SAFE CHURCH POLICIES AND GUIDELINES

Transcription

1 SAFE CHURCH POLICIES AND GUIDELINES Diocese of Montreal 1444 Union Avenue Montréal (Québec) H3A 2B8 (514)

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3 Diocese of Montreal Anglican Church of Canada SAFE CHURCH POLICIES AND GUIDELINES FOREWORD In the last decade, almost all institutions serving youth and other at-risk individuals have initiated vulnerable persons background checks for paid staff and volunteers. In our role as faith community, the Anglican Diocese of Montreal is dedicated to establishing and preserving an atmosphere in which our members, volunteers, staff and those who use our facilities, can work and worship together in an environment that is free from all forms of harassment, exploitation, intimidation or discrimination. There is an element of risk in all activities and appropriate actions need to be taken to minimize and manage for safety. This document identifies reasonably foreseeable risks and provides procedures to manage risk. Increasing supervisors safety awareness based on up-to-date-information, common sense observation, action and foresight, is the key to safe programming. These policies and guidelines will assist volunteers and staff to fulfill their obligation to provide the safest possible environment for all participants in parish activities. As with any such printed document, this manual will continue to be updated and policies and guidelines may change from time to time. We urge you to keep checking the diocesan website for the most up-to-date information. Although this program s impetus comes from insurance requirements, its genesis goes back in time as we had been working on creating these policies for some time, thanks to the work of Deacon Jessica Bickford and her taskforce. For all of us, the hope is that our parish communities and buildings will always be considered sanctuaries, where we work together to prevent the possibility of harm to those who come into our presence and care. The intent of these policies is not to spread distrust among us, but rather to increase the reliability, integrity, and safety of our ministries. We are a people of God, trusting and hopeful, but we need to be smart, wise, and aware. Let us continue to work together for the church, to become God s people engaged in God s ministry and mission. The Right Reverend Barry B. Clarke Anglican Bishop of Montreal ACKNOWLEDGMENTS We would like to thank Deacon Jessica Bickford and the Safe Church Taskforce as well as Deacon Kenneth Brooks of the Diocese of Huron for allowing us to use their work and materials in the development of this manual.

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5 Safe Church Policy and Guide Anglican Diocese of Montreal Revision May 2012

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7 Diocese of Montreal Anglican Church of Canada TABLE OF CONTENTS Prologue... 3 Theological Foundation... 4 The Baptismal Covenant: our Rule of Life... 6 Statement of Policy General... 8 Abuse of a Child... 9 Guiding Principles Definitions Response Procedures, Preface Preface: General Procedures, Reporting, Use of Standardized forms The Role of the Bishop s Advisory Committee / S.A.R.T. (Sexual Abuse Response Team) Specific Procedures Abuse of Child Misconduct Towards an Adult Criminal Charges Misconduct Towards an Adult No Criminal Charges Disciplinary Procedures Pastoral Care To the Victim To the Victim s Family To the Parish Family To Colleagues and the Wider Church To the Accused To the Family of the Accused Congregational Healing, Trauma Debriefing, and Follow-Up Appeal Process Appendices 1. Understanding Reasonable Grounds Media Relations Confidentiality Reinstatement Policy Guidelines for Liturgies Bibliography Standardized Reporting Forms A. Complaint Form B. Confidential Report Form C. Letter of Complaint to Respondent Form D. Investigation Follow-Up Form E. Respondent s Response Form F. Acknowledgement of Suspension Form G. Consent to Disclosure of Information Form H. Suspected Child Abuse Report Form I. Suspected Child Abuse Follow-Up Report Form... 50

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9 Diocese of Montreal Anglican Church of Canada PROLOGUE As members of the Christian community within the Anglican Diocese of Montreal, we affirm the dignity and worth of all persons, young or old, male or female, rich or poor. Through our baptism as Christians, we have committed our lives to following the life and teachings of Jesus Christ. In this commitment we have willingly and knowingly entered into a Covenant Relationship, the values of which are contained within this document. Adherence to this covenant is seen and understood as a necessary and vital component of each of our lives as members of the Anglican Diocese of Montreal. This Code of Sexual Ethics and Professional Conduct is our standard for accountability in our sexuality. It applies to all people of the Diocese of Montreal in all the churches, no matter what status, ministry, gender, office, context of work, or position, be it volunteer, paid, lay or ordained. As a fundamental part of adherence to our sacred covenant in Christ, familiarity with and adherence to this code is seen and understood as a necessary and vital component of each of our lives and ministries as members of the Anglican Church. In particular, ordained persons, as people in positions of sacred trust and leadership, are called to uphold, promote and model the standards of professional competence and conduct as stated in the Code of Conduct contained in this policy. This Code is an affirmation that in all matters, especially that of sexual conduct, we, as the people of the Anglican Diocese of Montreal, are accountable: to God, to love our Creator with our entire being, mind, body, soul and strength, according to Christ s instruction, to one another, that our beliefs, language, actions, and commitments may reflect the value we place on a healthy relationship with God, which is the result of the reconciling work of Christ, to ourselves, that we may value such things as will engender a healthy, life-giving rule of Christian life, knowing that the things we do in private strongly form that which we become in community, and to the world, modeling the Reign of Christ, to the Glory of God, empowered by the Holy Spirit to spread the good news of Christ and bring people to a relationship with Jesus. This accountability is scriptural, it is a part of our Anglican tradition, and it is based on sound reason. Page 3

10 Diocese of Montreal Anglican Church of Canada THEOLOGICAL FOUNDATION This Code of Sexual Ethics and Professional Conduct finds its authority and integrity in the teachings and life of Jesus, especially: You shall love the lord your God with all your heart, and with all your soul, and with all your mind, and with all your strength... you shall love your neighbour as yourself. There is no commandment greater than these. Jesus, speaking in Mark 12:29-31 Understanding our life theologically is key to the Christian community. We must do this in order to come to know how Jesus would have us live. Faithful Christian living is all of a piece... The essential call of God is constant throughout the many different biblical periods. The people of God are to worship only God, to love God, and to experience holiness in reflecting God s righteousness and mercy in their own just living and compassion. All human relationships are meant to find their deepest value in the context of this response to God s love. We love because God first loved us (I John 4:9). 1 This challenge is especially important as we turn to our faith to gain understanding of ourselves as sexual beings, especially in the rapidly changing culture which offers powerful yet confused messages about sexuality and power. Sexuality is a wonderful gift of God, with the ability not only to create life, but to point to the even deeper self-giving agape love and commitment that God offers us, and makes possible between us. Perhaps the greatest danger in the human fascination with sexual activity is that it could cause people to lose sight of the ultimate goal of all of life to come to respond to God s love. No earthly relationship will ever wholly satisfy because the full belonging and unity we long for, as individuals and together, is found only in relationship with God... One must be careful neither to take sexuality out of this perspective nor so to concentrate on it that it becomes more than it should be as a part of the whole, both with respect to individuals and society. 2 Sadly, sexuality also has the potential to be used to alienate, harm, degrade, dominate and abuse, if it is used outside the purposes of our Lord s will for fullness of life. More sadly, the nature of relationships in the church as an ideally inclusive, open, and loving community can leave us uniquely vulnerable to mistakes, indiscretion, and even deliberate acts of abuse. Worse still is the tragedy when these sins occur among the people of a community called to reconcile, heal, and offer help, hope and new life to the most vulnerable! These are the sins which this code of conduct seeks to prevent and overcome in the church. Jesus teaching is consistent with the entire biblical witness that calls disciples to show forth God s care by having a special concern for the powerless and those in need, for children, widows, strangers and refugees, the sick, the imprisoned and the hungry. This life of witness and service was and is a 1 The Right Reverend Frederick H. Borsch, Christian Discipleship and Sexuality, Forward Movement Publications, 412 Sycamore Street, Cincinnati, Ohio 45202, 1993, p. 1 2 Ibid., p. 1 Page 4

11 demanding one. Clearly Jesus has strong expectations that his followers would lead disciplined and obedient lives, lives that did not just follow natural impulses, but were to be characterized by gracefulness. His disciples were to be a different kind of people. 3 How, then, do we understand this difference? How can we be whole people, both in sexuality and in faith? Scripture teaches us that: all persons were created by God in the divine image, male and female, all persons are equal in the eyes of God, whether young or old, female or male, rich or poor (even if through history this equality is contradicted by cultures, customs, language, laws, habits, and assumptions of society, and even of the Church itself), as a special part of the divine creation of matter, the human body is good. It is to be appreciated and respected as the temple, the locus wherein the Holy Spirit dwells, the place where the Word is made flesh. The ministry of Christ was, and is, to reconcile a fallen humanity to their Creator; to open a path of salvation for all people. In so doing, Christ taught us how to live in faithful community. Misuse and misunderstanding of sexuality has the potential to destroy individuals and communities, but in these circumstances Christ offers redemption of sexuality back to the good purposes for which it was given. In healthy relationships, sexuality is an important and life-giving gift - it is part of being human. But, it is only a part, and......in Christian perspective, sexuality is to be disciplined in order to become a way of sharing and learning more about responsible, self-giving love and creativity. 4 3 Ibid.,pp Borsch, p. 15 Page 5

12 Diocese of Montreal Anglican Church of Canada THE BAPTISMAL COVENANT: OUE RULE OF LIFE In our baptism as Christians, we have committed our lives to following the example, life and teachings of Jesus Christ. In Baptism, we have been given the gift of grace: a covenant relationship with God in Christ. Every time a Baptism is celebrated, the gathered church is called to reaffirm their own Baptismal vows, and to renew their commitment to live as a people of that covenant. We are bound by the vows of our Baptism, and our membership in the Body of Christ. The vows that follow represent the common calling of every Baptized person in the Diocese of Montreal, calling us to a Christ-centred way of living. Each of these vows demands something from us, and bears directly on the way our sexuality is meant to be a gift of love, and not sin. Will you continue in the apostles teaching and fellowship, in the breaking of bread, and in the prayers? In order to keep this vow, it is essential to acknowledge the God-given value of every person, and to refuse to tolerate any vexatious or exploitative conduct or comment that might prevent a person from fully, safely, freely and joyfully participating in the regular learning, fellowship, worship and prayer of the church. Our call is to draw people to Christ, to become a part of the Christian story and people. To misuse sexuality is to deny the possibility of keeping the above vow. Will you persevere in resisting evil and, whenever you fall into sin, repent and return to the Lord? As the misuse of sexuality has the enormous potential to alienate people from God, one another, and even themselves (in other words, to be the cause of tremendous sin in human life and relationship), the church has a special responsibility to persevere in resisting any teaching or conduct which would abuse the sacred nature of the gift of sexuality and sexual expression. In fact, the church has a responsibility to call people away from such conduct or teaching, and back to the teachings of Christ and the way of life. Further, the church has a responsibility to understand and to be clear about the relationship between sexuality and power, and to acknowledge that where an imbalance of power exists in a relationship, genuine consent to sexual expression cannot exist. Will you proclaim by word and example the good news of God in Christ? More positively, the church has a responsibility to teach a theology of sexuality and sexual conduct as a part of the Good News of the life, ministry, and teaching of Jesus Christ. In other words, sexual integrity, and the joyful, exciting, life-giving expression of the same, is to be found as one possible healthy part of life in Christ. In this context, and within the proper relationship, sexuality has the ability to reflect most beautifully the depth of love possible in relationship with God. Will you seek and serve Christ in all persons, loving your neighbour as yourself? Sexuality is central to our being and permeates all our relationships. And yet, it is sacred ground, profoundly personal in nature. How we express our sexuality - be that expression emotional, physical, or spiritual is a Page 6

13 reflection of how we live in relationship with God and one another. God values sexuality, as part of who we are, as good, blessed and purposeful. To be faithful, to seek and serve Christ in all persons, is to hold sexuality in the sacred web of love and covenant. To violate another person, especially sexually, violates both our relationship with that person, and with God. Will you strive for justice and peace among all people, and respect the dignity of every human being? It is incumbent upon Christians to take very seriously any circumstance in which sexual abuse is suspected or reported. It is important for justice to be carried out with thoroughness, care, and expedience, to provide a foundation for restoration of peace and healing. To establish justice and peace we must protect those who are vulnerable, especially where there is an imbalance of power in a relationship. We must work for the healing of victims, their families, and congregations whenever sexual mistakes, indiscretions or abuse may occur. We must also take seriously our ministry of healing and restoration to offenders. Page 7

14 Diocese of Montreal Anglican Church of Canada STATEMENT OF POLICY General It is the policy of the Diocese of Montreal that sexual abuse, (sexual harassment, sexual exploitation, sexual misconduct or sexual assault) of any kind by any person of the Diocese of Montreal (volunteer, paid, lay or ordained) will not be tolerated, regardless of the jurisdiction in which a person carries out their work or ministry. In relationships of trust, whether with children or adults, the greatest care must be exercised to avoid taking advantage of trust, or abusing a situation of responsibility and caring. Clergy and other Church workers need to recognize the unique dynamics of these relationships and the potential for harm and abuse. Vulnerabilities are exposed, and the very strengths of these relationships, namely the expression of care and love, can easily take on inappropriate forms. In particular: i. Professional clergy/parishioner relationships are to be respected and maintained by all clergy and other professionals in the service of the Diocese in every pastoral or counselling situation. The support and/or pastoral care function creates a specific relationship of trust. Exploitation of this trust through sexual activity, or touching for sexual purposes, or the suggestion or depiction of any such activity, will not be tolerated. ii. Clergy, staff and volunteers are expected to maintain the highest ethical standards in all their relationships with those for whom they have responsibility. These standards shall apply whether in the service or employ of the Diocese, any of its parishes, or any affiliated function. iii. In a pastoral or counselling relationship, all forms of sexual behaviour or harassment are unethical, even when a recipient of care invites or consents to such behaviour or involvement. Sexual behaviour is defined as, but not limited to, all forms of overt and covert seductive speech, gestures and behaviour as well as physical contact of a sexual nature; harassment is defined as but not limited to repeated comments, gestures or physical contacts of a sexual nature. iv. We recognize that the relationship between the support counsellor or pastoral care provider and their recipient involves a power imbalance, the residual effects of which are operative following the termination of professional relationship. Therefore, all sexual behaviour or harassment with former recipients of care is unethical. Page 8

15 Abuse of a Child Quebec Protection of Children ( The Province of Quebec has unique legislative arrangements that influence the delivery of child and family services. Quebec's Charter of Human Rights and Freedoms (Charte des droits et libertés de la personne), and the Civil Code of Quebec (Code civil du Québec) constitute the framework for the province's justice system. The Civil Code of Quebec is the general law concerning persons and relationships between persons and property. The Charter of Human Rights and Freedoms lays out rules governing relations between citizens and defines fundamental human rights and freedoms. In the context of this report, both acts establish the fundamental principles governing the rights and interests of children and the responsibility and authority of parents. Administration and Service Delivery Administration The Department of Health and Social Services (Ministère de la Santé et des Services sociaux MSSS) provides prevention, protection, rehabilitation and social reintegration services for Quebec children and their families under three acts. The Act Respecting Health Services and Social Services (Loi sur les services de santé et les services sociaux LSSSS) aims to preserve and improve the physical, mental and social capacity of people to function in their communities. It also provides the framework for specialized services throughout Quebec, including child protection services. The purpose of the Youth Protection Act (YPA) (Loi sur la protection de la jeunesse) is to protect children under the age of 18 years from situations that endanger their security or development and to ensure that these situations do not recur. The YPA acknowledges that parents are responsible for supervising their children and providing them with care, support and education. However, the Act also recognizes that the province has a responsibility to intervene when children are in need of protection. The federal Young Offenders Act (YOA) applies to any person between the ages of 12 and 17 years of age who commits a criminal offence. The Director of Youth Protection has the powers of a provincial director as defined under the YOA. Many young offenders are dealt with in youth court; however, under alternative measures, some are required to make restitution to the victim or perform community service under the supervision of a Director of Youth Protection. The Department of Health and Social Services' role in the area of child protection is to establish program policy, enforce relevant legislation and allocate budgets across all regions. This is done by the Youth, Substance Abuse and Mental Health Directorate, (Direction de la jeunesse, des personnes toxicomanes et de la santé mentale) which is part of the Public Services Branch (Direction générale des services à la population) of the MSSS. The Directorate is responsible for ensuring access to services, directing the delivery of services to the public, ensuring implementation and follow-up of government plans and policies, ensuring liaison with all parties involved in the organization of services, and developing client expertise. Page 9

16 Quebec Human Rights and Youth Rights Protection Commission The Quebec Human Rights and Youth Rights Protection Commission (Commission des droits de la personne et des droits de la jeunesse) is an independent agency that reports to the National Assembly of Quebec. It is responsible for upholding the principles set forth in Quebec's Charter of Human Rights and Freedoms and to protect the rights of children as defined under the YPA and YOA. Any person who has reason to believe that the rights of a child or a group of children are being violated may report this belief to the Commission. The Commission investigates situations where it has reason to believe that the rights of a child or a group of children have been violated by individuals, institutions (within the meaning of the LSSSS) and agencies, unless the matter is already before a court. If necessary during an investigation, a Commission member (or an employee) may seek written authorization from a justice of the peace to enter any place if there are reasonable grounds to believe that a child is, or may be, at risk. Section 41 of the YPA stipulates that the DYP must notify the Commission in the case of a child who is the victim of sexual assault or who is subject to physical ill-treatment through violence or neglect. The Commission also acts to ensure that children's rights are respected by providing awareness campaigns to inform the public about the rights of children, by conducting research, and by making recommendations to the Ministers of Health and Social Services, Justice, and Education. In compliance with the above, it is the policy of the Diocese of Montreal that sexual abuse (sexual harassment, sexual exploitation, sexual misconduct or sexual assault) of a child by any person of the Diocese of Montreal (volunteer, paid, lay or ordained) will not be tolerated, and must by law be reported immediately. No notion of pastoral confidence shall interfere with this requirement. Child abuse is a misuse of power by someone who is in a position of authority or trust over a child. The Diocese of Montreal is committed to providing a safe environment in which children can grow in the Christian faith and learn of the abiding love and presence of God through relationships of trust and acceptance. Complaints related to sexual abuse of a child must be taken seriously and be dealt with in a spirit of compassion and justice. Page 10

17 Diocese of Montreal Anglican Church of Canada GUIDING PRINCIPLES It is essential to take all allegations of sexual abuse seriously. The protection of children is a matter of fundamental concern and legal responsibility. An accused person will be presumed innocent until proven otherwise beyond a reasonable doubt. The protection of the complainant and his or her family will be of paramount concern. Any action taken will be done in a spirit of advocacy and pastoral sensitivity, upholding confidentiality (with the exception of those situations mandated by law, such as child abuse). Notwithstanding the above five principles, nothing will be done that might impede a criminal investigation. Page 11

18 Diocese of Montreal Anglican Church of Canada DEFINITIONS Agape Abuse Assault Consent Counselling Church Worker Pastoral Care Provider refers to that powerful and overflowing love which fills and directs all life and action in a covenant relationship with Jesus Christ and one another. Distinct from eros (passionate/erotic love), or from philos (solicitous, superficial affection), or from any generic, sentimental notion of love as mere emotion, agape refers to the selfless love of mercy, compassion, reconciliation, forgiveness and servanthood to others. In short, agape is the love modelled by Christ both in word and (especially) in action. This is the love to which we are called as individuals, and as Christian community. generally defined as bringing harm to another ; is specifically defined in Sexual Abuse, below. shall refer to any use of force, or threat of use of force or perceived threat of use of force against another person without his or her consent, as defined in the Criminal Code of Canada. (See also Sexual Assault, below.) is understood as non-coercive. It means voluntary agreement to engage in the sexual activity in question and requires that one be in a position to make such a choice. If a victim agrees to any assault under threat, or when intoxicated, or if consent is obtained by fraud or by the influence of a person who ought reasonably to be understood to be in authority over, or in a position of trust with the victim (eg: counsellor, minister, parent, guardian) it will be deemed to be no consent. It is always no consent for children under the age of twelve and, under specific circumstances, with peers for children ages twelve to fourteen. With persons age fourteen to eighteen there might not be valid consent if the accused was in a position of authority or trust over them. There are further provisions for mentally or otherwise incapacitated or vulnerable children, adolescents, and adults. shall refer to interactions between persons for the purpose of support, consultation, obtaining advice, or guidance on matters of concern or interest. It is understood that the nature of counselling relationships involves an imbalance of power and requires a strong element of trust. shall refer to any person other than clergy who work in any facet of Church life, whether as a volunteer or as paid staff, including work with organizations or groups that may be affiliated or associated with the Church or parish. shall refer to a clergy or church worker who, in the course of their specified ministry, may be consulted, or who provides support, advice or guidance in pastoral matters, issues of spirituality or religion. Page 12

19 Reasonable Grounds are defined in Appendix 1. Sexual Abuse Sexual Assault Aggravated Sexual Assault Sexual Exploitation Sexual Harassment Sexual Misconduct shall refer to demeaning or suggestive comments of a sexual nature ranging from jokes, unwanted touching, to forced sexual activities. It may also include threats of such behaviour. Abusive sexual acts are primarily acts of power and are harmful. Sexual harassment, sexual assault, sexual exploitation and sexual misconduct are specific forms of sexual abuse. shall refer to any form of assault involving some form of sexual activity. Kissing, sexual contact or touching, fondling, or sexual intercourse with another without her/his consent is sexual assault. (A judge or jury decides whether in a particular case there was sexual assault.) Sexual assault also includes bestiality and gross indecency. shall refer to sexual assault which includes bodily harm, assault with a weapon threats, and/or threats to a third party. is a term to describe behaviour which may incorporate sexual harassment, assault, or abuse, and sexual misconduct. It focuses on the power of the perpetrator in relation to the vulnerability of the victim and refers to the act of taking advantage of such vulnerability for one s own pleasure/gain. shall refer to any attempt to coerce an unwilling person into a sexual relationship, or to subject a person to unwanted sexual attention, or to punish a refusal to comply, or to reward compliance. Sexual harassment must be understood as an exploitation of a power relationship, rather than as an exclusively sexual issue. Sexual harassment may involve a wide range of behaviours from verbal innuendo and subtle suggestions to overt demands and inappropriate physical contacts of a sexual nature. It may be an incident or a series of incidents. It is behaviour of a sexual nature that is known or ought reasonably to be known as behaviour that is unwanted or unwelcome. Sexual harassment includes actions which contribute to an environment that is poisoned by pornographic pictures or cartoons. Sexual harassment is prohibited by federal and provincial law. For church workers (lay or ordained, paid or volunteer), sexual misconduct is defined as sexual harassment, sexual exploitation, sexual abuse or any other sexual activity or conduct (including but not limited to sexual intercourse) in which the church worker takes advantage of the vulnerability of a person under her or his pastoral care or other guidance or leadership. Such behaviour, whether it appears to be initiated by the church worker or by the person under care or leadership, shall be deemed to be sexual misconduct. Notwithstanding the foregoing, the church worker shall not be held responsible for an act of sexual assault perpetrated against her/himself by a person under his/her care or leadership. Page 13

20 Diocese of Montreal Anglican Church of Canada RESPONSE PROCEDURES Preface (General Procedures, Reporting, Use of Standardized Forms) The purpose of procedures for dealing with allegations of sexual abuse (sexual harassment, sexual exploitation, sexual misconduct or sexual assault) and child abuse is to discover the truth and to protect the vulnerable, stop any abuse, and to promote restoration and healing. This may be accomplished by offering opportunities for the truth to be discovered, spoken and believed, for any violation to be acknowledged, for accountability to be exercised, and for compassion to be demonstrated in ways that serve justice. All procedures need to be based on providing protection for the vulnerable (be they the complainant or the respondent) and ensuring accountability of all involved. It should be clear from the moment a complaint is received that matters of investigation and of pastoral care must be kept in careful balance. Any complaint against a bishop concerning sexual abuse must be brought to the attention of the senior Bishop, Metropolitan, or Primate, whichever is appropriate. Any complaint against clergy concerning sexual abuse must be brought to the attention of the Diocesan Bishop promptly. If the complaint is against a lay staff worker or volunteer, the incumbent or head of the agency involved should be informed first and he or she must inform the Diocesan Bishop promptly. When a complaint is received, it is the responsibility of the Bishop to inform the Diocesan Insurance broker promptly. As early as possible when a complaint is reported, the Bishop and/or first hearer of the complaint should take great care to ask and discern the needs of the complainant directly from them and, wherever possible, make every effort to quickly respond to those needs as stated. The following listed forms will be used by the Diocesan Bishop and/or designate to assist and document a complaint and the investigation process. They have been designed to ensure a thorough response. Please refer to Appendix 7 for further descriptive details as well as attached copies of these specific forms. Complaint Form Confidential Report Form Letter of Complaint to Respondent Form Investigation Follow-up Report Form Respondent s Response Form Acknowledgement of Suspension Form Consent to the Disclosure of Information Form Page 14

21 During an investigation the clergy or staff person who is the subject of the allegation may be placed on leave of absence, at the Bishop s discretion. A volunteer who is the subject of an allegation may be asked to relinquish his or her responsibility until the matter is resolved. Any such leave is without prejudice and does not imply the guilt or innocence of the person under investigation. Where allegations are discovered to be true, every effort needs to be made to hear, believe and empower victims and to enable them to be vindicated, to be set free from the power of the violation in their lives. Offenders will be called to rediscover their own humanity for their own well-being and for the well-being of the community. The Role of the Bishop s Advisory Committee/S.A.R.T. (Sexual Abuse Response Team) i) The role of an Advisory Committee or Diocesan Sexual Abuse Response Team (S.A.R.T.) is to assist the Diocesan Bishop, upon request. The Diocesan Bishop retains the ultimate responsibility and authority, subject to applicable criminal and civil law. At the discretion of the Diocesan Bishop, an advisory committee may be formed and asked to work closely with him or her when a complaint is received. The responsibilities of this team may then involve: meeting with the complainant and other persons who may have relevant information, recommending actions which may determine the truth of the allegations, enlisting additional professional persons to assist, as a result of investigation, making recommendations about discipline and pastoral care, recommending appropriate long-term follow-up. Support will be available to clergy, lay workers, and volunteers for information and support to those who have concerns or questions about suspected cases of sexual abuse. It is intended that the investigative work of such committee should be short-term. ii) The Diocesan Bishop may take disciplinary action in accordance with the Canons. Page 15

22 Diocese of Montreal Anglican Church of Canada SPECIFIC PROCEDURES Abuse of a Child A child, is defined by child protection provisions of The Youth Protection Act R.S.Q, as a person under the age of 18. There are four types of abuse of children: PHYSICAL includes shaking, beating, burning, depriving the child of necessities. VERBAL includes excessive yelling, belittling, unkind teasing. EMOTIONAL includes coldness, withdrawal, failure to provide loving attention, supervision or normal living experiences. SEXUAL includes abuse, assault, aggravated assault, exploitation, harassment as defined under section 6, Definitions, above. Any complaint of sexual abuse of a child by any person must be reported. To Report Suspected Child Maltreatment Telephone: or (French only) After hours or emergencies: telephone: For services in English on the island of Montreal, call Batshaw Youth and Family Centres at (514) Contact local Centre jeunesse (Child Protection Centre). Website: To find out more about the process of filing a report: To find local child welfare services Website: Sexual Assault Assistance: Website: Crime Victims Assistance Centre (CAVAC): Telephone: Website: To contact the ministry: Website: wwwxml.gouv.qc.ca/courriel/index_en.asp?s=38 Monday to Friday, from 8:30 a.m. to 4:30 p.m. Québec City area: Montréal area: Page 16

23 Elsewhere in Québec : (toll free) Deaf and hearing impaired line: Montréal : Elsewhere in Québec : (toll free) To find local child welfare services Contact local Centre jeunesse (Child Protection Centre). Website: Advocate Commission des droits de la personne et des droits de la jeunesse (services in English) 360 rue Saint-Jacques (2 nd floor) Montreal, Quebec H2Y 1P5 Tel.: or outside Quebec Fax: (514) sylvie.godin@cdpdj.gc.ca Website: Any Complaint of Sexual Abuse of a Child by Clergy, Lay Staff Worker or volunteer. a) The Bishop will assist any investigation, b) The Bishop may consult an advisory committee about future action c) When the investigation is complete, the Bishop and/or designate and/or the advisory committee shall meet with the congregation at the earliest possible opportunity, d) If the investigation is inconclusive or the accused is not charged or convicted, the Bishop may consult with the advisory committee about any further action to be taken. Misconduct Towards an Adult Criminal Charges. a) The Bishop will assist the police. b) The Bishop may consult with an advisory committee about future action. Misconduct Towards an Adult No Criminal Charges a) In dealing with the complaint, the Bishop may involve an advisory committee from the beginning. b) Ordinarily, the Diocesan Bishop will call in an advisory committee and provide the initial information about the allegations. c) Ordinarily, an advisory committee will meet with the complainant and see that the complaint is put in writing. d) An advisory committee will ask for written permission from the complainant to take the complaint to the accused. e) The accused will be personally presented with the written complaint by the Diocesan Bishop in the presence of representation from an advisory committee in the course of an interview. Disciplinary Procedures a) In the case of Clergy or Diocesan Lay Staff Worker, the Bishop, using his or her discretion and ordinarily in consultation with an advisory committee, may exonerate publicly or privately the person accused, or continue to investigate the situation. Page 17

24 If the allegation is established beyond a reasonable doubt, the Bishop can take one or more of several actions: Caution Warning Reprimand Censure Inhibition Suspension In a case where conduct has been unwise but not necessarily unethical, the Bishop may give a verbal caution to the person. In a case of clearly inappropriate behaviour, and possibly unethical behaviour, the Bishop may give a warning in writing. In a case involving unethical behaviour, the person will appear before the Diocesan Bishop and will be given a reprimand in writing. A record of the action will be put in the offender s file, rehabilitation will be provided as needed with ongoing (for at least one year) accountability to the Diocesan Bishop. The Bishop may order the offender not to perform all or certain of the duties of his or her office until the inhibition is withdrawn. The inhibition will continue until there is clear evidence to the Diocesan Bishop of rehabilitation and restoration. At any time the Bishop can suspend the offender. In a case of an allegation against clergy, the Bishop may refer the matter to the Diocesan Court, in accordance with the Canon on Discipline. b) In the case of Parish Lay Staff or Volunteer, the incumbent, using her or her discretion and following discussion with the Diocesan Bishop and in consultation with an advisory committee, may exonerate publicly or privately the person accused, or continue to investigate the situation. Pastoral Care If the allegation is established beyond a reasonable doubt, the incumbent can pursue one of the options listed above in (iv, 1), but the range of options will depend upon the circumstances of the work or position held by the accused. All options require pastoral sensitivity in their implementation. Volunteers, when found guilty of sexual misconduct, will not be permitted to hold office at the Parish or Diocesan level, and may be removed from or restricted in, his or her responsibilities or participation in specific Church activities until such time as the Diocesan Bishop removes the inhibition/suspension. Any parish worker, clergy, lay, or volunteer, when found guilty of sexual misconduct, shall have their name registered at the Diocesan Bishop s office as a reference to enforce prohibition of holding any office in the church, until such time as the Diocesan Bishop, in writing, gives notice of removal of the prohibition. To The Victim If the victim is a child, ensure that a verbal report has been made to the appropriate authorities, which is followed up in writing. This letter should include a request that the investigating body advise the Diocesan Bishop when the investigation is completed. In a case where criminal charges may be laid, the appropriate body will require that you do not discuss the complaint with the victim until their initial investigation, and that of the police, is completed. Contact the victim - whether child or adult - and the family of the victim to offer support as appropriate. Although there must be no interference with the investigation (see appendix 2), help in obtaining therapeutic treatment, as Page 18

25 well as other forms of pastoral care, may be offered as needed. Personal communication with a child is especially important, but care must be taken not to inadvertently impede or influence the investigation. When physical contact of a sexual nature has taken place, the victim must be examined by a doctor for physical injuries and given tests to discover or rule out sexually transmitted diseases. If treatment is needed, it should be given promptly. The doctor should be sensitive to the needs of the victim, so that she/he is not further traumatized. In cases where the alleged offender is a cleric, lay staff or any other church worker, the Diocesan Bishop shall try to respond to the victim(s) of abuse by naming an appropriate person for advocacy and support during the process. A list of qualified therapists may be provided, and the Diocese may offer financial support for this purpose. To The Victim s Family The Bishop or designate should meet with the victim s family in order to assess their needs, while at the same time offering caring support. During this meeting, it must be ensured that the victim s family is to be made aware of the investigative process, including the commitment to confidentiality. The Bishop or designate should ensure that a pastoral contact is arranged to stand by/be with the family throughout the investigative process. To The Parish Family Particular care should be taken to attend to/care for the suffering of the parish community when one of its clergy, paid employees, or volunteers is accused of, convicted of, or admits to sexual misconduct. The parish should be encouraged to participate in the recovery process by offering assistance, support and understanding to those directly involved or afflicted. To begin this process, the Bishop or designate or advisory board is to be responsible to liaise with the parish as deemed necessary. They may meet with the wardens and/or parish in order to inform them that an investigation of an alleged sexual abuse is ongoing. The Bishop or designate will outline the procedures according to this document. The parish should be cautioned against gossip and rumour while assured that they will be apprised of the progress of the investigation from time to time. The liturgical resources for healing in a congregation should be made available to the congregation, with guidance and support for their use as needed (See appendix 5). The Diocesan Bishop and a designate shall meet with the congregation and communicate the final results of the process, with special attention to the implications if disciplinary action taken. The Diocese may make available a trained resource person who can assist the congregation to address their concerns and bring healing. To Colleagues and The Wider Church Pastoral care to colleagues and the wider church is a corporate responsibility. Part of the ongoing healing ministry of the church is to acknowledge our weaknesses and to teach each other about power, healthy relationships, and sexuality. It is understood that a person is innocent until proven otherwise. Matters of confidentiality may bear directly not only upon the proper process of investigation, but on the well-being and recovery of victims and congregations. When an offense has been alleged and an investigation is Page 19

