ST. PETER’S, ERINDALE 3041 Mississauga Road

Mississauga, Ontario L5L 0B7

VESTRY MEETING MINUTES Sunday, September 20, 2020

1:00 pm via Zoom

Clergy: The Rev. Canon Jennifer E. Reid, Incumbent

The Rev. Maria Nightingale, Associate & Chaplain to Seniors The Rev. Canon Bill Kibblewhite, Honorary Assistant

The Rev. James Ferry, Honorary Assistant The Rev. Canon David Long, Honorary Assistant/Interim Priest-in-Charge

The Rev. Clement Carelse, Deacon

Churchwardens: James Beckwith, Rector’s Warden

Carol Bailey, People’s Warden Michael Davies, Deputy Rector’s Warden

Ken Baxter, Deputy People’s Warden

Church Office: 905-828-2095 Fax: 905-828-1588 Email: stpeters@stpeterserindale.org www:stpeterserindale.ca

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ST. PETER’S MISSION STATEMENT

Serving God Together, Acting With Compassion,

Proclaiming Hope

ST. PETER’S VISION STATEMENT

We are a vibrant and diverse congregation, rich in heritage, gathering for meaningful worship and reaching beyond our walls to

serve the local and global community

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ANNUAL VESTRY MEETING

AGENDA

Sunday, September 20, 2020 1:00 pm

1) The Rev’d. Canon David Long, Interim Priest -in-Charge, on behalf of The Rev’d. Canon Jennifer Reid takes the Chair

2) Opening Prayers, including Remembrance of the Dead

3) Appointing of Vestry Clerk

4) Archbishop Andrew Asbil’s Letter & Bishop Jenny Andison’s Letter

5) Reading, correcting and confirming Minutes of the last meeting and Minutes of any other meetings that have not been confirmed

6) Associate/Chaplain to Seniors Report

7) Presenting and adopting Churchwardens’ Financial Report for 2019/2020 with Auditor’s Report (see Financial Statements)

8) Considering Churchwardens’ recommendation of parish’s share of Diocesan Allotment (see Financial Statements)

9) Adopting Budget for 2020/2021 (see Financial Statements)

10) Appointment of Auditor for 2020/2021 and Election of Signing Authorities

11) Offertory Secretary’s Report

12) Church Wardens’ Report

13) Presenting Reports of Parochial organizations

14) Elections and Appointments

15) General Business 16) Adjournment

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VESTRY MEETING MINUTES (Held Sunday, September 20, 2020 at 1:00 p.m.)

1) The Rev’d. Canon David Long, Interim Priest-in-Charge, on behalf of The Rev’d. Canon Jennifer Reid,

takes the Chair at 1:15 p.m.

78 parishioners attended Vestry

2) Opening Prayers, including Remembrance of the Dead: The Rev’d. Maria Nightingale

(July 1, 2019 – June 30, 2020)

Barbara Lois Adamson Marie Lillian Allworth Berkley Anne Amos John Donald Baylis

Rhonda Romaine Beck Clinton Alexander Bryan

Dorothy Emma Cale Edgar Calford Chensue

Arthur John Collins Edward Fitzgerald Conover John Henry (Jack) Davies

Dorothy Lorraine Day Dennis Avon Dolloff

Elizabeth Joan (Betsy) Elliott Faith Elaine Foreman

Ronald James (Ron) Gilpin Alan (Cy) Haycraft

William Alfred (Bill) Higgins Roderick William Jones

Helen Margaret King Priscilla Lydia Larcher Barbara Bland Lewis

Chau-Yuan Michael Li Walter (Wally) Morrison

Althea Mott James Albert Mumby

Margaret Rubina (Ruby) Newman Christopher Peat

Robert George Sanders (Bob) Penwill Gregory Roger Phair

Peggy Lee Pound Rolan Deloy Rhooms

Winifrith Florence Roberts Loretta Sean

Robert A. Spence Sharon Nadine Storie

Gertrude Bernice Towill Joseph Venkatarangam

Muriel Woodward

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3) Appointing of Vestry Clerk: Mrs. Helen Baxter was appointed as Vestry Clerk again this year. She has taken the minutes of previous vestries.

