2012 INCORPORATED SYNOD OF THE DIOCESE OF OTTAWA PARISH FINANCIAL & FIDUCIARY RESPONSIBILITIES

2012 MANAGING FINANCES IN THE PARISH What’s in the Manual? 1.Cash management 2.Accounting and bookkeeping 3.Budgeting 4.Reporting finances 5.General information 6.CBRs (Canons, Bylaws & Regulations) 7.Resources 8.Appendices – Diocesan forms, information

2012 INTERNAL CONTROLS REF: Section 1.4, Appendix 8  Provide assurance to stakeholders that assets are protected from waste, fraud, and theft  Ensure accurate and reliable accounting information for the provision of reports to parish council, vestry, the Synod and Canada Revenue Agency  Avoid situations that could damage the church’s reputation

2012 PRINCIPLES OF INTERNAL CONTROL REF: Section 1.4 and Appendix 8 Responsibilities should be clearly established Adequate records should be maintained Record keeping and custody should be separated Responsibility for related transactions should be divided Assets should be insured

2012 INTERNAL CONTROL FOR RECEIPTS REF: Section 1.4 Appendix 8 & Section 2.5 THREE BASIC PRINCIPLES SHOULD ALWAYS BE OBSERVED: 1.Separation of duties so that the persons handling receipts, having custody, making deposits, and keeping records are different people 2.All receipts should be deposited intact as soon as possible 3.All payments should be made by cheque (Only exception is petty cash for small disbursements)

2012 DISBURSEMENTS AND SIGNING AUTHORITY  All cheques are to be prenumbered & should require two authorized signatures  Cheque requisition form with attached invoices provided with cheque for signer’s review and authorization  A person should never authorize or sign a cheque where they are the payee  Never sign a blank cheque

2012 THE AUDIT REF: Section 2.3 All parish accounts must be audited annually (ref: B5.02) In Ontario, government regulation states that if an auditor is paid for audit services, the auditor must be an appropriately qualified Ontario accountant, licenced to perform audits in Ontario Does not apply to “pro bono” audits The auditor’s role (Ref: R.5.06)

2012 PARISH TRUST FUNDS REF: Section 2.4 Funds received and retained in the parish for specific purposes, e.g. Future major building repairs Christian education New outreach project Also relates to flow-through funds, e.g. PWDRF, charities, etc. Ensure that such trust funds are maintained & used solely for the purposes designated

2012 BUDGETS REF: Section 3.1 Responsibility of the Corporation Essential tool in the management of parish finances Includes setting priorities and objectives of the parish Budgeted amounts should be realistic and achievable Treasurer plays a key role in providing accurate information about the trends in income and expenditures Reference CBRs — bylaw 5.05, regulations 5.02 and 5.05

2012 REPORTING REF: Sections 4.1 to 4.8 Reports required by church and regulatory law: Financial statements at least quarterly to parish council Annual audited financial statements to vestry Diocesan statistical return (March) Charity information return to CRA (within 6 months of year end) Reference CBRs — regulations 5.02 and 5.06

2012 REPORTING - BEST PRACTICES Provide parish council (PC) with a comparative year to date statement of income and expenditures at each PC meeting Provide PC with quarterly trend analysis over a 3-4 year period for key income categories Provide PC with projections of current year income/expenditures against budget in October, November

2012 PARISH FAIR SHARE REF: Section 5.1, Appendix 3  Synod's operating budget is funded from various sources, e.g.  investment income  grants  fees  contributions from all parishes  Contributions from parishes are called "Parish Fair Share" or PFS  PFS takes into account the ability of each parish to pay  When parishes report income at year-end, the figures are reduced by allowable deductions to give an assessable income (AI)  AI for each parish is the basis of the proportional percentage of the total of all parishes' AIs

2012 PARISH FAIR SHARE (PFS) The key components of PFS are: Assessable income (AI) Deductions from assessable income Averaging of last 3 years AI There is a PFS appeals process - Prior to the calculation of PFS, a request can be made to the fair share review committee for a review of major anomalies in income

2012 PARISH FAIR SHARE (PFS)  The PFS calculation is based on the average of the parish's assessable income for the most recent three years  Purpose of averaging is to even out anomalies that create significant swings in some parishes' apportionment figures from one year to the next  Once the PFS percentages are known, the Synod's budget is proportioned out to each parish

2012 PARISH FAIR SHARE (PFS) PARISH’S 3-YEAR NET INCOME x DIOCESAN BUDGET All parishes’ 3 yr net income = YOUR PARISH’S CONTRIBUTION TO THE DIOCESAN BUDGET

2012 PARISH FAIR SHARE “THE FORMULA”

2012 PARISH FAIR SHARE “THE FORMULA”(cont.)

2012 PARISH FAIR SHARE

2012 SUPPORT GRANTS REF: Section 5.2  Support Grants  Parishes in financial difficulty  Funded in part from trust fund income & Synod budget  Must apply by November 1 st for next year on special form  Applications considered by Financial Affairs committee

2012 ECOPS ( REF: Section 5.3) EQUALIZED COST OF PRIESTLY SERVICES Parishes are no longer wholly responsible for the costs of a particular clergy(s), but pay a fair share of a total COPS pool, which is the total cost of all stipendiary clergy in the Diocese (excluding housing)

2012 ECOPS EQUALIZED COST OF PRIESTLY SERVICES ORIGINAL CONCEPTS  To make individual clergy gifts accessible to all parishes  To make COPS proportional to a parish’s ability to pay  To improve on the Equalization Assessment and Grant systems previously used  To create a more stable year-to-year system, allowing for better long-term planning

