For your information we have included information about a variety of policies and procedures here at St. Mary's. Click on the one you would like to see:
"Holy Baptism is full initiation by water and the Holy Spirit into Christ's Body the Church. The bond which God establishes in Baptism is indissoluble" (Prayer Book, p. 298).
Baptism is an act of faith, incorporation into the life of God as it is expressed in the life, death, and resurrection of Jesus Christ, and lived out in the Church. It is important that adults who bring their children to be baptized have an ongoing relationship with the Church, in order for them to keep the promises they will make to raise the child in the Christian faith and life.
The Rector's Policy on Baptism: In line with the Church's renewed emphasis on Baptism as the primary sacrament, it is my custom to follow the guidelines set forth in the Prayer Book (See BCP pp. 298 & 312-314). Therefore, except in emergencies or extraordinary circumstances the following policy will apply: The Sacrament of Baptism will be administered at the Easter Vigil, Pentecost Day, All Saints' Day (or Sunday), on the Feast of the Baptism of our Lord (the Sunday after the Epiphany) or on the occasion of the Bishop's visit. The Sacrament will be administered in the context of the Eucharist on Sunday or at a festal gathering of the congregation. Pre-baptismal instruction will be required for mature candidates, parents and godparents of infants and young children. For this and other reasons, application should be made by filling out the form in the Parish Office at least a month in advance of the event. We will only baptize the children of nonresident parents who are Confirmed Communicants in Good Standing of an Episcopal Congregation elsewhere and who are able to abide by the above stated policy.
Adult Baptism: Adults who desire to be baptized are made catechumens ("those being taught") after an initial period of inquiry and choose a sponsor or sponsors to be companions on their journey. A program of instruction is worked out with the Rector. When the catechumen feels ready, they are admitted as a candidate for baptism, and baptism may occur on the next available occasion. After baptism, they are presented to the bishop for confirmation as soon as possible.
Baptism of Children: Children who are to be baptized are presented by their parents and one or more godparents (who must themselves be baptized Christians). The Rector meets with the parents to discuss Baptism and its promises.
First Reception of Communion: Baptism in the Episcopal Church, in the catholic tradition, consists of the pouring of water "in the Name of the Father, and of the Son, and of the Holy Spirit," anointing with Oil of Chrism (previously blessed by the Bishop), and first reception of Holy Communion. This may even include infants. Reception of communion does not require rational assent, it requires the faith of a child.
Scheduling:
Scheduling use of any
part of Parish Hall facilities must be done in advance by contacting
the Parish Office during regular office hours (8-5 M-F).
Keys to the Facility:
Any parishioner (in good standing) is entitled to a key to
the Parish Hall at no cost.
Non Parish groups will be required to pay a $50
key deposit. This deposit will be returned in full if the following
four items are accomplished (less if one or more are not):
1) All lights in the area used must be turned off before you leave.
2) All Heat/AC must be turned off in the area(s) used before you
leave.
3) Trash must be placed in the trash containers and the bags taken
outside to the area on the southeast side of the kitchen.
4) Doors must be locked.
Suggested donation schedule
for the use of St. Mary's Parish Hall by non-parish groups:
Use of any one of the three sections (A, B, or C) - $50.
Adding a section would increase the amount by $25.
Example: if sections A, B and C are used the amount would be $100.
The Cloister (entrance area) may be used for small receptions
at a cost of $50.
The Garth (garden area outside the Cloister) may be used for receptions.
After the function this area must be left as it was found.
Use of the Parish Hall.
There will be no cost
to parishioners (in good standing) for the use of the Parish Hall.
However, there will be a cost for special setups and-clean-ups.
St. Mary's Kitchen:
Suggested donation
for the use of St. Mary's Kitchen by Non Parish groups
- $50.
The policies specific to the
use of St. Mary's Kitchen are:
1. If food preparation is to take place in the kitchen using the
Parish's utensils and equipment, all of these items must be left
in the condition in which they were found. Failure to do so will
result in the forfeiture of all or part of the key deposit.
