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SECTION G: PARISH ADMINISTRATION

General Administration Guidelines G1

Archdeacon’s Visitation Guide G2

Parish Officers G3

Churchwardens G4

Hand-over Checklist for Churchwardens and Councillors G5

Checklist for Churchwardens and Parish Councillors G6

Parish Councils G7

Parish Council Agenda (Alternative Format) G8

Parish Registers G9

Portfolio teams G10

Guidelines on Running a Finance Portfolio G11

Retention of records G12

Vestry meetings – Annual Vestry Meetings G13

Vestry meetings –Special Vestries G14

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G1: GENERAL ADMINISTRATION GUIDELINES

G2: ARCHDEACON’S PARISH VISITATION

A. RELEVANT CANONS, RULES AND REGULATIONS

Canon 15 Of ArchdeaconsRule B - 3.1 Election and Appointment of ArchdeaconsRule B - 3.2 Remuneration of ArchdeaconsRule B - 3.3 Duties of an of Archdeacon

B. GENERAL INFORMATION AND GUIDELINES

The Archdeacon’s Parish Visitation is a formal visit to ensure that parish management fulfil their duties in terms of the Canons and Rules. The meeting is between the Archdeacon, Incumbent and Churchwardens, but may include the parish council and the other clergy of the parish if required. Its main purpose in terms of the Canon is to ensure that everything is in good order and that the legal requirements are being met. However, it is also an opportunity for you to reflect on your present and future plans in terms of the life, mission and ministry of the parish. In order for the visit to be as helpful and constructive as possible, please prepare carefully for the meeting. We suggest that, at the very least, the Parish Council spend some time working through the material in this section of the Handbook by way of preparation, but it may prove valuable to involve the parish more extensively in the preparatory discussions.

C. THE VISITATION PROCESS: PART 1 – INSPECTIONS

1. Church

The Archdeacon, or someone appointed by the Archdeacon to this task, will want to look around and inspect the Church, both outside and inside, and evaluate the general state of the building.

a) Please be prepared to discuss

The fabric and general state of the building. Progress made on previous recommendations. Access to the building for those with disabilities.

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Any surface water changes and drainage problems that may have arisen through paving portions of the property.

Security and insurance. Health and safety according to OSHA Act. Procedures for banking and the handling of money and the timing

of the deposit. b) Please have available

Grievance Procedure Process (which should be on display). Child Protection policy.

Certificates for any faculties that have been granted. Certificates for any electrical work that has done, and the servicing

of fire-extinguishers. Parish Roll. Your list of any archived Registers and Documents. Where the computer Generated Records are stored.

c) We will also want to see

All of the current registers. The Parish Council and Executive Meetings Minute Book. The Annual/Special Vestry Minute Book (unless records are

included in the Parish Council Minute Book. The Memoranda of Understandings in respect of all clergy licensed

to the parish. All employment contracts related to the employment of staff

(secretaries, organists, musicians, youth workers, gardening/cleaning staff etc) are to be held in a staff file for each person with leave records etc. Please note that employment contracts are obligatory for all persons, whether paid or not, who work more than 22 hours per month. Nevertheless, we recommend that contacts also be drawn up for unpaid volunteers who work less than 22 hours per month.

Confirmation must be given that NO person is being remunerated in any way without it going through Diocesan pay roll. Any deviation must be in writing from the Diocesan office.

Any SAMRO licences for the use of music/videos etc in church. Parish Inventory (including a check of all valuable/major items

against the Inventory. Check condition of Hymn books, Service books and Bibles.

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2. Hall and Other Parish/Community Buildings on the Property (if applicable)

a) The Archdeacon, or someone appointed by the Archdeacon to this task, will want to look around and inspect the Hall and Parish/Community buildings, both outside and inside, and evaluate the general state of the buildings.

b) As with the Church building, please be prepared to discuss The fabric and general state of the building. Any work that needs doing and its costs. Access to the building for those with disabilities. Security and insurance. Health, safety and access for the disabled. Insurance details. All lease contracts are to be signed off by the Diocesan office in

writing.

3. Rectory/Parish Houses

a) The Archdeacon, or someone appointed by the Archdeacon to this task, will want to know that the house is in a good state of repair and that it adequately meets the needs of the family living there.

b) The insurance must be defined as to the responsibilities of the occupant. c) Lease agreement is to be signed off by the Diocesan office in writing.d) Are Utilities payments up to date, including those of rented properties.

4. Other Properties

a) We will want to know of any other properties for which the parish has some responsibility, such as a curate’s house, church school employee accommodation etc.

b) The Employees, employment contract has to have an exit clause for their accommodation should they no longer be employed.

c) Lease agreement.d) Insurance responsibilities.e) Are Utilities payments up to date.

D. VISITATION PROCESS: Part 2 - Parish Vision, Mission and Ministry

… SO THAT CONGREGATIONS MAY GROW

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1. How healthy is the worshipping life of your congregation?

Alive and growing? Alive and static (those leaving balanced by those coming)? Ticking along happily. In decline but can be saved. In decline with no hope of revival. Is the parish ever going to be viable - reasons.

2. Parish Statistics

a) How many active families/parishioners do you have on your parish roll?b) How many DG givers are recorded? What are the percentages in the

various age groups in Rand terms. c) Is the parish reliant on a few DG givers?

d) On an average Sunday what is roughly the attendance in the following ages groups: 0-16 What % communicate regularly? 16-25 What % communicate regularly? 25-60 What % communicate regularly? 60-80 What % communicate regularly? 80+ What % communicate regularly?

e) What is your baptismal policy - Open/conditional? What, approximately, is the average number of baptisms per year? How many are children under 7? How many are adults?

f) Do you admit children to Holy Communion prior to Confirmation? At what age? What training is given, and when? Is it a success?

g) What is approx the average number of confirmations each year? Children over 16 Adults Is that trend up ... down ... unchanged? What percentage remain faithful in worship

h) What courses/programmes/studies have been run in the parish in the past year?

