Vestry Handbook 2023

9108 John Mosby Highway

P.O. Box 127

Upperville, VA 20185

540-592-3343

Info@TrinityUpperville.org

www.TrinityUpperville.org

Revision History

Original: December 2019

Revision 1: February 2022

Introduction

For many years, Wardens and Rectors have thought about ways to inform incoming members of the Vestry, and other leaders and staff, about the church and how it operates. At the beginning of every vestry cycle, and throughout the year, questions arise, and explanations are required.

The areas of need usually fall into two categories: what are the policies and rules we should follow; and what is the background and history of the church and its many parts.

The goal in producing this handbook is to provide in one place a compendium of relevant policies, rules and laws, as well as some history or institutional memory.

Chapter 1. Trinity Episcopal Church as an institution

A. Legal Status

1. VA Code Sec 58.1

Trinity Episcopal Church of Upperville, Virginia is an unincorporated, nonprofit religious and charitable institution. (See VA Code Sec 58.1-3617.)

2. Canon 10 Definition

It is defined in Canon 10 of the Canons of the Diocese of Virginia (See Appendix 1. (Section 1) as a group of people (1) which acknowledge the jurisdiction of the Bishop or Ecclesiastical Authority of the Diocese of Virginia, (2) among whom there is a regular program of identifiable Episcopal services (including regular celebration of the Holy Communion) at a designated place or places of worship, (3) which as a group shares in the support of the Episcopate of the Diocese, (4) which makes provision for the pastoral administrations of the church to its members, and (5) which functions under the supervision of a Priest or Deacon, shall be called a Church.

B. Governance

Governance under the By-Laws of Trinity Episcopal Church, Upperville, Virginia. See Appendix 2.

C. Roles of the Vestry and Rector

1. Roles of the Vestry

Canons 11 through 13 of the Diocese of Virginia describe the organization and duties of the Vestry and Wardens.

2. Roles of Rector

The Rector oversees worship which includes music, and the Vestry oversees the temporal affairs including budget, finances, support of the Rector and the church property. The Vestry shall continuously encourage the Congregation to support and give generously to the support of the programs of the Church. See the ByLaws of Trinity Episcopal Church, Article III, Section 2.

D. Role of the Trustees

The Commonwealth of Virginia requires that the title of real property of a church in Virginia be held by a committee of Trustees (https://law.lis.virginia.gov/vacode/57-8/).

At Trinity, these three Trustees are appointed by the Circuit Courts having jurisdiction in Fauquier and Loudoun Counties and act in matters involving the real property of the church at the direction of the Trinity Vestry. Pursuant to Canon 15 and Article III,

Section 2 of the By-Laws of Trinity Episcopal Church, the trustees hold title to real and [tangible] personal property.

E. Membership; Communicant in good standing

1. Canon 17.1 – Canons of the Episcopal Church USA

Canon 17.1 of the Canons of the Episcopal Church USA provides that all persons who have been baptized in this church or whose baptism in another Christian church is recorded in this church are members. It further provides that all members are expected to be confirmed or received by the laying on of hands by a bishop.

2. Canon 17.2 – Canons of the Episcopal Church USA

Canon 17.2 of the Canons of the Episcopal Church USA provides that all members who have had communion three times during the past year are communicants and further Canon 17.3 of the Canons of the Episcopal Church USA provides that: To be a Communicant in Good Standing, a person must be an adult (16 years or older) who for the previous year has been faithful in corporate worship, in working, praying, and giving for the spread of the kingdom, whose baptism is registered or recorded in this parish.

3. Voting Rights

To vote in parish elections, a person must be a Communicant in Good Standing.

4. Definition of “Giving”

At Trinity, we have further defined “giving” as “being known to the Treasurer,” i.e., by pledges or recorded giving.

Chapter II. Principal Physical Assets of Trinity Episcopal Church.

A. Trinity Campus and Buildings

1. Overview

The Trinity Church Rector and Vestry are responsible for the care and maintenance of 14 buildings that make up the church campus. Most church members are aware of the Church, Cox Hall and the Peard House but may not be aware that we also have the Nursery, Boiler House and a storage building on the original church parcel. To the east is the Keith House parcel that in addition to the Main House (currently the Thrift Shop) has a Brick Cottage, Utility Building, Barn, Library and a historic brick Outhouse. Across Rt. 50, we have the Gulick house and the Gazebo in the south parking lot.

2. Original Church parcel

a. Church –

Our current church building is the third church building on this site.

The second church developed cracks in the walls and a structural study was done. After the study was completed, a report was made to the Mary D. Neville Guild at Trinity (more on this Guild in a future article). The report stated it was not feasible to renovate the existing structure due to several structural problems and a replacement structure was needed. Mrs. Mellon attended that Guild meeting and offered to discuss this with her husband, Paul. They decided to build a new church and accessory buildings with Mrs. Mellon as the guiding force in the design and construction of the new buildings.

The second church was torn down to allow for the construction of the new church, parish hall and rectory. The parish hall was the first building to be constructed and was used for church services during the more than 10 years of construction of the current church.

b. Cox Hall

For the first thirty-nine years after its construction, Cox Hall, as we now know it, was identified simply as the “Parish Hall.” This building was dedicated on August 30, 1953 and began immediate dual service as a parish hall and as the primary place of worship for the Trinity congregation. When the church services were moved into this building, it allowed the removal of the second church and the beginning construction of the new church we now use. In May 1992, the Vestry voted to rename the “Parish Hall” as Cox Hall in memory of the much beloved late Rev. Robert (Bob) Cox, Rector of Trinity 1955 -1965.

c. Peard House

The office building across the courtyard from the church entrance was part of the original campus design to be used as the “Rectory.” This put the

Rector and his family in the center of a “fishbowl” and there were many stories of visitors to the church walking into the house at all times of the day or night, thinking it was open to the public. These visits may have been during dinner or at bedtime and it was sometimes difficult to get visitors to leave. The Reverend Richard Townsend Carroll Peard was Rector of Trinity from 1979 until his death in 1991. He was the last Rector to live in the Rectory or, as it is now known, the Peard House. While historically churches in Virginia had provided housing for their ministers, these individuals began to realize they could purchase their own residence and build equity in the real property while serving a particular church. It soon became the practice for churches to provide a monetary housing allowance for their ministers and most began arranging their own living accommodations. The Reverend Mr. Peard was much loved by the members of Trinity and by the greater Upperville/Middleburg community. In May of 1992, the Vestry voted to relocate the church office to the Rectory and rename the building in memory of Richard Peard.

