Vestry
Vestry is a body of lay members elected by the congregation to run the business of our church parish.
The following are frequently asked questions about Vestry. This information was taken from the Diocese of Nelson Handbook 2019.
The following are frequently asked questions about Vestry. This information was taken from the Diocese of Nelson Handbook 2019.
1. Who is eligible to be on Vestry and how are they chosen?
Any lay person on the parish roll (except someone who is a paid member of the parish staff for more than 9 hours a week) may be appointed to Vestry or hold other office in the church (Parishes Statute, s22). To be on the parish roll you need to be baptized. You also need to have taken part in the worship and life of the church for at least 4 months, or be known to be eligible by the Vicar and wardens. (Parishes Statute, s13).
Vestry consists of:
If you are not seeking election as a Warden or Synod representative, you will need to be elected separately to Vestry by parishioners at the AGM. You must be nominated for Vestry and your nomination seconded by someone else on the parish roll, and you must give your consent to have your name put forward (Parishes Statute, s21).
Once elected to Vestry, you must sign a declaration acknowledging the authority of General Synod (the governing body of the Anglican Church in New Zealand) (Parishes Statute, s24).
2. How many people are required for Vestry?
The Parishes Statute gives a broad range of 3 – 10 elected Vestry members (Parishes Statute, s19). The AGM usually decides the actual number needed in each parish.
3. How long is my term on Vestry?
Vestry members are elected for one year. If you wish to continue on Vestry, you will have to stand again for election at the next AGM (Parishes Statute, s22). In practice, very few elections to Vestry are contested.
You can resign at any time by writing to the Vicar, or if there is no Vicar to a church warden (Parishes Statute, s.32).
If a vacancy arises on Vestry the position may remain vacant or Vestry may appoint someone to fill the vacancy (Parishes Statute, s.35).
4. Who chairs Vestry meetings?
Usually the Vicar chairs Vestry. However, if the Vicar is unable to attend or for some reason there is no Vicar, the Vicar’s warden acts as chair. Similarly, if the Vicar’s warden is unable to attend or for some reason there is no Vicar’s warden, the people’s warden acts as chair.
If the Vicar wishes, Vestry may elect one of its members to chair Vestry meetings (Parishes Statute, s41).
5. What quorum is needed for a Vestry meeting?
Vestry can decide its own quorum but it must be no fewer than 1/3 of its members, with a minimum of 4, and shall include the Vicar and at least 1 warden (Parishes Statute, s43).
6. Does notice need to be given of what will be discussed at Vestry meetings?
Although not expressly required by the Parishes Statute, it is good meeting practice to have an agenda. Certainly, there is a requirement for Vestry to keep full minutes (Parishes Statute, s.47).
7. How much detail should we get into at Vestry meetings?
There is no simple answer to this. The smaller the parish and fewer the parish staff, the greater the chance that Vestry will need to engage in detail. The larger the parish and greater the parish staff, the more important it becomes that Vestry does not engage in detail unless required to for a specific reason. Remember that Vestry is the parish governance body and needs to keep its eye on the big picture. It should not get involved in the management responsibilities of others unless specifically called for.
8. What is Vestry’s responsibility to provide a vicarage?
Vestry must provide a vicarage rent free in the parish for use by the Vicar and his / her family. The same applies to accommodation for other full time assistant clergy. If for any reason there is no vicarage, or the vicarage for some reason is unsuitable, a housing allowance approved by the Diocese must be paid instead. (The current housing allowance amounts to 1/3 of the clergy stipend.)
To make sure that clergy housing is suitable for use, the Diocese has a set of requirements for vicarages. These can be found in Appendix I of the Diocesan Handbook, kept in the parish or Vicar’s office, entitled Parish Building Regulations for Vicarages. Also in Appendix H of the Diocesan Handbook are Guidelines for the Occupation and Vacation of Vicarages and Diocesan Housing which contains the rights and responsibilities of clergy with respect to such housing.
9. What responsibility does Vestry have for maintaining the church, hall and vicarage?
Vestry must care for and maintain all these buildings and take responsibility for any alterations and improvements. To ensure proper repair and maintenance, Vestry must arrange for all buildings to be inspected at least once a year (Parishes Statute, ss 45 and 46).
