St. Mark s Parish. Job of the Wardens, Treasurer and Sexton

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1 St. Mark s Parish Job of the Wardens, Treasurer and Sexton Job of the Wardens, Treasurer and Sexton 2018 Page 1

2 St. Mark s Parish Wardens and Treasurer Table of Contents Job of the Wardens and the Treasurer... 3 The Job of the Wardens... 3 Job of the Rector s Warden... 3 Job of the People s Warden... 4 The Job of the Treasurer... 6 The Job of the Sexton... 7 Agreements to be signed by Wardens, Treasurer and Sexton... 7 Job of the Wardens, Treasurer and Sexton 2018 Page 2

3 Job of the Wardens and the Treasurer The Job of the Wardens In addition to the responsibilities defined under The Job of the Vestry, the Rector s and the People s Wardens have very specific duties. Job of the Rector s Warden The Rector s Warden will: 1. Serve as the principal lay advisor for the Rector for all matters associated with the church, to include lay ministries, operation and maintenance of church facilities, and executing church programs. 2. Serve as a member of the Vestry executive committee and assist the Rector and the committee with planning, providing guidance and leadership, and carrying out the church mission. 3. Provide leadership, guidance and loving support to Vestry members in carrying out the church s annual program. 4. Plan and conduct an Annual Congregational Meeting in January, in conjunction with the Rector, to elect Vestry members and approve the church program and operating budget. 5. Provide guidance and support to the People s Warden in planning, operating, and maintaining the church facility and property. 6. Provide leadership for the church s long-range planning committee. 7. Provide guidance and support to the budget and stewardship committees to plan an annual stewardship campaign and establish an annual operating budget. 8. Provide guidance and support the Treasurer in managing and controlling church expenses, and providing periodic financial reports to the Rector and Vestry. 9. Support the Diocesan Affairs (Wardens work with clergy and staff, as needed): a. Coordinate the church's participation in Regional, Diocesan, and National Church affairs. b. Recruit volunteers and/or assist the Vestry in electing representation to the Diocesan/National Church Conventions. 10. Delegate responsibilities to other members of the Vestry or Parish, when required or directed. 11. Support the Parish Office Management 1 which addresses the planning, organizing and administering activities that normally occur in any day-to-day office: a. Parish Administrator i. Maintain a database of information on the congregation and all records in accordance with Diocesan regulations. ii. Maintain a church space use schedule. 1 Office Management includes, purchasing, human resources, printing, records management, forms management, payroll, space management, risk management, office technology and information management. Job of the Wardens, Treasurer and Sexton 2018 Page 3

4 iii. Maintain a duplication capability to support church programs. iv. Maintain appropriate display or distribution of information, including minutes from Vestry meetings. v. Publish appropriate parish directories. vi. Publish the parish newsletter. vii. Prepare bulletins and other materials for worship services. viii. Coordinate volunteers for folding, addressing and other information distribution needs. ix. Issue payments to vendors upon presentation of valid invoices. x. Manage payroll, tax and benefit accounts for church employees. xi. Maintain all records (paper and electronic) from time they are created up to the eventual disposal. This includes classifying, storing, securing, filing and destruction/archival of records. xii. Provide appropriate information for posting on the parish internet site. xiii. Monitor and respond to electronic mail received to the parish. b. Bookkeeper i. Maintain the parish financial records and books. 12. Be a shepherd to the Vestry members. 13. Be an example to the Parish of Christian discipleship. Job of the People s Warden The People s Warden will: 1. Serve as the principal lay advisor to the Rector for all matters associated with the church facility, plant and property. 2. Serve as a member of the Vestry Executive Committee. 3. Serve as a member of or chair the committees related to building and grounds. 4. Function as the Rector s Warden as necessary when the Rector s Warden is not available. 5. Manage the use of church's facilities and grounds. Reference Standard Operating Procedures (SOP) for Building Use. Generally, the People s Warden acts as the Sexton 2, however, if appropriate, ensure an annual contract with a Sexton and supervise the carrying out those duties. 6. Ensure building and grounds are maintained in good condition. Reference Standard Operating Procedures (SOP) for Facilities Maintenance. 7. Plan, budget, and conduct an annual program for the routine maintenance, repairs, acquisitions, and scheduled improvements of the church's property (to include furnishings). Submit an annual budget to the Finance Committee. 8. Provide input to the budget concerning the projected facility- and utility-related maintenance, repair and operating costs. 9. Plan, recruit volunteers, and/or procure services to maintain the church grounds, including grass mowing, leaf and snow removal, and care of all shrubbery. 10. Plan, budget and oversight of pavement management of church hardscape. 2 A Sexton is an officer of the church charged with the maintenance of its buildings and surrounding property. Job of the Wardens, Treasurer and Sexton 2018 Page 4