4) Archbishop Andrew Asbil’s Letter, as read by The Rev’d. Canon Bill Kibblewhiite & Bishop Jenny Andison’s Letter, as read by The Rev’d. James Ferry

5) Reading, correcting and confirming Minutes of the last meeting and Minutes of any other meetings

that have not been confirmed On a motion from Rod Lewis and seconded by Stu Hutcheson the minutes of September 8, 2019 and

Special Vestry on February 9, 2020 were approved by the members of Vestry.

6) Associate/Chaplain to Seniors Report – The Rev’d. Maria Nightingale As written in the Annual Report it notes the first 6-7 months July – February and the last 6 months while we have been in pandemic We have achieved many things together as a parish whether on-line or in-person.

The Rev’d. Maria Nightingale thanked the parishioners who had supported the clergy and supported and cared for one another- the vulnerable and our community

7) Presenting and adopting Churchwardens’ Financial Report for 2019/2020 with Auditor’s Report (see Financial Statements) – Stu Hutcheson

Pg. 2 of Auditor’s Report - letter from the auditor expressing an opinion that the statements are accurate in all material aspects

3rd paragraph down – qualified – situation very common in “not for profit” organizations

Not possible to verify that we record/not record that the cash was donated. Statement of Financial Position lists the assets and liabilities

the first 9 columns relate to 2020

there has been a significant increase in cash of 31% from $155,011 (2019) to $202,756 (2020)

apart from that and the decline in the value of investments, there isn’t much to talk about on the page.

Statement of Operations and Changes in Fund Balances

two cemetery columns – $151,000 is restricted as they are required by provincial legislation – to maintain the cemetery and $154,000 given by the parishioners over the years to be used, as required by the wardens and cemetery committee

increase over last year of 11.8% in receipted revenues to $627,986, which is in line with the aggressive budget approved by vestry of an increase of 10%

Miscellaneous revenue declined from $15,752 to $6,248 and space usage (movie revenue) from $28,270 (2019) to $3,350 (2020)

Salary expenses are down significantly from $359,077 (2019) to $299,432 (2020) as the Diocese declared a Jubilee suspending collection of clergy salaries, benefits and allotment April-June which saved us $59,645 in salary

the Diocesan Synod Assessment also went down from $70,530 (2019) to $53,978 (2020) due to the Jubilee. As a result, the Diocese granted total relief of $76,197($59,645 + $16,552)

Repairs and Maintenance - spent more in operating expenses due to significant repairs required for the furnace

Insurance premiums fixed in January increased from $14,790 (2019) to $16,328 (2020)

Operating excess over expense of $61,672, reflecting both the increase in receipted donations and the decrease in expenses made possible by the Diocesan Jubilee. Without the Jubilee savings the Corporation would have a deficit of $14,525

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Increase/Decrease in Fair Value of long- term investments -Diocesan Consolidated Fund (Trust Fund) was affected by the March 2020 stock market melt -down with some recovery in June; annual $47,255 decline in that suite of investments related to property and legacies

Schedule of Changes in Restricted Funds

the Corporation spent more on the property funds ($24,995) than we received and more on the Outreach Funds ($15,579) we received so we could distribute them

Query regarding the Increase to the Insurance: Stu Hutcheson:

the Diocese strives to limit increases; however, there have been a number of things that have affected that: 1) Fires and the general insurance climate that affects the amount that has to be paid out 2) 2/3 of parishes within the Diocese have had a claim in the last two years – the number of

claims is not good

without the Jubilee there would have been an approximate $15,000 operating deficit assuming all the other spending took place

Query regarding if the church qualified for CEWS (Canada Emergency Wage Subsidy) that was offered by the Federal Gov’t under certain conditions. Stu Hutcheson:

the Diocese applied for this March 15 – April 15 (we did meet the 30% decline of revenues) for March and April we were able to make the claims totalling $12,703. We have not qualified for more recent months.

Query from Nora Langan – Does the restoration spending include the steps? Stu Hutcheson:

no it doesn’t it came out of capital

Move of receipt of the financials (July 1, 2019 – June 30, 2020) by Nora Langan and seconded by Stephanie Cooper. The financials were approved by the wardens.