26 in process, immediate colleagues may be informed at the discretion of the Diocesan Bishop to alleviate hearsay. To promote collegial support, thereby empowering one another with confidence and hope, those informed of allegations should be admonished against gossip and rumour. Colleagues are assured that they will be apprised of the progress of the investigation. To The Accused Confronting any person with an accusation which can lead to disciplinary action should be understood as a pastoral and caring act, providing for the common good of the church and also offering the possibility for restoration and healing. A pastoral care provider will be appointed by the Diocesan Bishop to the accused for the purpose of support during the investigation. The accused will be informed of the process of the investigation including the commitment to confidentiality. Therapy, or financial assistance for the purpose of therapy, may be offered to the accused by the Diocese. Where allegations have been substantiated, confession and acknowledgement of responsibility by the offender should be regarded as the necessary first step in any possible restoration. However, confession and absolution should be conducted with care and cannot be considered the sole basis for restoration to ministry. Therapeutic evaluation as well as treatment, if deemed necessary, is required for restoration to ministry. (See Reinstatement Policy, Appendix 4, below.) To the Family of the Accused The Bishop or designate should ensure that pastoral contact is offered to the family of the accused, once and if the accused either requests this or informs his/her family of the accusation. This provider of pastoral care shall be someone other than the one attending to the victim s family. Page 20

27 Diocese of Montreal Anglican Church of Canada CONGREGATIONAL HEALING, TRAUMA DEBRIEFING AND FOLLOW-UP Healing in Congregations Critical incidents and traumatic events, whatever they may be, take on a life of their own, apart from the life of the victim and his/her family and the ongoing life of the congregation. It must be recognized, that some incidents may have a delayed impact, (i.e.; the outcome of a criminal investigation) and others because of the circumstances may be immediate (i.e.; the victimizer is caught in the act with a formal arrest being made.) No matter what the circumstances may be there are factors that must be recognized: Society as a whole and the Church in particular may not have adequate language with which to communicate when a breach of trust and love takes place. Hence, language becomes a barrier when it comes to allowing and enabling a congregation to enter into the trauma debriefing process. Helping those who wish to be part of this process with expressions of thought and appropriate language is essential. The capacity for the congregation and the victim and /or victim's family to enter into the trauma debriefing has to be one of choice. Hence, there has to be an instinctive sense of justice or fairness coming from the Diocesan Bishop and advisory committee members. It must be recognized that there will be an assortment of trauma and post-trauma symptoms present whenever there is an incident within the life of the local congregation. Symptoms such as the following would not be uncommon: 1) Loss of energy, lethargy and corporate paralysis 2) Distrust of leadership (often projected onto future leadership) 3) Emotional roller-coaster within the congregation. (parish leaders will need to recognize that there will be gains and losses in stabilizing the emotional energy levels of the congregation. In the early stages of trauma debriefing acknowledging the swings between denial and acceptance will be critical in the healing process.) 4) It must be recognized that there may be some loss of membership within the congregation. Where there are low pain thresholds within individuals and families the need to seek closure on a traumatic incident will become of paramount importance. People need to be free to leave the congregation without criticism or pressure to stay and to complete the healing process. 5) There may be incidents of overt behaviour corporately and individually within the life of the congregation. Such behaviour may range from rage to shame. It must be recognized that excessive rage impacts the responsibility of the congregation to take the steps necessary to re-establish itself. On the other hand shaming may shift the onus of responsibility to those who had either befriended or supported the accused/offender. 6) It must also be recognized that there will be many who wish to have a quick fix to all that has taken place. Furthermore, in the process the oversight and leadership factor will range Page 21

28 from control to chaos as the congregation begins the process of reclaiming its self-worth and identity. Individualism and the unwillingness to work together will be most evident in the early stages of recovery. It is anticipated that in time a process of acknowledging personal and corporate gains will enable the congregation to rebuild the trust and love component into individual and corporate relationships. All these factors constitute a corporate response to trauma. The ability of an advisory committee/s.a.r.t to assist the congregation in debriefing their trauma will be significant for the future life of the parish. Trauma Debriefing in the Congregation 1) The Diocesan Bishop (or, at the Diocesan Bishop s request, an advisory committee/s.a.r.t) will communicate with the congregational leadership regarding the debriefing process. 2) In order to facilitate justice and fairness to the victims and their family and the congregation it may be appropriate that the Diocesan Bishop or a designate be present for the debriefing process. It may not be appropriate for the Diocesan Bishop to lead this process. 3) Recognizing that this first stage is only a debriefing event, no act of reconciliation should be attempted at this time. 4) Throughout the debriefing process confidentiality is of vital importance and the responsibility of all participants. 5) The debriefing session should be undertaken as soon as possible. The focus of the debriefing should be attentive to the feelings being expressed by those attending. The pertinent facts should be given as briefly and succinctly as possible, being careful to avoid conjecture and making assumptions and/or accusations based on incomplete information. 6) The recording of the debriefing discussions may be important in the corporate understanding of the events. However, this information is not for the public domain and remains the property of the Diocesan Bishop and the congregational leaders. 7) Acknowledging the complex dynamics of personal loss will help the participants to enter into the recovery process. 8) Other aspects to be considered may include a) scheduling follow-up sessions, and b) planning for the pastoral and sacramental needs of the congregation, which may include reaffirming the worth and value of each member of the congregation. Potentially, it may also include the victim(s) and the congregation forgiving the offender. Congregational Follow-Up 1) In an attempt to assist with the healing process, the Diocesan Bishop, the congregational leaders, and representatives from advisory board will establish a flexible but definable timetable to follow up the process in the future, recognizing that each congregation will handle their circumstances differently. However, depending on the circumstances, one to three years is not an unreasonable time-frame. 2) Within the first year a focus on the various aspects of healing (ie: building trust, honesty, openness, healthy forums for the expression of feelings) could assist both individual and congregational healing. As well, a focus on the reestablishment of parish programming could be helpful to the healing process if programmes have been disrupted. 3) Ongoing attention should be given to additional needs for support for families and/or individuals of the congregation who have been affected by the trauma of the abuse. Page 22

29 4) When the people are ready, time should be spent in reaffirming the parish identity with celebrations of healing and wholeness. It is of particular value that the Diocesan Bishop and appropriate others be present at some point in the process of celebration of healing as a way of reaffirming the congregation and its worth in the life of the Diocese. 5) Specific to a case where a cleric has been removed from ministry in the affected parish, it is important to the healing process that the Bishop who oversaw the removal or resignation of the cleric from that ministry should also personally take part in the installation of new ministry (ie: officiate at the induction). Conclusion The Church must be willing to enter into the lives of those who have felt the pain, the broken-ness and the loss of personal relationships through abusive sexual relationships. Ongoing growth in understanding of the peoples' expectations of clergy, the need for trust throughout the life of the congregation and the nature of ministry (including maintaining ethical boundaries in ALL ministries); these are always the responsibility of the Church. This is especially true in circumstances where healing, wholeness and reconciliation are needed. Page 23

30 Diocese of Montreal Anglican Church of Canada APPEAL PROCESS At the conclusion of an investigation, any person who feels aggrieved by the decision reached may make an appeal. It is required that they notify the Bishop of their intent in writing within thirty (30) days of the original decision. Decisions made under the provisions of this policy may be appealed to the Diocesan Bishop. At the Bishop's discretion, an appeals review committee may be assembled. This committee shall consist of at least: one clergy person, one lay person, and one person qualified with professional expertise in the field of sexual abuse. After the committee makes its recommendations, the decision of the Diocesan Bishop is final. Decisions made under the provisions of Diocesan Canon 25 on Discipline and The National Church of Canada Canon 33 may be appealed according to the provisions of those Canons. Page 24

31 Diocese of Montreal Anglican Church of Canada APPENDIX 1: Understanding Reasonable Grounds UNDERSTANDING REASONABLE GROUNDS i) Regarding Child Abuse: Every reported incident of child abuse must be taken seriously.current research indicates that the incidence of false allegations of abuse made by children is relatively low. Therefore, if any child discloses that he or she has been abused the recipient of this information should always consider this as reasonable grounds to suspect abuse and should without hesitation make a report to a Director of Youth Protection. To ensure the protection of a child, we must allow the DYP to conduct any necessary investigation. ii) Reasonable Grounds are those grounds which have a rational foundation. In establishing reasonable grounds, any of the following should be considered: 1. Complaint from a child; 2. Circumstantial evidence such as cries for help, unexplained physical injury, etc.; 3. A statement of a credible eyewitness or a credible witness to a recent complaint; 4. A statement of another which is supported by credible detail from the surrounding circumstances; 5. A credible witness who corroborates the statement of another. The following would always be excluded as providing reasonable grounds: 1. Gossip; 2. Unsubstantiated conclusions. In short, reasonable grounds have a rational basis. They are not based on intuition, feelings, emotion, or the uncritical acceptance of another s views if they are unsupported by other facts. In most cases reasonable grounds will be made up of a number of pieces of rational evidence which together combine to cause the individual to believe a child is or may be in need of protection. Page 25

32 Diocese of Montreal Anglican Church of Canada APPENDIX 2: Media Relations MEDIA RELATIONS 1) Allegations of a breach of the policy of sexual ethics and professional conduct are issues which reflect upon the alleged offender, the alleged victim and the Church as a whole. 2) If public statements are made which prove to be false, exaggerated or inaccurate, they can bring serious damage to the reputations of any of the involved persons, and there can be serious legal repercussions. 3) There shall be only one media spokesperson for the Diocese and the Parish, namely the Diocesan Bishop or his/her designate. As investigations are pursued, not all persons involved may have the same knowledge of the allegations or facts. Inconsistencies, if stated in the public forum, may lead to misrepresentation of the facts or may even be deliberately exploited. It is not appropriate, at any level, to make off the record statements to the media. This can harm not only the persons involved, but also the Church and the investigative process. 4) The names of an alleged victim(s), or party who brought the incident to the church's attention shall not be revealed. Privacy is vital for victims or complainants. So as not to compromise the integrity of an investigation, the names of all parties involved must not be revealed. Even a vague description of persons or places can lead to parties being identified. 5) The identification of the Diocesan Media Spokesperson should be communicated to the wider church as soon as possible, so that any inquiry can be readily referred. 6) The spokesperson should be sufficiently available to the media so that it is clear the church is not attempting to hide information from the public. Comments can be made to the effect that we are very concerned by the allegations, and have taken swift action in accordance with Diocesan policy, but are not able to reveal the details of our investigation at this time. 7) Preparation is important in talking to the media. Written statements are best as they require such preparation and give a clear message of cooperation. 8) All services of worship in the Church are public. Members of the media are welcome to attend worship, with every right and obligation that entails. However, cameras, recording devices or disruptive behaviour are prohibited. Page 26

33 Diocese of Montreal Anglican Church of Canada APPENDIX 3: Confidentiality CONFIDENTIALITY It should be noted that the laws of the Province of Quebec are understood to override the privilege of confidentiality (including that of doctors and clergy). This law indicates that the positive requirements of the obligation to report supersede any notion of confessional seal. Please refer to the Diocesan Parish Recruitment and Selection Guide for a general copy of the Diocese of Montreal Confidentiality Policy. Page 27

34 Diocese of Montreal Anglican Church of Canada APPENDIX 4: Reinstatement Policy REINSTATEMENT POLICY We are called to live out Christ's ministries of redemption and healing, and in that light offer the following policy in regard to the appropriateness of future work within the church of rehabilitated clergy, church workers or volunteers. Matters of reinstatement need to be considered in light of the fact that true rehabilitation of a person found guilty of sexual abuse is rare. An offender who has not healed is likely to re-offend. The potential for further trauma to particularly vulnerable people and to victim(s) and, indeed, to the church, is a matter of the utmost concern. If an offender has truly worked through their own healing he or she can be a valuable contributor to the healing of others. 1. True rehabilitation requires a fundamental change in the offender s self-concept, with a consequent healthy way of dealing with his or her sexual needs. Changes of this profound nature usually do not occur unless the offender has been actively involved in therapy with a qualified practitioner, skilled in working with sexual offenders. Working in a therapy group with other sexual offenders is likely to help in addressing the issues which resulted in the acts of sexual abuse. Genuine change can happen, but studies indicate that this is rare, particularly among pedophiles, who typically prey upon many children. 2. Rehabilitation must also include developing healthy relationships with family and friends. After therapy has worked successfully for the offender, where appropriate, family therapy can assist with reintegration into family, and group therapy can assist with reintegration into the wider community. 3. Repentance must be genuine. The offender must acknowledge the harm he or she has done to the victim, the family, and the congregation(s) involved by the gross betrayal of trust. This confession should be made to the congregation as well as to the victim and family, and forgiveness requested. 4. Restitution by the offender to the victim and, in the case of children, to the victim s family, is essential. Restitution may involve paying for therapy and may also involve payment of wages lost because of trauma to an adult victim, or wages lost to the parent of an abused child who may be involved in medical treatment, court hearings, and/or therapy. Where restitution has come from another source, the offender must reimburse that source. 5. A part of the process of reintegration into ministry for a rehabilitated person may involve him or her working in tandem with another person who is unrelated to the offender, so that his/her work is supervised. He or she will be prohibited from doing individual counseling. Other prohibitions, such as never being alone with a member of the parish, may be put in place. Page 28

35 6. If the offense is against a child, the offender may collaborate with another adult in teaching a group of children, but must not give individual instruction to one child or be alone with one child. This restriction applies in ANY parish setting. 7. A rehabilitated offender s case should be reviewed from time to time, assessing the level of trust between him/her and the congregation. 8. Reinstatement remains the sole prerogative of the Diocesan Bishop. Page 29

36 Diocese of Montreal Anglican Church of Canada APPENDIX 5: Guidelines for Liturgies GUIDELINES FOR LITURGIES The importance of an opportunity for corporate liturgical expression to matters arising from abuse, especially where trust has been violated, cannot be over-stated. The church is called to be a people of worship, prayer, sacrament and praise, and these expressions of faith are never more valuable than when we are most deeply aware of our need for redemption and healing. The use of a liturgy of healing, not necessarily focused around a particular individual s needs, may be of tremendous pastoral help. But more specifically in healing from situations of abuse, there are two important functions that are best done in worship. They are distinct from one another. The first is RECONCILIATION, which should include apology, confession and absolution. This should be done publically, except in cases where the public aspect would bring further harm to the victim. This is an essential part of the healing process both for the victim and perpetrator. It must take place as a pre-requisite step, well in advance of any consideration of the second purpose, namely REAFFIRMATION or REINSTATEMENT to the exercise of ministry. No liturgy involving a perpetrator should take place until the issues raised in Appendix 5 have been addressed. Preparation for and, especially, timing of these liturgies are very important. To enter into such liturgies prematurely, or without due explanation and preparation, holds the potential to deepen, rather than to resolve, anger, hurt and confusion. Worship ought to draw people together in Christ rather than causing isolation or alienation. Therefore, the planning of such rites must be done with sensitivity to: 1) Pastoral Factors... It is necessary that a pastoral connection is established between the community(ies) and the intended celebrant of a given liturgy. In cases of clergy misconduct, the Diocesan Bishop should preside over the liturgy and celebrate the Eucharist, with the exception that another individual may be suitable as preacher. While these liturgies may indeed provide a sense of closure on occasion, that is not their primary function. Generally, they are to be seen in the context of the ongoing ministry of healing and redemption to which the church is called in every situation. Specifically, they are to serve as a crucial part of the ongoing process of healing and growth for individuals and communities. Liturgies ought to be designed in a way that publicly mark, state, and acknowledge support and love for victims of abuse, and the need for healing of the abuser. Victims, their families and communities, must have adequate opportunity to receive counsel and care in regards to their injuries, such that they may bring a genuine awareness of the strong feelings they bring to a liturgy, and thus be able to genuinely know the depth of hope that is offered in worship of Christ. A gentle explanation of the various elements of the liturgy, and how they bear on a specific situation, is an important component of this counsel and care. The way in which a victim and their family and community has been able to see that justice has been carried out will be an important consideration in the planning and timing of a liturgy. Page 30

37 Since situations of abuse can be tremendously divisive within and beyond a parish or community, preparation should include an opportunity to communicate concerns and feelings to one another and, where divisions are not healed, they can be named and prayed for. 2) Context And General Recommendations It is important to recognize the distinction between the following liturgies: reconciliation reaffirmation or reinstatement healing. One or all of these may be needed in the various congregations affected by an incident of abuse. Before any liturgy is planned, the following spiritual discipline must be applied: the worship of Jesus Christ is the reason we gather, and is the sole context and motivation in which any other action takes place. Jesus Christ is the foundation of our hope and our faith as a people, and so must be the foundation of all worship as well. This purpose must be made as clear as possible. It is highly recommended that the Eucharist be at the heart of these liturgies, as the tangible expression of the Good News of God in Christ. In addition, each of the Eucharist s basic components will readily shed light on the more specific needs at hand, placing those needs in the context of the Paschal Mystery of Jesus reconciling ministry among us (see component outlines for the Eucharist, below). Whatever other rite is included, the Eucharist is never seen as tacked on at the end of that rite, but must be seen and understood as the foundation upon which these liturgies are created. The sensitive use of inclusive language is of particular importance, liturgically, psychologically and spiritually, in worship prepared around cases of abuse. It is important to acknowledge that all services of worship in the church are, first and foremost, sacred acts centered in Jesus Christ. Like any service of the church, these healing liturgies are public, and as such are open to any and all who might wish to attend. However, with this right comes the obligation to enter into worship with reverence, dignity and respect. Disruptive behaviour disqualifies the right to attend. Simplicity in the rite is strongly encouraged. People will invariably need ample opportunity for reflection and prayer. Announcements, special instructions, or details about the service ought to be handled in the service bulletin, or prior to worship beginning, so as not to distract from the spiritual work at hand. Suggested Components for The Holy Eucharist With Reconciliation of a Penitent No matter how private it may seem, sin has an impact upon the whole church. What we do in private shapes who we are in community. Sin alienates us from community, and from God. Hence, reconciliation, which includes apology, confession and absolution, is an important and ongoing ministry of the Church. As such, it is also a crucial step in a process of rehabilitation of an offender. However, the rite of reconciliation belongs in the process of spiritual counsel long before a person is ready for a public reaffirmation. It is strongly recommended that the reconciliation rite (when qualified counsel and the Bishop deem the penitent ready) be separate and pre-requisite in preparation for any liturgy of restoration or reaffirmation. (See the Book of Alternative Services, page 167, as well as the Canadian Book of Occasional Services.) Gathering and Greeting It is suggested when a congregation is to gather, they do so in silence. A suitable piece of music may be played to mark the beginning of worship, and after a time of silent prayer, all stand. The presider offers the apostolic greeting, then may address the assembly. This brief address may be an opportunity Page 31

38 to set a suitable pastoral tone, and to remind those gathered that the service is one of worship of Christ, first and foremost. An act of praise could follow, then a collect prayer, reminding all of our corporate need for forgiveness, healing, and peace. Proclamation of the Word It is important that a strong connection be made here with pastoral concerns raised in preparation for worship. Ideally, scripture readings are to be chosen around themes named by the community or individuals involved. Scripture contains all things necessary for wholeness and salvation in Christ, and so readings should be found which speak to those needs. For example, the people may name themes of healing, reconciliation, call to service, servanthood, suffering, the Paschal Mystery of Christ, forgiveness, justice, redemption, commissioning to ministry, or faith through difficult times. The homily should be pastoral and brief. Apology, Confession, Re-examination, Absolution In the case of a service for a penitent lay person, this is the place in the service, just before the reaffirmation of the Baptismal covenant, that the individual would seek reconciliation. It should include: a public acknowledgement of their sin and its consequences, and a request for absolution. a re -examination of the penitent in regards to their commitment to their baptismal vows (an adaptation B.A.S., page 154, would be suitable). confession and absolution the baptismal covenant (as described below), reaffirmed by all present. In the case of a service for a penitent clergy... the public acknowledgment of their sin and its consequences, and a request for absolution. a re-examination by the bishop. and reaffirmation of ordination vows by the clergy person. confession and absolution. the rite of foot washing is recommended in the case of clergy, beginning with the bishop washing the feet of the restored clergy, and the clergy-person, in turn, washing the feet of all from the congregation who wish to participate, following the example set by our Lord at the last supper, in which he taught the ministry of service to others. It is appropriate that one of the first acts of a reconciled clergy person be to serve as a symbol to the community of the Grace of God in Christ. A general confession may be very appropriate in addition to the above. A given community may need the opportunity to publicly come together, acknowledge their broken-ness, and be reconciled to one another. There may be a collective guilt, for example, in a community where abuse has taken place and some feel they might have recognized and prevented it. There may be those who, initially, did not believe a victim s story. There may be those who, for whatever reason, projected their feelings in inappropriate ways onto undeserving people. There may be some who, for whatever reason, walked away from the community and take this opportunity to return. All of these are reasons why the confession, absolution and peace are of tremendous importance in a service of reconciliation, especially in anticipation of the sacraments. Affirmation of Faith, and of Christian Life (The Baptismal Covenant) The affirmation of faith calls individuals and community to a renewed life in Christ. In all these services, whether healing, reconciliation or reaffirmation/reinstatement, a reaffirmation of baptismal vows using the baptismal covenant is most recommended (B.A.S., p. 158) It is a powerful statement of healing and Page 32

39 initiative, with its emphasis on the vision, ministry and commitment to which all Christians are called in baptism, both as individuals and a community. Prayers of the People It is recommended for this service that these be incorporated into the Eucharistic prayer, for example by using Eucharistic Prayer 6 in the Book of Alternative Services. The Peace In this context, the peace is a further acknowledgement of the importance of our call to live together as a reconciled community, and of relationship with one another in Christ. The Eucharist As a symbol of the Paschal Mystery of Christ, the Eucharistic celebration is at the heart of these services. It ought to be celebrated with as broad a participation as possible. In the case of clergy, the Bishop celebrates with the reinstated clergy assisting closely in recognition of the unity and community to which Christ calls us. Prayers after Communion, Blessing and Dismissal It is appropriate that the Bishop, if present, pronounce the blessing. The reconciled clergy, if any, could dismiss the people. Fellowship If at all possible, it is most important that a service of this nature be followed by a time of fellowship. Food and beverage could be a welcome part of this. This time ought to allow the spirit of reconciliation, hope, community and healing to deepen. Symbolic of the way we are called to live out the things that we proclaim in worship, this time of fellowship gives a community time to affirm with one another in an informal social way those things they have proclaimed intentionally in the sight of God. Suggested Components for The Eucharist With Reaffirmation/Reinstatement to Ministry. Reaffirmation and/or Reinstatement is an acknowledgement that reconciliation has taken place, and that healing continues. This liturgy celebrates a new beginning in ministry in Christ, both for the individual and the larger Christian community. It is a sign of hope and of Christ s redeeming work for all. Gathering and Greeting It is suggested when a congregation is to gather, they do so in silence. A suitable piece of music may be played to mark the beginning of worship, and after a time of silent prayer, all stand. The presider offers the apostolic greeting, then may address the assembly. This brief address may be an opportunity to set a suitable pastoral tone, and to remind those gathered that the service is one of worship of Christ, first and foremost. An act of praise could follow, then a collect prayer, reminding all of our corporate need for forgiveness, healing, and peace, and our universal call to ministry in Christ. Proclamation of the Word It is important that a strong connection be made here with pastoral concerns raised in preparation for worship. Ideally, scripture readings are to be chosen around themes named by the community or individuals involved. Scripture contains all things necessary for wholeness and salvation in Christ, and so readings should be found which speak to those needs. For example, the people may name themes of healing, reconciliation, call to service, servanthood, suffering, the Paschal Mystery of Christ, Page 33

40 forgiveness, justice, redemption, commissioning to ministry, or faith through difficult times. The homily should be pastoral and brief. Affirmation of Faith, and of Christian Life (The Baptismal Covenant) The affirmation of faith calls individuals and community to a renewed life in Christ. In all these services, whether healing, reconciliation or reaffirmation/reinstatement, a reaffirmation of baptismal vows using the baptismal covenant is most recommended (B.A.S., p. 158) It is a powerful statement of healing and initiative, with its emphasis on the vision, ministry and commitment to which all Christians are called in baptism, both as individuals and a community. Reaffirmation/Reinstatement to Ministry While this Eucharistic liturgy is not a service of reconciliation of a penitent (see above), it is important that some acknowledgement be made of the sin that led to the need for the service, of its consequences, of the fact that a reconciliation rite has taken place, and of any reconciliation still needed. While the reconciliation service will have dealt with this, hearing this named may be a needed aspect of the healing process for both the individual involved, and the community, especially those who were not present at the reconciliation rite. This could be done by way of introduction to a general confession and absolution which could precede the reaffirmation (see notes on confession/absolution below). The reaffirmation component of the service, according to the circumstances, may include: general confession and absolution a reaffirmation of baptismal or more specialized ministry for a lay person, or ordination vows by a clergy person. a congregational sharing of the baptismal covenant in the case of clergy, foot washing (see notes above, in the service of reconciliation) in the case of clergy or laity, the use of sacred oils to emphasize anointing for healing or ministry the peace Prayers of the People These may be incorporated into the preparation for the reaffirmation, especially if a foot washing ceremony is to be included. One of the litanies from the B.A.S. may be used, or prayers with a particular emphasis on restoration, healing or thanksgiving for ministry may be appropriate. It is most desirable in this context to allow pauses where petitions may be offered by the gathering, either silently or aloud. Confession and Absolution (if not done in the context of the reaffirmation component). A general confession may be very appropriate in addition to the above. A given community may need the opportunity to publicly come together, acknowledge their broken-ness, and be reconciled to one another. There may be a collective guilt, for example, in a community where abuse has taken place and some feel they might have recognized and prevented it. There may be those who, initially, did not believe a victim s story. There may be those who, for whatever reason, projected their feelings in inappropriate ways onto undeserving people. There may be some who, for whatever reason, walked away from the community and take this opportunity to return. All of these are reasons why the confession, absolution and peace are of tremendous importance in a service of reconciliation, especially in anticipation of the sacraments. Page 34

41 The Peace In this context, the peace is a further acknowledgement of the importance of our call to live together as a reconciled community, and of relationship with one another in Christ. The Eucharist As a symbol of the Paschal Mystery of Christ, the Eucharistic celebration is at the heart of these services. It ought to be celebrated with as broad a participation as possible. In the case of clergy, the Bishop celebrates with the reinstated clergy assisting closely in recognition of the unity and community to which Christ calls us. Prayers after Communion, Blessing and Dismissal It is appropriate that the Bishop, if present, pronounce the blessing. The reaffirmed or reinstated clergy, if any, could dismiss the people. Fellowship If at all possible, it is most important that a service of this nature be followed by a time of fellowship. Food and beverage could be a welcome part of this. This time ought to allow the spirit of reconciliation, hope, community and healing to deepen. Symbolic of the way we are called to live out the things that we proclaim in worship, this time of fellowship gives a community time to affirm with one another in an informal social way those things they have proclaimed intentionally in the sight of God. Page 35

42 Diocese of Montreal Anglican Church of Canada APPENDIX 6: Bibliography BIBLIOGRAPHY General * Christianity, Patriarchy, and Abuse Ed. Joanne Brown and Carole R. Bohn, New York: Pilgrim Press. * Is Nothing Sacred? When Sex Invades the Pastoral Relationship Marie M. Fortune. San Francisco: Harper & Row. * Sex in the Forbidden Zone Peter Rutter, Los Angeles, CA., Jeremy P. Tarcher, Inc.. * Sexual Assault and Abuse - A Manual For Clergy and Religious Professionals Mary D. Pellauer, Barbara Chester, and Jane Boyaniam. San Francisco: Harper and Row. * Sexual Abuse by Clergy: A Crisis for the Church. 1994, Marie M. Fortune and James N. Poling, Journal of Pastoral Care Publications, Inc., Decatur, Georgia. * Texts of Terror Phyllis Trible. Philadelphia: Fortress Press. Resources on Violence Against Women * Beating Wife-Beating, 1983, Bowker, Lee, Lexington: Lexington Books * Helping Men Who Batter Women, Brisson, N , Public Welfare, Spring: pg * Stopping The Violence: Canadian Programmes For Assaultive Men, The National Clearinghouse on Family Violence, Social Service Programmes Branch, Health and Welfare Canada, Ottawa, Ontario. * Violence Against Wives: A Case Against The Patriarchy, 1979, Dobash, Emerson R. and Russell Dobash, New York: Free Press. * Working With Men Who Batter, Edleson, J.L., Social Work -- May-June, 1984: pp * Men Who Hate Women and the Women Who Love Them, 1987, Forward, Susan, Toronto, Bantam. * Men Who Batter: An Integrated Approach For Stopping Wife Abuse, 1985, Gondolf, E.W., Holmes Beach, Florida: Learning Publ. Inc. * No Safe Place: Violence Against Women and Children, 1985, Guberman, Connie and Margaret Wolfe, eds., Toronto: Women s Press. * Women and Victim Behaviour, 1984, Pierce, Carol. Laconia, N.H.: New Dynamics. * A Male/Female Continuum: Paths To Colleagueship, 1986, Pierce, Carol and Bill Page, Laconia, N.H.: New Dynamics. * Family Violence: Origins and Treatment. 1985, Pressman, Barbara, Guelph: CAS. Page 36

43 Diocese of Montreal Anglican Church of Canada APPENDIX 7: Standardized Reporting Forms The forms on the pages that follow are created to ensure the proper documentation of the response procedures. THESE FORMS WILL BE ADMINISTERED BY THE DIOCESAN BISHOP AND/OR DESIGNATE AFTER A COMPLAINT HAS RECEIVED. THEY ARE INCLUDED HERE FOR INFORMATION ONLY. Form A Form B Form C Form D Form E Form F Form G Form H Form I Complaint Form For the use of the Diocesan Bishop or designate to document of a complaint of Sexual Abuse in the Church. This form gives written permission to the Diocesan Bishop to approach the respondent. A copy of the Code of Sexual Ethics and Professional Conduct should be made available to the complainant at this time. Confidential Report Form For the use of the Diocesan Bishop and/or designate in order to document, in more detail, the specifics of a complaint. Letter of Complaint to Respondent Form The complainant will be encouraged to write a letter of complaint to the respondent, in their own words and as soon as possible. This form offers an outline of the items that would be of importance to include in such a letter, especially if a further investigation is pursued. Investigation Follow-up Report Form For the use of the Diocesan Bishop or designate in order to document the investigation of a complaint. Respondent s Response Form The respondent will be required to document that they have received notification of the complaint by using this form. This form also makes clear the respondent s responsibilities & rights pertaining to that complaint. A copy of the Policy should be made available to the respondent at this time. Acknowledgement of Suspension Form Documents the respondent s acknowledgement of his or her suspension from exercise of ministry. Consent to the Disclosure of Information Form Documents the consent of either the complainant or the respondent for information to be disclosed to the Diocese relating to therapeutic assessment and prognosis. Suspected Child Abuse Report Form Suspected Child Abuse Follow-Up Report Form Page 37

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45 Diocese of Montreal Anglican Church of Canada Reporting Form A- Complaint Form COMPLAINT FORM This form is to be used in all situations when a complaint of sexual abuse (harassment, sexual exploitation, sexual misconduct, sexual assault) is being made. The complainant will be requested to complete this form as carefully as possible and return it to: The Bishop, or designate c/o The Diocese of Montreal, 1444 Union avenue, Montreal, Quebec H3A 2B8 I,, who am/was affiliated with the Anglican Church of Canada as a (e.g. parishioner), or have had an association with the Anglican Church of Canada or with some of its members, wish to register a complaint of sexual abuse against who was associated with, or a member of, (Parish/Deanery/Diocese). At that time I was a: Parishioner Warden Sunday School Teacher Youth Minister Choir Member Other (please specify) I wish to make the diocese aware of the following demeaning/exploitative behaviour which I experienced. [Please be as specific as possible. Include date(s), location(s), and witnesses (if any).] [Please use additional paper if needed to describe completely] Page 38

46 Please indicate : I have reviewed I wish to review The Diocese of Montreal s Policy on Safe Church which delineates the policies and procedures of the Anglican Diocese of Montreal related to sexual abuse (sexual harassment, sexual exploitation, sexual misconduct, sexual assault). I now hereby request that an investigation into this complaint be undertaken. Signature of Complainant Date Page 39

47 Diocese of Montreal Anglican Church of Canada Reporting Form B- Confidential Report (Page 1 of 3) CONFIDENTIAL REPORT At the initial consultation between the complainant and the Bishop and/or designate the complainant will be asked to respond to the following questions 1 through 12. A copy of this completed document will be kept by the Bishop and/or designate until the completion of the investigation and/or case. A second copy will be kept by the complainant. 1. Name of Complainant: Date of Report: 2. Gender Complainant Female Male Respondent Female 3. Complainant Respondent Age (if known) 4. Position of each party within the church [i.e. clergy, candidate for ministry, parishioner, employee 9please specify), leader (please specify), volunteer, member, adherent, professor, etc.]. Male Complainant Respondent 5. Was the alleged sexual abuse a single incident? Yes No 6. Date(s) of alleged incident(s): Date (dd/mm/yyyy) Date (dd/mm/yyyy) Date (dd/mm/yyyy) Date (dd/mm/yyyy) 7. Time of day of incident(s): Morning Afternoon Evening 8. Location of incident(s): In Church Building (specific area) In private home (specify) In public area (specify) Other (specify) 9. Nature of alleged offence: Page 40

48 a) Unwanted sexual attention of a persistent or abusive nature made by a person who knows or ought to know that it is unwelcome. b) Implied or expressed promise of reward for complying with a sexually oriented request. c) Implied or expressed threat of reprisal, actual reprisal, or the denial of an opportunity for refusal to comply with a sexually oriented request. d) Sex-based insults and taunting which may reasonably be perceived to create a negative psychological and emotional environment for worship, work or study. e) Suggestion or insistence that sexual involvement might be helpful therapy or a sign of liberation. Yes Yes Yes Yes Yes No No No No No f) Inappropriate sexualisation of a pastoral relationship. Yes No g) Sexual Assault Yes No Other (please describe): 10. Have you communicated with the alleged abuser since the incident in question? a) Sent written communication Date (if known) dd/mm/yyyy Yes No b) Discussed over the phone Date (if known) dd/mm/yyyy Yes No c) Discussed in person Date (if known) dd/mm/yyyy Yes No 11. What would you like to see as the outcome if an investigation is pursued? Page 41

