J. Parish Bodies

Canon J-1:VESTRIES

entitlement to hold a vestry meeting:

1. An outstation shall be entitled to hold a Vestry meeting and become an organized congregation as soon as it has at least five members qualified to vote. (Amended 1995).

composition:

2. a) All persons shall be entitled to vote in the vestry of a congregation in the Diocese who:

(i) are baptized; and

(ii) are of full age of 16 years; and

(iii) are habitual attendants at Divine Service in the congregation; and

(iv) have contributed during the year immediately preceding to the working expenses of the church. (Amended 1995).

calling of a vestry meeting:

3. a) A vestry meeting may be called:

(i) by the incumbent;

(ii) by the churchwardens in the case of the incumbent's refusal or inability to act.

b) Any vestry meeting, including the regular annual vestry meeting, shall require notice to be given on the two Sundays on which services are held preceding the meeting.

c) A vestry meeting shall be called by the incumbent if at least four members of the vestry make such a request in writing.

d) If the incumbent or churchwardens refuse to call a meeting after a written request as outlined in c), one week later any four members of the vestry may call a meeting by posting a notice on the outer door or doors of the church at least one week prior to the intended meeting.

quorum at a vestry meeting:

4. Three qualified lay persons constitute a quorum at a vestry meeting. (New 1920; amended 1976).

annual vestry meetings:

when held:

5. a) There shall be an annual meeting of the parishioners in each congregation.

b) If a congregation holds its annual meeting before the end of a calendar year, the requirements of canon I-3, section 2(u) shall still be met. (Amended 1979).

business:

c) At the annual meeting the parishioners shall:

(i) receive and approve the accounts for the past year;

(ii) approve the budget for the ensuing year; and

(iii) appoint and elect churchwardens and other officers for the ensuing year.

(iv) Appoint a person or persons to do a review of the financial accounts of the congregation or parish over the last financial period and who shall present a Report of their findings to the Churchwardens and Incumbent. The Churchwardens and Incumbent shall place this Report before the annual Vestry Meeting. If the appointed person or persons fail to, or become incapable of, fulfilling these duties, the Churchwardens and Incumbent shall appoint a substitute to ensure that the Report is presented to the Annual Vestry Meeting. Such person or persons to be appointed shall not be one of the Incumbent, Churchwardens or Treasurer, or have authorized or been the direct personal beneficiary of such expenditures over this period. This shall not exclude a person or persons who are parishioners and thus, general beneficiaries of these expenditures from serving in this capacity.

the conduct of an annual meeting:

chair:

6. a) The incumbent shall preside. In the incumbent's absence, the qualified voters present shall elect a chair.

order of business:

b) The following items of business shall be dealt with:

(i) Opening prayer.

(ii) Announcement by the incumbent or chair of the Diocesan Canon governing the holding of vestry meetings, especially the part relating to the qualification of those entitled to participation.

(iii) Election of a vestry clerk, where it is desirable to elect such an officer.

(iv) Reading and confirmation of the minutes of the last annual and subsequent vestry meetings.

(v) Unfinished business, if any.

(vi) Presentation and adoption of the churchwardens' financial report.

(vii) Presentation and adoption of reports of parochial organizations.

(viii) Announcement of appointment of incumbent's warden for ensuing year.

(ix) Election of people's warden and other officers.

(x) General business.

(xi) Closing prayers. (Amended 1947, 1950, 1963).