EPISCOPAL CHURCH OF THE EPIPHANY
CENTRAL GULF COAST
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 supersede 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 persons. 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
A. Clergy – The Clergy serving the Episcopal Church of the Epiphany will be appointed by the Bishop of The Central Gulf Coast in accordance with the Canons of the Episcopal Diocese of the Central Gulf Coast. In the event two clergy serve the Episcopal Church of the Epiphany, one will be assigned as Vicar and one as Curate.
The duties of the Clergy/ Vicar shall include but not be limited to:
1. Serving as Chief Pastor for the Episcopal Church of the Epiphany.
2. Supervising all clergy assigned to the Episcopal Church of the Epiphany.
3. Supervising all lay persons participating in the Episcopal Church of the Epiphany.
4. Performing specific functions as listed in a Job Description that will be developed by the Vestry and with mutual agreement between the Clergy and the Vestry.
The duties of the Curate shall include but not be limited to:
1. Serving as the assistant to the Pastor of the Episcopal Church of the Epiphany
2. Performing specific duties as listed in a Job Description that will be developed by the Vestry and mutually agreed upon by the Clergy, Curate and The Vestry.
B. 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 Diocese of the Central Gulf Coast. Supply Priest duties will be directed by the Vestry.
C. COMPENSATION FOR CLERGY - The Vestry will provide an agreed to amount for payment of salary to the assigned 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.
A. CLERGY – The Clergy is the presiding officer of the Vestry.
B. VESTRY - The Vestry will be elected at an annual meeting in accordance with the Canons of the Episcopal Diocese of the Central Gulf Coast. Eligibility to vote in the election of Vestry persons is limited to: Confirmed Communicants in good standing (i.e., a confirmed person who has received Holy Communion in the Episcopal Church at least three times in the preceding year and who has been faithful in working, praying and giving for the spread of the Kingdom), of not less than sixteen (16) years of age and who are canonically resident as of the first day of the month in which the meeting is held. The qualified voters present shall constitute a quorum. No provisions are made for absentee or proxy voting.
Persons elected shall serve a term of three (3) years. Any person serving a full term shall not succeed himself/herself. Alternate Vestry members will also be elected. These persons will serve in the event someone on the Vestry is unable to fulfill his/her term. The first alternate will be appointed to serve the remainder of the term of the person he/she is replacing. In the event that additional persons are unable to complete their terms, and no alternates are available, the Vestry will decide whether to appoint someone, hold a special election, or leave the seat(s) vacant until the next regularly scheduled election. A person filling a vacated position on the Vestry by either being an alternate or through a special election will only serve in that position until the next regular election. At that time such person may run for the Vestry without sitting out a year.
C. OFFICERS - The Officers of the Church of the Epiphany are the Senior Warden, Junior Warden, Clerk and Treasurer. The duties of Treasurer may, at the discretion of the Vestry, be divided into Disbursing Treasurer and Receiving Treasurer.
1. The Senior Warden may be appointed by the Clergy or elected by the Vestry at the first meeting after the annual meeting from the persons serving on the Vestry.
2. The Junior Warden may be appointed by the Clergy or elected by the Vestry at the first meeting after the annual meeting from the persons serving on the Vestry.
3. The Clerk will be elected annually by the Vestry. The Clerk may be a member of the Vestry but this is not required. A job description will be developed by the Vestry and reviewed annually. The person shall not be elected for more than three (3) consecutive one- year terms.
4. The Treasurer (s) will be elected by the Vestry. The Treasurer (s) may be members of the Vestry but this is not required. A job description will be developed by the Vestry and reviewed annually. The Treasure may be reappointed each year upon mutual consent of the Vestry and the Treasurer.
D. CONDUCT OF BUSINESS
1. The Clergy 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 Clergy or Curate. If a Clergy or Curate is not assigned the Senior Warden will approve special meetings.
3. A Vestry retreat will be held within ninety (90) days of the election.
4. All members of the Vestry are eligible to vote on all issues brought to a vote. The Clergy, or in his/her absence the Curate, may cast a tie breaking vote. The Treasurer and the Clerk may vote only if they are members of the Vestry.
5. Annual meetings will be held at a date to be determined by the Vestry. The congregation will be notified by entry in the Sunday Church Bulletin of the date, time and place on the immediate two Sundays prior to the election. A nominating committee will be formed by members of the Vestry to provide a list of candidates that are qualified and willing to serve. It is desirable to have two more candidates than required to fill vacancies. Floor nominations will also be received.