49 12. What would be helpful to you at this point in supporting you? I have reviewed the above responses and to the best of my knowledge I believe them to be true. Signature of Complainant Date Page 42

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51 Diocese of Montreal Anglican Church of Canada Reporting Form C- Letter of Complaint to Respondent Form (for use with complaints of sexual abuse) LETTER OF COMPLAINT TO RESPONDENT FORM A complainant will be asked and encouraged to write a letter to the respondent of a complaint. This form is for use to facilitate that request, and to offer assistance to the complainant in putting their complaint into a letter. Appreciating both the importance and the need for you, the complainant, to be able to express in your own words the full nature and detail(s) of the complaint, the4 following aspects/items would be considerable importance for inclusion in such a letter: Name the behaviour that you are calling into question specifically Include when the behaviour took place Include where the behaviour took place Detail whether what witness(es) was/were present Describe what form of sexual abuse did you perceive this to be (sexual harassment, sexual exploitation, sexual misconduct, sexual assault)? For example: I perceived it to be sexual, Or, I experienced it as sexual. Name the conduct as inappropriate, offensive, threatening, etc. Request that such actions/behaviours stop Include the fact that you have consulted with the Bishop or designate, etc. Inclusions of these details would be helpful should a further investigation be pursued. Page 43

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53 Diocese of Montreal Anglican Church of Canada Reporting Form D- Investigation Follow-up Report INVESTIGATION FOLLOW- UP REPORT This form is to be completed when the investigation is concluded and/or resolved Name of Complainant: Name of Respondent: Date of Follow up: Date Complaint First Received: 1. Has the Diocesan Chancellor been informed of this case? Yes No 2. Has the Diocesan Insurance Broker been informed of this case? 3. Did the Complaint: a) Write a letter to the respondent? Yes No b) Send a signed complaint to the respondent? Yes No c) Make any other attempts at communication with Yes No the respondent since the alleged abuse? d) Make any other attempts to stop the alleged abuse? Please Describe: 4. Were these attempts at resolution successful? Yes No 5. Was an investigation carried out? Yes No Yes No 6. Was there Third Party Intervention involvement? Yes No 7. Was the complaint resolved? Yes No 8. Did the complainant request an investigation? Yes No 9. Did the investigation involve a criminal investigation? Yes No 10. Did the investigation result in criminal charges? Yes No Page 44

54 11. If there were no criminal charges, describe the outcome of the investigation? 12. Did the alleged abuse have any further impact on the Yes No Church community in which the complainant was/is associated? 13. Did the alleged abuse have any further impact on the Church community in which the respondent was/is associated? Yes No 14. Was an Appeal requested by the complainant? Yes No 15. Was an Appeal requested by the respondent? Yes No 16. What was the outcome of the Appeal Hearing, if held: 17. Is there a possibility of a law suit? Yes No Other Notes: Page 45

55 Diocese of Montreal Anglican Church of Canada Reporting Form E- Respondent s Response Form RESPONDENT S RESPONSE FORM The Synod Office requires documentation that the respondent of a complaint has received the complaint, and understands their rights and responsibilities. Any respondent named in an alleged case of sexual abuse (sexual harassment, sexual exploitation, sexual misconduct, sexual assault) will be required to complete this form upon receipt of the complaint in writing, and return the completed form to the Diocesan Bishop or designate. I,, have received a copy of the complaint of sexual abuse (sexual harassment, sexual exploitation, sexual misconduct, sexual assault) registered against me by. I agree not to communicate with the complainant about this complaint except through the appropriate diocesan procedures and/or courts. I have been advised of my right to, and the possible need to, secure legal counsel if further action is taken on this complaint. I am aware that retaliation and/or threats of retaliation will not be tolerated and that further complaints/charges may be brought forward should there be any indication of retaliation. I understand that in keeping with the tenets of the Code of Ethics and Professional Conduct, I will be treated with pastoral sensitivity and will be considered innocent until such time as the alleged charges are found to be true. Please indicate : I have reviewed I will review I request a copy The Diocese of Montreal s Policy on Safe Church which delineates the policies and procedures of the Anglican Diocese of Montreal related to sexual abuse (sexual harassment, sexual exploitation, sexual misconduct, sexual assault). I now hereby request that an investigation into this complaint be undertaken. Signature of Complainant Date Page 46

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57 Diocese of Montreal Anglican Church of Canada Reporting Form F- Acknowledgement of Suspension Form ACKNOWLEDGEMENT OF SUSPENSION FORM Any person who has been suspended from the exercise of ministry in the Church as a result of an investigation of sexual abuse is required to acknowledge their suspension by reading and signing this form. This acknowledgement of suspension will ordinarily be presented and discussed with the respondent by the Bishop. I,, Clergy or Lay Worker in the Diocese of Montreal, hereby acknowledge that I have now been suspended from any form of active ministry within the Anglican Church of Canada. I understand that this suspension is in effect as of today and will continue until the Bishop of the Diocese of Montreal states otherwise, in writing. I, the above names Clergy or Lay Worker, acknowledge that I have been informed by the Bishop of Montreal as to the grounds upon which this suspension has been made. We have reviewed and discussed the situation and the implications it has on my ministry, that is, that I will not be allowed to function in any ministry capacity within the Anglican Church of Canada as long as this suspension is still in force. Name of Suspended (Please Print): Signature of Suspended: Date: Name of Witness (Please Print): Signature of Witness: Date: Page 47

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59 Diocese of Montreal Anglican Church of Canada Reporting Form G- Consent to the Disclosure of Information Form CONSENT TO THE DISCLOSURE OF INFORMATION FORM This form is intended for situations arising out of incidences of sexual abuse within the Diocese of Montreal where the Diocese has agreed to offer financial support for professional therapy or counselling and requires information about the progress if the counselling arising out of these cases of sexual abuse. The Diocese of Montreal both recognizes and appreciates the importance of confidentiality in relationship with the counselling process and certainly does not wish to impede or infringe upon this. The Diocese of Montreal does require, in cases where it is providing financial support to the abused person to have a Therapeutic Assessment and Prognosis completed by a therapist after a reasonable period of time from the onset of the counselling work. This assessment would be solely to provide the Diocese of Montreal with a sense of the possible length of time the counselling work may entail. In cases where the therapeutic work is with an offender, the Diocese of Montreal will require further Therapeutic Assessment if the said offender has given indication of a desire to return to ministry, whether active or retired. This further assessment would be required to determine if and when it is appropriate for the offender to return to their work in ministry. To this end, this Consent to Disclosure of Information Form is provided for the counselee s signature to allow the hereto named therapist to disclose the required information. It is expected that this information will be disclosed to the Bishop of the Diocese of Montreal and/or designate, in order to ensure confidentiality. DISCLOSURE AUTHORIZATION I, (PLEASE PRINT FULL NAME) of (PLEASE PRINT FULL ADDRESS AND POSTAL CODE) hereby authorize my counsellor (PLEASE PRINT FULL NAME) A) To provide the Diocese of Montreal with a Therapeutic Assessment and Prognosis in relationship to the possible duration of my counselling work, and/or B) To provide the Diocese of Montreal with a further Therapeutic Assessment to determine my suitability for return to work in a ministry setting. Signature of Counselee: Date: Signature of Witness: Date: Page 48

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61 Diocese of Montreal Anglican Church of Canada Reporting Form H- Suspected Child Abuse Report Form SUSPECTED CHILD ABUSE REPORT FORM This form is to be completed by the Incumbent or Priest-in-Charge Name of Child: Date: Address: Name of Person Filing Report: Phone Number: Name of Person Receiving Report: Nature of Suspected Abuse (physical, sexual, emotional, neglect, etc) Explained Nature of Suspected Abuse (facts, physical signs, course of events, etc.) Action Taken (include date and time) The above information will serve as a guide and will be necessary if a report is filed with the police and/or Direction de la protection de la jeunesse. All information is kept strictly confidential. Parent or Guardian s Signature: Incumbent/Priest-in-Charge Signature: Page 49

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63 Diocese of Montreal Anglican Church of Canada Reporting Form I- Suspected Child Abuse Follow-Up Report Form SUSPECTED CHILD ABUSE REPORT FOLLOW-UP FORM Name of Child: This form is to be completed by the Incumbent or Priest-in-Charge Address: Name of Person Filing Report: Phone Number: Name of Person Receiving Report: Conclusions Action Taken (include date and time) The above information will serve as a guide and will be necessary if a report is filed with the police and/or the Direction de la protection de la jeunesse. All information is kept strictly confidential. Incumbent/Priest-in-Charge Signature Date Page 50

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65 Safety Policies and Procedures Youth Ministry Parish Resource Anglican Diocese of Montreal Revision May 2012

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67 Diocese of Montreal Anglican Church of Canada Diocesan Safety Policies and Procedures Youth Ministry Parish Resource TABLE OF CONTENTS Purpose of Policies and Procedures... 3 Personal Physical Safety Guidelines... 4 First Aid Kits, Fire Extinguishers, Emergency Evacuations... 4 Accident / Incident Reports... 5 Leadership in Parish Groups... 6 Leadership for Youth Programs... 7 Qualifications for Youth Workers... 7 Youth Participants... 7 Group Registration... 7 Arrivals and Departures... 7 Supervision... 7 Open Door Policy... 8 Field Trips and Events... 8 Overnight Events... 8 Transporting Youth... 8 Sick Youth... 8 Incident Reports... 8 Accident Reports... 9 Suspicion of Abuse or Neglect... 9 Guidelines for Children s Ministry Workers Qualifications for Children Ministry Workers Children Participants Group Registration Arrivals and Departures Washroom Guidelines Sick Children Incident Reports and Accident Reports Open Door Policy Field Trips and Events Overnight Events Transporting Children Supervision Suspicion of Abuse or Neglect Reporting a Suspected Case of Abuse Guidelines for Nursery School Spaces Physical Touch Boundaries for Youth and Children Appropriate Touch, Inappropriate Touch Forms Participant Registration Form Permission Form Medical Form Adult Participation Form Children s Parish Program Registration Form Youth Parish Program Registration Form Accident / Incident Report Form Report of Suspected Abuse Page 2

68 Diocese of Montreal Anglican Church of Canada Diocesan Safety Policies and Procedures Youth Ministry Parish Resource Purpose of these Policies and Procedures It is the goal of the Diocese of Montreal to ensure that our churches provide safe environments for people of all ages to come worship, share in fellowship and grow as a community. The primary responsibility for the care and safety of the people who participate in parish programs rests with the church and its volunteers and staff. These Diocesan Safety Policies have been developed to help parish and program leadership understand how to minimize the risk of preventable accident or injury. Please note that this guide does not replace common sense. If you have any questions please contact the Diocesan Synod Office Page 3

69 Diocese of Montreal Anglican Church of Canada Diocesan Safety Policies and Procedures Youth Ministry Parish Resource Personal Physical Safety Guidelines First Aid Kits / First Aid Personnel Parishes are to have a first aid kit that is available in an easily accessible area, with staff, wardens and parish program leadership knowing where this kit is located; First aid kits should be monitored and replenished twice a year. The content of the first aid kit should be as follows: individually wrapped band aids in various sizes (fabric or waterproof) Sterile dressings to cover a wound (suggested sizes to have 6 medium 12cm X12cm and 2 large 18cm X 18cm) Mouthpiece for administering CPR (can be obtained from local Red Cross Triangular Bandage Tubular Bandages Elastic Bandages Thermometer Sterile non-fluffy gauze Vinyl Gloves Tweezers Peroxide 10% Round Edge Scissors Safety Pins (various sizes) Antiseptic wipes Adhesive tape (to hold dressing in place) List of emergency phone numbers Disposable instant cold packs For every 50 people in the parish there should be at least one person with first aid certification. Fire Extinguishers Each extinguisher must be examined at least once a year, and whenever monthly inspections indicate that this may be needed. Fire extinguishers should be in easily accessible places There needs to be a fire extinguisher in all parish kitchens Additional extinguishers are recommended for parish hall, sanctuary and office area. Emergency Evacuations Procedures should be reviewed semi-annually for fire emergencies These procedures are to be posted in visible places in each room, stating routes of escape to the nearest fire exit and the outside meeting point. Page 4

70 Accident / Incident Reports The purpose of Incident / Accident reports is to provide accurate information about incident that occurs during supervision of our parish groups. Depending on the nature of the group that use of the incident / accident form may vary. For example, an incident in a Sunday school class could result from a child A choosing to hit child B. For example, an incident report is to be written describing: The altercation that took place The intervention that followed The reporting to parents of both children In an adult group, an example of the need of a report might resemble the following incident. At an annual church dinner Mrs A and Mrs B get into an argument that stretches beyond the boundary of acceptable. An incident report may be requested from each party, to be followed by pastoral care by the incumbent. The previous two examples reflect incidents that could take place in a parish. In the case of an accident, when someone has been injured physically and some measure of first aid is required, an accident report must be completed. Accidents resulting from fault in he church building or equipment must be recorded and reported in detail. There could be a claim on the church s insurance. Repairs to the building or equipment must follow. With respect to children, an accident report should be completed for every first aid measure that takes place. This report provides an accountability to the parent and information to a medical team. All reports should be filled out by: the person responsible for the group; And signed by: the person responsible for the group as well as the supervisor of the person responsible The signed report indicates the seriousness of the accident and the responsibility of those in charge. Page 5

71 Diocese of Montreal Anglican Church of Canada Diocesan Safety Policies and Procedures Youth Ministry Parish Resource Leadership in all Parish Groups The following section provides guidelines for adult programs within parishes. Leaders are expected to conduct themselves in an appropriate manner and to be an example of respect and honesty. a) It is recommended that parishes should have two people responsible for leading a parish program. b) All leadership volunteers should wear name tags or something that identifies them as the one responsible for the group. c) Open Door Policy When it is necessary for individuals to meet one on one, the door of the meeting room should remain open. d) Incident Reports Incident reports are to be filled out when any inappropriate action, verbal or physical has taken place within your meeting time. Incident reports may not be as serious as a formal complaint but are to be used to record a behaviour or interaction that could be viewed as inappropriate, and that may require some other form of intervention. e) Accident Reports Accident reports are to be made any time an accident should occur. Reports are to be filled out no matter how minor the accident seems to be. With proper documentation an incident cannot be exaggerated or blown out of proportion by gossip. Anytime an Accident / Incident Report is filled out the program supervisor must be notified along with the parish incumbent. Page 6

72 Diocese of Montreal Anglican Church of Canada Diocesan Safety Policies and Procedures Youth Ministry Parish Resource Leadership for Youth Programs Qualifications for Diocesan Youth Workers / Volunteers All Youth Workers should have a basic knowledge in First Aid / CPR These courses are available through St. John s Ambulance or the Red Cross All Youth Workers / Volunteers should have gone through an interview process and reference checks It is up to the discretion of the parish to ask their Youth Worker for a police check Youth Participants For any youth programs, complete registration information is to be taken (Names, addresses, emergency contacts). Proper medical forms should be included with registration information Programs should provide a sign-in sheet, including the name of the adult staff / volunteer on hand. An accurate sign-in procedure would include each youth s name and how they are getting home (pick up, bus, walk). Youth are requested to report to staff / volunteer on their time of departure, to ensure safe transport to their homes. Group Registration All parish youth programs should be registered with the Diocesan Youth Council. Group Registration Forms can be found in the forms section of this document and mailed to: Youth Council c/o The Diocese of Montreal 1444 Union Avenue Montreal, QC H2A 3B8 This information will facilitate communication and mailings re: Diocesan Youth Events and Training. Arrivals and Departures If a youth is being dropped off, parents are asked to wait until the adult in charge arrives. Supervision It is recommended that each youth program have a minimum of two adult leaders, preferably one of each gender. All adults working with young people should be wearing name tags / or appropriate clothing identifying them. There is to be one adult leader for every 15 youth (13-17 years of age) participants. (This is a provincial stipulation for proper supervision.) Page 7

73 Open Door Policy If a young person needs to talk one on one, it is advisable to be in an open area. If the matter is of a serious personal nature, the open door policy is to be enacted in this situation as well. Field Trips and Events Out-of-parish events should be pre-approved by the church leadership. Parents should be notified at least two weeks prior to the outing. Proper written consent and medical release forms for each person participating in field trips and special events are to be submitted to the church leadership / incumbent. Overnight Events All overnight activities must be pre-approved by church leadership Proper written consent and medical release forms for each person participating in field trips and special events are to be submitted. It is recommended that youth sleep in different areas according to gender. If necessary it may be permitted that the group sleeps in the same room with genders on the opposite sides of the room and leaders must sleep in the middle of the room. If there is one sleeping area, appropriate changing facilities must be made available For any overnight event one leader of each gender must be present if it is a mixed-gender group. Transporting Youth When transporting young people, all drivers must have a valid driver s license and current automobile insurance. By provincial law, the number of persons per car must not exceed the number of safety belts. When a leader needs to drive a young person home, it is recommended that prior to leaving, parents are called. Youth are to sit in the back seat if being driven home. Sick Youth Workers should not give or apply any medication. If a youth needs medication, the parent must give it. No medication will be left with a worker or child. In extreme cases (i.e. peanut allergies, ventilators, etc.) arrangements should be made with written instructions and permission of the youth s parent. Incident Reports Incident reports are to be made any time an incident, verbal or physical has taken place within your meeting time. Incident reports are to be taken if any measure of discipline has been take. Incidents may not be as serious as a formal complaint but are to be used to record a behaviour or interaction that could be conceived as inappropriate, and that may require some other form of intervention. Page 8

74 Accident Report Accident reports are to be made any time an accident should occur. The report must be filled out and kept on record. Reports are to be filled out no matter how minor the accident seems to be. Any time an Accident / Incident Report is filled out the program supervisor must be notified along with the parish incumbent. Suspicion of Abuse or Neglect Outside the Church The subject of abuse in any form is a serious one. If the leader of the group or program suspects any form of abuse or abuse has been reported by an injured party, it is the responsibility of the leader to report this incident to the proper authorities. This section is to provide information on: The responsibility of reporting How to make a report to the Director of Youth Protection (DYP) What is the procedure once a report is made and what rights the signaller has within the process. Page 9

75 Diocese of Montreal Anglican Church of Canada Diocesan Safety Policies and Procedures Youth Ministry Parish Resource Guidelines for Children s Ministry Workers Qualifications for Children Ministry Workers All workers should have knowledge in First Aid / CPR. These courses are available through St. John s Ambulance or the Red Cross. In the case of a Sunday School, the Sunday School Superintendent should also have this qualification if other volunteers do not. All Children s Ministry Workers / Volunteers should have gone through an interview process and reference checks are suggested. It is up to the discretion of the parish to ask their Children s Ministry Worker and / or additional volunteers for a police check All adult volunteers / staff should wear a name badge. Children Participants Proper registration of the children involved in the various children s programs should be received and carefully maintained. Registration information should include: name, address, emergency contact. Proper medical forms should be included with registration information. Group Registration For proper communication, all parish children s programs should be registered with Kidstuff. Group Registration Forms should be mailed to: Kidstuff c/o The Diocese of Montreal 1444 Union Avenue Montreal, QC H3A 2B8 Arrivals and Departures Programs with children should provide a sign in sheet including the names of staff. An accurate sign-in procedure would include each child s name, parent s name and parent s location during the program time. Space should be provided for parents to list any special needs. Nursery and preschool aged children should not be received into the nursery or classroom until properly signed in. Children should not be dropped off in an activity without the adult leader present. If only one adult leader is present the door must be left open. Washroom Guidelines Preschool Diaper changing should always take place in such a way that another nursery worker can easily see the child that is being changed, as well as the other children and workers in the room Page 10

76 Children Children under the age of 14 who are assisting in the nursery should not change diapers. If preschool children need assistance in the washroom, an adult may enter the washroom cubicle to assist only under the following guideline: A second adult should be within visual distance. If this is not possible, the person responsible should inform another adult when taking a child to the washroom and when returning Two adults escort a group of children to the washroom. Some churches may not have two adults so we recommend that these churches appoint hallway or safety monitors to assist with washroom and security details (preferable female). If just one child must go to the washroom, the adult volunteer should escort the child to the washroom, prop the outside door open (if there are two doors). The volunteer should then remain outside the washroom door and wait for the child. Volunteers should never be alone with a child in an unsupervised washroom and should never go into a washroom cubicle with a child and shut door. Sick Children Workers should not to give or apply any medication. If a child needs medication, the parent must give it. No medication will be left with a worker or child. In extreme cases (i.e. peanut allergies, ventilators, etc.) arrangements should be made with written instructions and permissions of the child s parent. Incident and Accident Reports for Youth and Children Incident Reports Incident reports are to be filled out when any action, verbal or physical has taken place within your meeting time. Incident reports are to be written if any measure of intervention has been taken. Incidents reports may not be as serious as a formal complaint but are to be used to record a behaviour or interaction that could be conceived as inappropriate, and that may require some other form of intervention. Accident Report Accident reports are to be made any time an accident should occur, and be kept on record. Reports are to be filled out no matter how minor the accident seems to be. Any time an Accident / Incident Report is filled out, the program supervisor must be notified along with the parish incumbent and the parents. Open Door Policy If a child needs to talk one on one, it is advisable to be in an open area. If the matter is of a serious personal nature, the open door policy is to be followed in this situation as well. Page 11

77 Field Trips and Events Out-of-parish events must be pre-approved by the church leadership. Parents should be notified at least two weeks prior to the outing. Proper written consent and medical release forms for each person participating in field trips and special events are to be submitted to the group leadership. Overnight Events All overnight activities must be pre-approved by church leadership Proper written consent and medical release forms for each person participating in field trips and special events are to be submitted. It is recommended that children sleep in different areas according to gender. If necessary it may be permitted that the group sleeps in the same room with genders on the opposite sides of the room, and leaders must sleep in the middle of the room. If there is one sleeping area, appropriate changing facilities must be made available For any overnight event one leader of each gender must be present if it is a mixedgender group. Transporting Children When transporting young people, all drivers must have a valid driver s license and current automobile insurance. By provincial law, the number of persons per car must not exceed the number of safety belts. When a leader needs to drive a young person home, it is recommended that prior to leaving, parents are called. Children are to sit in the back seat if being driven home. If a child requires a booster seat and the adult leader / staff does not have one, it is recommended that the adult not drive the child. Supervision There should be at least one adult for every 10 children between the ages of 5-12 (6:1 is an ideal ratio). There should be one adult for every 5 children ages 4 and under. Suspicion of Abuse or Neglect The subject of abuse in any form is a serious one. If the leader of the group or program suspects any form of abuse or has been told by the injured party, it is the responsibility of the leader to report this incident to the proper authorities. This section is to provide information on: The responsibility of reporting How to make a report to the Director of Youth Protection (DYP) What is the procedure once a report is made and what rights the signaller has within the process Page 12

78 Diocese of Montreal Anglican Church of Canada Diocesan Safety Policies and Procedures Youth Ministry Parish Resource Reporting a suspected case of abuse The Duty to Report The Youth Protection Act confirms that the protection of children is a collective responsibility. Section 38 states that Every professional who, by the very nature of is profession, provides care or any other form of assistance to children and who, in the practice of his profession, has reasonable grounds to believe that the security or development of a child is or may be considered to be in danger within the meaning of section 38 or 38.1, must bring the situation to the attention of the director without delay. The same obligation is incumbent upon any employee of an institution, any teacher or any policeman who, in the performance of his duties, has reasonable grounds to believe that the security or development of a child is or may be considered to be in danger within the meaning of the said provisions. Section 39 also states that individuals, other than those mentioned in the first paragraph, who have reasonable grounds to believe that the security or development of a child is in danger may report the situation. However, if the child is a victim of sexual abuse or is subject to physical ill-treatment through violence or neglect, they must report the situation to the Director without delay. The duty to report applies even to individuals who are bound by professional secrecy, except to an advocate who, in the practice of his profession, receives information concerning a situation described in section 38 or 38.1 of the Act. In this respect, the Commission concluded in an opinion adopted in 1996 that the provisions of section 39, which relieve professionals of the duty to maintain secrecy, were sufficiently clear and specific to constitute a restriction on the right to professional secrecy under section 9 of the Charter. Finally, it is important to remember that, under section 42 of the Youth Protection Act, An adult is bound to bring the necessary assistance to a child who wishes to seize the competent authorities of a situation that endangers his security or development, that of his brothers and sisters or that of any other child. To report a situation to the Director of Youth Protection, it is not necessary to have ironclad proof that the child needs protection. If your own observations or remarks made by the child give you reasonable grounds for believing that a danger exists, you must report the situation. Immunity and Confidentiality Section 43 of the Youth Protection Act provides immunity, stating that individuals may not be prosecuted for actions performed in good faith when reporting a situation. Section 44 of the Act provides further protection, stating that the identity of the informant cannot be revealed without his or her consent. How to Make a Report to DYP Below is the recommended method of reporting to abuse / neglect provided by the DYP. These steps must be adhered to. This form will help you prepare all the necessary information. Also, once the leader of the children s program is suspect of an incident of abuse / neglect they must inform Page 13

79 the parish incumbent. All contact numbers for the various regional offices of DYP can be found in the resource section. When reporting situations to the Director of Youth Protection (DYP), reporters must provide certain information. Their cooperation in this respect is extremely valuable. Reporters must identify themselves pursuant to section 39 of the Youth Protection Act. They must submit all the information at their disposal to enable the Director to identify the child (name, date of birth, address and the names of the parents or tutor). They must also submit any information at their disposal on the child s situation, clearly describing all the elements which suggest that the child s safety or development is in danger. They may be asked to give further details. It is important for informants to take note of the name of the person they contact at the DYP s reception and report procession department. Informants may ask whether or not any follow-up action was taken. To report a situation, reporters may contact the Director of Youth Protection (DYP) at any time. Steps in Processing a Report What happens when a child s situation is reported to a Youth Protection Director? The first task of the Director is to determine the admissibility of the report, on the basis of the initial information. He or she will also decide if there is a need for urgent measures to provide immediate protection for the child. It is at this stage, too, that the decision of whether to retain the report is made. If the report is not retained, the reporter will be told. If the report is accepted, the Director of Youth Protection will set the second step in motion, i.e. evaluation of the situation and the child s living conditions. When the analysis is complete, he or she will decide whether the security or development of the child is endangered or not. The director s decision is based on an analysis of the following elements: The facts reported; The age and vulnerability of the child; The exercise of parental authority; The capacity of the parents; The capacity of the environment to provide support and resources for the child and the parents. If the analysis suggests that the child is not in jeopardy, the Director must inform the child, the parents and the person who reported the situation. If, on the other hand, the Director decides that action should be taken under the Youth Protection Act, he or she must then take charge of the child s situation and determine what steps will be taken. The options available include the introduction of voluntary measures or taking the situation before the Court, which, after assessing the child s need for protection will order the measures it deems necessary. Such measures, depending on the individual case, can range from keeping the child in the family environment with social supervision (in the form of help and advice for the child and the family), to removing the child from the home for a specific period. The child may be placed with a foster family, in a reception centre or, if necessary, in a hospital. Page 14

80 Diocese of Montreal Anglican Church of Canada Diocesan Safety Policies and Procedures Youth Ministry Parish Resource Guidelines for Nursery School Spaces The following are guidelines to follow in a Nursery School setting: Have non-toxic cleaning supplies readily available to nursery workers but well out of the reach of children. See that nursery carpets, floors, furniture are thoroughly cleaned on a regular basis. Check floors for choking hazards such as: coins, marbles, safety pins, jewellery, buttons, crayons, pen caps, nails, screws, etc. See that toys are washed on a regular basis with a non-toxic detergent, and that toys handled by children with colds are washed immediately. If there is no sink in the room, have disinfectant hand cleaners available for care givers Have only age appropriate toys in the nursery. If a toy, or parts to a toy, is small enough to fit through a toilet paper tube, do not use. Avoid stuffed animals, as they are great germ carriers. Make sure all electrical cords are out of the way and all electrical outlets are covered. Tie up window-blind cords. Post emergency exits and phone numbers including poison control. Have fire drills on a regular basis. Always make sure children are seated while eating. Make sure all cribs / playpens ascribe to the current government standards of safety Have clean crib sheets readily available and have a plan for making sure used crib linens and changing table covers are washed and returned each week. Page 15

81 Diocese of Montreal Anglican Church of Canada Diocesan Safety Policies and Procedures Youth Ministry Parish Resource Physical Touch Boundaries for Youth and Children Volunteers / Staff need to be aware of, and be sensitive to, differences in sexual development, cultural backgrounds, family backgrounds, individual personalities, and special needs. Physical contact should be of an appropriate nature. We recommend the following guidelines as pure, genuine and positive displays: Appropriate Touch being eye level with the young person, speaking kindly and listening to them carefully, A pat on the back to show a job well done or on an arm on the shoulder for consolation are appropriate forms of touch but permission must be asked of the youth / child before any contact can be made. Hugs: spending any sort of time with youth / children may have them wanting a hug. Hugs may only be engaged by the youth / children. Use the three second rule for the duration of hugs. Continuous hugs and multiple hugs are to be discouraged. Inappropriate Touch kissing a youth / child, coaxing a youth / child to kiss you, extended hugging and tickling touching in any area that would be covered by a conservative bathing suit at no time is it appropriate to have a youth / child sit on the adult leader s lap Please refer to the Diocesan Safe Church Manual for resources and to review and become familiar with the Diocese of Montreal no-tolerance Policy on Sexual Misconduct. If necessary please contact Ms. Kim Northcott, Human Resources to obtain a copy (514) ext. 232 or knorthcott@montreal.anglican.ca. Parishes are encouraged to follow the safety guidelines at all times. Questions and concerns may be addressed through the Bishop s office (514) or bishops.office@montreal.anglican.ca. Page 16

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83 Diocese of Montreal Anglican Church of Canada Diocesan Safety Policies and Procedures Youth Ministry Parish Resource FORMS Page 17

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85 Diocese of Montreal Anglican Church of Canada YOUTH/CHILDREN S MINISTRY PARTICIPANT REGISTRATION FORM Page 1 of 2 PARENT/GUARDIAN: Please complete this form and return it to your child s youth/children s ministry worker. To be registered as: Sunday School Member Youth Group Member Other (please specify) PART A Surname CONTACT INFORMATION (PLEASE PRINT) Telephone (primary) Given name(s) Gender Date of Birth yyyy mm dd Parent/Guardian Name: Telephone (primary) Telephone (secondary) M F Address Street number Street City Postal code Province Country PART B EMERGENCY CONTACT Name Telephone Primary Contact (home) (other) Name Telephone Secondary Contact (home) (other) PART C INFORMED CONSENT FOR PARTICIPATION (to be completed by parent/guardian) Activities during regular scheduled meetings are organized according to set standards and guidelines for activity management including supervision, training, equipment, and health matters. During a regular meeting your child may participate in activities supervised by her Youth/Children s Ministry Worker which may include but are not limited to : Arts and Crafts (use of scissors, glue, small craft materials) Activity games (physical activities may involve the use of balls, running, skipping, jumping, tossing, etc.) I have read and understood the information provided with this form. I understand that there is a degree of risk involved in some activities. After careful considering all risks involved, and having full confidence that reasonable precautions will be taken for the safety and well-being of my child/ward, I authorize my child/ward to participate in the activities in regular youth or children s ministry meetings as described above. I agree to provide a completed Personal Health Form if a current form is not currently on record. Signature of Parent/Guardian Print name of Parent/Guardian Date : Relationship to child: Should your child wish to participate in additional activities offered by our parish youth/children s ministries you will be required to complete a more detailed Parent/Guardian Information and Permission Slip. Page 18

86 PART D PERMISSION TO PICK UP CHILD/YOUTH MEMBER Our parish strives to provide the safest environment possible for your child. In keeping with that goal our Youth/Children s Ministry Worker will only release your child/ward to individuals who have been authorized by you to pick up your child/ward after Youth/ Children s Ministry meetings or allow them to make their own way home as per permission below. a) My child has permission to make their own way home (Please initial) b) In the space below, please list up to four people (including yourself) who may pick up your child Please note that individuals on this list may be required to show photo identification if they are not known to the Parish Youth/Children s Ministry Worker. If there is need for someone other than those listed above to pick up your child/ward, please inform the Youth/Children s Ministry Worker in writing. In the case of an emergency situation the Youth/Children s Ministry Worker may accept verbal authorization from you. Page 19

87 Diocese of Montreal Anglican Church of Canada PERMISSION FORM PARENT/GUARDIAN: Please complete this form and return it to your child s youth/children s ministry worker. Name of Participant: Date: Activity: I, (print name) give permission for my son/daughter (print name) to attend (activity) on (date) with (organization] ). Parent/Guardian Print Name Signature Date PART D PERMISSION TO PICK UP CHILD/YOUTH MEMBER Our parish strives to provide the safest environment possible for your child. In keeping with that goal our Youth/Children s Ministry Worker will only release your child/ward to individuals who have been authorized by you to pick up your child/ward after Youth/ Children s Ministry meetings or allow them to make their own way home as per permission below. a) My child has permission to make their own way home (Please initial) b) In the space below, please list up to four people (including yourself) who may pick up your child Please note that individuals on this list may be required to show photo identification if they are not known to the Parish Youth/Children s Ministry Worker. If there is need for someone other than those listed above to pick up your child/ward, please inform the Youth/Children s Ministry Worker in writing. In the case of an emergency situation the Youth/Children s Ministry Worker may accept verbal authorization from you. Page 20

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89 Diocese of Montreal Anglican Church of Canada PARTICIPANT MEDICAL FORM Page 1 of 3 Note to Parent/Guardian, or Participant 1) The information on this form may be used by your parish leadership representatives to medical personnel to administer to authorize appropriate heath care and medical attention for the participant as needed. 2) This form must be returned to the person responsible for the programming. You may be asked to review and update this form periodically throughout the year 3) It is also recommended that you attach a photo on the reverse side of this form CONTACT INFORMATION (PLEASE PRINT) Surname Telephone (primary) Given name(s) Gender Date of Birth yyyy mm dd Parent/Guardian Name: Telephone (primary) Telephone (secondary) M F Address Street number Street City Postal code Province Country If participant is under 18: Please provide contact information for parent/guardian Surname Telephone (primary Given name(s) Telephone (secondary) Address Street number Street City Postal code Province Country EMERGENCY CONTACT Name Telephone Primary Contact (home) (other) Name Telephone Secondary Contact (home) (other) Page 21

