Bishop Thabo Makgoba appointed Advocate R W N Brooks to be the Chairman of the Committee of Synod
Election of Clerical Secretaries : Ven Reginald Morgan & Rev Mzikazi Mfenyana
Lay Secretaries : Ms Siphokazi Njokweni & Canon Geoff Antrobus
Appointments Media Liaison : Canon Lulama Ntshingwa, Mrs. Maggy Clarke & Rev A
Chaoana
Appointment of Prolocutor of Synod : Canon Bill Domeris
Minutes Scrutineers : Ven Colin Leslie, Prof Michael Whisson & Mrs. Khazeka Somhlahlo
Minute Secretaries : Mr. Tony Schnell & Ms Nobuntu Mageza
AGENDUM 9 : The reports were received
The Chancellor declared that a quorum was present
The Bishop declared the 64th Session of the Synod of the Diocese of Grahamstown to be duly and canonically constituted, on Saturday, 8th September 2007 at 11:00
Confirmation of Preliminary proceedings: The minutes of the proceedings, having been approved by the scrutineers, were confirmed.
Proposed: Prof M. Whisson Seconded: Mr Mabandla
AGENDUM 2 : Motion to amend the Diocesan Rules, Chapter IV Section F, Section 33 d
WHEREAS the Diocesan Office has restructured the post of Diocesan Secretary, and it has become practice of this Diocese under the guidance of the Bishop to separate presently the functions of Administrator and Treasurer. This is however not reflected in the Acts as presently constituted.
This Synod therefore respectfully, resolves that under chapter IV Section F, Section 33 d. (page 12) that the said Section (d) be deleted and replaced with two new Sections (d) and (e) as follows:-
Chap IV, Elections and Appointments
F.
APPOINTMENT OF CERTAIN DIOCESAN OFFICIALS
33.
d. With the consent of the Diocesan Council, a Diocesan Administrator who shall be a communicant, and skilled in secretarial and administrative matters, and who shall:
be Secretary for the Diocesan Trustees, Diocesan Finance Committee, Diocesan Council, and such other diocesan boards and committees as the Bishop may decide;
keep and preserve the financial records of the diocese, and signed audited statements in respect thereof;
ensure all the systems in the Diocesan Office work;
be in charge of staff management and development in the Diocesan Office;
develop and maintain a healthy partnership between the Diocesan Office, the lay leaders and the parishes;
inform the clergy on Provincial matters;
deal with policy and fiscal issues, insurance and pensions;
conduct correspondence on Diocesan matters under the direction of the Bishop and the Diocesan Council, Diocesan Boards and committees for which he/ she is secretary;
have charge of all Registers and Books of the Diocese and Parish Registers sent to him/ her for preservation; and of all papers and documents committed to his/ her care; and of all title deeds of Church property and of all leases, bonds, certificates of occupation, contracts or other documents in respect thereof;
Have custody of all financial securities;
advise on matters of finance;
deal with Diocesan property;
keep a terrier of all Diocesan property;
keep a register of the clergy of the Diocese;
organise, with the help of others, Synods, Elective Assemblies etc;
perform any duty specially mentioned in these Acts;
do such other duties as may from time to time be assigned;
hold office for an indefinite period which shall be determinable, by notice given by or to the Bishop, the period of such notice, which shall not exceed six months, being agreed in the letter of appointment.
e. With the consent of the Diocesan Council, a Diocesan Treasurer, who shall be a communicant skilled in financial matters, alternatively a duly qualified member of an Accounting firm appointed by the Bishop after due consultation with the Diocesan Council. The Treasurer shall:
i. operate the payroll, pay accounts and control the accounting systems of the Diocese;
ii. control the debtors and creditors processing;
iii. process the budget;
iv. perform, review and maintain the reconciliation of all accounts;
v. prepare all financial reports;
vi. interpret and analyse the budget versus the actual income and expenditure, on a daily, weekly and monthly basis;
vii. produce annual financial statements for all the accounts;
viii. analyse parish financial returns, and produce relevant reports;
ix. attend the budget meetings and inform parishes of the diocesan budget plans;
x. take control of accounting systems;
xi. design appropriate accounting systems;
xii. transfer correct balances from year to year, ensuring proper roll-forward of balances;
xiii. have some knowledge of posting transactions;
xiv. keep back-up systems;
xx. collect, receive and bank all moneys payable to the Diocese.