6. The Clergy or Senior Warden in the absence of a Clergy, with the advice and consent of the Vestry, is responsible for the annual appointment of persons to other leadership positions in the Church, such as :
Christian Education Leader Music Director Acolyte Leader
Lay Eucharistic Minister Leader Usher Director Hospitality Leader
Maintenance Director Welcome Leader Grounds Director
Historian Oblation Director Stewardship Chair
E. Refer to Appendix 1 of Section IV for the Requirements to serve on the Vestry or as a Delegate to Convention.
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 Clergy 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:
Episcopal Church Men
Episcopal Church Women
Episcopal Youth of the Church
Daughters of the King
C. CONTROL OF FUNDS
1. All sanctioned organizations of the Episcopal Church of the Epiphany are allowed to raise and use funds for the purposes that are consistent with the Mission and Purpose of the Church. If an organization sanctioned by the Episcopal Church of the Epiphany elects to control its own funds, that organization must maintain a reasonable accounting system for their funds. The accounting system will include a clear identification of the source of the funds, will include donors as appropriate, and a clear identification of the use of those funds to include date, amount and purpose of expenditure. Receipts will be maintained and be available for audit
2. The Vestry will appoint a committee of three (3) persons qualified in the area of bookkeeping or accounting to audit the books of organizations sanctioned for operation as a part of the Episcopal Church of the Epiphany that elect to maintain the discrete control of their funds. This audit will take place annually in January and cover the preceding calendar year.
3. All other sanctioned organizations that raise funds, but do not elect to control their funds will establish procedures to turn the funds over to the Treasurer of the Church for safekeeping and disbursement as directed by the fund-raising organization.
4. Any sanctioned organization that controls its own funds or utilizes the Church Treasury for fund maintenance will include in their By-laws a provision for disposition of their residual funds in the event the organization becomes inactive for more than one year following a regularly scheduled election of officers. Lacking a disposition provision in their By-laws, the Vestry will direct that the funds will be moved to the Clergy’s or Epiphany’s discretionary fund.
5. The General Fund of Epiphany will be audited annually in accordance with Diocesan Canons.
SECTION VI – STEWARDSHIP
The Epiphany membership is responsible for the continued spiritual and material operation of the Church. This requires a commitment on the part of individual members for gifts of financial support and individual talents.
A. FINANCIAL SUPPORT – The Biblical tithe of 10% is accepted as the desired objective of financial support for the Church. Each member will be expected to support the Mission Church to the extent of his/her abilities based on acknowledgement of blessings received. An every-member canvas will be conducted each year to determine expected income for the coming calendar year.
B. DESIGNATED GIFTS - Designated gifts are those financial and material items given to the Church by individuals for specific project accomplishments or use. In general, the following stipulations apply:
1. Material gifts must be approved by the Clergy or Senior Warden in the absence of a Clergy, and the lay person most knowledgeable about the purpose and use of the gift.
2. The Vestry must formally accept the gift.
3. Funds for the purchase of material gifts must be provided by the gift donor in advance of the purchase of the gift.
4. A monetary gift from a pledging member must be "in addition to" and not "in lieu of" support for general mission operation.
5. Designated funds will only be disbursed for the specific purpose of the gift unless a change is approved by the donor or their designated representative.
6. Undesignated funds will be disbursed at the discretion of the Vestry.
7. The Treasurer shall keep on file a record of designated gifts.
8. Gift donors who desire anonymity may request that their names not be memorialized on church property or items.
C. 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.
D. 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.
E. Refer to Appendix 1 of Section VI for the Gifts Policy.
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.
A. PAID POSITIONS - The Vestry, with the advice and consent of the Clergy, will designate certain jobs within the Church as those being filled by paid employees. These positions will be reviewed annually at the first meeting following the election of a new Vestry. As a part of this process each job will be designated as a contract service job or as a regular employee.
B. SELECTION – The Vestry will be responsible for selecting qualified persons to fill the paid positions. All paid positions are for one-year terms and may be extended from year to year by vote of the Vestry and with the approval of the Clergy.
C. COMPENSATION – The compensation for these employees will be established by the Vestry of the Episcopal Church of the Epiphany. The level of compensation will be decided during the development of the annual Church budget and included therein for the next calendar year. Social Security will be withheld from all regular employees’ salaries in accordance with Federal/State law.
D. TERMINATION – All paid employees serve at the pleasure of the Clergy and with the advice and consent of the Vestry. Terminations, regardless of reason, will only be executed after two weeks’ notice has been given. The termination of paid employee status does not eliminate the eligibility of the person to continue in the same capacity as an unpaid employee, subject to the rules contained herein for selection and appointment.