90 MEDICAL INFORMATION Family Doctor Telephone Provincial Health Number Does the participant have any physical, emotional or behavioural limitations/challenges that would require assistance and/or modifications to the program to enable them to participate fully? Yes No Are there any special instructions for the ministry leadership regarding the participants health care and/or diet? Yes No If yes, please explain: Does the participant wear: Corrective lenses (glasses) Contact lenses If the participant has allergic reactions to such things as food, insects, etc. please complete the following: Allergy Life Threatening? Allergy Life Threatening? Yes No Yes No Yes No Yes No Yes No Yes No Can the participant recognize when he/she is having an allergic reaction? Yes No Previous Illnesses Currently suffering from Does the participant carry an ANA kit? Yes Appendicitis Rheumatic Fever Kidney disease Scarlet Fever Measles (red) Mumps Chicken Pox Heart Condition Other ADD/ADHD Asthma Diabetes Migraines Epilepsy Enuresis Heart Condition Motion sickness Other No If you ve checked any of the boxes, please give If you ve checked any of the boxes, please give Does the participant carry an EPIPEN? Yes No To the best of my knowledge, my child is in good health. I will notify the leadership if my child is exposed to an infectious disease during the three weeks prior to participation. In case of an emergency I understand that every effort will be made to contact me. In the event I cannot be reached, I hereby give my permission to the physician, selected by the leadership to hospitalize, secure proper treatment, order injection, aesthetic or surgery for my child. Signature of parent/guardian: Page 22

91 MEDICATION (prescription and non-prescription) To ensure the health and safety of all, medications brought with the participant shall be the responsibility of the leadership and must be presented at registration. Medications cannot be administered unless the authorization below has been completed and signed. In the case of non-prescription medications, the signature of a parent/guardian is adequate. This includes non-prescription medications such as Aspirin, Gravol, etc. Medications to be given upon the order of a physician require authorization by him/her in writing and the leadership should have in their possession enough medication for the duration of the event. For those under 18: Any medication (over the counter and/or prescribed) required by participant must be brought with her in original packaging with dosage instructions and clearly labelled with their name. Medications are to be given to the ministry leadership upon arrival. The ministry leadership will supervise the taking of medication of under aged participants according to instructions provided. Participants must be willing to take their medication. They will not be given medication that is not provided by parents/guardians. OTHER COMMENTS: SIGNATURE I certify that the information on this form is complete and current. I hereby authorize the ministry leadership to provide medical assistance and direction (e.g. Contacting EMS/ambulance) where deemed necessary for the health and safety of myself and/or my child/ward during activities. I agree to accept financial responsibility in excess of the benefits allowed by my provincial health plan or the Diocesan Insurance Plan Signature: Date: Page 23

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93 Diocese of Montreal Anglican Church of Canada ADULT MINISTRY REGISTRATION FORM PART A Surname CONTACT INFORMATION (PLEASE PRINT) Telephone (primary) Given name(s) Gender Date of Birth yyyy mm dd Maiden Name (for women participants): Telephone (primary) Telephone (secondary) M F Address Street number Street City Postal code Province Country PART B EMERGENCY CONTACT Name Telephone Primary Contact (home) (other) Name Telephone Secondary Contact (home) (other) Page 24

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95 Diocese of Montreal Anglican Church of Canada CHILDREN S PARISH PROGRAM REGISTRATION FORM CHILDREN S MINISTRY LEADER INFORMATION Name Telephone (primary) Address Street number Street City Postal code Province Country PARISH INFORMATION Parish Name Telephone PROGRAM INFORMATION Program(s) Offered Day(s) Program takes place Time of Program Duration of Program Number of Members (estimate) Example Sunday School (Ages 5-12) Friday 10:00am-12:00pm Sep. 1- May ADDITIONAL CHILDREN S MINISTRY LEADER INFORMATION (If your parish has additional help with any of your youth programs, please list this/these adult(s) name and contact information). Name Telephone (primary) Address Street number Street City Postal code Province Country Name Telephone (primary) Address Street number Street City Postal code Province Country Page 25

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97 Diocese of Montreal Anglican Church of Canada YOUTH PARISH PROGRAM REGISTRATION FORM YOUTH LEADER INFORMATION Name Telephone (primary) Address Street number Street City Postal code Province Country PARISH INFORMATION Parish Name Telephone PROGRAM INFORMATION Program(s) Offered Day(s) Program takes place Time of Program Duration of Program Number of Members (estimate) Example Junior Youth Group (Ages 11-13) Friday 4:00pm-6:00pm Sep. 1- May ADDITIONAL YOUTH LEADER INFORMATION (If your parish has additional help with any of your youth programs, please list this/these adult(s) name and contact information. Name Telephone (primary) Address Street number Street City Postal code Province Country Name Telephone (primary) Address Street number Street City Postal code Province Country Page 26

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99 Diocese of Montreal Anglican Church of Canada ACCIDENT-INCIDENT REPORT FORM Child s Name Date Adult Staff/Volunteer: Number of Children Involved: List of Adults Present: Describe the Accident/Incident (as detailed as possible): Location: Was any equipment involved: Yes If so, what No What measures were taken (ex. first aid, discipline): Page 27

100 Were there any marks on the body: Yes No If so, what type of marks and whereon the body: In the case of a Child: Where parents notified: Yes No Parents spoken to upon pick up Parents called and spoken with over the phone Parents called and message was left Time parents were notified: In the case of a Adult: Was the emergency contact notified: Yes No Emergency contact was spoken to on site Emergency contact was called and spoken with over the phone Emergency contact was called and message was left Time emergency contact was notified: Was 911 called? Yes No Was the person taken to hospital or clinic? Yes No If so, where: What type of transport was used, if any: Parish Staff/Volunteer Signature: Ministry Supervisor Signature If Child, Parent/Guardian Signature: Date: Date: Date: Page 28

101 Diocese of Montreal Anglican Church of Canada REPORT OF SUSPECTED ABUSE (FOR THE DEPARTMENT OF YOUTH PROTECTION) This form is to be filled out when one suspects a member of their group, parish or program is being abused. Please fill out this form thoroughly as you can, so to be able to provide the proper authorities with appropriate information. PERSON MAKING THE SIGNALIZATION Name Telephone (primary) Position: Telephone (other) PERSON INVOLVED IN SUSPECTED ABUSE INCIDENT Name Telephone (primary) Address Street number Street City Postal code Province Country Nature of harm or specific incident(s) of the injuries or dangers: Date(s) and description(s) of the injuries or dangers: Identities of perpetrator(s) and their relationship with the victim: Page 29

102 Details of any physical evidence available: Does the perpetrator(s) have current access to the child? The location of the child and directions to get there: Any statements from the child: How the reporter came to know the information and the reporter s thoughts about the likelihood of further harm to the child(ren). For further guidance, please see the Diocesan Safe Church Policy and Guide, or contact The Venerable Janet Griffith (514) ext Page 30

103 Parish Recruitment and Selection Guide Anglican Diocese of Montreal Revision May 2012

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105 Diocese of Montreal Anglican Church of Canada TABLE OF CONTENTS Job Descriptions Also see Volunteer Section (below) for additional descriptions and worksheet Custodian/Verger... 3 Organist... 4 Parish Secretary... 5 Leadership Roles Primary School Age (ages 6-12) Church School/Group Leader... 7 Youth Leader (ages 12-18)... 8 Job Description Outline... 9 Recruitment and Selection Checklist Application for Employment Application for Employment (upon hire) Volunteer Application Form Interviewing Guidelines for Interview Questions Interview Questions Custodian/Verger Interview Questions Organist Interview Questions Parish Secretary Volunteer Interview Questions Authorization to Release Information Reference Check Form Contracts and Policies Employment Contract Privacy and Confidentiality Information Statement Form Privacy and Confidentiality Standards Policy Probationary Employee Interim Evaluation Probationary Employee Final Evaluation Termination of Employee or Significant Change in Employment Contract Orientation Parish Orientation Checklist Central Payroll Agency Agreement Volunteer Volunteer Ministry (plus additional) Descriptions Developing Your Parish Ministry Descriptions- Worksheet Page 2

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107 Diocese of Montreal Anglican Church of Canada JOB DESCRIPTIONS Please note that the following job descriptions are samples. Each job description may be changed to fit the specifics of your individual parish. Position Title: Custodian/Verger Primary Function To clean and dust the Parish Hall and Church Responsibilities: Weekly vacuum and dust the church, parish hall, washrooms and office Empty waste & put out garbage Clean snow from in front of the doors As required Put out the blue box Change light bulbs Clean snow from the front doors supply towels and toilet paper (Advise contact when supplies needed) Twice Yearly Clean windows Level of Risk: LOW MEDIUM HIGH Medium Criteria for Selection: Physically able to do the job; honestly. Have a desire to keep the church clean so everyone will be proud of it. Term of Office/Time Commitment: Term of Office: Job to be continued as long as work is satisfactory. You are responsible to the Wardens and to the Incumbent. Time Commitment: Time to be approximately hours per week. Reimbursement: As agreed annually by the budget set at Vestry. Payment to be made every 2 weeks. Support: The Wardens and the Incumbent of the Church. Benefits: The satisfaction of seeing a job well done and to be proud of the church and parish. Page 3

108 Position Title: Organist/ Choir Director Primary Function: Meaningful worship through music Selection of music through suggested hymns which reflect lectionary Lead and teach and conduct choir Responsibilities: To play all assigned Sunday services. To play at any special services as requested by Incumbent The first right to play at weddings and funerals To inform Wardens of tuning or maintenance needs Selection and purchasing of music Conduct practices for choir as needed Inform secretary of weekly hymns Update hymn board weekly Report to wardens of choir gowns, hymn books with music required Level of Risk: LOW MEDIUM HIGH Low Criteria for Selection: Be familiar with the Book of Common Prayer and the Book of Alternative services styles of music. Be familiar with Anglican Liturgy Ability to work well with Incumbent and others Be aware of varying musical backgrounds of volunteers Competent in playing the organ Term of Office/ Time Commitment Term of Office Renewable annually Time Commitment hours weekly Concentrated period: high seasons e.g. Bishop s visit, Christmas, Easter Reimbursement Salary as determined by Board of Management Reimbursement of expenses e.g. purchase of music, tuning and maintenance Substitute organist for up to four Sundays Choir: membership in Royal School of Church Music Participation in workshops Support: Mentor in Diocese Workshops Responsible to and hired by Wardens Supported by people, Incumbent & Wardens Benefits: Satisfaction in knowing that music leadership is helping people with their journey. Opportunity to upgrade skills Page 4

109 Position Title: Parish Secretary Primary Function: Maintain the church office and general secretarial duties. Responsibilities: Produce a bulletin for all church services as required by the Incumbent Maintain an up-to-date parish mailing list Keep the office stocked with all necessary supplies Maintain office equipment Administer a petty cash fund Support the Incumbent in any secretarial need he/she has Meet with the Incumbent once a week to prepare bulletin etc. Keep the church notice boards and calendar up-to-date Keep in touch with Church officers, committee chairs, etc. to gather information about upcoming events Check answering machine and relay messages to appropriate person. Type and circulate Board Minutes when asked Produce Annual Vestry Report Level of Risk: LOW MEDIUM HIGH Medium To Church: Has keys to the building and access to all areas of the church without supervision. Sometimes has access to confidential information Handles petty cash fund To Self: Is often alone in building Ways of Reducing Risks: Police Check Can lock church doors when alone in the building Reports use of petty cash to Treasurer Training in use of equipment Criteria for Selection: Computer skills Ability to keep confidentiality Organizational skills Ability to work without supervision Good communication skills in working with others Term of Office/ Time Commitment: Term of Office: Renewable annually Time Commitment: hours per week (occasional extra hours needed for extra work e.g.vestry Report). Reimbursement: Salary as determined by Board of Management Out of pocket expenses Page 5

110 Support: Hired by and responsible to Wardens Supported by Incumbent and Wardens Benefits: An opportunity to contribute to the smooth administration of the Church. An opportunity to use skills in one s own time. An opportunity to keep communication open in the Church community An opportunity to use gifts in the service of the Church Page 6

111 Position Title: Primary School Age (ages 6-12) Church School/Group Leader Responsible to: (insert name of direct supervisor) Responsible for: # of children ages to Primary Function: The Church School Leader will oversee and facilitate the teaching of the curriculum in such a way that lives are changed and growth is seen in the children. This will include preparation of classroom activities and ensuring all necessary supplies are available for classroom time. The leader will be responsible for record keeping, care of the children and encouraging children in their education. Roles, Responsibilities and Tasks: (list the expectations for this position) Plan and teach a weekly lesson Maintain a vital spiritual life Maintain confidentiality unless the child is in danger Participate in events and activities that develop leadership skills Maintain accurate records of attendance Advise supervisor of his/her absence and find a suitable replacement Skills, Experience and Qualities: (list the expectations for this position) Gift of teaching, time management and organizational skills Compassion for children and experience working with them Patience and sensitivity to the needs of children Creativity in sharing stories and personal experiences. Level of Risk: LOW MEDIUM HIGH High Screening Procedure: In accordance with the policies regarding the safety and screening of all adults in programs with children and youth, this procedure includes completing an application form, and in the case of prospective teachers/leaders, an interview by two people, reference checks and a Vulnerable Persons Report is required. Page 7

112 Position Title: Youth Leader (ages 12-18) Responsible to: (insert name of direct supervisor) Responsible for: # of youth ages to Primary Function: The Youth Leader will oversee and facilitate the teaching of the curriculum in such a way that lives are changed and growth is seen in the youth. This will include preparation of classroom and social activities and ensuring all necessary supplies and arrangements are made for learning, social and service opportunities. The leader will be responsible for record keeping of attendance, care of the youth and encouraging them in their religious education. Roles, Responsibilities and Tasks: (list the expectations for this position) Plan and teach a lesson and/or social activity and/or service opportunity Maintain a vital spiritual life Maintain confidentiality unless the youth is in danger Participate in events and activities that develop leadership skills Maintain accurate records of attendance Advise supervisor of his/her absence and find a suitable replacement Skills, Experience and Qualities: (list the expectations for this position) Gift of teaching, time management and organizational skills Compassion for youth and experience working with them Patience and sensitivity to the needs of youth Creativity in sharing stories and personal experiences. Level of Risk: LOW MEDIUM HIGH High Screening Procedure: In accordance with the policies regarding the safety and screening of all adults in programs with children and youth, this procedure includes completing an application form, and in the case of prospective teachers/leaders, an interview by two people, reference checks and a Vulnerable Persons Report is required. Page 8

113 Diocese of Montreal Anglican Church of Canada JOB DESCRIPTION OUTLINE Should you need to develop and additional position within your parish that is not outlined in this manual, to establish a description for the new position, follow this position description outline below: JOB TITILE: What is this job to be called? PRIMARY FUNCTION: What is the purpose of this job? How does it contribute to the wider mission of the Church? LEVEL OF RISK: LOW MEDIUM HIGH Brief description of the risk level CRITERIA FOR SELECTION: What skills are needed or would be useful? What interests might it appeal to? Are there personality traits that would be an asset in doing this job? TERM OF OFFICE/TIME COMMITMENT: What is the time frame? How often? How many hours a week/days a month? Is there a concentrated period of work? REIMBURSEMENT: What financial costs are covered? SUPPORT: What training is provided? Who is responsible for this job? Who supports the person doing it? BENEFITS: What satisfaction might a person get from this job? How might it be an avenue for discovery or development of gifts? How might this position assist to live as a baptized Christian? Page 9

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115 Diocese of Montreal Anglican Church of Canada RECRUITMENT AND SELECTION CHECKLIST Courtesy of: Staffing Action For: Name of position NOTE: It is generally preferable to NOT hire those who are members of the congregation, or if the best qualified person is a member, the new employee should be asked to seek another parish for their spiritual care. This helps in ensuring conflicts of interest (Employee vs. Parishioner in times of discipline, etc.). Family members of employees (including clergy) should not allow their names to stand for positions of Warden, Deputy Warden or Parish Council (also conflict of interest). Before You Recruit: Review the strategic and operational plans to determine if the position should be filled Confirm that funding exists to recruit for and staff the position Obtain the necessary approvals to staff the position Develop a job description if the position is new Review and update the job description for an existing position Decide on the type of employment (full-time; part-time; permanent; contract; short-term; etc) Identify constraints that will have an impact on the staffing process (need someone soon; specialized skills; supply/demand, etc) Establish the recruitment and selection criteria Develop recruitment and selection criteria based on the job description Establish the minimum qualification for the position Review all recruitment and selection criteria to ensure they are job-related and measurable Ensure that all recruitment and selection criteria comply with Human Rights Legislation Recruitment process Determine the best method for recruiting for the position Draft the job announcement using the job description, minimum qualifications and selection criteria Include the following in the job announcement: Application deadline Request for references Start date Salary range Contact information Format for submission Ensure that the job announcement complies with Human Rights Legislation Page 10

116 Selection process Before the Interview: Plan the interview process: Number of rounds of interviews Number of interviewers Length of the interview Location of the interview Date of the interviews Any materials the candidate should bring to the interview Ask colleagues to sit on the interview panel Give the interview panel the logistical information about the interviews Develop the interview questions Prepare an interview rating guide Develop a reference check guide Prepare a reference release form Ensure that the interview questions, reference questions and other selection criteria comply with Human Rights Legislation Prescreen applications using the selection criteria Set up the interviews with the selected candidates Forward the applications of those candidates being interviewed to the interview panel Forward the interview questions and interview rating guide to the interview panel Meet with the interview panel to brief them on the interview process Conduct the Interview Review the candidate s application before each interview Welcome the candidate to the interview Introduce the interview panel Explain the interview process Rate the candidate s responses to the questions Give the candidate an opportunity to ask questions Close the interview by explaining the next step and thanking the candidate for coming to the interview Ensure that the discussion and the note taking during the interview complies with Human Rights Legislation After the Interview Finalize your interview notes Select the right candidate Use other selection methods as appropriate Telephone the references Use the reference checking guide to document the conversation Ensure that the discussion and the note taking during the reference check complies with Human Rights Legislation Page 11

117 Conclude the staffing process Make your decision and review it Make a verbal offer of the position to the selected candidate Follow-up the verbal offer in writing Prepare the job contract and have it signed before the new staff member starts work Send out rejection letters to the other candidates that were interviewed Set up a competition file Complete the paperwork necessary for the new staff member to start work Page 12

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119 Diocese of Montreal Anglican Church of Canada APPLICATION FOR EMPLOYMENT General / Administrative Position Desired: Date Surname Telephone (day) Telephone (evening) Given name(s) Gender M F Address Street number Street City Postal code Province Country Have you previously applied for employment with this parish? Yes No EDUCATION If yes, when? Highest Level of Education achieved: Degrees/Training: University Some University CEGEP College or other Institute Certification High School Elementary School VOLUNTEER ACTIVITIES Please describe your current and relevant past volunteer activities: EMPLOYMENT HISTORY Present Employer: Telephone Address Street number Street City Postal code Province Country Supervisor and Title: May we contact this person? Yes No Start Date of Employment: / / Page 13

120 Briefly describe your work duties and level of responsibility: Previous Employer: Telephone Address Street number Street City Postal code Province Country Supervisor and Title: May we contact this person? Yes No Start Date of Employment: / / End Date: / / Briefly describe your work duties and level of responsibility: Previous Employer: Telephone Address Street number Street City Postal code Province Country Supervisor and Title: May we contact this person? Yes No Start Date of Employment: / / End Date: / / Briefly describe your work duties and level of responsibility: SKILLS AND ABILITIES Indicate skill level and machines/equipment on which this skill has been demonstrated Years/Months Experience Keyboarding (include WPM) Page 14

121 Office Equipment Software/Computers Construction Equipment Facilities Maintenance Equipment Other Are you eligible to work in Canada? (You will be asked for documentation if hired.) If the job for which you are applying requires a driver s license, do you possess one? REFERENCES Please note: you may be required to provide a police records check Yes Yes No No Name: Relationship: Length of time known: Telephone (day) Telephone (evening) Name: Relationship: Length of time known: Telephone (day) Telephone (evening) Name: Relationship: Length of time known: Telephone (day) Telephone (evening) I understand that any false or misleading statement, or misrepresentation, intentional or unintentional, in any of my answers or statements may result in cancellation of this application, or if employed, may be cause for dismissal. Further, I authorize the Diocese of Montreal to investigate all statements in this application or other supporting employment documents, and to secure any necessary information from all my employers, references, and academic institutions. I understand that all employees are at will, whose employment and compensation can be terminated, with or without cause, and with or without notice, at the option of the church or myself. I hereby acknowledge that I have read and understand the preceding statements. Signature Date Page 15

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123 Diocese of Montreal Anglican Church of Canada EMPLOYMENT RECORD For completion upon hire RECORD OF EMPLOYMENT Name: Date of Hire: Title: Department: Rate of pay: Date of Birth: Marital Status: Social Insurance Number: Health Card Number IN CASE OF AN EMERGENCY, PLEASE NOTIFY: Name: Relationship: Address: Telephone (day) Telephone (evening) I agree to execute the appropriate Pledge of Confidentiality with respect to all Diocesan records and information and I will abide by all Diocesan policies and procedures. Signature Date Page 16

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125 Diocese of Montreal Anglican Church of Canada VOLUNTEER APPLICATION FORM Name of Parish: Date Applicant Surname : Telephone (day) Telephone (evening) Given name(s) : Gender M F Address Street number Street City Postal code Province Country Are you under the age of 18? Yes No How long have you been a member of this Church? Previous Church Membership: Do you have any physical conditions that would prevent you from performing certain types of activities (lifting children, playing sports, etc.)? If so please explain: EDUCATION Highest Level of Education achieved: University Some University CEGEP College or other Institute Certification High School Elementary School Do you have: CPR Training First Aid Training Other Additional Degrees/Training: VOLUNTEER ACTIVITIES Please describe your current and past volunteer activities (include dates): CONVICTION OF A CRIMINAL OFFENSE Answering yes to the following question will not necessarily preclude your involvement in volunteer ministry. A meeting will be arranged with the Incumbent/priest in charge to discuss the circumstances. Have you ever been convicted of a criminal offense for which a pardon has not been granted? Yes No Page 17

126 VOLUNTEER MINISTRIES IN WHICH YOU ARE INTERESTED Nursery/Children (birth through age 3) Sunday School (ages 3 through 5) Sunday School (grades 1 through 6) Sunday School (grades 7 and up) Youth Mentoring Youth Leadership Youth Retreats Administration/Office Help Youth Choir Adult Choir Music/Organ Marriage Preparation Courses Committee Work Crafts Drama/Other related Lay Reader Pastoral Visiting/Care Helping with the aged Other (please name) Other (please name) REFERENCES Please provide the names of three individuals (not relatives) who can provide reference for you. If you are under the age of 18, you may use the name of a parent and/or teacher. If possible please include at least one reference from someone at the Church. All people listed as references should be informed of that fact. Name: Relationship: Length of time known: Telephone (day) Telephone (evening) Name: Relationship: Length of time known: Telephone (day) Telephone (evening) Name: Relationship: Length of time known: Telephone (day) Telephone (evening) APPLICANT S STATEMENT I hereby acknowledge that the information contained in this VOLUNTEER APPLICATION FORM is correct to the best of my knowledge. I authorize any people listed as references to provide any information they may have regarding my character and fitness for ministry, I will provide Church with the results of a police records Check and Vulnerable Persons Screening Report, as requested. Applicant Name: Applicant Signature: Date Page 18

127 Diocese of Montreal Anglican Church of Canada GUIDELINES FOR INTERVIEW QUESTIONS PLEASE NOTE: the following interview questions are examples, these may be changed to fit the specifics of your individual parish. The following guideline is meant to assist the interviewers and recruitment committee members to navigate the interview process and to assess a candidate s potential and ability to contribute to the Parish/Diocese. The table below provides a specific guide to acceptable as well as unacceptable areas of general inquiry, and the reason why certain questions are unacceptable. For further information see: Area of Inquiry Acceptable Unacceptable Name Address/Housing Age (18+) Race/National Origin/Ethnicity Sex/Gender Religion/Creed Ask for correct pronunciation. After Hiring: Full name for employee s record. Ask how she/he can be reached. After Hiring: To require proof of age by drivers license/birth certificate. TO indicate the minimum legal age for specific type of employment (bona fide reason). After hire: To indicate that the Diocese is an equal opportunity employer through statistical numbers based on diversity of employee base. After hire: To indicate that the Diocese is an equal opportunity employer through statistical numbers based on diversity of employee base. Do you belong to any professional or trade organizations that you consider relevant to your ability to To ask the ethnic origin of an applicant s name. To ask if a woman is a Miss, Mrs. Or Ms. To request applicant to provide maiden name. To request place and length of current and previous address. Ask his/her age or age group. Before hiring: To request Drivers License/birth certificate or baptismal certificate. To use any indication of race, national origin or ethnicity as the basis for either hiring or disqualifying a candidate To use any indication of age/gender as the basis for either hiring or disqualifying a candidate Any direct questions relating to applicants religious denomination or affiliation, unless it is a bona fide occupational requirement, i.e. Priest perform this job? Sexual Orientation Never Acceptable Never Acceptable Citizenship Are you legally Are you a Canadian citizen? Page 19

128 Area of Inquiry Acceptable Unacceptable Marital Status/ Parental/ Family Status Education Criminal Record References Work Schedule able/authorized to work in Canada? What languages are you able to speak, and/or write fluently? (this question is only legal if the candidate s ability to speak a foreign language is relative to the position bona fide) Are you willing to travel as required by this job? This job occasionally requires employees to work overtime. Are you able and willing to work overtime as necessary? Are you willing to relocate? Is our rectory suitable to your needs? (these questions must be asked of all candidates to be legal). To ask if the applicant has the academic, professional, or vocational training required for the job, and which institution provided it. Are you bondable? Have candidate get criminal record/finger prints done if position requires it bona fide. To request general and work references to the candidates ability to perform the job. This job occasionally requires employees to work overtime. Are you able and willing to work overtime as necessary? To ask about the willingness to work the required work schedule of the job. If the Incumbent will not be Where were you, your parents or spouse born? What is your maiden name? Can you provide us with a copy of your birth certificate or baptismal records? What is your marital status? Whom do you live with? How many children to do you have, what are their ages? Do you have child care arrangements? To ask questions surrounding the racial or religious affiliation of schools attended. To inquire about convictions or arrests. To request reference specifically from clergy or any other persons who might reflect race, colour, religion, sex, national or ethnic origin, age disability, or marital status. To ask about the willingness to work on particular religious days/holidays. Page 20

129 Area of Inquiry Acceptable Unacceptable Disability Other Qualifications living in the rectory, it is acceptable to ask them to live within 20 minutes of the parish boundaries, for responding to emergencies/on call. Interviewer can thoroughly describe the details/job description surrounding the job opening with the applicant. Ask applicant if they are capable of performing these essential functions of the job. To inquire about any area that has direct relevance to the job. To initiate questions regarding specific accommodations needed. To exclude disabled applicants as a class on the basis of the type of disability To make any inquiry not related to a bona fide requirement of the job that may present information discrimination. Page 21

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131 Diocese of Montreal Anglican Church of Canada INTERVIEW QUESTIONS- Custodian/Verger [ Please NOTE: these are only suggested questions to be asked for this position, feel free to choose those, or add your own as you see fit] Name Date 1. Can you please describe to me your duties and responsibilities of your previous position, which would apply to the job requirements of this position? 1 2. How much supervision have you typically received in your previous job? 3. Everyone has strengths and weaknesses as workers. What are your strong points for this job? 4. What would you say are areas in need of improvement? Page 22

132 5. How well do you adapt to new situations, can you please tell me about a time where you had to adapt to a new circumstance, and how you dealt with this. 6. Do you consider yourself a self-starter? If so, explain why (and give examples) 7. How would you describe yourself as a person? 8. Why should I hire you? Interviewer Comments: **Please Note: It is encouraged to ask the candidate to supply 2-3 references, with at least one from a previous employer. Page 23

133 Diocese of Montreal Anglican Church of Canada INTERVIEW QUESTIONS- Parish Organist [ Please NOTE: these are only suggested questions to be asked for this position, feel free to choose those, or add your own as you see fit] Name Date 1. In our congregation music is considered to be a very important part of our Parish. What special aspects of your education or training have prepared you for this position within our Parish? 2. Everyone has strengths and weaknesses as workers. What are your strong points for this job? 3. What would you say are areas in need of improvement? 4. How well do you adapt to new situations, can you please tell me about a time where you had to adapt to a new circumstance, and how you dealt with this. Page 24

134 5. In your work experience, what have you done that you consider truly creative? 6. Do you consider yourself a self-starter? If so, explain why (and give examples) 7. What would you most like to accomplish if you had this job? 8. Why should I hire you? Interviewer Comments: **Please Note: It is encouraged to ask the candidate to supply 2-3 references, with at least one from a previous employer. Page 25

135 Diocese of Montreal Anglican Church of Canada INTERVIEW QUESTIONS- Parish Secretary/ Office Administration [ Please NOTE: these are only suggested questions to be asked for this position, feel free to choose those, or add your own as you see fit] Name Date 1. Let s begin by discussing your administrative skills. Please briefly describe your administrative responsibilities at your last or previous job. 2. Organizing projects is important for effective administrative support. Please tell me about the project or task that you organized most successfully. 3. Sometimes meeting deadlines can be difficult. Please tell me about a time you had the greatest difficulty meeting a deadline. 4. This role needs to be able to respond to different individuals needs. Please tell me about a time when you were most frustrated trying to discover what somebody needed or wanted from you. Page 26

136 5. At our parish, at times we often rely on the help of others. Please tell me about your best example of working cooperatively as a team member to accomplish an important goal. 6. Occasionally this type of role has spare time to fill. Please give me your best example of a time when you made the best use of spare time. 7. There may be occasions which require prioritization. Please describe for me how you determine what constitutes top priorities in the performance of your job. 8. Please recall a time when you suggested a change in a procedure or some other aspect of your job that achieved the best result. 9. Finally, we d like to discuss your technical skills. What technical expertise do you have? Page 27

137 10. Please recall a time when you we required to learn a new technical skill in order to become more effective. 11. If you were offered this position, when would you be available to begin? Interviewer Comments **Please Note: It is encouraged to ask the candidate to supply 2-3 references, with at least one from a previous employer. Page 28

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139 Diocese of Montreal Anglican Church of Canada VOLUNTEER INTERVIEW QUESTIONS [ Please NOTE: these are only suggested questions to be asked for this position, feel free to choose those, or add your own as you see fit] Applicant Name Date 1. Tell us about your experience with volunteer ministry at Church (joys, sorrows, insights, etc.) 2. Tell us about your experience with volunteering in other settings (joys, sorrows, insights, etc.) m 3. Describe your interest in the volunteer ministry(ies) you have indicated. Why are you interested in the area(s) you have selected? 4. Would you be willing to attend a training session associated with that ministry? Page 29

140 5. When would you be available for this volunteer ministry (days and times)? 6. What is the minimum length of your commitment? 7. Have you had any personal experience with abuse? If so, how was it handeled? 8. If you have any reason to believe that a child, youth or elder were being abused, what would you do? 9. What do you consider to be an appropriate show of affection with a child? A youth? Page 30

141 10. Do you have any further questions? Interviewer Comments: Page 31

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143 Diocese of Montreal Anglican Church of Canada AUTHORIZATION TO RELEASE INFORMATION I understand that the Church s Policy is to ask my references for information that is appropriate to the position applies for concerning my academic background, employment history, and verify the character references I have supplied. I understand that the information obtained will be confidential but may be shared with the relevant organizations in order to obtain an appropriate volunteer position. I hereby authorize each and every one of my references to inform the Church of any knowledge that they may have about possible sexual or other misconduct by me or reason to believe that I have engaged in sexual misconduct, or of any crimes of which I have been convicted. I hereby release and hold harmless from liability any person or organization that provides such information. I also agree to release and hold harmless the Diocese of Montreal, their offices, employers, agents and volunteers from any and all liabilities as it relates to any investigation taken by then regarding the information contained in this application, or any action by them as a result of such investigation. I authorize my schools, employers, congregations and bishops to treat a photocopy of this release as though it were the original executed copy. Name of Applicant: Signature of Applicant: Date: Please return to: Page 32

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145 Diocese of Montreal Anglican Church of Canada REFERENCE CHECK FORM APPLICANT / POSTION INFORMATION: Position applied for Name of applicant Date of reference check REFEREE INFORMATION: Individual providing reference Phone number/ address Referee s job title Name of company REFERENCE QUESTIONAIRE: Applicant s job title Dates/length employed Reason for leaving Summary of work performed HOW DO YOU RATE THE APPLICANT IN REGARD TO (Please provide examples/details): Quality of work performed Ability to work in a team environment Interaction with supervisors Interpersonal skills Absenteeism (abuse of sick leave) Page 33

146 Public contact/customer service Strong attributes Developmental areas Ability to follow directions Ability to meet deadlines Attitude toward job Ability to learn new concepts Accepted responsibility Communication skills (oral and written) Organizational skills time management Computer skills (programs used and level of expertise) Overall performance rating Would you rehire this person? For the same job? Do you recommend we consider this applicant? If not, why? Any additional comments not addressed here that you wish the committee to consider? Thank you! Page 34

147 Diocese of Montreal Anglican Church of Canada EMPLOYMENT CONTRACT Employee Name: Date of Contract: / / Employer: Employee Title: Employer Address: Street number Street City Postal code Province Country Employee Telephone:: Employer Telephone: EMPLOYEE DUTIES AND RESPONSIBILITIES NOTE: The employer has the right to change or add to the duties or reporting relationships after giving timely notice of any changes to the employee. TERM This contract is from the start date of OR the period from until. This term may be extended upon mutual agreement of the parties involved. The term may be ended by either party in accordance with the notice periods set out by the Commission des normes du travail. PROBATIONARY PERIOD* During the first three months of employment, employee status will be that of a probationary employee. During this period of time, the employee s suitability as an employee is evaluated, as well as skill and ability in meeting the requirements of the job. A probationary assessment shall be completed after the first 6 weeks. This assessment will consist of a meeting between the employee and the employer, to cover the work performance to date; review progress and expectations; and set clear targets for the next 6 weeks of the probationary period. At this time the employee is encouraged to contribute views and ideas. The employer is to make record of this meeting, including any action agreed to resolve concerns and will provide a copy of this review to the employee. A final evaluation after the full 3 months will be completed in a similar manner, making a final evaluation with regard to suitability of the employee. Page 35