8) Considering Churchwardens’ recommendation of parish’s share of Diocesan Allotment

(see Financial Statements) – Stu Hutcheson The allotment estimate is $72,648 for our 2020-2021 fiscal year Moved by Stu Hutcheson and seconded by Ken Baxter that Vestry accepts the estimated Synod Allotment Expenditure of $72,648 for the 2020-2021 Fiscal year. Motion carried.

9) Adopting Budget for 2020/2021 (see Financial Statements) – Stu Hutcheson

the Corporation doesn’t expect the Diocesan Jubilee this year, so salaries will return to twelve month status (17% increase)

in light of the pandemic and restrictions on churches and re-opening, the Corporation has not budgeted for a new Director of Music until later in the fall (12% reduction)

the Corporation has budgeted for a 2% inflation rate

Fringe Benefits (27.9% increase) and Housing (31.2% increase) will follow the same logic

under maintenance the Corporation spent $19,000 on the furnace in 2020, which was reduced this year in expectation that we wouldn’t have as many incidents, however, there is work that needs to be done on the dormer windows estimated at $23,000

the Corporation also included some provisions for video equipment for the church to record the services during church closure

General Expense is down by 17.7% from $15,374 (2019) to $12,650 (2020)

most people are using e-transfers, P.A.R. for donations so CanadaHelps fees have been reduced, as a result

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Synod assessment will return to 12 month position - increase of 34.6% from $53,978 (2019) to $72,648 (2020/2021)

Revenues: don’t expect much in miscellaneous category:/space usage as the Corporation due to the church closure has not (and nor can they normally) budget for movie shoots, Faire to Remember and weddings

investment income is expected to have a minimal increase of 1.4% - up from $23,506 (2019-2020) to $23,834 (2020-2021)

the Corporation made the decision which was affirmed by Advisory Board to implement a balanced budget with a 5.2 % budgeted increase in envelope tithing up from $502,608 (2019-2020) to $528,680 (2020-2021)

Liselle Ramcharan-Briscoe queried as to fees paid out for P.A.R. Stu Hutcheson:

yes there are fees associated with the use of P.A.R. 50 cents per person/month Nora Langan queried the $600 budget for expenses as it pertains to the Pastoral Ministry Stu Hutcheson:

the $600 is provided for The Rev’d Maria Nightingale and volunteers for expenses when visiting parishioners

Nora Langan- queried about all the expense associated with all the packages that were sent out The Rev’d Maria Nightingale:

most of the work we do is in listening and talking and not in material goods Nora Langan queried as to where the money came from The Rev’d Maria Nightingale:

from me and volunteers Nora Langan made the comment that it is not a realistic budget line and should be a lot higher. $600 is very little if we value this ministry The Rev’d Canon Bill Kibblewhite stated during this vestry and during previous vestry’s that the amount of money does not reflect the amount of pastoral ministry completed at St. Peter’s Nora Langan stated it should reflect the important work that The Rev’d Canon Jennifer Reid, The Rev’d Maria Nightingale, Honorary Assistants and volunteers are doing. The Rev’d Canon David Long stated the church wardens would consider allocating additional monies if needed The Rev’d Maria Nightingale stated that the moneys are covered by travel expenses and through ministerial salaries – reflecting the reality. It is not denigrating the work that is being done Nora Langan stated that she would hate to think clergy are picking up the shortfall associated with the expenses The Rev’d Maria Nightingale stated there aren’t a lot of expenses Stephanie Cooper queried as to how the Corporation decides when to capitalize an expense Stu Hutcheson:

expenses are capitalized if they are over $2500.

window repair work may be charged to restoration or perhaps maintenance (which is not capitalized) depending on the nature of the work. The video equipment will likely get capitalized

Move to approve the budget for 2020/2021 Stu Hutcheson seconded by Rod Lewis. Motion was carried

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10) Appointment of Auditor for 2020/2021 and Election of Signing Authorities

On a motion made by Stu Hutcheson and seconded by Chris Hatch, Vestry approves the appointment of Phillip Dyke as the auditor for the 2020-20201 Fiscal year at a remuneration to be fixed by the wardens. Motion was carried. Kim Tucker queried as to how much the Corporation paid him last year Stu Hutcheson:

about $3000-$3500. Rod Lewis revised Stu Hutcheson’s response by saying: $4000 + GST Election of Signing Authorities There was a query as to the number of signatories there had to be for the church Brian Edwards:

