ST JOHN THE EVANGELIST
ANGLICAN PARISH CHURCH COUNCIL
SACKVILLE, NOVA SCOTIA
By-Laws and Regulations
24:01:2006
THE PARISH OF ST JOHN THE EVANGELIST, SACKVILLE
By-Laws and Regulations
The following By-laws and Regulations are made for the management of the temporalities of the Parish Corporation and the due orderly conducting of its affairs:
GENERAL
The single point Parish of St John The Evangelist Anglican Church; located at 954 Old Sackville Road in Lower Sackville, Nova Scotia shall be called The Parish of St John the Evangelist, Sackville. Hereinafter - Parish Corporation
Until an amendment to the Anglican Church Act of Nova Scotia is fully enacted, a Parish Corporation shall be read as a reference to a - "Rector, Wardens and other members of the Parish Council" and as such, a functioning part of the Fort Sackville Region Churches of the Diocese.
The Parish Corporation is a separate legal entity that may sue and be sued; have a seal, and make by-laws for the conduct of the Corporation and the management of its affairs. The Parish Corporation shall, at the Annual Meeting, elect a Parish Council.
An Annual Meeting of the Parish Corporation shall be held no later than the third (3rd) week of February of that year, at a date established by the Parish Council.
The Chairperson of the Annual meeting will be the incumbent Rector, with the Senior and Junior Wardens as Co-Chairs.
A quorum at the Annual Meeting shall be six (6) Parishioners for each of the three (3) Lay representatives to Synod - eighteen (18) Parishioners.
PARISH COUNCIL
Parish Council is the governing body that orders the life of the Parish congregation. Parish council shall exercise oversight over the life, worship and governance of the Parish, including all guilds, societies and organizations of the Parish. It will regularly evaluate the overall life of the parish, recommend ideas for effective ministries, and carry out such duties as are imposed on it by the Anglican Church Act, Constitution and Canons of the Diocese.
Executive Committee. The Rector, Chairperson, Senior and Junior Warden, and Treasurer shall form the Executive Committee. They are to meet as and when required, and are empowered to commit emergent funds, not to exceed $500.00 per single item.
Parish Council Meetings shall be held at the pre-appointed time and date; normally once in each calendar month, except July and August. Parish Council Meetings will normally be adjourned from time to time by the Chairperson or due motion. .
A quorum at a Parish Council meeting shall be a majority (50% plus one) of elected and/or appointed members of Parish Council - ten (10) members.
For Rules of Order, reference and/or interpretation may be made from Robert's Rules of Order (revised 10th edition). For Synod matters, reference shall be made from the Diocesan Synod Constitution.
A Directory of Position Description for every Parish Council Lay member, and Lay volunteer and salaried position, is maintained on file. The Directory of Position Descriptions shall be reviewed periodically with Canon 35, and changes approved by Parish Council.
The Parish Council will consist of the Rector or incumbent serving the parish; and each clergy member canonically appointed by the Bishop, together with the Wardens, Treasurer, Recording Secretary and nine (9) members at large, elected at the Annual Meeting, and/or appointed by that Parish Council.
A Chairperson and Vice Chairperson shall be elected by the Parish Council at its first regular meeting; held after the Annual Meeting, for that year (normally February). They shall be elected from the Parish Council.
The three (3) Wardens elected at the Annual Meeting shall be known as the Senior Warden, Junior Warden, and Warden "In Training". Each Warden shall hold office for a term of three (3) years, and staggered as such, that only one Warden is elected each term year.
The Treasurer, elected at the Annual Meeting, will normally hold office for a term of at least three (3) years. The Treasurer shall be a member of the Executive Committee.
A Recording Secretary, elected at the Annual Meeting, or appointed by the ensuing Parish Council, will normally hold office for a term of three (3) years. The Recording Secretary shall also be the recording Secretary for the ensuing Annual Meeting.
Council Members at Large. Nine (9) Council Members at Large shall be elected at the Annual Meeting, or appointed by the ensuing Parish Council. Each Council Member at large shall hold office for a term of three (3) years, and staggered as such, that only three (3) Council Members are eligible to be elected each term year.
