beatitude’s first visit to Canada as Metropolitan.
Dr Hadjinicolaou also reported that the annual Colloquium on Orthodox Studies, held in April at the University of Sherbrooke (Laval campus), was the most successful ever. It was dedicated to Fr Alexander Schmemann.
Session II, held on Friday afternoon, June 12
After luncheon in the church hall, the second session began at approximately 1:30 p.m., with the Chancellor in the Chair.
AGENDA # 7a Episcopal Secretary’s Report [see # 7a, attached]
In the absence of the Episcopal Secretary, Protodeacon Nazari Polataiko, attention was simply called to his written report.
AGENDA # 7 Treasurer’s Report [see # 7, attached]
Nikita Lopukhine presented his written report. He called attention to the fact that the complexity of the Treasurer’s functions have definitely increased. He suggested that the Administrative Unit look at this problem in depth, because the complexities (e.g., the need for double-entry book keeping, the use of new accounting software, and so forth) is requiring much more of his time than it did in the past. This is happening at exactly the time he is becoming more involved with various environmental consulting tasks and travelling even more than previously. In addition to this, he is increasingly involved in parish development of the Cathedral, grant-seeking for the Cathedral, and attempting to learn Quickbooks.
We must begin to think about the functions of the Treasurer, and how they will be carried out. We must also face the fact that the current Treasurer (who has been serving since 1987) will not live forever, and plan for the future.
Nikita called attention to the fact that for the year 2008, he had to take money from savings to pay for the deficit (which was around $45,000.00).
He also said that it might be wise to get an accounting firm to handle the recording of income and expenditures. The Chancellor replied that the Administrative Unit must look at this suggestion. Nikita also said that there should be no reason for the Treasurer to be in Ottawa necessarily. With electronic systems, such work can be done from anywhere.
He also asked whether parts of the Treasurer’s work can be farmed out (e.g., payroll, etc.). Here again is something that the Administrative Unit must consider.
AGENDA # 8 STAS Reports [see # 8 a and #8 b, attached]
Deacon Gregory Scratch, Mr Mark Petasky, and Mr Matthew Francis presented these two reports, the first an overall view with policy/expenditure priorities, and the second a current financial report.
AGENDA # 22 New Business
AGENDA # 22.a Web-cam presentation [see # 22a, attached]
This report, entitled “Live Broadcast Project,” was given by Deacon Hedra Faltas of the Coptic Church. At the end of the presentation, Fr Dennis Pihach noted what an important evangelistic tool this is, as are all Internet facilities (MP3, videos, etc.). We must be very careful about what we use, however, and we must try to use this technology as inexpensively as possible. The Programming/Communications Unit must keep aware of this.
AGENDA # 9 Report of the Theological Education Committee
Fr John Jillions and Dr John Hadjinicolaou brought Council up to date on Orthodox courses and programmes in Ottawa and Montréal.
Fr John Jillions said that there are some Orthodox students in the MA programme in Eastern Charistian Studies at St Paul’s, where both Fr John Behr and Fr Robert Taft will be coming to teach briefly this summer for the Sheptytsky Institute Study Days. Three courses are being taught by clergy from the Cathedral this coming fall. A Doctor of Ministry is available at St Paul’s (Fr John the director of the programme) for those who have a graduate theological education and five years of pastoral experience. The programme is done mainly via distance learning plus two weeks per semester of classes in Ottawa. English-speaking students must have at least passive knowledge of French.
Dr John Hadjinicolaou said there have been big changes at the University of Sherbrooke, and these appear to be to our benefit. Recently the faculty of theology, ethics and philosophy broke up, with ethics and philosophy forming a new faculty. The theological faculty used the Orthodox studies programme to help them create a new theological faculty. There is a new dean for this faculty.
The Orthodox have been offering studies at Sherbrooke now for eleven years. Currently there are 110 students in the undergraduate and 45 in the graduate programmes. Because of this, there are currently fourteen lecturers on payroll for Orthodox studies.
The Sherbrooke theological faculty has suggested the creation of an Orthodox Theological Institute of Québec, on the model of St Sergius Institute with the University of Paris, that is, the Orthodox would be responsible financially for the institute and its teaching faculty, but the faculty of theology of Sherbrooke would offer classrooms, offices, burseries for students, etc. There are already 50 graduates at the masters level in Orthodox theology at Sherbrook, and ten of our Orthodox people are in the faculty of theology’s Ph.D. programme in modern theological thought. Negotiations are ongoing.
