Wardens' Handbook

Duties of a Warden:

The duties of a Warden are outlined briefly in Canon 5.61. The list that follows provides more detail.

Church Finances:
The primary concern of the Wardens is to do everything in their power to insure that adequate financial support is provided for the Church and that the financial and physical concerns of the Parish are efficiently managed.

Wardens are responsible for the collection and receipt of all monies contributed to the church, and with the Incumbent have joint responsibility for the disposal of all monies, stipends, and debts, and for keeping a complete record of all transactions.

The Clergy’s priority is the spiritual care of the Parish and, as much as possible, they should be relieved of such temporal concerns by the work of the Wardens and Vestry.

A Rector has no right to incur expenses on behalf of the Parish without consultation with the Wardens, nor may the Wardens commit the Parish to expenditures without the Rector’s knowledge.

Charitable Returns:
Wardens are responsible for ensuring that an annual return is filed with Canada Revenue Agency.

Meeting Records:
Wardens are responsible for the Minute Book of all parish and vestry meetings, and for the book containing all parish accounts and the annual balance sheets.

Budget and Offering Envelopes:
It is required by Canon 5.111 to present to the Vestry for their approval and commendation to the Annual Meeting of Parishioners a budget setting forth clearly the expected expenses for ordinary maintenance, repairs and desirable improvements.

It is required by Canon 5.113 that an annual campaign be held to encourage every family unit to give regularly to the Church in accordance with their incomes. Every opportunity should be taken to keep the people fully informed of the work of the whole Church—in the Diocese, in Canada and beyond—which they support in their giving.

Large or Extraordinary Expenditures:
Wardens must seek the consent of Vestry before incurring any unusual expense.

Wardens should have parishioners’ consent, either before committing a large outlay of money, or when there are insufficient funds and money must be raised by means such as a bank loan.

Accounting Records:
The Wardens are responsible for maintaining a proper set of accounting records that reflect, at all times, the financial position of the Parish. They should submit regular statements to the Vestry. The books must be open to the inspection of the Rector at all times. They must be presented to the Parish Accounts Examiner in sufficient time for a proper annual examination and to present a statement at the Annual Meeting of the Parish.

Bank Accounts:
The bank account (or accounts) should be under the direct control of the Wardens. Both Wardens should be signing officers at the bank, along with the Incumbent and Treasurer.

Treasurer:
If it is deemed advisable, the Vestry may appoint a Treasurer, BUT such an appointment does not release the Wardens from their responsibility for the finances of the parish.

Signing of Cheques:
All cheques must be signed by two persons, one of whom must be a Warden or the Incumbent.

Appointment of Parish Staff:
The Vestry appoints the organist, and/or choirmaster and the Vestry Clerk. Salary and wages of Parish staff, determined by the Vestry, shall be paid from the General Account of the Parish, and shall generally be administered by the Diocesan Treasurer.

Insurance:
At each Annual Meeting, the Wardens shall make a full and detailed report of insurance carried by the Parish, and see that the details are recorded in the minutes. It is the duty of the Wardens to see that insurance coverage on church buildings is adequate in light of a recent appraisal by an independent firm in the business of doing property appraisals.

Parish Registers:
The Wardens shall ensure that a register is kept in which shall be recorded the dates and hours of all services held in the Church, names of officiating clergy, number of those present, number of those communicating, etc. They shall also provide the Rector with a register or registers in which to record all weddings, funerals, baptisms and confirmations. The Wardens are responsible for ensuring that the number of those present at the regular services is entered into the register.

Requisites for Worship and Sacraments:
The Wardens shall see that all things necessary for the proper and reverent conducting of the worship of the Church and the administration of the Sacraments are provided.

At Regular Services:
In the absence of the Parish clergy, the Wardens should receive and welcome any visiting clergy or lay readers, visitors and newcomers and, if possible, obtain their names and addresses for the Parish records. Sidespersons may be appointed to assist the Wardens in these duties.

Clergy Holidays:
All full and part time clergy are entitled by Canon to at least four weeks vacation without any diminution of stipend in accordance with the Diocesan Vacation Policy. The Parish, through the office of the Wardens, is responsible for the expenses and honoraria of clerical or lay supply during this month.

The Wardens must report vacation plans of the Parish clergy to the Diocese, and ensure that the clergy actually take the vacation they are entitled to.

Incumbent Vacancy:
If a vacancy occurs, the Bishop and Archdeacon will confer with the Wardens and the Vestry or Parish Council with respect to choosing a new Incumbent.

Church Property:
Wardens ensure that all church property is properly registered in the Land Titles Office, and that the deeds are in the possession of the Registrar of the Diocese.

Wardens are responsible, jointly with the Incumbent, for the care of all property of the Parish including the rectory and grounds and any other buildings on the grounds, ensuring that all property is kept in good repair and insured.

Wardens should keep an inventory of all property grounds, buildings, and contents.

Wardens should also ensure that any specific requirements with respect to maintaining a church’s historic designation are dealt with in a timely and appropriate manner.

Building Projects:
Any project of a major nature, involving extension, considerable alteration or repair, or the sale, purchase, or erection of new buildings, or the sale or purchase of property is to be reviewed by the diocesan Property and Planning Committee. This initial review should occur early in the process, and when approved by this Committee, then, and only then, should it be submitted to the Parish. To obtain a copy of the Property and Planning Committee Procedures for Obtaining Diocesan Approval, contact the Synod office.

Installation of Church Wardens

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Next: Becoming a Church Warden

[Notes to the reader: Throughout this document the word "responsible" is used when defining a warden’s functions and duties. This does not mean that the warden must carry out a specific function or duty; rather, the warden must ensure that the function or duty is carried out.

It is our intent that this document will be reviewed and updated at a minimum of every ten (10) years.]