E. JOB DESCRIPTIONS – A job description will be developed by the Vestry for each paid lay position within ninety (90) days of the approval of these By-laws. All job descriptions may be superseded by a contract.
VIII – CHURCH PROPERTIES
A. Church properties include:
1. All Real Estate
2. All buildings and Structures
3. All equipment and Furnishings
4. All Vestments, Altar hangings and all Altar accouterments
B. Appendix 1, to this Section, will prescribe the use of all buildings, equipment and furnishings by Church members and non-Church members; Appendix 2 to this Section is the form for ‘Request for Use of Church Facilities’; Appendix 3 to this Section is Funeral Customary and Appendix 4 to this Section is the form for the Funeral Customary.
C. All items listed in SECTION VIII, 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
A. ADOPTION – These By-laws become effective on the date approved by a Majority vote of the members of the vestry of the Episcopal Church of the Epiphany.
B. AMENDMENT – Amendments may be adopted upon approval, by the majority of the members of the Vestry of the Episcopal Church of the Epiphany.
Accepted this date _____________________
Rev. John Withrock, Jr. _____________________________
Charlie Block _______________________________
John Farmer _________________________________
William Rhode ____________________________________
Clerk of the Vestry
Dianne Walters _________________________________
Jim Mellish _________________________________
Policy for Gifts
TABLE OF CONTENTS
2. Gift Administration & Evaluation
2.1. Evaluation of Gifts
2.2. Gift Policy Updates
3. Types of Gifts Accepted by Epiphany
3.1. Unrestricted Gifts
3.2. Restricted Gifts
3.3. Memorial Gifts
3.4. Cash Gifts
3.5. Property Gifts
3.5.2. Mortgages & Notes
3.5.5. Real Estate
3.6. Charitable Planned Gifts
3.6.1. Bequest by Will or Trust
3.6.2. Life Estate Agreement
3.6.3. Payable on Death Note (Retirement Plans and Other Assets)
The following policy and procedures provide guidelines related to all gifts received by Epiphany for immediate use and including:
What types of gifts that may be accepted
The establishment and use of funds
The management and administration of funds
The stewardship of donors.
The intent of the comprehensive policy is to
Protect and honor donors
Ensure that all gifts to Epiphany are beneficial to the church and its ministries
Provide an efficient and consistent administration of gifts
2. Gift Administration & Evaluation
Non-cash gifts and restricted gifts must be approved by the Vestry, but may be received by the Clergy or others authorized by the Clergy, subject to final Vestry approval.
Gifts that possibly require liquidation after acceptance, (e.g., all property gifts), will be referred to an ad-hoc committee for appropriate action.
All donor information will be treated as confidential, including, but not limited to gift amounts, demographic and family information.
All donors will receive gift acknowledgements, receipts, and other appropriate documentation.
2.1. Evaluation of Gifts
The Vestry may appoint an ad-hoc committee to evaluate any gift offered to Epiphany in advance of formal acceptance. This may especially apply to gifts of real property or any gifts that may present potential risks, losses, or liabilities for the Church. The Vestry has the authority to accept or decline all gifts offered to Epiphany Church.
At a minimum, the ad-hoc committee will have the following membership:
Senior and Junior Warden (based upon availability)
Chair of the Stewardship Committee (or his or her designee)
Treasurer (or designee)
Subject matter experts as deemed necessary by the Vestry
2.2. Gift Policy Updates
The Gift Policy will be reviewed every three years by the Stewardship member or committee, and will make recommendations for revisions by the Vestry.
3. Types of Gifts Accepted by Epiphany Church
Epiphany encourages gifts in support of its current mission and ministries. Immediate, outright gifts, as well as gifts conveyed through wills, trusts, or other planned gift vehicles are welcomed. The Vestry has the authority to accept or decline all gifts offered to Epiphany. All actions to hold, sell, exchange, rent, lease, transfer, convert, invest and in all other respects to manage and control gifts conveyed to Epiphany will be the responsibility of the Vestry in accordance with the Church’s Gift Policy.
The types of gifts are:
Charitable Planned Gifts
3.1. Unrestricted Gifts
Unrestricted gifts have no specific purpose attached to them by the donor except that they shall be used to advance the mission of Epiphany Church. The Vestry has final authority over how unrestricted gifts will be used.
An example of an unrestricted gift is: "I bequeath $100,000 to The Episcopal Church of the Epiphany."