#9 a: St Arseny Institute [see # 9. a, attached]
Mr Spencer Estabrooks presented this written report which attempts to give as full, clear, and accurate a picture as possible of the work of the institute.
#9 a.1: Business Plan for St Arseny Institute [see # 9. a.1, attached]
Mr Estabrooks presented a Business Plan for the St Arseny Institute, as Council had requested him to do. There was a lengthy discussion of both what the institute does really well, the excellent preparation of readers and deacons, and of the enormous teaching and financial resources which would be needed to proceed to the offering of the M.Div. degree in preparation for the priesthood. It seemed clear to Council that in view of the resources required, the institute is not at the present time in a position to create the M.Div. programme.
How do we take this Business Plan and implement the things we can do, asked Fr Cyprian. Both the structure and content of course work must be looked at carefully by an Academic Board, because we want to be looked upon as a premier distance education course for readers and deacons, programmes at least as good as the Antiochian St Stephen’s course. The Chancellor said that the Academic Board and the Board of Trustees, as outlined in the plan, are definitely needed.
Because the Archbishop was not present at this session, Fr Dennis Pihach and Fr Cyprian Hutcheon said that they would relay this discussion of the St Arseny Business Plan to the Archbishop. ACTION: CHANCELLOR AND ARCHDIOCESAN DEAN
#9 b: AVAC (Archdiocesan Vocations Assessment Committee)
The Chancellor reported that the AVAC appears to be working well. The committee has now interviewed four potential candidates for the diaconate. It also appears that there is even some mentoring of the men who have been approved. There is an advantage to the committee’s not being directly related to the candidates, and also it seems good that the psychological evaluations are being done by two women doctors who are very committed to, and involved with, the Church.
The committee is looking at getting more input from the parish priests of any potential candidate. To this end, Fr Dennis said that the idea of the parish priest’s publishing “banns” for anyone who wants to be a candidate from the parish (either announced from the pulpit or published in the parish bulletin) seems like a good idea. Council agreed with this idea. Fr Dennis was asked to put a “banns” system into the AVAC process, and Fr Cyprian was asked to write up a form for the “banns” for the Chancellor to give to the parish priests. ACTION: CHANCELLOR AND ARCHDIOCESAN DEAN
David Grier strongly recommended that the “banns” system of announcing an ordination or tonsuring be used on three occasions prior to the event, in order to provide for all to know of and, if necessary, have opportunity to bring forward information about the candidate. At least one of these announcements should be from the ambo because not everyone reads the bulletin. He also strongly recommended this system should be used for all who are being considered to be set aside for formal ministering positions in the Church – reader, subdeacon, deacon, priest, or bishop.
At this point, about an hour before the end of this second session, the Council divided into two units (Administration/Finance and Programming/Communications) in order to discuss, make plans and recommendations, and report to the Council as a whole the next day.
Session III, held on Friday evening, June 12
After dinner in the church hall, Council members returned to their units for work in preparation for the next day’s sessions.
Session IV, held on Saturday morning, June 13
The Archdiocesan Council meeting was reconvened at 10:00 a.m. with the singing of “O Heavenly King.” The Chancellor was in the Chair.
AGENDA # 14: Reports from the Units
Unit # II: Programming / Communications Unit
Mr Matthew Francis reported for this unit.
1. Under the general heading of Mission issues, it seemed the clear mind of the unit that we as a Council must give serious attention to what could be termed “pastoral succession” in our diocese, because in the next few years we will have retirements possibly coming up in several of our leading parishes. If we do not start giving attention to this now, we could be in trouble. It seems at this point in time, it is of utmost importance to begin planning to insure the future stability of both the parishes and the missions already planted. The Chancellor agreed with this, and said that from now and within the next five to ten years, he, the deans, and the Archbishop must begin strategic planning in the area of pastoral succession. “Pastoral succession” should also be kept on the regular agenda of Council. ACTION: CHANCELLOR, DEANS, ARCHBISHOP
2. The unit received two requests for funding and offered recommendations. The recommendation passed unanimously that $1,200.00 be given to Fr Larry Reinheimer for funding van/bus transportation for Project Mexico, from the newly-created youth line in the budget and from the Project Mexico line. ACTION: TREASURER
Also passed unanimously was the recommendation that $1,200.00 from the mission/evangelism fund be given to the parish of Fr Richard Rene in Cranbrook BC, to be used for his regular transportation between the mission in Cranbrook and the mission station in Creston. ACTION: TREASURER
3. Mr Francis reported that the unit had discussed the topic of teleconferencing briefly, but agreed such conferencing should only be used as required.