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What opportunities for new training might there be?

i) How many young people serve on Parish Council or in other positions of leadership?

j) How many families have left the parish – Breakdown of reasons.

3. Worship

a) Styles of worship Do you offer SAPB ... APB ... both? What other forms of services do you hold? Healing Service? Taize? Might there be opportunities for more?

b) When did you last critically evaluate the relevance of your pattern of worship? Do you have an organist? Paid? Do you have a music group? Size? Age range? Do you have a 4 part choir? Size? Age range? Is the singing appropriate for the Target Market?

c) What elements of worship are your young people involved in? Junior choir? Servers? Sides people? Parish Ministers? Helping to plan or lead worship? Is internet used to maintain contact with the Congregation? How many services are held each week? Is there mass each day?

4. Spiritual Growth?

a) What opportunities are there for people to explore, grow and develop as Christians?

Prayer groups? How many are involved? Bible study groups? How many are involved? Christian nurture courses? How many are involved? House / home groups? How many are involved? Special teaching programmes? How many are involved?

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b) What organisations and activities exist for the spiritual growth of adults?

Anglican Woman’s Fellowship? How many are involved? Mothers Union? How many are involved? Bernard Mizeki? How many are involved? Anglican Men’s Group? How many are involved? Evangelism Group? How many are involved? Others? How many are involved?

c) What organisations and activities are there for children and young people?

Sunday School? How many are involved? St Mary and St Martha Guild? How many are involved? Youth Group? How many are involved? Block Watch? How many are involved?

d) What training is given to

Sunday School teachers? Youth Group leaders? Parish Ministers? People running special courses: (eg. Baptism; Admission to

Communion; Confirmation; Marriage Preparation) Counselling after tragedy

e) What links are there with local schools/community organisations?

Are they fruitful for the church? Are they fruitful for the schools/organisations? Old Age Homes? What is your relationship with Children Homes? What is your relationship with Anglican outreach places?

f) How are the laity empowered and enabled to exercise their ministry?

AIDS counselling/Home Based Care? Anglicare counselling? Hospital visiting/ministry to sick and housebound? Reading the lessons? Interceding/leading parish prayers? Leading acts of worship?

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Servers/crucifers? To visit and support Old age residents? Other?

g) Are there any lay or ordained ministries being actively fostered? Is anyone currently in training

As a Parish Minister? For ordained ministry?

h) What is being done to promote reconciliation in your parish?

In racial matters? On gender issues? On economic and justice issues? What further steps need to be taken

… SO THAT GIVING MAY INCREASE

1. How healthy is the congregation’s giving

Poor? Generous? Sacrificial?

2. Parish Statistics

a) How many families/parishioners do you have on your parish roll?How many of them are Dedicated Givers / Pledge Card Holders?You need to get an understanding of what the funds are coming from which age group

b) Does most of your parish income come through:- Collection Plate? Dedicated Giving? / Pledge System Special fundraising

3. Financial Controls

a) What financial controls are in place for

Collections?

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Dedicated Giving / Pledge System? Banking? Payments? Are all accounts and deposits handled timeously?

b) Are financial statements prepared

Monthly? Presented each month to Parish Council? Displayed on notice board?

c) Has your DG envelope scheme/Pledge receipts been cross-checked in the past year?

d) Does the DG register balance with the income statement.e) Are the congregation given a chance half yearly to verify their

dedicated giving by virtue of a notice board list with only the DG number and collection year to date.

f) When was your last Stewardship campaign? How did you go about it? How effective was it?

4. Parish Assessment

a) What percentage of gross parish income do you give to the diocese?

How did you arrive at that percentage figure? Do you believe it to be adequate and fair to the rest of the diocese? If not, what prevents it? What might help?

b) Do you tithe money and or goods to charities over and above the parish share?

What proportion of it is used for ministry in the wider community? What proportion of it goes to diocesan / provincial ministries?

… SO THAT COMMUNITIES MAY BE SERVED

1. What place does your church have in the local community?

Central – the whole community life is rooted in and revolves around the church.

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Important – Parish a significant player in the community life. “Just there” – a recognised part of the community, but neither a

plus nor a minus. Irrelevant?

a) Roughly what percentage of your normal Sunday congregation lives outside the parish boundary?

b) How many are of the transient community or migrant persons.

c) What links are there with other denominations within the community? How could these be developed / strengthened?

d) What other agencies do you work in partnership with in the community?

e) How much is your church and / or hall used by the local community? Is there greater potential for sharing buildings/plant?

f) Do you have overseas links? Mission partners?

g) Does your church have its own website page? That is regularly updated?

… SO THAT THE FUTURE MIGHT BE SERVED

1. Vision Statements/Mission Statements

a) What is the vision/mission statement of the parish? If you don’t have one what do you think it is? Was it created by the congregation or imposed upon them?

b) How does your vision statement work in relation to the diocesan vision?

c) How intentionally do you work towards realising that vision/mission statement?

d) In light of the review undertaken at the last Archdeacon’s Visitation, what changes have been implemented what effect has they had on the parish?

