TERMS OF REFERENCE

Below are the Terms of Reference for the Living Spirit Council and its designated committees 

(Click on the following to see each in detail):

1. Living Spirit Council

2. Living Spirit Youth

3. Property Management Committee

4. Property Maitenance Committee

5. Visual Arts Committee

6. Minsitry at this Place (MAP)

LIVING SPIRIT CENTRE COUNCIL
Referred to as the “Council”

Mission Statement of the Shared Ministry:  

We are called to embody God’s love in our unity and our diversity. 

PREAMBLE:

The Covenant between Bread of Life Lutheran, Eastside United, and St. Philip Anglican, signed and agreed to by all three congregations on May 30, 2004, is the agreement by which members of the Living Spirit Centre agree to be governed by the Council in matters common to the shared ministry.  The Council Terms of Reference are established in accordance with the terms agreed to in the Covenant.   

PURPOSE:

The Council provides strategic leadership, direction, support and advice in matters relating to the shared ministry.    

While it is recognized that each congregation has traditions, denominational ties, relationships, programs and organizational structures it wishes to maintain, it is also recognized that the Living Spirit Centre is a community of three Christian congregations.  As such, the Council, and each congregation, has pledged its commitment to support, respect, and continued cooperation, one to the other.

OUR COMMITMENTS TO EACH OTHER: 
In order to make our unity visible and to strengthen our joint witness, we pledge to work together in the following ways:

• To encourage, in our public worship and private prayer, prayers for the unity of Christ’s church, for each other, and for persons marking special occasions.

• to join in common worship, especially on occasions such as the celebration and renewal of this covenant;
• to welcome members of all parishes as guests, at any and all worship services;
• to welcome members of each parish as guests at meetings of the others’ governing bodies. Upon request, such guests would receive agendas and minutes. Any governing board may hold a closed meeting if it sees fit;
• to facilitate communication among the congregations a joint quarterly newsletter may be published and by sharing information about each others’ programs in congregational publications and oral announcements; and,
• to open educational programs of the three congregations to members of all three congregations, and to plan appropriate joint educational activities.

MEMBERSHIP:

The Council shall consist of twelve people: the clergy of each congregation (ex officio) and three lay people appointed by each congregation for alternating two-year terms.  Only one clergy from each congregation shall be entitled to cast a vote.  All three congregations shall be represented on the Council. 

The Council shall select a chair, vice-chair, secretary and financial officer. 

ROLES AND AUTHORITY:

The Council shall:

•  
  • review the vision and direction of the shared ministry;
• oversee the work of the shared ministry, including the work of any joint committees;
• recommend seasonal or permanent changes, in times of worship, to the governing bodies of all three congregations. The worship times shall be set to meet the needs of all three congregations, as far as is possible;
• report matters discussed at its meetings to the governing bodies of the three congregations;
• review the Joint Ownership Agreement and the Covenant of Living Spirit Centre annually;
• have no direct authority in theological or denominational matters, except as the Spirit moves us to listen, respond to, and be changed by one another in this, and all our relationships; and,
• have authority in matters of a financial nature as specified in the Joint Ownership Agreement.

CONDUCT OF BUSINESS:

The Council shall meet quarterly.  Additional meetings may be called by the chairperson or at the request of at least three members.  A quorum of six members must be present at all meetings, including two representatives from each congregation. 

In general, meetings of the Council shall be open to members of the Living Spirit Centre. The Council may hold a closed meeting if it sees fit. 

The business of the Council shall be conducted in a spirit of openness and cooperation.  The aim is to reach decisions by consensus. 

GUIDING PRINCIPLES:

• open communication within Council and the Living Spirit Centre
• collaboration and cooperation, one to the other
• support
• respect
• inclusive
• transparent
• timely

STANDING COMMITTEES:

Standing Committees may be established in areas of mutual interest and concern.  Standing Committees shall report to the Council for the purpose of direction, coordination and maintaining communication.  Membership of each standing committee shall consist of an equal number of lay people from each of the three congregations. 

RESOLVING CONFLICT:

The Living Spirit Centre Council shall adhere to the Conflict Resolution Policy.  All clergy, employees and volunteers will be provided a copy of the policy and understand its spirit and intent.   
 
 

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TERMS OF REFERENCE

LIVING SPIRIT CENTRE (LSC)

LIVING SPIRIT YOUTH  

PURPOSE

Youth ministry is a high priority for all three parishes.  The youth operate truly tri-parish with very little distinction made between United, Lutheran or Anglican. 

Living Spirit Youth (LSY) provides opportunities for youth in all three congregations to get involved in their church, the wider church community, and socialize with other youth.   

MEMBERSHIP

Where possible, each parish shall appoint a youth coordinator. There is a large and varying group of youth who are also members of LSY.

The Living Spirit Centre Council will appoint a clergy to act as Youth Liaison.  

KEY ROLES AND FUNCTIONS

• Engage young people at the Living Spirit Centre to be involved and active in their communities;
• Introduce youth to areas of service, justice and mission;
• Create an atmosphere for fun, bonding and spiritual growth;
• Reach out and engage youth from the wider community.

OPERATING PARAMETERS

• The Youth Coordinators report to the Living Spirit Centre Council through the clergy Youth Liaison;
• The Youth Coordinators will submit a budget request to the LSC Council on an annual basis;
• Annual expenditures will not exceed the approved budget amount;
• In consultation with youth members, the Youth Coordinators will be responsible for making decisions on activities, meeting times, age limits for events, and budget expenditures.

Fostering a safe environment where youth are free to have fun, explore their faith, engage in their community and be respected.  

