POLICIES AND INFORMATION PERTAINING TO VESTRIES

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1 SEC TION V POLICIES AND INFORMATION PERTAINING TO VESTRIES This is a new 2007 section for the Policy Manual. It contains selected policies and information pertaining the work of Parish Vestries, including church canons.

2 VESTRY RESPONSIBILITIES AND STRUCTURE BASED UPON CHURCH CANONS The vestry of any Episcopal parish has four (4) primary responsibilities. It serves as the legislative authority for the parish and shall transact all of the temporal business of the parish. The primary responsibilities are: Take care of the parish finances Care and maintain parish facilities Choose parish leadership; -- Interview and call a Rector -- Elect delegates to the Annual Diocesan Convention -- Establish parish committees/task forces -- Appoint representatives to parish school board and/or community boards Assist the Rector in the nurture and extension of Christ s Church. The legal standing of a Parish Vestry is drawn from three sources: Constitution and Canons of the Episcopal Church, the Charter and Canons of the Diocese of Alabama, and parish customs and publish vestry policies. CONSTITUTION AND CANONS OF THE EPISCOPAL CHURCH I, 6, Sec. 1: Annual report of membership and finances is a joint task with the Rector. (Parochial Report which must be signed by the Clerk of the Vestry, the Treasurer and Rector) I, 6 Sec. 1: Assist in showing parish records to the Bishop and for reporting on the state of the parish and other information as requested by the Bishop. I, 7, Sec.3 : Cannot sell or mortgage church property with the consent of the Bishop. III, 5, Sec. 2c: Certify parish members applying to go to seminary by a 2/3 majority of the vestry. III, 9, Sec. 3c: Give approval for all assistant clergy selected by the Rector III, 9, Sec. 3a : The Wardens will notify the Bishop when the parish is without a priest and take measures to make provision for services of public worship within 30 days. III, 9, Sec. 6d : Notify the Bishop if clergy in charge is unable to fulfill his/her office and give consent to Interim clergy assistance. III, 9, Sec. 3a3: Written notice on the election of a rector and signed by the wardens shall be forwarded to the Ecclesiastical Authority. III, 14 : By majority vote, a vestry may petition the Bishop to intervene and assist a parish resolve any disagreement or dissension between a priest and parish. III, 15, Sec. 1 : Gives consent to the resignation of a Rector and recorded in the minutes of the meeting. V-1

3 page 2 CHARTER AND CANONS OF THE DIOCESE OF ALABAMA Canon 9 of the Charter and Canons of the Diocese of Alabama relates to the Parish and Vestry. This canon defines a Parish is Section 1 and deals with the Vestry in Sections 2, 4,5 and 6: Sect. 2(a) MEMBERSHIP: The vestry shall consist of not less than three (3) nor more than thirty (30) lay communicants of the Parish qualified to vote at the Parish meeting, elected at a Parish meeting for the term of no longer than three (3) years, with nearly as may be, but not more than one-half (1/2) of the terms expiring simultaneously. No member shall be eligible to serve again on the same vestry until the expiration of one (1) full year after such service, except that a member elected for an unexpired term of less than one (1) year shall be eligible for re-election on the expiration of that term. Vacancies on the vestry may be filled by vote of a majority of the remaining members of the vestry for the period until the next Parish meeting at which members of the vestry are elected. Members of the vestry shall be communicants who are qualified to vote in a Parish meeting, provided that all of its members under the legal age of the majority shall not constitute a majority of the vestry and shall not be entitled to vote on any matter legally requiring action by persons of a stated age, as to which matters the members over the legal age of majority shall constitute the entire vestry. A Senior Warden and one or more Junior Wardens shall be elected annually by the Vestry from among its members. Sect. 2 (b) AUTHORITY: The Rector, when present, shall preside (or designate the member of the Vestry to preside) at all meetings of the Vestry and shall be entitled to cast the deciding vote in case of a tie. In the absence of the Rector, the Senior Warden, or in the absence of the Senior Warden, a Junior Warden, shall preside if the Rector has failed to designate another presiding officer. The Vestry shall assist the Rector in the nurture and extension of Christ s Church. The Vestry shall have the legislative authority for the Parish and shall transact all of its temporal business. The Vestry shall be responsible for furnishing, preserving and adequately insuring the Parish property, including all items necessary for public worship, for maintaining adequate Parish records; and for managing the financial resources of the parish. The Vestry shall maintain order and decorum during the time of public worship. There shall be at least six Vestry meetings in each year, and reasonable notice of meetings of the Vestry shall be given to the Rector and the members of the Vestry. No meeting shall be valid in which there shall not be present either the Rector or one Warden except for the purpose of electing Wardens if there be no Rector or Wardens. No acts of the Vestry shall be valid unless taken at a valid meeting by a majority of the actual membership of the Vestry. Sect. 4 PARISH OFFICERS The Vestry shall elect a Clerk, Treasurer and such other officers of the Parish as it may deem appropriate. The vestry shall define the duties of the Wardens and other officers of the Parish. Sect. 5 USE OF CHURCH PROPERTY The Church and Parish buildings of the parish may be used, under the direction of the Rector, for all services, rites, ceremonies and other purposes not contrary to the traditions or directions of the Episcopal Church, and at such times as the Rector, or when there is no Rector, the Vestry, may deem proper. Sect. 6 PARISHES ENTERING INTO UNSECURED DEBT No parish shall enter into unsecured debt in an amount in excess of ten percent (10%) of the Parish s net disposable income, as reported on its prior year s parochial report, except with the written consent of the Bishop and Diocesan Council. V-2

