General Description

The Advisory Board supports the coordination of parish activities and provide informed advice to the Corporation in matters affecting the life and mission of the church.

Term of Office

• 1 year, renewable – elected or appointed at Vestry

Supervision and Support

• Reports to: Advisory Board
• Staff Liaison: Churchwardens
• Committee/Board Responsible: Advisory Board

Meeting Schedule

• Regular meetings take place on Saturday of each month or bi-monthly at 10:00 am
• Typically, no meetings in July or August, though special meetings may be called

Time Commitment

• Monthly / bi-monthly meetings: approximately 2 to 2.5 hours
• Additional time may be required when taking on specific tasks

Duties and Responsibilities

• Attend and participate in monthly meetings
• Review reports and materials in advance
• Engage in thoughtful discussion and offer informed advice
• Volunteer to support church officers with various tasks as able

Limits of Position

• The Board serves in an advisory capacity to the Churchwardens
• Certain decisions may be made at the Board level as outlined in parish governance practices

Benefits and Opportunities

• Build strong working relationships with fellow board members
• Contribute meaningfully to the mission and effective administration of the parish
• Develop leadership skills and promote shared ministry

Purpose

The Altar Guild prepares and maintains the altar and worship spaces for all services, ensuring that the liturgical environment reflects the seasons and traditions of the Anglican Church.

Term of Office

• 1 year, renewable

Supervision and Support

• Supervised by: The Altar Guild Leader
• Population Served: The Priest and Congregation

Qualifications and Skills

• Ability and willingness to work in rotation
• Dependability and attention to detail
• Ability to complete required tasks within specific timeframes

Time Commitment

• Approximately 30 minutes on Saturday to prepare for the 9:00 a.m. Sunday service
• Approximately 15 minutes between services for cleanup and setup for the 11:00 a.m. service
• Additional preparation required for special services throughout the year

Duties and Responsibilities

• Checking candles and replacing as needed
• Ensuring the appropriate coloured frontal is in place
• Dusting pews
• Washing and storing communion vessels
• Changing banners according to the liturgical season
• Laundering linens
• Making Palm crosses for Palm Sunday
• Cleaning silver and brass pieces
• Organizing the Maundy Thursday Seder Supper
• Assisting with the stripping of the altar during the

Maundy Thursday service

• Setting up the Christmas tree

Limits of the Position

• All duties must comply with the liturgical traditions and practices of the Anglican Church.

Benefits and Opportunities

• Build strong relationships with fellow team members
• Learn and engage with Anglican liturgical traditions

Purpose of the Position

Churchwardens form a corporate body with perpetual succession under the name “The Churchwardens of the Church of ….” They represent the interests of the parish and its members. According to Canon 15, Churchwardens oversee the temporal affairs of the parish. They work closely with the Incumbent in a primary leadership role, supporting both clergy and congregation. They also oversee ministry and administrative matters and serve as the legal representatives to Synod.

Term of Office

• 1 year, renewable; elected or appointed at Vestry

Position Risk Assessment

• High

Supervision and Support

• Reports to: Other Churchwarden, Incumbent/Senior staff
• Staff liaison(if different): Parish Volunteer/Screening Coordinator

Population Served

• All members of the parish community; the Diocese of Toronto

Responsibilities

Administration

• Serve as a member of the parish corporation and attend monthly meetings
• Serve as a member of the Advisory Board and attend all meetings
• Oversee the parish’s financial commitments with the Treasurer and relevant committees
• Hold signing authority for the corporation and be available weekly to sign cheques
• Be available for consultation and support for the Incumbent, ministry staff, and parish community
• Respond to parish building emergencies such as alarms or damages
• May supervise staff and key volunteers
• Communicate with the parish through announcements, newsletters, and parish letters
• Ensure effective communication between individuals/committees and the Incumbent or Advisory Board; may act as liaison
• Work closely with the Chair of Property to identify issues, set repair priorities, determine costs, and report to the Advisory Board
• Call and convene Advisory Board meetings
• Continue developing a personal theological understanding of lay ministry

