St. Andrew's Episcopal Church

 

Policies & Procedures
 
 

 


St. Andrew's is a Community of Faith Affirming:

 

The Authority of Holy Scripture;

 Sacramental Worship;

 The working of the Gifts of the Holy Spirit; and

a calling to evangelical action by witnessing

Christ's Light in the World

 

The Reverend Carl Wright

Rector

 

7859 Tick Neck Road

Pasadena, Maryland 21122

(410) 255-1070

 

 

LAST REVISED:  October 2007

 

 

Table of Contents

 

 

 

       Section/Title                       

 

  • Purpose
  • Roles and Responsibilities
  • Standing Policies and Procedures
  • Fee Schedules
  • Standing Committees
  • Ad Hoc Committees

 

               

 

 

 

   LAST REVISED:  October 2007

 

       Purpose


This book contains the standing policies and procedures of St. Andrew's Episcopal Church of Pasadena, Maryland, as well as other information for the education of our parishioners and the promotion of our corporate welfare. It is also a guide to the day-to-day operation of our parish activities as well as a description of the roles and responsibilities of those who govern our parish. All newly elected Vestry members are expected to review this document prior to assuming their seat on the Vestry. 

 

This book includes the latest versions of our policies and procedures, various documents, etc. available at the time it was assembled. It should not be assumed, however, that it reflects the latest version of said policies and documents since these are subject to revision by the Vestry at any time.

 

                                                                           The Vestry

 

 

 

   LAST REVISED:  October 2007


St. Andrew's Episcopal Church


Roles & Responsibilities

 

Rector - The Rector of the Church shall be the chief executive officer of the Church and shall perform such duties and shall have such powers as may be prescribed by the Constitution and Canons of the Episcopal Church and of the Diocese of Maryland.

Rector's Warden - The Rector's Warden shall be the senior lay officer of the Church, shall serve as lay consultant and advisor to the Rector, shall be accessible to the Rector, the People's Warden, and members of the Vestry at all times for advice, planning, and execution of the tasks of the Parish and shall perform such other duties as may be assigned by the Vestry.

The Rector's Warden shall serve as the chairperson of the Compensation Review Committee. The Rector's Warden shall meet with the Rector to review the performance of all staff members and make recommendations to the Compensation Review Committee regarding salary and benefits, if any. 

          The Rector's Warden shall render a formal, written report on the spiritual health and state of the Parish at the Annual Meeting and shall also render a report to the Vestry at each regular Vestry meeting.

People's Warden - The People's Warden shall have general responsibility for the supervision and maintenance of all Church property, real and personal (other than securities and cash), and shall perform such other duties as may be assigned by the Vestry. The People's Warden shall also serve as a member of the Compensation Review Committee. 

The People's Warden shall serve as the chairperson of the Buildings and Grounds Committee, provide for the maintenance and repair of Church property, organize and oversee repair projects, and make recommendations for the budget requirements necessary for the maintenance and repair of Church property.

 The People's Warden shall render a formal, written report on the physical state of the Parish at the Annual Meeting and shall also render a report to the Vestry at each regular Vestry meeting.

 

                                                                                              LAST REVISED:  October 2007

Registrar - The Registrar shall have custody of the corporate seal of the Church, if any, and shall affix the seal to any document requiring it. The Registrar shall record the minutes of all meetings of the Vestry and of the Voting Members, provide the two-day notice to all Vestry members of Special Vestry meetings and shall perform such other duties as may be assigned by the Vestry.

The Registrar shall also serve as a member of the Compensation Review Committee. 

Treasurer - The Treasurer shall serve as the Chief Financial Officer of St. Andrew's Episcopal Church. The Treasurer shall keep and maintain all of the financial records of the Church and shall have general custody of all Church funds, securities and other investments. A record of all monies received by the Church shall be delivered to the Treasurer and all expenses and other payments shall be made by the Treasurer, or under the Treasurer's direction, for the expenses of St. Andrew's in accordance with the adopted budget unless otherwise instructed by the Vestry, using the financial institution approved by the Vestry.  

The Treasurer shall maintain all books of account, submit a written financial statement at each regularly scheduled Vestry meeting, have the books of account audited annually by a certified public accountant or authorized parties chosen by the Vestry, compile the annual financial data for the Diocesan Parochial Report, and serve as both the chair of the Finance Committee and a member of the Compensation Review Committee. 