d. Bishop’s Quarters –

The Bishop’s Quarters is a small apartment attached to what was the garage of the Peard House. It was used to house visiting clergy on special occasions, in the Rector’s absence or whenever the Bishop made his annual visitation. The ground floor was a small living room, and the upstairs has a small kitchen, bedroom and full bathroom. This was very handy during a time when there were very few hotels or guest houses in the area and the roads were not conducive to high-speed travel as they are now. Currently, the downstairs area serves as the office for the Trinity Cemetery and the upstairs is used occasionally for guests of Trinity. The garage has become the Stable Tour office

e. Nursery –

One building that was physically moved is now called the Nursery, perhaps the oldest on the original parcel and still in use. Originally, this building was near the southwestern corner of the original church lot near Route 50. During construction of the current church and the parking lot, this building was moved to its present location just north of the Peard House. Here the building was renovated and became the residence for George and Connie Glaysher after he was hired as the Verger for Trinity. After George’s death, Connie moved into an apartment across the street and continued to give tours of the church until her health prevented her from doing so. The building was then used for the church offices and later two small offices were added to the west side to provide for increased staff needs. (Prior to this, the church office was in the basement of the parish hall, now Cox Hall.)

When the church offices moved to the Peard House in 1992, this building was used as meeting space until it was needed as supplemental space for the Piedmont Child Care Center. When the new Piedmont building was

built across Route 50, this space became the church nursery and meeting space as it remains today.

f. Boiler House

The stone Boiler Building is just behind and to the west of Cox Hall. This building houses two boilers supplying heat to the Church, Cox Hall and the Nursery. On the east side is a small storage area for hand garden equipment. Beside this area is an obsolete bathroom now used for storage.

g. Storage Building

To the west of the boiler house is a wooden frame shed housing the larger lawn equipment.

3. Keith House Parcel

a. Main House - The Keith House

This Trinity property just east of the Main Campus and currently serves the Trinity Church Thrift Shop. This house was purchased by Lucy and Isham Keith in 1956 and was their residence for over 20 years. Lucy and Isham could be seen walking across the lawn every Sunday morning on their way to church at Trinity.

Lucy Keith’s father was the Reverend Edward B. Burwell and had been a Rector of Trinity Church (1910-1931). When Isham died in 1979, they had no children and Lucy had such a fondness for Trinity that she gave her real property to Trinity, reserving life tenancy for herself. After Lucy Keith died in 1989, the house has been used as the Sunday School, housing for the Assistant Rector and the Interim Rector and now the Thrift Shop.

b. Brick Cottage

The Brick Cottage is located next to the Keith House and at one time was used as the kitchen for the property. In the 18th and early 19th Centuries, most large houses in the South were built with the kitchen in a separate building. The reasoning was two-fold; the kitchen was hot all day long for cooking and in the hot summers the heat was confined to the kitchen building and the main house could stay relatively cool and if there were a kitchen fire, the damage could be contained in the one building and hopefully not involve the main house. In most cases, the domestic staff lived upstairs so they could start the cooking process in the early hours of the morning.

When central heating with oil became available, the boiler was installed in this building with the hot water pipes running underground to heat the main house and an attached kitchen added to the rear of the main house.

When Trinity was given this property, this brick building was beginning to show its age and many of the bricks were sagging or completely failed. In 1991, Mrs. Mellon, employed a professional to assist her with art appraisals. She wanted to provide this individual with a place to stay for

an extended period during his employ, so she made an agreement with Trinity to renovate the brick building as a cottage for his housing during the next three years. This is when the brick building became known as the “Brick Cottage.”

c. Utility Building

Utility Building is associated with the renovation of the Brick Cottage. The renovation of the Brick Cottage from housing the boiler to a residence meant a new location was needed for the boiler. A new building seemed to fit the need and the hexagonal design is wooden frame with weatherboard siding. One half of the building houses the boiler, and the other half was designed for a utility room. The heat from the boiler is transferred to the main house via underground pipes. The laundry appliances serve the Brick Cottage.

d. Barn –

To the north of the Keith House along Lafayette Street, is a barn now used for storage and to garage the church’s tractor and other lawn equipment. Not so long ago, each house in the village had a barn to house the horse or horses used for everyday transportation and any other livestock necessary for feeding the resident family. This barn has been renovated and enlarged to suit its current uses, but it doesn’t take much imagination to see it with a stall and a horse’s head looking over the door.

e. Outhouse

The Outhouse to the north of the Keith House for many years served a very necessary function prior to the advent of modern plumbing. This building is unique in two ways: first, it is made of brick and the waste had to be removed in a box (often referred to as a “pan”) located under the building and second, it has three seats of various sizes to accommodate the most discriminating visitor.

4. Gulick House Parcel

a. Main House

The Gulick House across Route 50 from the main church campus has a connection to the retired Assistant Bishop of Virginia. The Rt. Rev. Ted Gulick was formerly the Bishop of Kentucky but was born in Fauquier County grew up near Catlett attending St. Stephens Episcopal Church. His grandfather owned the Gulick House at one time and the family eventually sold it to the Mellons in 1962. In 1986, the Mellons gifted the house and approximately 2.8 acres to Trinity. The Gulick House and south parking lot now are on that parcel.

b. Gazebo

The gazebo in the middle of the south parking lot. In the summer, it is not unusual to see someone standing or sitting in the shade of this building, resting before continuing their journey.

B. The Organ

The organ was built and installed by the Aeolian Skinner Organ Company of Boston, under Joseph S. Whiteford. The original instrument of three manuals and forty-three ranks of pipes was rebuilt and expanded to 55 ranks in 1996. From the George Glaysher book (updated in 2010)

Also in 1996, the rebuild by Irv Lawless included the addition of the “trumpet en chamade” in the back of the church. In 2018-19, a Tonal refinishing by Bard Wickkiser (curator of National Cathedral organ) and Larry Trupiano (curator of St. Thomas and others, NYC).

(A listing of the organ specifications is in Appendix A of the Glaysher Book.)

C. The 30-acre field north of the church campus donated by the Mellons

As time moves on, many in the congregation of Trinity Episcopal Church may not be aware of the how the church acquired the field which lies north of the church and includes a portion of the cemetery. Moreover, it is important to know the purposes and limitations that came with the gift of that field to the church.

In 1986, Paul Mellon acquired a large tract (289 acres) lying north and northeast of the church from Walter Skallerup, Jr and his wife. As was his practice, he placed conservation easements on the entire property to protect the property from intense residential development. Then, the Mellons approached the church about its need for additional acreage. The church welcomed the proposal to add property because it did not have enough space for future growth and a cemetery. In 1988, Paul and Rachel Mellon deeded 30.488 acres together with easements of access to the trustees of Trinity Episcopal Church. Much of the cemetery and the playground are located on that property as is the outdoor chapel in the northwestern portion and the septic field in the eastern portion. The property is bounded by stone walls on the east and north and generally Panther Skin Creek on the west. A major gas pipeline runs across the back portion of the field.

