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.
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 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.
- 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.
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 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
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.
- 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 2-day notice
to all Vestry members of Special Vestry meetings and shall perform such other
duties as may be assigned by the Vestry.
Registrar shall also serve as a member of the Compensation Review
- 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.
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.
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.
(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.
- 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.
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.
- 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.
- 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.
Committee - The
Executive Committee shall be comprised of the Rector, the Rector's Warden, the
People's Warden, the Treasurer and the Registrar.
oSt. 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.
oAlcoholic 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.
oAll 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 UsagePolicy.
oIf alcoholic beverages will be consumed at Church sponsored events
conducted off-campus, NO Church funds are to be used to purchase the alcoholic
oNo alcohol will be served, consumed, or sold at functions sponsored by
St. Andrew's, including, but not limited to, baked goods and food products
Usage and Fees
oThe Rector, or appointed representative, coordinates and schedules the
use of ChurchBuilding(s) and grounds.
oEvery 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.).
oThe 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.
oThe 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
consent of the Vestry and the Rector, appropriately scheduled, properly
coordinated and it serves to build and support the community of faith.
oFee 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.
oMembers 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.
oNo 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.
oThe Rector serves at the discretion of the Vestry except as governed by
oThe 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 -
oFor 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.
oThe 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 -
oAll 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.
oThe 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.
oSt. 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.
oExceptions may be granted at the discretion of the Rector.
Use of Internet
oInternet 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.
oThe composing or forwarding of harassing or libelous messages is
oEmployee 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
oReverence and Respect for the LORD and His sanctuary is expected at all
times therefore, proper etiquette and behavior shall be the norm.
oEvery 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.
oMembers 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 rest rooms.
oAdult 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.
oAll 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.
oAll 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
oSt. 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
oSt. 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.
Fees for the use of St. Andrew's facilities for
a maximum of six hours will be assessed in accordance with the following
I. Parish Hall - Members in Good Standing:$Donation
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
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.
- Members in Good Standing:Free
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
IV. Set-Up & Clean-Up
- Members in Good Standing:$50.00
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!
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.
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.
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:
oThe repair and upkeep of all buildings on
the property and the performance of
an annual inspection;
oDeveloping plans for the
expansion/renovation of all facilities; and
oKeeping the People's Warden and Vestry
fully apprised of ongoing and planned efforts.
- 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:
oServing as a liaison for all educational
programs including ChurchSchool,
Education, Bible Study, VacationBibleSchool
oCoordinating all curriculum used in Church
oParticipating in, reviewing, and evaluating
oWorking with the Rector to prepare a
calendar of events to assist in the spiritual
growth of the parish;
Christian Education - Continued
oProviding resources and opportunities for
oPreparing and submitting a budget to the
Finance Committee for inclusion in the Budget.
- The Communications Committee coordinates communication and provides for the
dissemination of information to the parish and the community. The committee
shall be responsible for:
oEncouraging individuals to provide material
and written articles for inclusionin
oMaintains and updates the St. Andrew's
oE-mailing all prayer requests to all of the
members of the community of faith
of St. Andrew's; and
in advertising activities of Church groups requesting publicity.
- 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:
oEnsuring that the concept of evangelism is
maintained as an important, necessary part of the life of St.
oReviewing the methodologies of other area
churches in an attempt to
ascertain if their methodologies
could be utilized at St. Andrew's; and
oAttending 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:
oInvestigating and making recommendations to
the Vestry concerning such financial matters, policies and
procedures as the Vestry may direct;
oCollecting data, including sources of
income and disbursements, for the coming fiscal year to facilitate
the preparation of an Operating Budget;
oProviding periodic reviews of the current
Operating Budget and makingrecommendations for mid-year
corrections, as necessary
oEnsuring that the financial books are
audited as required by Diocesan
oManaging endowment funds, if any, to ensure
they are subject to goodstewardship and are used for the
purposes intended, and
oSubmitting 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:
oCoordinating efforts to support Our Lord's
Bounty Food Pantry, Paul's Place, NCEON, and other worthy organizations,
oOrganizing and staffing the Holiday Food Sharing
Programs and the Christmas Angel Family program; and
oOrganizing and staffing other outreach
programs as needed including, but not limited to, Back to School
supplies and Hats for the Homeless.
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:
oOrganizing a program designed to provide
prayer support and monitor the wellness of each member of the
oArranging for visitations of St. Andrew's
sick and shut-ins; and
oEnsuring that all parish members know that
they are loved, respected,welcomed, wanted and important to
God and our community of faith.
- The Stewardship Committee develops the concept that stewardship is a
reflection of our spiritual relationship to God. The committee is responsible
oProviding programs designed to address the
various aspects of stewardshipthroughout the year;
oUtilizing a variety of formats in
presenting the stewardship message; and
oInvolving 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:
oServing as liaison to worship support
groups including Acolytes, Chalicists, Sub-Deacons, Altar Guild, Ushers,
Lay Readers, and Music Ministry; and
oConveying the needs and desires of the
parish to the Rector.
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.
Committee Duties & Responsibilities:
- 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:
oMeeting at least once each year to conduct
the business of the committee;
oEstablishing and maintaining job
descriptions for all staff employees;
oEstablishing staff policies including rules
relating to holidays, vacations,sabbaticals, sickness, lateness,
work hours, etc.;
oEnsuring that employee benefits comply with
requirements and guidelines and
establishing any additional employee
benefits deemed desirable;
oAdvising the Rector in regards to the
performance of staff employees , as appropriate; and
oEstablishing fair and equitable rates of
compensation for all employees and making recommendations to the Vestry for approval and
subsequent inclusion into the Budget.
Memorial Committee recommends uses for contributions made in memoriam and
oversees the completion of approved projects. The committee shall be
oRecommending the expenditure of Memorial
Fund contributions held withinthe General Fund; and
oMaintenance and up-keep of the MemorialGarden.
- 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:
oIdentifying potential nominees from the
list of Voting Members;
oEnsuring that potential nominees are aware
of any and all qualifications and requirements prior to submitting
their names for consideration;
oSubmitting a slate of nominees, together
with biographical information, to the Vestry for inclusion on the
agenda at the Annual Meeting; and
oEnsuring that the congregation is properly
notified of all nominees by
announcement at services and by
publication in the weekly bulletin and
- 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:
oOrganizing and maintaining a program for
contacting visitors and
oFostering the inclusion of newcomers in the
worship and life of the parish.