PO Box 100, Carlisle, Ontario L0R 1H0 | Phone: 1-833-236-0280 | hfrc@united-church.ca
green stained glass of a church 652 px

Congregational Support Toolkits

Toolkit #1 – Covenant between Region and Communities of Faith

At the heart of the relationship with the regional council there will be a personalized covenant for each community of faith. This covenant expresses our commitment to work together, care for one another and respect the roles and responsibilities we have been given as part of The United Church of Canada. It is this covenant that will help to define our relationship and commitment to the ministry we share.

Each community of faith and congregation will create their own covenant with Horseshoe Falls Regional Council by completing the appropriate sections, including choosing and explaining the symbols that reflect their commitment to this relationship.
Covenant Instructions
A Covenant of Mutual Commitment

This liturgy will be used as part of a service to celebrate the covenant between Horseshoe Falls Regional Council and community of faith. A representative from the regional council will participate in this service with the community of faith. This may be done as part of a service to covenant with new ministry personnel or at a regular worship service.

Toolkit #3 – ChurchHub

ChurchHub is the new national database for information for every community of faith and all ministry personnel in The United Church of Canada.

Current instructions for updating information on ChurchHub
ChurchHub – How to Enter Your Information
ChurchHub – How to Upload Your Files

United Church of Canada ChurchHub description
ChurchHub.ca (the national database)

Toolkit #2 – Community of Faith Profile

A set of worksheets to assist communities of faith with information gathering, review and discernment of their current strengths, challenges, ministry initiatives and goals.

Preparing to Search.
Preparing to Search Process

Step by step instructions for completing the profile worksheets and living faith story.
Profile Preparation Handbook

A tool to assess current and future financial well-being for planning purposes.
Financial Viability Worksheet

Asks the questions, “Who are we” and “Who are our neighbours”.
Demographics Worksheet

A record of property, such as cemeteries, if applicable.  Does not refer to the church building or manse.
Real Property Worksheet

A more detailed description of your ministry using headings that will assist with writing a position description and reviewing applications.
Living Faith Story Worksheet



Toolkit #4 – Property Matters

Information for communities of faith, trustees and governing bodies regarding property matters and transactions.

Details regarding the disbursement of funds following amalgamation and disbanding.

A template for requesting approval from the Covenant Commission to list, sell, purchase, mortgage or lease property.
Property Resolution – Trustees PDF
Property Resolution – Trustees .docx

A guide to property transactions for communities of faith.
Congregational Property Transactions

A lease agreement with template and information about rentals.
Leases and Rentals of Congregational Property Policy
Lease Agreement Template

Managing Church Property and the Regional Councils

PowerPoint Presentation:

Managing Church Property Webinar.PPTX


Toolkit #5 – Amalgamating and Disbanding

Resources to help communities of faith with the process of amalgamation or disbanding.

Step by step information for communities of faith that are disbanding.
Disbanding – Steps for Closing Well
Disbanding – Asset Disbursement Calculator Form
Ministries Supported by Disbanding Communities of Faith

Step by step information for communities of faith that are amalgamating.
Amalgamating – Steps for Beginning Well
A sample agreement that can be adapted as needed.
Amalgamation Agreement Template

If there is a change in your pastoral charge (e.g. amalgamation, disbandment, name change, etc.) please fill out this form and send it to the Minister, Congregational Support.
Information Update Pastoral Charge Change



Toolkit #6 – Pastoral Charge Supervisors

Information for communities of faith and Pastoral Charge Supervisors related to the tasks and responsibilities of this position.

A brief overview of the responsibilities of a pastoral charge supervisor.

Pastoral Charge Supervisor Handbook

Pastoral Charge Supervisors Reporting Form

PCS Gathering February 9, 2022 – Summary

If you are a new pastoral charge supervisor, your information has changed, or you have yet to fill out this form please submit your information. It assists the Minister for Congregational Support in finding pastoral charge supervisors when needed.

Pastoral Charge Supervisor Information Update Form


Toolkit #7 – Self-Assessment

A checklist style guide for carrying out an annual self-assessment and identifying policies and practices which may need to be updated in the coming year.

A tool for assessing the work of the community of faith and identifying best practices.

Annual Self-Assessment Information
Self-Assessment Instructions
Self-Assessment Checklist
Online Self-Assessment Checklist



Toolkit #8 – Maintaining the Historic Roll

Information and best practices related to maintaining the Historic Roll.
Maintaining the Historic Roll – manual
Historic Roll Guidelines
Historic Roll-Frequently Asked Questions

Toolkit #9 – Collaborative Covenants / Shared Ministry Agreements

Resources for communities of faith interested in sharing staff/resources and exploring opportunities for cooperation.

Collaborative Covenants are when two or more pastoral charges choose to work together bound by an agreement. Shared Ministry Agreements are when there is an ecumenical (other denomination) shared relationship.

A Handbook containing information to help create a successful collaborative ministries.
Collaborative Ministry Handbook

Basic template that can be adapted as needed.
Collaborative Covenant – Sample

An overview of ministry sharing with examples, benefits and considerations.
Collaborative Agreement Information (PowerPoint)

A series of questions to assist the collaborative conversation between congregations.
Collaborative Ministry CoF Inventory

An overview of the Collaboration Process
Collaboration – Steps in Process



Toolkit #10 – Compliance

Resources related to policies required by provincial and federal government.

Accessibility Policy
A generic template that can be adapted by communities of faith. Highly recommended.
Accessibility Policy & Training Template

Personal Information Privacy Policy
A guide and generic template that can be used by communities of faith for compliance with government regulations.
Personal Information Privacy Policy Guide
Personal Information Privacy Policy Template

Toolkit # 11- Annual Meetings

Information to help communities of faith prepare for annual meetings and adapt to changes related to Covid-19.

Information Package
A package containing helpful tips to prepare annual reports, plan annual meetings, complete community of faith profile and living faith story, and updates on changes related to Covid-19.
2020 HF Information Pack

Annual Meeting Best Practices
A guide to help congregations and pastoral charges prepare for the Annual Meeting.

Annual Meetings Best Practices

Annual Reports Best Practices
A tool to help congregations and communities of faith ensure their annual report is complete and easy to read.

Annual Reports Best Practices


Toolkit #12 – Community of Faith Finances

Resources related to community of faith finances.

On January 11th2023 the tri-regions hosted a Deficit Dilemma Workshop, with over 185 people in attendance!  If you missed this workshop, or would like to review the content, a link to the recording and the Powerpoint Slides are available below:


Powerpoint Presentation:

Deficit Dilemma .PPTX

Presentation PDF:

Deficit Dilemma