NOTE: All gifts received in direct response to the Epiphany annual pledge campaign will always be considered unrestricted and earmarked for the annual operating budget.
3.2. Restricted Gifts
A restricted gift is one that is assigned a specific purpose by the donor. Restrictions may include an endowed gift or a gift for one of the current ministries of the church to include:
A list of preferred, restricted gift opportunities for current gifts is compiled annually by the Vestry; as well as, other committees. These lists will be on file in the parish office as well as posted on the Internet and made accessible to all who inquire about them. Unless a specific item appears on the list of preferred restricted gift opportunities, Epiphany will encourage donors to avoid narrow gift restrictions and instead, consider giving to one of the general ministries listed above. For example, unless "choir robes" is listed on the list of preferred, restricted gift opportunities for the current year, "Worship" would be a more useful restriction if a donor wants to give a special gift related to music in the church.
The Vestry may reject any gift that carries restrictions it deems unbeneficial or inconsistent with the church’s current mission and ministries.
An example of a restricted gift is: "I bequeath $100,000 to Epiphany Choir fund."
3.3. Memorial Gifts
A Memorial Fund will be maintained for gifts given to Epiphany Church to honor or remember loved ones, to give thanksgiving, or express appreciation. For donors who wish to restrict their memorial gift for a special purpose, the Vestry will annually compile a list of preferred gift opportunities that are both memorial and non-memorial.
The Memorial Fund guidelines and procedures are attached as Attachment-A.
3.4. Cash Gifts
All gifts of negotiable currencies are acceptable.
3.5. Property Gifts
Gifts of publicly traded securities, stocks and bonds may be accepted by Epiphany. The Church is solely responsible for all decisions related to disposition of securities, and its general policy will be to sell them as soon as practical. Valuation of the securities for purposes of the donor’s tax records is the responsibility of the donor and his or her broker. The Church will provide a letter of acknowledgement noting the number of shares received as a gift and the date the gift was completed and if liquidated, the net sum received.
3.5.2. Mortgages & Notes
In accordance with section 2.1, the Church may, but is not obligated to accept gifts of deeds of trust, mortgages and notes.
The Church may, but is not obligated to accept both paid-up and non-paid-up life insurance policies as gifts. Transfer of policy ownership to the Church is encouraged for paid-up policies. However, the Church also welcomes being named as whole or partial beneficiary in policies that it does not own.
The Church may accept transfer of ownership of non-paid-up whole or universal life policies, but may require a commitment from the donor to continue policy payments. A cash gift to cover the amount of the policy premium may be given by the donor to the church on an annual or other basis. The Church is not obligated to pay any premium on gifted insurance policies, and may allow a policy to lapse when policy premiums are not paid.
The Church may liquidate gift policies for their cash values if the Vestry deems this to be in the best interest of the Church. The Vestry, pursuant to section 2.1, may decline any insurance gift that it deems not to be in the best interest of Epiphany.
Epiphany may accept gifts of equipment, supplies, professional services, furnishings, books, vestments, transportation vehicles, worship aids, or any other personal property that add materially to accomplishing the mission of the Church or that may be sold to provide additional cash assets. Other gifts of personal property that may provide income or be sold to provide funds to further the Church’s mission may be accepted at the discretion of the Vestry. Such gifts may include works of art; automobiles; stamp and coin collections; antiques; furnishings; oil, mineral, gas, patent and other rights; rare books; collectibles; household items; and so forth. Valuation of gifts-in-kind is strictly the responsibility of the donor. All appraisals shall be paid for by the donor.
In accordance with section, 2.1, the Vestry may reject any gift-in-kind deemed not to be in the best interests of the church and has final authority to liquidate or of any gift-in-kind in any manner. If an item has been accepted by the Church for use for a particular purpose, when and if the ministry no longer has use for the item, the Vestry may dispose of it as it sees fit, even if originally restricted for a particular ministry by the donor. Proceeds from the sale or disposal of such gifts will always be the property of the Church.
3.5.5. Real Estate
Real estate gifts may include, but are not limited to: residences, vacation property, farms, ranches, resorts, undeveloped property and commercial property. The Church reserves the right to refuse, use or dispose of unrestricted or restricted real estate gifts, as the Vestry deems most advantageous for the Church and its mission. As a general rule, donors are expected to arrange and pay for appraisals for any real estate gifts offered to The Episcopal Church of the Epiphany.