The Treasurer shall provide a written financial report to the Vestry at each regularly scheduled meeting, detailing the financial state of the parish. Information shall also be provided, as needed, to the Finance Committee, the Stewardship Committee, and the Vestry by special request.

Assistant Treasurers (Counters) - The Assistant Treasurers shall count the alms, pledges, weekly offerings and gifts made to St. Andrew's and record them as to the source, as well as, deposit all offerings in financial institutions as shall be approved by the Vestry. They shall then provide the Secretary with a written record of all funds received as well as all pledge envelopes. 

           Secretary - The Secretary shall assist the Rector and adhere to all of the duties and responsibilities as described in the Letter of Agreement. The Secretary shall maintain financial records for all contributors of record showing all contributions and special offerings received and render a quarterly financial statement to each contributor of record. The Secretary shall provide the Treasurer with a record of the funds received indicating the specific amount to each budget item. 

Director of Music - The Director of Music shall work under the direct supervision of the Rector/Priest-in-Charge or, in his/her absence, the Rector's Warden. The Director of Music shall provide appropriate music for all services, direct the Adult Choir and other choirs as needed, and generally plan for the music program. In addition, the Director of Music shall adhere to all of the duties and responsibilities as stated in the Letter of Agreement.

Sexton - The Sexton shall be responsible for the weekly maintenance and general upkeep of the Church facilities and grounds as stated in the duties and responsibilities of the Letter of Agreement. The Sexton shall work under the supervision of the Rector and the People's Warden.

Vestry - The Vestry shall serve as the legislative body and administrative board of St. Andrew's Episcopal Church. In this capacity, the Vestry is responsible for the management of parish property and financial resources in accordance with the Canons of the Episcopal Church of the USA and the Diocese of Maryland, as supplemented by the By-Laws of St. Andrew's Episcopal Church.

Executive Committee - The Executive Committee shall be comprised of the Rector, the Rector's Warden, the People's Warden, the Treasurer and the Registrar.

 

 

 

 LAST REVISED:  October 2007

       St. Andrew's Episcopal Church

 

Standing Policies and Procedures

I. Use of Alcoholic Beverages -

o         St. Andrew's policy on the use, consumption or sale of alcohol is pursuant to the alcohol laws and regulations put forth by the State of Maryland, Anne Arundel County, the Episcopal Diocese of Maryland, Brotherhood Mutual Insurance Company and the Vestry of St. Andrew's.

o         Alcoholic beverages, excluding Communion wine and champagne toasts at wedding receptions held in the Parish Hall, shall NOT be consumed on Church property except when authorized by the Priest and/or the Officers of the Vestry.    

o         All persons requesting the use of alcohol for a function to be held at St. Andrew's shall be required to abide by all state, county, Diocesan, insurance and St. Andrew's regulations regarding the same as stated in the St. Andrew's Alcohol Usage Policy.

o         If alcoholic beverages will be consumed at Church sponsored events conducted off-campus, NO Church funds are to be used to purchase the alcoholic beverages.

o         No alcohol will be served, consumed, or sold at functions sponsored by St. Andrew's, including, but not limited to, baked goods and food products containing alcohol.

 

II. Building Usage and Fees -

o         The Rector, or appointed representative, coordinates and schedules the use of Church Building(s) and grounds.

o         Every effort will be made to honor standing commitments and obligations made to organizations using Church building(s) and grounds for ministry (i.e. - AA, Boy Scouts, etc.).

o      The use of Church building(s) and grounds by members of our community of faith shall be permitted PROVIDED that the use has been approved by mutual consent of the Vestry and the Rector and properly scheduled.

o      The use of Church building(s) and grounds by persons or organizations outside our community of faith (i.e. - Scout troops/packs that do NOT normally meet at St. Andrew's) shall be permitted PROVIDED that the use has been approved by mutual consent of the Vestry and the Rector, appropriately scheduled, properly coordinated and it serves to build and support the community of faith.

o      Fee schedules for use of St. Andrew's facilities are established by the Vestry and available in the Church Office.  Members in good standing of our community of faith and its sponsored organizations will be charged in accordance with the Fee Schedule to offset the costs associated with the use of the facilities for non-Church sponsored events.

o      Members of our community of faith and/or church sponsored sales, demonstrations and parties will be permitted PROVIDED they are in good taste and do not discredit or dishonor St. Andrew's.

o         No person(s) or organization(s) not associated with our community of faith shall be permitted to use Church building(s) and grounds for personal gain including, but not limited to, the distribution of sales brochures, catalog sales, parties, demonstrations, etc.  The Vestry reserves the right to make exceptions on a case by case basis.  