I believe there is a limit of 7 signing officers

Ken Baxter:

nothing is going to change, as we are replacing two wardens with two new wardens – that will give us 4 wardens and three other alternates for a total of 7 people – in numbers, nothing is changing

Paul Baston additional signatories need approval by vestry Brian Edwards:

in some things you need joint signatures and others only 1, contracts it is two full wardens, there are restrictions

it makes it easier for Jean to reach people to have paperwork signed in a timely manner Motion: “Be it resolved that the signing officers be the Churchwardens, the Deputy Churchwardens, Dawn Pollard, Brian Edwards, Dave Allen and Mary Cowan to sign in accordance with the requirements of the said Subsection 7, and the Deputy Churchwardens be authorized to execute the same level of signing authority as the Churchwardens in accordance with the said Subsection 7.” Carol Bailey stated that the Corporation removed Mary Cowan from the list, as she was travelling and is not currently on the signature cards - recommend that we amend it (currently we have 7 at the bank) The motion was amended to read:

“Be it resolved that: the signing officers be the Churchwardens, the Deputy Churchwardens, Dawn Pollard, Brian Edwards and Dave Allen to sign in accordance with the requirements of the said Subsection 7, and the Deputy Churchwardens be authorized to execute the same level of signing authority as the Churchwardens in accordance with the said Subsection 7.” The motion was carried.

11) Offertory Secretary’s Report- Hilary Barton (accepted a new position last year as assistant to Nikhil

Josh). Hilary stated she was approached by The Rev’d. Canon Jennifer Reid to assume the position due to Nikhil moving to the U.S.A and for Anne Heintzman to be the assistant

contributions were down slightly

parishioners still contributed during COVID and the church closure through: CanadaHelps, P.A.R. and e-transfers

during the summer there was a discussion with The Rev’d. Canon Jennifer Reid as to the ordering of envelopes for 2020- 2021, as the church had to consider: 1) The cost to order them 2) The cost to send them out

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3) The time factor (behind the scenes) for the counters to count the collection and for the amounts to be transferred/entered into the register

The Rev’d. Canon Jennifer Reid issued letter to envelope users and, as well there was a telephone blitz, the number of envelopes required has been greatly reduced. The church is now seeing a 52% electronic versus 48% envelope split

20 families have switched to P.A.R. over the last month

Hilary has the forms – send an email PAR@stpeterserindale.org if you need to be set up

a number of people have transferred and/or are in the process of switching

it is keeping our costs down, as well as reducing our carbon footprint (less paper) Tony LeMay:

as a counter, I made numerous phone calls to parishioners who have been using envelopes in which I encouraged them to move away from envelopes and to tithe electronically

few people knew the extent of work that goes on behind the scenes after their envelope is placed onto the offertory plate

I received a very positive response – we need to continue to explain to parishioners what is involved to encourage them to move towards tithing electronically

Moved by Paul Baston and seconded by Ken Baxter that Vestry accept as presented the Offertory Secretary’s Report, Church Warden’s Report and the Presenting Reports of Parochial organizations. Motion carried.

12) Church Wardens’ Report: Rod Lewis

we had to pivot around how the Corporation conducted business due to COVID- 19, as we were not allowed into the church building and sanctuary and we still had to meet financial obligations while supporting and serving our community

the Corporation had to make hard decisions this year

the Corporation regrettably had to terminate the contracts for Charity Gorman (Nursery Attendant), Erin Curley (Fitness Class) and Jenny Matterson (Voice for Life) and hope that some- day the positions/people can be restored

the wardens were concerned with finances and had look aggressively at the budget that was initiated during the 2019 vestry – “was the Corporation going to meet the budget and its’ financial obligations?”

the Corporation was blessed with the Jubilee and parishioners within the community who stepped up in their tithing for the Corporation to meet the aggressive targets

congratulations to everyone in the community in meeting the goals and everything we want to do

the wardens are grateful to The Rev’d. Clem Carelse for all the work he has done for us and congratulated him on his retirement

the wardens also acknowledged Kim Tucker who coordinated the cemetery team and thanked him for his service as he steps down from the position

this is an old church and there are lots of repairs required – we know there are other things that will pop up, but the wardens will continue to try to be conservative – there are issues with street lighting, in the parking lot, the replacement of the furnace in coming years

wished incoming church wardens the very best Liselle Ramcharan -Briscoe queried as to whether the wardens had thought of other ways to keep the people who lost their positions and if there was any compensation (application made for CERB) to assist the people. Rod Lewis:

the wardens tried to find different ways for them to continue and will offer them their positions when the church can re-open with normalcy