In accordance with section 2.1, all proposed real estate gifts will be evaluated prior to acceptance according to the following criteria, including, but not limited to:
Proximity to The Episcopal Church of the Epiphany’s existing property or potential use
Costs associated with sale
Liabilities (environmental hazards, insurance requirements and liens)
Restrictions on use
Effect on The Episcopal Church of the Epiphany’s status as a non-profit entity
Defect in title
Licensing requirements, or other legal ramifications
Constraints in alienation, (e.g., requirements to hold for a time before sale)
Costs to own and maintain property, if not sold
3.6. Charitable Planned Gifts
Charitable planned gifts are sometimes referred to as "deferred" gifts, since the Church may not be able to use the gift, if at all, until a specified period of time has elapsed or specified event has occurred. Such gifts are recognized as contingencies until the gift becomes available for the Church’s use. Unless original donors of such contingencies have indicated restrictions as to the eventual use of their planned gift(s), the Vestry will consider the gift to be unrestricted and will determine the use of the gift according to Epiphany’s Gift Policy. Donor-imposed restrictions or lack of restrictions for use of gifts received or available for Church use after the death of the donor cannot be altered by a donor’s heirs or beneficiaries or other parties unless authorized by the donor in appropriate legal documents.
Donors of any form of charitable planned gift are strongly encouraged by Epiphany to obtain legal and financial advice from their own advisors prior to finalizing the gift commitment. Donors are also encouraged to consult with appropriate family members prior to a gift commitment.
3.6.1. Bequest by Will or Trust
Bequests may be made through a will or trust, specifying a percentage, a fixed amount, specific property, or the residual estate. Percentage bequests may be given from the gross estate or from the residue thereof. When testamentary or inter vivos trusts are involved, a gift may be made at the termination or final distribution, according to the needs and wishes of the donor.
3.6.2. Life Estate Agreement
This arrangement allows an individual to give a gift of a personal residence, farm or other real estate, while reserving the right to use the property for a term of years or for life. The individual is responsible for maintenance and expenses, but there may be an immediate income tax benefit for the donor. Life estate gifts may include life income to the donor.
3.6.3. Payable on Death Note (Retirement Plans and Other Assets)
This simple revocable gift arrangement can be attached to a variety of assets (IRA’s, CD’s, 401K Plans, qualified pension and profit-sharing plans, Keough Plans, annuities, employee savings plans, etc.) to facilitate a gift at the death of the owner(s). The Church may be named as first, second or last beneficiary for part or all of the remainder.
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:
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. The Vestry will decide, on a case by case bases, if 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 Clergy 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 Clergy 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 Clergy, 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 5, below.
4. 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 without prior permission.
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 5, below.
5. RATE SCHEDULE:
a. Church use
Wedding Rehearsal $25.00 *
Wedding $150.00 *
b. Organist fee
Wedding rehearsal negotiable with organist
Wedding negotiable with organist
c. Sexton fee
Wedding rehearsal $25.00 *
Wedding $50.00 *
d. Altar Guild Fee
Wedding Altar setup $50.00 *
e. Priest stipend
Wedding Rehearsal $50.00 **
Wedding $200.00 **
f. 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: _____________________________
Status of Requester: Epiphany member ____ Non-member ____ Non-profit ____
Facility requested: Church ____ Parish Assembly Hall ____ Kitchen ____
Date______________________Day of week ______________________
Special equipment to be used
Photo equipment ____________________
Musical instruments ___________________
Special Considerations: _________________________________________________ ________________________________________________________________________ ________________________________________________________________________
Priest __________ ______________
Organist __________ ______________
Altar Guild __________ ______________
Sexton __________ ______________
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 _______________
The Funeral Customary for the Episcopal Church of the Epiphany
302 East Grubbs Street, Enterprise, AL 36330 (334-347-8210)
Caring in the Time of Death
The Liturgy for the dead is an Easter liturgy. It finds all its meaning in the Resurrection. Because Jesus was raised from the dead, we, too, shall be raised…. This, however, does not make human grief unchristian. The very love we have for each other in Christ brings deep sorrow when we are parted by death. Jesus himself wept at the grave of his friend. So while we rejoice that one we love has entered into the nearer presence of our Lord, we sorrow in sympathy with those who mourn.The Book of Common Prayer
The death of a loved one, whether suddenly and unexpectedly, after a long term illness, or having lived a natural life span is a traumatic time in the lives of those left behind. While still grieving, families and loved ones are called on to make decisions with little time to prepare. The following pages are designed to facilitate the planning of a funeral during a very difficult time, and establish guidelines and policies designed to make it easier for family and friends and those who would assist them, to prepare for the funeral and interment of their loved one.
