(draft, October 16, 2000)
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INTCH (Spadina-Bloor Inter-Church Council) Representatives Jamaica Concerns Working Group |
Sexual Abuse and Harassment Concerns Committee |
Note: In some cases these are actual terms of reference. In others they are Meeting minutes establishing the committee or its duties. In other cases these are just descriptions of the committee or position, written by the Committee or its Clerk. This document is primarily for the use of our Nominating Committee, and Friends considering being nominated, to help them understand the function of each Committee or appointment.
Two Members of the Meeting are appointed to audit its financial statements and accounts. The audit is done in accordance with the "Guideline for internal audit of TMM Financial Statements" as promptly as possible after the end of the financial year. The auditors then submit a report to the Meeting.
(Jim Adamson, Auditor, June 2000.)
Toronto Monthly Meeting Burial Committee is a committee of the Meeting of Ministry and Counsel, and is appointed by that body. Burial committee is responsible for helping members and attenders of the Meeting in planning for their funeral and burial after the manner of Friends. It gives pastoral care to the family and friends of the deceased, and to the Meeting. On the occasion of a death, the Committee acts as a resource to the family or friends of the deceased in making the arrangements for burial. Burial Committee oversees the Meeting for Worship for Burial. The Committee offers both spiritual and practical resources to the Meeting in all matters pertaining to death and bereavement. It meets regularly, and maintains records including its files in the TMM office; general information in the library on death, dying, funerals and burial; and the regularly updated Burial Committee Procedures Manual.
(Approved by Burial Committee June 5,2000.)
The Clearing Committee considers unusual applications for the use of the House that the Resident Friends don't feel they can or should decide about themselves. It is composed of the Clerk, the Resident Friends, the Secretary/Assistant Treasurer, and the Coordinator of CFSC, all ex-officio.
The Clerk (also called Presiding Clerk), chairs the Monthly Meeting for Worship for Business. The Clerk participates (along with the rest of the Clerk's Committee) in setting the agenda for Monthly Meeting, and approves the Minutes of Monthly Meeting before they are distributed. The Clerk may be consulted on urgent matters between Monthly Meetings but is not "in charge" of the Meeting in any way. The Clerk also serves on the Clearing Committee, and is an ex-officio member of the Meeting of Ministry and Counsel. (See Organization and Procedure.)
The Clerk is the servant of the Meeting.
(Dan Cooperstock, June 2000.)
The Recording Clerk takes the minutes at the Monthly Meeting for Worship for Business. The Recording Clerk participates in setting the agenda for Monthly Meeting, and usually types up the Minutes of Monthly Meeting.
(Dan Cooperstock, June 2000.)
This committee was laid down in December 2004. It was to assist the Clerks in setting the agenda for Monthly Meeting, and for advice and guidance. The clerks may call on anyone in the Meeting as they are led.
The Meeting appoints two people so that lesbian, gay and bisexual members and attenders can approach them to speak about the Meeting and its openness to lesbian, gay and bisexual people. Anyone who has concerns about lesbian and gay issues can also approach the contact people. The contact people would speak to those approaching them in confidence, and, if requested, bring concerns forward to an appropriate body such as the Meeting of Ministry and Counsel.
(Monica Walters-Field, October, 2000.)
a) Prepare annual budget for the coming year;
b) Consider matters of expenditure referred to it by the Monthly Meeting or committees;
c) Report every four months to the Monthly Meeting on the financial state of the Meeting;
d) Oversee expenditures of all committees.
Finance Committee also makes appeals for contributions as appropriate and/or when needed.
Note: Finance Committee is a closed committee, but there have been exceptions to this. The Meeting may wish to consider changing it.
(Approved at a Finance Committee meeting, October 10, 2000.)
The First Day School Committee has recently been meeting twice a year (in early September and early January). Its main function is to organize the First Day School and address other issues related to the children and young people in the Toronto Monthly Meeting. Participation in meetings of the committee is open, and has included the parents and other TMM members and attenders who wish to be involved in the work of the committee, as well as those appointed by Monthly Meeting. The committee considers curriculum materials, themes, and activities for the First Day School; periodically organizes plays, parties, potlucks, outings such as field trips to other churches, service projects, retreats, and other First Day School activities; and attempts to integrate the First Day School with the rest of the Meeting
At its September, 2000 meeting, the committee decided to divide the tasks associated with committee leadership by appointing one person to do overall phone and liaison work, plus four others to coordinate the FDS schedule and curriculum issues related to the children of the each of four age groups.
(Ellie Perkins, in consultation with Pat McFarlane, for the Committee, September, 2000.)
The Garden Committee is in a broad sense a working committee. Active involvement of all members would be greatly appreciated, but apparently can not be realized.