General Duties

• Open and close the building as needed, ensuring rooms are returned to proper condition
• Be available for troubleshooting when required
• Be accessible to the parish community for information and support
• Maintain awareness of activities taking place in the building (sanctuary, parish hall, etc.)
• Welcome newcomers and help integrate them into the parish community

Skills, Experience and Qualities Required

• A baptized believer who is active in parish life and regularly attends worship
• Familiarity with the parish community and interest in long-term stability, growth, and development
• Strong organizational and project management skills
• Financial management skills; budget training is an asset
• Strong communication and leadership abilities
• Initiative, flexibility, resilience, determination, and patience
• Ability to work collaboratively with the Incumbent and other leaders
• Ability to support, motivate, and engage volunteers
• Enjoys interacting with people

Support, Supervision, and Evaluation

• The Incumbent and Advisory Board provides support
• Performance reviews should occur regularly between the Incumbent and Churchwardens

Terms of work/service

• Year-round role with workload varying depending on parish needs

Training provided

• Position-specific training (required)
• On-the-job learning as needed
• Diocesan Sexual Misconduct Training (required) Limits of the Position
• Must comply with all policies and practices of the Diocese of Toronto and the parish, including Canon 6, Property, and the Responsible Ministry: Screening in Faith Policy.
• All activities must align with the parish Mission Statement.
• Must maintain confidentiality and refrain from sharing confidential or financial information.

Benefits and Opportunities

• Develop a close working relationship with the Incumbent
• Positively influence the tone and direction of the parish
• Experience the satisfaction of helping create a safe, welcoming environment for worship and service
• Enjoy opportunities for deeper fellowship
• Explore spiritual gifts and deepen commitment to Christ

Purpose

• To provide refreshments and help create a welcoming, hospitable environment during coffee hour following Sunday services.

Population Served

• The congregation and visitors of St. Stephen, Downsview

Time Commitment

• Typically, one Sunday per month
• Set-up and cleanup can be completed within approximately 1 hour (total)
• Setup must be completed before the service ends

Duties and Responsibilities

• Purchase necessary supplies for your assigned Sunday (e.g., milk, cream, cookies, coffee, etc.)
• Set out cups, plates, cutlery, and snacks
• Prepare tea, coffee, and juice
• Wash and dry dishes
• Tidy and clean the kitchen and tables after coffee hour
• Set up in the Hall for the 11:00 a.m. service

Benefits and Opportunities

• Connect socially with congregation members
• Support meaningful fellowship after worship services

OVERVIEW

Working in teams of 3-4, the counters:

• Count the offertory after the 10:30 am service on Sundays
• Enter financial information into excel spreadsheet, ensuring that the deposit amount is accurately reported
• Organize and place offertory envelopes in the envelope secretary’s mailbox for confirmation and reconciliation
• Prepare weekly bank deposit slip(s), envelope(s) and deposit accordingly

COUNTING OF THE OFFERTORY COLLECTIONS

• Counting of the offertory collection is done after the service has ended or immediately after communion, and may take 45 minutes to 1½ hours to complete depending on the complexity and amount of money
• Extra counters are needed to help with busy days such as Easter, Christmas, on New Year
• Counting is typically done in the Balsam Room
• The offerings collected at both the 9:00 am and 10:30 am Sunday services are combined and recorded as one offertory collection for the date

FUTURE COUNTERS

Interested in joining a supportive and fun group of counters? Volunteers are always welcome, and training is provided!

Please speak with the Counting Coordinator, if you would like to be a part of this ministry.

General Description

The Counting Coordinator recruits, trains, schedules, and supports a team of parishioners who record weekly offerings and bank deposits on a rotating basis.

Term of Office

• 1 year, renewable – elected or appointed at Vestry

Supervision and Support

• Reports to: Churchwardens
• Staff Liaison: Churchwardens
• Population Served: The Envelope Secretary, Treasurer, and all individuals providing financial donations to the Church

Duties and Responsibilities

• Schedule teams of two unrelated volunteers to record weekly offerings and make bank deposits.
• Arrange for backup counters when scheduled volunteers are absent.
• Liaise with the Envelope Secretary and Treasurer to ensure counters receive proper training.

Limits of Position

• None

Benefits and Opportunities

• An opportunity to serve the church by using one’s organizational and administrative gifts

General Description

The Envelope Secretary is responsible for accurately recording all donations to the church that qualify for taxable receipts.