The deed of gift contained limitations on the use of the property. Specifically, the conveyance was made

“solely for its ecclesiastical purposes and not for any other uses not directly related to such ecclesiastical purposes. For the purposes of this deed

‘ecclesiastical purposes’ shall be deemed to include, in addition to sacerdotal purposes, Church schools and day care activities, a Church graveyard, religious retreats, sacred music and dramatical performances and the continued farming of the land including the introduction of horticulture, viticulture and silviculture. Should Trinity Episcopal Church use the land for other than such ecclesiastical purposes …. the land, with all improvements thereon, shall vest in and pass by

operation of law to The Andrew W. Mellon Foundation.” (Loudoun CountyDeed Book 614, pages 419-432)

Chapter III. Operations

A. Vestry

1. Qualifications:

a. Have a love of God and be committed to following Jesus Christ.

b. Be an active communicant at Trinity who has participated in stewardship of the spiritual and material life of the Church

c. Have a fundamental knowledge of the congregation, programs and governance.

d. Have a mutual relationship of trust and respect with the leadership of the Parish.

e. Have a capacity for leadership within the Parish and the larger Church community.

f. Be able to maintain confidentiality as needed.

2. Responsibilities:

a. Pray daily for the Rector, Vestry, congregation, and attend weekly worship.

b. Support Trinity Church’s Rector, staff, and programs.

c. Observe the canons of the diocese and national church.

d. Set goals and implement priorities for the upcoming year and beyond.

e. Formulate and manage the financial operations of Trinity Church.

f. Arrange for elections to the Vestry.

g. Oversee the physical plant and the grounds.

h. Maintain Vestry participation in and support for parish, regional, diocesan and national church programs and activities.

i. Handle its temporal business.

j. Incorporate new members into church life and help to equip and motivate all members for their ministries.

To fulfill these responsibilities theVestryhasestablishedvariouscommittees, eachwithaVestrymemberasliaisonunderthegeneralsupervisionofthe Wardens.

B. The Endowment History and Management

Trinity Episcopal Church has had the services of a parish led Endowment Committee since 1995. Created by resolution of the Vestry, it was initially charged with making recommendations to the Finance Committee to: (1) use a percentage of total return over the trailing 12 quarters for distribution; (2) change the investment strategy to increase equities and further reduce cash equivalents so that the Endowment would return enough to make distributions to the Vestry and also grow at a rate to keep up with inflation; and (3) establish a policy of distributing 4% to support the operating budget and 1% to be set aside to fund renovation and capital projects approved by the vestry.

In 2007-2008, the committee was reconstituted. The committee consolidated most of the fund accounts in one investment account at PNC, but retained management by the committee, hence the costs of management have been negligible. The committee also proposed a revised charter which was adopted by the Vestry. It retained the provision for distributions to the Vestry of 5 percent of the average balance over the trailing 12 quarters. Later, the withdrawal rate was reduced to 4 ½ percent in line with best practices. In October 2019, on the recommendation of the committee, the Vestry extended the period for calculating the average balance for the 2020 distribution to the trailing 16 quarters.

In 2021 this committee consisted of David Hartley, Chair and members, Guy Dove, Stanley Dees, Brad Gable, Hudnall Ware and Gina Hammond. The chair of the Finance Committee, the Senior Warden and the Rector served as ex-officio members. (Please note that David Hartley and Hudnall Ware resigned in August 2021 to avoid a conflict of interest with future actions of the committee.)

At this time, the Endowment fund has five sub-accounts, including the Music Fund (which the Endowment Committee invests, but is not considered part of the Endowment.) The proceeds of the General Fund (approximately 63%) are not restricted. Proceeds from the Mellon General Fund (approximately 15%) are restricted (by the terms of the will) to general operating expenses. Proceeds of the Mellon Repairs and Maintenance Fund (approximately 15%) are restricted (by the terms of the will) to repairs and maintenance of the church and campus. Proceeds of the Siebert Repair and Maintenance Fund (approximately 2%) are restricted (by the terms of the will) to repairs and maintenance of the church. (The church is not permitted to use the principal of these Mellon or Siebert funds.) Proceeds of the Repairs and Maintenance Fund (separate from the Mellon R & M Fund) (approximately 3%) are considered restricted to use for repairs and maintenance. As of December 31, 2021, these sub-accounts totaled $5,699,476.03, representing, for 2021, an increase of $596,772 from December 31, 2020, even after four quarterly draws totaling $185,000.

For the last several years, as Endowment Committee members have desired to retire, the Vestry has been considering getting a professional investment advisor. In 2021, an RFP (Request for Proposal) Committee consisting of Vestry members Daniel Leger and Chandler Van Voorhis, Treasurer, Gina Hammond, Endowment Committee members Guy Dove and Brad Gable, and the Rector (ex officio) issued an RFP to six firms. Five chose to respond. After an initial evaluation of the responses, two firms (PNC and the Trustees of the Funds- TOTF) were eliminated and the remaining three firms (Atlantic Union Bank, Truist and RBC) were each contacted by Zoom and asked to answer further questions. After considering these answers. the RFP Committee then made a final selection of Atlantic Union Bank. This recommendation was taken to the Vestry in a special meeting held on December 10, 2021 and approved.

Actions are now being taken to establish our new account at Atlantic Union Bank. A resolution and charter for a new Endowment Committee have been drafted by Stanley

Dees and were approved at the January 2022 Vestry Meeting. The new committee will consist of three voting at-large-members appointed by the Vestry, with the Treasurer serving ex officio. The at-large-members shall serve for terms of three years and may be reappointed for one additional three-year term. One of the members will be a member of the Finance Committee and all members should have some familiarity with investment of securities. Initially, the three at-large-members will be appointed for staggered terms of one, two and three years respectively, and the member appointed initially for a one-year term may be appointed to two additional three-year terms.

The church has a Gift Acceptance Policy and a Gift Acceptance Procedure that applies to Endowment Gifts. (See Section V.A.1). Generally, the church reserves the right not to accept gifts other than cash or securities easily converted to cash in order to avoid owning an asset that is difficult or expensive to manage. The church also reserves the right to not to accept gifts where the specified or intended purpose is not consistent with the church’s mission.

C. Stewardship

Our ministries here at Trinity have life and give life through the generosity of our members. Our gifts to Trinity Church enable us to walk with Jesus through our acts of pastoral care, worship and music, outreach and mission, Christian Formation, and hospitality and fellowship. We celebrate all those individuals and families who support the mission and ministry of Trinity Church. Each year we send over 300 stewardship letters to families listed in our parish directory.