 

III. Employee/Employer Relationships -

o         The Rector serves at the discretion of the Vestry except as governed by Canon Law.

o         The Secretary, Director of Music, Sexton and other paid employees, if any, serve under the direct supervision of the Rector and at the discretion of the Rector and/or the Vestry.

 

IV. Spending Authority -

o         For Vestry approved or endorsed events, the chairperson, or responsible individual, has authority to spend or commit up to $100.00 of the line item budget amount or the amount approved by the Vestry for that committee/event.

o         The chairperson, or responsible individual, must keep the Vestry apprised of the committee's need for additional funds in a timely manner.

 

V. Church Sponsored Functions -

o         All functions, meetings, etc. sponsored by OR representing St. Andrew's shall be approved by the Vestry OR the Executive Committee prior to the event, meeting, etc.

                                                                                                       

o         The chairperson, or responsible individual, must keep the Vestry apprised of the committee's upcoming events including such information as schedule, purpose, attendees, proposed locations, etc.

 

VI. Weddings -

o         St. Andrew's facilities will typically only be used to conduct weddings for members of our community of faith or a member of their immediate family. All Standing Policies and Procedures must be complied with, especially 1) the individual has actively participated in the life of St. Andrew's for 6 months immediately preceding the wedding, 2) the individual has made a commitment to become, or has become a member of St. Andrew's community of faith, and 3) the Rector is the Officiant or Co-Officiant.

o         Exceptions may be granted at the discretion of the Rector.

 

VII. Use of Internet and E-Mail -

o         Internet or E-Mail systems implemented and utilized to conduct Church business shall be considered Church property and NOT used, in any way, so as to discredit or dishonor St. Andrew's or violate the Canons of the Episcopal Church or any civil law.

o         The composing or forwarding of harassing or libelous messages is

strictly prohibited.

o         Employee privacy will be observed to the maximum extent possible, however, St. Andrew's reserves the right to monitor Internet or E-mail messages to ensure compliance with established policies.

 

VIII. Etiquette and Behavior

o         Reverence and Respect for the LORD and His sanctuary is expected at all times therefore, proper etiquette and behavior shall be the norm.

o         Every effort shall be made to minimize disruptions during services so as to not affect the worship of our parishioners. To assist in this endeavor, members are requested to SILENCE all cellular telephones, beepers, and/or pagers.

o         Members are encouraged to use all available services for the nurture and care of their children, including the Infant and Toddler Room and changing stations located in the restrooms.

o         Adult members are encouraged to extend the warmth and inviting atmosphere they have come to know at St. Andrew's to all visitors and newcomers by greeting them and letting them know that they are among family. We encourage you to assist them throughout the service and as they find their way around the Church.

o         All members are requested to listen quietly and reverently to the reading of the Scriptures.  All are expected to remain in the Sanctuary during all readings.

o         All members are asked to be respectful of the buildings and grounds of St. Andrew's being mindful of throwing trash in appropriate receptacles, turning the lights out as you leave, and making sure that the doors are locked behind you.

 

IX. Conference/Convention Fees -

o         St. Andrew's will pay all costs associated with the attendance of the Rector at any/all mandatory conferences and conventions as well as the Annual Diocesan Convention.

o         St. Andrew's will pay all costs associated with the attendance of the elected delegate and alternate to the Annual Diocesan Convention and any special convention called by the Diocese of Maryland.

 

 


 

 

        LAST REVISED:  October 2007

St. Andrew's Episcopal Church


Fee Schedules

 

Fees for the use of St. Andrew's facilities for a maximum of six hours will be assessed in accordance with the following schedule:

 

I. Parish Hall -         Members in Good Standing:  $Donation        

Non-Members:  $250

          The Parish Hall may be used for receptions, meetings, dinners, ceremonies, or any other use as determined appropriate by the Vestry. The Parish Hall must be cleaned after use and returned to its original configuration as directed in the Building Usage Packet.

 

II. Undercroft -       Members in Good Standing:  Donation        

Non-Members:  $150

The Undercroft may be used for meetings, gatherings, or any other use as determined appropriate by the Vestry. The Undercroft must be cleaned after use and returned to its original configuration as directed in the Building Usage Packet.