The garden needs a lot of time and devotion; a small "workforce" (4) meets weekly and helpful volunteers also arrive Sunday mornings before Meeting. We work closely together, making our decisions on a weekly basis and money-wise.
We have a full committee meeting in early spring and late fall.
A lot of learning and teaching is involved working with the flowers, giving us all great satisfaction and knowledge as well as the spiritual feeling of Unity with God's creation. Knowing how the Meeting enjoys the garden is also a great reward for the Garden Committee. '
(Gerda von Bitter, Clerk, June 12, 2000.)
Historically, the hospitality committee has been concerned with catering of special events and hospitality. It was lead and run by women until the dawn of feminism, at which time men were encouraged to participate in the committee. Other functions have included finding hospitality for overnight guests by communicating with the Meeting to see which members could provide accommodation.
The Committee decided that making tea and coffee after Meeting was not part of their function.
Functions of the Committee are:
1) to respond to Meeting committees - such as arrangements committees for weddings and funerals
2) to arrange billets for Yearly Meeting committees
3) to arrange occasional events (such as a picnic with First Day School, strawberry social or picnic after Meeting)
(Edited excerpts from the Committee's minutes, Jan 16, Feb 13 and March 15, 2000.)
House and Premises Committee meets frequently to advise and support the Resident Friends in the care of Friends House and to consider in detail any work on the House proposed by Trustees or others.
Responsibilities of House and Premises Committee in relation to the care of the House:
a) Arranging for additions to, replacement, or maintenance of House equipment and furnishings.
b) Arranging for interior decoration as needed.
c) Encouraging members of TMM to help where appropriate.
d) Submitting an annual budget to the Finance Committee.
e) Considering maintenance items suggested by Trustees and Resident Friends.
f) Arranging for cost quotations on larger items.
g) Advising and assisting Resident Friends with respect to furnishing, decorating and maintenance.
h) Considering details of repair and/or maintenance work and obtaining quotations when requested by the Trustees.
i) Making recommendations to the Trustees for items of work described in section 2 [see below under Trustees].
(From a document which describes how the Trustees, House and Premises Committee and Resident Friends co-ordinate their activities in the care of Friends House.)
They attend seven regular meetings a year, representing Friends as one of the eight Annex area churches active in INTCH. One of these meetings is held at Friends House, for which the rep supplies refreshments and conducts the opening worship. At these meetings the Friends' representative notifies the others of events occurring in TMM, which are then included in the "Around the INTCH Churches" section of the INTCH minutes. There is often discussion at the meetings of how the different churches are trying to assist disadvantaged people in the Annex area: and many of the reps are active in and give reports about other organizations that serve the marginalized.
The representatives also assist in the planning of and participate in a number of special events over the course of the year, including a Christmas caroling procession along Bloor Street and services for the Wood of Prayer for Christian Unity and for the World Day of prayer. Occasionally congregational exchanges are arranged and the INTCH rep encourages participation by the Meeting.
A term of 3 years as representative also supplies an opportunity to serve on the INTCH executive as chairperson, treasurer or secretary.
The INTCH representative submits an annual report to TMM in November.
(Raymond King, INTCH representative, June 2000.)
The Jamaica Concerns Working Group (JCWG) was initiated to support the work of our Friends, Joan and Oswald Murray, members of TMM, who reside in Jamaica, and the work of Daphne Steadman a faithful attender at TMM.
The Group fundraises, through monthly Soup and Stories and other events, to support a needy family and a Basic School (Early Childhood Centre). The JCWG welcomes inquiries regarding its activities, and appreciates donations from individuals. TMM provides charitable donations tax receipts for donations.
(Approved at an October/2000 meeting of the JCWG)
This committee consists of members and attenders and is primarily a working committee. Each committee member is responsible for a specific task: book ordering, maintenance of the periodical collection, preparation of periodicals for binding, accessioning, typing and cataloguing. Decisions concerning book purchases are made by the committee as a whole. Work parties are held as the need arises. One committee member is on duty in the library every Sunday after Meeting for Worship to answer questions and assist library users. Meetings are held a few times a year, but the duties of the committee members are ongoing as is the work of this committee. This is an open committee.
(From the previous Guide to Friends House, about 1981, re-approved by library Committee in 2000)
The Meeting of Ministry and Counsel is appointed by the Business Meeting. Ministry and Counsel is responsible for nurturing the spiritual life of the Meeting, caring for the Meeting for Worship, encouraging a way of life consistent with the faith, practice and testimonies of Friends, and counselling persons in time of need. Ministry and Counsel is also responsible for encouraging suitable vocal ministry as well as silent communion. Ministry and Counsel (through its Visiting Committee) visits the sick, the aged, the troubled, the sorrowing, and others in times of need. Ministry and Counsel is responsible for the care of funerals through its Burial Committee. Ministry and Counsel prepares the annual "State of the Society" report.
Ministry and Counsel meetings are closed.