Each parish is expected to draw up a 10 year maintenance plan for parish properties. The plan should be accompanied by appropriate budget provision. A 10 year maintenance plan is required before the Diocese considers any financial assistance for church buildings or the vicarage.
10. What happens if the Vestry wants to buy property for church use?
As soon as Vestry begins to seriously consider the purchase of land or other property, it should contact the Diocesan Executive Secretary, who will convene the Strategic Property Review Group to consider the proposal and advise Standing Committee. The approval of Standing Committee and the Nelson Diocesan Trust Board is needed before any site for a church building can be purchased (‘church building’ means any church, vicarage or hall). Their consent is also needed before a church building can be erected or an alteration made that affects its stability or general plan (Dio. Properties and Faculties Statute, s.4). If their ‘in principle’ approval to go ahead is obtained early in the process, Vestry can proceed with confidence in its planning. If needed the Executive Secretary can also put the parish in touch with those who can assist with fund raising, or who can advise on other related matters. Remember that you will need to check any Council planning regulations to ensure the intended use of the property is possible and that all Council requirements are met.
In Appendix B to Diocesan Handbook is a list of factors Vestry should consider when deciding whether to buy or sell property. These factors also guide Standing Committee when considering a request to buy or sell.
Any proposal to purchase property that involves financial liability for the parish may only proceed if it is first authorised by a resolution of Vestry. The maximum amount Vestry can spend without authorisation from a general meeting of parishioners is $20,000 or 20% of Assessable Income in the previous year, whichever is lesser. (Dio. Properties and Faculties Statute, s.5).
Should vestry wish to borrow money for the purchase (or for any other purpose), it must first have at least 60% of the purchase price (or other financial liability) and must pay off the debt within 20 years. (Dio. Properties and Faculties Statute, s.6). Limits are also placed on the giving of mortgage security over the site of a church building (s. 7) and the consent of Standing Committee and the Trust Board must also be obtained before a mortgage is entered into (s.17). As legal owners of all diocesan property, the Nelson Diocesan Trust Board must sign as owner any transfer of property.
11. What happens if the Vestry wants to sell/lease church property?
The process of selling or leasing property is very similar to that for buying. As soon as Vestry seriously starts to consider one of these possibilities, it should contact the Diocesan Executive Secretary, who will convene the Strategic Property Review Group to consider the proposal and advise Standing Committee. The approval of Standing Committee and the Nelson Diocesan Trust Board is needed (Dio. Properties and Faculties Statute, s17) and once their ‘in principle’ approval to go ahead is obtained, Vestry can proceed with confidence in its planning. If needed the Executive Secretary can put the parish in touch with people who can advise on matters related to the sale.
In Appendix B of the Diocesan Handbook is a list of factors Vestry should consider when thinking about selling property. These factors also guide Standing Committee when deciding whether to approve a sale.
Parishioners may have strong emotional ties to church property. As part of the process of deciding to sell, you would be wise to seek as wide an approval as possible at a general meeting of parishioners, the time and purpose of which has been properly notified beforehand (Parishes Statute, s20).
As legal owners of all diocesan property, the Nelson Diocesan Trust Board must sign as owner any transfer of property.
12. What is a faculty and when is one needed?
A faculty from the Diocese must be obtained before any changes can be made to the fabric, furniture, lighting, monuments or ornaments of a church. A faculty is also needed before anything is erected or placed in a church that should be dedicated or consecrated. A faculty is the permission given for the change.
An application form for a faculty is available on the Diocese website, under Resources/Diocese/Forms, and must be submitted to the Diocesan Executive Secretary by the Vicar and church wardens.
13. Is Vestry responsible for appointing the Vicar?
The appointment of a Vicar is an appointment to an ecclesiastical office made by the Bishop in consultation with the parish. Each year, soon after the parish AGM, Vestry must elect 4 people as ‘nominators’ for the parish. The nominators must be qualified to be a member of vestry (ie, must be baptized and on the parish roll), but need not actually be a member of vestry (Parishes Statute, s44). Should the position of Vicar become vacant, the nominators represent the parish in the appointment of a new Vicar.