A list of requirements pertaining to the use of Parish utensils
and equipment will be posted in the kitchen.
2. Unused food and drink items must not be left in the kitchen,
refrigerator, freezer, or any where else in the facility. Garbage
containers containing food or other perishables must be removed
to the outdoor trash receptacle (southeast corner of the kitchen).
Non-parish groups will have to depend on their caterers for table cloths, napkins, plates, glasses, etc.
Notice: Nothing may be attached (taped or tacked) to the walls of the facility. Items may be tacked or taped to the folding dividers.
Special Set-up/Clean-up
fees:
Should there be
a need for the Parish's Sexton to provide a special setup and/or
clean-up, there will be a cost of $35.00 (more if A, B,
& C are used), this will cost be determined on a case by case
basis.
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The Vestry must approve the
use of alcohol at a Parish function or non-parish function and
only beer and wine may be served. Alcohol may not be served
outside the building.
The Vestry's regular meeting time is on the third Monday of
the month. Generally the Vestry does not meet in June and December.
The standard of the Episcopal Diocese of Arkansas is that when alcohol is served there must be an appropriate alternative beverage readily available. Alcohol may not be served in the absence of appropriate food. Obviously this applies to St. Mary's members as well.
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The Parish has adopted the
"Policies and Procedures Concerning Allegations and Incidents
of Sexual Misconduct" of the Diocese of Arkansas as its own
policy. A copy of this policy is available from the Parish Office.
In brief, the policy:
+ strictly prohibits sexual misconduct by any ordained person,
seminarian, lay employee, or volunteer working in any capacity
for the congregation.
+ strictly prohibits interaction with children and youth by anyone
with a criminal or civil record of child sexual abuse or known
to have a diagnosed paraphiliac condition.
+ requires all incidents of child sexual abuse to be reported
to the relevant law enforcement authorities.
+ requires background checks of all ordained persons, seminarians,
volunteers who regularly supervise youth activities (excluding
Sunday School teachers), and employees. These persons must also
complete at least four hours of sexual misconduct training approved
by the Diocese and, for clergy and those
working with youth, four hours of prevention of child sexual abuse
training.
+ requires clergy to refer any person with whom they have six
counseling sessions around a particular issue to professional
counseling, unless the clergyperson is him or herself a professional
counselor under professional supervision.
+ sets up strict procedures to be followed when an allegation
is received.
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Policy for handling Sunday
Collection
The Vestry Member of
the Week meets the Rector/Curate after the 10 a.m. Liturgy and
together they place the offering into a bank bag. This and the
bag from the early liturgy are placed in the safe and it is locked.
The policy is to have two persons present when money from offering
plates is placed in a bank bag. Checks received by mail are stamped
"for deposit" and kept in a locked file until Monday
when they are counted with the Sunday offering.
Policy for counting receipts
Monday morning a member
of the counting team receives the key to the safe from the Administrative
Assistant and opens the safe, retrieves the money bags and brings
the bags to the Parish Office where he and the Administrative
Assistant sort checks and cash into the proper categories. The
three counters take the money to the Library where they count
the funds in each category. The counted money is then brought
to the Assistant Treasurer in the Parish Office where it is counted
again and prepared for deposit. After the posting is done and
the deposit is prepared, a designated Office Volunteer verifies
the deposits against the reconciliation, initials the reconciliation,
and then takes the deposit to the bank.
Check signing policy
All Parish organizations
with checking accounts require two (2) signatures on all checks.
Parish Checking Account
The Assistant Treasurer
writes checks. Two signatures are required on all checks (any
two of the following): Senior Warden, Junior Warden, Treasurer,
and the Assistant Treasurer. When checks are signed on the Parish
Checking Account, bills are always provided with the check to
be signed so that the person co-signing the check is able to check
the reason for and amount of each check. The Assistant Treasurer
reconciles the bank statement monthly on the computer and the
Treasurer verifies these figures monthly.
