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June 1, 2006 BY-LAWS SECTION I – GENERAL PROVISIONS The Episcopal Church of the Epiphany, a mission church, is a part of the Diocese of the Central Gulf Coast and recognizes and accedes to the authority of the Diocese and General Convention of the Episcopal Church. The Constitution and Canons of the Episcopal Church and the Charter Canons of the Episcopal Church of the Diocese of the Central Gulf Coast take precedence over these by-laws. If any of the sections or provisions of these by-laws are in conflict with any of the Canons of the Episcopal Church or with any Canons of the Diocese of the Central Gulf Coast, the National Church and the Diocese of the Central Gulf Coast shall supercede the by-laws. These by-laws will be reviewed annually by the Vestry. A copy of these by-laws will be provided to all new Vestry person. A copy will be posted in a conspicuous place on Church property, for review by interested parties. SECTION II – MISSION AND PURPOSE The mission of the Episcopal Church of the Epiphany shall be to spread the Gospel of Jesus Christ as it has been handed down to us in the Anglican Tradition and the Tradition of the Episcopal Church. The purpose of the Episcopal Church of the Epiphany is to provide an Episcopal presence and influence in Enterprise as well as the surrounding area, and to provide a mission home for personnel assigned to Fort Rucker. SECTION III – CLERGY The duties of the Vicar shall include but not be limited to: The duties of the Curate shall include but not be limited to: THE CALL OF THE CLERGY – In all instances where there is a vacancy in the Clergy positions the calling to fill such a vacancy will be in accordance with the Canons of the Episcopal Church and the Episcopal Church of the Central Gulf Coast. Supply Priest duties will be directed by the Vestry. .COMPENSATION FOR CLERGY - The Vestry will provide an agreed to amount for payment of salary to the assigned Clergy. JOB DESCRIPTION – Job descriptions will be developed by the Vestry for the positions of Vicar and Curate and will be reviewed annually the Vestry. These job descriptions will outline the following: the expected hours to be worked per week and the duties to be accomplished during these hours; the procedures for annual vacations and days off; and other information that is beneficial in the understanding of the expected performance of the Clergy. SECTION IV – VESTRY AND OFFICERS OF THE CHURCH `The primary purpose of the Vestry of the Episcopal Church of the Epiphany is to support the Church by thought, word and deed. It shall serve as the legislative body for the administration of programs within the Church of the Epiphany. The Vestry is responsible for the finances of the Church and the maintenance of Church properties. CONDUCT OF BUSINESS 1. The Vicar will preside at all Vestry meetings. In his/her absence the Curate will preside. If neither Clergy is present, the Senior Warden, or in his/her absence the Junior Warden will preside. A meeting may not be held without one of the Clergy or one of the Wardens present or without a majority of members present. 2. The Vestry will meet at least monthly at a time and place to be designated at the first meeting following the annual meeting. Special meetings may be called with the consent of the Vicar or Curate. If a Vicar or Curate is not assigned the Senior Warden will approve special meetings. Christian Education Leader Music Director Acolyte Leader Lay Reader Leader Usher Director Hospitality Leader Welcome Leader Maintenance Director Grounds Director Historian Oblation Director Stewardship Chair SECTION V – CHURCH ORGANIZATIONS The Episcopal Church of the Epiphany may sanction other organizations. A. APPROVAL - The Vestry with the advice and consent of the Vicar may sanction other organizations within the Church. These organizations are considered to be operating as an extension of the Episcopal Church of the Epiphany. Any person approaching the Vestry with a request to be recognized as a sanctioned organization of the Episcopal Church of the Epiphany will present the request in writing with a copy of the by-laws under which the organization will operate. The by-laws will contain the following sections: Purpose, Membership Eligibility, Selection of Officers, Operating Procedures and Financial Accountability Procedures. If the Vestry denies the request a response will be prepared in writing outlining the reason for rejection. B ORGANIZATIONS - The following organizations are considered exempt from the requirement to make application for recognition as an organization sanctioned by the Episcopal Church of the Epiphany; however, those organizations will provide a copy of their by-laws to the Vestry: CONTROL OF FUNDS SECTION VI – STEWARDSHIP The Epiphany membership is responsible for the continuing and