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Lucy Hart:

thanked the parishioners for the privilege and honour to serve the people of St. Peter’s

13) Presenting Reports of Parochial Organizations Cathy Matthews, St. Peter’s liaison to the Deacon’s Cupboard formally thanked Belinda Morrow and Linda Leeder in the role as co-chairs, as well as all the volunteers who help those who require the support. Unfortunately, the last sentence of Cathy’s Deacon’s Cupboard report was omitted. As a result, Cathy wanted to ensure the participants were duly recognized during Vestry. The amended Deacon’s Report which includes the last sentence is as follows:

DEACON’S CUPBOARD

These have been extraordinary times requiring extraordinary measures. Thanks to the generous donations of our ‘founding churches’ (Erin Mills United, St. Thomas a Becket Anglican, Erindale Presbyterian, Erindale United and St Peter’s), we are able to continue support for our guests. From August 2019 to February 2020, the average number of guests at the Deacon’s Cupboard was 133. Two other events supported our guests. Throughout November we hosted the ‘every other year’ Winter Coat (and accessories) Drive for Deacon’s Cupboard Guests – thank you Cathy Robertson and Nancy O’Shaughnessy. In December, we distributed frozen turkeys on a Saturday morning to approximately 40 families – this was made possible by a generous donor who chose the Deacon’s Cupboard for the first time to be his recipient. Up until the end of February, our guests were doing ‘their own’ shopping in our cupboard. Since March 2020 that average has dropped to 82. Once our shelves were bare, families were given $50 “No Frills” gift cards and singles received $25 gift cards. It is now necessary to access our emergency funds for the purchase of more gift cards which will allow us to continue our support of our guests. Hopefully, we will be able to once again stock our shelves and fully open sometime in 2021. Special thanks to Belinda Morrow and Linda Leeder for their leadership in the role of co-chairs and to the many volunteers who make this ministry possible. Cathy Matthews

Natasha Bond queried as to whether the reports are available on the church’s website and/or e-mailed out to parishioners who requested them James Beckwith:

there are links to the two reports on this week’s email blast as well as on the website Stu Hutcheson:

- requested the reports to be made available for a couple of weeks James Beckwith:

- agreed that he would keep them up for a while

14) Elections and Appointments Gary Spence texted Ken Baxter (Co-Chair of the Nominations Committee) to present the Elected positions while The Rev’d. Canon David Long, Interim Priest–in–Charge, on behalf of The Rev’d. Canon Jennifer Reid presented the Appointed positions)

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As stated by The Rev’d. Canon David Long, all elected positions have been in consultation with The Rev’d. Canon Jennifer Reid and the Nominations Committee.

NOMINATIONS 2020/2021

Members of Vestry accepted the election and appointment of positions, as presented below.

Canonical Positions Elected Appointed

Vestry Clerk Helen Baxter

Churchwardens People’s Warden Carol Bailey Deputy Warden Ken Baxter

Rector’s Warden James Beckwith Deputy Warden Michael Davies

Lay Members – Synod Alternate Lay Members

Mike Read Lydia Cordie James Beckwith Bill Chambers Jeff Barker Gordon Patterson

Sidespersons Gary Spence

Offertory Secretary Offertory Secretary Assistant

Hilary Barton Anne Heintzman

Treasurer Stu Hutcheson

Parochial Tribunal Jean Laduke Gary Spence Paul Baston

Incumbent Churchwardens

Advisory Board Members At Large Mary Ellen Wigle Mary Frances Cappuccitti Chris Hatch Catherine Griffin Donald Scott

Dean Hess Joseph Yu Suyen Doan Stephanie Cooper Liselle Ramcharan-Briscoe

Nora Langan queried about the purpose of the Pastoral Tribunal Ken Baxter:

the purpose of the Parochial Tribunal is to respond to a person’s eligibility to vote at Vestry, if a problem arises

