Trinity Vestry Bylaws Feedback Form

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Trinity Vestry Bylaws Feedback Form

Thank you for taking the time to provide feedback to Trinity Vestry Bylaws. The Bylaws govern the way Trinity Vestry operates throughout the year. We are seeking feedback from the Congregration on this draft of the Bylaws. It is the goal of the Vestry to have the Congregration approve and adopt the Bylaws at the 2022 Annual Meeting in January. WE WOULD LIKE YOUR FEEDBACK BY TUESDAY, DECEMBER 7, 2021.

INSTRUCTIONS: You may complete this form as often as necessary before the deadline. If you have comments or would like to provide recommended wording changes, please enter them in the corresponding box. You DO NOT need to provide responses to all items. You may scroll down to the bottom of the survey and hit SUBMIT to submit partial responses. You then may submit another survey to submit more responses. You may download the entire Bylaws at: https://drive.google.com/file/d/1Nww2MQxj4UfS81r8McwqeXPWkLvszkkb/view?usp=sharing

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ARTICLE I - PURPOSE

ARTICLE I - PURPOSE

Section 1 - General

1.1 The Vestry is the "Board of Directors" for the parish corporation. The Vestry is the authoritative body of the Congregation and is subject only to the Diocesan and National Church Canons.

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1.2 The Vestry is responsible for determining the policies and goals of the congregation and is to communicate with the congregation about the goals, concerns, and functioning of the Church in the modern world.

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1.3 The Rector is the President of the parish corporation, and presides over meetings of the Vestry and Congregation.

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1.4 The Senior and Junior Wardens are Vice Presidents of the corporation.

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1.5 The duties of the vestry and its officers are prescribed in the Canons (Bylaws) of the diocese and in the charter and Bylaws of the parish corporation.

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ARTICLE I - PURPOSE

Section 2 - Duties

The duties of the Vestry are to:

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2.1 Take charge of the property of the Church.

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2.2 Keep the property fully insured and to list the insurance in the annual Parochial report to the diocese.

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2.3 Be responsible for all financial matters of the Parish and specifically to:

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2.3.1 Prepare an annual budget.

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2.3.2 Maintain adequate accounting records in conformity with forms provided by the Diocesan Treasurer to record all funds received and expended.

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2.3.3 Regulate all the congregation's temporal affairs.

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2.3.4 Elect, with the approval of the Bishop, to call a Rector, and to provide for his/her maintenance.

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2.3.5 Assist the Rector in whatever is appropriate as laypersons for the welfare of the Church.

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2.3.6 Maintain a full record of minutes of meetings.

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2.3.7 Authorize, as they see fit, all purchases/expenses made in the name of the Parish

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ARTICLE II - VESTRY

ARTICLE II - VESTRY

Section 1 - Membership

1.1 The Vestry is composed of the Rector, the Senior Warden, the Junior Warden, and a minimum of six (6) other members.

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1.2 At each annual meeting, members of the Vestry shall be elected to serve a term of three (3) years. Any member of the Vestry completing service for a full term shall not be eligible to serve on the Vestry until one (1) year or more has elapsed since such member last served on the Vestry.

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ARTICLE II - VESTRY

Section 2 - Qualification

A person shall be eligible to serve as a member of the Vestry who is a qualified elector in Trinity Episcopal Church;

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2.2 at least eighteen (18) years of age; and

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2.3 in good standing.

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ARTICLE II - VESTRY

Section 3 - Nominations

3.1 Three (3) months prior to the Annual Meeting the Rector, or in the absence of the Rector, the Senior Warden, shall appoint a Nominating Committee.

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3.2 The Nominating Committee shall nominate candidates to fill Vestry positions that expire at the end of that year.

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3.3 The nominations shall be presented to the Rector, or in the absence of the Rector, to the Senior Warden, in writing at least ten (10) days prior to the Annual Meeting.