2. Moving into the future

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a) What do you do really well and feel that you could share with other churches What do you feel you are weak at and would like others to help with?

b) What are the greatest frustrations for you?

c) What are your greatest concerns about the future of the parish?

d) Where, realistically, do you see this church being in the next 15-20 years?

e) What are your greatest hopes and dreams for the future?

f) Can/should this church continue to exist here? Might there be other options?

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G3: PARISH OFFICERS

A. CANONS AND RULES

Canons 29 and 30Rule A2 Good Governance

G1 Churchwardens and ChapelwardensG2 Parish MinistersG3 Parish Lay Workers

B. DIRECTIONS

1. Churchwardens and Chapelwardens

Rules G–1.1 to G–1.9 set out very explicit directions and procedures under the following headings:o Election of Churchwardens, Chapelwardens and Councillorso Alternate wardenso Consent to serveo Minimum age for Wardenso Nomination of Wardenso Five year limitation on term of officeo Casual vacancieso Resignationo Functions, as the officers of the Bishop and representatives of the

congregation. As such they hold prime responsibility for the good governance of the Parish and are required to report on their stewardship in their report to Vestry as provided for in section E2.

o All nominees should be in good standing with the church-Regular attendee and a dedicated giver also not in conflict with the Ten Commandments eg living with a partner out of wedlock.

2. Parish Ministers

Rules G-2.1 to G-2.5 set out the directions and procedures under the following headings:o Appointmento Review of licences - annuallyo Role of the Bishopo Application of Canonso Lapsing of licences

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3. Parish Lay workers

Rule G-3.1 sets out directions for the appointment, dismissal, remuneration and direction of lay workers

C. FOR MORE INFORMATION:

1. Contact your Archdeacon

Revised: 17th April 2012

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G4: DUTIES OF CHURCHWARDENS

A. CANONS AND RULES

Canon 29Rule A2 Good GovernanceG1.9 Churchwardens and Chapelwardens: Functions

B. GENERAL COMMENTS AND GUIDELINES

o The word “warden” means “steward” or guardian” and Church and Chapelwardens are the chief stewards and servants of their congregations. Wardens have a special and public ministry and must lead by example as faithful churchgoers and visible donors of their time, talents and money. This means that successful ministry as a Warden depends on the Warden’s own spiritual well-being.

o They must be willing to listen, able to delegate, and, above all, trustworthy so as to win the trust of both the congregation and the clergy.

o Wardens have four major areas of responsibility:- Legal responsibilities with regards to properties and contracts; Fiduciary responsibilities Responsibilities to the congregation Responsibilities to the Incumbent (Rector, Priest-in-Charge,

Interim Pastor) and other clergy. To be available on demand by the Bishop and in attendance when

he visits the parish.

C. DUTIES OF A WARDEN

1. Paragraph 7 of Canon 29 lists the duties of a Warden as follows:-

o Churchwardens are the officers of the Bishop and the principal representatives of the congregation.

o It is their duty to complain to the Archdeacon or Bishop if should there be anything clearly wrong in the life or doctrine of the Incumbent or if there is anything contrary to order or decorum in worship.

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o With the Incumbent they form the Executive of the Parish Council and have special responsibility in the following matters:-

To ensure that a register is kept of all parishioners; To keep an up to date inventory of all goods, furnishings and

ornaments belonging to the church and to hand it on to their successors;

To provide for the safety and preservation of the registers; To execute the policy of the Parish Council relating to property and

parish finances and to be responsible both for the preparation and presentation of financial accounts to Vestry and the budget for the ensuing year;

To see to the seating of the congregation without bias or favouritism;

To assist the Incumbent with information and counsel in all matters relating to the Parish;

2. Rule G 1.9 of the Rules of the Diocese expands on the Canons, especially in respect of the issue of good governance and fiduciary responsibility. It is compulsory to read both the section on Churchwardens in the Canon and in the Rules. Please also study the Rules of the Diocese and the different sections of the Parish Handbook. All has relevance to the role of the Churchwarden. The information that follows is not exhaustive, but is intended simply to supplement information not contained elsewhere.

3. Responsibilities to the Incumbent and clergy

o With the Rector or Priest-in-Charge they form the Executive of the Parish Council. Together they form a leadership team for the whole parish. It is vital, therefore, that they meet together regularly both to pray and to plan. It is important that they speak with one voice and support each other at all times. Disagreements between them need to be sorted out in the privacy and confidentiality of Executive Meetings and not expressed in ways that sow dissension and division within the congregation or clergy of the parish.

o Churchwardens have a special ministry to their clergy, supporting them with their friendship and advice and helping the clergy in every way they can. Amongst the clergy of the parish they have a primary responsibility and loyalty to the Rector or Priest-in-Charge and must work to maintain the bonds of unity between the clergy.

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o It must be remembered that neither the Rector or the Church wardens, singularly or jointly may make final decisions without getting councils approval.

4. Responsibilities to the Congregation

o Churchwardens are the principal representatives of the congregation. This means that they speak for and on behalf of the congregation both within the parish and the diocese. It is important, therefore, that they be remain in close contact with the congregation and listen with discernment to what is being said so that they can know how people are feeling. By virtue of their office they are one of the focal points of unity within the congregation and must promote unity and peace within the congregation by reducing tensions and conflicts and fostering commitment to one another through mutual understanding and appreciation of all points of view.

o They must maintain order and decency in the church and on the property at all times.

o The Wardens need to ensure secrecy about the Dedicated Giving of the congregation as it is a pledge between congregant and God and not to the Priest or Rector in Charge. (This is to protect the clergy from being resistant to persons givers of less)

o Churchwardens should be regular and faithful in attending worship and are responsible, when the parish is vacant or the priest on leave, for arranging through the Archdeacon for clergy to assist. Where no one is available, the churchwardens should arrange with the Parish Ministers for one of them to conduct Morning or Evening Prayer.

o The Church wardens, Clergy should ensure that their Church has a dedicated place where persons needing to pray or look for assistance can access a quite place to pray. (The church doors need to be open every day for prayer).