Cemetery Committee. A Chairperson and up to four (4) Members of the Cemetery Committee shall be elected at the Annual Meeting. One such member shall be elected as the Cemetery Committee Treasurer.
Youth Ministry. When activated, any youth group under the leadership of an elected or appointed Adult shall be known as a Youth Ministry.
Parish Ministries. To meet the Parish Council Objectives, Council Members are expected to Chair and/or be a member of one or more of the following Ministries:
Spiritual Development Committee - the growth and development of prayer and worship
Pastoral Care & Outreach Committee - seeking to identify and serve Community needs
Property Committee - management and care of Parish buildings, grounds and Cemeteries
Administration and Finance Committee - Parish day to day life and financial services
Personnel Committee - Job description review. Contracting and hiring salaried Lay staff
Stewardship Committee - Long range planning, Visioning/Implement short range goals
One Youth Council Member shall be elected at the Annual Meeting. This position should be coordinated as the Synod - Youth Delegate, and/or the Fort Sackville Region Church Council -Youth Representative.
Three (3) Synod Delegates and Alternates shall be elected at the Annual Meeting. Synod Delegates are expected to attend all Synod Sessions at the call of the Bishop. In addition, they are to attend the Pre-Synod Session meeting of the Regional Church Council.
A Synod Youth Delegate and Alternate shall be elected at the Annual Meeting. If feasible, the Synod Youth Delegate is to attend all Synod Sessions at the call of the Bishop. In addition, he/she is to attend the Pre-Synod Session meeting of Regional Church Council.
Three (3) Regional Church Council Representatives and their Alternates shall be elected at the Annual Meeting. The three representatives are expected to attend all Regional Church Council meetings; normally four per year, and at the call of the Regional Dean.
The Envelope Secretary shall be elected at the Annual Meeting. The envelope Secretary's prime function is the control and collation of all open and collection envelope offerings; other bequests, donations and memorials, for which Income Tax receipts are issued.
The Parish Hall Bookings (Manager) shall be elected at the Annual Meeting. The Bookings Manager will coordinate all bookings of the Parish Hall, and the Church building basement.
Special Events Chairperson shall be elected at the Annual Meeting, or by the Parish Council. The Chairperson shall exercise control and management of all special events. Direct liaison with the Mothers Union and the Men's Club is required, for the coordination of food preparation and presentation, table servers, kitchen staff and other administrative tasks.
A Memorial Fund Treasurer shall be elected at the Annual Meeting. The Memorial Fund Treasurer will be responsible to the Parish Treasurer through the Alter Guild Directress.
A Beacon House Board Director shall be elected at the Annual Meeting. The term of office on the Beacon House Board is three (3) years. The Director is expected to conform to the Beacon House Board of Directors Terms of Reference.
Two Beacon House Representatives shall be elected at the Annual Meeting. Their focus is for the collating and transportation of all donated gifts and foodstuffs placed in the Church or Parish Hall, and intended for the Beacon House food bank.
A Diocesan Times Representative shall be elected at the Annual Meeting. The representative is to liaise with the Diocesan Times editorial staff, with media input of all significant Parish events and/or appropriate photographs.
A Mailings/Bulletin Member shall be elected at the Annual Meeting. The member shall maintain an up to date (Restricted) Parishioners nominal list for mail out purposes, and collate, edit and publish the weekly Church bulletin.
Sunday School Superintendent will be appointed by the Rector and confirmed by the Parish Council. The Superintendent, in turn, shall recruit Sunday School Teachers, providing them the leadership in presenting a relevant Christian youth educational program within the Parish.
The President and Officers of the Mothers Union shall be elected into office by the Mothers Union membership. In turn, they shall provide leadership to the membership while promoting the mission and aims, and constitution of the National Mothers Union.
The Primate's World Relief and Development Fund -PWRDF Representative shall be elected at the Annual Meeting, and/or appointed by the ensuing Parish Council. The Representative is to coordinate all Parish efforts for the support of the PWRDF.
OTHER PARISH ORGANIZATIONS
Parish Council Task Groups, together with an appointed Chair-Person and/or any members(s), may be established by the Parish Council, as and when required.