 

III. Kitchen -          Members in Good Standing:  Free       

Other Parishioners:  $75.00

The Kitchen may be used in conjunction with the use of the Parish Hall or the Undercroft. In the event that the Kitchen is used, the trash must be emptied and placed in the outside receptacle and the Kitchen must be cleaned after use and returned to its original configuration as directed in the Building Usage Packet.

 

IV. Set-Up & Clean-Up -         Members in Good Standing:  $50.00  

Other Parishioners:  $100.00

          Set-Up and Clean-Up is typically provided by the user. St. Andrew's will arrange for the set-up and clean-up of the Parish Hall, Undercroft, or Kitchen, on a case-by-case basis. The fee stated above will be assessed for each area used. A minimum of 2 weeks advance notice will be required!

 

St. Andrew's Episcopal Church

Committees

 

Standing Committees:

          Standing Committees shall be established for Buildings & Grounds, Christian Education, Communications, Evangelism, Finance, Outreach, Pastoral Care, Stewardship, and Worship.  These committees reflect aspects that are critically important to the St. Andrew's Community of Faith.

Each committee shall be assigned a Vestry Liaison (point of contact) to ensure that the Vestry is kept apprised of ongoing activities or anticipated events. Chairpersons, or the Vestry Liaison, shall render a report to the Vestry at each regular Vestry meeting and shall also render a formal, written report to the congregation at the Annual Meeting.

 

Standing Committee Duties & Responsibilities:

          Buildings & Grounds - The Buildings & Grounds Committee maintains all church property under the overall supervision of the People's Warden. The committee shall be responsible for:

       o  The repair and upkeep of all buildings on the property and the performance  of an annual inspection;

o         Developing plans for the expansion/renovation of all facilities; and

            o         Keeping the People's Warden and Vestry fully apprised of ongoing and  planned efforts.

 

Christian Education - The Christian Education Committee develops and maintains educational programs that meet the needs of all members of the parish and the community, as appropriate. The committee shall be responsible for:

o         Serving as a liaison for all educational programs including Church School, Adult Education, Bible Study, Vacation Bible School and Nursery;

o         Coordinating all curriculum used in Church sponsored programs;

o         Participating in, reviewing, and evaluating all programs;

             o         Working with the Rector to prepare a calendar of events to assist in the spiritual growth of the parish;

         

                                                                                            

      Christian Education - Continued

o         Providing resources and opportunities for teachers; and

            o         Preparing and submitting a budget to the Finance Committee for inclusion   in the Budget.

 

Communications - The Communications Committee coordinates communication and provides for the dissemination of information to the parish and the community. The committee shall be responsible for:

            o         Encouraging individuals to provide material and written articles for inclusion in The Shield;

o         Maintains and updates the St. Andrew's website;

o         E-mailing all prayer requests to all of the members of the community of faith of St. Andrew's; and

o         Assisting in advertising activities of Church groups requesting publicity.

 

Evangelism - The Evangelism Committee provides the guidance and suggestions necessary to develop meaningful ways of reaching out and sharing the Good Word. The committee shall be responsible for:

o         Ensuring that the concept of evangelism is maintained as an important, necessary part of the life of St. Andrew's.

o         Reviewing the methodologies of other area churches in an attempt to      ascertain if their methodologies could be utilized at St. Andrew's; and

o         Attending diocesan sponsored events designed to promulgate the concept   and implementation of evangelism. 

 

          Finance - The Finance Committee advises the Vestry in all financial matters regarding the management of trust and other permanent funds, securities, and other assets; adequacy and application of income; and the adequacy of insurance. The committee shall be responsible for:

o         Investigating and making recommendations to the Vestry concerning such financial matters, policies and procedures as the Vestry may direct;

o         Collecting data, including sources of income and disbursements, for the coming fiscal year to facilitate the preparation of an Operating Budget;

o         Providing periodic reviews of the current Operating Budget and making recommendations for mid-year corrections, as necessary

o         Ensuring that the financial books are audited as required by Diocesan Canon requirements;

o         Managing endowment funds, if any, to ensure they are subject to good    stewardship and are used for the purposes intended, and

o         Submitting an Operating Budget to the Vestry for approval at the

              November Vestry meeting.