148 It is understood and agreed that the employer will be the sole judge of suitability, skills and ability, and it is agreed that at any time during the three-month probationary period, the employer may terminate this agreement by providing one week s termination pay and benefits (if any). (* please note that this does not apply for a short-term contract position, with a determined start and end date.) COMPENSATION AND BENEFITS Rate of Pay: $ /hourly $ /annually This amount shall be paid: Weekly Monthly Other This amount shall be paid, less deductions as required by law BENEFITS The following benefits will be provided: None Health Dental Other Hours of Work VACATION Full-time hrs/wk Part-time hrs/wk Casual Between the hours of: am/pm and am/pm Vacation pay equal to 4% of gross annual pay, (or otherwise negotiated) 4% Other CONFIDENTIALITY The attached Confidentiality and Privacy Standards Policy, put forth by the Anglican Church of Canada must be read and acknowledged by signing the following Privacy and Confidentiality Information Statement. The terms outlined in this document constitute entire agreement, and shall be governed and interpreted by the laws in force in the Province of Quebec. No further commitments have been made other than those stated. Should there be any amendments needed to this document, they must be completed in writing and signed by, and given to all involved parties. By signing this document you acknowledge the receipt of this agreement, and that you understand the context of this contract. / / (Employee s Signature) (Employer s Signature*) (Date d/m/y) * Churchwarden/Hiring Official Page 36

149 Diocese of Montreal Anglican Church of Canada PRIVACY AND CONFIDENTIALITY STATEMENT Parish Name: POLICY All information concerning fellow staff members, parishioners, clergy and Diocesan business is confidential. It is imperative that employees maintain the confidentiality demanded by good Christian and business practice. Personal information regarding staff or parishioners shall be referred to the Incumbent or Warden. Release of this information should be on a need to know basis All employees are required to sign the confidentiality statement which will be filed in their Personnel Record. All volunteers with access to confidential information including Wardens are members of Parish Council are required to sign the confidentiality statement which will be filed in their records. PLEDGE Between: And: I, have read the Parish and Diocesan policies regarding confidentiality and I agree to hold any and all congregational staff and Parish and Diocesan information in strict confidence and in accordance with these policies. Subsequent to my employment with, I will continue to maintain all information in strict confidence. Signature Date Signature Date Page 37

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151 Diocese of Montreal Anglican Church of Canada CONFIDENTIALITY AND PRIVACY STANDARDS POLICY The Diocese of Montreal is committed to providing ministry to all persons. In order to provide a secure and confidential environment in which we can proclaim the Gospel of Christ with integrity and respect, it is necessary to take measures that will provide a level of confidentiality and privacy to all those who seek our ministry and for those who do ministry. Privacy Standards Policy Purpose: The Diocese of Montreal has a Privacy Standards Policy, applicable to all individuals, lay or ordained, paid or unpaid, who serve in the Diocese of Montreal under the jurisdiction of the Bishop of Montreal, to ensure the proper collection, retention and distribution of personal information. PARISH RESPONSIBILITIES Parishes should review the above policy in relation to information which they are collecting or may wish to collect in the parishes for use. The following should be considered in regards to all information they are collecting or currently have in their possession. 1. What information are they collecting and for what purpose? 2. Who will have access to the information? Who are they releasing that information to? Congregations should consider such information such as parish registries, parish lists, donation records, etc. 4. Ensure that they have signed consent from those who are having their photographs taken for the photo directory and that those people are allowing their names, addresses, and phone numbers to be printed in the directory. Parishes should consider to whom the directory is being distributed. If advertising is sold in the directory, the parish should consider signed consent before distributing the directory to non-members of the church. 5. Ensure they use the information and lists only for the purpose that they have received consent from the member of the congregation providing that information. All police record checks which are requested for the purposes of Screening In Faith should be seen by the Screening In Faith Officer or the Incumbent of the parish and in the file it should be noted that the person s Police Records Check has been reviewed and it should be returned to the person to whom it belongs. Parishioners who need to have documents such as parish lists in their personal possession should be required to sign confidentiality statements. The signing of confidentiality statements are recommended for all who are in ministry roles in the which they have access to confidential or personal information (positions such as Pastoral Care Visitors, Lay Eucharist Minister, etc.). Page 38

152 6. Parishes should ensure that information that is being released such as copies of baptismal information, weddings and confirmations is being released to people who are entitled to receive that information. 7. Parishes should add a privacy disclaimer to their personal website. 8. Parishes should add a Privacy Signatory at the end of s and faxes. Sample phrases include: PRIVACY POLICY: This message is confidential, for the exclusive use of the addressee. If you are not the intended recipient of this message, please delete this information. 9. In regards to personal information being requested from the parish over the telephone such as telephone numbers of members of the congregation, the person inquiring should give their number and that should be passed on to the person about whom the call was made. In that way, the parishioner can make their own decisions about whether to be in touch with the telephone enquirer. 10. Parish files which are stored electronically including but not limited to parish lists with unlisted telephone numbers should be password protected. 11. The principles recommended to a parish in determining whether or not to provide access to personal information are: A person or family should be given access to entries containing their own information Others should not be given this information without the specific, written permission of the person or family to whom it relates. While on may wish to encourage legitimate historical research and such researchers may be given access to parish records, it is for the Officers of the parish to decide what constitutes legitimate research and which specific requests to grant. All employers are required to keep written records about each person they hire. These records must be kept by the employer, or by someone else on behalf of the employer, for a certain period of time. The employer must also ensure that the records are readily available for inspection. Recordkeeping in Quebec: Although the Civil Code contains a general limitation period of three years, applicable to all personal actions, which is set out in section 2925, various other laws and regulations govern record keeping in the Quebec workplace, as follows: Payroll book and related documents: Three years. Regulation on keeping a system for registration or a register enacted under An Act respecting labour standards, R.S.Q. c. N-1.1, section 2. Documents dealing with claims under An Act respecting industrial accidents and occupational diseases, registers and documents concerning assessments: No specific period. An Act respecting industrial accidents and occupational diseases, R.S.Q. c. A Documents dealing with claims under An Act respecting occupational health and safety, register, notices and other documents pertaining to offences, corrective measures, inspections, inquiries, complaints, prevention programs: No specific period. An Act respecting occupational health and safety, R.S.Q. c.s-2.1, section 52. Pension plan documents: No specific period. Supplemental Pension Plans Act, R.S.Q. c. R-15.1, sections 2, 114, 246, 258. Page 39

153 Documents relating to contributions/deductions and claims, if any, and copies of records of employment: Six years. Employment Insurance Act, S.C. 1996, c. 23, section87(3) (the "EIA"). Annual returns and related documents: Six years. An Act respecting the ministère du revenu, R.S.Q. c. M-31, section Annual returns and related documents: Six years. Income Tax Act, S.C , c. 63, section 230. Personal files of employees whose dismissal, transfer, or bumping has given rise or may give rise to litigation: Regulations to come. An Act respecting the protection of personal information in the private sector, R.S.Q., c. P-39.1, section 90(3). Documents required by a request for access or for rectification purposes: In the event a request for access is denied, the person having the information in its possession shall retain the information in order for the claimant to be able to exercise the rights granted under the Act. An Act respecting the protection of personal information in the private sector, R.S.Q. c. P-39.1, section 36. Training program, training agreements, bills, and contracts relating to training: Six years after the last year to which the information pertains. Regulation respecting eligible training expenditures, R.Q.D-7.1, r.1 section 8 (An Act to foster the development of manpower training, 1995, c. 43). Contents of employee records Each employee s written record must contain several pieces of information. The employee s name, Address and Starting Date of Employment. This must be kept for three years after the employee stopped working for the employer. The employee s date of birth if the Employee is a Student under 18. This must be kept either three years after employee s 18 th birthday or three years after the employee stopped working for the employer, whichever happens first. The Hours Worked by the Employee Each Day and Week. This must be kept for three years after the day or week of work. If an employee receives a fixed salary for each pay period and the salary doesn t change (except if the employee works overtime) the employer is only require to record: The employee s hours in excess of those hours in the employee s regular work week; AND The number of hours in excess of eight per day (or in excess of the hours in the employee s regular work day, if it s more than eight hours). Employers aren t required to record the hours of work for employees who are exempt from overtime pay and the provisions for maximum hours of work. All the Vacation Time Taken by the Employee - this must be kept for three years after the vacation time was taken The Information Contained in an Employee s Wage and Vacation Pay Statements this must be kept for three years after the information was given to the employee. All the Documents Relating to an Employee s Pregnancy, Parental or Emergency Leave these must be kept for three years after the day the leave expired Page 40

154 PARISH PRAYER LISTS: Public hospitals, nursing homes etc. are covered under the Quebec Public Privacy Legislation with regards to Health Information. The Diocese has chosen to develop policies (with help from work from the Diocese of Toronto) in consideration of the Federal Privacy Act. Although it has not been tested in the courts as to whether Religious organizations who have members who choose to be members and by so choosing are making their information available to other members of the organization are actually covered in the Federal legislation, we as a Diocese have chosen to develop these policies in order to be good Christians in ensuring the confidentiality of our parishioners and employees. As it states in the introduction to this Privacy Policy, the Diocese of Montreal is committed to providing ministry to all persons. In order to provide a secure and confidential environment in which we can proclaim the Gospel of Christ with integrity and respect, it is necessary to take measures that will provide a level of confidentiality and privacy to all those who seek our ministry and for those who do ministry. So how does this affect our prayer lists? It has always been appropriate for the person who is being prayed for to be asked if she/he would like her/his name (ask about first or first and last) placed in the bulletin and/or on the parish prayer list and to ask about how much information can be shared. This is not different. You are asked to use due diligence to ensure that the person gives permission. You do not need to have them sign a document. If a member of a congregation would like a family member or friend prayed for by the parish community, that member needs to be asked if they have the permission of the family member/friend to put their name forward. This also affects praying aloud the names of those for whom we are concerned perhaps utilizing first names only can assist with this issue. It has always been appropriate to ask a person s permission before sharing any of their personal information i.e. health and other person concerns before sharing that information with any others. This continues to apply no matter where you have learned the information either from that individual, from other congregants, from the hospital, etc. It continues to be true that when a clergy visits a hospital, they may gain information regarding a parishioner that they didn t have before they went to the hospital. Even the fact that the person is a patient in the hospital is confidential information unless you have their permission to share that information. When visiting the hospital, you may discover that other parishioners are also patients. You have gained this information from the hospital and because of the Privacy Act that governs hospitals, you need that patient s permission to share the information or you may have your privileges suspended at the hospital. Diocesan Privacy Officer: The Interim Privacy Officer for the Diocese of Montreal is Archdeacon Janet Griffith. She can be reached at (514) ext: 233 or executive.archdeacon@montreal.anglican.ca The Diocese of Montreal recognizes and thanks the Diocese of Toronto for their work on this document and thanks them for permission to use their work in development of our policy. Page 41

155 Diocese of Montreal Anglican Church of Canada INTERIM PROBATIONARY EMPLOYEE EVALUATION Name of Employee: Date: Evaluator(s): Rate the employee in each of the following categories (1=poor; 5=outstanding): Poor Satisfactory Outstanding Job knowledge Quality of work Quantity of work Development/progress Dependability Initiative Co-operation Conduct Team member Interpersonal skills Attitude toward job Safety consciousness Punctuality Attendance Overall Rating Comments: It is recommended that this employee be elevated to permanent status? Yes No NA Employee s Signature Supervisor's Signature Date Position Page 42

156 Diocese of Montreal Anglican Church of Canada FINAL PROBATIONARY EMPLOYEE EVALUATION Name of Employee: Date: Evaluator(s): Rate the employee in each of the following categories (1=poor; 5=outstanding): Poor Satisfactory Outstanding Job knowledge Quality of work Quantity of work Development/progress Dependability Initiative Co-operation Conduct Team member Interpersonal skills Attitude toward job Safety consciousness Punctuality Attendance Overall Rating Comments: It is recommended that this employee be elevated to permanent status? Yes No NA Employee s Signature Supervisor's Signature Date Position Page 43

157 Diocese of Montreal Anglican Church of Canada TERMINATION OF EMPLOYEE OR SIGNIFICANT CHANGE IN EMPLOYMENT CONTRACT In the event that an employee is to be terminated for cause/not for cause or laid off, or in the event that there will be a significant change made to the employment criteria, the wardens/incumbent are requested to speak with either the Director of Human Resources of the Diocese or seek counsel from an employment lawyer prior to taking any action. (The Director of Human Resources will assist in writing of the termination). Page 44

158 Diocese of Montreal Anglican Church of Canada PARISH ORIENTATION CHECKLIST The following document is a draft that can be adapted to each parish to reflect the culture, geography, parish organizational structure, etc. The orientation for all new staff/volunteers is intended to provide fundamental information to assist new employees to carry out their jobs/ministry in an appropriate manner. It is intended to provide hospitality and to resolve role confusion. The following is a list of basic items for inclusion in your parish s orientation for new staff (i.e. clergy, clerical support, organists, cleaning staff, other ordained or lay workers who are stipendiary or non-stipendiary. Where items are not applicable, n/a can be noted beside the item. Again, this document is intended as a guide to assist congregants in their initial stages of employment with new staff. If you have any questions or would like to provide feedback, please do not hesitate to contact the Human Resources Coordinator Kim Northcott at (514) ext. 232 or knorthcott@montreal.anglican.ca Page 45

159 Diocese of Montreal Anglican Church of Canada PARISH ORIENTATION PACKAGE Name of Parish: Employee s Name: Date(s) of Orientation: PHASE I General Orientation ROUTINE: Review individual's job description Conflict of interest policies (working for other employers, gifts from congregants) Review Parish's mission statement, history, ministry goals Hours of Work/Breaks/Lunch Policies on attendance, stat holidays, performance appraisals Dress Code Washrooms Mailing schedules (day/month) Personal use of facilities (Xerox/mail/ /telephone) How to order supplies MEET THE STAFF AND OTHERS PERTINENT TO THIS PERSON S POSITION: (involve family as appropriate) Introductions Tour of the building(s), property, area of parish (if appropriate) PRIVACY AND CONFIDENTIALITY POLICY: Read Diocesan and Parish Policies Policy on confidentiality of electronic documents Signed confidentiality statement Page 46

160 SAFETY Review Diocesan and Parish Health and Safety Policy and Safety & First Aid Booklet First Aid Kit location Fire/Location of Fire Extinguisher Evacuation Fire Exits Security/staffing/money handling (as applicable) Key Review of safe practices for the individual's particular ministry description INTRODUCTIONS: (as appropriate to particular position) to those with whom the person may be working with and/or reporting to Meet with Incumbent/Wardens/Parish Council/Other parish leaders/congregants as appropriate REVIEW DIOCESAN AND PARISH POLICIES ON SAFE CHURCH AND SCREENING IN FAITH: Receive orientation to policies and/or read policies applicable. Sign acknowledgement form If position is considered high risk, has vulnerable persons report been and verified? MEETING SCHEDULE: DATABASE: Staff Meeting Schedule (if applicable) Other meetings that are required Worship Schedule (if applicable) Database Tour (if applicable) Church House Org Chart (located in Orientation Package) Canons Handbook(s)/Manual(s); if applicable Synod Journal Page 47

161 VACATION/ATTENDANCE: TELEPHONES: COMPUTERS: Vacation/vacation planner Attendance/Sick Benefits/calling in sick Received telephone directory Received interoffice directories Received basic training Policy Passwords Training Electronic Data security Policy (see Privacy and Confidentiality Policy) PAYROLL: Pay Day Automatic Deposit Void Cheque Necessary Forms BENEFITS: (if applicable) (Clergy are documented at the Synod Office for benefits) Membership Enrollment Benefits Booklet Bronze/Silver/Gold Plan Options Claim Form Drug Cards Benefit Cards Travel Cards Coordination of Benefits Page 48

162 FOLLOW UP: Probationary Appraisal Annual Performance Appraisal Salary, Salary increases Ministry Description review GREET-MEET-INTERVIEWS: (Self Directed) Reviewed Own Job Description Reviewed Job description with Wardens/Incumbent as applicable Discussed further training (if necessary) Scheduled appointments with each member of staff/volunteers as outlined by Wardens within 2 weeks of hire date. Duration minutes. Met with Incumbent Met with Wardens/Parish Council, other parish leaders, congregants (as appropriate) Met with Team Members Questions to consider as a result of above Greet/meet/interviews: What Responsibilities do others have with regards to ministry in this congregation? How does it affect me? How does my position impact on positions outside of my area, and vice versa? I have been oriented to all of the above: Employee Signature Date Page 49

163 Diocese of Montreal Anglican Church of Canada CENTRAL PAYROLL AGENCY AGREEMENT The Synod of the Diocese of Montreal ( the Diocese ) offers full payroll services to rectorial parishes and certain affiliated diocesan organizations ( clients ) under the following terms and conditions: 1) The Diocese will act as payroll agent for the client, performing the following: a) make statutory and benefit deductions from employee pays. b) pay net amount to each employee (usually by direct deposit) c) issue government filings and pay assessments d) issue T-4 s, Relevé I s and relating summaries e) issue Records of Employment (U.I.C.) for terminating employees 2) While the Diocese acts as agent, client nevertheless retains all the responsibilities of the employer. Client will be responsible for notifying the Diocese of any changes involving its staff which might impact the payroll, income tax exemptions or assessments, including: a) Address b) bank account c) marital status, number of dependents d) attaining age 65 3) Any payroll changes (new hires, terminations, leaves, salary changes) must be confirmed to Synod Accounting Department, in writing, prior to the effective date of the change. Such confirmations must be signed by a member of the Corporation. 4) Each month s total salaries and assessments are due and payable on the 25 th day of such month. 5) Stipend invoices showing total salaries and employer assessments are issued to each client every month. Such accounts are then payable monthly, on the 25 th of each month, without further notice. 6) Client acknowledges that, in the event that any stipend account balance remains unpaid after the due date, without prior written approval of the Bishop, or his designate, then the Diocesan Treasurer and/or the Comptroller may elect to cancel payroll service for such client on thirty days notice in writing. In such an event, all affected employees will be advised accordingly. The parties hereto have signed below agreeing to the above terms and conditions. The Synod of the Diocese of Montreal (name of client) Authorized signature Authorized signature Authorized signature Date Date Page 50

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165 Diocese of Montreal Anglican Church of Canada Parish Recruitment and Selection Guide Volunteer Ministry plus additional Descriptions

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167 Diocese of Montreal Anglican Church of Canada VOLUNTEER MINISTRY plus ADDITIONAL DECRIPTIONS TABLE OF CONTENTS Ministry Descriptions Coordinator of Lay Eucharistic Ministers Lay Eucharistic Minister Altar Guild Member Member of the Anglican Church Women (ACW) President, Brotherhood of Anglican Churchmen Member of the Corporation Choir Member Coffee Hour Conveners Flower Delivery Fundraising Committee Chairperson Greeter Intercessor Investment Trustee Lay Administrator Nursery Care Giver Pastoral Care Giver Presenter Programme Leader Warden Developing Your Parish Ministry Descriptions- Worksheet... 72

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169 Diocese of Montreal Anglican Church of Canada VOLUNTEER MINISTRY plus ADDITIONAL DESCRIPTIONS Please note that the following job descriptions are samples. Each job description may be changed to fit the specifics of your individual parish. Position Title: Coordinator of Lay Eucharistic Ministers Reports to: The Incumbent and is responsible to the parish community Primary Function: The Coordinator of Lay Eucharistic Ministers will coordinate the ministry of Eucharistic Ministers who administer the Eucharist from the reserved Sacrament in home or institutional settings. What is the purpose of this position? How does it contribute to the wider mission of the Church? The Coordinator of Lay Eucharistic Ministers plays an important role in the parish community by ensuring the training and orientation of Lay Eucharistic Ministers, scheduling of visits, ensuring that records are kept, apprising the Incumbent of any pastoral concerns that should be addressed. Responsibilities: Under the supervision of the Incumbent the Coordinator of Lay Eucharistic Ministers is responsible for the following: 1. To ensure that the list of shut-ins is kept up to date by being in touch with the Rector and Church Secretary. 2. Assign Lay Eucharistic Ministers to shut-ins and ensure that all shut-ins receive Eucharist at least once every two months (depending on health and willingness of the shut-in). 3. Ensure that Records are maintained of those who have received visits. 4. Advise the Rector or Honourary Assistant of any shut-ins who are in need of Priestly Sacraments. 5. Ensure that the Home communion sets are kept in good condition and are complete. 6. Ensure that the Home communion sets are logged in and out of the office to be sure that their whereabouts is known. 7. To provide training and orientation to and evaluation of the Lay Eucharistic Ministers. 8. Schedule meetings with the Lay Eucharistic Ministers Group and schedule individual meetings with the Lay Eucharistic Ministers and the Honourary Associate. 9. In the event that a nursing home or institution service is required, assists the Lay Eucharistic Minister to make the appropriate arrangements. 10. To ensure documentation of all visits is up to date. 11. To meet with the Honourary Assistant Clergy and the Eucharistic Ministers every three months for support and supervision 12. To meet with the Incumbent individually at least quarterly or more frequently as required for debriefing and support. 13. To ensure that the Incumbent is aware of those who will receive communion so that the names may be read aloud during the Sunday service. Page 51

170 Criteria for selection: what skills are needed or would be useful? What interests might it appeal to? Are there personality traits that would be an asset in doing this position? The Coordinator of Lay Eucharistic Ministers will demonstrate skills in leadership and communication, and a love for and understanding of the sacraments. Due to the nature of working with vulnerable people and the potential for being in individuals' homes, the position is considered 'high risk' position for purposes of screening in faith. The Coordinator of Lay Eucharistic Ministers must have a criminal reference check if they are going to do home visits. The Coordinator of Lay Eucharistic Ministers attends worship services on a regular basis and is a regular communicant of the Anglican Church. Term of Office: What is the time frame? Is it renewable? How often? The term of the position is two years and is renewable Reimbursement: what financial costs are covered? Specific requests for which there is no budget may be made to the Incumbent. Support: what training is provided? Who is responsible for this position? Who supports the person doing it? The Coordinator of Lay Eucharistic Ministers will be trained by the Incumbent and will meet with the Incumbent on a quarterly basis or more frequently as necessary to discuss their ministry and any concerns and to receive feedback. Time commitment: how many hours a week/days a month? Is there a concentrated period of work? Regular attendance at Parish worship One to two hours per week Two hours every 3 months to meet with the Incumbent or designate and the other Eucharistic Ministers One hour every 3 months to meet with the Incumbent on an individual basis Attends the installation service annually Benefits: what satisfaction might a person get from this position? How might it be an avenue for discovery or development of gifts? How might this position assist a person to live as a baptized Christian? Opportunity to let God use you to coordinate the sacramental connection with the parish community and those who are sick or shut-in. This position impacts the quality of worship life and interpersonal relationships of those who are shut-in and the community. There is an opportunity to be part of an exciting, dynamic and important ministry. Level of Risk: LOW MEDIUM HIGH High Page 52

171 Position Title: Lay Eucharistic Minister Reports to: The Lay Eucharistic Ministry Coordinator and to the Incumbent, and is responsible to the parish community. Primary Function: The Lay Eucharistic Minister will visit each assigned parishioner (shut-ins or in hospital/nursing home) every two months or as agreed to with the parishioner and will administer the Eucharist from the reserved Sacrament. What is the purpose of this position? How does it contribute to the wider mission of the Church? The Lay Eucharistic Minister plays an important role in the parish community by ensuring that parishioners who are not able to attend worship due to health constraints continue to receive Eucharist on a regular basis, are made aware that they are upheld during the worship of the congregation and that the parish Incumbent are apprised of any pastoral concerns that should be addressed. Responsibilities: Under the supervision of the Incumbent and the Coordinator of Lay Eucharist Ministers, the Lay Eucharistic Minister is responsible for the following: 1. To ensure that the list of shut-ins for which they are responsible receive the Eucharist using the assigned liturgy and ensuring that the shut-ins receive Eucharist at least once every two months (depending on health and willingness of the shut-in). 2. Documents and reports all visits using the appropriate reporting form. 3. Advise the Rector or Honorary Assistant of any shut-ins who are in need of Priestly Sacraments. 4. Report any problems regarding the Home communion sets to the Coordinator. 5. Log the Home communion sets in and out of the office to be sure that their whereabouts is known. 6. Attend training and orientation to and evaluation of the Lay Eucharistic Ministers and attend annual L.E.M. retreat. 7. Attend any scheduled meetings regarding this ministry 8. To meet with the Incumbent individually at least quarterly or more frequently as required for debriefing and support. 9. To ensure that the Incumbent is aware of those who will receive communion so that the names may be read aloud during the Sunday service. 10. Lay Eucharistic Ministers will visit parishioners in pairs unless arrangements are made for the shut-in s family member or friend to be present (they may also participate) or another suitably screened parishioner may accompany the L.E.M. on the visit. Criteria for selection: what skills are needed or would be useful? What interests might it appeal to? Are there personality traits that would be an asset in doing this position? Lay Eucharistic Minister will demonstrate skills in leading worship and communication, and a love for and understanding of the sacraments. Due to the nature of working with vulnerable people and the potential for being in individuals' homes, the position is considered 'high risk' position for purposes of screening in faith. The Lay Eucharistic Minister must have a criminal reference check if they are going to do home visits. The Lay Eucharistic Minister attends corporate worship services on a regular basis and is a regular communicant of the Anglican Church. Page 53

172 Term of Office: What is the time frame? Is it renewable? How often? The term of the position is two years and is renewable Reimbursement: what financial costs are covered? Specific requests for which there is no budget may be made to the Incumbent. Support: what training is provided? Who is responsible for this position? Who supports the person doing it? The Coordinator of Lay Eucharistic Ministers will be train Lay Eucharistic Ministers and meet with them frequently as necessary to discuss their ministry and any concerns. Time commitment: how many hours a week/days a month? Is there a concentrated period of work? Regular attendance at Parish worship One to two hours per week Two hours every 3 months to meet with the Incumbent or designate and the other Eucharistic Ministers Attends the installation service annually Benefits: what satisfaction might a person get from this position? How might it be an avenue for discovery or development of gifts? How might this position assist a person to live as a baptized Christian? Opportunity to let God use you to maintain the sacramental connection with the parish community and those who are sick or shut-in. This position impacts the quality of worship life and interpersonal relationships of those who are shut-in and the community. There is an opportunity to be part of an exciting, dynamic and important ministry. Level of Risk: LOW MEDIUM HIGH High Page 54

173 Position Title: Altar Guild Member Purpose of this Ministry: To prepare the Altar, Chancel, and other parts of the church in preparation for a service. Term (period for which person should feel committed to this Ministry): At least 2 years. Activities, Tasks, and Responsibilities: Mandatory (must do): On schedule, set up before services; clean up after services; ensure that all worship supplies are on hand, or notify the responsible person. Possibly (may do): Attend Altar Guild meetings; assist with decorating the church for festivals such as Thanksgiving, Easter, Christmas. Time commitment expected: (hours per week or month) On average, 3 to 4 hours per month. Boundaries & Limits (if any): All decorations must be consistent with the place and the occasion. Skills, Experience and Qualifications needed for this Ministry: Personal Traits and Qualities needed for this Ministry: Interest and a desire to serve; a careful, prayerful desire to prepare church for worship. Orientation and Training Recommended: Appropriate training as directed by the Altar Guild Coordinator and the Incumbent. Be teamed with an experienced partner. Support, Supervision and Evaluation Expected: Bi-monthly training meetings and memos. Benefits to the person performing the Ministry: A sense that personal efforts make a difference to worship in the community. Learn about the use and meaning of various sacred items while using gifts and talents in the Lord's service. Level of Risk: LOW MEDIUM HIGH Low Page 55

174 Position Title: Member of Anglican Church Women (ACW) Purpose of this Ministry: To unite all Anglican women in fellowship, worship, and Christian service. Term (period for which person should feel committed to this Ministry): All women members of an Anglican Church are automatically members of the ACW. At least one year of attendance. Unlimited length of time. Activities, Tasks, and Responsibilities: Mandatory (must do): Chair ensures that meetings and projects are organized. Treasurer keeps financial records and provides a yearly accounting. Possibly (may do): Members may attend monthly meetings and assist with projects from time to time. Time commitment expected: (hours per week or month) Irregular. Could range from 2 to 10 hours per month. Boundaries & Limits (if any): Projects must be suitable for a church setting and for a church sponsored group. Skills, Experience and Qualifications needed for this Ministry: None necessary. Personal Traits and Qualities needed for this Ministry: A desire to join with other women in service and fellowship. Orientation and Training Recommended: None necessary. Support, Supervision and Evaluation Expected: There is support from the Deanery and from the Diocese. An individual member can expect support from the other members. Benefits to the person performing the Ministry: The good feeling that comes from knowing that you are using your gifts in Christ's service while helping your church and other people. Level of Risk: LOW MEDIUM HIGH Low Page 56

175 Position Title: President, Brotherhood of Anglican Churchmen Purpose of this Ministry: To provide leadership to the men of the parish and help to provide a forum wherein the men can support selected parts of the parish. Term (period for which person should feel committed to this Ministry): One year Activities, Tasks, and Responsibilities: Mandatory (must do): Maintain contact with and support the Deanery BAC. Organize local BAC meetings and provide leadership. Possibly (may do): Lead in the undertaking of fundraising. Time commitment expected: (hours per week or month) About two hours per month. Boundaries & Limits (if any): All activities must be suitable for a church setting and for a church sponsored group. Skills, Experience and Qualifications needed for this Ministry: Organizational and leadership abilities. At least 2 years active membership. Personal Traits and Qualities needed for this Ministry: Personable and caring person, committed to the church. Orientation and Training Recommended: None needed. Support, Supervision and Evaluation Expected: Supported and evaluated by the membership on an ongoing basis. Benefits to the person performing the Ministry: A satisfied feeling of leading the men of the parish to assist its growth. Level of Risk: LOW MEDIUM HIGH Low Page 57

176 Position Title: Member of the Corporation Purpose of this Ministry: Represents the Vestry in the management of the daily business of the Church, from a variety of organizations, interests, and sectors, along with the wardens and the Incumbent. Term (period for which person should feel committed to this Ministry): Minimum of one year. Activities, Tasks, and Responsibilities: Mandatory (must do): Attend Corporation meetings regularly and express views as well as comment on other views expressed. Vote on motions put forth. Encourage and welcome new parishioners. Provide leadership within the church community. Possibly (may do): Be regularly observant for ways in which the Church's business can be more effectively managed. Time commitment expected: (hours per week or month) Three to five hours per month. Boundaries & Limits (if any): Must conduct himself or herself in a manner of Christian business-like leadership. Must refrain from voting on any matter that may appear to be a conflict of interest for whatever reason. Skills, Experience and Qualifications needed for this Ministry: Some knowledge of the Church and its constituents. Personal Traits and Qualities needed for this Ministry: A dedication to the purpose of the ministry and a willingness to participate in an honest, committed, and unbiased fashion. Orientation and Training Recommended: Be a member of the Church and preferably some experience with one of the groups in the Church. Support, Supervision and Evaluation Expected: By the wardens and the vestry. Benefits to the person performing the Ministry: Personal satisfaction from knowing you are part of the reason that the business of the Church runs well. Level of Risk: LOW MEDIUM HIGH Low Page 58

177 Position Title: Choir Member Purpose of this Ministry: To use music to communicate the central message of the Gospel of Jesus Christ, reflect styles and musical tastes of present day society, and show emotion through musical variety. Term (period for which person should feel committed to this Ministry): At least 2 years and as long as the voice is clear and in tune. Also as long as the person is able to commit to practices and services. Activities, Tasks, and Responsibilities: Mandatory (must do): Put energies into the hymns, psalms, and anthems to deliver the mood and theme for the day. Possibly (may do): Offer instrumental music to enhance the community's worship. Time commitment expected: (hours per week or month) Four hours per week. (on average) Boundaries & Limits (if any): Skills, Experience and Qualifications needed for this Ministry: Ability to sing and be committed to practices and Sunday services. Personal Traits and Qualities needed for this Ministry: Love of the liturgy and music to express our love of God. Orientation and Training Recommended: Practice twice weekly. Support, Supervision and Evaluation Expected: Support and supervision by Choir Director and Incumbent, as well as wardens. Benefits to the person performing the Ministry: A good feeling from using music to unite people of faith, to communicate good news, and to lift up our hearts to God. Level of Risk: LOW MEDIUM HIGH Low Page 59

178 Position Title: Coffee Hour Conveners Purpose of this Ministry: To provide refreshments during a time for fellowship after the service. To welcome newcomers and visitors. Term (period for which person should feel committed to this Ministry): Unlimited term. At least one year, according to personal agenda. Activities, Tasks, and Responsibilities: Mandatory (must do): Convener must provide coffee, tea, juice, and snacks on scheduled Sunday - or arrange for a replacement. Clean up afterward. Coffee Hour chair must prepare a yearly schedule, purchase supplies, and maintain a yearly accounting of donations and expenses. Possibly (may do): Convener may vary the snacks to suit personal taste. Provide a warm welcoming presence for all during Coffee Hour. Time commitment expected: (hours per week or month) One Sunday every 3 months for two hours each time. Boundaries & Limits (if any): Snacks must be appropriate for the occasion. Skills, Experience and Qualifications needed for this Ministry: Familiarity with kitchen, stove, and coffee makers. Personal Traits and Qualities needed for this Ministry: Friendliness, enthusiasm, and enjoyment of people. A need to work safely in the kitchen. Orientation and Training Recommended: Work with an experienced provider once or twice. Support, Supervision and Evaluation Expected: Other convener should be ready to assist. Benefits to the person performing the Ministry: Appreciation by the congregation for providing a warm atmosphere after the service. Level of Risk: LOW MEDIUM HIGH Low Page 60