There are provisions in the Book of Common Prayer for the appropriate readings, psalms, and hymns for a funeral service. Please choose those which will make this service the right one for the celebration of the life of the departed and a fitting memorial in the hearts and minds of those who mourn. If you have question about the appropriateness of some matter, please speak with Epiphany’s priest, who will gladly guide you through the necessary steps.
We at Epiphany stand ready to assist you in making decisions for a beautiful and meaningful service. With that in mind, all arrangements for the funeral should be made in consultation with the officiating priest. In the Episcopal Church, a funeral is a celebration of resurrection. It is a worship service first and foremost. Nothing is to be done, decided or planned without consultation with the priest.
I am Resurrection and I am Life, says the Lord.
Whoever has faith in me shall have life, even though he dies.
And everyone who has life, and has committed himself to me in faith, shall not die for ever.
PARISH STAFF AT FUNERALS
The Reverend John W. Withrock, Jr.,Vicar
Mrs. Miki Rhode, Parish Secretary
Mrs. Dianne Walters, Altar Guild Director
Mrs. Lauren Dare-Goff, Hospitality Director
Mrs. Cynthia Campbell, Church Organist
The Burial Service
Subsequent to a death, and prior to meeting with the funeral home, surviving family members and/or those responsible for making the funeral arrangements should contact the Church so that Epiphany’s priest may be present at that meeting. This is especially important if no prior planning or contact has been made with a funeral home. The priest will help guide you toward making appropriate and reasonable decisions regarding the funeral home services.
Selection of a time for the service should be based on the needs of the family, the expectation or lack thereof of out-of-town mourners, and the availability of the Church. This should be done in consultation with the priest prior to establishing a day and time with the funeral home.
Epiphany uses The Book of Common Prayer for all services. The Holy Eucharist is customarily celebrated at funerals; however it is not required. All baptized Christians present who are able to receive communion in their own Church will be invited to participate in and receive Holy Communion. The Prayer Book Service of The Burial of the Dead with Communion takes approximately forty-five minutes to an hour, depending upon the number of people receiving communion. A homily is preached at all funerals at Epiphany, and may be done by a family member or a friend of the family. Such messages are to be brief out of consideration for the family and all other guests.
A procession with the coffin or urn will be part of the opening service. A coffin is always closed in the church and is covered with a pall*. In the case of a veteran of the Armed Forces, the American Flag will be used at the cemetery. An urn is covered with a smaller pall*. [* Pall---a white hanging placed over the casket instead of flowers that represents the equality of all persons in the sight of God.]
The parish priest who has helped the family members prepare for the funeral is the appropriate priest to preside at the burial rite. If an Episcopal priest other than one from Epiphany is desired to assist (or officiate), the permission and invitation of the Vicar is required according to The Canon Law (Title III, Canon 21, Section 5a). The location of the funeral other than in the parish church changes nothing; non-parochial priests may only function with the permission and invitation of the Vicar of the parish. Guest clergy (other than Episcopal priests and deacons) are invited from time to time to read the lessons, lead prayers, and/or preach.
Readings from Scripture
During the service, one to three readings from the Bible are read. You can choose a reading from the Old Testament, a psalm (read or sung by the congregation as a whole), a reading from the New Testament, and a reading from the Gospel. The parish priest will assist you in selecting the readings. A deacon, priest, or bishop reads the Gospel. Lay Readers available from the church can read from the Old Testament and the New Testament and lead the congregation in the reading of the psalm. Family members may not read because of the emotional state of any person in response to a death event. The following readings are those authorized for The Burial of the Dead:
Isaiah 25:6-9 (He will swallow up death in victory…)
Isaiah 61:1-3 (To comfort all that mourn…)
Lamentations 3:22-26, 31f. (The Lord is good unto them that wait for him…)
Wisdom 3:1-5, 9 (The souls of the righteous are in the hand of God…)
Job 19:21-27a (I know that my Redeemer liveth…)
Romans 8:14-19, 34-35, 37f. (The glory that shall be revealed…)
I Corinthians 15:20-26, 35f. (Raised in incorruption…)
II Corinthians 4:16-5:9 (Things which are not seen are eternal…)
I John 3:1-2 (We shall be like him…)
Revelation 7:9-17 (God shall wipe away all tears…)
Revelation 21:2-7 (Behold, I make all things new…)
Psalm 21, Psalm 23, Psalm 27, Psalm 42, Psalm 46, Psalm 90, Psalm 106,
Psalm 116, Psalm 121, Psalm 130, Psalm 139.