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3.4 Additional nominations may be made from the floor at the Annual Meeting.

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ARTICLE II - VESTRY

Section 4 - Elections

4.1 The Vestry shall be elected by ballot or acclamation at the Annual Meeting of the Church.

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4.2 They shall be chosen by ballot, and a majority of those voting shall be necessary for election.

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4.3 They shall take office at the Organizational Meeting of the Vestry following their election and shall be installed at a regular Church Service at a time appointed by the Rector.

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ARTICLE II - VESTRY

Section 5 - Vacancies

5.1 Should a vacancy occur on the Vestry during the year the Rector shall appoint a successor with the consent of a majority of the remaining members of the Vestry

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5.2 Appointees shall serve until the next Annual Meeting.

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ARTICLE II - VESTRY

Section 6 - Removal of Vestry Member(s)

6.1 Members may be removed from office pursuant to the following:

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6.1.1 By the members of the Parish

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6.1.1.1 Any member of the Vestry may be removed from office with or without cause by the vote or agreement in writing by a majority of persons entitled to vote at a Parish Meeting.

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6.1.1.2 The notice of a meeting to remove a member or members of the Vestry shall state the purpose of the meeting and the specific Vestry members sought to be removed.

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6.1.1.3 The proposed removal of a Vestry member at a meeting shall require a separate vote for each Vestry member sought to be removed. Where removal is sought by written agreement, a separate agreement is required for each Vestry member to be removed.

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6.1.2 By the Vestry, Rector, and Ecclesiastical Authority

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6.1.2.1 Any member of the Vestry may be removed from office upon the vote of that number of Vestry members constituting two-thirds (2/3) of the number of Vestry members established in the Bylaws of the Parish with the consent of the Rector and the consent of the Ecclesiastical Authority.

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6.2 A Vestry member who is removed from the Vestry shall not be eligible to stand for reelection until the next annual meeting of the members.

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6.3 Any Vestry member removed from office shall return to the Vestry any and all records of the Vestry in his/her possession within seventy-two (72) hours.

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ARTICLE III OFFICERS

ARTICLE III OFFICERS

Section 1 - Rector

1.1 Duties

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The Rector, or such other member of the Vestry designated by the Rector, shall preside over all meetings of the Vestry

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1.2 Voting

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The Rector is a neutral party and shall no vote on Vestry matters

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ARTICLE III OFFICERS

Section 2 - Wardens

2.1 Assignment

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At each annual meeting the Senior Warden and the Junior Warden shall be voted on by members of the Parish

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2.2 Term

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2.2.1 Senior Warden.

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2.2.1.1 The Senior Warden shall serve for a two (2) year term

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2.2.1.2 The Senior Warden position may be extended for one consecutive term

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2.2.1.3 A Vestry Member completing the term of Senior Warden is subject the terms of Section 1.2, Article 2 of Bylaws

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2.2.2 Junior Warden.

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2.2.2.1 The Junior Warden shall serve for a two (2) year term

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2.2.2.2 The Junior Warden position may be extended for one consecutive term

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2.2.2.3 A Vestry Member completing the term of Junior Ward is eligible to serve as Senior Warden immediately following the expiration of the Junior Warden’s Term

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2.3 Duties for Senior Warden and Junior Warden

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Share privately with the rector insights, concerns, and issues which may face the Congregation.

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Interpret the Rector's role and expectations to the people.

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2.3.3 Act as consultant and advisor to the Rector.

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2.3.4 Support the Rector's effort to make the committees of the church function.

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2.3.5. Arrange for a supply priest in instances where necessary

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2.3.6 Make certain that a register of all Baptisms, Confirmations, Marriages, and Burials, as well as a list of communicants in good standing is kept. (It is suggested that the Vestry inspect these books quarterly.)

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2.3.7 See that the Annual Parochial Report is submitted to the Diocesan Treasurer early each February on the forms provided by the National Church and distributed by Diocesan Treasurer.

