POLICIES & PROCEDURES
ALL SAINTS EPISCOPAL CHURCH
South Burlington, Vermont
Approved January 11, 2010
In the interest of responsible operation of the parish, the following policies have been established by action of the Vestry, and are binding and may only be changed by the Vestry. These policies are binding to all members of the parish.
The provisions for services of Holy Baptism authorized by the General Convention shall be closely followed. Holy Baptism is our initiation into the fellowship of Christ’s Church, and the service should be read in the presence of members of the Body of Christ.
In the case of the baptism of a child, the parents shall meet with one of the clergy, at a time agreed upon, before the service for instruction in the sacred responsibilities of their obligations.
Only baptized persons may be admitted as sponsors (godparents). In the case of the baptism of adults, it is required that the person(s) to be baptized receive any instruction that may be required by one of the clergy.
There are no fees connected with the service of Holy Baptism. It is the privilege of the clergy to receive souls into the congregation of Christ’s flock. If parents so desire, they may make a designated gift to the work of the parish or to the Rector’s discretionary fund.
The provisions for the service of Holy Matrimony authorized by General Convention shall be closely followed. The provision of Title I, Canons 18 and 19 of the Episcopal Church pertaining to Holy Matrimony shall be met.
For fees, refer to ‘Rental Guidelines and One-Time Fees’ document (see Attachment 1).
The taking of photographs or video must be negotiated. Generally it is not allowed. Re-enactment photographs may be taken after the service.
The use of decorations and flowers in the church is to be done in cooperation with the parish Altar Guild, acting under the authority of the Rector. Decorations and flowers should be removed after the service.
The provisions for the service of the Order for the Burial of the Dead, authorized by the General Convention shall be closely followed.
The Order for the Burial of the Dead shall be read in the church proper, except for exceptional circumstances and with the consent of the Rector.
The casket of all persons buried from the church shall remain closed in the church and shall be covered with a pall.
All music at the service shall be under the direction of the organist.
The use of flowers and decorations in the church is to be done in cooperation with the Altar Guild, acting under the authority of the Rector.
If there is a Lodge Service, it should be read at the home or at the funeral parlor prior to the service in the church or by exception per discretion of the rector.
For fees, refer to ‘Rental Guidelines and One-Time Fees’ document (see Attachment 1).
INTERMENT IN MEMORIAL GARDEN
The Memorial Garden is a place for quiet reflection and a sacred space for the ashes of All Saints parishioners and others, per discretion of the rector, to be buried there.
The garden will be kept free of markers or ornaments of any kind. Flowers may be placed in the garden only at the time of interment. Thereafter, they may be placed only at the base of the monument. The ashes will be placed directly into the ground rather than in a container. For fees, refer to ‘Rental Guidelines and One-Time Fees’ document (see Attachment 1). There will be an additional fee for the engraving on the memorial monument.
All Saints will make the arrangements for the engraving to be done. It will be done on an annual or semi-annual basis. The Parish Administrator will be responsible for keeping all records (including a data sheet), communicating with the family, and making arrangements with the monument company.
USE OF CHURCH BUILDING & GROUNDS
The use of any part of the parish building or grounds is under the direction of the Rector, acting in cooperation with the Vestry. Application for use must be made to the Rector or his/her authorized agent, and an agreement negotiated and signed prior to the use of space.
Application for on-going use must be made to the rector. Written agreement is to be negotiated by the rector and approved and signed by the vestry prior to the use of the space.
For one-time usage fees, refer to ‘Rental Guidelines and One-Time Fees’ document (see Attachment 1). The rector has the right to waive one-time usage fees.
BUILDINGS AND GROUNDS
A request for any maintenance changes, alterations, or improvements must be submitted to the Junior Warden, Senior Warden, or the Vestry before being acted upon.
Should an emergency arise that does not allow for vestry discussion, the Junior Warden or Senior Warden are authorized to spend up to $500 without Vestry approval. If an emergency requires an expense greater than this, the Junior or Senior Wardens will canvass a quorum of the Vestry for approval. If a quorum is not available the Junior Warden or Senior Warden are authorized to deal with the emergency immediately.