179 Position Title: Flower Delivery Purpose of this Ministry: To deliver Altar flowers to those on the church list who are unable to attend services, and to help those people know that they are remembered. Term (period for which person should feel committed to this Ministry): At least one year. Activities, Tasks, and Responsibilities: Mandatory (must do): 1. Ensure that flowers are delivered evenly. 2. Notify the convener and the Incumbent if you meet with an uncomfortable situation or one that is suspicious in any way. 3. Contact convener if not able to carry out duties. Possibly (may do): 1. Have someone assist you with delivery. 2. Visit with resident for several minutes. Time commitment expected: (hours per week or month) About 30 minutes following 10:30 service every seventh week. Boundaries & Limits (if any): Remember that you are not there to counsel in any way. Respect the wishes of the resident if he or she does not want to receive you or the flowers. Those delivering flowers must keep in mind that if they choose to visit beyond delivering flowers they will have become "visitors" and thus their risk will greatly increase. Skills, Experience and Qualifications needed for this Ministry: A valid driver's license and access to a vehicle. Personal Traits and Qualities needed for this Ministry: Friendly sincerity when visiting the residents. Personal commitment to ensure that the flowers are delivered, when you are scheduled. Orientation and Training Recommended: Preparation by the convener or the Incumbent about recognizing some of the "uncomfortable and suspicious situations" that could arise. Support, Supervision and Evaluation Expected: Assistance of convener when requested. Benefits to the person performing the Ministry: Satisfaction and self respect from knowing that you helped make a person's life just a little bit better. Level of Risk: LOW MEDIUM HIGH High Page 61

180 Position Title: Fundraising Committee Chairperson Purpose of this Ministry: To lead the effort to raise funds for the general account by way of special projects. Term (period for which person should feel committed to this Ministry): At least one year. Open ended. Activities, Tasks, and Responsibilities: Mandatory (must do): Lead the committee. Assist the committee members and others with the organizing and presentation of events. Collect the money raised and provide the Corporation with an accounting after each event. Possibly (may do): Provide ideas for fundraising events. Time commitment expected: (hours per week or month) Six to eight weeks per year. Boundaries & Limits (if any): Ensure that all events are suitable for church sponsored events. Don't interfere with fund raising or other efforts by other people within the church. Skills, Experience and Qualifications needed for this Ministry: Good planning abilities. Ability to handle money, create enthusiasm, lead volunteers, and create reports. Personal Traits and Qualities needed for this Ministry: Dedication. Willing to work hard when the event is at hand. Ability to create a vision of the event that is being planned, so that all steps are included. Able to work with others. Orientation and Training Recommended: Be given a good picture of what needs to be done and what has been accomplished in the past. Support, Supervision and Evaluation Expected: Expect that people who are asked to assist will do that and do it well. You will be evaluated on an ongoing basis by the results produced. Benefits to the person performing the Ministry: Personal satisfaction from doing a job well. Getting to know some of the parishioners in a different setting. Level of Risk: LOW MEDIUM HIGH High Page 62

181 Position Title: Greeter Purpose of this Ministry: To welcome parishioners and visitors as they enter the Church. Term (period for which person should feel committed to this Ministry): At least two years. Activities, Tasks, and Responsibilities: Mandatory (must do): 1. Direct persons to Sunday School or sanctuary entrance. 2. Obtain name and address of first time attendees and give to chair of Caring Fellowship Committee. 3. Ensure that a name tag is produced for new members after appropriate number of visits to church. 4. Make people feel welcomed to our church. Possibly (may do): Time commitment expected: (hours per week or month) One half hour on scheduled Sundays. Boundaries & Limits (if any): Skills, Experience and Qualifications needed for this Ministry: Enjoy welcoming people to the church. Personal Traits and Qualities needed for this Ministry: Pleasant personality. Greet adults and children in a manner that says that we are glad that they came to our church. Orientation and Training Recommended: Attend greeters' workshop. Work with an experienced greeter for first once or twice. Support, Supervision and Evaluation Expected: Attend greeter workshops. Benefits to the person performing the Ministry: Knowing that you are helping people, as well as feeling satisfied. Level of Risk: LOW MEDIUM HIGH Low Page 63

182 Position Title: Intercessor Purpose of this Ministry: To intercede with prayer for another, thus helping bring that person into the presence of God. Term (period for which person should feel committed to this Ministry): At least 2 years. Activities, Tasks, and Responsibilities: Mandatory (must do): Attend regular meetings. Be available when scheduled or find a substitute. Possibly (may do): Time commitment expected: (hours per week or month) Two and a half (2½) hours per month. Boundaries & Limits (if any): Must be prepared for each occasion. Skills, Experience and Qualifications needed for this Ministry: Be a good reader and speaker. Personal Traits and Qualities needed for this Ministry: Be willing to serve and committed to prayer. Have a voice that can be heard clearly. Orientation and Training Recommended: Attend scheduled workshops and meetings. Support, Supervision and Evaluation Expected: Monthly prayer meetings. Benefits to the person performing the Ministry: A deepening of Faith and a feeling of caring for others. Level of Risk: LOW MEDIUM HIGH Low Page 64

183 Position Title: Investment Trustee Purpose of this Ministry: To create gain on the investments in order to use the gain for general expenses or specified requests. Term (period for which person should feel committed to this Ministry): At least 3 years but open ended at the pleasure of the Corporation. Activities, Tasks, and Responsibilities: Mandatory (must do): 1. Check interest rates available and "floating rate" investments. 2. Be aware of due dates of investments. 3. Visit Brokers and Banks regularly to keep abreast of possibilities. 4. Cause money to be invested when appropriate. 5. Keep Corporation aware of progress of investments in writing. 6. Make investment recommendations to Corporation. 7. Follow church's investment policies and guidelines. Possibly (may do): 1. Use another person to check rates. Time commitment expected: (hours per week or month) Varies as needs are presented. About 5 hours per month. Boundaries & Limits (if any):must invest only in investment types approved by the Finance Committee and the Wardens. Skills, Experience and Qualifications needed for this Ministry: Must have reasonable knowledge and understanding of types of investments available. Personal Traits and Qualities needed for this Ministry: Able to build good quality relationships with bankers and brokers. Must be honest and reliable. Orientation and Training Recommended: Must be made aware of the present investments, their purpose, and the key investment advisors. Support, Supervision and Evaluation Expected: To be supported by the Finance Committee and evaluated annually by the Wardens and the Corporation. Monthly report to the Finance Committee and the Corporation will be an ongoing evaluation. Benefits to the person performing the Ministry: 1) Meeting a variety of people. 2) Enjoyment and satisfaction knowing that you are doing a very important Ministry within the Church. 3. Opportunity to learn more about investing. Level of Risk: LOW MEDIUM HIGH High Page 65

184 Position Title: Lay Administrator Purpose of this Ministry: To assist the celebrant with the administration of the Holy Eucharist. Term (period for which person should feel committed to this Ministry): At least 2 years. Activities, Tasks, and Responsibilities: Mandatory (must do): Be available when scheduled or find a replacement. Possibly (may do): Time commitment expected: (hours per week or month) Fifteen minutes per scheduled week. Boundaries & Limits (if any): Dress with respect to the ministry and the place. Be recommended by the Incumbent and approved by the Corporation. Skills, Experience and Qualifications needed for this Ministry: Baptized and a member in good standing. Personal Traits and Qualities needed for this Ministry: Willingness to serve and a reverence for the sacrament and the sacred moment. Physically able to perform this ministry. Orientation and Training Recommended: Training provided by the Incumbent and paired with an experienced person. Support, Supervision and Evaluation Expected: As provided by the Incumbent. Benefits to the person performing the Ministry: A deepening of Faith by experiencing the Lord's Supper more fully. Level of Risk: LOW MEDIUM HIGH Low Page 66

185 Position Title: Nursery Care Giver Purpose of this Ministry: To provide nursery care for children under 3 years of age while parents are attending services. Term (period for which person should feel committed to this Ministry): At least one year. Activities, Tasks, and Responsibilities: Mandatory (must do): Ensure that the room is safe and a good environment for toddlers. Keep toys organized, clean, and in good condition. Entertain and play with children. Possibly (may do): With parents' permission, provide snacks and change diapers. Time commitment expected: (hours per week or month) One and a half (1½) hours per week. Boundaries & Limits (if any): Don't leave children alone at any time. Always have an adult or teen helper. Do not feed children without obtaining permission of parents and information about any allergies. Do not change diapers without parents' permission. Skills, Experience and Qualifications needed for this Ministry: Basic parenting skills. Personal Traits and Qualities needed for this Ministry: Love children and appreciate the nature of the average child. Ability to put a smile on your face when circumstances seemingly dictate otherwise. Orientation and Training Recommended: Any training about the care and development of infants. Support, Supervision and Evaluation Expected: Care of room, replacement of toys, volunteers to assist from time to time. Support and evaluation by Youth Minister from time to time. Benefits to the person performing the Ministry: Parents show their thanks for their 1½ hours of peaceful worship. Level of Risk: LOW MEDIUM HIGH High Page 67

186 Position Title: Pastoral Care Giver Purpose of this Ministry: To provide consistent spiritual care to all hospitalized parishioners. Term (period for which person should feel committed to this Ministry): Two years. Activities, Tasks, and Responsibilities: Mandatory (must do): Visit parishioners in the local hospital at least weekly, as well as when called to attend. Possibly (may do): Visit for an extended period (if appropriate) or more often. Ask patients if they would like to be on our prayer list. Time commitment expected: (hours per week or month) About one hour per week. Boundaries & Limits (if any): As agreed upon from time to time with the Incumbent. Know when to recognize that the patient should be visited by the Incumbent. You are not there to counsel but to visit. Skills, Experience and Qualifications needed for this Ministry: Be able to listen and to pray with people. Personal Traits and Qualities needed for this Ministry: Able to keep a confidence and show compassion. Feel comfortable in a hospital setting. Orientation and Training Recommended: Structure of a prayer. How to listen. Value of visits to patients. Recognition of when to leave. Support, Supervision and Evaluation Expected: Provided by the Incumbent in the above areas and others. Benefits to the person performing the Ministry: Personal skills are developed and enhanced. Faith is deepened. Level of Risk: LOW MEDIUM HIGH High Page 68

187 Position Title: Presenter Purpose of this Ministry: On behalf of the Congregation, present the communion bread and wine at the altar. Term (period for which person should feel committed to this Ministry): One year. Person can remove name from the list at any time. Activities, Tasks, and Responsibilities: Mandatory (must do): Be available when name comes up or find a substitute, and execute the task as outlined in the Purpose (above). Possibly (may do): Time commitment expected: (hours per week or month) Five (5) minutes every few months. Boundaries & Limits (if any): Exercise decorum in keeping with the Holy Eucharist service. Skills, Experience and Qualifications needed for this Ministry: Should have a clear understanding of the Holy Eucharist. Helpful if the person has been confirmed in the Anglican Church. Personal Traits and Qualities needed for this Ministry: Orientation and Training Recommended: Procedure is explained to new Presenters. Support, Supervision and Evaluation Expected: Benefits to the person performing the Ministry: A feeling of value when playing a role in the service of Communion. Level of Risk: LOW MEDIUM HIGH Low Page 69

188 Position Title: Programme Leader Purpose of this Ministry: To help people deepen their understanding of God's word. Term (period for which person should feel committed to this Ministry): Two years. Activities, Tasks, and Responsibilities: Mandatory (must do): Provide and prepare appropriate topics and material. Possibly (may do): Time commitment expected: (hours per week or month): One and a half (1½) hours per week. Boundaries & Limits (if any): Ensure that material is appropriate by checking with Incumbent. Skills, Experience and Qualifications needed for this Ministry: Ability to lead small groups. Basic understanding of material. Personal Traits and Qualities needed for this Ministry: Reliability, organizational skills, commitment. Orientation and Training Recommended: Participation in previous group studies. Support, Supervision and Evaluation Expected: Provided by members of the group and the Incumbent. Benefits to the person performing the Ministry: Develop self-confidence. An opportunity to learn as much as the group or possibly more. Learn more about people. A chance to assist people by sharing. Level of Risk: LOW MEDIUM HIGH Low Page 70

189 Position Title: Warden Purpose of this Ministry: To oversee the organization and execute the affairs of the parish in order that the mission of the parish can be carried out. Term (period for which person should feel committed to this Ministry): Two years, minimum. Activities, Tasks, and Responsibilities: Mandatory (must do): Act as Executive Officers of the Corporation. Attend to all financial affairs of the church. Care for the church building and its contents, the church property, as well as the safety and comfort of all persons using the church building and the property. Possibly (may do): Attend to the spiritual and temporal welfare of the parish in the absence of the Incumbent. Count the weekly offering. Time commitment expected: (hours per week or month) Twenty five to thirty (25-30) hours per month. Boundaries & Limits (if any): Must make decisions and act as in a position of leadership within a Christian church. Skills, Experience and Qualifications needed for this Ministry: Must have reached the age of majority. Must be a regular communicant and involved in church affairs. Personal Traits and Qualities needed for this Ministry: Must be of sound character - honest, discrete, etc. and willing and able to accept the responsibility involved and to work with a broad variety of people, especially the Incumbent and the Corporation. Must be willing and able to devote the time necessary to perform this ministry. Orientation and Training Recommended: A new warden (called deputy warden) is trained for a year by a warden. A new warden should become familiar with the contents of the Information Package that is available and attend all meetings with the Incumbent and other wardens. Support, Supervision and Evaluation Expected: From the Corporation, the Incumbent, and the congregation on an ongoing basis. Benefits to the person performing the Ministry: A sense of meaningful serving and a better understanding of the requirements of the church's operation. Level of Risk: LOW MEDIUM HIGH High Page 71

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191 Diocese of Montreal Anglican Church of Canada DEVELOPING YOUR PARISH MINISTRY DESCRIPTIONS Worksheet 1. Title Print in the usual title for the Ministry being described. 2. Purpose of this Ministry Why does this Ministry exist? What is this Ministry expected to accomplish? 3. Term For how long a period do you expect (or hope) this person will 4. Activities, Tasks, and Responsibilities Mandatory What must the person do in the carrying out of the Optional What additional might the person do or be 5. Time commitment expected How many hours (days, etc.) per month or week should the person expect to devote to this Ministry? Of necessity your figure is an estimate, but every effort should be put forth to make it a reasonably accurate estimate. 6. Boundaries and Limits These are the boundaries that cannot be exceeded. i.e. A youth group leader must not take youth group members away from the Church building without strictly following the guidelines that have been agreed upon. The Secretary/Treasurer can sign on behalf of the Church only for certain items and up to a certain dollar amount. 7. Skills, Experience, and Qualifications needed for this Ministry List only the skills, etc. necessary for fulfilling the Ministry. It is usually a short list. Do not list those that would be ideal, extra, or nice to have. i.e. It might be nice if a choir member had previous choir experience and could read music. But is it necessary in order to join our choir? 8. Personal Traits and Qualities needed for this Ministry Remember the key word is NEEDED, not ideal, or would like to have. We may prefer the person to be a reincarnation of Jesus, but is that what is needed? As well restrict your list to personal traits and qualities, (enjoys working with children, likes challenges, not bothered by unscheduled hours, etc.) not education, experience, etc. 9. Orientation and Training recommended What orientation and training are you recommending for the general person who accepts this Ministry. The actual training and orientation may be different from this list because of the differences among applicants. Keep in mind that you may well be the principal person delivering this recommended orientation or training. 10. Support, Supervision, and Evaluation Expected This means "expected" by the person accepting to undertake this Ministry. Don't promise more than can be reasonably delivered. On the other hand, saying "none" is dangerous and exposes the Church and the supervisor to risks that are best avoided. Quote it in time Page 72

192 intervals (at end of first month, every six months, daily for first month, etc.) and type (Meeting with, written, oral, recorded, staff meetings, etc.) 11. Benefits to the person performing the Ministry This is your challenge to be both creative and realistic at the same time. Remember not all benefits will accrue to all people, but is it reasonable to believe that the benefit may be felt by a person carrying out this Ministry? 12. Level of Risk This must be assigned by you and agreed upon by the Corporation, using the following guidelines: Low Risk: Minimal or no contact with children or other vulnerable people. Medium Risk: Volunteers who work with vulnerable people but are never alone with them. High Risk: Volunteers or staff who have the opportunity to be alone with children, and volunteers who are in a position to exert influence over vulnerable people; and/or volunteers who have the opportunity to misuse or otherwise misappropriate funds that belong to the Church or are intended for use by the Church. Before recommending the risk level, ask yourself if there is a way by which the Ministry can reasonably be redesigned or eliminated in order to eliminate or greatly reduce the risk. Remember, if the Ministry exists, the risk exists, no matter how small. 13. What further steps must be taken as a result of the risk level? Once the Safe Church Coordinator/Committee has assessed the level of risk, they are responsible for obtaining a current Police Records Check or Vulnerable Persons Background check, depending on the nature of the job, and an updated record is required every three years after, should the same individual remain in a medium to high risk position. 14. Thank you for taking on and completing this important task for your Parish. Page 73

193 Diocese of Montreal Anglican Church of Canada Controlling Risk: Self-Assessments, Guides and Bulletins Provided by Ecclesiastical Insurance ADDITIONAL RESOURCES

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195 Diocese of Montreal Anglican Church of Canada Controlling Risk: Self-Assessments, Guides and Bulletins TABLE OF CONTENTS These materials provided by Ecclesiastical Insurance Self-Assessments and Guides Self-Assessment: How Safe is your Place of Worship Risk Control Guidelines for Places of Worship Church Security Self-Assessment Guide Risk Control Bulletins Understand, Manage and Reduce the Risks of Arson Churches Robbed, Communities Devastated Extra Vigilance is Paramount Keeping Cemeteries Safe Protecting Places of Worship, Autumn and Winter Risk Control Protecting Places of Worship, Spring and Summer Risk Control Trip and Fall Prevention Protecting Places of Worship, Fire Safety Protecting Places of Worship, Cold Weather Slip and Fall Prevention Protecting Places of Worship, Lightning Ruptured Pipes Preventing Water Damage Oil Tanks

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197 Self-assessment How Safe is Your Place of Worship

198 At Ecclesiastical, we believe that it s important for places of worship to undertake risk assessments and to record all significant findings. The detailed Guidance Notes that accompany this document can be of great help. Please note that while the items outlined are integral to any assessment, they are included for guidance purposes only and should not be considered as an exhaustive list. 1. Are all electrical systems, including wiring, switchgear and any fixed machinery such as organ blower motors and all portable electrical appliances in good condition and properly maintained? (See Guidance Notes, Section 1.1) YES NO N/A All electrical installations and electrical equipment (including portable appliances) in use within the premises must be installed and maintained in accordance with relevant National Standards, the Canadian Electrical Code, and applicable Provincial and Municipal Building Codes/Standards so as to prevent danger. In order to ensure that electrical systems are safe and maintained in good order, routine inspections must be carried out by a suitably qualified and competent person licensed by the province of jurisdiction. For all electrical construction and maintenance work carried out in a province in Canada, a licensed electrician or supervised apprentices working under the Electrical Installation and Inspection Act for the province of jurisdiction must be employed. Electrical Test certificate(s) must be issued upon completion of said inspections and any subsequent remedial work which may be required must be carried out. It is normal practice to recommend that fixed electrical systems and electrical equipment in premises such as yours be inspected and tested every five years. Records must be kept of all inspections, examinations and maintenance carried out. Any defective wiring or equipment must be brought up to the relevant standard required under the Municipal, and/or Provincial, and/or National Codes. For general reference, electrical rooms or panel areas must be kept clear of combustibles and items in general that are too close to the panel and may represent a fire hazard or impede access to the panel. An electrical room or panel area must not be used for general storage. Canadian Electrical Code, Rule (2) states: Vaults shall not be used for storage purposes. You must keep a 1 metre (3.28 feet) clear working space around electrical panels and equipment. Canadian Electrical Code, Rule states that, a minimum working space of 1 metre with secure footing shall be provided and maintained about electrical equipment such as switchboards, panel boards, control panels, and motor control centres that are enclosed in metal. Circuit breakers should not be locked or taped open. A breaker responds to heat buildup within the wiring and must be allowed to move freely in order to prevent a fire due to overload. 1 Self-Assessment How Safe is Your Place of Worship

199 2. Do you have procedures in place for the vetting of persons working with children, young people and vulnerable adults? (See Guidance Notes, Section 2.1) It is most important that adequate safeguards are adopted and adhered to when selecting persons wishing to work with children and/or vulnerable adults. We strongly recommend reference, police and background checks be completed in all instances where new staff and volunteers want to be involved with children. YES NO N/A 3. Do you have procedures in place for fetes and other outdoor activities? (See Guidance Notes, Sections 2.2, 2.3) There are various hazards associated with such things as bouncy castles, fireworks and charity walks. Do you have appropriate protocols in place for any events being staged at your facility? 4. Do you have a system in place for the recording of accidents and the reporting of injuries, diseases and dangerous occurrences? (See Guidance Notes, Section 3) We strongly recommend your place of worship adopt a formal accident/ incident reporting policy. Where possible, you should obtain written statements from any witnesses and record relevant contact information. A sample accident/incident report form is available from Ecclesiastical. 2 Self-Assessment How Safe is Your Place of Worship 5. Do you have formal safety procedures in place if your facility is used for public performances and for major services throughout the year? (See Guidance Notes, Section 7.1) If your place of worship is regularly used for concerts and services, a written policy should be in place detailing matters such as evacuation procedures, training of stewards, volunteers and others in the use of fire extinguishers and other equipment. Consideration should also be given to the installation of an automatic fire alarm system and a public address system for giving instructions in the event of an emergency. 6. Have you carried out an assessment and survey, if necessary, to determine the location and condition of any asbestos and prepared a management plan? (See Guidance Notes, Section 7.2) Some places of worship may still have asbestos used as insulation, pipe lagging and fire protection. It is essential that the material be in good repair, with no breaks or exposed areas which may be hazardous to the health of visitors and contractors. A management plan can then be implemented to enable the asbestos to remain safely on the premises, or to be removed. Asbestos can only be removed by a contractor licensed to carry out asbestos abatement within the required guidelines for your province and/ or municipality.

200 7. Have assessments been carried out on areas where there is the risk of falls from a height and appropriate measures taken? (See Guidance Notes, Section 7.3) Careful consideration must be given before allowing persons to visit any high level areas of your building. Adequate signage and guidelines must be drawn up. Balconies, galleries and choir lofts should have railings installed which meet the minimum height requirements of your province of jurisdiction, and those areas not meeting the prescribed height should have restricted access until the situation has been rectified. Working off step ladders or high ladders in general is discouraged when changing light bulbs in facilities with high ceilings. Alternatives should be explored and always ensure a minimum of two persons are involved when changing light bulbs in your facility. YES NO N/A 8. Has an assessment been carried out on any catering/food preparation to ensure compliance with food hygiene regulations? (See Guidance Notes, Section 7.5) Many places of worship hold events where food preparation is undertaken, sometimes only on occasion and others on a daily basis. Proper training in food handling techniques and equipment should be undertaken as prescribed by local authorities. 9. Has an assessment been carried out on manual handling operations? (See Guidance Notes, Section 7.6) In many places of worship, there is a constant moving of chairs, staging, pianos etc. to cater to different layouts and services throughout the year. We recommend the risk of injury be reduced through adequate training and through the use of mechanical aids as required. Whenever possible, manual handling should be avoided altogether. 10. Are the grounds and yard including sidewalks, driveways, steps, fences, walls and trees in good repair and properly maintained? (See Guidance Notes, Sections 8 & 9) Particular attention should be given to exterior walkways, paths and parking areas subject to frost damage. All areas should be free from potholes and large cracks which may be subject to height changes due to the freeze/thaw cycle. Stairs should be clean, with adequate railings (firmly secured) and free from obstacles. Walls, fencing and gates must be kept in good repair, and trees should be subject to annual inspections and maintenance by qualified person(s) to prevent falling branches which could damage your building or the property of others. Where graveyards are part of the grounds, gravestones, tombs and monuments must be maintained in a safe condition. Although tombstones are the responsibility of the family, you may be responsible where family cannot be located, and you also have general liability for the safety of the grounds. 3 Self-Assessment How Safe is Your Place of Worship

201 11. Are floor surfaces and coverings in good condition and properly maintained? (See Guidance Notes, Sections 8 and 9) Slipping, tripping and falling are a major cause of injuries. You must ensure that there are no unexpected changes in floor levels or stair heights and that floor surfaces are not sunken, cracked or damaged. Carpet runners and mats should sit flat and preferably be secured. Wet Floor signs should be used and good housekeeping practices established. YES NO N/A 12. Are all stairways (both inside and out) in good condition and well lit? (See Guidance Notes, Section 8.1.1, 8.1.2, 8.2) Stairways must have adequate handrails securely attached and be well lighted. It is good practice to affix non-slip treads and to paint the edge/ bull nose of each step to designate the height change. Motion-sensitive lighting is recommended for all exterior areas and stairwells. 4 Self-Assessment How Safe is Your Place of Worship 13. Does your organization have a written Health & Safety policy? Health & Safety legislation also applies to places of worship. In Ontario, where there are 5 or more employees, a Health & Safety representative must be appointed. Where there are 20 or more employees, a Health & Safety Committee shall be formed. Requirements may vary across the country and it is recommended that you check your own provincial legislation in this regard. It is the duty of every employee, including part-time employees such as organists, caretakers and administrators, to take reasonable care for their own safety and that of other persons who may be affected by their acts or omissions. With a large majority of institutions relying on volunteers, a written Health & Safety policy is essential in ensuring a safe environment for all. 14. Have assessments been carried out on all substances hazardous to health and controls put in place where necessary? Substances most likely found in places of worship are gasoline, pesticides, insecticides, weed killers, fertilizers and cleaning products. All hazardous substances must be stored and used in accordance with the manufacturer s instructions. Consideration should be given to replacing dangerous substances with less hazardous (Green) alternatives. Towers may be subject to pigeon droppings which can be hazardous to health and may cause the disease psittacosis. Specialist advice should be obtained. 15. Do you have regular inspections of lifting equipment? Many places of worship have large, heavy and ornate font covers, candelabra and sanctuary lamps which may be raised or lowered by a system of pulleys and counterweights. Winches and lifting equipment may also be found in towers for raising and lowering bells and other materials. We recommend a qualified person(s) inspect the equipment on an annual basis.

202 16. Has an assessment been carried out to ensure there is no risk of injury from glass in doors and windows? We recommend the installation of safety glass in all windows below waist height and in doors below shoulder height and elsewhere if there exists the likelihood of injury. Places of worship built prior to the 1970s may well have low level glass that should be upgraded. YES NO N/A 17. Is all equipment, machinery, tools and other items in good condition and regularly maintained, checked and repaired? Inspections should be carried out by suitably qualified person(s) on all equipment, tools and machinery whenever the equipment is likely to become unsafe due to environment, damage or wear. Persons using the equipment should be provided with adequate instruction, information and training in the safe use of same. Boilers and other heating equipment should be inspected at the beginning and end of the heating season. Lawnmowers and other items used for yard and grounds maintenance must be regularly checked and serviced and personal protective equipment such as visors and gloves must be available and in good repair. 5 Self-Assessment How Safe is Your Place of Worship

203 Risk Control Guidelines For Places of Worship

204 IMPORTANT These guidance notes are based on current legislation and generally accepted good practice. Whilst we have tried to make them thorough and informative, if you require any further assistance, please contact your Insurance advisor or Ecclesiastical. This advice is given in good faith and is based on our understanding of current law and best practice. This is not an exhaustive assessment of all aspects of risk management. Please note that each specific property is unique and requires an individual inspection in order to prepare an appropriate and comprehensive risk management report and risk management strategy.

205 TABLE OF CONTENTS 1.0 Plant and Equipment Electrical Storage Circuit Breakers GFI Outlets Knob-and-Tube Wiring Aluminum Wiring Electrical Appliances Surge Protection Boiler/Furnace/Heating Systems Inspection Boiler/Furnace Room Maintenance Chimney Sprinklers Procedures and Protocols Child Protection Emergency Evacuation Premises use by Third Parties Facility Use Agreements, Contracts, etc Business Continuity/Business Interruption Plan Computer Back-up Logs/Forms Accident/Incident Reporting Forms Salting/Snow Removal Logs Work logs Fire and Life Safety Emergency Lighting Exit Doors Exit Signs Fire Extinguishers Inspection Training First-Aid Assistance Smoke Detection (Battery operated) Carbon Monoxide (CO) Detectors Fire Alarms/Security Fire Alarm Security System Lightning Protection Lightning Protection Systems Risk Control Guidelines for Places of Worship

206 4 Risk Control Guidelines for Places of Worship 7.0 Liability Announcing Exits/Conditions Asbestos Changing Light Bulbs Folding Tables Food Safety Proper Food Handling and Preparation Facilities which are only used occasionally for food preparation Facilities used for regular preparation of food Personal Hygiene Food Hygiene Training Food Allergies Manual Handling Oil Tanks Inspection Locks General Slips and Falls Railings Interior Exterior Steps Walkways Parking areas/lots Wet Floors Wet Floor Signs General Considerations Cemeteries/Gravestones/Monuments maintained by the Place of Worship Graffiti Hot Work Permit System Refuse Containers Roof gutters and downspouts Roof Shingles Rummage Sales Shed Locks/Refuse container locks Stained Glass Protection Trees Trees/Shrubs Contact Information... 25

207 1.0 Plant and Equipment Storage 1.1 Electrical We recommend that fixed electrical systems and electrical equipment in places of worship and associated buildings be inspected and tested by a qualified electrical contractor every 5 years to ensure that everything is working well and safely. As a general guide for electrical systems, please consider the following: All electrical installations and equipment, including portable appliances in use, must be installed and maintained in accordance with the Canadian Electrical Code and applicable national, provincial, and municipal building codes/standards. A provincially qualified and provincially licensed electrician must conduct all electrical construction and maintenance work. Upon completion of inspection by the local power authority, a certificate of inspection should be issued. It is important that a certificate of inspection always be provided except in jurisdictions where other inspection criteria are set out. Any defective wiring or equipment must be brought up to the relevant standard required under the respective municipal, provincial, and/or national code. Records must be kept of all inspections, examinations, and maintenance carried out. There are things to watch for that may indicate an electrical problem, including: arcing or sparking at an electrical device, or unusual sounds such as sizzling or buzzing; an item that is hotter to the touch than it typically should be; breakers or fuses continually tripping or blowing; damaged equipment or a damaged wire; discolouration of receptacle or light switch cover plates; lights dimming and brightening; and heat or smoke from any equipment or wiring. Should you see any of these signs, shut your power off and immediately call a licensed and qualified electrician. Unacceptable Perfect Electrical rooms or panel areas must not be used for general storage and should be kept clear of combustibles. Panels must not be obstructed. Canadian Electrical Code, Rule (2) states, Vaults shall not be used for storage purposes. A 1 metre (3.28 feet) clear working space must be kept around electrical panels and equipment as noted below. Canadian Electrical Code, Rule states that: a minimum working space of 1 metre with secure footing shall be provided and maintained about electrical equipment such as switchboards, panel boards, control panels, and motor control centres that are enclosed in metal. 5 Risk Control Guidelines for Places of Worship 1.0 Plant and Equipment

208 1.1.2 Circuit Breakers Knob-and-Tube Wiring Circuit breakers must never be locked or taped open. The only circuit breaker that can be locked open, in many provinces or jurisdictions, is a fire alarm breaker. However, this would need to be checked for each province or jurisdiction before locking a fire alarm circuit open GFI Outlets GFI outlets are required within 1 metre (3.28 feet) of sinks, outdoors, or in damp areas. Risk Control Guidelines for Places of Worship The following is a list of some of the problems or issues associated with knob-and-tube wiring. 1. Grounding: This type of wiring was installed without a grounding conductor. 2. Over-fusing: Fuses in use should be no greater than 15 amps. 3. In-line splices in walls: Knob-and-tube permitted the use of in-line-splices in walls without a junction box. This is not permitted today. 4. Damage and aging: Since there is no casing around the insulation on the conductor, the insulation is directly exposed to chewing or digging insects, vermin, and rodents. Other disturbances may also damage or break the insulation. Aging is another problem. If your facility has knob-and-tube wiring, we urge you to have it inspected immediately by a qualified electrician to be certain your system is operating safely. 1.0 Plant and Equipment

209 1.1.5 Aluminum Wiring The fire shown in photo above started at the connections. Aluminum wiring was prevalent in the 1960s and 1970s. Aluminum wire should only be connected to outlets and fittings designed and marked for aluminum. While many aluminum wires have the word aluminum stamped on them, it is not easy to identify aluminum wiring by simple visual inspection. We always recommend that a licensed, qualified electrician do inspections for such wiring. Some, but not all of the signs of trouble with aluminum wiring are: flickering lights; unusual static on radio or TV; reduced TV picture size; arcing or sparks coming from switches or receptacles; cover plates on switches or plugs that are hot or warm to the touch; plugs and lights that don t work; dead circuits; circuit breakers that trip for no apparent reason; arcing sounds within main distribution panels; melted insulation on conductors near connections; burning plastic odours near plugs or switches or lighting; smoke from switches, plugs, or junction boxes; and, light bulbs that burn out quickly or shine with unusual brightness. If your system has (or may have) aluminum wiring, we urge you to have the wiring, connections, panel, and system in general thoroughly inspected to be certain it is operating safely. Please note that some jurisdictions offer programs for the removal of aluminum Electrical Appliances Recommendation concerning electrical appliances (not a requirement). When replacing items such as electric kettles, coffee makers, hot plates etc., it is best practice to replace those appliances with ones having automatic shut-offs. It is also best practice to unplug these items when not in use. All equipment must display a ULC/CSA label on the appliance case Surge Protection Recommendation regarding Surge Protection (not a requirement). Power surges may be the result of power fluctuations, spikes on power lines, or from lightning, etc. We highly recommend that computers, sound systems, and other valuable electronic equipment be protected with appropriate surge protection devices. A surge arrestor can be installed at your service panel, and you should use portable surge arrestors at the equipment you are protecting. 7 Risk Control Guidelines for Places of Worship 1.0 Plant and Equipment