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5. Legal Responsibilities

Are to ensure that the legal responsibilities of the Church comply with the laws of the State.

All legal documentation such as leases, employment contracts are refered to the Diocesan office for approval.

That the tax laws of the country are complied with and No persons shall receive any compensation that is not declared to the tax authorities.

6. Fiduciary Responsibilities

o It is a primary concern of the Wardens to ensure that parish income is adequate to meet its financial obligations, and that the financial, administrative and property aspects of the parish are efficiently managed. The priority of the clergy is the spiritual and pastoral care of the parish and, as far as possible, they should be relieved of administrative duties by the work of the Wardens and Parish Council.

o All Church wardens need to ensure that all council members are in good standing with the Church.

o Churchwardens are responsible for the collection, receipt and banking of all monies contributed to the church, and with the Incumbent have joint responsibility for the payment of all monies, stipends, and debts, and for keeping a complete record of all transactions. This does not mean that they must do it all themselves. Just as they may (and invariably do) appoint a Treasurer trained to keep accounts, so they should make use of sidespersons to assist them in taking the collection, counting it, completing a Service Collection Report (see pro-forma document in Section L), and entering the details in the Service Register. See “Sunday Collections” in Section F for more details.

o The Churchwardens (with the help of a Parish Treasurer if they have appointed one) are responsible for maintaining a complete set of accounts that reflect, at all times, the financial position of the Parish. Monthly statements of those accounts must be submitted at each Parish Council meeting. The books must be open to the inspection of the Rector at all times. They must be presented to the Auditors or Independent Verifiers in sufficient time for a proper annual audit of the accounts so that a certified statement of accounts can be presented at the Annual Vestry Meeting of the Parish together with a budget for the ensuing year.

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o The Church wardens should ensure that there is a good relationship with the Auditor or Independent verifier.

o The Wardens shall ensure that a register is kept in which shall be recorded the dates and hours of all services held in the Church, names of officiating clergy, number of those present, of those communicating, etc. They shall also provide the Rector with a register or registers in which to record all weddings, funerals, baptisms and confirmations. The Wardens are responsible for ensuring that the number of those present at the regular services is entered into the register. Wardens are responsible for the Minute Book of all parish and vestry meetings, and for the safekeeping of all accounts and the annual financial statements.

o The Wardens must check the parish inventory on an annual basis and ensure that insurance coverage on church buildings and furnishing is adequate. To ensure that parishes are adequately insured a full appraisal by an independent firm should be done every few years.

Clergy Holidays (Rule F5):

Annual Leave: All full and part time clergy are entitled by Canon to at least four weeks (28 working days including 4 Sundays) vacation without any diminution of stipend in accordance with the Diocesan Vacation Policy. The Parish, through the office of the Wardens, is responsible for the expenses and honoraria of clerical or lay supply during this month. The Wardens must report vacation plans of the Parish clergy to the Diocese, and ensure that the clergy actually take the vacation they are entitled to.

Sabbatical Leave: All full and part time clergy are entitled to sabbatical leave of 3 months every 6 years.

No payment shall be shall be due in respect of either normal leave or Sabbatical leave that is not taken.

Honorariums:

All honorariums should be declared to and approved by the Council and recorded and advised to Diocesan Office.

Incumbent Vacancy:

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If a vacancy occurs, the Bishop and Archdeacon will confer with the Wardens and the Vestry or Parish Council with respect to choosing a new Incumbent.

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G5: HAND-OVER CHECKLIST FOR CHURCHWARDENS AND COUNCIL

G 5 : CHURCHWARDENS AND PARISH COUNCILLORS ‘HAND-OVER’ CHECKLIST

Item

All: Read through the Parish Manual, especially Sections F & G, to understand the responsibilities of wardens and parish councillors.

All: Review the most recent Parish Council minutes

All: Review last year’s financial accounts and the budget for the present yearWardens: Preparation of budgetAll: Review all building plans and parish programmes in the pipeline.

Wardens: Review any minutes of Parish Executive Meetings

Wardens: Review the Memorandum of Understanding for all your clergy and ensure that it has been recently updated and is fair to parish and clergy.

Wardens: Review all parish staff contracts of employment. (Note: volunteer appointments such as an organist require contracts – contact the Diocesan Office for guidance)

Wardens: Check the Parish Inventory and follow up where necessary.

Wardens: Check that the parish property is adequately insured against loss or damage and that the insurance valuations are realistic. The JIF (Joint Insurance Fund) Parish Risk Management Document may be useful.

Wardens: Change bank account signatories. If you are on electronic banking please contact the Diocesan Office

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Wardens: Check that the Financial Statements, Budget, Confirmation of Vestry Elections and all reports (NB Churchwardens Certification) have been submitted to the Diocesan Office.

This is not an exhaustive list of all the matters that may be relevant to your parish but should provide a good ‘snapshot’ of how the parish operates and what matters may need to be addressed in the short term.

If we can be of any further assistance in understanding your responsibilities please call the Diocesan Secretary, for advice on administrative matters, insurance and financial matters. He / she can be reached at the Diocesan Head Office.