No other ordained staff (other than the Vicar) shall be engaged in the parish without Vestry’s approval. The Diocesan Executive Secretary will prepare the appropriate appointment agreement.
14. What responsibility does the parish have for paying the Vicar?
The payment of clergy stipends is a first charge on the revenue of the parish. The same applies to the salaries of lay staff (Parishes Statute, s43)
15. What responsibility does Vestry have for the Vicar’s well-being?
The suggestion has already been made that Vestry members each take responsibility for the care and support of parish leaders and office bearers. Responsibility for the Vicar’s well-being is the specific responsibility of the church wardens (see question X).
16. How does Vestry go about employing parish staff?
One of the main duties of Vestry is to decide whether, and what, paid positions should be established in the parish (Parishes Statute, s45). All paid lay staff are appointed by the Vicar and wardens, on behalf of Vestry. If you are planning to employ someone in the parish, contact the Diocesan Executive Secretary who will draw up the appropriate employment contract ready for signing.
17. What are our ongoing responsibilities as an employer?
The employment of lay staff is covered by New Zealand employment law. In addition, the Diocese of Nelson has committed itself and all its parishes to being good employers and has adopted the Anglican Church’s People Matter Employment Guidelines. You can find these Guidelines in the Diocesan Handbook, kept in your parish or Vicar’s office. These Guidelines set out Vestry’s responsibilities when selecting and appointing staff, inducting new staff, undertaking performance reviews and staff development, and when ending employment relationships.
One employer responsibility is to ensure staff well-being by making sure they take adequate leave. The responsibility of ensuring annual leave is taken lies with the wardens (Parishes Statute, s46). As well as ensuring staff well-being, making sure leave is taken also ensures that the parish is not left with the financial liability to pay out annual leave should employment end before it is taken.
18. What is the responsibility of Vestry for health and safety?
This is another instance where the general laws of New Zealand apply. As the governance body of the parish, vestry has a collective responsibility to ensure that health and safety is taken seriously in the parish and that legal requirements are met. Members of vestry also have an individual duty as ‘officers’ of the parish to exercise due diligence to ensure they educate themselves on the requirements of the law and that health and safety matters are appropriately dealt with.
To comply with the first part of this duty, vestry members must know about the Health and Safety at Work Act 2015. If you haven’t attended face to face training with the Diocesan Executive Secretary, you must watch the DVD on the requirements of the Act sent out to all parishes. You must also read and be familiar with the Diocesan Health and Safety Management Plan.
19. What are the parish’s financial obligations?
The first call on the parish’s finances is for paying the Vicar and any other staff. This includes their stipend/wages, contributions towards their pension/superannuation and any allowances. The parish also has an obligation to provide cost free housing for the Vicar and his or her family, and for any assistant priest in the parish. If housing is not available, the parish must pay a housing allowance to the Vicar and other clergy generally equating to 1/3 stipend
The parish is legally obliged to pay taxes in the form of GST, ACC and PAYE. This obligation is met by the Diocese on behalf of the parish.
In addition to staff costs, the parish has an obligation under the diocesan statutes to maintain the vicarage and other church buildings. The parish buildings and other assets must be insured and cover is arranged through the Diocese. The cost of any building development or alteration is also the responsibility of the parish, although some financial assistance may be available from the Diocese.
The cost of the Vicar and staff, insurances and a contribution to the cost of the Bishop’s Ministry Team are calculated and paid monthly to the Anglican Centre under what is known as the parish quota (or sustentation). The parish’s direct expenses amount to about 95-99% of the quota - the contribution to the Diocese amounts to only a very small proportion of the parish costs. The Anglican Centre then arranges for payment of all staffing and other costs.
