Terms of Reference
Property Committee
The Property Committee is a standing committee of the Corporation of the Parish, as the rector and
wardens have custodial responsibility for the real property of the parish of behalf of the bishop.
Membership
Appointment to the Committee is by the Corporation of the Parish.
The Rector and Wardens are ex-officio members of the committee. At least one member of the
Corporation will be appointed to represent the Corporation with regular attendance at committee
meetings.
The following are the current members of the committee: Norm Newbery (Corporation
Representative), Bruce Pilcher, Judy Duncan, (more to be added).
Mandate
The Property Committee is charged with the responsibility of overall maintenance and care of the
church building and its fixtures, keeping them in good and safe working condition, complying with all
safety and building codes. The committee ensures that the church building and grounds are maintained
as a visually appealing and comfortable atmosphere for the ministry of the parish.
Strategies
1. Continually monitor the condition of the Church through visual inspection, and inspection by
specialists when applicable.
2. Develop, implement and maintain an effective maintenance program including a written plan.
3. Provide a “Project Proposal” form for those wishing to have a project considered by the
Property Committee with response to the applicant in a timely fashion.
4. Use of volunteers who are members of the committee, other volunteers and professionals as
needed.
Governance and Scope
1. Decision-making of the committee is usually by consensus and decisions are made at duly called
meetings of the committee. Meetings normally occur monthly. Minutes or notes of the meeting
will be taken and forwarded to the Corporation for information.
Document revised: 2010-12-10
2. Decisions can also be made by means of telephone/email polls of members as needed.
3. The committee has authority to undertake projects and incur expenses within its maintenance
program and accompanying budget. Any additional work or expenses should have the formal
approval of the Corporation.
4. The committee is not responsible for new purchases except for that which relates to
maintenance and replacement in accordance with the approved maintenance program and
budget. The committee may be consulted in new purchases especially where maintenance will
be an issue.
5. Regular cleaning services are provided by a contractor and the Corporation oversees this
contract in its role as the Personnel Committee of the parish.
Specific Guidance from Corporation and Parish Council

The development of a written maintenance program, with a maintenance schedule and painting
schedule is seen as a priority.

The Corporation and Parish Council may approve policy from time to time which the Property
Committee will need to incorporate within its maintenance plan.
Additional Notes

Relationship to other committees and ministries in the parish. As the building is meant to serve
the ministry needs of the parish it should be expected that various ministries will have special
needs arise. When these needs involve the maintenance or repair of the building or its fixtures
committees may make their requests known directly to the Property Committee. Other requests
will normally be directed initially to the Corporation. The Property Committee will take care to
consult with other ministry groups with plans that might affect groups in any other way.

The Chair of the Property Committee will be cross-appointed as a member of Parish Council.

Storage. Contracts, plans and other important papers shall be stored in the parish office and in
the files in the sacristy.

Artaban Non-Profit Homes. The Committee should be aware of any leasing agreement between
the parish and Artaban Non-Profit Homes and particularly the issues of ownership and
responsibility of maintenance care.

Insurance. The Committee should be aware of insurance coverages.

Fire regulations. The Committee should be aware of particular maintenance responsibilities
regarding fire and other emergency equipment.
Document revised: 2010-12-10

Important timelines. The Committee should prepare its budget request for the following year
by November 1 of the current year.

These Terms of Reference will be reviewed annually by the Corporation ant the Property
Committee.
Document revised: 2010-12-10