4 Guidelines for Parish Covenants In the Diocese of Alabama The Covenant Guidelines The guidelines establish a minimum level of proportional giving of 10% for parishes with annual operating income less than $150,000 and a minimum level for parishes with annual income greater than $150,000 of 15%. These guidelines were adopted by the Diocesan Council and affirmed by our Diocesan Convention in The standing resolution of the diocesan convention calls for this calculation to be based on the unrestricted and undesignated income of each parish. In determining these guidelines, the diocese sought to strike a balance between the need to adequately fund our responsibilities as a diocese while recognizing the pressures on parishes for staff and programs. With this in mind, the guidelines encourage parishes not currently funding the minimum to adopt a plan with regular increases to bring the parish to the minimum level in five years. Proportional Giving The covenant contributed to the diocese is expressed as a percentage rather than a dollar amount. This is intentional to mirror the stewardship standard that calls for our pledges to represent a proportion of our income. The remarkable story of Jesus comment to his disciples regarding the gift of the widow in the temple and the witness throughout Scripture to proportional giving provides the Scriptural foundation for this approach. However, the practicalities of budgeting and managing the gifts well require that the proportion or percentage be converted into a dollar amount. This calculation is, obviously, an estimate, but is necessary. It is for this reason that we ask parishioners to estimate their pledge in dollars but stress the importance of beginning with a percentage of income. The system for funding our shared mission and ministry is the same. Each parish is asked to think first of their gift as a proportion of income and then to convert that figure into an estimate reported in dollars. V-3

5 Diocesan Policy on Borrowing of Funds by Parishes The Canons of the Diocese of Alabama require involvement of the diocese whenever a parish contemplates borrowing an amount greater than 10% of the parish net disposable income or when property occupied by the parish must be pledged to secure the loan. The required approval by the diocese is requested through the office of the Deputy for Finance and Administration. Parishes are expected to have a local attorney review all the documents on behalf of the parish and should develop a business plan as part of their preparation for the approval process. The legal and financial documents must then be presented for review prior to action by the diocese. Documents should include written authorization of the intended indebtedness from the parish vestry and rector. The closing date for loans should be coordinated closely with the Deputy for Finance and Administration. Depending on the timing of the request in relation to the schedule meetings of the groups which must give consent, action may take from 2 to 8 weeks. Key leadership from within the parish may be needed to attend one or more meetings to review the request. In the case of a secured loan involving property occupied by the principle parish buildings, the approval of the Standing Committee is also required. This approval is also requested through the office of the Deputy for Finance and Administration. Note that when the loan is associated with construction or renovation of parish buildings, the Department of Architecture must approve conceptual drawings and the final plans prior to the issuance of final approval from the diocese. This process generally occurs well in advance of seeking final approval for the financial plan. V-4

6 A careful review of the applicable diocesan canons is important. Canon 6, Section 6; Canon 7; and Canon 9, Section 6 are applicable. Awareness of Article III of the Charter of the Diocese is also recommended. These documents can be found in the back of the Diocesan Directory and Journal and on the diocesan web site at For more information and guidance through the approval process, parishes are encouraged to contact the Deputy for Finance and Administration as soon as the intent to borrow funds is identified. V-5

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