20. What is the Diocesan accounting scheme and how does it work?
In 2006 the Anglican Centre set up a centralised scheme to help parishes with their day to day processing and financial reporting obligations. The basis of the scheme is that the Anglican Centre takes over parts of the process usually performed on a voluntary basis by treasurers. The Anglican Centre now:
Any lay person on the parish roll (except someone who is a paid member of the parish staff for more than 9 hours a week) may be appointed to Vestry or hold other office in the church (Parishes Statute, s22). To be on the parish roll you need to be baptized. You also need to have taken part in the worship and life of the church for at least 4 months, or be known to be eligible by the Vicar and wardens. (Parishes Statute, s13).
Vestry consists of:
- the Vicar or Priest in Charge
- the Church Wardens
- the Parish Synod representatives, and
- the lay members who are elected at the Parish AGM.
If you are not seeking election as a Warden or Synod representative, you will need to be elected separately to Vestry by parishioners at the AGM. You must be nominated for Vestry and your nomination seconded by someone else on the parish roll, and you must give your consent to have your name put forward (Parishes Statute, s21).
Once elected to Vestry, you must sign a declaration acknowledging the authority of General Synod (the governing body of the Anglican Church in New Zealand) (Parishes Statute, s24).
2. How many people are required for Vestry?
The Parishes Statute gives a broad range of 3 – 10 elected Vestry members (Parishes Statute, s19). The AGM usually decides the actual number needed in each parish.
3. How long is my term on Vestry?
Vestry members are elected for one year. If you wish to continue on Vestry, you will have to stand again for election at the next AGM (Parishes Statute, s22). In practice, very few elections to Vestry are contested.
You can resign at any time by writing to the Vicar, or if there is no Vicar to a church warden (Parishes Statute, s.32).
If a vacancy arises on Vestry the position may remain vacant or Vestry may appoint someone to fill the vacancy (Parishes Statute, s.35).
4. Who chairs Vestry meetings?
Usually the Vicar chairs Vestry. However, if the Vicar is unable to attend or for some reason there is no Vicar, the Vicar’s warden acts as chair. Similarly, if the Vicar’s warden is unable to attend or for some reason there is no Vicar’s warden, the people’s warden acts as chair.
If the Vicar wishes, Vestry may elect one of its members to chair Vestry meetings (Parishes Statute, s41).
5. What quorum is needed for a Vestry meeting?
Vestry can decide its own quorum but it must be no fewer than 1/3 of its members, with a minimum of 4, and shall include the Vicar and at least 1 warden (Parishes Statute, s43).
6. Does notice need to be given of what will be discussed at Vestry meetings?
Although not expressly required by the Parishes Statute, it is good meeting practice to have an agenda. Certainly, there is a requirement for Vestry to keep full minutes (Parishes Statute, s.47).
7. How much detail should we get into at Vestry meetings?
There is no simple answer to this. The smaller the parish and fewer the parish staff, the greater the chance that Vestry will need to engage in detail. The larger the parish and greater the parish staff, the more important it becomes that Vestry does not engage in detail unless required to for a specific reason. Remember that Vestry is the parish governance body and needs to keep its eye on the big picture. It should not get involved in the management responsibilities of others unless specifically called for.
8. What is Vestry’s responsibility to provide a vicarage?
Vestry must provide a vicarage rent free in the parish for use by the Vicar and his / her family. The same applies to accommodation for other full time assistant clergy. If for any reason there is no vicarage, or the vicarage for some reason is unsuitable, a housing allowance approved by the Diocese must be paid instead. (The current housing allowance amounts to 1/3 of the clergy stipend.)
To make sure that clergy housing is suitable for use, the Diocese has a set of requirements for vicarages. These can be found in Appendix I of the Diocesan Handbook, kept in the parish or Vicar’s office, entitled Parish Building Regulations for Vicarages. Also in Appendix H of the Diocesan Handbook are Guidelines for the Occupation and Vacation of Vicarages and Diocesan Housing which contains the rights and responsibilities of clergy with respect to such housing.
9. What responsibility does Vestry have for maintaining the church, hall and vicarage?
Vestry must care for and maintain all these buildings and take responsibility for any alterations and improvements. To ensure proper repair and maintenance, Vestry must arrange for all buildings to be inspected at least once a year (Parishes Statute, ss 45 and 46).