Alter Guild. The Alter Guild Directress shall be elected by the Alter Guild membership. The Directress shall ensure that Alter Guild Members carry out their duties in accordance with the Alter Guild Directives and By-Laws.
Memorial Fund, The appointed Treasurer of the Memorial Fund, together with the Flower Fund and Stained Glass Window Fund shall be responsible to the Directress of the Alter Guild.
Men's Fellowship Group. The Men's Group is open to any and all male Parishioners for the purpose of fellowship, and participation in projects, to the benefit of the Parish.
Server's Guild. The Server's Guild is open to youth 10 years of age and over, and organized and trained by the Rector. The Head Server will be appointed by the Rector and will be responsible for training and scheduling
Greeter/Sides Persons and Scripture Readers are recruited by an appointed Supervisor. A Roster of Greeters and Readers is promulgated semi-annually.
Collection Counters are recruited and monitored by the Envelope Secretary. A Collection Counters Roster is promulgated annually in the New Year. Collection Counters Guidelines are attached as Appendix 1. to these By-Laws and Regulations.
The Webmaster is appointed by the Parish Council to organize, edit and produce a suitable Website for the Parish. The Website address is: www.stjohnevangelist.chebucto.org
PARISH LAY EMPLOYEES
An Organist/Choir Director shall be contracted, and paid at a salary, as approved; from time to time, by the Parish Council.
A Buildings Cleaner shall be contracted, and paid at a salary, as approved; from time to time, by the Parish Council
ATTACHED APPENDICES:
1. - Collection Counters Guidelines.
APPROVAL
These By-Laws and Regulations, with attached appendices, were reviewed and ratified by the Parish Council, at the regular Parish Council meeting, 24th January 2006.
Appendix 1 to:
St John the Evangelist Parish Council By-Laws and Regulations:
dated - 24th January 2006
COLLECTION COUNTERS GUIDLINES
1. All items required to make a deposit: Bank Deposit Slip Book, "Deposit to Account" ink Stamp, Bank Night Deposit Box Envelopes, Treasurer/Envelope Secretary Report Sheet, plain envelopes, Calculator, and the Key to Bank Night Deposit Box - are contained in the middle drawer of the Vestry cupboard.
2. Do not include Sunday school envelopes, Memorial or Flower Fund donations, or any other monies that you are not sure of - in the Bank Night Deposit Box Envelope.
Instead, place them in the Treasurers basket in the Vestry.
3. Keep all 'open offering' separate from all other monies in the collection plate.
4. Separate all envelope contributions by type: Regular, Building Fund, Special, etc.
5. Make sure that the amount written on the outside of the envelope corresponds with the amount inside. If the amount is different - change the amount written, and both counters initial. If the amount is not written - write amount on the envelope, and both counters initial.
6. If a cheque is enclosed in an envelope - make sure all cheques are properly dated. If post-dated, put back in envelope and place it in the Envelope Secretary basket in Vestry.
7. All cheques are to be stamped with the Credit Union "Deposit to Account" stamp.
8. Fill out each Bank Deposit Book Slip - listing all cheques, cash, and coin. Make sure each Bank Deposit Book Slip is completed with date and time, and initialed by person bank deposit. Put each collection deposit and the Bank Deposit Book Slip in a separate plain envelope, seal it and write the date and time of the Collection on the front. Place all sealed deposit envelopes in the Bank Night Deposit Box Envelope and seal it.
9. Fill out each Treasurer/Envelope Secretary report sheet - make sure that both of the sheet totals are the same as the total recorded on the Bank Deposit Book Slip for each deposit. Tear the report sheet in half - place the Envelope Secretary's part of the report sheet, together with all of the empty collection envelopes from that deposit, in the Secretary's Vestry basket. Record the total from the Treasurer's part of the report sheet in the Church Ledger (on Vestry table) - then place the part report sheet in the Treasurer's Vestry basket.
10. Take the sealed Bank Night Deposit Box Envelope to the Heritage Credit Union, 541 Sackville Drive, and put it into the Night Deposit Box. If the Envelope is more than one inch thick you will need the Night Deposit Box Key.
Should you have any questions, call the Envelope Secretary - Doug Banfield at 864-0672.