The Measure was adopted.
Proposer: Prof M. Whisson, Seconder : Archdeacon M. Madywabe
AGENDUM
3 : Motion on the Boundaries of the re-constituted Diocese of Grahamstown
This Synod noting the Imbizo and Diocesan Synod Resolutions of 2006 and the approval by the Synod of Bishops for the Multiplication of the Diocese of Grahamstown
and further noting that the Diocesan Boundaries should reflect the exact locality of our Diocese,
therefore, respectfully requests the Provincial Synod of ACSA to amend Schedule B in Article XXII of Provincial Constitution and Canons so that the Diocese of Grahamstown is reconstituted as described below:-
The Diocese of Grahamstown, being the magisterial districts of Bedford, Adelaide, Fort Beaufort, Mpofu, Victoria East, Keiskammahoek, Middledrift, Stutterheim, Komga, East London, King William’s Town, Peddie, Albany, Zwelitsha, Mdantsane, and the
magisterial district of Bathurst apart from the area between the Bushman’s River and the Kariega River from the sea to the old Port Alfred Road, including that part of the magisterial district of Cathcart which falls into the Nkonkobe Municipality.
The motion was adopted with amendments.
Proposer : Canon Jesse Sage , Seconder : Mrs. Doreen Doyle
AGENDUM
4 : Motion on the Boundaries of the Diocese
of Ukhahlamba
The Synod noting that the Diocesan Boundaries should reflect the exact locality of the Diocese of the “North”.
Therefore, respectfully requests the Provincial Synod of ACSA to amend Schedule B in Article XXIII of Provincial Constitution and Canons so that the Diocese of the North is constituted as described below:-
Diocese of Ukhahlamba being the magisterial district of Albert, Aliwal North, Lady Grey, Barkly East, Herschel, Cacadu, Wodehouse, Molteno, Sterkstroom, Indwe, Queenstown, Tarka, Hewu, and the magisterial district of Cathcart apart from the area which falls within the Mahlathi Municipality, including the magisterial areas as shall be determined by the Diocese of Free State Synod.
The Motion was adopted with amendments
Proposer: Archdeacon R. Morgan. Boundaries changed as per slide
Seconder: Archdeacon E. Ntlali
Motion on the name of the Diocese
Proposer: Archdeacon C. Kokoali: Name of the Diocese as “Ukhahlamba” instead of “XXXXX…” as discussing a neutral geographic feature and allowing the Free State to come on board.
Seconder: Archdeacon Madywabe
The Motion was adopted.
AGENDUM
5 : Measure on the Finance Committee
This Synod noting that the Acts of the Diocese of Grahamstown, Page 16, Chapter V
8(i) allow for the appointment of sub-committees to advise the Diocesan Council,
Respectfully resolves that after paragraph 10 on page 17 of the Diocesan Acts, the following be included:
10A There shall be a Diocesan Finance Committee (DFC) which will be a sub-
committee of the Diocesan Council.
5.1 Composition:
a. The Diocesan Finance Committee shall consist of:-
i. Ex officio The Bishop
The Suffragan Bishop
The Dean
The Archdeacons
The Diocesan Administrator or Treasurer
ii. Elected One suitably financially qualified person or the
alternate from each archdeaconry, to be elected by the 31st of May each year by the Archdeaconry Council.
iii. Appointed In order to ensure an adequate financial skill base for DFC the Bishop may appoint additional members.
b. Persons whose counsel may be desired may from time to time attend a meeting of DFC on the invitation of the Chairperson but will not have voting powers.
c. The Alternates elected by the Archdeaconry Councils may attend a meeting
of DFC only if the elected member is prevented from attending for good
reasons, and if the Alternate is authorized to attend by the Chairperson. If
a vacancy occurs as a result of a resignation, transfer, or continuous
absence from meetings, the Alternate shall take the place of the elected
member.
d. Any member of the DFC absent without leave of absence for three successive
meetings shall be deemed to have resigned.
5.2 Term of Office: The term of office of elected and nominated members shall be
from date of appointment until the next election.
5.3 Chairperson: The Bishop shall be the Chairperson of DFC and shall have the right to appoint a clerical or lay member of DFC to deputise for him/her. In the absence of both the Bishop and his/her deputy the DFC shall elect one of its members to take the chair.