2012 ECOPS EQUALIZED COST OF PRIESTLY SERVICES With ECOPS the costs of all stipendiary clergy are pooled and then distributed according to the ECOPS Formula = Base COPS + Equalization: –Base COPS = base stipend on stipendiary scale, travel allowance, and benefits (excluding housing); for 2012=$49,081 –Equalization = Equalization Total (i.e. Total COPS minus Total Base COPS) x PFS%

2012 ECOPS EQUALIZED COST OF PRIESTLY SERVICES

ECOPS EQUALIZED COST OF PRIESTLY SERVICES Implementation is being done gradually over a maximum five-year period A 2% per year ceiling on ECOPS increases over the implementation period, calculated in addition to the regular annual increase to clergy stipend, travel, and benefits Equalization Assessments are no longer being charged to parishes = savings Gives a parish a reduction in Base COPS for the newly ordained assistant curates for 3 years PFS calculation now exempts the costs of all stipendiary clergy from parish assessable income

2012 PARISH INSURANCE REF: Section 5.4 and Appendix 1(a) DIOCESAN INSURANCE COVERS: Property and contents (Replacement Value) General liability ($2 million) - covers all employees including voluntary workers while engaged in activities on behalf of the parish Umbrella liability ($8 million) Boiler Crime Abuse Employment practices Directors & officers Loss of income

2012 PARISH INSURANCE REF: Section 5.4 and Appendix 1(a) It is important to note that, in order to keep premium costs at an affordable level, deductibles at the parish level are set at $2,500. The Diocese covers deductibles between $2,500 and $25,000 from its Insurance Reserve Fund

RD PARTY LIABILITY INSURANCE REF: Section 5.5 and Appendix 1(b) Why 3 rd party liability insurance?  Because of facility users’ operations or actions, parishes and the Diocese are open to possible suit from third parties.  This Policy covers legal liability for bodily injury to, or damage to property of, participants and others.  Diocesan insurance does not cover the actions of 3rd parties.  Essential that appropriate insurance be obtained if outside users of parish facilities cannot provide proof of insurance – this can be arranged through the Synod Office

RD PARTY LIABILITY INSURANCE REF: Section 5.5 and Appendix 1(b) When a person or group not associated with your parish is about to rent or use your facilities (indoor or outdoor) for an event that your church is not sponsoring, you ask if they have "third party liability insurance" If the answer yes, request a copy of their insurance certificate, for your file If the answer is no, you should provide relevant details in the User Group Program Overview and Rates document Collect the appropriate premium Complete the Third Party Liability Insurance Form, requesting basic information about the event Mail the form and premium cheque to the Synod office

2012 CONSOLIDATED TRUST FUND ( CTF) REF: Section 5.9  Established in 1970 to assist parishes in task of managing & investing sums received in trust, a bequest or a sale of property (usually a rectory)  The Financial Affairs Committee (FAC) responsible for the day-to-day activities of the CTF; its Investment Subcommittee helps meet this responsibility  Each time a parish makes a contribution to the CTF, it is credited with a certain number of units of the fund based on the unit value at the end of the quarter in which the monies are received

2012 CONSOLIDATED TRUST FUND (CTF)  The unit values of the CTF can fluctuate in the short term depending on market circumstances  The "total return" combines the annual change in value of the units as well as the annual dividend received  This reflects the total benefit that the benefit holder has gained by holding units in the CTF  CTF has consistently paid annual dividends even during down markets - enables parishes to rely on a steady flow of income

2012 CONSOLIDATED TRUST FUND (CTF)  A dividend is paid to the unit holder (parish), based on the number of units held in the CTF  The Investment Policy Statement outlines the objectives of the fund as well as specifics regarding its asset mix  This policy guides the money managers in investment of the assets  The portfolio is invested to provide income as well as to preserve the capital for the long term, taking inflation into consideration

2012 CONSOLIDATED TRUST FUND REF: Section 5.9 Appendix 4 Securities and monies received by way of gifts or bequests are to be deposited to the CTF in trust for the parish Exception: If funds are required within 18 months of receipt, and approvals have been given, then: Invest locally – GIC, etc. Avoids possible downswing in CTF value in the short term See CBRs Bylaw 3.21(4)

2012 RECTORY TRUST FUND (RTF) POLICY REF: Section 5.12  Parish may either withdraw or borrow from its RTF  Withdrawal is not subject to parish fair share (10% contribution to Church Extension Fund instead)  Borrowing – since funds belong to parish there is no interest charged  Application to FAC after approval from vestry  Allowable uses – capital or pay down CEF loans – not for operating expenses

2012 CHURCH EXTENSION FUND LOANS REF: Section 5.13, Appendix 5  The fund provides loans to parishes  For new buildings  Expansion or renovations of existing buildings  Rates are reasonable & based on current bank rate less up to 3%  Never below 4% or higher than 12%

2012 FAC (Financial Affairs Committee) SUBMISSIONS Parishes must obtain the approval of FAC for: withdrawing any significant amount from the CTF undertaking any mid- to large-size capital projects withholding a gift or bequest applying for a loan from the CEF permission to sell properties approvals of leases  FAC also responds to other specific finance-related requests from parishes  It meets 2 nd Wednesday of each month (summer excluded)

2012 FAC (Financial Affairs Committee) SUBMISSIONS Before making a submission, be sure to review the Application Form instructions and the Decision Rights details (Manual, Sections 5.18 & 5.19) Copies of the Application Form and the Decision Rights matrices are shown in Appendix 5(a) & 5(b)