Parish Discretionary Fund:
The Assistant Treasurer
writes checks and keeps a ledger on this account. Two signatures
are required on all checks: Rector and/or Curate, and Administrative
Assistant. The Assistant Treasurer reconciles the bank statement
each month by hand. An activity report on this account is presented
monthly to the Finance Committee and the Vestry.
Endowment Funds
The five elected Endowment
Trustees manage an endowment fund which includes the
funds listed below. Memorial gifts designated for this Endowment
Fund are deposited into the account at the end of each month.
Four small designated funds (the Columbarium
Fund, Wimer Trust, Cordell Discretionary Fund and Cordell Camp
Fund) are also managed by the Trustees and invested through the
Diocesan Pooled Endowment Fund. One large
bequest, of which St. Mary's is one of three beneficiaries, is
managed by the Union County Community Foundation and the Trust
Department of the BankcorpSouth. Grant requests must be submitted
for the annual dispersal from this fund.
The Money Market Funds at
AG Edwards and Timberland Bank
There are two Money
Market Funds, one for operation and one for capital. Withdrawals
are made by the Administrative Assistant with the additional signature
of one of the other officers of the Parish.
Quarterly Statements of
pledges and gifts to the budget
These are mailed to
all pledging households at the end of each quarter.
At minimum a communion kit
contains:
a small round bread box called a "pyx,"
a small bottle for the wine,
a miniature chalice.
a corporal
a couple of purificators
It may also contain a plate for the bread, called a "paten."
(This item is not necessary; the Bread may be administered out
of the pyx.)
You should also have, along with the kit, sufficient copies of
the Service Leaflet with you for yourself and those who will be
participating.
1. Before the service from which you will go
to make your visit(s)
a. Contact the person you plan to visit to be sure they
will be expecting you.
b. Be sure that the pyx (little bread box) and bottle from your
communion kit have wafers and wine in them sufficient for your
visit(s).
c. Place them, uncovered, on the credence table before the particular
service when you will be commissioned.
2. The Commissioning
a. After you receive communion remain near the sanctuary
b. When the priest finishes clearing the alter, step to the
center of the gateway facing the Altar. (Don't wait for the priest,
he may be distracted at this point).
c. The priest will deliver your pyx and bottle to you with the
words of commissioning before the postcommunion thanksgiving.
Take them and leave through a side door and proceed directly
to the person to whom you are taking communion.
3. The Visit
a. After greeting the person(s) and inquiring into how things
are with them, identify a suitable place to set out the corporal,
the pyx, and the chalice, into which you pour the consecrated
wine. (If the person appears talkative, but not about church
or communion, suggest that you go ahead now and share communion,
and later you can visit some more).
b. Read the Collect of the Day from the leaflet.
c. Read the Gospel from the leaflet, announcing it as follows:
"A reading from the Gospel according to _____." And
when it is concluded,
"The Word of the Lord."
d. Lead the prayer of confession, beginning with, "Let
us confess our sins against God and our neighbor." At the
conclusion, say the absolution with the pronouns in the plural:
"Almighty God have mercy on us, forgive us
our sins..." etc.
e. Ask the person if there are particular things they would
like to remember in prayer. Conclude by saying together the Lord's
Prayer.
f. Distribute first the bread, then the wine, with the customary
words:
"The body/blood of our Lord Jesus Christ keep you in everlasting
life." (You do not give yourself communion.)
g. Lead them in the postcommunion thanksgiving, and the versicle
and response.
h. Put everything away into your kit, and visit with them as
long as seems prudent.
4. After the Visit
This may be done immediately after your visit, or a little later after lunch.
a. At this point you should
be out of bread and wine. If so, rinse out the bottle in the
piscina and wash the small chalice with soap and hot water. If
not, place your communion kit on the Service Register book after
you have filled it out.
b. FILL OUT REGISTER BOOK. Service is PC. Place is
either "Residence" or the name of the nursing home or
hospital (MCSA or otherwise). Write the recipient's first initial
and last name in the right hand column.
c. Remember to thank God for the opportunity to "extend
the communion rail" to those who could not be at church.