4. On the topic of the Historical Chronology, the unit is beginning to re-think the manner of propagating this. Why does it need to be published in paper? It is mainly a reference book, and most people would not sit down and read it as a whole. Why not put it on the website instead? If it is done this way, in the meanwhile the unit could be looking at the publication of a full history of the diocese for printed publication. The Archbishop and Council agreed with this thinking. It was therefore proposed and agreed that Fr Cyprian Hutcheon would talk to Katya Szalasznij about the possibility of integrating the Historical Chronology into her Roots of Community project on the website, and that Matthew Francis would talk about this with Prof Kyrill Holden. ACTION: FR CYPRIAN HUTCHEON AND MATTHEW FRANCIS
5. On the topics of both youth and oral history, the unit had, with Fr John Hainsworth as its guest, discussed some of the plans for the youth jamboree which the Assembly Committee in Victoria BC is planning for the 2010 Assembly. The includes a trip across the country by bus, probably starting in the Ottawa/Montreal area and heading west to Victoria, picking up youth at the parishes; followed by a week of camping on Vancouver Island; and then a youth programme for the Assembly. There could be an oral history component in this as the bus visits parishes with elders encouraged to talk to the youth about their memories of the parishes’ pasts. Mr Francis thinks that he and the Victoria committee working on the Assembly may be able to obtain a “new Horizons for Seniors” grant from the government to help defray expenses for the cross-country trip.
6. On the topic of the Archdiocesan website [see also Additional Paper #5, a website report from Mr Alex Ovodov], it was the strong and unanimous view of first the unit and then the Council as a whole that the Archdiocese must retain the domain ownership of archdiocese.ca and keep the site on a third party server. The Chancellor agreed to relay this decision to the website manager. ACTION: CHANCELLOR
Furthermore, FrJohn Hainsworth argued that there needs to a meticulous redesign of the website, using the latest web technology. To discuss this and other matters involved with the website, Fr Lawrence Farley volunteered to organize a meeting of everyone involved with the website’s design, functioning, service, and management when the Archbishop comes to visit the British Columbia Deanery in September. The should include the Archbishop, Mr Alex Ovodov, Fr John Hainsworth, Fr Justin Hewlett, Ms Judy Choi, Protodeacon Nazari Polataiko, and (by speaker phone from the US) Fr John Schroedel. ACTION: FR LAWRENCE FARLEY
7. Mr Francis said that the topic of clergy synaxes was discussed only briefly. The Chancellor added that our pattern right now is to have one full clergy synaxis once every three years (like this year), and one full synaxis tacked on to the beginning of the triennial Assembly (like next year). Then there is nothing the third year. Perhaps in the third year (the normal AAC year), two regional clergy synaxes could be held, east and west. This will be discussed by the Archbishop and the Chancellor. ACTION: ARCHBISHOP, CHANCELLOR
Unit # I: Administrative / Finance Unit
Mr David Grier reported for this unit.
1. He said that the unit had spent a lot of time on the lack of understanding of membership and its obligations. Members of the Church should want to grow the Church in Canada and to protect it. It was recommended by the unit and accepted by the Council that we should publish a 4- or 5-year spreadsheet of the parishes’ contributions to the Archdiocese, including a column of STAS receipts, with the Treasurer sending the spreadsheet to parishes and Mother Sophia printing it in the Messenger. ACTION: NIKITA LOPOUKHINE AND MOTHER SOPHIA
The unit also recommended, and Council accepted, that Deacon Gregory write a letter to parishes and missions providing a guideline and the logic behind proper insurance for parishes and the risks to the Archdiocese of Canada if such insurance is not obtained, to be sent out in June, or as soon as possible. The lay representatives should follow up with parishes and report to Council in October. ACTION: DEACON GREGORY SCRATCH AND DEANERY LAY REPRESENTATIVES
2. The unit discussed the fact that more engagement in the not-too-distant future is needed on the “first-fruits” concept, to be taught to the parishes and missions by the deans and lay representatives.