spiritual and material operation of the Church. This requires a commitment on the part individual members for gifts of financial support and individual talents. TALENT GIFTS - These gifts are defined as those individual skills and talents of members that are donated for spiritual and material betterment of the Church of the Epiphany. Talents and skills are the lifeblood of Epiphany’s day-to-day operation and worship, and are encouraged to the fullest. These gifts should be coordinated through the Vestry or recognized sub-organizations to preclude conflicting efforts. SPECIAL FUNDS - The Vestry may establish Special Funds on occasion to meet specific out-of-the-ordinary needs of Epiphany. These fund requests will be held to a minimum to avoid adverse impact on the general operating funds. SECTION VII – PAID LAY EMPLOYEES The Episcopal Church of the Epiphany may from time to time elect to pay persons for services provided to the Church on a regular basis. VIII – CHURCH PROPERTIES Appendix 1, to this Section, will prescribe the use of all buildings, equipment and furnishings by Church members and non-Church members. All items listed in A-3 and A-4, above, will be inventoried and photographed for insurance and accounting reference. These inventories and photos will be retained on DVD disks, in multiple copies, to include one copy off the Church premises for theft and fire safety considerations. SECTION IX – ADOPTION AND AMENDMENT Accepted this date _________________________ Rev. Dr. Thomas E. Nixon ____________________ Priest –in-Charge James Mellish_______________________________ Senior Warden (2006) Ed Howard_________________________________ Junior Warden (2008) John Farmer_________________________________ Member (2006) Denise Valdez_______________________________ Clerk of the Vestry (2008) Tom Graves_________________________________ Member (2007) Lucy Forehand_______________________________ Member (2007) George Lindenmuth___________________________ Member (2008) ++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++ APPENDIX 1, TO SECTION VIII, EPIPHANY BY-LAWS 2006 June 1, 2006
POLICIES GOVERNING THE USE OF CHURCH PROPERTIES
The Church building and Parish hall of Epiphany are available to be used for special events by Church members and non-members in accordance with the following guidelines: 1.GENERAL: a. All activities conducted on the Church properties will be in consonance with Episcopal beliefs, worship and objectives. b. Requests to use a facility should be made in writing (see attached form) to the Vestry sufficiently in advance to allow for the Vestry ‘s review, approval and calendar scheduling. Request forms may be obtained through the church office and submitted there for processing. c. No charge is made to any member of the Church of the Epiphany for use of any Church facility. A member is considered to be any regular participant in the activities of Epiphany and in the Church’s financial support. d. Non-members who desire to use the facilities of Epiphany must help financially to defray the costs of utilities, maintenance and insurance costs expended on their behalf. e. The Vestry may elect to absorb any costs incurred by non-profit organizations, using the facilities who are deemed to fall in the category of forwarding Epiphany’s outreach to the community. These exceptions must be approved by the Vestry. f. A Vestry member or designated Epiphany member must be present on the premises during all non-Church functions to insure adherence to policies and assist in any unforeseen circumstances that may arise. 2. THE USE OF THE CHURCH a. A written request, through the Church Administrative Office, to the Vestry is required. Please use the request form at enclosure 1. b. Church worship activities take precedence over all other requests to use the Church. 3. IN COORDINATING THE USE: a. The Priest will: (1). Advise and approve the prospective user on all plans for the use of the Church. (2). Conduct all services, however, if requested, he may extend an invitation to other ordained clergy to participate in a specific service. This invitation, except under extenuating circumstances, must be made at least one month prior to the service/event. (3). Advise on the use of photographic and electronic equipment in the Church and during the service/event. b. The Church organist will: ( 1). Assist in advising on appropriate music for the service/event. ( 2). In conjunction with the Priest will approve all music for use at the Service/event. (3). Play for the event at a negotiated rate. A guest organist may be utilized following an orientation and demonstration of their skills on the Church organ. This orientation and skill demonstration should be accomplished at least two weeks prior to the service/event. (4). Approve, in conjunction with the Priest, other musical accompaniment that is desired.