John 5:24-27 (He that believeth hath everlasting life…)
John 6:37-40 (All that the Father giveth me shall come to me…)
John 10:11-16 (I am the good shepherd…)
John 11:21-27 (I am the resurrection and the life…)
John 14:1-6 (In my Father’s house are many mansions…)
Music at the Funeral Ceremony
There is a wealth of beautiful and appropriate sacred music that is suitable for use in the context of the Burial of the Dead. We recommend one to three hymns be sung. Suitable times for hymns are after the opening procession; before the Gospel reading; as the altar is prepared; during Communion; at the final procession into the world. The music director of Epiphany will provide music for the funeral as a part of their services as our musician. An honorarium given directly to them is acceptable. If musicians [soloists or instrumentals] other than the church Music Director are used, the Music Director will coordinate the hiring of such persons in consultation with Epiphany’s priest. Fees for such services will be paid directly to the musicians.
Some hymns appropriate for the Burial of the Dead:
208 The strife is o’er 293 I sing a song of the saints of God
314 Humbly I adore Thee 324 Let all mortal flesh keep silence
383 Fairest Lord Jesus 473 Lift high the cross
474 When I survey the wondrous cross 490 I want to walk as a child of the light
608 Eternal Father, strong to save 645 The King of love
662 Abide with me 671 Amazing grace!
680 O God, our help in ages past 690 Guide me, O thou great Jehovah
691 My faith looks up to thee 707 Take my life
708 Savior, like a shepherd lead us
There are songs from our supplemental hymnal that are also appropriate. These hymns may be used in consultation with the priest and/or Musical Director. No secular music is permitted.
Pews will be reserved at the front of the church for the family and for pall bearers. Please let the priest know ahead of time how many pallbearers there will be and how many family members will be seated in the reserved area.
Flowers at the Service
The family is responsible for arranging for the flowers by contacting a local florist, in consultation with the priest responsible for the funeral. Only flowers on the altar will be used in the church. Floral sprays and decorations sent by family and friends will not be displayed in the church. They may be displayed in the parish hall if a reception is planned. When the funeral is on a Friday or Saturday, the altar flowers will be used on Sunday morning. The color for Altar hangings and clergy vestments is always white for funerals, because the liturgy for the dead is an Easter liturgy; it finds all its meaning in the resurrection. Because Jesus is raised from the dead, we, too, shall be raised.
There are several options for where a body can lie in state. You may hold the visitation at the church where the body [closed casket] or cremains may stay until time for the funeral. You may, however, choose to have the body and visitation held at a funeral home. Either way, consider gathering the family in the funeral home, before any public visitation, in the company of one of the parish clergy, to offer prayers and have a time of goodbyes; after which the casket is closed, and not opened again.
During the Service Itself
Members of the family may be seated prior to the beginning of the service or process in followed by the casket or urn. The lay ministers and clergy will enter the liturgical procession from the back of the Church. These choices will be explained and discussed by the officiating priest in the course of preparations for the funeral. The congregation stands at the beginning of the procession and is seated after the opening prayer. The congregation will be invited to stand, sit, and kneel as full participants in the service following the rubrics of the Prayer Book, and will be invited to receive communion at the appropriate time and place.
It is our policy that service leaflets for the funeral be produced in-house by the staff of Epiphany, only.
In most cases, this is provided by the funeral home and will be displayed in the narthex prior to and after the service.
Ushers at the funeral fulfill two important responsibilities: seating of guests, and ushering of the congregation to the Altar Rail to receive Holy Communion. We will provide ushers at all funerals. Thus, ushers from funeral homes are not necessary at the church.
Gifts to the church may be made by individuals or by the family of the deceased. Such information will be printed in the service bulletin and acknowledgements will be sent when appropriate. Memorial gifts to the church will be handled in accordance with Epiphany’s "Policy for Gifts" as stated in the appendix of the church by-laws.
At the Graveside/Columbarium
The committal service is brief. Family and friends may choose for this to be a private service or may open the service to all. The priest, working with the funeral home, will help families to make arrangements for committals away from Enterprise, to include arranging for a priest to be available for the graveside service. Military honors are always a welcome part of the Committal Service. Extra-liturgical ceremonies, conducted by fraternal organizations, may be held subsequent to the church’s Committal Service.
Receptions in the Parish Hall
Epiphany’s gift to the family is to provide a reception following the funeral. "Finger food" and drinks appropriate to the time of day for the reception. Alcoholic beverages will not be served. If a floral arrangement centerpiece for the reception table is desired, those arrangements will need to be made through a florist. It is desirable that the reception following a funeral be before the grave-side service in consideration of the people who are unable to attend the grave-site. Displays of pictures of the deceased and other memorabilia may be displayed on a table in the Parish Hall.