5.4 Meetings: The DFC shall meet at least four time a year.
5.5 Quorum: Five members will constitute a quorum.
5.6 Secretary: The Diocesan Administrator or Treasurer shall provide a minute secretary for the DFC.
5.7 Minutes: After approval by the Chairperson, the minutes shall be distributed to all members of DFC, to members in attendance and such other bodies or persons as DFC may determine.
5.8 Functions: The overall responsibilities of DFC will be firstly to provide sound advice and assistance on financial matters wherever and whenever required, secondly to be responsible for the sound administration and control of the diocesan finances and to generate creative new ways of managing and enhancing the diocesan financial base.
(a) The DFC will be responsible for investigating and developing all possible areas that might be utilized to expand the income generating base of the Diocese of Grahamstown subject to the requirements of the Bishop of Grahamstown, Acts of the Diocese of Grahamstown and the Constitution and Canons of the CPSA.
(b) The DFC will be responsible for the compilation, approval and communication of the annual budget of the Diocese of Grahamstown subject to the requirements of the Bishop of Grahamstown, Acts of the Diocese of Grahamstown and the Constitution and Canons of the CPSA.
(c) The DFC will be responsible for the initial allocation and possible reallocation of priorities of funding and the control of the expenditure of the Diocese of Grahamstown subject to approved annual budget, the Bishop of Grahamstown and the Acts of the Diocese of Grahamstown and the Constitution and Canons of the CPSA.
The DFC will be responsible for any interventions that may have to be made with parishes which are experiencing problems in meeting their financial obligations to the Diocese subject to the requirements of the Bishop of Grahamstown, Acts of the Diocese of Grahamstown and the Constitution and Canons of the CPSA.
(e) The DFC will be responsible for reporting on the finances of the Diocese to each Diocesan Council meeting and to any other interested parties as directed by the Bishop of Grahamstown.
(f) The DFC will be responsible for the development/updating of the financial policies of the Diocese of Grahamstown and the presentation of these to the Diocesan Council for approval. Following approval the DFC will be responsible for the communication of the same to all interested parties; this includes dealing with any queries/suggestions arising from the auditing of the Diocesan books.
(g) The DFC will be responsible for the development, implementation and monitoring of the diocesan stewardship programme subject to the requirements of the Bishop of Grahamstown, Acts of the Diocese of Grahamstown and the Constitution and Canons of the CPSA.
(h) The DFC will be responsible for determining the level of the annual sum payable (assessment) by every pastoral charge to the diocese subject to the approval of the Diocesan Council.
(i) The DFC will be responsible for the clergy emoluments committee which will be a subcommittee of the DFC. This subcommittee will have the responsibility of reviewing the existing levels of clergy stipends, pensions and allowances and recommending suitable levels of payments in the medium and long term and will also at the same time recommend ways of achieving such payments. The Chairperson of this subcommittee will be the Diocesan Administrator and the membership will consist of the lay members of DFC and any other specialists that may be required.
5.9 Exclusions: The following are areas which are specifically excluded from the functions of DFC;
(a) All activities and funding which fall under the responsibility of the Diocesan Trust Board as defined in the Acts of the Diocese of Grahamstown.
(b) All activities and funding which fall under the responsibility of the Board of the Clergy and Dependants’ Benevolent Fund as defined in the Acts of the Diocese of Grahamstown.
The measure was adopted.
Proposer: Canon P. Mtuze ; Seconder: Revd. R. Murray
AGENDUM
6:
Feedback from Committee of Synod
(Chancellor Adv. Brooks)
As the measures before Synod were declared with the concurrence of Synod in
Terms of Canon XXII to be of formal nature, the Committee of Synod did not have any feedback.
AGENDUM
7:
Feedback from Group work (Revd Mark Spyker
& Mrs Khazeka Somhlahlo)
As the groups had not completed their work at the time of feedback, it was agreed
that this feedback should be presented at a Diocesan Council Meeting. Thirty Five
slides are in the Diocesan Office.
AGENDUM 8: Motions in terms of Rule 30, IV of ACSA,
Canons and Constitution
This Synod notes with deep sadness the passing this week of Fr Thami Moletsane.
