7.1
PROPERTY..OWNERSHIP.. IMPROVEMENTS
7.1.1 Parishes
A parish Corporation holds legal title to all real property of the
Parish, in trust for the Diocese of Oregon and the Protestant Episcopal Church in the
United States of America. The Parish Corporation is responsible for the upkeep,
maintenance and operation of all real and personal property owned by the parish, and all
expenses incurred in these activities. The Parish may, subject to the provisions of Canons
5.3, 6.3 and 6.4, mortgage its property or incur other debt for which it is responsible.
The purchase, lease, mortgage or sale of real property, and certain
modifications of existing improvements to real property, require consultation with, and
approval of, the Board of Trustees, and written consent of the Bishop and the Standing
Committee. Diocesan staff is available to assist with compliance with these requirements
and with the scheduling of consultations with the Bishop, the Board of Trustees, and the
Standing Committee.
7.1.2 Missions
A Mission congregation is responsible for all costs and expenses
including mortgage payments and other debts; but since it is not incorporated, the Diocese
of Oregon, through its Board of Trustees holds title to all mission property.
Consultation with the Diocese: The mission must notify the Bishop and
the Ministry of Congregational Development (MCD), seeking their counsel for proposals to
acquire property, to expand or to make any major improvement to the existing property. Any
unbudgeted expenditure that exceeds $5,000, including memorial funds, must have approval
of the MCD.
Mission congregations proposing new buildings, major changes to
existing buildings, furniture and appointments of a permanent nature or the acquisition of
a church organ must submit a proposal including plans and specifications to the Bishop,
the MCD and the appropriate diocesan commission(s) and Board of Trustees for approval.
7.1.3 General
Diocesan funds will not be allocated for financing buildings,
remodeling, or the acquisition of facilities, fixtures or other property without the
proper consultation.
Consultation with the Diocese: All congregations are required by
diocesan canon to consult with the diocesan Commission on Art and Architecture before
undertaking any additions or changes of a permanent nature to buildings or their contents.
The diocesan Liturgy and Music Commission is available for consultation on the purchase of
organs and other musical instruments.
7.2 INSURANCE..AND THE USE OF BUILDINGS AND
FACILITIES
Group Insurance Program:
Every mission congregation participates in the diocesan
group insurance program on church property. The policy presently provided by Church Mutual
Insurance Company, covers fire, theft, vandalism, comprehensive liability, director and
officer liability, and a ten million dollar liability umbrella policy. Parish
congregations are free to select a different carrier, but urged to use the same carrier,
and to participate (as the mission congregations do) in the Risk Management Plan with the
Church Mutual. Risk Management provides a periodic audit and advice of experts with broad
experience in the mitigation of exposure to fire, theft, and public safety hazards.
Attention to Risk Management recommendations will enhance the welfare and safety of the
congregation and may result in a reduction of the cost of insurance.
Current Inventory:
BACs and Vestries are responsible for a current inventory of all
property of the congregation. It is useful to maintain a photographic record and
permanently mark for identification all church silver, and other valuables. Inventory
records should be stored in the same protected location as other church records (see
Section 7.7 for record storage).
Annual Insurance Review:
Prudent practice suggests an annual review of all insurable items and a
periodic appraisal of buildings and their contents, followed by consideration of
appropriate coverage limits with the insurance carrier.
Use Permits:
The BAC or Vestry may find it appropriate to use a standard form such
as the one in Appendix 8.2.6 for the use of property and facilities of the congregation by
others, for a few hours, or for longer and regular periods. To avoid misunderstandings,
confusion, conflict with other parish activity and possible exposure to liability claims,
clear policy and documentation of such use is essential
Check List:
Use of a Facilities Check List will be helpful
for BACs and Vestries as a starting point in developing appropriate policies in each
congregation:
USE to be made of the property should be clearly defined,..specific
rooms, equipment, number of occupants, parking etc.