Cremation is an acceptable practice within the Episcopal Church. If the ashes are to be present at the burial service, please coordinate the delivery of ashes to the church with the officiating priest. It is custom that following the service, ashes are either interred in a committal service, or returned to the family for a later committal.
There are no fees whatsoever for burial from Epiphany for members. Non-member fees are set in accordance with Epiphany’s By-Laws. Donations made to the parish to offset the cost of flowers, the reception and the music are appreciated.
"All we go down to the dust;
yet even at the grave we make our song:
Alleluia, Alleluia, Alleluia."
A Statement for the Guidance of my Parish and Family
The liturgy for the dead is an Easter liturgy. It finds all its meaning in the resurrection. Because Jesus was raised from the dead, we, too, shall be raised. The liturgy, therefore, is characterized by joy, in the certainty that "neither death, nor life, nor angels, nor principalities, nor things present nor things to come, nor powers, nor height, nor depth, nor anything else in all creation, will be able to separate us from the love of God in Christ Jesus our Lord." This joy, however, it tempered by human grief out of love for each other that brings deep sorrow at the separation death brings. But we do not mourn without hope, for hope rests in the Risen Christ who is the way, the truth, the life. (The Book of Common Prayer, p. 507)
Baptized Christians are properly buried from the church. The service should be held at a time when the congregation has opportunity to be present. The coffin is to be closed before the service, and it remains closed thereafter. It is appropriate that it be covered with a pall or other suitable covering. (The Book of Common Prayer, p. 490)
Request for the Funeral Customary.
Services are to be conducted at Church of the Epiphany, Enterprise, Alabama or:
___________________________________________________ (Parish Church), (City or Town).
If in another location, the Funeral Director will be told: "The parish priest will be in charge of the services and all related arrangements. It is my desire that the services be conducted as instructed by the parish priest and as provided in the Book of Common Prayer. The priest will make selections when no preference is expressed below."
1. Full Name ___________________________________________
Date of birth:__________________
___The Burial of the Dead: Rite One (BCP p. 469) ___The Burial of the Dead: Rite Two (BCP p 491)
I would like The Holy Eucharist to be celebrated as a part of the service. ____Yes ____ No
I would like the following people to present the offerings of bread and wine at the Offertory
I would like the following people to serve as Eucharistic Ministers: (They must be licensed Lay
______Isaiah 25: 6-9 (He will swallow up death forever…)
______Isaiah 61: 1-3 (To comfort those who mourn…)
______Lamentations 3:22-26, 31f (The Lord is good to those who wait for him…)
______Wisdom 3: 1-5, 9 (The souls of the righteous are in the hands of God…)
______Job 19: 21-27a (I know that my Redeemer lives…)
______Psalm 42: 1-7 (As the deer longs for the water brooks…)
______Psalm 46 (God is our refuge and strength…)
______Psalm 90: 1-12 (Lord, you have been our refuge…)
______Psalm 121 (I lift my eyes to the hills…)
______Psalm 130 (Out of the depths have I called…)
______Psalm 139: 1-11 (Lord, you have search me out…)
______Hymn # _________
______Romans 8: 14-19, 34f. (The glory that shall be revealed…
______I Corinthians 15:20-26, 35f. (The imperishable body…)
______II Corinthians 4:16-5:9 (Things that are unseen are eternal…)
______I John 3: 1-2 (We shall be like him…)
______Revelation 7: 9-17 (God will wipe away every tear…)
______Revelation 21: 2-7 (Behold, I make all things new…)
______Psalm 23 (The Lord is my Shepherd…)
______Psalm 27 (The Lord is my light and my salvation…)
______Psalm 106: 1-5 (Hallelujah! Give thanks to the Lord…)
______Psalm 116 (I love the Lord, because he has heard the voice of…)
______John 5: 24-27 (He who believes has everlasting life…)
______John 6: 37-40 (All that the Father gives will come to me…)
______John 10: 11-16 (I am the good shepherd…)
______John 11: 21-27 (I am the resurrection and the life…)
______John 14: 1-6 (In my Father’s house are many rooms…)
8. I would like my remains ______ 1) buried in a casket,
If buried, name of cemetery where burial is to occur:____________________________________
City: __________________________ State: _____________Telephone: __________________
Name Address Phone #
Name[s]: ______________________________________ Phone: __________________________