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G6: CHECKLIST FOR CHURCHWARDENS AND COUNCIL

This checklist is intended as a guide to good governance and stewardship over the assets and activities of the Parish. It provides for appropriate accountability and transparency both to Parishioners and the Diocese and should form the basis of the first meeting of a Parish Council after election by Vestry.

1. Organisation

Have responsibilities for the various activities of the Parish been allocated to portfolios of Council and committed to in writing so that the scope of responsibility and authority is clear?

No separate Bank accounts may be opened for subsections but all accounted for on one General ledger.

Where necessary are there policies and/or procedures in place to guide the actions of the portfolios?

Are those portfolios required to report regularly to Council on progress, including performance against their budget?

Does Council meet monthly and conduct business in accordance with a carefully prepared agenda?

Are minutes kept of all Council and Executive meetings which record all decisions taken?

Does Council receive copies of all Executive committee minutes?

2. Budgetary control

Has an annual budget been prepared and approved by Council and Vestry?

Are monthly accounts prepared which measure performance against budget?

Are variances from budget explained to Council and approved by it?

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3. Controls over income

Are there clear procedures in place to record all income, particularly Sunday collections, as soon as possible after receipt and for regular banking?

Is any expenditure made from cash income before banking properly recorded and approved?

Are these procedures working effectively?

4. Controls over expenditure

Are there clear procedures for requesting expenditure eg a requisition form which must be supported by vouchers and approved by the responsible portfolio?

Are cheques signed by two signatories only after the approved vouchers have been presented? Electronic payments released by two authorized persons.

Is a list of cheque and cash payments made and to be made presented to Council for approval at each meeting?

Only abnormal payments should be explained to council meetings all others must be in terms of the approved budget.

Are all vouchers properly filed by month for easy reference and safe-keeping?

Where electronic banking is done, both releasers should sign the audit trail provided by the bank which should be attached to the accounts or invoices.

5. Accounting records

Are suitable books or other forms of accounting record kept which enable monthly accounts to be prepared and will meet the needs of the auditors or Independent Verifier?

Do you have an auditor or Independent Verifier?

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If not, have you discussed the matter with the Diocesan Office?

6. Human resource matters

Do you maintain a file for each clergy person, lay staff member and volunteer which contains all the information required by law, including a contract of service or employment letter?

You must use the services of the Diocesan office for all your staff’s monthly payroll process.

Are you satisfied that no emoluments (Stipends or allowances) of any kind have been paid to clergy, lay staff or volunteers without the deduction of taxes in accordance with our tax laws? This includes Easter Offering and gifts etc.

Is there an employment contract for each staff member.

Is there a lease agreement for each staff member resident in church property.

7. Controls over assets, registers and record

Is a proper record of all Parish moveable assets maintained and kept on the Parish premises?

Do all these assets exist, are they maintained in good order and are they adequately insured?

Are Parish buildings being properly maintained?

Are the parish buildings and contents adequately covered by insurance, bearing in mind the replacement costs of these assets. (Advice may be sought from the Independent Verifier or from a local builder or estate agent.)

Are proper registers of all Parishioners, Services, Baptisms Funerals and Marriages being maintained?

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Are back-up copies of computer files made regularly and kept off the premises?

Are the parish registers kept in fire-proof Safe.

8. Reporting to the Parish

Is there regular reporting to the Parishioners on the financial and other performance of the Parish?

Are the Financial Statements displayed monthly on the Notice board? Are the DG lists displayed on Notice board every six months without

names to confirm accuracy and awareness? Is this guided by the Parish Vision and related strategies? How frequently does it happen? Are both oral and written reports provided? Are written reports sent to all Parishioners or are they only seen by

those attending services? Are there suitable forums for Parishioners to discuss progress with

members of Council?

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G7: PARISH COUNCILS

A. CANONS AND RULES

Canon 28Rule A-2 Good Governance

H-2 Parish CouncilsSchedule F to the rules

B. DIRECTIONS

1. General Instructions

Rule A-2.1 sets out the values of Transparency, Honesty, Trustworthiness and Accountability which every person involved in leading, managing or administering the affairs of any part of the Diocese is expected to uphold.

Talented individuals are more inclined to serve on parish councils when they hear or find that the meetings are ones of accomplishment, and are not overly long. A great deal has been written about the conduct and effectiveness of meetings, the essence of which seems to be:

An attendance register needs to kept and signed at each meeting.

o Accurate minutes are kept of all meetings (including the Annual Vestry Meeting which shall be tabled for approval at the first Parish Council Meeting after Vestry). It is the responsibility of the Secretary of Council to ensure that the Minute Book is maintained and that copies of the minutes of all meetings are distributed to members as soon after the meeting as is possible.

o The agenda and all related documents should be distributed to all members in advance of the meeting, so that each member will be prepared to participate and contribute to the greatest extent possible. When appropriate, such advance materials should include background information, analyses, and a discussion of alternatives.

o The chairperson should study and apply proven techniques of planning for and conducting a meeting, in which all members are encouraged to participate in an orderly manner, and where appropriate conclusions and decisions are then reached.

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o All members of the parish council seek to serve the needs of the wider church rather than their own interests, and avoid all conflicts of interest.

Rules H–2.1 to H–2.5 (Parish Councils) set out very explicit directions and procedures under the following headings:

o Composition of Council – consists of the incumbent, all assistant clergy, full-time stipendiary parish ministers, the churchwardens and the parish councillors, who shall not be less than five, and who shall be confirmed parishioners.

o Portfolios of Council – responsibility for the various areas of the management of the Parish shall be delegated to Portfolio Teams, Function Teams or to Task Teams. At least one member of each team must be on the Parish Council. Procedures for the effective operation of these teams are set out in section E4.

o The purpose of Council – this is to perform the functions set out in Canon 28. It is to meet monthly and fulfil the directions set out in rule H-2.3 and the obligations set out in Schedule F to the rules. These are very comprehensive and comprise 23 specific directions.

o Chairperson of Council – This should be alternated between the Rector/Priest and one of the Church Wardens bringing about a balance between short term goals and the congregations long term goals.

o Co-option to Council – Council shall have the power to fill casual vacancies and to co-opt members. Co-opted members shall have power to speak but not to vote.