MAINTENANCE, cleanup, and any restrictions such as food, smoking,
alcohol, or activity not appropriate for the space used.
Long Term Use:
Long term use should be by PERMIT or LICENSE with well defined
termination provisions and consequences of default. Oregon has stringent tenant/landlord
laws which make it prudent to avoid terms such as "rent," "rental" and
"lease." "Fees for cost reimbursement" is acceptable terminology.
Written confirmation of a permit or license including acceptance by the
user should be on file in the parish records and if a mission congregation, a copy sent to
the Board of Trustees and the MCD for approval.
7.3 CAPITAL IMPROVEMENTS
Prior to constructing a new building or remodeling existing buildings, all
congregations must submit their plans to the Commission on Architecture and Allied Arts
for review (see Canon 3.6). No diocesan funds may be allocated for such construction
without first consulting the commission.
No parish may encumber by execution of a mortgage, trust deed or
contract of purchase or real property, without first receiving the written consent of the
Bishop and Standing Committee (see Canon 5.3.3). This requirement does not apply when
refinancing an existing loan.
Title to the property of all missions is vested in the diocese, and
written consent of the Bishop and the Board of Trustees must be secured prior to purchase,
sale or otherwise encumbering mission property (see Canon 6.2.12).
The above restrictions suggest that it is prudent for a vestry or BAC,
before beginning any major design or financing process, to contact the diocesan office for
guidance and the names of persons chairing the committee or commission appropriate for the
specific project.
7.4 PROGRAM AND BUDGET -THE DIOCESE AND THE
CONGREGATIONS
Preparations and decisions about the annual diocesan Program and Budget
involve the 27 Departments, Commissions and Committees, the four Area Ministries, the
Program & Budget Committee (P&B), the Diocesan Council, the Convocations and the
annual Convention of the Diocese. A structure is designed to provide opportunity for input
from a variety of sources and concerns in the diocese and to insure that the final product
reflects a consensus of priorities by those using the programs and those funding them.
Preparing Goals and Budget Requests:
Each Department, Commission and Committee develops tentative goals and
an estimate of the costs necessary to produce the results desired. These tentative plans
are reviewed by the Area Ministries; often groups discover ways of working together on
common programs. The goals and costs are forwarded to P&B which collates the costs..
Often there are opportunities for Convocations to hear and respond to
the priorities established by Council.
Drafts of the Budget:
During the summer, P&B works on preparing a draft of the budget for
consideration by Council at the June meeting. Council needs to prepare a budget that is
balanced; most often the requests far exceed the projected income. The first draft is
shared with the program groups. A second reading is made at the September meeting.
The Proposed Program and Budget:
The budget that is approved by Council is sent on to the Convocations
for discussion and to the convention for consideration. Delegates at the Diocesan
Convention may amend the budget but the final version needs to balance. Any additions
proposed must also indicate the source of revenue.
Congregation Program and Budget:
Each congregation's program and budget is developed after the Diocesan
Convention and is presented to the Annual Meeting (see Section 7.9 Annual Meetings). A
mission congregation budget is subject to some special procedures related to mission TCP
subsidy, finances and property matters. The MCD should be contacted for specific details.
A parish congregation budget is developed and administered in
accordance with its bylaws (see Appendix 8.2.1 for a list of sources of typical bylaws).
7.5 DIOCESAN PROGRAM ASSESSMENT (DPA)
The program and budget of a mission or a parish is a reflection of the
priorities, commitment and stewardship of that congregation. The PROGRAM typically
includes: Worship, Education, Outreach, and Contributions. The BUDGET includes the costs
of programs, the costs of personnel (including benefits), buildings, facilities,
equipment, maintenance debt service and the Diocesan Program Assessment (DPA).
The DPA is the primary source of income for the operation of diocesan
programs as established by the congregations in the process described above.