Each parish is expected to draw up a 10 year maintenance plan for parish properties. The plan should be accompanied by appropriate budget provision. A 10 year maintenance plan is required before the Diocese considers any financial assistance for church buildings or the vicarage.
10. What happens if the Vestry wants to buy property for church use?
As soon as Vestry begins to seriously consider the purchase of land or other property, it should contact the Diocesan Executive Secretary, who will convene the Strategic Property Review Group to consider the proposal and advise Standing Committee. The approval of Standing Committee and the Nelson Diocesan Trust Board is needed before any site for a church building can be purchased (‘church building’ means any church, vicarage or hall). Their consent is also needed before a church building can be erected or an alteration made that affects its stability or general plan (Dio. Properties and Faculties Statute, s.4). If their ‘in principle’ approval to go ahead is obtained early in the process, Vestry can proceed with confidence in its planning. If needed the Executive Secretary can also put the parish in touch with those who can assist with fund raising, or who can advise on other related matters. Remember that you will need to check any Council planning regulations to ensure the intended use of the property is possible and that all Council requirements are met.
In Appendix B to Diocesan Handbook is a list of factors Vestry should consider when deciding whether to buy or sell property. These factors also guide Standing Committee when considering a request to buy or sell.
Any proposal to purchase property that involves financial liability for the parish may only proceed if it is first authorised by a resolution of Vestry. The maximum amount Vestry can spend without authorisation from a general meeting of parishioners is $20,000 or 20% of Assessable Income in the previous year, whichever is lesser. (Dio. Properties and Faculties Statute, s.5).
Should vestry wish to borrow money for the purchase (or for any other purpose), it must first have at least 60% of the purchase price (or other financial liability) and must pay off the debt within 20 years. (Dio. Properties and Faculties Statute, s.6). Limits are also placed on the giving of mortgage security over the site of a church building (s. 7) and the consent of Standing Committee and the Trust Board must also be obtained before a mortgage is entered into (s.17). As legal owners of all diocesan property, the Nelson Diocesan Trust Board must sign as owner any transfer of property.
11. What happens if the Vestry wants to sell/lease church property?
The process of selling or leasing property is very similar to that for buying. As soon as Vestry seriously starts to consider one of these possibilities, it should contact the Diocesan Executive Secretary, who will convene the Strategic Property Review Group to consider the proposal and advise Standing Committee. The approval of Standing Committee and the Nelson Diocesan Trust Board is needed (Dio. Properties and Faculties Statute, s17) and once their ‘in principle’ approval to go ahead is obtained, Vestry can proceed with confidence in its planning. If needed the Executive Secretary can put the parish in touch with people who can advise on matters related to the sale.
In Appendix B of the Diocesan Handbook is a list of factors Vestry should consider when thinking about selling property. These factors also guide Standing Committee when deciding whether to approve a sale.
Parishioners may have strong emotional ties to church property. As part of the process of deciding to sell, you would be wise to seek as wide an approval as possible at a general meeting of parishioners, the time and purpose of which has been properly notified beforehand (Parishes Statute, s20).
As legal owners of all diocesan property, the Nelson Diocesan Trust Board must sign as owner any transfer of property.
12. What is a faculty and when is one needed?
A faculty from the Diocese must be obtained before any changes can be made to the fabric, furniture, lighting, monuments or ornaments of a church. A faculty is also needed before anything is erected or placed in a church that should be dedicated or consecrated. A faculty is the permission given for the change.
An application form for a faculty is available on the Diocese website, under Resources/Diocese/Forms, and must be submitted to the Diocesan Executive Secretary by the Vicar and church wardens.
13. Is Vestry responsible for appointing the Vicar?
The appointment of a Vicar is an appointment to an ecclesiastical office made by the Bishop in consultation with the parish. Each year, soon after the parish AGM, Vestry must elect 4 people as ‘nominators’ for the parish. The nominators must be qualified to be a member of vestry (ie, must be baptized and on the parish roll), but need not actually be a member of vestry (Parishes Statute, s44). Should the position of Vicar become vacant, the nominators represent the parish in the appointment of a new Vicar.