(adapted from CYM Organization and Procedure. Whole entry approved by Meeting of Ministry and Counsel at its October, 2000 meeting.)
The members of this committee are appointed annually by the Monthly Meeting. They bring back to the Monthly Meeting the names of members and attenders who are willing to serve as officers and on committees, for the Meeting's approval. Nominating Committee also forwards to Yearly Meeting nominating committee the names of members willing to be considered for Yearly Meeting committees. This is a closed committee.
(From the previous Guide to Friends House, about 1981, re-approved by Monica Walters Field for Nominating Committee in 2000).
Toronto MM Peace and Social Action Committee will strive to be:
a) A place to which Friends, Attenders and others can bring Peace and Social Action concerns. After prayerful consideration, a concern may be supported in modest ways. PSAC may also support them in laying their concern before Toronto Monthly Meeting.
b) A place to explore in a spiritual, faith context, connections between issues.
c) A place to which Toronto Monthly Meeting may refer for consideration, matters addressed to it in the field of Peace and Social Action. Such matters could be returned to Toronto MM with a recommendation or may be acted upon as requested by Toronto MM.
PSAC is a standing committee of Toronto MM. Its membership is nominated by Toronto MM Nominating Committee and approved by Toronto MM. The budget of PSAC is allotted by and approved by Toronto MM on the recommendation of Toronto MM Finance Committee.
All meetings of PSAC are open.
(From TMM Minute 95.5.3.2, altered only by using the acronyms PSAC and MM.)
This Committee acts as a liaison between the Toronto Monthly Meeting and all staff employed by TMM. Its responsibility is the hiring, supervision and evaluation of all staff. On behalf of TMM, it accepts comments, concerns and questions about the staff and their jobs. It prepares an annual budget for the TMM Finance Committee and an annual report for TMM. It draws up job descriptions and appoints Committees of Care for staff. Much of the work of this Committee is confidential. Membership of the Committee is open to members only.
(Approved by Personnel Committee, May, 2000)
The Committee has as its specific aim the provision of assistance to refugee claimants both during and after the application process. Filling out forms (including translations and interpretation help), referrals to legal and other agencies, advising claimants in detention, assisting successful claimants in the resettlement process, and aiding groups who wish to sponsor refugees to Canada.
(A description of the Committee's work, as reported to Toronto Monthly Meeting, minute 99.10.4.1)
The work of the Committee is delivered to refugees by a staff member; the Committee is required to raise sufficient funds every year to enable the annual renewal of the appointment of the staff member".
Religious Education is a standing committee whose role is to coordinate, plan, and provide oversight for events such as Speaking from Experience (formerly Soup & Stories), Bible study and discussion groups, contemplative gatherings, spiritual formation groups, courses such as Friends' Ways, Quakerism 101, and the religious basis of the Peace Testimony. The Committee also provides oversight for the First Day School*, ensuring that there are adequate resources and adult facilitators for children’s and young Friends’ programmes. Nominating Committee appoints committee members for 3-year terms, including at least one coordinator from the First Day School. If possible, Ministry and Counsel will appoint a liaison to be present at committee meetings and receive Minutes. We view the Religious Education Committee as a resource for the continuing education of Friends and seekers of all ages.
(Adapted from Toronto MM minute 2001.9.2.9; revised 2008.3.3.3)
Representative Meeting is the body which is entrusted by Canadian Yearly Meeting with the general care of those matters which affect the life of the Religious Society of Friends in Canada between the full sessions of Yearly Meeting.
Representative Meeting has responsibility for care and administration of financial and personnel matters within the Yearly Meeting.
It meets twice annually; usually in November and May, either in Toronto or in Ottawa. Representative Meeting reports annually to Yearly Meeting.
Each Monthly Meeting appoints a representative to Representative Meeting for a term of five years. Clerks of Yearly Meeting standing committees are also represented on Representative Meeting. For further Terms of Reference of Representative Meeting, see the section in Chapter VI of Canadian Yearly Meeting, Organisation and Procedure, which was revised at CYM 2000.
(Kathleen Hertzberg, TMM Representative to Representative Meeting, September 9, 2000.)
The committee mandate is to provide education, training and policy. The standing committee will report to Monthly Meeting, and will have the following responsibilities:
a) providing ongoing education for the Meeting adapting the Yearly Meeting protocol for Monthly Meeting
b) coordinating training opportunities provided by Yearly Meeting for Toronto Monthly Meeting
c) updating the statement on sexual harassment and abuse posted in Friends House
d) developing special offerings, such as retreats, camps and meetings for healing, as seems appropriate
e) reviewing and, if necessary, adapting the children's protocol already prepared by Yearly Meeting.