3. On the matter of the budget, the unit recommended and Council agreed, that $1,000.00 a month plus healthcare and transportation [for a total of about $5,000.00 for October through December of 2009] be added to the budget for the compensation of the new Auxiliary Bishop. ACTION: TREASURER
In addition, it was recommended and accepted that the CCC contribution be increased to $1,200.00 per year. ACTION: TREASURER
4. In the matter of Fair Haven, the unit and the Council asked the Chancellor to instruct Protodeacon Nazari to obtain roofing quotes and to contract for the part of the chancery office roof which needs repairs. ACTION: CHANCELLOR
The unit recommended and Council agreed that, with help from Fr Dennis Pihach and Nikita Lopoukhine, Protodeacon Nazari develop “responsibility requirements” (e.g., donations, workload, etc.) for people who come to Fair Haven for extended stays. ACTION: CHANCELLOR
The unit and the Council sees the obtaining of monks to live and work at Fair Haven as a priority. The Chancellor and Fr Cyprian Hutcheon were asked to encourage Protodeacon Nazari to develop contacts to obtain monks from abroad for Fair Haven, with the proviso that these monastics be willing to learn English and/or French, so as not to be an exclusively ethnic group. ACTION: CHANCELLOR AND ARCHDIOCESAN DEAN
5. On the matter of accounting, the unit recommended, and Nikita Lopoukhine agreed, that the Treasurer should look into companies which could handle the bookkeeping and payroll functions of the Treasurer’s work. ACTION: TREASURER
Mr Grier said that Deacon Kurt Jordan is looking into standard Church terms to be used with Quickbooks. He is working on these now and will present them to the Treasurer soon.
Mr Grier also reported that the Western office account will be renamed STAS Account, with signing authority to the Archbishop, the Chancellor, Fr Philip Ericksson, and Mr Mark Petasky. ACTION: TREASURER
The unit recommended, and Council agreed, that a policy should be created which says that two signatures are required on cheques above $1500; cheques for less than this amount would require only one signature. The first signature would be that of either the Treasurer or the Chancellor. This policy need not include payroll cheques. For cheques requiring a second signature, any member of Council could be used. ACTION: COUNCIL EXECUTIVE
6. It was also decided, at the unit’s recommendation, that Rod Tkachuk will draft a letter for Archbishop Seraphim to send to John Loukadelis of Hamilton, asking him to clarify (1) the impact of Ontario charitable rules on the Archdiocese of Canada, and (2) the rules around the hoarding of money. ACTION: ARCHBISHOP SERAPHIM SERAPHIM AND ROD TKACHUK
AGENDA # 13: Metropolitan Council Report [see # 13, attached]
Mr David Grier gave this written report.
AGENDA # 19: 2010 Diocesan Assembly in Victoria BC Report
Council guest Fr John Hainsworth gave this oral report. He said that the organization of the Assembly (July 27 -30, 2010) is well under way, with a small, streamlined committee. The following key areas are already accomplished:
-- the venue is booked (University of Victoria), with rooms, lecture halls, and chapel blocked off; and the banquet and caterers booked;
-- the theme is established (“Where did we see You?” : Orthodox outreach to the poor), and speakers and workshops are being arranged on the theme;
-- a second draft of the Assembly’s schedule is being worked on; and
-- the extended youth programme is being developed (involving a cross-country pickup of youth, a camping “youth jamboree,” and an Assembly youth programme.
He noted that all details of the Assembly, as they develop, will be posted on the website www.orthodoxassembly.ca (where all future assemblies can be placed also).
AGENDA # 12: Clergy Insurance/Insurance on Properties
The Chancellor asked Fr Philip Ericksson to give this oral report.
Under clergy insurance, Fr Philip said that there has been a change of carrier, and the new carrier is a great improvement.
Under insurance on properties, he made the following points:
- Ecclesiastical is “top notch” as a carrier. We will never get a better product, but it is sold as a group plan, so we need the numbers. Because of so many parishes’ foot-dragging to join the plan, there are difficulties in getting Ecclesiastical to take us seriously. Most importantly, we could lose them if we do not get enough numbers.
- There are some difficulties with our broker, probably mainly because of “our structure and habits,” he said. He and the Chancellor are trying to find a broker who will actually go to the parishes and work with them.
- There are difficulties with some parishes and priests who do not want to release their financials to an insurance company. Ironically as a result, they pay much more for much less insurance (and they endanger the Archdiocese because liability insurance done separately is unaffordable).
- Also there is a language issue. French-speaking people, understandably, want any dealings of their parishes with an insurance company to be in French.
- Every parish should get their properties properly assessed by a professional. This is expensive, but could prove of crucial importance if damage were to occur to the property.
Session V, held on Saturday afternoon, June 13
After a luncheon in the church hall, at which the Archbishop’s 22nd anniversary of consecration as Bishop of Edmonton (on this very day and in this very parish) was celebrated, the Chancellor, who continued in the Chair, brought the last session to order.