There is a wide variation in the amount of an individual pledge. Some individuals tithe 10% of their income. Some offer more, others less. The top eighteen commitments contribute over 50% of our entire pledged amount. The decision as to what to give is a very personal decision. It needs to be offered in prayerful thanksgiving for the blessings we have each been given by God and by our desire to share in Trinity’s ministry to the needs of the congregation, the broader Upperville community and our mission outreach partners.

D. Timeline for Creating and Approving the Annual Budget

The following is the desirable calendar to follow to create and approve the Annual Budget.

1. September

a. The Finance Chair reaches out to the committee chairs for information regarding upcoming needs during the next calendar year.

b. The Treasurer begins to prepare a draft budget for the following fiscal year.

2. October

a. The Finance Committee reviews and edits the draft budget.

b. The Stewardship chair is apprised of the draft budget in preparation for the Stewardship Campaign.

c. The Endowment Committee makes a recommendation (based on best practices) of the percentage to be used in calculating the withdrawal from the endowment for the following year.

d. The Stewardship Campaign begins.

3. November

a. The Treasurer completes a draft budget and provides it to the Finance Committee for review.

b. The Finance Committee reviews the draft budget and recommends it to the Vestry for discussion.

c. The Finance Committee makes a recommendation to the Vestry regarding the health insurance plan selection for the following calendar year.

d. The Finance Committee makes a recommendation to the Vestry regarding the amount and rationale for the Diocesan Pledge for the following calendar year.

e. The Stewardship Campaign continues.

4. December

The Finance Committee reviews the Draft Provisional Budget that includes revisions based on the Vestry discussion in November. A recommendation to the Vestry is made.

5. January

a. The Finance Committee reviews the Actual Budget and makes a recommendation to the Vestry.

b. The Finance Committee reviews the End of Year figures for budget closure.

6. February

The Finance Committee Reviews the Financial Section of the Parochial Report and makes a recommendation to the Vestry.

7. March

The Finance Committee conducts routine business.

8. April

The Finance Committee conducts routine business. Often financial matters relating to the Stable Tour are discussed.

9. May

a. The Finance Committee Chair reaches out to the committee chairs for updates regarding expenditures and mid-year budget adjustments.

b. The Finance Committee often discusses financial matters relating to the Stable Tour.

10. June

a. The Finance Committee reviews the budget, considers mid-year adjustments, and makes a recommendation to the Vestry.

b. Preliminary discussions regarding the budget for the following year begin with the Wardens, Rector, Finance Committee Chair, and Treasurer.

11. July

a. The Finance Committee conducts routine business.

b. The Finance Committee reviews Stable Tour Expenditures and Income. The amount for Outreach is determined. A recommendation to the Vestry is made.

12. August

The Vestry and Finance Committees do not typically meet in August.

Chapter IV Other Church or Church-Related Institutions

A. The Cemetery and Trinity Church Cemetery Corporation

Trinity Episcopal Church did not have a cemetery until 1995. The genesis of the cemetery began with an approach by Paul and Rachel Mellon in 1986. Mr. Mellon’s parents, sister and first wife were buried on his farm and, realizing that the farm would be sold some day, he wanted a permanent location for those graves and future graves for his family. Moreover, he was planning a gift to the church of the 30 acres lying north to the church property.

The Rector established a cemetery committee in or about 1990. The committee proceeded with the multiple details including the rules governing cemeteries in Fauquier and Loudoun Counties, because the cemetery would occupy land in both counties. The committee also began studying the location, design, etc. and reviewed the proposals presented by representatives of the Mellons.

The committee was very active from mid-1991 through spring 1994. It worked carefully with the landscape architects retained by Mrs. Mellon to complete a design and reach an agreement on what the Mellons were willing to fund and what the church should undertake. (Money advanced by the church later was repaid by the Trinity Church Cemetery Corporation.) During this period, Mrs. Mellon’s contractors and employees undertook very significant earth moving primarily to fill in the deep ravine just north of the Bishop’s Garden. They moved the drain field far to the north, installed underground water and electricity, extended an access road and did the seeding. All of this was estimated as a contribution well in excess of $100,000, not counting the architects’ services. In addition, Mrs. Mellon agreed to plant the first phase of large trees and shrubs according to the approved landscape plan.

When the committee was ready to create a cemetery, it decided it would be appropriate to create a corporation to manage the cemetery. The primary reason was to create a legal entity separate from the church to give the cemetery operations a certain degree of independence and to protect the funds collected by the corporation. Those funds, primarily coming from sales of burial rights, will be required to maintain the cemetery in perpetuity.

Trinity Church Cemetery Corporation was incorporated in May 1994 as a not-for-profit corporation. The design, layout and surveying along with additional tree planting by the Mellons occurred in fall 1994-spring1995. The corporation adopted By-Laws (amended in March 1995) which specify such things as: who is entitled to be buried in the cemetery; directors and officers; limited nature of, and transfer or inheritance of burial rights; and the treatment of funds received. Burial rights are limited to members of Trinity Episcopal Church who have been active communicants and participants in the life

of the church including pledging or otherwise “known to the treasurer” for two years. (The directors may make exceptions for people who meet some but not all of these requirements in consultation with the rector and senior warden.)

The board of directors of the TCCC consists of six directors serving staggered terms. The board of the corporation nominates candidates, but the vestry elects the directors. This election should occur at the beginning of each year. The board of directors elects officers, and either they or a warden they retain are responsible for marking out plots for sales and burials.

The corporation also published Regulations which cover such topics as interments, limits on markers/memorials and care of sites. The Regulations reflect Mrs. Mellon’s stated desire to maintain the simplicity that is reflected in the church buildings and campus. The Regulations provide further details on purchase of burial rights and the nature, transfer and inheritance of burial rights. See Appendix 4.

The corporation began accepting applications for purchase of burial rights in May 1995. The cemetery was consecrated on July 9, 1995. In May 1995, the corporation applied for, and later received, status as a section 501 (c)(13) cemetery corporation. The corporation maintains two financial accounts: one holds the money paid for burial rights and is used for perpetual care; and the other receives contributions which are used for planting, landscaping and other special needs.

The funds available to the corporation did not permit the full development of the cemetery in the manner desired by the Mellons and the board of directors. Accordingly, the corporation asked church and family members for contributions over a period of several years. Approximately 50 donors responded including John and Reta Cook who were especially generous. Over several years in the first decade of the 21st Century, the corporation received contributions in excess of $200,000. The additional money permitted the corporation to construct the stone walls, improve the paths and do additional foundation planting.