At the close of each calendar year, the Envelope Secretary prepares and issues official tax receipts by February 28th of the following year.

The role also includes ordering offertory envelopes for the upcoming year and providing them to parishioners upon request, ands inform the Church office of updates. Lastly, the Envelope Secretary backs up all digital files regularly.

Term of Office

1 year, renewable – elected or appointed at Vestry

Weekly Responsibilities

• Retrieve Sunday offering envelopes from the Envelope Secretary mailbox after the Counters have completed their count. Envelopes should be accompanied by a transmittal sheet detailing all donations and listing cheque contributors
• Compare each envelope with the transmittal sheet. Contact the Counters listed if clarification is required
• Report discrepancies to a Warden and the Treasurer
• Adjust donations in the tracking software, as needed, including offerings from non-envelope holders
• Bundle envelopes with the transmittal sheet, label with the date, and store
• Track FaithWorks donations and prepare quarterly reports

Monthly Responsibilities

• Attend the monthly Advisory Board meeting and present a report
• Reconcile monthly income figures with the Treasurer
• Record approved donations in kind and forward receipts to the Treasurer

Semi-Annual Responsibilities

• Issue mid-year giving statements in July for parishioner review

Annual Responsibilities

• Prepare a report for the Annual Vestry Report in early January
• Provide the 4th-quarter FaithWorks report to the Wardens
• Issue official tax receipts and manage distribution and mailing
• Ensure that late donations (after December 31st) are recorded in the new year
• Respond to inquiries and issue revised receipts when needed
• Box, label, and store the previous year's envelopes after February 28th
• Order offering envelopes for the upcoming year
• Remove and reassign envelope numbers as needed

General Description

The Counting Coordinator recruits, trains, schedules, and supports a team of parishioners who record weekly offerings and bank deposits on a rotating basis.

Term of Office

• 1 year, renewable – elected or appointed at Vestry

Supervision and Support

• Reports to: Churchwardens
• Staff Liaison: Churchwardens
• Population Served: The Envelope Secretary, Treasurer, and all individuals providing financial donations to the Church

Duties and Responsibilities

• Schedule teams of two unrelated volunteers to record weekly offerings and make bank deposits.
• Arrange for backup counters when scheduled volunteers are absent.
• Liaise with the Envelope Secretary and Treasurer to ensure counters receive proper training.

Limits of Position

• None

Benefits and Opportunities

• An opportunity to serve the church by using one’s organizational and administrative gifts

Purpose

Saints Café Volunteers help create a warm, welcoming, and supportive environment by assisting in the preparation and serving of hot, nutritious meals to members of the community. Volunteers contribute directly to the Church’s mission of outreach, compassion, and hospitality.

Time Commitment:

• Mondays and Wednesdays (half day each)

Supervision and Support

• Reports to: Saints Café Volunteer Coordinator
• Population Served: The Downsview community and the GTA

Qualifications and Skills

• Kind, patient, and welcoming demeanor
• Ability to work as part of a team
• Comfortable in a fast-paced environment
• Willingness to learn and follow kitchen safety and hygiene practices
• Respect for confidentiality and the dignity of all guests

Key Responsibilities

• Assist with simple meal preparation such as washing produce, portioning ingredients, and assembling meal components
• Help distribute meals to guests in a friendly, respectful manner
• Welcome guests, maintain a warm and caring atmosphere, and provide direction as needed
• Set up dining space, organize supplies, and support cleanup after service
• Work collaboratively with other volunteers and coordinators to ensure smooth weekly service

What Volunteers Can Expect

• Meaningful service that supports vulnerable community members
• A supportive and friendly volunteer team
• Opportunities to learn new skills in hospitality and food service
• Clear direction and ongoing support from the Volunteer Coordinator

General Description

Sunday School teachers ensure that children who attend the church are introduced to the teachings of Christ in a safe, friendly, and welcoming environment—one where they experience the love of God and are spiritually nurtured through caring relationships within the Anglican community and meaningful learning experiences.