LINKAGES

• Clergy
• Living Spirit Centre (LSC) Council
• Visual Arts
• Property Maintenance Committee
• Property Management Committee
• Ad Hoc Committees, e.g. Silent Auction

TERMS OF REFERENCE

LIVING SPIRIT CENTRE (LSC)

PROPERTY MANAGEMENT COMMITTEE 
 

PURPOSE

The role of the committee is to review requests and provide recommendations to the Living Spirit Centre (LSC) Council related to capital improvements to the Living Spirit Centre property and building. 

MEMBERSHIP

•  
  • Membership is to consist of a minimum of 6 people with equal representation from Bread of Life, St. Philip, and Eastside; 
• Chair to be chosen by the committee members.

KEY ROLES AND FUNCTIONS

• Review requests related to capital improvements or expenditures;
• Develop preliminary budget figures as required;
• Develop, prioritize, and present recommendations to the Living Spirit Centre Council;
• Develop and implement project plans and coordinate as required.

OPERATING PARAMETERS

• Reports to the Living Spirit Centre Council;
• Decisions made by consensus;
• This committee recommends capital budget expenditures to the Living Spirit Centre Council for approval.  All expenditures must be within capital project budgets;

GUIDING PRINCIPLES

• Work collaboratively and cooperatively;
• Value and respect the opinions of committee and council members;
• Obtain input from committee and congregation members affected or involved in proposed projects.

LINKAGES

• Living Spirit Centre Council
• Property Maintenance Committee
• Visual Arts Committee

TERMS OF REFERENCE

LIVING SPIRIT CENTRE (LSC)

PROPERTY MAINTENANCE COMMITTEE 

PURPOSE

To oversee and execute the necessary activities to ensure that all Living Spirit Centre property is maintained in a good state of repair and cleanliness. 

MEMBERSHIP

Two members from each of the three congregations are appointed or elected by each congregation for a term of one year.  At the first meeting each year the committee selects a chairperson or co-chairs. 

KEY ROLES AND FUNCTIONS

• Prepare an annual work plan and budget for approval by the Living Spirit Council;
• Report to the Council as required;
• Establish lines of communication with staff and the custodian;
• Maintain and repair plumbing, heating, and electrical systems;
• Carry out minor repairs to the building and equipment [doors, windows, cupboards, etc.]; Oversee janitorial services
• Organize spring and fall clean-up
• Maintain the parking lot, outbuildings, lawns and other landscape features
• Train new members
• Maintain a registry of skilled volunteers and service personnel

   OPERATING PARAMETERS

The committee derives its authority from, and is accountable to, the Living Spirit Council based upon an annual budget and work plan approved by the Living Spirit Council.  Unplanned expenditures are undertaken only in the case of an emergency where action is required immediately and delay would worsen the problem, present a health and safety risk, or interrupt the normal functioning of the church.  These would generally relate to emergency repairs to components of the heating, plumbing and electrical systems. 

GUIDING PRINCIPLES

• Maintain a safe and healthy place of work, worship and fellowship

• Reduce risk through planning and maintenance

• Minimize costs without compromising quality

LINKAGES

The committee may, at the request of the Council, or the Property Management Committee, implement capital projects to upgrade the Living Spirit Centre. 
 
 

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TERMS OF REFERENCE

LIVING SPIRIT CENTRE (LSC)

VISUAL ARTS COMMITTEE 

PURPOSE

A wide range of people need a wide range of ways to experience and express their faith, and this committee will address the visual and artistic needs of our congregations. 

The Visual Arts Committee will use art and other visual contributions to enhance the worship space and help reach members with symbols, colors and other visual messages.   

MEMBERSHIP

The Visual Arts Committee is comprised of members from all three congregations. 

The committee will utilize the skills of the members who choose to be involved.  Where possible, the committee will seek members with gifts or skills such as:

• Flower arranging
• Sewing / Quilting
• Artists
• Painting / Construction / Hanging pictures
• Needlework
• Decorating
• Creating displays / words / banners

KEY ROLES AND FUNCTIONS

The sanctuaries and narthex will be enhanced in special ways for different church seasons, festival days and saints’ days.  When possible, the sermon’s message will be illustrated.  The use of symbols and creative displays will create a richer medium to set the mood and explain the lessons.  The research and discussions will lead to creativity and inspiration – both artistic and spiritual.  

OPERATING PARAMETERS

• The Visual Arts Committee will report to the Living Spirit Council;
• The Committee will designate a key contact who will be responsible for reporting to the Council and managing the budget;
• On an annual basis the Committee will submit a draft budget to the Living Spirit Centre Council for approval;
• Decisions about what projects to accept and how to design them will be made by consensus among the committee members based on funds, time and skills available; 
• Requests / suggestions can be made to / by any member;
• Special projects such as for funerals, weddings and retirements should be funded by the committee only with approval of the Living Spirit Centre Council.

GUIDING PRINCIPLES:

The committee stresses creativity and so the following principles are guidelines only:

• The same design themes should be carried through both sanctuaries (and the narthex) so they all give the same message and fit together;
• No artificial flowers or plants.  Dried plants are okay;
• Use art and craft whenever possible vs buying a manufactured item;
• Avoid clutter.  Neatness counts;
• Aim for tasteful, quality elements (eg banner, table display, flower arrangement);
• Build elements /pieces that will be reusable in other displays;
• One person to prime each element (the rest of the committee can help, and suggest, but that person should have creative license);
• Symbols should be explained whenever possible (labels, titles, articles, etc.) to help the congregations learn.

LINKAGES:

Anglican Altar Guild
Lutheran Altar Guild
United Worship Committee
           - Create altar and pulpit cloths, co-ordinate banners
Property Management Committee
           - regarding placement of furniture / finishing of space
MAP (Ministry at this Place)
           - regarding what can be taught through symbols

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