The regulations associated with the Cemetery may be found in Appendix B

B. The Thrift Shop

The Upperville Thrift Shop was established in the 1980’s by an energetic group of Upperville residents. It was ably led by Bebe and Joe Bauer, with a threefold purpose: establish a place donors could deliver slightly used clothing and accessories, sell those items for a modest price and use the funds to support people in the community in need of temporary assistance.

While the Upperville Thrift Shop used the Trinity Church basement for its operations, it was an independent organization, run by volunteers from all the Upperville Churches and community. For more than 20 years, this organization performed outreach efforts throughout this area. By 2005, many of the volunteers became limited in their ability to

continue the great work of years past. The shop had also outgrown the space in the Trinity basement and other space options in the community were limited. In early 2006, the Board decided to re-organize under Trinity Church as the Trinity Church Thrift Shop. The shop in the church basement was closed and all the clothing and accessories were sent to Louisiana to help hurricane victims.

The Rt. Rev. Martin Townsend was serving as Interim Rector and using the Keith House as his living accommodations. He graciously agreed to move across the street to the recently vacated Gulick House and the newly organized Trinity Church Thrift Shop had a new home on the first floor of the Keith House. It has grown a great deal and now uses both floors of the house and continues an amazing outreach effort in the Upperville area. In 2021, the Thrift Shop Board was dissolved, and the members were invited to join the Outreach Committee. Proceeds from sales at the Thrift Shop now are deposited into the Trinity Church Outreach Checking Account. The Vestry allocates some of these funds to the Trinity Church Checking Account for Local Needs. Betsy Crenshaw, Trinity Church Administrative Assistant, receives requests for these funds. She can make payments for rent, utilities, housing, medical expenses, etc. in the amount of $500 or less. Requests for amounts greater than $500 require approval of the Rector. No individual may request assistance more than once every six months.

Chapter V Important Rules and Policies

A. Gift Acceptance Policy

This policy was adopted by the Vestry of Trinity Episcopal Church on September 21, 2016.

Trinity Episcopal Church solicits and accepts gifts and bequests that are consistent with its mission and that support its core programs, as well as special projects. The Church retains the discretion of whether to accept a gift or bequest depending on the nature of the gift, the stated purpose and any restrictions. To ensure the wishes of the donor are honored there is an approved form that the donor should fill out and submit with the gift.

1. Special Projects

A donor wishing to make a gift or bequest for a special project including a capital project (e.g., repair of a building) should confer with a representative of the Vestry to ascertain that the project is consistent with the Church's current plans and its mission. The Finance Committee will decide on how these funds should be invested pending the date for expenditure.

2. Types of Gifts/Bequests

The Church will accept donations of cash and publicly traded securities. Gifts of in-kind services will be accepted at the discretion of the Church. Certain other gifts, real property, personal property, non-liquid securities, and contributions for which the sources are not transparent will be reviewed prior to acceptance due to the special obligations or expenses of administration involved or the liabilities they may pose for the Church. A requirement with respect to gifts/bequests of real or personal property, if accepted will be permission for the Vestry to sell the property

a. Purposes and Restrictions

Gifts may be made to the Church for current operating expenses or for current or near-term capital projects. Gifts and bequests to the Endowment may be designated for general purposes or for repair and maintenance. If a gift or bequest is not so designated, the Vestry will decide whether to use the funds for current operations or to transfer the funds to the Endowment.

Gifts and bequests for other specific purposes must be approved by Vestry in consultation with the Finance and Endowment Committees, and should be of sufficient size (e.g., $100,000) to justify separate administration.

If otherwise acceptable, gifts and bequests may come with the limitation that only annual distributions from total return (currently 4.5% in 2016) may be made, with the principal preserved in the Endowment. For gifts and bequests not so designated, that practice of preserving capital will be followed except in cases of an extraordinary emergency.

Gifts directed to the Endowment will be invested approximately 30 days after the gift is received. At the end of that 30-day period the gift will be considered irrevocable.

Notes. Capital projects, including capital improvements, generally are projects which the Vestry intends to undertake within one to three years. Funds intended to support Maintenance and Repair will be added to that portion of the Endowment and the draw therefrom will be used by the Vestry for such purposes.

b. Bequests

If a donor plans to make a bequest in his or her will, a representative of the Finance Committee and/or Endowment Committee can provide guidance on the wording of the bequest.

The Church will provide acknowledgments to donors meeting IRS substantiation requirements for property received by a charitable institution as a gift. However, except for gifts of cash and publicly traded securities, the church will not ascribe any value to the gift.

The Church will respect the intent of the donor who desires to remain anonymous and will restrict information about the donor to only those staff members with a need to know.

This policy was adopted on April 20, 2016, by the Vestry of Trinity Episcopal Church.

B. Gift Acceptance Procedures

1. Purpose

These Gift Acceptance Procedures ( these "Procedures") provide guidelines for employees of Trinity Episcopal Church, Upperville, Virginia (the "Church"), as well as for members of the Church's Vestry, its Finance and Endowment Committees, and others authorized by the Church to assist it in soliciting and accepting gifts to the Church or its Endowment (the "Endowment"). The Procedures also provide assistance to potential donors who may be evaluating alternative strategies and structures for making gifts to the Church or the Endowment. The Procedures complement and supplement the Gift Acceptance Policy adopted by the Vestry in May 2016 (the "Gift Policy") and the related Statement of Gift or Intent to Make a Bequest (the "Gift Statement"). The Procedures do not apply to gifts to support the Church's annual stewardship program.

The Procedures cover gifts and bequests designated for current operating expenses, for near-term capital projects and for the Endowment. The Vestry intends that the Procedures be followed closely, but it recognizes that the specific steps described below may need to be modified in certain situations approved by the Vestry.

2. Soliciting Gifts

Each person soliciting gifts or bequests to the Church should be familiar with the Gift Policy, the Gift Statement, and these Procedures. The Gift Policy and Gift Statement should be furnished to each prospective donor. It is important that a donor planning a bequest in his or her will, or a distribution from his or her trust, use language that is consistent with these documents. The Church will, upon request, review wording

proposed by a donor to determine if it could prove problematic to the ability of the Church to accept the donor's gift. For prospective donors who are not members of the Church or may otherwise be unfamiliar with its practices - reference may be made to the Association of Fund-Raising Professionals' "Donor Bill of Rights". This document, though not official Church policy, reflects practices and procedures that are consistent with those that have been adopted and are followed by the Church

3. General Tax Implications

The Church has not authorized any of its employees or others involved in soliciting or accepting gifts on behalf of the Church or the Endowment to provide legal or tax advice to prospective donors. However, since most gifts to the Church should, if properly structured, be deductible for Federal and local income tax purposes, donors should consult their tax advisors to resolve any questions they may have with respect the deductibility of their proposed contributions.