No other ordained staff (other than the Vicar) shall be engaged in the parish without Vestry’s approval. The Diocesan Executive Secretary will prepare the appropriate appointment agreement.
14. What responsibility does the parish have for paying the Vicar?
The payment of clergy stipends is a first charge on the revenue of the parish. The same applies to the salaries of lay staff (Parishes Statute, s43)
15. What responsibility does Vestry have for the Vicar’s well-being?
The suggestion has already been made that Vestry members each take responsibility for the care and support of parish leaders and office bearers. Responsibility for the Vicar’s well-being is the specific responsibility of the church wardens (see question X).
16. How does Vestry go about employing parish staff?
One of the main duties of Vestry is to decide whether, and what, paid positions should be established in the parish (Parishes Statute, s45). All paid lay staff are appointed by the Vicar and wardens, on behalf of Vestry. If you are planning to employ someone in the parish, contact the Diocesan Executive Secretary who will draw up the appropriate employment contract ready for signing.
17. What are our ongoing responsibilities as an employer?
The employment of lay staff is covered by New Zealand employment law. In addition, the Diocese of Nelson has committed itself and all its parishes to being good employers and has adopted the Anglican Church’s People Matter Employment Guidelines. You can find these Guidelines in the Diocesan Handbook, kept in your parish or Vicar’s office. These Guidelines set out Vestry’s responsibilities when selecting and appointing staff, inducting new staff, undertaking performance reviews and staff development, and when ending employment relationships.
One employer responsibility is to ensure staff well-being by making sure they take adequate leave. The responsibility of ensuring annual leave is taken lies with the wardens (Parishes Statute, s46). As well as ensuring staff well-being, making sure leave is taken also ensures that the parish is not left with the financial liability to pay out annual leave should employment end before it is taken.
18. What is the responsibility of Vestry for health and safety?
This is another instance where the general laws of New Zealand apply. As the governance body of the parish, vestry has a collective responsibility to ensure that health and safety is taken seriously in the parish and that legal requirements are met. Members of vestry also have an individual duty as ‘officers’ of the parish to exercise due diligence to ensure they educate themselves on the requirements of the law and that health and safety matters are appropriately dealt with.
To comply with the first part of this duty, vestry members must know about the Health and Safety at Work Act 2015. If you haven’t attended face to face training with the Diocesan Executive Secretary, you must watch the DVD on the requirements of the Act sent out to all parishes. You must also read and be familiar with the Diocesan Health and Safety Management Plan.
19. What are the parish’s financial obligations?
The first call on the parish’s finances is for paying the Vicar and any other staff. This includes their stipend/wages, contributions towards their pension/superannuation and any allowances. The parish also has an obligation to provide cost free housing for the Vicar and his or her family, and for any assistant priest in the parish. If housing is not available, the parish must pay a housing allowance to the Vicar and other clergy generally equating to 1/3 stipend
The parish is legally obliged to pay taxes in the form of GST, ACC and PAYE. This obligation is met by the Diocese on behalf of the parish.
In addition to staff costs, the parish has an obligation under the diocesan statutes to maintain the vicarage and other church buildings. The parish buildings and other assets must be insured and cover is arranged through the Diocese. The cost of any building development or alteration is also the responsibility of the parish, although some financial assistance may be available from the Diocese.
The cost of the Vicar and staff, insurances and a contribution to the cost of the Bishop’s Ministry Team are calculated and paid monthly to the Anglican Centre under what is known as the parish quota (or sustentation). The parish’s direct expenses amount to about 95-99% of the quota - the contribution to the Diocese amounts to only a very small proportion of the parish costs. The Anglican Centre then arranges for payment of all staffing and other costs.
20. What is the Diocesan accounting scheme and how does it work?
In 2006 the Anglican Centre set up a centralised scheme to help parishes with their day to day processing and financial reporting obligations. The basis of the scheme is that the Anglican Centre takes over parts of the process usually performed on a voluntary basis by treasurers. The Anglican Centre now:
- Pays parish accounts
- Processes parish transactions
- Pays wages
- Pays parish quota to Diocese
- Prepares monthly management accounts
- Prepares two-monthly GST returns
- Prepares annual accounts