2. Agenda of Parish Council

The agenda for parish council will vary from parish to parish, but will always include the following:-

o Parish Treasurer's Report: At each regular monthly meeting of the vestry, the treasurer should present a written statement of all

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income and expenditure and any other information that will help the council understand the current financial condition of the parish.

3. Parish Budget

In the second half of each year the parish council shall prepare a budget for the ensuing year. In the preparation of its budget each year, council should provide adequate funds not only for its existing programmes, but in order that it can meet its goals and objectives for the coming year. It should also ensure that adequate provision is made not only for deferred maintenance, but also for preventive maintenance and capital replacement.

o The chairperson should study and apply proven techniques of planning for and conducting a meeting, in which all members are encouraged to participate in an orderly manner, and where appropriate conclusions and decisions are then reached.

o All members of the parish council seek to serve the needs of the wider church rather than their own interests, and avoid all conflicts of interest.

4. Authority to Make Commitments

Where portfolios are actively engaged in ministry, it may well be appropriate to determine who within the portfolio is authorized to make commitments on behalf of the congregation and the limits to which they may spend without referring the matter back for approval by the parish council. Such arrangements must be recorded in writing.

Examples of transactions for which such authorizations might well be given could include such areas as:-

General parish property maintenance expenses Agreed and approved capital improvements Service contracts (gardening, security, etc) Audit fees Expense reimbursements Purchase of operating supplies Other operating expenses Investment of funds

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Special purpose groups should have independence on expenditure eg AWF have a special drive they should be able to make payments.

5. Position Descriptions

In all but the smallest congregations, it is recommended that positions descriptions of the be prepared and updated periodically, so that each person has a clear and complete understanding of his/her duties and responsibilities. Descriptions should be prepared for all positions, including the rector and any other clergy, lay employees, and key volunteers. I am not sure whether Job discription’s are now illegal and been replaced by performance standards.


1. Contact your Archdeacon2. Contact the Diocesan Secretary


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G8: PARSIH COUNCIL AGENDA (ALTERNATIVE FORMAT)

G9: PARISH REGISTERS

A. CANONS, RULES AND REGULATIONS

Canon 32 Schedule O

B. GENERAL GUIDELINES AND COMMENT Written Records

1. Registers contain important records of parish life that eventually become a part of the archives, it is important that all the necessary information is carefully and accurately recorded in the official registers designed for that purpose. Our own history is a testimony to the importance of these registers as documents that contain information which people may need in the future to prove when they were born, baptized, confirmed or married, or to trace their family history.

2. The information in the Registers should be as accurate and complete as possible. The printing should be legible and in ink.

3. Offers by third parties (i.e. the Mormon Church, genealogical societies) to do free microfilming of parish registers are not to be accepted. All microfilms, or other kind of copies of parish registers are to remain in the parish or Diocesan Archives, and may not be distributed or loaned out.

4. The Registers listed below are required in terms of the Canons or Rules of the Diocese. However, it may well be useful to keep other registers (e.g. An attendance register for confirmation candidates). These additional registers are simply to assist in the efficient running of the parish and do not have to be kept under lock and key, nor kept for archival purposes.

Computer Records

It is imperative to update the means of storage as computer advancement takes place.. Copies of the records should be stored in a fireproof safe (e.g. Memory Stick) and if possible at an offsite venue. There are various

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commercial “cloud” backup facilities available via the Internet that facilitate offsite backups.

C. DIRECTIONS

1. Required Registers:

The following registers must be maintained and kept up to date in every parish and chapelry:-

Baptisms Admission to Communion Confirmations (including those Admitted to Communion) Marriages Funerals and Cremations (Interment of Ashes should be recorded

with details of funeral service) Parish Roll and communicant members – both those resident inside

and outside of the parish Worship Service Registers Inventory of all movable property

It is the duty of the Churchwardens to ensure that the necessary official registers are used and that they are kept up to date. These registers can be obtained from the Diocesan Office and paid for from parish funds.

You are compelled by law to recognize and implement OSHA (Occupation Health and Safety act) and its registers Leave records Gift Register Tax records (maintained at the Diocesan Office) Special leave records

2. Completion and Care of Parish Registers

o Registers should be filled in and signed by the celebrant or officiant at the time of, or as soon as possible after, the pastoral act or worship service. This insures that information is not lost.

o All parts of all parts of the register must be filled in as completely as possible.

o Entries should be accurate, using official names (birth certificate names), not "nicknames".

o Entries should be made in chronological order (i.e. In order of date)o All entries should be printed legibly, including the names of signatories.

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o If at the time of completing an entry, a mistake is made, the correction must be initialed by the officiant.

o No page or entry should be removed from a register. Voided (cancelled) entries should be clearly noted and initialed.

o No change to dates or names can be made to any entry. Any such changes rendered the entry invalid in law. If an error in an entry is discovered, a sworn affidavit of the corrections should be made and either stapled into the register at the appropriate page or a marginal note should be entered into the register giving details of where the sworn affidavit has been filed.

o Marginal comments should not be made, except in respect of a sworn affidavit.

o Access to Parish Registers should be allowed only according to established diocesan policy.

o A photocopy of a page in a parish register can be certified by a marriage officer or otherwise authenticated by writing, 'I certify this is a true copy of the original', signing and dating it.

o All completed registers more than 25 years old should be deposited in the Archives.

o All active Registers are to be kept in a secure location (preferably a safe) under the care of the incumbent.