The Rev’d. Canon David Long stated this is an important task

Cathy Robertson queried as to why the Greening Officer wasn’t named to the position

Ken Baxter:

- In conjunction with The Rev’d. Canon Jennifer Reid, the Nominations Committee felt it wasn’t a priority at this present time, but will be filled at a later date

Brian Edwards:

- there were some names put forward/received; however, no decision has been made

Margo Duncan:

stated the ACW has not had a chance to meet and elect a co-ordinator to be listed in the Committee Chairs chart

once a chair has been elected, the information will be sent to the wardens

Ken Baxter:

The Rev’d. Canon Jennifer Reid has not had the opportunity to speak with people regarding the Stewardship chair position

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There was as query regarding elected versus appointed positions

The Rev’d. Canon David Long stated:

“elected” positions are elected by members of Vestry

parishioners can put forward additional names

if no one objects to the names presented/put forward the person is “acclaimed”

“appointed” positions – the incumbent (The Rev’d. Canon Jennifer Reid approaches the person and the person accepts the position)

The Rev’d. Canon Bill Kibblewhite sought clarification regarding the treasurer position: Is the treasurer appointed by the church wardens rather than the Incumbent?

Paul Baston:

yes

Committee Chairs 2020/2021

(Subject to change)

ACW Coordinator TBA Greening Officer TBD

Cemetery Thom Wigle Newcomers Judy Hutcheson

Chancel Guild Lisa Spence Maintenance/Repairs Frank Irvine

Church School Linda Ghirardo Men’s Group Mike Read/Dave Allen

Coffee Hour Jill Djoleto / Nora Langan Museum Joan Higginbottom

Communications Rod Lewis Outreach/FaithWorks Robert Townshend

Deacon’s Cupboard Belinda Morrow/ Linda Leeder

Pastoral Visitors Maria Nightingale

Faith Development Kevin Ball Refugee Karen Hatch

Garden Dawn Pollard Screening Helen Baxter

Greeters Hilary Barton Senior’s Tea Lenna McLaughlin

Health & Wellness Mini Cherian Servers Kevin Ball

Library Lisa Spence SPAN Coordinator Jeff Barker

Fire & Building Safety & Operations

Frank Hough Stewardship TBD

Systems Kyoko Kobayashi

Magnificart Bert Patterson Worship Jennifer Reid

Advisory Board

All members of the parish are welcome to join in the meetings, as they wish. If you have an item that you wish to bring forward, please speak with the Chair prior to the meeting. The Chair of the Advisory Board is elected annually by the Board.

The Advisory Board consists of the following people: The Churchwardens, Lay Members of Synod, Clergy and the members at large named by Vestry. The Treasurer will report to the Advisory Board 4 times per year.

15) General Business The Rev’d. Canon David Long expressed his amazement and appreciation to the following people (that he has observed in his short time as Interim Priest-in-Charge) who have given so much time to get things organized for the re-opening of the church:

Brian Edwards, Gary Spence and the church wardens and all the work they have done;

Office Assistant Jean Laduke who is a wonderful “lion tamer” who helps to get things done

it’s a privilege to work with The Rev’d. Maria Nightingale, The Rev’d Canon Bill Kibblewhite, The Rev’d. James Ferry, and The Rev’d. Clem Carelse

the parishioners he has been able to get to know during the 8:00 and 11:00 a.m. services

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Stu Hutcheson thanked on behalf of the congregation The Rev’d. Canon David Long, The Rev’d. Maria Nightingale, and the Rev’d. Roshni Jayawardena (Incumbent at Trinity-St. Paul, Port Credit) who have stepped in while The Rev’d. Canon Jennifer Reid has been on medical leave. We are very blessed to have you during these times!

Stu Hutcheson also thanked The Rev’d. Canon Jennifer Reid for her tireless effort last year and going into this year.

Lenna McLaughlin thanked Jean Laduke for all the work she is doing and should be commended for all that she does

The Rev’d. Canon David Long agreed

16) Adjournment:

Lillian Newbery moved adjournment of the meeting at 3:12 p.m. The Motion was carried.

The Rev’d Clem Carelse lead the members of Vestry in a closing/dismissal prayer.

Helen M. Baxter

Helen Baxter, Vestry Clerk