c. The Altar Guild will: (1). Approve the use of all decorations, to include flowers, plants, candelabra and any other items to be imported for the service/event. (2). Assist and approve in chancel set-up (3). Arrange for acolyte participation if desired. (4). Approve and advise in the hanging of bows, ribbons and decorations outside on the entrance and approach to the Church. d. Clean-up following the service/activity: (1). All imported items must be removed within four (4) hours of the service/ event conclusion. (2). Rice, confetti or bird seeds may not be thrown either in the Church, outside on the patio nor on the steps leading down to the Parish hall. (3). The Church Sexton will be engaged, to return the Church to prior event condition, at the rate shown on the schedule listed in paragraph 4, below. 3. THE USE OF THE PARISH HALL ASSEMBLY ROOM a. The facility consists of: (1). An assembly hall accommodating approximately 100 to 125 people with folding chairs and 8 person rectangular tables. (2). Men’s and Women’s rest rooms are immediately available in the building. (3). A kitchen for catering use is available (no cooking) with silverware, china, warming pads, refrigerators, warming ovens and dish washers. b. The hall would be suitable for: (1). Wedding rehearsal dinners and receptions. (2). Club and organization meetings and dinners (3). Non-profit club/organization meetings and or dinners c. Application for use should be made to the Epiphany Vestry, through the administrative office, using the request form at enclosure 1. d. Decorations are permissible but should not damage ceilings, walls or floors. All decorations must be removed within four (4) hours following the event. e. The nature of the event must be approved by the Epiphany Vestry. f. No alcoholic beverages are allowed on the premises. g. Smoking is not allowed in the building. h. Damage and breaking of equipment is the responsibility of the using group/organization. i. Clean-up, following the event, must be accomplished, back to receiving condition, within four (4) hours of the events completion. This clean-up can be accomplished by the group’s membership, or the Church Sexton may be utilized at the rates listed in paragraph 4, below. 4. RATE SCHEDULE: a. Church use Wedding Rehearsal $25.00 * Wedding $150.00 * b. Organist fee Wedding rehearsal negotiable with organist Wedding negotiable with organist b. Sexton fee Wedding rehearsal $25.00 * Wedding $50.00 * c. Altar Guild Fee Wedding Altar setup $50.00 * d. Priest stipend Wedding Rehearsal $50.00 ** Wedding $200.00 ** e.Parish Hall Assembly room $150.00 /4 hours * Kitchen and equipment $50.00/4 hours * Sexton clean up (if requested) $50.00 * Epiphany members exempt from this charge ** Priest’s stipend for Epiphany members, for services performed, is at member’s discretion +++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++ REQUEST FOR USE OF CHURCH FACILITIES
Note: Facility use is free to Epiphany members, however, organist, sexton, breakage charges and Priest stipend are the responsibility of all users. Requester’s Name: _________________________________ Address:_________________________________________ Phone #_____________________ Status of Requester: Epiphany member____ Non-member_______ Non-profit_________ Facility requested: Church_______ Parish Assembly Hall_______ Kitchen________ Event:_____________________________________________________________ Purpose: _____________________________________________________________ Approximate Duration:______________________________________________ Date______________________Day of week ______________________ Special equipment to be used Photo equipment ____________________ Electronic equipment__________________ Musical instruments ___________________ Decorations__________________________ Special Considerations___________________________________________________________ _______________________________________________________________________________ _______________________________________________________________________________ ________________________________________________________________________________ CHURCH USE
Coordination Approval Charges (if required) Priest __________ ______________ Organist __________ ______________ Altar Guild __________ ______________ Sexton __________ ______________ Vestry __________ Total ============ One-quarter of charges are due upon approval of event by the Vestry, the balance is due no later than two weeks prior to the event. Initial payment____________ Balance _______________
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