For non-emergency situations, any amount over $500 requires vestry discussion and approval. Three written bids are required on the purchase of all goods and services when the cost exceeds $5000. Bids are to be awarded to the lowest bidder assuming the bidder is able to perform necessary services or supply goods. There must be a written description of the goods, services and work to be done.
BILLS TO BE PAID WITHOUT PRIOR APPROVAL OF THE VESTRY
The following bills or expenses may be paid by the Treasurer without the prior approval of the Vestry: All salaries, insurance premiums, pension premiums, utilities, Diocesan Assessment, and other monies due the Diocese or the National Church. All payments will be paid when they come due unless otherwise directed by the Vestry.
The parish Treasurer is authorized to spend up to $500 in any one month for expenses incidental to his/her office without the prior approval of the Vestry.
PAYMENT OF BILLS
All orders for goods or services for more than $500 must be approved by the Vestry. Bills for all orders shall be certified for payment by the Rector, Treasurer, Senior Warden, Junior Warden, or any other person authorized by the Vestry. Two signatures must appear on checks over $500.
Pledges shall be kept confidential and may be known only by the Pledge Treasurer, Assistant Pledge Treasurer, and the Rector. The Assistant Pledge Treasurer shall send two semi-annual statements in July and January to all persons who make a stated contribution to the parish. Persons may request that a statement not be sent.
An Outreach committee, under the guidance of the vestry, should present to the vestry the plan for disbursing the following year’s designated budgeted amount at the close of each year. Ideally, the outreach plan should be consistent with our vision and goals, defined on a regular basis through a “visioning” process.
COUNTING OF OFFERINGS
Offerings for all Sunday services and for any services held during the preceding week shall be counted by the Pledge Treasurer or Assistant Pledge Treasurer and one other person. Pledges shall be recorded by the Pledge Treasurer or Assistant Pledge Treasurer. A record of the plate offering and the pledges received shall be made by the Pledge Treasurer or Assistant Pledge Treasurer to the Treasurer. The Pledge Treasurer or his duly authorized agent shall make the bank deposit. All funds shall be kept in a secure place provided for that purpose.
Committees will submit oral or written reports to the Vestry. When appropriate they are to be included in the minutes of the Vestry meeting.
If an officer of the parish who is also a record holder must leave the parish for a protracted period of time, or resigns, or is removed from office, he or she must deposit all records in his or her with the Rector. The Rector will be responsible for the records until the officer returns or a replacement is named, and transferring records to the new officer in the case of replacement.
For financial records, the Rector will provide a receipt for the records given to them, and any other authorized agents in whose temporary care the records are entrusted will, in turn, give the Rector a receipt for records entrusted to them.
Old bank statements, canceled checks, deposit slips, etc. shall be held for a period of six years. All correspondence, Annual Reports and Vestry minutes shall be kept so long as it is active or of any historical value. Real estate contracts, mortgages, etc. shall be held for the life of the contract plus six years. Deeds shall be held permanently.
It is understood that the above applies to all parish and organizational records. It is further understood that no records if historical value shall ever be destroyed without the prior consent of the Vestry.
A parish historian, whose duty it is to preserve all historical records and to see that each year a summary of the year’s activities is added to the permanent records, may be appointed by the Vestry.
AUDIT OF BOOKS
All provisions of canon law respecting an annual audit of the Treasurer’s books are to be met. Accounts of parish organizations may be audited by a committee of the Vestry, providing income of the organization does not exceed $1000. The Rector shall appoint the auditing committee.
It shall be the duty of the parish Administrative Assistant to prepare a schedule of ushers for all services of the church; the schedule shall be made up from members of the parish who have volunteered. Ushers are provided with job descriptions pertaining to their duties.
It shall be the duty of the Administrative or the Deacon to prepare a schedule of Liturgical Ministers for all services of the church. The Rector, Deacon or his/her authorized agent shall be responsible for instruction and supervision of the Lay Readers and may assign experienced Lay Readers to train new Lay Readers.
COUNSELING OF NON-PARISHIONERS
The church shall receive all monies for the counseling of non-parishioners when it is done on church time.