5 11. Inventory and maintain a record of church property. 12. Submit to the Vestry recommended church improvements for budgeting and approval. 13. Prepare and submit to the Vestry a Plan for the near-term and long-term improvements of the church to include major program changes, facility improvements, purchases, and other changes necessary to accommodate church growth or other changes. 14. For the approved Plan, provide management oversight of implementation plans to accomplish goals. 15. Procure janitorial services and manage the effort which ensures adequate cleaning materials, equipment and supplies for bathrooms, kitchen, and other needs (toilet paper, paper towels, trash bags, etc.). 16. With other Vestry members and Parish committees, organize and implement opportunities for parish-wide involvement in cleaning and repairing the church facility and grounds. 17. Delegate responsibilities to other members of the Vestry or Parish, when required or directed. 18. Be an example to the Parish of Christian discipleship. Job of the Wardens, Treasurer and Sexton 2018 Page 5

6 The Job of the Treasurer In addition to the responsibilities defined under The Job of the Vestry, the Treasurer has very specific duties. The Treasurer will: 1. Serve as the principal lay advisor to the Rector for all matters associated with the church finances. 2. Serve as a member of or chair the budget committee. 3. Serve as a member of the Vestry Executive Committee. 4. Provide the Vestry with monthly, annual and ad hoc reports on the financial status of the church. 5. Advise program leaders as necessary concerning their annual budgets and the financial status of their accounts. 6. Provide the Rector and Rector s Warden with financial report on the prior year s financial activity and current financial status for use at the Annual Congregational meeting. 7. Support the stewardship committee as required in its year-round stewardship campaign and its efforts to establish an endowment fund for the Parish. 8. Provide guidance and support to the Parish Administrator and Accountant/Bookkeeper in performing the bookkeeping functions of the church, to include payroll and payment of accounts payable. 9. Ensure payment of required payroll and withholding taxes and provide required taxrelated reports to the Internal Revenue Service and Commonwealth of Virginia. Job of the Wardens, Treasurer and Sexton 2018 Page 6

7 The Job of the Sexton St. Mark s Parish may elect to hire a Sexton or may elect a member of the parish to handle the Sexton s duties. If a Sexton is hired, a separate letter of agreement is made between the parish and the Sexton. However, if the Sexton is a parish member, there are very specific duties in addition to the responsibilities defined under The Job of the Vestry. The Sexton will: 1. Be the principal overseer of keeping St. Mark s building and grounds clean and orderly based on Parish Facilities Cleaning and Maintenance Procedures. 2. Perform basic preventative maintenance and repairs. 3. Set up church rooms for use as needed. 4. Keep Parish Administrator, Rector, Sr Warden and Jr Warden advised of dangers and/or concerns about the condition and maintenance of the buildings and grounds. 5. Ensure there is a 30-day supply of regularly used cleaning and maintenance supplies. 6. Provide input to the budget concerning the projected facility- and utility-related maintenance, repair, and operating costs. 7. Work with other vestry members and parish committees, organize and implement opportunities for parish-wide involvement in cleaning and repairing the church facility and grounds. Agreements to be signed by Wardens, Treasurer and Sexton Forms can be located in the Parish Office or on the website. Job of the Wardens, Treasurer and Sexton 2018 Page 7

8 Agreement between Rector s Warden and St. Mark s Episcopal Church This agreement, entered into on, between (hereinafter the Rector s Warden ) and St. Mark s Church, effective, is for the purpose of documenting the Rector s Warden s agreement to serve in this capacity at St. Mark s Church. Terms of Service Terms. The Rector s Warden agrees to serve in a volunteer capacity and is elected by the church s vestry from among the members of the vestry. This agreement shall be in effect until a new Rector s Warden is elected at Annual Vestry Retreat. Duties. During the effective term of this agreement, the Rector s Warden agrees to be responsible for the following duties. Be the principal lay advisor to the Rector for all matters associated with the church, to include lay ministries, operation and maintenance of church facilities, and executing church programs. Serve as a member of the Vestry executive committee and assist the Rector and the committee with planning, providing guidance and leadership, and carrying out the church mission. Provide leadership, guidance and loving support Vestry members in carrying out the church s annual program. In conjunction with the Rector, plan and conduct an Annual Congregational Meeting in January to elect Vestry members and approve the church program and operating budget. Provide guidance and support the People s Warden in planning, operating, and maintaining the church facility and property. Provide leadership for the church s long-range planning committee. Provide guidance and support to the budget and stewardship committees to plan an annual stewardship campaign and establish an annual operating budget. Provide guidance and support the Treasurer in managing and controlling church expenses, and providing periodic financial reports to the rector and vestry. Be a shepherd to the Vestry members. Be an example to the parish of Christian discipleship. Rector s Warden Date Rector Date Job of the Wardens, Treasurer, Sexton 2018