AGENDA # 11: Canadian Council of Churches / Ecumenical Activities [see also Fr Cyprian’s handwritten report notes, #11, attached]
Fr Cyprian Hutcheon gave this oral report. He explained that he himself is on the Governing Board of the CCC, and that Fr John Jillions is a vice-president of the CCC as well as being the newly-appointed Ecumenical Officer for the Archdiocese.
Meeting twice a year, the Governing Board met last in May of 2009 and there is a new executive which includes not only mainline Protestants (as in the previous triennium), but now also representatives of the OCA, the Roman Catholics, and the Christian Reformed.
There are 23 denominations in the CCC now, and the Ukrainian Orthodox Church of Canada has just become a full member. There is a new funding proposal for membership support, with a cap on larger denominations and a minimum on smaller ones. Under this new proposal our diocese needs to give them $1200 per year (based on 27 to 30 active parish communities, at a formula of $40 per community).
Fr Cyprian emphasized what he has said many times before: the CCC is a significant opportunity for pan-Orthodox groups to meet and work together, even if informally, and both the Faith and Witness Commission and the Justice and Peace Commission, on which our diocese is well-represented, are doing excellent work. In fact, given our small size, we are vigorously active in the working committees.
AGENDA # 15 St Arseny Canonization Project
Archbishop Seraphim said that the petitions from the parishes in Canada have been copied and forwarded to the Holy Synod at it Spring meeting. It turns out that Bishop Tikhon of Eastern Pennsylvania wants at least half of the relics to remain at St Tikhon’s Monastery. Vladyka Seraphim said that he will keep asking the Holy Synod for the relics.
A shorter version of the life of St Arseny is being done by Fr Lawrence Farley and will be available, Fr Lawrence added, by August 2009. Parishes should receive copies of this right away, and it will also be included in the Assembly package. ACTION: FR LAWRENCE FARLEY
In addition, it was noted that the shorter life of St Arseny should be translated into French, and possibly into Russian and Romanian too, and sent out as soon as possible. Vladyka Seraphim said that his office will take charge of this. ACTION: ARCHBISHOP SERAPHIM AND OFFICE STAFF
AGENDA # 17 Pilgrimages
The Chancellor said that the 2009 summer pilgrimage to Ukraine had to be cancelled. There may be a pilgrimage to Jerusalem after Pascha 2010.
AGENDA # 18: YOUTH MINISTRY [see # 18, attached]
Mr Matthew Francis gave this written report.
AGENDA # 21: “Canadian Orthodox Church”
Rod Tkachuk was asked to speak on the corporation titled “Canadian Orthodox Church,” which Archbishop Lazar has given to the Archdiocese. Mr Tkachuk said that some of the corporation’s rules and bylaws might have to be changed so that it will be in the control of the ruling bishop of the Archdiocese of Canada. He said that he is also working to make the corporation hierarchical in structure. This corporation will probably work for properties owned directly by the Archdiocese of Canada. Council asked Mr Tkachuk to find out whether or not the name of this corporation can be changed from “Canadian Orthodox Church” to “Orthodox Church in Canada,” and if it can, to secure the name. ACTION: ROD TKACHUK, FR DENNIS PIHACH
AGENDA # 10: Auxiliary Bishop
The Chancellor announced that Archimandrite Irénée will be consecrated in Ottawa on Thursday, 1 October 2009. A letter has gone out to all the deaneries, as well as to every parish in Québec, asking for vestment/equipment gifts for the consecration, along with a list of things which will be needed. The Chancellor requested, and Council agreed, that the Archdiocesan Council should give the new Auxiliary Bishop a cross and panagia set. ACTION: TREASURER
AGENDA # 20: Relationship of the Archdiocese of Canada and the OCA
There was a very brief and positive general discussion of this topic.
AGENDA # 23: Date and location of the next meeting
The fall 2009 meeting of the Archdiocesan Council will be held at the Cathedral in Ottawa on October 2 - 3, 2009.
At the fall 2009 meeting of Council, David Grier and Mary Ann Lopoukhine will lead a strategic planning session. ACTION: CHANCELLOR, DAVID GRIER, MARY ANN LOPOUKHINE
AGENDA # 24: Adjournment
The spring 2009 meeting of the Archdiocesan Council was adjourned at 3:30 p.m. with the singing of “It is truly meet . . . .”
Respectfully submitted,
Mother Sophia (Zion)
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