210 8 Risk Control Guidelines for Places of Worship 1.2 Boiler/Furnace/Heating Systems Inspection Boilers, furnaces, and their associated venting systems (flues, vent pipes, air intakes) need to be inspected, cleaned, and serviced for safety purposes, at least once a year by a licensed heating contractor. Stickers or certificates denoting the last inspection date and the work done should be visible on the boiler or in proximity to the boiler Boiler/Furnace Room Maintenance Boiler rooms and compartments must always be kept clear of all combustible materials and flammable liquids and must not be used for general storage. Unacceptable Perfect No combustibles should be stored in or near a boiler or furnace room or near a boiler or furnace. Combustibles should be kept at least 3 feet, or 1 metre, away from the boiler or furnace to allow clear access by authorities or service personnel in the event of an emergency. Any insulation suspected of having asbestos must be marked and shown on the emergency plan Chimney The chimney and chimney liner should be inspected twice yearly and should be cleaned as required. In the case of a natural gas fired appliance, the chimney must have a liner that meets current standards. There have been incidents of birds building nests in chimneys resulting in carbon monoxide poisoning, chimney fires, and claims for smoke damage. 1.3 Sprinklers Yearly inspections and testing are required with inspection certificates displayed on or near the system, reference NFPA 25 and local ordinances. Sprinkler heads should have no obstructions nearby (e.g., boxes piled too close) that could impede discharge. Sprinkler heads require an 18-inch clearance as per NFPA 13. The sprinkler system should have no materials or combustibles located within 3 feet, or approximately 1 metre, of the controls and should allow ready, unimpeded access to the controls and shut offs for authorities and service personnel. To ensure an adequate water supply in an emergency condition, all fire department connections should have all caps in place. This will help prevent items such as garbage, rocks, etc., from being introduced into the system. 1.0 Plant and Equipment

211 2.0 Procedures and Protocols 2.1 Child Protection A formal Child Protection Policy should be implemented. Employees, all volunteers, the head of your place of worship, and all assistants should be familiar with the policy and the requirements contained therein. This is true where there may be children or at-risk adults as part of religious education training, youth programs or other programs, or circumstances involving youth or at-risk adults. 2.2 Emergency Evacuation An evacuation plan should be maintained and regularly reviewed. Volunteers and staff members familiar with the premises should know their responsibilities during an emergency for safety checking washrooms, meeting rooms, classrooms, offices, balconies if any, and other out-ofsight areas. The Fire Department should attend to do a walkthrough and to assist in putting a plan in place. Special needs persons who may require assistance in exiting should be identified, and consideration should be made to attend to their needs in the event of an emergency. It is always best practice to carry out a mock evacuation under the direction of the Fire Department so that the procedures are known. Floor plans with evacuation routes are important, particularly in facilities with multiple rooms in use such as second floors, balconies, long corridors, washrooms, etc. A floor plan, posted in main areas and frequently used rooms, with evacuation routes noting the location of exits, and marks indicating YOU ARE HERE, can be very helpful for groups and children using the facility. 2.3 Premises use by Third Parties Facility Use Agreements, Contracts, etc. Formal, written facility use agreements are recommended to point out the specific responsibilities of the users. Any areas that are off limits, or any activity or use that is prohibited, should be written down. For example, the prohibited use of wax candles; the use of portable cooking apparatus; open flames; portable heaters etc; or, smoking within the premises. Contracts for renting or leasing the premises should also require proof of current liability insurance by the person, company or group renting or leasing the facility. When hiring any contractors, such as a roofing contractor, snow removal contractor, or general contractor, proof of liability insurance should be requested. Should other third parties use your facility, either gratuitously or by paid rental, it is recommended that a copy of their certificate of liability insurance be secured. These third parties could include groups such as the Girl Guides, Boy Scouts of Canada, Alcoholics Anonymous, Narcotics Anonymous, etc. It is also advisable to be named as additional insured on all third party liability policies. 2.4 Business Continuity/Business Interruption Plan A large loss would result in a significant interruption of facility activities. It is recommended that a contingency plan be put in place to address the need for and temporary usage of alternate buildings or sites that would be suitable for use while restoration or reconstruction efforts were completed. 2.5 Computer Back-up To reduce the potential of losing computer files, consideration should be given to backing up the files on disc, CD, DVD, or a portable Hard Disk Drive or Tape. The back-up data should be stored in a safe location off-site. 9 Risk Control Guidelines for Places of Worship 2.0 Procedures and Protocols

212 3.0 Logs/Forms 3.1 Accident/Incident Reporting Forms Even when a facility is well managed, there is always the chance of an unfortunate accident occurring. In the event of an accident or incident, we recommend that an accident log or incident log be set up to record the details, including the names of the persons involved and their addresses and contact telephone numbers. Names of witnesses, their addresses, phone contact numbers, and their statements of what they saw should also be recorded. The accident or incident log should be kept in a safe, protected location within the place of worship. Where snow removal contractors are used to clear or salt the parking lot areas, they should also be able to provide, if asked for, details of how many cubic metres, or tons of salt or sand & gravel were spread on the parking lot(s). 3.3 Work logs If professional volunteers generally do work for the facility, a record of the work should be kept as though the facility were being billed for the work. This will provide a clear record of what was done and when the work was done, for future reference. This would help both the facility and the insurer should information be required regarding when certain work was completed, and the details of such work. 10 Risk Control Guidelines for Places of Worship 3.2 Salting/Snow Removal Logs If the facility is required to salt or clear steps or walkways, it is recommended that a log be maintained showing the dates and times the steps or walkways were salted or cleared. This is of future importance should a person or person(s) fall or claim to have fallen in front of, or on, your premises. The claim response to such an incident would be paramount upon the presentation of these maintained records to establish due diligence on the part of the facility. For ease of operation, or if multiple persons clear or salt the above areas, a clipboard with the log attached could be provided and kept in an easily assessable area for use as needed. We recommend the implementation of such a log for this upcoming winter season. It is also helpful for the facility to: Note the date, time, weather (including temperature) and any adverse conditions on the exterior of the building i.e. ice, snow build-up, rain or freezing rain, sleet, hail, wind-driven garbage, or debris etc. Make note of what steps were taken to eliminate or improve the conditions noted. Record measurements of materials used to clean the areas or to make them safe. This includes measuring the salt and sand mixture used on icy steps or walkways/sidewalk areas, for example, shovelful, cupful, handful etc. 3.0 Logs/Forms

213 4.0 Fire and Life Safety 4.1 Emergency Lighting Emergency lighting sufficient to light up all exit doors and exit door approaches is recommended. 4.3 Exit Signs Illuminated exit signs are recommended for all exit doors and exit door corridors or approaches. Exit Sign Sample only Emergency lighting should be tested monthly using the test switch, or the button on the side or top of the light casing. This testing is to ensure that the batteries are not burnt out. Any lights found not working should have the batteries replaced as soon as possible. The emergency lighting in general should be tested on a yearly basis under simulated power failure or electrical fault conditions as well. The batteries should be tested to ensure they provide at least 30 minutes of steady illumination. 4.2 Exit Doors All exit doors should be equipped with push bars or panic bars as a means of easy escape. If an exit can be used or is used as an emergency exit, you will want to make certain the door or doors can be easily opened and closed. All exit doors need to be kept clear of materials or goods blocking the stairs or door access. In the case of exits in general, if the doors do not have panic bars/push bars, we recommend that during services or events at the facility such doors be either held open or the locks/door handles locked or fastened open so that a simple push against the door will open it. This would allow exit by a person or persons unable to unlock a door or turn a doorknob because of injury or disability. Combination exit sign/emergency light While paper signs are better than no signs at all, the concern is that paper signs are not a permanent fixture and therefore easily removed. In the event of an emergency, light failure may not provide visible evidence of the exit locations. Regular inspection of the exit signs is recommended, on a monthly basis if possible. All burnt out bulbs or dead batteries should be replaced immediately, or as soon as possible after their discovery. 11 Risk Control Guidelines for Places of Worship 4.0 Fire and Life Safety

214 12 Risk Control Guidelines for Places of Worship 4.4 Fire Extinguishers Inspection A licensed fire extinguisher contractor should inspect fire extinguishers yearly. As a minimum, fire extinguishers should be placed on every level and close to areas that have lit candles in use, etc Training Your facility should introduce a training program for staff (including summer staff) and several regular facility attendees on the use of portable fire extinguishing appliances in the facility. You can get assistance from either the firm carrying out the annual maintenance of the extinguishers, or the local Fire Department s Fire Prevention Officer, and/or through the Office of the Fire Marshall for your jurisdiction. 4.5 First-Aid Assistance To be prepared for an emergency, several regular service attendees and/or employees should be instructed in the location and use of first-aid kits. Also, a number of regular attendees and/or employees who have first-aid training or a medical background should be approached and asked if they could assist in the event that someone requires first-aid before, during, or after a service or event. Automatic External Defibrillators (AED s) Many facilities are now investing in an Automated External Defibrillator (AED) for their premises. These units are very inexpensive, totally automatic, and simple to use. Please note that proper training in their use would be required. Provincial First-Aid Training requirements, and Federal First Aid Training Requirements under the Canada Labour Code, have set out minimum requirements for first-aid training and first responders to now include AED training. Certified first-aid training centres in your area may offer certified AED training, and it is recommended you check with the supplier about proper training. Licensing information about specific AEDs may be checked through Health Canada s Medical Devices License Listing Smoke Detection (Battery operated) Smoke detectors used should be CSA approved or ULC tested (stamped). Smoke detectors should be fitted and located in accordance with the instructions enclosed with the detectors when purchased. The detectors should be checked at least monthly but preferably weekly by pressing the test button. If there are batteries, they should be changed as necessary, but it is recommended that they be changed a minimum of twice yearly. An easy way to remember to change the batteries is to do so at the beginning and end of Daylight Savings Time each year. The inside of the detector should be vacuumed regularly to ensure that dust is not blocking the sensor chamber. Buildings should have detection on all levels and in all kitchens and boiler/furnace rooms. Do not forget to include the attic space as a level in all buildings. Tenants in rented buildings should be made aware that detectors need to be checked monthly and maintained, as above, by the building owner and/or the tenant as is pre-arranged or set out in the lease. Detectors that are older than 10 years should be replaced. When they are replaced, dual ionization/ photoelectric units should be installed. These dual units respond to a broader range of fire types and can provide an earlier fire warning to occupants Carbon Monoxide (CO) Detectors Any buildings with boilers or furnaces that burn fossil fuel (where persons work or sleep, or where occupied by children or other members) should be equipped with carbon monoxide (CO) detection. CO detectors should be checked monthly and as part of your annual boiler/furnace and flue cleaning/service. 4.0 Fire and Life Safety

215 5.0 Fire Alarms/Security 5.1 Fire Alarm We recommend that you have a monitored fire alarm (if budget permits), as a means of allowing the fastest response time in the event of a fire. Fire alarm panels, and systems in general, require yearly inspection and certification by the installation or service company. The inspection certificates should be displayed near or on the alarm. 5.2 Security System A monitored security system is an inexpensive way to protect your facility against break and enter, theft, interior vandalism, or malicious mischief. Should a monitored system be implemented, as a point of reference, we recommend the following: The system should be installed and maintained by a ULC listed company in accordance with all relevant National and Provincial Standards and Codes of Practice. The system should combine notification locally by audible sounder(s) with the automatic transmission of alarm and fault signals to an alarmmonitoring centre (also operated by a ULC listed company). When local audible sounders are incorporated, these should be configured to operate instantaneously. The external bell should be self-activating and incorporate a strobe light, if possible. The bell should also be situated well out of reach of the ground and face the main road. The housing should have no projections that would allow attachment of chains, wires, or ropes, or blocking with foam. An internal loud tone bell or siren should also be fitted. If you decide to implement such a system, please contact a ULC listed Intruder Alarm installation and maintenance firm to carry out this work. 13 Risk Control Guidelines for Places of Worship 5.0 Fire Alarms/Security

216 6.0 Lightning Protection 6.1 Lightning Protection Systems The CSA standard for Lightning Protection places houses of worship among the highest risk buildings to be struck by lightning. This is because of their construction, height, size, and the presence of spires or steeples in some cases. Where lightning protection systems are in place, the system must be installed properly. The lightning protection system is not protecting the building if the air terminals/lightning rods are not properly grounded or bonded to other metal objects such as vent stacks, eaves trough, oil tanks, furnaces etc. immediately by a competent and licensed lightning protection company. The question is frequently asked: Can we remove the system? A working system affords considerable protection to the building, and we would strongly recommend against removing it. The building owner will also want to consider that the cost of installing the system has been paid for and that the cost for removal of the system in many cases can be 1/2 of the cost (or greater) of repairing the system that already exists. Recommendation regarding Surge Protection Power surges may result from fluctuation of power, spikes on power lines, or from lightning, etc. We highly recommend that you protect your computers, sound systems, and other valuable electronic equipment with appropriate surge protection devices. A surge arrestor can be installed at your service panel, and you should use portable surge arrestors at the equipment you are protecting. 14 Risk Control Guidelines for Places of Worship Lightning protection systems in Canada are required to be installed under CSA Standard CAN/CSA-B72- M87 Installation Code for Lightning Protection Systems, and are governed by the Electrical Installation and Inspection Act for most provinces. Section A5.1 of the Installation Code for Lightning Protection Systems sets out recommendations that an annual visual inspection be made of the system and that the system be thoroughly inspected every 5 years. After a thorough inspection of your lightning protection system if the building currently has a system that has not been inspected in the past 5 years and corrections thereafter of any deficiencies, building management should undertake an annual visual inspection of all conductor cables/lines from the air terminals (commonly referred to as lightning rods) to the ground. Particular care is required following building work or after visitors have been allowed on the roof. Any break in the cables or lines needs to be repaired 6.0 Lightning Protection

217 7.0 Liability 7.1 Announcing Exits/Conditions Some places of worship announce the location of the exits before each worship service. This is an excellent practice and an excellent way of equipping persons in your facility with information that could prove very important in an emergency. It is also an excellent practice to remind regular attendees and visitors to be careful about conditions outside such as ice, snow, rain (i.e. slippery), when they are leaving service. 7.2 Asbestos It is the building owner s responsibility to manage asbestos in the building. While it is not specifically required that you remove the asbestos, an asbestos assessment will be needed to determine the location and condition of all asbestos. A management plan can then be implemented to enable asbestos either to remain safely on the premises or to be removed. This detail must also be included in your emergency fire plan. Your local authority will likely be able to provide you with advice on asbestos management. Information on the location and condition of asbestos needs to be made available to anyone likely to work on or disturb it. This information also needs to be made available to the emergency services should they have to respond to deal with an emergency in your facility. To avoid exposing contractors and others to asbestos, a survey of the building should be undertaken (before any work is done that may involve working with insulation that may be asbestos) and a register produced and maintained noting the location, form (e.g. lagging, ceiling tiles, partition board, etc.), condition, and type of asbestos, if any. Contractors, workers, or emergency responders need to be advised of the presence of asbestos and what precautions should be taken. Asbestos may only be removed by a licensed contractor who is competent and able to carry out asbestos abatement within the required guidelines for your province and/or municipality. 7.3 Changing Light Bulbs Working on stepladders, or high ladders in general, is discouraged when changing the light bulbs in facilities with high ceilings. Alternatives should always be investigated. There should always be at least 2 persons involved in changing light bulbs. 7.4 Folding Tables Signs should be placed on the bottoms of tables, such as the one shown below, to ensure that the legs are locked into position when the tables are put up. Children playing under these types of tables have suffered injury and even death due to being caught or crushed underneath when the table legs fold under. 15 Risk Control Guidelines for Places of Worship 7.0 Liability

218 16 Risk Control Guidelines for Places of Worship 7.5 Food Safety Proper Food Handling and Preparation According to The Food Safety Act, 2001, it is an offence for anyone to sell or process for sale, food which is: Harmful to health; Contaminated to such an extent that it would be unreasonable to expect it to be eaten; Falsely described, advertised or presented; Not what the customer can reasonably expect. Unsafe food must be withdrawn from sale or recalled from consumers if it has already been sold. Tips for proper food handling and safety can be found at the following Government of Canada website (SafeCanada.ca): asp?category=11&topic= Facilities which are only used occasionally for food preparation Your facility must be kept safe from contamination, particularly from animals and pests. Facilities for personal hygiene, including hygienic hand washing and hand sanitation must be provided as well as toilet facilities, and where necessary, changing facilities. Food preparation surfaces must be well maintained and easy to clean and disinfect. Adequate facilities required for cleaning and disinfection of work utensils and equipment. There must be an adequate supply of hot and/or cold water, including drinking water. There must be adequate arrangements for the storage and disposal of waste. Food must be stored at suitable temperatures; temperatures that can be monitored. As far as possible, food must be placed in a way that avoids contamination. If you wash or clean food, there must be adequate facilities to do this hygienically Facilities used for regular preparation of food You must keep your facility clean and maintained in good repair and condition. The layout, design, construction and size of your facility must: Allow for adequate maintenance, cleaning and/ or disinfection; Avoid or minimize air-borne contamination; Provide enough working space for you to carry out all tasks hygienically; Protect against dirt build-up, contact with toxic materials, shedding of particles, including protection against contamination, and in particular, pest control. Provide, where necessary, suitable conditions for handling and storing food while keeping it at appropriate temperatures, designed to allow those temperatures to be monitored, and where necessary, recorded. Cleaning chemicals and disinfectants must not be stored in areas where food is handled. Floors are to be kept in good condition: be easy to clean, and where necessary, disinfect. Walls need to be in a sound condition: easy to clean, and where necessary, disinfect. Ceilings and overhead fixtures must be well maintained. Any openings to the outside, including windows and doors, must be fitted, where necessary, with insect-proof screens that can be easily removed for cleaning, or where there is a risk of contamination, kept closed during food preparation. Surfaces for preparing and handling food are to be well maintained; easy to clean and disinfect. Adequate facilities where needed, for cleaning, disinfecting and storing utensils and equipment must be provided. Adequate facilities must be provided, where necessary, for washing food. Vehicles and containers used to transport foods must be kept clean and well maintained. All items, fittings and equipment that come into contact with food must be regularly cleaned to avoid contamination. Food waste must be removed from rooms where food is present and disposed of in appropriate waste containers at the earliest opportunity. Waste must be disposed of in a hygienic and environmentally friendly manner. Raw materials and ingredients must be appropriately stored to prevent harmful deterioration and/or contamination. Food must not be stored at temperatures that may cause a risk to health. In most circumstances prepared foods must be held at either HOT (at or above 63 C) or CHILLED (at or below 8 C). It is recommended that fridges and chilled display equipment are set at 5 C or below to ensure chilled food is kept at 8 C or below. 7.0 Liability

219 7.5.4 Personal Hygiene Every person working in a food handling area must maintain a high level of personal cleanliness. Suitable clothing must be worn, hair should be covered using a hat or hairnet while preparing food, and jewellery (except wedding rings) should not be worn. People suffering from, or suspected of carrying a disease transmittable by food, or with open wounds, skin infections, sores, or with diarrhea must not handle food or enter a food handling area Food Hygiene Training Staff and volunteers who handle food must either be supervised and instructed, or trained in the principles of food hygiene to an appropriate level for the catering operation under consideration Food Allergies Allergies to food can be serious and life threatening. If you are providing meals on a regular basis, then you should complete risk assessments to identify anyone with life threatening allergies, leading to the introduction of suitable control measures to eliminate or minimize the risk of an allergic reaction occurring. Physical symptoms of an allergic reaction include: swelling of the body, including the mouth and throat, leading to respiratory difficulty, vomiting, and a change in skin colour. To prevent allergic reactions, a system should be established to avoid/minimize the risk of anyone coming into contact with a previously identified food. In the event of accidental exposure to such foods, you should have an emergency action plan in place. If someone with a food allergy asks if a meal contains certain food you should check the ingredients and let them decide if they can eat it. Never guess! 7.6 Manual Handling Manual handling refers to the moving of materials by hand by lifting, lowering, carrying, pushing, pulling, shovelling or stacking. It may involve devices such as dollies, carts, rigs, chains, or pulleys. Mechanical devices (lift trucks and power hoists) can replace manual efforts but they are not always practical in all places of worship. What does the law say? The Occupational Health and Safety Act (OHSA) and the Canada Labour Code, Part II apply to manual material handling in a variety of ways. Employers are responsible for taking every reasonable precaution to protect workers. This includes: Providing equipment, materials and protective devices, maintained in good condition; Providing information, instruction and supervision to protect workers from injury and illness; Advising workers of hazards in the handling, storage, use, disposal and transportation of materials; Appointing competent persons as supervisors (familiar with legislation, work, hazards). It is important that you carry out a suitable and sufficient assessment of all unavoidable tasks that involve manual handling operations, particularly where there is a risk of injury. Examples of manual handling operations in a place of worship include the stacking and moving of tables and chairs, moving staging and associated equipment such as musical instruments, pianos etc. It could also be as mundane as removing the garbage! Wherever possible, manual handling operations should be avoided by redesigning tasks to remove the need to move loads or by introducing automation and suitable mechanical aids. Where manual handling cannot be totally eliminated, the risk of injury must be reduced so far as is reasonably practicable, including the provision of mechanical assistance. Employees and volunteers must be provided with information and training in manual handling techniques and the use of mechanical aids and a record of training maintained. 17 Risk Control Guidelines for Places of Worship 7.0 Liability

220 18 Risk Control Guidelines for Places of Worship 7.7 Oil Tanks Inspection The tanks should be inspected twice a year, as a minimum, by staff or a responsible volunteer. The bottom, ends, and both sides of the tank should be inspected twice yearly for signs of rust, wet spots, or dents. Any rust spots should be removed with a wire brush and the area painted with a rust inhibiting paint. Wet spots may be a sign of condensation or future leakage. The tank should be inspected for signs of blackening around the drain (on the low end), which may indicate water in the tank and possible corrosion. The tank should be inspected for signs of leakage or drips around the oil line, filter, or valves. If any of those problems exist, your fuel supplier should be contacted immediately. Any signs of leakage or spills around the fill pipe or vent pipe should be reported to your fuel supplier. Fuel suppliers or furnace servicing companies should deal with discovered leaks on an immediate and urgent basis. Any spills must be reported to your insurance company. In many cases, spills will be required to be reported to your local and/or provincial Department of the Environment, depending on the extent of the spill. When in doubt, always report the spill to your local and/or provincial Department of the Environment through your local authority Locks Exposed filler pipes for interior tanks should have padlocks fitted to the filler pipe cover to prevent uninvited persons from attempting to siphon, pump, or otherwise remove oil from the tanks. Padlocks are generally available from oil supply companies that supply both the padlocks for the tanks and appropriate keys for their drivers so that oil delivery can still be efficiently carried out General When replacing your existing tanks, consideration should be given to a double-walled tank where a perforation of the inner lining would be indicated, and measures could then be taken accordingly. Examples of these tanks are the fiberglass tanks and Roth interior tanks. Please note that there are other makes and styles available in the marketplace with double walls, and the samples shown are intended for illustration purposes only. Sample of Fiberglass Tanks Sample of Roth Tanks 7.0 Liability

221 8.0 Slips and Falls 8.1 Railings Interior Balcony, gallery, and choir loft railings should meet the height requirements as set out by your local, municipal, or provincial building code. The current code sets this at 1.1 metres (3.6 feet or 43.3 inches). All railings should meet these requirements. Where railings do not meet your local, municipal, or provincial height requirements, or are unstable, we recommend that you prohibit access to the balcony, gallery, or choir loft until the railing heights or stability can be corrected Exterior Exterior hand rails should be placed on all entry and exit steps to your facility. These hand rails should meet the height requirements as set out by your local, municipal, or provincial building code. The hand rails should be inspected frequently, preferably monthly, to ensure they are solid, stable, and in good repair with no protrusions or sharp edges, etc. 8.2 Steps Steps should be in good repair and if possible, the edge of the steps or nosings and/or riser should have a colour difference between the steps to denote the height change. The edge of the steps can be a colour different from that of the step treads; however, it is preferred that the edge of the steps, or nosings, be non-slip rubber edgings or sand aggregate treated paint, so the edges are not slippery. We do not encourage painting concrete steps, as it makes them much more slippery. However, where concrete steps are painted, they can be made less slippery overall by adding a sand aggregate such as (for example purposes only) Tread Tex to the paint. Tread Tex is an anti-skid paint additive. There are other similar products, and your local building supply or paint store will be able to offer you advice as to the best product to use in your circumstances. An alternative for differentiating the height of steps is to paint the risers, not the treads, as shown below Walkways Walkways should be even, level, and free of edges that might present trip hazards. Walkways should be inspected frequently throughout the year and soon after the frost leaves the ground each year, in the event of movement. Risk Control Guidelines for Places of Worship Parking areas/lots Parking lots, whether asphalt or gravel, should be inspected frequently to ensure there are no holes, potholes, loose gravel, broken pavement, depressions, or cracks that would present a trip and fall hazard. 8.0 Slips and Falls

222 9.0 Wet Floors 9.1 Wet Floor Signs To help prevent slip and fall accidents, Wet Floor signs should be placed out as a warning, whenever or wherever there is the potential that floor surfaces are wet or slippery. Tile or wood surfaces are particularly susceptible to becoming slippery under wet conditions (or if a liquid such as a cleaner is spilled), and this increases the chance of a person slipping and falling. 20 Risk Control Guidelines for Places of Worship 9.0 Wet Floors

223 10.0 General Considerations 10.1 Cemeteries/Gravestones/Monuments maintained by Places of Worship The gravestones and monuments located in the cemetery have to be regularly inspected and maintained. A professional gravestone/monument repair firm carrying the appropriate liability coverage must do maintenance and repairs to gravestones and monuments. Proof of coverage (such as a certificate of liability insurance), should be requested from the firm carrying out the work. The appropriate liability insurance requested needs to evidence Commercial General Liability (CGL) insurance and including Products and Completed Operations. Non-professionals should not attempt to repair gravestones or monuments. Not only is there risk of injury, but if the repair is not done appropriately, the liability exposure may increase for the owner of the cemetery. Simple visual inspections may not always indicate if a headstone or monument has shifted or loosened from the base. Please ensure that utmost caution is used when inspections are carried out and headstone/ monument stability is tested. If inspections uncover a gravestone or monument partially lying over, or in a state of deterioration, we recommend that the stone or monument be laid completely flat to prevent the possibility of a person being injured under weight of the gravestone or monument should either topple over or fall. Signs should be erected to warn visitors that gravestones and monuments could topple. To avoid the risk of injury, visitors should remain on the main pathways away from the gravestones and monuments. Grass in the graveyard or cemetery should be kept short to ensure the gravestones are visible to those walking there. Paths should be kept free of moss and algae to prevent slipping Graffiti It is important, but not easy, to keep graffiti off of exterior walls and attachments. It is important to remove graffiti, because graffiti left in place encourages continued visits, and history tells us, may lead to more serious damage or break and enters. 21 Risk Control Guidelines for Places of Worship While the preference would be for the gravestones or monuments to remain lying flat, any up-righting or subsequent repair work needs to be done by a professional firm as above General Considerations

224 Hot Work Permit System If you do any work involving an application of heat, you should adopt a Hot Work Permit System before any such work is undertaken by your own staff or outside contractors. The Permit to Work System should be in force where such hazardous operations are being carried out on site. Hazardous operations include: Gas or electric welding; Soldering; Paint stripping using hot air guns; Lead or pipe work involving brazing and/or the use of blow torches or hot air guns; General roofing involving the use of heat, tar boilers, lead heaters or blow torches; Work involving the use of grinding wheels and cutting discs; and, Any other work involving the application of heat. You should make clear to your contractor and staff that this Permit to Work System applies in respect of ALL operations involving the application of heat. Ideally, potential alternatives to hot work should be explored and adopted at the initial contracting stage. A copy of a Hot Work Permit is available on our website or from Ecclesiastical on request Refuse Containers Refuse containers should be metal containers and kept at least 3 meters or 10 feet away from the sides of buildings. The containers should be locked with close shackle padlocks. Not Recommended (Wooden, unlocked, too close to building) Risk Control Guidelines for Places of Worship Recommended (Metal, locked, ample distance away) 10.5 Roof gutters and downspouts Roof gutters and valleys should be cleared of all vegetation, leaves, and other debris, and a system of routine clearance should be implemented at intervals not exceeding 12 months General Considerations

225 10.6 Roof Shingles Roof shingles should be repaired or replaced as soon as they are discovered to be damaged or missing, in order to prevent interior damage to the facility Shed Locks/Refuse container locks Shed door locks should be close shackle locks to prevent easy access. We recommend a ¾" shrouded steel padlock with hardened steel shackle and dual ball locking, as these features add protection against prying, hammering, cutting, or sawing. A coach bolted locking bar, often referred to as a pad bar, should also be used. A good quality pad bar would be required, as a screwed hasp of light steel or other material would not be recommended. Many hardware stores have these locks and pad bars, or a local locksmith could supply such a lock and pad bar. A picture of a close shackle lock is shown below for reference Rummage Sales If the facility uses yard sales or rummage sales as fundraisers, it is advisable not to sell used electrical or electronic items unless they are first inspected by an electrician and/or electronics shop and certified as safe to use. You could be held liable if such an appliance should cause a fire or an electrocution. Never, under any circumstances, re-sell any baby seat, or infant car seat. Your facility should not sell any product, intended for use with infants, that does not bear a current CSA approval sticker. For example, cribs made before September 1986 do not meet today s safety standards. By law, it is not permissible to sell them. The same applies to baby gates with the v-shaped openings made before Baby walkers with wheels have been banned in Canada since April 7, For future reference, Health Canada s Product Safety website is Note: the lock does not to have to be a particular brand. The illustration is meant to show the type of lock only Stained Glass Protection Stained glass should always be protected on the exterior by one of the following: use of a polycarbonate application such as Lexan*; *Note that where a polycarbonate application is used, care is required to ensure the proper ventilation space to prevent heat build-up/moisture build-up and related problems. a plexi-glass protection; wire or steel mesh woven closely together to prevent rocks or other items getting through; bars close enough together to prevent external damage to the glass; thermal windows, tempered glass. Risk Control Guidelines for Places of Worship 10.0 General Considerations

226 10.10 Trees A competent contractor should inspect trees on the grounds. Any necessary lopping, pruning, or felling should be carried out subject to local regulations, where necessary. We would strongly suggest the use of a contractor or other skilled personnel for this type of work to ensure the safety of persons and buildings during the felling and pruning process Trees/Shrubs Small trees and shrubs in close proximity to doors or windows should be reduced to a maximum height of 1.0 metre but preferably to ground level so they don t provide hiding places for vandals and thieves. 24 Risk Control Guidelines for Places of Worship 10.0 General Considerations

227 Ecclesiastical Insurance Office plc Contact Information: Head Office 20 Eglinton Avenue West Suite 2200, Box 2004 Toronto, Ontario M4R 1K8 Phone: Central Regional Branch 20 Eglinton Avenue West Suite 2200, Box 2004 Toronto, Ontario M4R 1K8 Phone: National Programs Regional Branch 20 Eglinton Avenue West Suite 2200, Box 2004 Toronto, Ontario M4R 1K8 Phone: Atlantic Regional Branch 1969 Upper Water Street, Suite 2106 Purdy s Wharf, Tower 2 Halifax, Nova Scotia B3J 3R7 Phone: Western Regional Branch Suite 630, Box 20, Bow Valley Square th Avenue SW Calgary, Alberta T2P 2R9 Phone: Pacific Regional Branch Suite 1795, Two Bentall Centre, 555 Burrard Street, Box 239 Vancouver, British Columbia V7X 1M9 Phone: Risk Control Guidelines for Places of Worship Visit us on the web at: Contact Information

228 Notes 26 Risk Control Guidelines for Places of Worship Notes

229 Church Security Self Assessment Guide

230 Introduction Experience shows us that while any church may become a target for arson, there are some that are more likely than others to suffer an arson attack. Arson is the leading cause of fire losses that affect Canadian faith institutions. Arson is a crime of opportunity. Our joint duty to our community is to reduce these opportunities to the best of our abilities. Arson results in the loss or destruction of historical documents and artifacts and structures that are part of our cultural history. An extrapolation of U.S. data suggests as many as 50 arson incidents involving churches occur in Canada every year. The emotional damage to the congregations involved is incalculable. This document introduces you to this subject, provides an evaluation tool to assess your churches vulnerability to arson and provides information and recommendations for best practices, to allow you to proactively reduce the potential that your congregation will suffer such a loss. In addition, by following this guide, you will also be protecting your church against accidental fires as well as break-ins. Arson Facts Arsonists come from all backgrounds and have a variety of motivations. There are patterns to watch for that may indicate the potential for arson. Statistically they are most likely to be males under the age of 21. Churches are more likely to suffer a loss mid-week rather than on the weekend. While the church itself can be rebuilt, the emotional recovery of the congregation may take many years. Arson is not a problem limited to the inner city but affects all areas of the country. Following an arson fire, the ability of the congregation to rebuild may be limited due to being underinsured. 1

231 Precursors to an Arson Arson is often the culmination of a series of incidents at or in the vicinity of the church. These incidents can include the following: 1. Groups of youths congregating near the building. 2. Empty beer/liquor bottles, and cigarette butts left on church property. 3. Graffiti on fences, walls, lamps, sidewalks or other structures. 4. A series of small fires, break-ins or malicious damage such as broken windows during the past two years, at the church. 5. Fires and/or break-ins in other places of worship in the area in recent months. The above situations if they arise should be dealt with and monitored. Some of the methods to deal with them are as follows: 1. Improve lighting in the area where youths are congregating. 2. Clean up empty bottles and cigarette butts immediately. 3. Remove graffiti immediately. 4. Set up a churchwatch program (see page 9) and obtain police assistance. 5. Set up a churchwatch program (see page 9) and obtain police assistance ie. increased patrols. A Security Risk Assessment Tool for Churches By answering the questions (a NO answer counts zero points) below and tabulating your score, you will be able to determine how secure your church is currently. Using that score, subsequent sections of this document will advise you how to maintain or improve the security of your church and thus help to reduce your exposure to arson. Part 1 1. The premises are in an isolated location ( ie. There are no occupied buildings within 300 m) 2. The building is not in a good state of repair and/or there is no maintenance committee Points If YES 3. The premises are in an urban area (city or town) The building is open throughout the day (whether or not there is a responsible person present) 5. There are a number of points of entry to a building that are open all day