9 Agreement between People s Warden and St. Mark s Episcopal Church This agreement, entered into on, between (hereinafter the People s Warden ) and St. Mark s Church, effective, is for the purpose of documenting the People s Warden s agreement to serve in this capacity at St. Mark s Church. Terms of Service Terms. The People s Warden agrees to serve in a volunteer capacity and is elected by the church s vestry from among the members of the Vestry. This agreement shall be in effect until a new People s Warden is elected at Annual Vestry Retreat. Duties. During the effective term of this agreement, the People s Warden agrees to be responsible for the following duties. Be the principal lay advisor to the Rector for all matters associated with the church facility, landscape, and property. Serve as a member of the Vestry executive committee. Serve as a member of or chair the committees related to building and grounds. Function as the Rector s Warden as necessary when the Rector s Warden is not available. Ensure the church facility, landscape, and property are maintained in a state of good repair. Provide input to the budget concerning the projected facility- and utility-related maintenance, repair, and operating costs. Ensure the church has an annual contract with the Sexton specifying his or her duties and supervise the Sexton in carrying out those duties. Ensure the lawn and gardens are maintained in good condition. Ensure there are adequate building supplies (toilet paper, paper towels, trash bags, etc.) and cleaning materials. With other vestry members and parish committees, organize and implement opportunities for parish-wide involvement in cleaning and repairing the church facility and grounds. Be an example to the parish of Christian discipleship. People s Warden Date Rector Date Job of the Wardens, Treasurer, Sexton 2018

10 Agreement between the Treasurer and St. Mark s Episcopal Church This agreement, entered into on, between (hereinafter the Treasurer ) and St. Mark s Church, effective, is for the purpose of documenting the Treasurer s agreement to serve in this capacity at St. Mark s Church. Terms of Service Terms. The Treasurer agrees to serve in a volunteer capacity as Treasurer of St. Mark s Church, an unincorporated association. The Treasurer is elected by the church s vestry from among the members of the Vestry. This agreement shall be in effect until a new Treasurer is elected at Annual Vestry Retreat. Duties. During the effective term of this agreement, the Treasurer agrees to be responsible for the following duties. Be the principal lay advisor to the rector for all matters associated with church finances. Serve as a member of or chair the budget committee. Serve as a member of the Vestry executive committee. Provide the Vestry with monthly, annual, and ad hoc reports on the financial status of the church. Advise program leaders as necessary concerning their annual budgets and the financial status of their accounts. Provide the Rector and Rector s Warden with financial report on the prior year s financial activity and current financial status for use at the Annual Congregational Meeting. Support the stewardship committee as required in its year-round stewardship campaign and its efforts to establish an endowment fund for the parish. Provide guidance and support to the Parish Administrator in performing the bookkeeping functions of the church, to include payroll and payment of accounts receivable. Ensure payment of required payroll and withholding taxes and provide required tax-related reports to the Internal Revenue Service and Commonwealth of Virginia. Treasurer Date Rector Date Job of the Wardens, Treasurer, Sexton 2018

11 Agreement between Sexton and St. Mark s Episcopal Church This agreement, entered into on, between (hereinafter Sexton ) and St. Mark s Church, effective, is for the purpose of documenting the Sexton s agreement to serve in this capacity at St. Mark s Church. Terms of Service Terms. The Sexton agrees to serve in a volunteer capacity and is elected by the church s vestry from among the members of the Vestry. This agreement shall be in effect until a new Sexton is elected at the Annual Vestry Retreat. Duties. During the effective term of this agreement, the Sexton agrees to be responsible for the following duties. Be the principal overseer of keeping St. Mark s building and grounds clean and orderly based on Parish Facilities Cleaning and Maintenance Procedures. Perform basic preventative maintenance and repairs. Set up church rooms for use as needed. Keep the Parish Administrator, Rector, Rector s Warden and People s Warden advised of dangers and/or concerns about the condition and maintenance of the buildings and grounds. Ensure there is a 30-day supply of regularly used cleaning and maintenance supplies. Provide input to the budget concerning the projected facility- and utility-related maintenance, repair, and operating costs. With other vestry members and parish committees, organize and implement opportunities for parish-wide involvement in cleaning and repairing the church facility and grounds. Be an example to the parish of Christian discipleship. Sexton Date Rector Date Job of the Wardens, Treasurer, Sexton 2018

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