Acknowledge with gratitude his many years of ministry in this Diocese. To
Nontobeko and the family, we assure you of our love and prayers over this time and
Give thanks to God for the ministry of a faithful service of God.
Proposer: Archdeacon R. Morgan Seconder: Archdeacon M. Madywabe
This Synod, mindful of all the care and many hours of patient work which Bishop Thabo Makgoba has put into the training and development of the Diocesan Office Staff; expresses warm thanks and gratitude to the Bishop for this care and work, on behalf of the Diocesan Office Staff and the Diocese of Grahamstown as a whole.
Proposer : Ms Z Maqwili Seconder: Revd C. Webbstock
AGENDUM
10 : Committee of Synod Agenda
Feedback from Committee of Synod
(Chancellor Adv. Brooks)
As the measures before Synod were declared with the concurrence of Synod in
Terms of Canon XXII to be of formal nature, the Committee of Synod did not have any feedback.
AGENDUM
11 : Committee of Synod Agenda
Feedback from Committee of Synod
(Chancellor Adv. Brooks)
As the measures before Synod were declared with the concurrence of Synod in
Terms of Canon XXII to be of formal nature, the Committee of Synod did not have any feedback.
AGENDUM
12 : Committee of Synod Agenda
Feedback from Committee of Synod
(Chancellor Adv. Brooks)
As the measures before Synod were declared with the concurrence of Synod in
Terms of Canon XXII to be of formal nature, the Committee of Synod did not have any feedback.
AGENDUM
13: Answering of questions. N/A
AGENDUM
14: Motion on Social Responsibility
This Synod recognizing the crucial work done by the Department of Social Responsibility, Tshwaranang, DAMCO, Hope Africa and Anglican Aids Health Trust in the Diocese of Grahamstown and,
acknowledging the challenge of attracting major funding in small NGO’s, endorses the following proposal:
That the abovementioned organizations
be authorized to work across Diocesan boundaries in support of each other and in attracting the necessary funding;
a structured be formed that would represent both Dioceses to lead and co-ordinate all the work across.
The Motion was adopted with amendments.
Proposer: Archdeacon Kokoali
Seconder: Revd. P. Tiso
AGENDUM
15 : Financial Support to the New Diocese
This Synod noting the impending Multiplication of the Diocese of Grahamstown and the processes that such multiplication entails, namely:-
Human Resources needs,
The Division of Investments and Assets, and the
Financial Support (Pledge) needed.
Therefore respectfully resolves:-
a Finance and Building Committee be constituted in the North to transact on matters of finance, properties and welfare of this new Diocese with the support of a fulltime Administrator and his/her staff;
the division of the current investments held by the Diocese of Grahamstown be done using the formula of 17/60 ratio as recommended by the Peterson Commission and endorsed by Executive and Trust Board of the 17th July 2007.
the proposal presented at our last Synod 2007 on the Financial situation be endorsed and the North be subsidized by R4,18 million over a period of ten years by the reconstituted Diocese of Grahamstown.
the date of transfer of the assets for the new Diocese be set to be the day at which the new Diocese is canonically instituted by ACSA’s Legal Team.
Memorandum on Pledge Giving by the Diocese of Grahamstown (‘Southern Region’)
for the Establishment of a ‘New Diocese’
Brief
Bishop Thabo commissioned Geoff Antrobus and the Cathedral Treasurer, Peter Bailie, to the task of Pledge Giving. Meetings were by telephonic conversations as well as a meeting with the Diocesan Administrator.
Modus
Operandi
What is required is the amount of new money, which will be required of the Parishes. After discussion surrounding the budget for the Southern Parishes it was noted that several items were budgeted for in the past, such as for the Suffragan Bishop of R131 000 and a contribution to Tshwaranang of R40 000. In addition it would be expected that the Provincial Assessment would reduce by at least R30 000 and that there would be a saving in travel of approximately R5 000.
In effect, of the proposed R418 000 to be made over to the New Diocese effectively R212 000 ‘new’ money would be involved.
Table 1: Proposed Amount for ‘the North’
Amount
Amount Existing Net ‘New’
Bishop’s expenses 131 000 131 000 0
Administration 107 000 5 000 102 000
Provincial Assessment 80 000 30 000 50 000
In terms of the 2007 expenditure budget for the Southern part of the Diocese of R4 843 913, the net new money required constitutes an addition of 4.4% and is 8.6% of the 2007 budget. The amount of budgeted income for 2008 of approximately R4.5m with an 8% increase in giving and monies received would be fairly close to break even, including provision for R418 000.