 

Outreach - The Outreach Committee reaches out as people of God to meet the needs of the parish, the community, and the world. The committee shall be responsible for:

o         Coordinating efforts to support Our Lord's Bounty Food Pantry, Paul's Place, NCEON, and other worthy organizations, as appropriate;

o         Organizing and staffing the Holiday Food Sharing Programs and the Christmas Angel Family program; and 

o         Organizing and staffing other outreach programs as needed including, but not  limited to, Back to School supplies and Hats for the Homeless.

 

          Pastoral Care - The Pastoral Care Committee ministers to members of the parish family through mutual accountability, visitations and an overall awareness of the welfare of the community. The committee shall be responsible for:

o         Organizing a program designed to provide prayer support and monitor the wellness of each member of the parish;

o         Arranging for visitations of St. Andrew's sick and shut-ins; and   

o         Ensuring that all parish members know that they are loved, respected, welcomed, wanted and important to God and our community of faith.

 

Stewardship - The Stewardship Committee develops the concept that stewardship is a reflection of our spiritual relationship to God. The committee is responsible for:

o         Providing programs designed to address the various aspects of stewardship  throughout the year;

o         Utilizing a variety of formats in presenting the stewardship message; and

o         Involving other Church groups and committees, to the extent necessary, in  the work of stewardship.

                                                                                             

          Worship - The Worship Committee advises and assists the Rector in the conduct

of worship services. The committee shall be responsible for:

o         Serving as liaison to worship support groups including Acolytes, Chalicists,  Sub-Deacons, Altar Guild, Ushers, Lay Readers, and Music Ministry; and

o         Conveying the needs and desires of the parish to the Rector.

 

Ad-Hoc Committees:

          Ad-Hoc Committees shall include, but not be limited to, Compensation Review, Memorial, Nominating, and Welcoming/Newcomers; aspects of our corporate life that while important, are not always applicable and as such, are established to deal with various needs or initiatives as they arise. 

Ad-Hoc Committees shall be empowered by the Vestry for a specific period of time or a specific task, as appropriate. These committees shall be assigned a Vestry Liaison to ensure that the Vestry is kept apprised of ongoing activities or anticipated events. Chairpersons, or the Vestry Liaison, shall render a report to the Vestry at each regular Vestry meeting and shall also render a formal, written report to the congregation at the Annual Meeting, as applicable.

 

Ad-Hoc Committee Duties & Responsibilities:

          Compensation Review - The Compensation Review Committee, which consists of the Rector's Warden, the People's Warden, the Treasurer, and the Registrar, provides advice to the Vestry regarding the fair and equitable compensation to be paid to the clergy and lay employees. The committee shall be responsible for:

o         Meeting at least once each year to conduct the business of the committee;

o         Establishing and maintaining job descriptions for all staff employees;

o         Establishing staff policies including rules relating to holidays, vacations,sabbaticals, sickness, lateness, work hours, etc.;

o         Ensuring that employee benefits comply with established Diocesan

requirements and guidelines and establishing any additional employee

benefits deemed desirable;

o         Advising the Rector in regards to the performance of staff employees , as appropriate; and

o         Establishing fair and equitable rates of compensation for all employees and  making recommendations to the Vestry for approval and subsequent inclusion into the Budget.

                                                                                            

          Memorial - The Memorial Committee recommends uses for contributions made in memoriam and oversees the completion of approved projects. The committee shall be responsible for:

o         Recommending the expenditure of Memorial Fund contributions held within the General Fund; and

o         Maintenance and up-keep of the Memorial Garden.

 

Nominating - The Nominating Committee recruits and establishes a slate of nominees for all known vacancies expected on the Vestry at the Annual Meeting. The Nominating Committee is made up of those Vestry members whose terms will come to an end in December of that year.  The committee shall be responsible for:

o         Identifying potential nominees from the list of Voting Members;

o         Ensuring that potential nominees are aware of any and all qualifications and requirements prior to submitting their names for consideration;

o         Submitting a slate of nominees, together with biographical information, to the Vestry for inclusion on the agenda at the Annual Meeting; and

o         Ensuring that the congregation is properly notified of all nominees by

              announcement at services and by publication in the weekly bulletin and

              The Shield.

 

Welcoming/Newcomers - The Welcoming/Newcomers Committee encourages the welcoming of visitors and newcomers and fosters an environment to warmly receive new members into our Church. The committee shall be responsible for:

o         Organizing and maintaining a program for contacting visitors and

              newcomers; and

o         Fostering the inclusion of newcomers in the worship and life of the parish.

 

LAST REVISED:  October 2007

 


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