4. Gift Review Process

Questions regarding gifts to the Church should be referred as follows:

 to the Vestry, in the case of gifts for current expenses or near-term capital projects, as defined in the Gift Acceptance Policy

 to the Endowment Committee, in the case of gifts designated for the Endowment.

For purposes of this review process, the term "gifts" includes bequests and distributions from trusts. The term "designated" refers to a donor's expression of intent that his or her gift be utilized for general operating expenses, a specific project (subject to the conditions of the Gift Acceptance Policy) or contributed to the Endowment. The term "restricted" refers to a donor's intent that only the annual draw from the gift to the Endowment be used for current expenses.

5. Undesignated Gifts

Any gift that is not designated for current operating expenses, a specific project, or the Endowment, shall be distributed in the following manner:

A gift in the amount of: shall be distributed:

Up to and including $25,000 100% to current operating expenses or a specific near-term project selected by the Vestry

>$25,000 up to or equal to $100,000 First $25,000 to current operating expenses or a specific near-term project selected by the Vestry; the balance split 50/50 between (a) current expenses or near-term projects selected by the Vestry, and (b) the Endowment

>$100,000

First $100,000 split 50/50 between current operating expenses/near-term projects and the Endowment; the balance split 10/90 between (a) current expenses/near-term projects, and (b) the Endowment.

The Church's Treasurer and the Chairman of its Finance Committee shall be promptly notified of all undesignated gifts greater than $25,000, and the Vestry shall determine the amounts to be allocated to current expenses and near-term projects, respectively.

6. Types of Gifts

The Church will accept gifts (including gifts designated for the Endowment) in the following forms, subject to the conditions described below. In order for the Church to provide written substantiation for gifts, donors should provide their names and addresses and any documentation they may require (in addition to documentation customarily provided by the Church) to document their gifts for income tax purposes.

a. Cash, Credit Cards and Checks

Undesignated gifts of cash or by credit card shall be accepted by the Church, regardless of their amount.

Undesignated gifts by check shall be accepted by the Church, regardless of their amount, provided that they are payable to the Church or the Endowment. A check payable to one or more individuals, including, but not limited to, the Rector, the Assistant Rector, the Treasurer, a member of the Vestry or an individual responsible in any capacity for the Endowment, should be returned to the donor for re-issuance in accordance with these Procedures.

Gifts in currencies other than U.S. Dollars should, to the extent possible, be reviewed in advance of their delivery to the Church with the Treasurer.

b. Marketable Securities

Readily marketable securities, such as those traded on a stock exchange, or government or corporate bonds, may be accepted as gifts to the Church.

For gift crediting and accounting purposes, the value of securities is the average of the high and low prices on the date of the gift. A gift of securities will normally be liquidated immediately. However, if the funds are designated for the Endowment, the Endowment Committee will decide whether to forward the securities to the custodian of the Endowment fund or arrange for sale of the securities and the transfer of the proceeds of their sale to the Endowment.

c. Non-marketable Securities

Non-publicly traded securities may be accepted only after consultation with the Vestry. Prior to acceptance, the Vestry will explore methods and timing of liquidation of the securities through redemption or sale. The Vestry will determine: (1) An estimate of fair market value; (2) Any restrictions on the transfer; and (3) Whether and when an initial public offering might be anticipated.

No commitment to repurchase closely held securities shall be made prior to completion of the gift of the securities.

d. Real Estate

Prior to acceptance, gifts of real estate will be reviewed and approved by the Vestry, since accepting and owning real estate may involve conditions and obligations that would be difficult for the Church to manage as well as expenses that could exceed the value of the property.

The donor is responsible for obtaining an appraisal of the property to substantiate his or her contribution. The appraisal should be performed by an independent/professional agent, and the cost of the appraisal shall be borne by the donor. The value of the gift is the appraised value of the real estate less any costs incurred by the Church to acquire and sell the property.

The appraisal should be based on a personal visitation and internal inspection of the property by the appraiser. Whenever possible, the appraisal should show the documented valuation of comparable properties located in the same area.

The appraisal should contain photographs of the property, its tax map number, its assessed value, the current asking price, a legal description of the property, its zoning status, and complete information regarding all mortgages, liens and other encumbrances on the property, as well as any litigation and title disputes affecting the property.

The Vestry shall have the right to require an environmental assessment of the property.

The property should be transferred to the Church or the Endowment prior to the time when a formal offer or contract to purchase the property is made.

The donor may be asked to pay all or a portion of the following:

 Maintenance costs;

 Real estate taxes;

 Insurance;

 Real estate broker's commission and other costs of sale;

 Appraisal costs; and

 Environmental assessment costs.

Prior to acceptance, the Vestry will explore methods and timing of liquidation of the investment, including, but not limited to:

 An estimate of its fair market value;

 Any restrictions on the property's transfer; and

 Any concerns of the Trustees of the Church regarding the ownership and sale of the property.

e. Life Insurance

A gift of a life insurance policy must be referred to the Vestry prior to acceptance.

If the policy is a paid-up policy, the value of the gift to the Church, or the Endowment, as the case may be, is the policy's replacement cost.

If the policy is partially paid up, the value of the gift is the policy's cash surrender value.

f. Tangible Personal Property

Any gift of tangible personal property shall be referred to the Vestry prior to acceptance. Such a gift need not be accepted if the property is considered by such committee to be inappropriate for ownership by the Church, or if (in the judgment of such committee) the burden of holding or selling the property outweighs the benefits of the gift.

A gift of tangible personal property shall be assessed for the value to the Church or the Endowment that may be realized by selling the property or using it in furtherance of the Church's core programs or special projects.

The Church shall have the right to have its own qualified outside appraisal done either for insurance or resale purposes before accepting the gift. The cost of such appraisal shall be borne by the donor. The donor is responsible for obtaining his or her own qualified appraisal in order to claim a charitable tax deduction in excess of $5,000.

g. Deferred Gifts

Deferred gifts to the Church or the Endowment may be made through a testamentary or a life-income arrangement, which means that they are arranged now and fulfilled later. A personally tailored planned giving program can assure maximum impact from gifts for both the donor and the Church or the Endowment.

The following is a brief description of the most popular vehicles that donors may use to implement deferred giving:

Charitable gift annuity: a contract between the donor and the Church in which cash, stock and other assets are exchanged for an agreed-upon income for life.

Charitable remainder trust: transfers of assets to a trust. The assets are subsequently transferred to the Church or the Endowment after the death of the last beneficiary. The donor retains a fixed or variable income for life.

Retained life estate contract: the donor agrees to transfer a deed of real property to the Church or the Endowment. The donor reserves for him/herself and/or someone else the right to reside in and/or use the property for life.