(Toronto MM Minute 98.9.3.5, with minor edits for this context)
The Committee is asked to bring forward to Monthly Meeting a suggestion for active care of people involved in incidents of sexual harassment or abuse. The current Sexual Harassment Concerns Committee will serve in that regard, under the care of Ministry and Counsel, until the suggestion is implemented.
(Toronto MM Minute 98.10.3.3, edited slightly for clarity)
A member or an attender is appointed to compile an annual statistical report for consideration by the Meeting. This is done on a form provided by Canadian Yearly Meeting. When approved this completed form is sent to Canadian Yearly Meeting for inclusion in its statistical report, which covers the numbers of Members, births, deaths, marriages under the care of each Meeting, etc. This report must be numerically accurate and consistent with that completed for the previous year.
The Statistical Secretary also works with the Meeting Secretary to keep the Meeting Record Book up to date.
(Jim Adamson, Statistical Secretary, June 2000.) .
The Monthly Meeting for Business is the basic working unit of the Society of Friends, attending to any business and concerns presented to it by the Clerk(s). It receives and records members and extends spiritual care. It provides for the oversight of marriages and funerals. The Religious Society of Friends believes that any right and satisfactory decision depends upon the full understanding and agreement of all present. Therefore, it transacts business by united decision, seeking the common will of God, rather than by majority vote.
The Meeting for Worship for Business takes place on third Sunday of each month, with no Meetings in July and August. It is open to visitors and attenders, with the exception of membership matters, which are closed.
(From the Guide to Friends House, circa 1981, with minor edits by Dan Cooperstock, June 2000.)
The treasurer shall oversee the receipt and disbursement funds as directed by the Meeting, and see that an accurate account of the money so received and paid out is kept.
The treasurer shall make an interim financial report eve four months and an annual financial report to the Meeting. The books and accounts shall be audited annually.
(Anne Mitchell, Treasurer, adapted from CYM Organization and Procedure, September 2000.)
The assistant treasurer shall receive and disburse funds as directed by the Meeting, and keep an accurate account of the money so received and paid out. The Secretary/Assistant Treasurer is a paid Meeting position.
The Secretary/Assistant Treasurer also serves on the Clearing Committee.
(Anne Mitchell, Treasurer, partly adapted from CYM Organization and Procedure, September 2000.)
Meetings shall appoint members to serve as trustees of any property owned by the Meeting, in accordance with the Religious Institutions Act or other statute of the provinces. Trustees and their successors will be appointed in such manner as may be specified in the conveyance, or other instrument creating the trust, and the Meeting may, by resolution and in the manner set forth in the conveyance, increase or decrease the number of trustees.
The duties of the trustees are set forth in the statutes but in general shall be: to hold title to all real estate and other property belonging to the Meeting and to manage it on behalf of the Meeting; to keep property in repair; to guard property from injury or improper use; to keep all deeds legally recorded; to preserve all records and documents dealing with such properties and to make a detailed annual report to Meetings of all their holdings and actions as trustees. Trustees shall invest all funds and other personal property whether received by bequest, donations or otherwise and administer the same according to the direction of the donors.
The Meeting must approve of any action proposed by the trustees concerning the sale or lease of property owned by the Meeting.
(Excerpt from CYM organization and Procedure, §2.17)
Trustees usually meet twice a year to consider major work and to allocate funds under their care.
Responsibilities of Trustees in relation to the care of the House:
a) Overall maintenance and repair especially 'large items
b) Allocation of funds under their care (funds specified by bequest or allocation for maintenance)
c) All structure work including plastering, roofing, brickwork
d) Larger projects such as exterior painting, fencing
e) Annual inspection, usually in spring
f) Listing observed needs of the House for action by House and Premises Committee, Resident Friends or Clerk of TMM as appropriate
g) Considering improvement to the House proposed by the Meeting or its committees
h) Review insurance evaluation.
(From a document which describes how the Trustees, House and Premises Committee and Resident Friends co-ordinate their activities in the care of Friends House.
The Visiting Committee will "... be concerned to visit the sick, the aged, the troubled, the sorrowing, and others in time of need. It is both a privilege and a responsibility to share the joys and sorrows of life. It is also responsible for communication with members living beyond the bounds of the local Meeting."
(CYM, Organization and Procedure)
In practical terms, this frame of reference would apply to:
a) Those unable to attend meetings for worship due to illness, being housebound, or for other reasons.
b) Non-attending Friends of all ages
c) Acknowledging life events of F/friends such as births, deaths and marriages (not under the care of the Meeting)
d) Following up on inquirers, in consultation with the Monthly Meeting Secretary: visitors (from the guest book or drop-ins), phone enquiries, and mail enquiries.
The Clerk of Visiting Committee or Friends House personnel will be the primary contacts to receive names of people to be visited or contacted.
(Visiting Committee document 31 March 1996, edited and formatted slightly)
A submission on this will be available separately at the October Monthly Meeting, and then incorporated into this document.