Contact the Diocesan Secretary


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G10: PORTFOLIO, FUNCTION AND TASK TEAMS

A. CANONS AND RULES

Rule H-2.2Schedule F to the rules

B. DIRECTIONS

To assist in ensuring that these Portfolio, Function or Task Teams operate with sound principles of governance, the following operating procedures are mandated:

1. Composition

o The members co-opted have the appropriate skills or experience necessary for the effective functioning of the Portfolio Team;

o As far as possible, the Team should reflect the demographics of the parish;

o Membership should be on a rotational basis (e.g. every 3 years) with a portion of the team being replaced each year.

2. Clear terms of reference, with goals and time-frames, need to be approved by the Parish Council at least annually, and only modified with their approval.

3. The Portfolio Team must meet regularly.

4. Minutes of all meetings must be kept. These should be pasted into a minute book and copies tabled at every Council meeting.

5. Decisions taken and responsibilities for action should be recorded in the minutes.

6. Where appropriate, an annual or task budget is prepared and income and expenditure accounted for on a basis agreed with Council.

7. Regular progress reports are made to Council (by agreement, including financial reports).

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8. An annual written report on achievements for the year or at completion of the task is made to Council.

9. The Parish Council must act promptly to remedy the situation if the Portfolio Team does not comply with these guidelines.

10. The Parish Council must ensure that adequate training in provided to ensure that the Portfolio Team can function effectively.


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G11: GUIDELINES ON RUNNING A FINANCE PORTFOLIO

A. CANONS AND RULES

Rule H-2.2Schedule F to the rules

1. Background

In many of our parishes the churchwarden’s main responsibility seems to be the collecting and receipting of money on Sundays and of ensuring that it is properly banked. When our churches were not so busy this was not really perceived as too much of a problem but as parishes get more active these old traditions are known to give rise to 3 major problems in some parishes

a) The Churchwardens have no time for leadership and management responsibilities and getting involved in other church activities;

b) The churchwardens' feel over worked with the pressure of handling the money and the accounting gets into arrears.

c) Churchwardens assume sole control of the money so that others, even the Rector and Council, are excluded.

The result of this is that often the Council and the congregation come into conflict with the churchwardens.

2. Solution

Many parishes have found that the solution is to appoint or elect a Finance Committee. This seems to work best along the following lines.

The Finance Committee, led by the Treasurer, is responsible for all aspects of the money received on Sundays; for counting and recording and ensuring that the correct amount is banked. They are also responsible for ensuring that the routine budgeted expenses are reviewed, approved and paid although normally the churchwardens and rector would be signing the cheques.

3. Guidelines

However proper controls require that

a) Council is still responsible for authorising abnormal or special expenditure falling outside the budgeted amounts.

b) All the counting and recording must be under dual supervision.

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c) The sidesman should record the cash takings on a schedule per service.

d) The persons doing the banking should reconcile all the services schedules.

e) The treasurer or bookkeeper should NOT touch the cash but merely record/process the information into accounting records.

f) The schedules should clearly differentiate the source of funds- DG, collection, flowers etc.

g) Council elects the Treasurer and the members of the Finance Committee; alternatively the groups in the parish could send their Treasurers to make up the Committee, so that each group understands how the Finance Committee works and participates in the parish financial management.

h) The Finance Committee reports fully to the Council at each meeting and not just to the Rector or churchwardens.

i) Financial accounts are prepared every month and presented to the council meeting.

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G12: RETENTION OF RECORDS

A. CANONS AND RULES Canon 32Rule G-1.9 (6) Functions of Churchwardens Schedule O Registers

B. DIRECTIONS

1. Registers

Registers of Baptisms, Marriages, Admissions to Communion, Communicants, Parishioners, Funerals, Confirmations, and Minutes of Vestry and Church Council meetings are to be maintained, and are the responsibility of the Churchwardenas.These are part of the history of the Parish. They are needed by the Parish and the general public for record purposes and should be kept forever. They must be kept in a dry, secure room, and be readily available. If you do not think that your Parish can store them safely, contact the Diocesan Secretary who will arrange for them to be stored in the ACSA archives at Wits University.

2. Accounting Records Retention period

Nominal Ledger For everCopies of Audited Accounts For everFixed Assets Register For everBank Statements & Cheque Vouchers

Destroy after three completed years.*

Petty Cash records Destroy after three completed years.*

Wage Records Destroy after seven completed yearsTax Records Destroy after seven completed years

*Note: This means that when the 2011 year has been audited, the records for 2008 may be destroyed


Contact the Diocesan Secretary


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G13: VESTRY MEETINGS - ANNUAL VESTRY MEETING


Canon 27 Of Vestries Rule G – 1.1 Election of Churchwardens, Chapelwardens and CouncillorsRule H - 1 Vestry MeetingsB. DIRECTIONS

1. General Instructions

i) These instructions apply equally to parishes and chapelries.

ii) Final Date of Vestry: Vestry must be held before 15 March in each year.

iii) Financial Statements: The Annual Vestry cannot be held until the Annual Financial Statements for the preceding year have been completed and either professionally audited or verified by an independent verifier approved by the diocese.

iv) Eight / Five Year Limit: Service as either a councillor or a warden, or a combination of the two offices, is limited to an aggregate period of eight terms over any given period, subject to a maximum period in aggregate of five terms as a warden, whichever comes first (the “maximum period of office”). When a person has served a maximum period of office, that person shall not be eligible for nomination or election as a warden or councillor for a minimum period of three terms afterwards (the “ineligibility period”), nor may he or she be co-opted to serve in any capacity on council.

v) Only laity may nominate and serve: Only the laity may nominate people to serve as Churchwardens and Parish Councillors, and only the laity is eligible for nomination to serve as Churchwardens and Parish Councillors.

vi) Elections and Scrutineers: Voting shall be by secret ballot. Scrutineers for the voting must be agreed to by Vestry and may not include the Rector or Priest-in-Charge.