Charitable lead trusts: transfers of assets to a trust, providing income to the Church or the Endowment for a period of years, after which the assets revert either to the donor or to someone designated by the donor.

Neither the Church nor the Endowment shall function as an executor (personal representative) for a donor's estate. If a Church staff member or any other person affiliated with the Church serves as a personal representative of a donor, he or she will do so in a personal capacity and not as an agent of the Church or the Endowment.

7. General Rules

All information obtained from or about actual or prospective donors shall be held in confidence by the Church and the Endowment, their respective staffs and volunteers. The name, amount and/or conditions of any gifts shall not be disclosed without the express prior written approval of the donors and/or beneficiaries.

The Church and the Endowment each reserves the right, it its sole discretion, to decline any gift that does not further the mission or goals of the Church. In addition, gifts that could involve an administrative burden or cause the Church to incur costs that it considers to be excessive or unreasonable may be declined. These Gift Acceptance Procedures, together with the Gift Acceptance Policy and the Statement of Gift or Intent to Make a Bequest, replace and supersede all previous documents dealing with this subject matter. While they are intended to be comprehensive, the Vestry recognizes that they may not cover all matters that may arise in connection with a planned or completed gift to the Church or the Endowment. Any questions or other issues that are not clearly covered by these documents should be referred to the Vestry for guidance and resolution

8. Gift Acceptance Form

See next page

Statement of Gift or Intent to Make a Bequest to Trinity Episcopal Church, Upperville VA

I. Gifts for Operating Expenses or Current or Near-Term Capital Expenses

We intend to make a gift to Trinity Episcopal Church , Upperville VA in the amount of $ (cash) or (shares of stock); no Later than _______________(date).

(Please check the appropriate box)

The gift is undesignated. The gift may be used for any purpose the Vestry deems appropriate.

The gift is designated for the following current operating expense: **

The gift is designated for the following current or near-term capital project”: **

** Please coordinate with the Vestry and the Finance Committee on what is an appropriate and feasible operating expense and/or current or near-term capital project.

II. Gifts and Bequest to the Endowment (Please check appropriate box)

We intend to make a gift to Trinity Episcopal Church , Upperville VA in the amount of $ (cash) or (shares of stock); no Later than _______________(date).

We intend tomake a bequest in my/our willor a distribution from mytrust to Trinity EpiscopalChurch, Upperville VA in the amount of $_______________ or as a percentage designation of the estate % (Please check the appropriate box)

The gift or bequest will be designated to the general, unrestricted fund in the Endowment

The gift or bequest will be designated to the repair and maintenance fund in the Endowment

I/We further designate that: (Please check appropriate box)

The gift is unrestricted. The Vestry normally will use only the annual draw but may utilize portion s of the principal to meet emergencies

The gift is restricted. My/Our gift or bequest to the Endowment will be invested and only the annual draw from total return may be used.

Signature(s)

Name 1 (Print)

Name2 (Print)

Address Address Signature Signature

Date Date

(Please check the appropriate boxes)

I/We wish for my/our gift to remain anonymous

I/We have read the accompanying " Gift Acceptance Policy" dated 5/18/2016

C. Policies Relating to Spending Authority and Purchasing Procedures

(Original Adoption Date: July 16, 2003; Revision Date: April 19, 2017)

1. Spending Authority

a. Purchases Up to One Thousand Dollars ($1,000)

o The Rector, Assistant Rector, Parish Administrator, Director of Music Ministries, Director of Family Ministries, Administrative Assistant, Volunteer Coordinators, Sexton and Chairs of Committees may approve spending of up to One Thousand Dollars ($1,000) for the acquisition of goods and services included in the annual budget without Vestry Approval.

o The Building and Grounds Chair may approve expenditures up to Two Thousand Five Hundred Dollars ($2,500) for the acquisition of goods and services included in the annual budget without Vestry Approval.

o All purchases for goods and services which are not included in the annual budget, or costs which exceed budgeted amounts, must be approved in advance by the Vestry.

b. Purchases in Excess of One Thousand Dollars ($1,000)

o The Vestry is responsible for the pre-approval of any spending in excess of One Thousand Dollars ($1,000), except for Building and Grounds Expenditures. For Building and Grounds expenditures, the Vestry is responsible for pre-approval of any spending in excess of Two Thousand Five Hundred Dollars ($2,500).

o In the event that an emergency purchase is required, and the Vestry is unable to meet, the Sr. Warden will conduct a vote via email and give the Vestry members at least 8 hours to respond. If an email vote is not feasible, the Sr. Warden may approve said purchases at his or her discretion.

o **Note: The spending authority does not apply to expenditures from the Rector's discretionary fund.

2. Competitive Bids

 To ensure that the Church receives the most competitive bids, any expenditure request over Two Thousand Five Hundred Dollars ($2,500) must be accompanied by three (3) competitive bids or show a reason why three (3) potential vendors are not able to provide the goods/services required, in which case two (2) bids are required. The bids will be reviewed by the Rector or Committee Chair and presented and voted on by the Vestry.

 The Building and Grounds Committee can request Vestry approval of expenses between Two Thousand Five Hundred Dollars ($2,500) and Ten Thousand Dollars ($10,000) without getting multiple bids.

 Projects in excess of $10,000 normally require 3 bids but can be approved with fewer bids depending on available time, and with Vestry approval.

3. Approved Suppliers

In an effort to identify key suppliers to help support Trinity Church, there will be a list of approved suppliers. This list is intended to help in the sourcing activities of the Church but does not preclude the competitive bidding process outlined above. The list of approved suppliers will be reviewed and updated by the Parish Administrator, Buildings

& Grounds Chair, and the Junior Warden by the end of January of each year. The updated list will be attached to the Spending Authority policy and filed in the Church Office.

4. Written Contracts

Any agreement for the supply of goods or services that requires a written contract or written supply agreement must be reviewed and approved by the Vestry prior to signature.

5. Signature Authority

Any written contract approved pursuant to these policies may be signed by the Rector or Senior Warden, or in absence, the Junior Warden or the Treasurer

Chapter VI Trinity Episcopal Church Activities

A. Our Service Now Begins

In the body of Christ, we each have been given unique gifts. It is our hope that, by reading these pages, you will be able to match your gifts, interests, experience, and available time with some of the opportunities for service outlined herein. Our gifts can change during our lifetimes. Even if you have been deeply involved in certain ministries for years, this booklet invites you to broaden your participation by considering other opportunities for service.

We ask you to prayerfully consider the many wonderful opportunities for ministry described herein. We encourage you to come and join your sisters and brothers in Christ in the work God has given us to do. We humbly invite you to accept the love of God revealed in Jesus Christ and then put that love to work.