Source
of additional funding
It is proposed that the 4.4% addition be regarded by parishes as ‘an outreach contribution’ and be recovered from the assessments paid by parishes.
Ideally, the total amount of R4,18m over the 10 year period, should be paid over in such a way that the amount tails off so that in the 11th year the difference between having the Southern contribution and not having it is diminished. This would require the New Diocese to make ever-greater efforts with the passing years to become self-sufficient. On the other hand, larger amounts at an earlier time would place a greater strain on Southern parishes. Given that inflation is likely to take place each year, the ‘real’ purchasing power of R418 000 will decrease by year 10. At an annual inflation of 6% an amount of money ‘now’ would have halved its purchasing power within about 10 years.
As an example, an increase of 3% in the Southern contribution on R418 000 per annum to year 5, followed by a stand still in year 6, and decreases from year 7, would yield the same R4,18m, but differently spread.
A great deal of thinking and sensitivity will be needed as to how the ‘outreach contribution’ would be distributed among parishes. The responsibility should not necessarily be an equal percentage. Some parishes presently give very generously, which means that an across-the-board increase would not be realistic; other parishes with the means who have contributed relatively small amounts may need to be challenged to contribute a larger than average percentage.
A suggested spread of the contribution to the new Diocese over a 10-year period is contained in the following table:
Table
2: Annual proposed contribution over a 10-year period to the new Diocese
|
Year |
Annual
Contribution Even
spread |
Amount
(1 000s) Proposed
spread |
Cumulative
Total (1
000s) |
|
1 |
418 000 |
418 |
418 |
|
2 |
418 000 |
430 |
848 |
|
3 |
418 000 |
445 |
1 293 |
|
4 |
418 000 |
460 |
1 753 |
|
5 |
418 000 |
475 |
2 228 |
|
6 |
418 000 |
475 |
2 703 |
|
7 |
418 000 |
450 |
3 153 |
|
8 |
418 000 |
410 |
3 563 |
|
9 |
418 000 |
350 |
3 913 |
|
10 |
418 000 |
267 |
4 180 |
|
TOTAL |
4 180 000 |
4 180 |
- |
Proposer: Archdeacon E. Ntlali ; Seconder: Revd. R. Brandt
AGENDUM
16: Elections of Advisory Committee of
the Province – ACSA
Clergy:
Archdeacon M. Madywabe Alternate: Archdeacon R. Morgan
Archdeacon E. Ntlali
Laity
Miss Z. Dabula Alternate: Prof. M. Whisson
Canon Prof. G. Antrobus
AGENDUM
17: Motion of Thanks – Revd C. Webbstock
Firstly, our thanks and gratitude to Almighty God who have made this day possible for us.
To our Archbishop Njongonkulu Ndungane
To Bishop Thabo for his invaluable assistance and motivating energy through this process, our gratitude and sincere thanks. To his family Lungi and the children who sacrificed so much of his time and person we thank you and pray God’s blessing and sustaining power on you.
To give God thanks for the remarkable recovery of Paballo after her accident.
To the Diocesan staff; Zoleka, Esmè, Feziwe, Ernest, Nobuntu and Media Officer Maggy for their dedication to the multi tasked jobs they deal with on a daily basis. We value each of you and honour you for your contribution to the smooth running of this Synod. To Canon James Hoyle (in absentia) for advice and knowledge of procedures which he willingly shared, thank you.
To the Canon of the Cathedral, Suzanne Peterson for all the work she has done while Dean Andrew Hunter has not started.
To Canon Bill Domeris for arranging bible studies
There are many who have volunteered many hours of their time and energy. Those involved in the Northern Region including Revd Ruth Brandt.
The Burton Commission chaired by Canon Noreen Burton for their commitment and dedication.
To Advocate Richard Brooks – Chancellor
Words somehow are inadequate when looking at the enormity of the task and time and people involved. You are all highly appreciated for this work.
To Canon Bill Domeris and the team in East London for arranging and facilitating hospitality and accommodation. Thank you.
To Synod Minute Secretaries, Minutes scrutineers, Visitors, St John and St Chad choir and Synod Committee.
Lastly every single one here today.
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