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2.3.8 See that the Key Personnel List, which includes Vestry and other parish personnel, is sent to the Diocesan Office following the Annual Parish Meeting.

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2.3.9 Co-sign checks for payments

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ARTICLE III OFFICERS

Section 3 - Secretary and Treasurer

3.1 Nominations

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The Vestry, at the Organizational Meeting following the Annual Meeting of the Church, shall appoint from the Church's membership a Secretary and a Treasurer. Assistant Secretaries and Assistant Treasurers may be appointed by the Vestry.

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3.2 Duties

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3.2.1 Clerk/Secretary

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3.2.1.1 The clerk is the secretary of the Vestry and corporation.

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3.2.1.2 The clerk shall keep minutes of all meetings of the Vestry and corporation.

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3.2.2 Treasurer

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The treasurer is the Chief Financial Officer and is responsible for the following:

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3.2.2.1 Preparing monthly financial statements and reporting the financial status of the parish to the rector, Vestry, and then the Congregation on a scheduled basis.

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3.2.2.2 The parish financial records for pledges, receipts, disbursements, payables, and all assets and liabilities shall be maintained in accordance with Generally Accepted Accounting Principles (GAAP). Full disclosure of all funds entrusted to the parish shall be practiced.

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3.2.2.3 Assist the vestry with financial planning, including preparation of the annual budget.

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3.2.2.4 Ensure that all financial aspects relating to the clergy are duly performed in a correct and timely manner. Such items as pension, health, dental, and life insurance premiums, housing, travel, sabbatical, continuing education, Social Security, and stipends are to be considered.

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3.2.2.5 Establish and maintain the necessary controls and procedures to prevent the unauthorized use of parish resources.

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3.2.2.6 Sign checks for payment.

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ARTICLE IV: VESTRY MEETINGS

ARTICLE IV: VESTRY MEETINGS

Section 1 - Organizational Meeting

The Organizational Meeting of the Vestry shall be held as soon as possible following the Annual Meeting of the Parish.

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ARTICLE IV: VESTRY MEETINGS

Section 2 - Regular Meetings

Regular Meetings of the Vestry shall be held at times and dates agreed on by the Rector and the Vestry.

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ARTICLE IV: VESTRY MEETINGS

Section 3 - Electronic Participation

When need arises, it shall be permissible for vestry members to participate in vestry meetings via electronic means as technology allows. Such participation shall be considered full participation for purposes of quorum, voting and attendance.

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ARTICLE IV: VESTRY MEETINGS

Section 4. Electronic Voting

When a vestry decision on a matter is needed between regular meetings and the issue under consideration does not require a special meeting, electronic voting shall be permitted. The Rector; or in the absence of the Rector, by the Senior Warden; and at least one other voting member of the Vestry must agree to electronic voting. The Rector; or, in the absence of the Rector, the Senior Warden shall distribute to the vestry all relevant information, including the actual resolution to be voted on. The Secretary of the vestry shall receive and count the votes. A two-thirds (⅔) vote of all vestry members shall be required for the motion to pass.

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ARTICLE IV: VESTRY MEETINGS

Section 5. Special Meetings

Upon reasonable notice, special meetings may be held on call ofthe Rector; or, in the absence of the Rector, by the Senior Warden; or at the request of two or more members of the Vestry. The Bishop has the discretion to call a meeting of the Vestry and preside at such a meeting.

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ARTICLE IV: VESTRY MEETINGS

Section 6. Quorum

A quorum for the conduct of official business shall consist of a majority of the members of the Vestry.

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ARTICLE V: AMENDMENTS

These by-laws, after approval by the Vestry, may be amended or repealed by a majority of the electors present at any Annual Meeting or Special Meeting, provided that notice of such meeting and proposed amendments or repeal of the bylaws has been sent to qualified electors not less than two (2) weeks prior to the Meeting.

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Do you have any general comments about the Vestry Bylaws?

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