232 6. The premises have suffered graffiti, small fires, break-ins, persons loitering or malicious damage during the past two years 7. There have been fires and/or break-ins to other places of worship in the locality in the last 24 months 8. There are articles of value on display (religious items) or in use on the premises (such a musical instruments or electronics) 9. The building is used by outside groups or as a community centre There is no written security policy for the building and/or no nominated official to oversee security 11. The building has no fire protection equipment The building has fire protection equipment but it is not being maintained/ inspected at least every 12 months under a written contract by a qualified contractor, or the equipment is not subject to a monthly inspection by church staff. 13. The building has not been inspected/audited by the local fire department in the last 12 months. Total Part 2 Points 1. There is a system of management ensuring that when the building is open the arrival and departure of visitors is monitored If YES 2. The building has a fully operational intruder alarm system The intruder alarm is monitored 24/7 by a qualified certified monitoring company. 4. The building is equipped with fire extinguishers/hose reels that are clearly visible and accessible. 5. The building has a fully functional automatic fire detection system (smoke detectors or sprinklers or heat detectors) 6. The automatic fire detection installation system is monitored 24/7 by a ULC qualified company

233 7. The building has secure deadbolt locks on all external doors and physical protection (screens, bars or Scotchshield film) on all windows that are accessible from outside. 8. There is external security lighting in place There are external CCTV cameras The external CCTV cameras are tied to video recording system that records 24/7 either locally or remotely monitored Total 2 Total Part 1 = Total Part 2 = YOUR SCORE (Part 1 Part 2) = Now that you have calculated your score, the following ACTIONS will assist you in improving the state of security in your church as needed. ACTIONS Based on your score, the following actions must be taken: Note that ALL security measures in section Security A are mandatory. You are encouraged to implement more Security B items beyond the quantity indicated. The Security D category is optional for all churches at this time. A video monitoring system is highly recommended. Score Less than 50: Low risk Action The Church should implement all Security A items and monitor it s situation monthly : High risk The Church must implement the following from the Security Implementation Tables below: 1. All Security A items and If your church is in an isolated rural location choose the 5 most practical steps from the Security B 4

234 category, If your church is in an urban area choose 3 of the most practical steps from the Security B category, or 2. All Security A items and the Security C item Over 125: Abnormally high risk The Church Must Implement: All Security A items and 5 Security B items and Security C. Security Implementation Tables Security A Security B Security C Security D Portable Fire Extinguishers installed and maintained annually under contract Emergency Response Plan in Place Annual Inspection by Local Fire Department Completed Liaison Established with Local Police Department External Lighting with motion detectors and timers installed Church Watch Program fully implemented see attached information All Doors secured with hardened deadbolts and if possible mortised vertical pins (Heavy Oak doors). If the doors are a modern design using steel and glass with pushbars, the doors should swing freely and lock automatically upon closing. Basement and accessible windows must be protected with screens, bars or 3M Scotchshield film. Combined Fire and Security System installed and maintained at least annually (Monitored if available) Closed Circuit TV system in place, viewing main entrance monitor in office. Closed Circuit TV system covering multiple points inside and out, with 24 hour local video monitoring and video recorder Closed Circuit TV system covering multiple points inside and out, with 24 hour remote monitoring and recording. Church Locked during the day or access controlled. Housekeeping Checklist in Place see attached information Staff trained in use of fire extinguishers End of Day Lock-up Procedure implemented fully see attached Interior Lighting on timers implemented Any hidden gates are padlocked to prevent through traffic. Grounds are patrolled by Police Department Exterior glass doors are protected with tempered glass and 3M 5

235 information Shrubs Trimmed to eliminate hiding places Valuables Securely Locked up (laptop computers, projectors, silverware) Storage Sheds secure and locked Broken Bottles, cigarette butts, or graffiti are cleaned up immediately Presence of flammable liquids (such as gasoline) minimized. Key Log maintained all keys accounted for Scotchshield film. 6

236 Background Information Introduction - Reducing the Risk Page 7 Church Security Policies and Responsibility Page 7 Church Procedures - Developing a Churchwatch Program Page 9 Church Procedures - Security Measures and Housekeeping Page 10 Church Procedures - Implementing an End of Day Checklist Page 11 7

237 Introduction - Reducing the Risk Now that you have completed the questionnaire and reviewed the list of actions, the remaining sections of this document are designed to provide further details for protecting your church. This includes: Step 1: Step 2: Step 3: Step 4: Church Policies - Defining Responsibility - Assigning a Responsible person to manage security. Church Procedures - Developing a Churchwatch program. Church Procedures - Implementing Security Measures and Houskeeping Church Procedures - Implementing an End of Day checklist for closing and securing your church. Step 1. Church Security Policies and Responsibility In every church, a clear written policy should be set down that defines who is responsible for security in the church. This could be the priest, a member of the property committee or warden. This written policy would then set out procedures and best practices within the church. The person responsible needs to carry out their own risk assessment to identify ways in which intruders, thieves or vandals could enter the church, set fires, and cause damage. The document should also define what the effect would be and how to prevent or reduce the risk. Help is available from the local fire department or a police crime reduction officer. For example in Ontario the OPP can provide advice based on their CPTED program (Crime Prevention through Environmental Design) that will help obviate landscape and building design risks. Your local police force may have adopted this program as well, check with them. The risk assessment should be shared with and understood by the church administration. Once the risk assessment is done and understood, it is time to act by implementing procedures. We suggest the following: 8

238 Step 2. Church Procedures - Developing a Churchwatch Program Our experience indicates that buildings that are neglected or unattended for periods of time are much more likely to suffer from arson and vandalism. Insurance statistics show that most incidents of arson occur between Tuesday and Thursday. A properly implemented churchwatch program can be a simple, effective and participatory way for a congregation to protect it s church. The program is a commitment by participants to bring supervision of the church into their regular routine. Elements of a Churchwatch Program A person must be the designated contact for the program. Ideally that person should live close to the church. This person should liaise with the local police to advise them of the program and it s intent. This person should also establish a protocol with the police as to when and how to contact them and to try to obtain a commitment from them to assist with the program. Churchwatch Activities The actual program consists of participants agreeing to pass by the church on a regular basis to ensure that no potentially harmful activity is going on there. This entails walking or driving by the church and noting anything unusual. Such activities could be as simple as when you are out running errands take a route that goes by the church. If you are walking your dog, use the church as a destination or as part of the route. Establish groups to undertake outdoor activities such as gardening or restoration work during the mid week periods. If there are willing neighbours near the church enlist their aid in keeping an eye on the building. Actions If you do see someone on church property who is behaving suspiciously do not confront them. Try to make yourself visible to them from a safe distance and then contact the Churchwatch leader and advise them of the situation. They will be responsible for contacting the police if it is deemed necessary, however if time is of the essence, call the police. 9

239 Results Experience with other denominations in Canada, as well as in the UK has shown that a Churchwatch program is an effective tool to reduce the risk of arson. It clearly demonstrates that the church is being observed daily, and cared for. Step 3. Church Procedures - Security Measures and Housekeeping (a) Alarms The best defense against arson is to have an effective security program in place and to have a security and fire detection/alarm system installed. The arson losses suffered by Ecclesiastical Insurance over the last 2 years could have largely been avoided had there been an effective alarm system in place. Today s alarm systems are reliable, simple and flexible to install and simple to operate. A modern system will act to deter a break-in and minimize the chance that the perpetrator will start a fire. Where available, your system should be monitored around the clock by an alarm company. A written protocol should be worked out in advance as to how the response to the various types of alarm are handled. (ie calling the responsible person(s), calling police, dispatching fire). Your alarm company may recommend specific actions suitable to your community. These protocols should be reviewed by the church and your alarm company and updated if necessary. (b) Physical Security Measures Physical Security of the Church is important in deterring unauthorized loitering or entry. Some examples are as follows: Monitor Entry the fewer open entrance doors the better. Preferably only one door should be used during the week. If you expect visitors, a door bell system should be installed and each visitor should be seen and greeted upon entry. Restrict Entry When the church is unoccupied all doors should be locked. Where it is required to keep the church open we recommend that someone be on the premises. This may be achieved by having a roster of parishioners/members willing to give up some time to act as a caretaker. Arrangements must be made for passing on the key never hide keys or leave keys on the premises. 10

240 Doors and windows these should be kept in good repair and securely locked. Accessible windows should be protected with bars,screens or special films that can be applied to the glass that make them almost unbreakable. 3M make such a highly effective window film with the trade name Scotchshield. Remember secured and locked windows that are hard to get into act as a deterrent. Door locks should be of good quality. Hardened deadbolts of at least a 1 inch throw should be installed. Doors should be constructed with security in mind. Secure walls, fences and gates should be in a good state of repair. These act to define the boundaries of the church property and form a barrier to loitering. Secure Valuables as far as possible these should be securely locked away. Out of sight out of mind. Secure the Vestry, and church office when not in use this should be kept locked. These are areas where many arson fires are often lit. Secure the Organ space this is another area where arsonists light fires. If possible keep this area locked shut. Secure Sheds/outbuildings & Ladders Sheds may contain tools that help intruders to break into the church or flammable liquids, such as gasoline or paint thinner, to help an arsonist start a fire. Keep outbuildings securely locked and in good repair. Ladders should be stored in a secure location and solidly chained and padlocked so they cannot be used to gain unauthorized access to your building. Discourage loitering by cleaning up broken bottles and cigarette butts. If people are congregating in one area, make it uncomfortable for them to do so add extra lighting, gate the area and lock the gates at night, remove obstructions that people can hide behind. These actions send a message that church property is for church business. Clean up graffiti immediately- this sends a message that the church is cared for. Install Flood lighting and Motion sensor exterior lighting interior lights on timers: intruders (including arsonists) like to work in the dark. These simple and inexpensive devices can be an effective deterrent. Install adequate Fire extinguishers/hose reels for use by people on the spot note that staff and volunteers should be trained in the use of fire 11

241 extinguishers contact your extinguisher maintenance company or local fire department. (c) Housekeeping Arsonists will use any fuel that is readily available to light their fires. Thus it is important to ensure that there is as little as practical in and around the church that could be used to start a fire. Here are some suggested activities to follow: Ensure there is no combustible material lying around for an arsonist. This is particularly important where churches are used for recreational and educational purposes and in church halls. Don t let garbage accumulate inside or outside the church. Garbage cans should be metal, and should be kept in their own locked compartment well away from the church. Nothing combustible should be left against a church wall. Matches, butane lighters, candles, candle oil, and gasoline can all be used to start a fire and help it spread. Keep all such materials locked away and minimize the amount kept on the premises or in out buildings. Trim back hedges and shrubs so that they do not provide either a hiding place or a fuel source. Step 4. Church Procedures Implementing an End of Day Checklist The person responsible for security should create a list of actions to do each night before locking up the church. A simple checklist mounted on a clipboard is an ideal security tool. The checklist should contain as a minimum the following items: No combustible materials are (paper, books, wood, cloth) left lying around inside or outside. All flammables such as gasoline, cooking oil, candle oil, candles, paint thinners, or alcohol based products are locked away. All lighters and matches are similarly locked away in a location physically separated from the candles or candle oil. Valuables such as video and audio equipment, laptop computers, silverware or other precious items are locked away. All windows are securely locked. There are no unauthorized persons left in the church Garbage cans are locked. The exterior lighting system is activated (on timers) inside and outside. 12

242 Alarm systems (Security and Fire) are armed All exterior doors are securely locked CONCLUSION We have seen the measures presented in this document work effectively with other denominations in Canada, as well as in other countries such as the UK. By implementing the preceding actions, you can be satisfied that the potential for a catastrophic fire loss at your church, has been reduced. Further Information: (Our Corporate Canadian Website) (Our Corporate United Kingdom Website) Ecclesiastical Risk Control Bulletins Fire Prevention, Lightning Protection (available through your broker or from our website) Your Insurance Broker Your Ecclesiastical Insurance Risk Control Specialist This advice or information is provided in good faith and is based upon our understanding of current law and practice. Neither Ecclesiastical Insurance Office PLC nor its subsidiaries accepts any liability whatsoever for any errors or omissions which may result in injury, loss or damage, including consequential or financial loss. It is the responsibility of the Insured or any other person to ensure that they comply with their statutory obligations and any interpretation or implementation of the above is at the sole discretion of the Insured or other party who may read these notes. The information provided in this document remains the property of Ecclesiastical Insurance Office PLC and may not be copied or reproduced in any way without the express written permission of the company. 13

243 WHITE PAPER Protect Your Place of Worship Understand, Manage and Reduce the Risks of Arson

244 In Whitby, Ontario, a suspicious fire gutted an historic Anglican Church; the fire followed two acts of vandalism in previous months. In Wetaskiwin, Alberta, an arsonist set fire to two churches in as many nights; he admitted to burglarizing both and setting the fires to cover his tracks. In Scarborough, Ontario, an arsonist, thought by the police to be politically motivated, struck a Buddhist temple twice in one year; monks reported that they had received prior threats. Places of worship also attract troubled and/or delinquent young people. The Winnipeg Police Force has an excellent profile of the various types of children and adolescents who commit arson. For more info: www. winnipegpolice.ca/ TakeAction/arson In Hamilton, Ontario, fire damage was kept to a minimum when an incendiary device was discovered at a mosque; the incident followed threatening phone calls and an act of vandalism. Arson continues to be the leading cause of fires affecting Canadian places of worship, with up to 50 incidents a year across the country. It is a frightening and potentially devastating crime and when it occurs at a place of worship, the physical and emotional damages can be enormous. Damages can include the total or partial destruction of a heritage building; irreparable damage to furnishings, stained glass windows or other unique architectural elements; the destruction of invaluable religious items; and the temporary, or even permanent, loss of a community s consecrated place to congregate. It is a sad fact that Canadian places of worship must be more vigilant than ever before, and make a concerted effort to face this issue head-on. Why are places of worship vulnerable to arson? Whether they are located in isolated, rural locations or in inner city neighbourhoods, places of worship are frequent targets for arson. Among the reasons: Places of worship may attract vagrants Many places of worship are left unoccupied during the week. These premises can be extremely vulnerable to break-ins by vagrants who seek shelter. These vagrants may set fires accidentally (often while under the influence of alcohol) or deliberately. Protect Your Place of Worship: Understand, Manage and Reduce the Risks of Arson 2

245 Places of worship attract professional thieves Professional thieves may be after valuable artwork or antiques. There is growing international demand for religious artifacts and stolen items command large sums on the black market. These criminals often start fires to hide the evidence of theft. Places of worship attract petty criminals and drug addicts Arson and firesetting are significant public health and safety concerns. Individuals under age 16 play a prominent role in this problem, accounting for more than half of all fire related arrests. Dr. Sherri MacKay, University of Toronto, Department of Psychiatry. Retrieved April 28 Petty thieves view places of worship as soft targets since they are often empty and have less sophisticated security than commercial establishments. Petty criminals and drug addicts often break into places of worship to steal items that can be readily converted to cash. These include computers, musical instruments, television sets and other electronic equipment. Again, fires are started to cover tracks. Places of worship are targets for hate crimes Unfortunately, places of worship are considered to be ideal targets for sending politically or racially motivated hate messages. These crimes are calculated to be picked up by the media and viewed by sympathizers. Crimes range from graffiti sprayed on exterior walls and doors to malicious vandalism and destruction of property by arson. Places of Worship may attract youth fire-setters Adolescents may view places of worship as soft targets. Many faith premises are unoccupied during weeknights and there is often little or no security. Juvenile fire setters range from those who set fires accidentally, those who set fires as an emotional cry for attention, and others who are delinquent fire setters. Telltale signs that a place of worship may be at risk Prior to a deliberately set fire in a place of worship, there are often warning signs that a place of worship may be a target. Often, the fire itself is the last component in an escalation process. The following are some of the risk indicators to watch for: There have been small fires, break-ins or malicious damage for example, broken windows during the previous two years. There have been fires and/or break-ins in nearby places of worship in recent months. Groups of youths have been seen loitering near the building. Empty beer/liquor bottles, cigarette packages are found on the grounds. There is graffiti on the building. Protect Your Place of Worship: Understand, Manage and Reduce the Risks of Arson 3

246 Implement an arson prevention program Places of worship must take a thoughtful, systematic and proactive approach to arson and crime prevention. An Arson Program that identifies the risks and establishes procedures to control them can help prevent a potentially disastrous incident. The Program should be overseen by a qualified individual or a committee and reviewed annually in conjunction with a formal risk assessment of the premises. The following 10-step program highlights key guidelines for arson prevention: 1. Act quickly to protect your place of worship Contact the police immediately if your place of worship has been vandalized or threatened. Your local police department will investigate and may also increase their surveillance of the area. Contact your insurer as soon as possible. No matter how minor, losses should always be reported. Your insurer can be a valuable source of risk management advice. Risk specialists may detect a pattern or potential threat that is not readily apparent. Repair any vandalism and remove graffiti as quickly as possible. Damages make your premises look neglected and can act as an open invitation for further vandalism and more serious crimes. 2. Involve the Community Institute a Building Watch Program whereby participants share responsibility to visit or drive by the premises when it is unoccupied and report any suspicious activity to the police. Ask neighbors and local businesses to be extra vigilant and report anything unusual or suspicious. Invite your local police department to hold informal information sessions with your congregation to discuss community-based arson prevention tactics. Ask your local police to patrol your premises regularly, especially if there has been an incident or threat. Ask your local fire department to hold information sessions, provide fire prevention advice, and provide training on first response measures. Protect Your Place of Worship: Understand, Manage and Reduce the Risks of Arson 4

247 3. Restrict access and entry About one in every four fires is intentionally set. Almost half of these fires were set by youths under the age of 18. Fire and Youth. Focus Adolescent Services. Feb com/firesetting.html Retrieved April 28, 2010 Manage access to your premises by locking all entry points at night and when there are no scheduled activities doors, windows, exterior gates, etc. Inspect locks frequently to ensure that they are in good working order. Keep track of all keys in a log book. Install metal containers under mail slots to prevent damage in the event that combustible materials are pushed through. Install bars or mesh screens over low level windows. Protect roof vents and skylights with grills, bars or other secure barriers. Replace plate glass windows with stronger and more secure laminate glass panels or cover them with security film. Protected stained or leaded glass with polycarbonate sheeting or wire mesh fixed securely to the exterior of the window frame. 4. Implement security measures Install intrusion, smoke and fire alarms that are monitored by a central station. Consider installing CCTV cameras in visible areas and/or hiring a security firm to patrol your premises. Keep premises well lit, for example: install perimeter flood-lights on the exterior, motion-activated lighting near doors and windows, and point lighting to illuminate recesses and alcoves. Use timers to activate interior lights at different times. Post signage indicting that the premises are under surveillance. 5. Report any suspicious activity Report anything unusual to the police, e.g.: Groups of youth loitering on your grounds after hours or late at night Evidence of fire-setting (small garbage fires, spent matches, etc.) or graffiti Incidents of small fires in the neighbourhood Threatening letters or phone calls Incidents of petty theft Protect Your Place of Worship: Understand, Manage and Reduce the Risks of Arson 5

248 6. Take preventative fencing and landscaping measures Define property boundaries by installing perimeter fencing that does not impede sight lines for example, wrought iron or chain link fencing. Narrow spaces and gaps between structures should be blocked off with fencing or other barriers. Trim bushes and shrubs near doors and windows to eliminate hiding places. Plant thorny bushes under windows. Cut back grass and other vegetation to a minimum of 5 meters from the edges of buildings. 7. Develop a best practices housekeeping program Keep premises free of litter. Do not leave ladders or other building tools in the open, anywhere on the premises. Lock tool sheds and outbuildings at all times. Keep only limited quantities of fuels and flammable solvents and make sure that they are securely stored. Do not keep ignition sources matches, lighters in plain view. Dispose of old newspapers, magazines, unused books, boxes and other paper products. Keep garbage and recycling bins away from buildings. 8. Minimize the impact of a fire Ensure that telephones are easily accessible for 911 emergency calls; post emergency numbers and procedures in several clearly visible locations. Make sure that smoke and fire alarms are in good working order and tested regularly. Keep money and important documents in a flame retardant safe. Install portable fire extinguishing equipment and hold regular training sessions. If you have a fire sprinkler system, ensure that it is regularly serviced and tested. If your building is divided into separate fire breaks, ensure that all fire doors are securely closed when the building is unoccupied. Use flame retardant products and materials whenever possible. Maintain an inventory database that includes photographs and serial numbers for all valuable property. Protect Your Place of Worship: Understand, Manage and Reduce the Risks of Arson 6

249 9. Put safety first Contact your local Fire Department for comprehensive Evacuation and Fire Safety Protocols. Inspect emergency exit lighting regularly; promptly replace burnt out bulbs. Post evacuation plans on doors throughout your premises. Make sure that there is a clear path to emergency exists at all times. Ensure that clergy, staff, volunteers and congregants are familiar with emergency procedures. Hold regular fire drills. If your place of worship is used for various member or community events, ensure that sign-in/sign-out procedures are in place. Do not re-enter a burning building. Never pursue suspect individuals or vehicles. If possible, observe carefully, and report descriptions of individuals, vehicles, license plate numbers etc. to the appropriate authorities. 10. Prepare for the Worst Develop a comprehensive Business Continuity Plan that: Includes emergency readiness and response procedures Includes protocols to reduce the risks of personal injury and damage to your property Enables your place of worship to continue to deliver faith services and programs in temporary premises Allows you to restore your building with minimal interruption and as cost-efficiently as possible Enables you to retain key staff and volunteers who may have to move on if normal operations cease for an extended period Preserves your reputation and good standing in the community Conclusion Every year, Canadian churches, mosques, synagogues and temples suffer the consequences of deliberately-set fires. Personal injury is of paramount concern. Next is damage to the property and the amount of time required to repair and restore the site. A prolonged closure can have serious impact upon a faith community, including congregants who must seek other places of worship. That s why it s so important to take a proactive approach to arson prevention. In so doing, you can help ensure that your place of worship does not become a target that it can continue to be a safe place for leaders, congregants, and community members. At Ecclesiastical Insurance, we hope that your place of worship is never touched by fire of any kind. If it should happen, however, we are ready to help every step of the way. Protect Your Place of Worship: Understand, Manage and Reduce the Risks of Arson 7

250 About Ecclesiastical Insurance Ecclesiastical Insurance is a specialist provider of insurance solutions and services designed to protect and preserve Canada s distinct communities, cultures, and heritage. Founded in the United Kingdom in 1887, the Canadian branch opened in Today, Ecclesiastical has offices in Halifax, Toronto, Calgary and Vancouver, and works with a national network of knowledgeable and experienced brokers. We are rated A by A.M. Best and A- by Standard and Poor s. Ecclesiastical is owned by a charitable trust, and group profits are redistributed to charitable initiatives. Ecclesiastical Insurance Office plc Head Office 20 Eglinton Avenue West, Suite 2200, Box 2004 Toronto, Ontario M4R 1K This advice or information is provided in good faith and is based upon our understanding of current law and practice. Neither Ecclesiastical Insurance Office PLC nor its subsidiaries accepts any liability whatsoever for any errors or omissions which may result in injury, loss or damage, including consequential or financial loss. It is the responsibility of the Insured or any other person to ensure that they comply with their statutory obligations and any interpretation or implementation of the above is at the sole discretion of the Insured or other party who may read these notes. Protect Your Place of Worship: Understand, Manage and Reduce the Risks of Arson 8

251 Churches robbed, communities devastated Extra vigilance is paramount Stealing religious art and artifacts is a business and unscrupulous buyers don t care how the items are acquired. These sad truths were recently brought home to seven Anglican Churches in the Province of Quebec and one Presbyterian Church just across the border in Ontario. From March until mid April week after week thieves managed to break in and steal a large number of valuable stained glass windows and panels; in some instances they also made off with religious artifacts. In one case, the stained glass windows measured some 10 feet in height and dated back to the early 1890 s! The theft of these historic and irreplaceable stained glass windows has left communities reeling. Parishioners, many having attended their church for decades, are still in a state of shock and disbelief. Who would do such a thing, and why? While these questions remain unanswered, what is certain is that the thieves, for the most part, targeted churches in a geographically concentrated, isolated area of the Province. Facing the risks and managing them If your church is located in a remote area with few neighbours and little traffic, if Sunday services are virtually the only time parishioners visit the premises, these recent break-ins are a sad wakeup call a time to assess the risks and do everything possible to manage them. There are a number of steps that your faith community can take to help prevent further incidents, to protect valuable and often irreplaceable art and artifacts, and to keep your property safe. For example: Keep a close watch: Assign volunteers to drive by the church following a regular, but random, schedule. If potential thieves are studying your church s comings and goings, they will see that there is some security and may abandon their plan. If you have a very small group of parishioners, engage the help and collaboration of the community at large your closest neighbours, the local and provincial police, the mayor and other politicians. Speak to the members of other churches in the vicinity. With everyone in the community participating, you can create a powerful and effective ChurchWatch group and make the entire neighbourhood a safer place. Install exterior security lights flood lights or motion sensor lighting. Install a remotely monitored intruder alarm system and, if possible, closed circuit TV (CCTV) surveillance. Use a timer to keep interior and exterior lights on at night. BF026-10May11 Page 1 of 2

252 Protect stained glass on the outside: Thieves who cannot gain access to the inside may well resort to vandalism. So it is equally important to protect the outside of your stained glass windows. Install exterior protective glazing one-quarter inch safety glass, Plexiglas or a polycarbonate plastic like Lexan, used for glazing and bulletproof windows. Where a polycarbonate application is used, make sure that there is adequate ventilation space to prevent heat and moisture build-up. Use wire or steel mesh woven closely together to prevent rocks or other items getting through. Keep all doors and windows including frames in good repair. Multiple locking points and hardened doorframes are best. Follow good housekeeping rules: Make sure that your end-of-day checklist is posted and followed all doors and windows locked, exterior lights turned on, etc. Create a clear line of sight from the road to your entryways. Trim any trees or bushes that may be in the way. Lock away all valuables. Caution outside groups who use your church for special events to lock up properly and engage alarms when leaving. Be resolute, be prepared: Ensure that all valuables are professionally appraised. Photograph all stained glass and other religious artifacts. Note and record any makers marks. Keep this detailed, photographic inventory in a safe, off site location. Report any suspicious activity to the police immediately. For more risk information and for risk management tools developed specifically for your faith community, please visit our website This advice or information is provided in good faith and is based upon our understanding of current law and practice. Neither Ecclesiastical Insurance Office PLC nor its subsidiaries accepts any liability whatsoever for any errors or omissions which may result in injury, loss or damage, including consequential or financial loss. It is the responsibility of the Insured or any other person to ensure that they comply with their statutory obligations and any interpretation or implementation of the above is at the sole discretion of the Insured or other party who may read these notes. BF026-10May11 Page 2 of 2

253 Keeping Cemeteries Safe Protecting gravestones, grounds and visitors Cemeteries in both rural and urban locations have become destinations for walkers, joggers, cyclists, history buffs, genealogy researchers, nature enthusiasts, and tourists. Many large cemeteries and memorial parks post trail markers on their grounds; some provide jogging/cycling maps. There is even a cemetery on the TransCanada Trail. The increase in casual visitors, the natural aging of headstones and monuments, and the large number of older graves without family members to provide for their upkeep, have all put a strain on the resources of faith organizations that operate cemeteries. They have also resulted in a sizeable increase in the number of claims arising from property damage and serious personal injury. This is true for cemeteries of all sizes, from small parish churchyards to large urban memorial parks. If a visitor is injured because of poor maintenance or unsafe conditions, the cemetery may be liable for damages. In addition to considerable costs, such claims can harm a cemetery owner s reputation and standing in the community. A Cemetery Maintenance Program A comprehensive and pro-active Cemetery Maintenance Program will enable your organization to identify the risks and liabilities and establish protocols to manage them. Ideally, the Program should be administered by a qualified individual or a committee. It should address each area of concern and include written guidelines, detailed checklists and mandatory logbooks. By following procedures and documenting them, your organization will be able to demonstrate that efforts are undertaken routinely to maintain the property and prevent injury. Your Cemetery Maintenance Program should be reviewed on an annual basis and should address such issues as: Bylaws and Regulations Governing Cemeteries Canadian cemeteries come under provincial jurisdiction with bylaws and regulations governing various aspects of cemetery ownership and operation. In Ontario, for example, the Cemeteries Act (Revised) 1 stipulates that cemetery owners are responsible for maintaining the grounds including all lots, structures and markers to ensure the public s safety. The same Act stipulates that if a marker in a cemetery presents a risk to public safety because it is unstable, the owner of the cemetery shall do whatever is necessary by way of repairing, resetting or laying down the marker so as to remove the risk. Your BA025-10Feb11 Page 1 of 4

254 cemetery management committee should familiarize itself with all applicable bylaws to ensure that your faith organization is both aware and compliant. Monument Safety and Repair In addition to natural settling which occurs over time, gravestones and monuments are subject to considerable damage caused by: Weathering and cracking Rusting dowels and supports Erosion due to acid rain Damaged gravestones present serious risks for personal injury, especially monuments made of such heavy materials as marble, granite and concrete. Cemetery maintenance workers should be charged with carrying out regular inspections to ensure that monuments are securely anchored and stable. However, workers should only undertake visual inspections and very careful physical (push/pull) inspections. Monuments that are determined to be unsafe should be laid flat until repairs are undertaken. Non- professionals should not undertake the repair of gravestones. In addition to the risk of injury to the worker/s, your liability exposure will be increased if the work is not performed suitably. Monument maintenance and repairs should be handled by a professional gravestone/monument repair firm. Their experts know how to determine the stability of a headstone and ensure that damaged monuments are properly repaired and anchored. Make sure that the firm you engage carries appropriate liability insurance coverage. Personal Safety Visitor safety To help ensure personal safety, signs should be posted at the entrance(s) of the cemetery and in other appropriate locations asking visitors to remain on pathways and to refrain from leaning against headstones and monuments. Use signage to remind visitors that gravestones and monuments can topple, that stone slabs covered in moss or lichen can be very slippery, that children must be supervised at all times, and that they must respect the dignity of the premises. Signage should also be posted in areas where repairs are taking place and where an internment is scheduled. Where a grave is excavated, the area should be clearly marked to prevent falls. Cemetery worker safety The duties of cemetery workers include tending grave sites, installing memorial stones, excavating, equipment moving and setup, lawn maintenance, shrub trimming, tree works, seasonal bed planting, sweeping roads and paths etc. Workers should have proper training in the use and maintenance of all equipment. They should take necessary precautions and use appropriate protective equipment steel-toe boots, respirators, safety goggles, work BA025-10Feb11 Page 2 of 4

255 gloves to handle chemicals, etc. And they should follow good work practices, for example not walking over grave sites and concrete slabs, especially older slabs that may collapse. Maintenance of Cemetery Grounds Year-round Guidelines: Inspect cemeteries and churchyards regularly and remove litter as soon as possible. Store equipment and building material away from public areas. Inspect driveways and parking lots to ensure there are no potholes, loose gravel, broken pavement, depressions or cracks all of which present trip and fall hazards. Inspect fences or boundary markers annually to ensure that they are secure and that they do not pose a safety hazard. Install fences and/or barriers to prevent access to drainage ditches, steep slopes or uneven terrain. Use clearly visible warning signs if fencing is impractical. Inspect outdoor stairs and railings on a regular basis. Make sure that hand rails are securely fixed and that steps are level and intact. Coat stairs with a non-slip finish. Provide adequate lighting during evening/night hours. Spring and Summer Guidelines: Lawns: o Cut grass frequently to ensure that headstones and plaques are visible. o Do not use motorized trimmers or mowers around the edges of monuments. Weeds and vegetation: o Remove weeds and invasive plants; they can grow into monument cracks and weaken them. o Use extreme caution when removing vegetation on or around monuments. Rodent holes: o Inspect all areas, especially around footpaths. Burrowing animals can dig tunnels, cause damage to trees and unsettle monuments. Fall and Winter Guidelines: Tree works: o Inspect trees for evidence of dead, dying or loose branches, especially trees in high traffic public spaces. o Prune trees and, if necessary, engage the services of a qualified arborist. o Watch out for exposed tree roots, a trip hazard when near a foot-path or walkway; if roots cannot be re-buried, they should be carefully cut away. o Cut tree limbs that extend over fences or monuments; they can fall and damage gravestones. o Rake and collect fallen leaves; they can conceal uneven surfaces and other trip hazards, and make outdoor steps slippery. BA025-10Feb11 Page 3 of 4

256 Snow and ice removal: o Maintenance staff must ensure that snow and ice are removed from parking lots, walkways, outdoor stairs and all other places where there may be foot traffic. o Maintenance staff should keep a written log of snow and ice removal. o If snow removal is outsourced to a third party, make sure that the company signs a contract and provides proof of adequate liability insurance. o A third party snow removal company should also use a maintenance log. Vandalism and Cemetery Security In April, 2010, a vandal in a Saint John NB cemetery knocked 330 headstones off their mounts. In the same month, 3 men kicked over 30 tombstones and damaged a number of others in a historic Ottawa cemetery. In September 2010, a Calgary vandalism spree caused $50,000 worth of damage at a sacred cemetery. Unfortunately such acts of vandalism are not unusual and occur in every part of the country. Some are hate crimes, most are crimes of opportunity, and all of them cause emotional distress to visitors and the community. If closed circuit cameras and private security patrols are not options for your organization, the following are some affordable deterrents to consider: Post signs indicating that the premises are under surveillance. Define property boundaries with perimeter fencing. Lock gates and entry points when the cemetery is closed to the public. Keep premises well lit, especially around perimeters and entrances. Have groundskeepers or volunteers undertake spot checks. Report any signs of trespassing or loitering to the authorities (e.g. empty beer bottles and cigarette packages, signs of drug use, etc.) For more information, please consult an Ecclesiastical Risk Control Specialist in your region. 1 Ontario Cemeteries Act (Revised); Additional Resources: For additional information, please refer to your provincial bylaws and regulations. This advice or information is provided in good faith and is based upon our understanding of current law and practice. Neither Ecclesiastical Insurance Office PLC nor its subsidiaries accepts any liability whatsoever for any errors or omissions which may result in injury, loss or damage, including consequential or financial loss. It is the responsibility of the Insured or any other person to ensure that they comply with their statutory obligations and any interpretation or implementation of the above is at the sole discretion of the Insured or other party who may read these notes. BA025-10Feb11 Page 4 of 4