Supervision and Support:

• Reports to: Sunday School Leader

Population Served

• Children ages 12 and under

Duties and Responsibilities

• Plan and prepare lessons using the curriculum provided by the Sunday School Superintendent
• Select creative, age-appropriate activities that connect scripture to real-life situations
• Teach and supervise children during scheduled Sunday School times
• Ensure the classroom is prepared prior to class and restored afterward
• Assist with or lead group activities (e.g., Christmas pageants, special events).
• Attend Sunday School meetings and training opportunities
• Organize and maintain classroom materials and supplies
• Follow all established protocols and procedures
• Collaborate regularly with the Sunday School team
  • Keep the Sunday School Leader informed of any concerns
• Communicate warmly and effectively with children, youth, and their parents

Skills, Experience & Qualities Required

• A baptized believer who regularly attends parish worship
• Personal commitment to nurturing faith in young people and teaching scripture
• Willing to follow the provided curriculum or other approved resources
• Strong organizational and time-management skills
• Effective communication and teaching abilities
• Ability to relate to children and adapt to their learning needs
• Ability to share faith and model Christian values
• Dependable, friendly, spiritual, flexible, empathetic, supportive, patient, Creative, outgoing
• First Aid Certificate (an asset)

Purpose

The Welcomer Ministry plays a vital role in creating a warm, friendly, and inclusive experience for all who visit the Church of St. Stephen, Downsview. Welcomers:

• Greet parishioners, visitors and newcomers as they arrive
• Help them feel comfortable during worship
• Provide information and support as they explore becoming part of the Church of St. Stephen, Downsview and deepening their faith in Jesus Christ

Term of Office:

• 1 year, renewable

Supervision and Support

• Reports to: Welcomer Committee Coordinator
• Population Served: The congregation, visitors and newcomers

Qualifications and Skills

Welcomers should:

• Have a genuine desire to meet and welcome new people
• Be able to speak in a warm, friendly, and approachable manner

Duties and Responsibilities

Welcomers are responsible for:

• Greeting everyone entering the church, with special attention to newcomers
• Introducing themselves to newcomers and connecting them with an off‑duty Welcomer or parishioner who can act as a host
• Providing: a bulletin and a Welcome Card
• Ensuring newcomers are asked whether they would like to be introduced during announcements
• Encouraging completion of the Welcome Card
• Assisting newcomers with the order of service or locating Bible readings
• Supporting newcomers who wish to take Communion, if they have been baptized
• Introducing newcomers to the Incumbent after the service
• Inviting them to Coffee Hour and facilitating additional introductions

Benefits and Opportunities

• Build relationships and meet new people
• Share your faith through hospitality and service
• Help others feel at home within the Church of St. Stephen’s community

OVERVIEW

The goals of the Church of St. Stephen’s Youth Group are to:

• Engage the youth through fun and culturally relevant activities
• Evangelize by encouraging the youth to have a personal relationship with Jesus
• Disciple the youth in their faith; encourage them to share the gospel with others
• Equip them to use their God given gifts and talents in and outside the church
• Maintain positive relationships with youth and parents/guardians
• Prepare youth for leadership roles

DUTIES & RESPONSIBILITIES

• Take an active role in developing and nurturing a youth ministry team, praying for the youth and leaders, giving timely feedback, trying new ideas and supporting leadership development amongst youth
• Contact youth during the week by phone, email and other means for support; be aware of and pray for specific youth needs
• Develop mentoring relationships with youth and support mentoring by others
• As gifts are discovered and discerned, using those gifts to benefit the meetings, both social and teaching, as required
• Support youth participation and stewardship in church
• Regular attendance at youth events; maintain a safe environment for all participants
• Maintain appropriate records in a confidential manner
• Be in compliance with the requirement of two screened adult leaders being present at each event and that there is compliance with the youth to leader ratio as dictated by the parish guidelines for ministry
• Communicate youth ministry events and opportunities for service to the youth and parents
• Communicate regularly with the Incumbent - reporting any concerns in a timely fashion; participate in an annual performance review process led by the Incumbent
• Communicate with parents regarding events and obtain signed consents for events and outings
• Assist with the youth ministry budget and reports, as requested
• Attend youth leaders meetings and training, regularly
• Be available to participate and share youth ministry with the church