The Episcopal Church is, by its title, a church which understands the
diocese to be the essential unit of the church. Every Episcopal congregation contributes
to the diocesan (and national) church as a tangible indication of its support of the
church beyond parochial bounds. The DPA is an important statement of trust between the
congregations of the diocese, and is a means of undertaking Christ's mission together.
Much of the diocesan program is, in turn, of direct or indirect service
to local congregations, with over 50% allocated to growth and ordained ministries, with
the bulk of this portion of the budget related to subsidy of mission congregations.
The DPA, and the budget for its allocation is established annually by
the Diocesan Convention. The current formula was established by convention in 1984 (Canon
5.2), and is based upon each congregation's General Purpose Income for the previous month
less the amount (if any) used for repayment of the principal for long-term indebtedness
for capital improvement, and less amounts used for the cost of New Ministry.
The DPA is due by the 15th of each month (Canon 5.2.6) based on the
following schedule:
If the General
Purpose Income is: |
But does not exceed: |
The Assessment is: |
| $ 0 |
$3,333 |
16% |
| $3,333 |
$4,167 |
17% |
| $4,167 |
$5,000 |
18% |
| $5,000 |
$5,833 |
19% |
$5,833
and above |
|
20% |
Underpayment or overpayment is adjusted on the basis of the Annual
Parochial Report (see Section 7.7 Registers, Records and Reports).
Congregation Income Sources:
The congregation's income for program and budget
typically includes open offerings, annual pledges, contributors (those who give, but do
not pledge), special offerings, investments in the Diocesan Pooled Investment Fund, market
interest from operating cash or dividends from securities owned by the congregation.
NOTE: Mission congregations should consult with the diocesan
Finance Officer about investment of mission funds or stock transfers. Stocks or bonds
received by missions can be transferred or sold ONLY by the Board of Trustees of the
diocese.
Stewardship:
The resources of a congregation (and by extension those available to
the diocese) include the experience and ability of its members, and a portion of money
given to them to manage, that is returned for God's work (a tithe). Stewardship includes
an understanding of proportional giving, with the tithe as a goal, prudent management of
all financial resources, the control of expenses, annual program and budget plans, proper
accounting records/reports, prompt payment of the DPA and the appropriate care and use of
the House of God.
All congregations are urged to use the diocesan Stewardship Commission
as a resource, and to encourage the priest and at least two laypersons to attend the
annual diocesan Stewardship Conference.
Diocesan SHU Subsidy:
In addition to the above sources, the priest in a
mission congregation may receive a monthly subsidy from the diocese to fund part of the
SHU (stipend, housing and utilities). This subsidy is allocated through the Ministry of
Congregational Development.
User Fees:
Although user fees for the church building and facilities should be
entered in the books of account by the treasurer, these fees should be set for an amount
approximating the cost of operation and long term replacement costs for that period and
should not result in an income source. This practice serves to protect the
nonprofit status of church buildings. Failure to establish appropriate fees may result the
congregation's operating budget carrying the expense. (see also Use of Facilities 8.2.5).
Fees for Services:
The church has no schedule of fees for services: pastoral or
sacramental. However, any person may show appreciation or thanksgiving for such services
by making an offering to the congregation's program or to the priest's Discretionary Fund.
Checks should be made payable to the church rather than the priest.
7.6 FINANCES AND PLANNED GIVING
Canonical offerings are established by the canons of the diocese for a
specific purpose and are to be sent promptly to the Treasurer of the diocese by check
payable to the Diocese of Oregon, noting any special designation on the check. Canonical
offerings include the following:
The Bishop's Visitation Offering is taken on the occasion of the
Annual Visitation of the Bishop for the Bishop's Discretionary Fund used for assisting
those preparing for the ministry or for emergencies for which other funds are not
available (Canon 5.4.1).