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2. Action Flow Chart for Annual Vestry

i) End of Year: Complete financial statements except for final adjustments.

ii) January: Complete financial statements and send to auditor/independent verifier. Check when financials will be ready and set date for Vestry. Vestry must be before 15 March. Allow space for unforeseen delays.

iii) At least 22 days before Vestry: Publish and display written Notice of Vestry. The notice must be signed by Rector and Churchwardens and must give the place, date, time, and agenda of Vestry. The Agenda for Vestry is set out in Rule H – 3 and in Direction 3 below.

iv) At least 22 days before Vestry: Lists calling for Nominations for Churchwardens and Councilors must be must be put on the notice board. Nomination forms must be signed by the proposer, seconder and by the person being proposed.

v) The Sunday before Vestry: (Or at least 6 days before Vestry) Nominations close.

3. Annual Vestry

i) Chairperson of Vestry: The Rector is normally the Chairperson of Vestry. Consult Rule H – 1.7.1 if the Rector is not available.

ii) Quorum at Vestry: Ten parishioners form a quorum.

iii) Right to Speak at Vestry: Only regular worshipers and those whose names appear on the Parish Roll shall have the right to speak. Good manners must always be observed.

iv) Agenda of Vestry: The Annual Vestry Meeting will deal with the following business in the following order:-

o Confirmation of minutes of previous Annual Vestry Meeting. Even though they should have been confirmed at the first council meeting after the previous Vestry meeting.

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o Presentation by Churchwardens of audited or verified annual accounts. Note: Accounts must be accepted by Vestry before moving on the next item of business.

o Report by Churchwardens on condition of Church property, which report must be received by Vestry and a copy forwarded to the Diocesan Office together with the required Vestry returns.

o Note: In addition to the churchwardens report shall include how they have fulfilled their duties in respect of the following:-

The provision and adequacy of computer, fax, internet, photocopying ,and telephone services for the parish;

Adjustment of insurance cover to ensure adequate cover for parish property;

An annual review of the Memorandum of Understanding between parish clergy and parish council;

Confirmation that proper records and inventories as required by the Canons and Rules of the Diocese have been kept.

o Report by Rector on care of the parish including a statement of needs, which report must be received by Vestry and either accepted or amended. A copy of this report must be sent to the Diocese together with the required Vestry returns. The report shall include:-

An evaluation of parish ministry over the past year, together with a report on the areas where there has been growth or decline that ministry, especially in respect of the key points of the Diocesan Vision;

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A statement of the goals and objectives of the Parish Council set in respect of the coming year;

The identification of any areas requiring special attention either because of circumstances that have arisen in the life of the parish or the wider community.

o Presentation by Churchwardens of budget for ensuing year. Report must be received by Vestry and accepted or amended.

o A decision by Vestry on the number of persons who will serve on Council.

o Election of Churchwardens and Parish Councillors for ensuing year.

o Appointment of auditor or independent verifier for ensuing year.

o No other business may be transacted.

4. Vestry Returns to Diocesan Office

i) Within one week of Vestry, the Rector must ensure that the following documents are submitted to the Diocesan Secretary:-

o Copy of the audited or verified Financial Statements;

o Copy of the budget for present year;o Copies of the Churchwarden’s Report and the

Rector’s Statement of Needs;o Declaration of those elected as Churchwardens,

Alternate Churchwardens, and Parish Councilors (duly signed by all persons elected).

C. FOR MORE INFORMATION

1. Contact your Rector or Archdeacon

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2. Contact the Diocesan Secretary at the Diocesan Office G 14 : SPECIAL VESTRY MEETINGS


Canon 27 Of Vestries Rule H – 1.6 Special Vestry Meetings

A. DIRECTIONS

1. Calling of a Special Vestry Meeting : A special vestry meeting may be convenedby the Parish Council or by a written request to the Rector signed by at least 10 parishioners whose names appear on the parish roll. The purposes of such a meeting must be clearly stated. The Rector must convene a Vestry meeting within 22 days of receiving the written request.

2. Notice of a Special Vestry Meeting: At least 7 days notice must be given in writing of a Special Vestry Meeting. The notice must be publicly displayed and must state the agenda of that meeting (purpose of the meeting).

3. Chairperson of a Vestry Meeting : The Rector is normally the Chairperson of Vestry. Consult Rule H – 1.7.1 if the Rector is not available.

4. Quorum at Vestry: Ten parishioners form a quorum.

5. Right to Speak at Vestry: Only worshipers in good standing and those whose names appear on the Parish Roll shall have the right to speak. Good manners must always be observed.

6. Agenda of a Special Vestry: The Agenda shall be the purpose for which the Vestry was called. No other items of business may be discussed.

B. FOR MORE INFORMATION:

1. Contact your Rector or Archdeacon 2. Contact the Diocesan Secretary at the Diocesan Office3.

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Revised: April 2013

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