The Theological Education Offering, one percent of a
congregation's operating budget as directed by canon, is taken on the Sunday next after
the Feast of the Conversion of St. Paul (unless another date is designated by the priest
or BAC/vestry) for theological education. The Treasurer of the diocese will send the
offering to the seminary designated by the congregation. If not designated, then to the
Church Divinity School of the Pacific, the official seminary of Province VIII of which
this Diocese is a part (Canon 5.4.2).
Offerings for Thanksgiving Day and the Day of Pentecost are
distributed as designated by the Diocesan Council and should be sent promptly to the
Treasurer of the Diocese (Canon 5.4.3-4).
A Priest's Discretionary Fund offering is designated by national
canon Title III.14.24 as the open offering on one Sunday each month. As an alternate, many
congregations provide a line item in their operating budget for this purpose (see also
Section 5.2.9).
Other Offerings not canonically required but traditionally
forwarded through the diocese include the following:
The United Thank Offering has two ingatherings each year which are
forwarded to the Diocesan Treasurer.
The Good Friday Offering reflects the national support of the Episcopal
Church for the work of the Anglican Communion in Jerusalem and the Middle East.
The Church School Missionary Offering comes from the Lenten Mite boxes
from the church schools throughout the diocese. Recipients are designated by the Executive
Council of the Episcopal Church.
Many congregations use Birthday Thank Offerings for local programs or
for scholarships at Triangle Lake Center. However, at times, a specific designation has
been made by the Diocesan Council.
Concern for world relief, rehabilitation, development, and
refugee/immigration affairs is expressed through the Episcopal Relif and Development Fund
of PECUSA's collections in the Love Boxes encouraged in all homes.
Planned Giving through Bequests in the distribution of an estate or for
memorial gifts is an essential part of stewardship responsibility. The diocesan Finance
Officer has programs and materials helpful to encourage provision for the church in wills,
bequests, endowments, etc. All congregations are urged to avail themselves of this
resource in planning for the future.
Memorial Gifts:
A prudent BAC or vestry develops policies for the review and acceptance
of Memorial Gifts. Adequate funding for the installation and maintenance and review of the
appropriateness for church use of a memorial should be confirmed by the governing body before
the gift is accepted. Helpful resources for such a review include the Commission on Church
Architecture and Allied Arts, and the Commission of Church Music.
7.7 REGISTERS, RECORDS AND REPORTS
Accuracy of Records:
The rector of a parish or the vicar of a mission is responsible for
insuring that the registers, records, reports and mailing list of the congregation are
current and accurate. Should a vacancy occur the registers and records must be given to
the wardens and are their responsibility from the time the rector or vicar leaves a
congregation until they are delivered to the new rector or vicar.
Accessibility of Records:
Registers and records of a parish or mission are open
and available for inspection by the rector, vicar, the wardens, vestry or the BAC, the
Bishop or any person deputized by the Bishop and are the property of the diocese to be
deposited with the Bishop if the congregation is dissolved.
Content of Records:
The vicar or rector is required by diocesan Canon 7.3 and national
canon Title III.14.3 to have recorded in the Parish Register(s) all baptisms,
confirmations, marriages, burials, and the names of all communicants of the mission or
parish. Standard church registers with appropriate formats for the information required
are available from Episcopal Church suppliers.
NOTE: In all registers that include names, it is important
that the index of names and the page of record in the register be kept current. A record
search will be facilitated if last names are recorded first in the index.
The Service Register is a record of all public and private
church services. Each entry is signed by the officiating minister and includes the date,
type of service, place, time, number attending, and the number of communions administered.
A Baptismal Register includes the name and gender of the person
being baptized, the names of parents, sponsors, date and place of birth, date and place of
baptism and signature of the officiant.
The Register of Confirmations records the name of the
confirmand, date and place of birth, date and place of baptism, date and place of
confirmation and the signatures of presenter and Bishop.
The Communicant Register lists the name of the communicant, date
registered, and if registered by confirmation, transfer (from which parish), received, or
restored. Also recorded are those leaving the congregation, indicating the reason for and
date of removal from the register, and the date (and to which parish) if transferred out.
The Marriage Register records the date and place of the marriage
ceremony, the names of the bride and groom, their ages, marital status, places of
residence, parents' names and the signatures of the bride, groom, witnesses and the
presiding Priest.
NOTE: All Clergy, including those nonresident from out of
State, must be registered with a County Clerk in the State of Oregon to preside at a
marriage ceremony in the State.
The Register of Burial records the name of the deceased, the
last place of residence, the date and cause of death, the date and place of burial and the
signature of the officiant.
7.8 DIOCESAN REPORTS
Mission Congregation Quarterly Financial Report:
It is the responsibility of the vicar to see that the treasurer of a
mission (with assistance of the wardens if necessary) prepares and submits to the Ministry
of Congregational Development (MCD) and the Bishop a quarterly financial report in a form
specified by the MCD. These reports are due on the 15th of April, July, October, and
January.
Annual Parochial Report:
It is the responsibility of the rector or the vicar to see to it that
the annual parochial report is prepared and submitted to the diocese by February 1 as
required by national canon (Title I.6.2) and by diocesan Canon 7.4. Canon I.6.2 requires
the diocese to forward these annual reports to the national church office by March 1st.
Late submission of the reports means scheduling the data processing out of order, the
extra cost of which will be passed back to the delinquent congregations. The annual
parochial report is signed by the vicar or rector, a warden and the treasurer.
Required Report Data:
Information required in the parochial report includes statistics and
financial data needed to determine an accurate view of the State of the Church (in the
diocese and the nation). Most of the information is available in the service register, the
parish register(s), and the treasurer's account books. Budget data is required for the
coming year for clergy stipend, utility costs and housing allowance together with
financial information from all organizations, endowments, trust accounts and bank
accounts.
Information from the parochial report is also used to annually update
the congregation ranges (Appendix 8.3.3) which are used to determine minimum compensation
for full time clergy (Section 5.2.1).
Financial Audit:
The treasurer assists the vicar or rector by preparing the financial
section of the annual report. An audit of the treasurer's books need not be completed
before submitting the report but the proposed date of the audit and the name(s) of the
auditor(s) are to be noted in the report.
In any case the audit must be completed by September 1, and a written
report given to the BAC or vestry and the Bishop as required by Canon 6.11:
All accounts of Parishes, Missions or other institutions shall be
audited annually by an independent Certified Public Accountant, or independent Licensed
Public Accountant, or such audit committee as shall be authorized by the Finance
Committee, Department of Finance, or other appropriate diocesan authority.
7.9 ANNUAL MEETINGS
Each congregation of the diocese is required by Canon
(6.2 for a mission, 6.6 for a parish) to hold an annual meeting each year upon a day and
hour determined by the vestry or BAC. Notice of the annual meeting, signed by the rector
or vicar or by one of the wardens, is to be posted in a conspicuous place at a main
entrance to the church at least one week before the date of the meeting.
The purpose of the meeting is to hear and act upon reports of the
rector or vicar, the treasurer, the auditing committee, the church school, and the various
guilds and other organizations; for the election of members of the vestry or BAC and for
the transaction of such other business as may legally and canonically come before the
meeting.
Voting at the annual meeting is limited to those present, and voting by
proxy is not permitted. Legal voters of the parish or mission are:
All Communicants of the church 16 years of age, who have been
enrolled on the register for six months immediately preceding the annual meeting and have
communicated in the congregation during the year preceding, and all baptized persons of
like age who are and have been contributors in their own names, to the support of the
congregation for not less than six months preceding (canon 6.6.4).
The Presiding Officer at the annual meeting shall be the rector or
vicar and if there is no rector or vicar, or in the case of absence or inability to act,
one of the wardens shall preside. The clerk of the vestry or BAC shall be the clerk of the
annual meeting and all meetings of the congregation. In the absence of the clerk, the
meeting shall elect a clerk pro tempore.
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