(Please note that some of the activities listed are currently not being held due to pandemic restrictions. We hope to restart these as soon as it is safe to do so.)

B. Worship & Study Opportunities

Worship and Study provide us with the opportunity to know God more fully. Weekly options include:

Sundays, 8 AM, Rite I – in the Church

Sundays, 9:15 AM - 10:15 AM- Adult Forum - Cox Hall

Sundays, 10 AM – 11:30 AM, Children’s Sunday School – Cox Hall

Sundays, 10:45 AM – 11:15 AM – Youth One-Eighty – Children’s Chapel

Sundays, 10:30 AM, Rite II – in the Church

Wednesdays, 10:30 AM - 11:45 AM - Bible Study – Peard House

Wednesdays, Noon, Rite II – in the Church

Adult Forums and Children’s Programs are not held in the Summer.

C. The Worship Committee

The Worship Committee consists of the chairs of each of the following committees: Acolytes, Altar Guild, Flower Guild, Music, Ushers, Lay Readers, Lay Eucharistic Ministers (Chalice Bearers), Lay Eucharistic Visitors, and Healing Ministers. In addition, the Junior and Senior Wardens serve as members ex officio.

The purpose of the Worship Committee is to coordinate the efforts of the many ministries that contribute to the whole of our Worship at Trinity Church.

1. Acolytes

Our main responsibility: To assist clergy during worship at Trinity Episcopal Church, for the Glory of God.

Types of Activities:

 Light the altar candles before service

 Lead the procession of the choir and altar parties into worship

 Participate in the procession for Children’s Chapel

 Assist the priest at the altar during the Holy Eucharist

 Lead the recession of the choir and altar parties after the service

Training required: Provided, graciously, with continuous assistance by the Acolyte Trainers

Hours:

Sundays, 10:30 a.m. Holy Eucharist Service

Calls are made weekly (to acolytes) to determine scheduling for the upcoming service.

2. Altar Guild Ministry

Mission Statement:

To reverently prepare our Lord’s Table for worship

3. Lay Eucharistic Ministers (Chalice Bearers)

Lay Eucharistic Ministers assist the Rector in the distribution of the Holy Eucharist during worship services. Two are assigned to each 10:30 A.M. service, and one is assigned to each 8 A.M. service.

There are no formal meetings for Lay Eucharistic Ministers, however, there is usually one annual meeting with the Rector, with the objective of standardizing procedures.

The time commitment includes arriving 20 minutes early to vest for worship, to light candles, to pray with the Rector, and staying after worship to assist, as needed.

Service as a Lay Eucharistic Minister is open to all who experience a call to serve in this capacity. Interest should be expressed to the Rector. Training and practical mentoring will be provided.

4. Flower Guild

Mission Statement:

The ministry of the Flower Guild is to assist in beautifying our worship space at Trinity by providing seasonal floral arrangements.

What we do:

The Flower Guild is a group of dedicated and devoted volunteers who have the responsibility for the arrangement and placement of flowers for regular worship and special services within the church.

Helpful skills and training:

No specific skills are necessary to be part of the Flower Guild. Current members are eager to share their knowledge and artistry with new members and are always willing to pass along their experience and skills to others. No training or prior experience is required. A desire to learn, and a love for reverently arranging natural beauty is encouraged.

Time Commitment:

The Flower Guild is divided into teams (currently 7). Each team is scheduled to arrange flowers every seventh week. The arranging and cleanup take 2 3 hours. The Flower Guild is an ideal way for members of our congregation to become involved in a ministry at Trinity, particularly if members are unable to commit more than a few hours of their time every couple of months. In addition, the Flower Guild usually holds an informal gathering of its members once per year.

Number of people needed: New participants are always welcome.

5. Lay Eucharistic Visitors

Lay Eucharistic Visitors are a group of people who feel a calling to bring the Eucharist from the church to parishioners who are homebound. Lay Eucharistic Visitors leave church directly following the worship service with the sacred elements of bread and wine.

Training is involved, and, upon completion, a certificate will be obtained from the Diocese to allow you to serve. If you feel called to be Lay Eucharistic Visitor, or want to learn more, please contact the Rector.

6. Lay Readers

The Lay Readers, or Lectors, read the scripture readings appointed for each Sunday from the Revised Common Lectionary. They also lead the Prayers of the People.

At the 8 o’clock Rite I service, there is only one Lector who reads the first reading, leads the antiphonal reading of the Psalm, reads the second reading, and leads The Prayers of the People. During the 10:30 Rite II service, there are two Lectors. The first Lector reads the first reading and leads the antiphonal reading of the Psalm. The second Lector reads the second reading and leads The Prayers of the People. Lectors are also needed for special services, for example, special liturgies offered during Holy Week.

The Lectors are assigned to various Sunday services by the Parish’s Administrative Assistant, in consultation with the Rector. An optimum number of Lectors would allow for participation by a variety of Lectors with some periodicity.

Preparation includes studying the passages that precede and follow the assigned reading and researching the correct pronunciation of proper names. An annual

meeting of Lectors is usually scheduled to review and to standardize procedures, to review the use of the microphone, to address the correct approach to the lectern, etc. An ability to project one’s voice is important.

Anyone who feels called to serve as a Lector should discuss his or her interest with the chair of the Lay Readers.

7. Ushers

The Ushers are often the first representatives of Trinity Church who greet visitors to Trinity. Their responsibilities include:

 Smile, and greet the congregation as they arrive for worship. Make people feel welcomed.

 Distribute worship bulletins and assist people in being seated in preparation for worship.

 Collect the offering.

 Usher the congregation to and from the Holy Eucharist at the high altar.

 Cleanup the church following the service.

Ushers can expect to be scheduled for service approximately once every two months. Training is provided for anyone interested in joining the Usher team.

8. Healing Ministry Mission Statement:

To listen, love, and pray for all those who come seeking the healing ministry of Jesus Christ.

What We Do: We provide two types of prayer ministry:

Intercessory Prayer

Intercessory prayer is prayer for others. A prayer intercessor is one who takes the place of another or pleads another's case. One study Bible defines intercession as "holy, believing, persevering prayer whereby someone pleads with God on behalf of another or others who desperately need God's intervention."

Intercessory Prayer Sessions are held weekly. At this time, we pray for the parish prayer list, the prayer cards submitted by the congregation and others we know to need prayer.

Healing Prayer

Healing prayer is praying for those who are sick or in need of healing by bringing them into the healing presence of Christ so that they can be healed and reconciled to God. We pray using Jesus Christ as our model. However, healing prayer ministers do not heal, God does the healing. Our job is to listen, love and pray with those in need, to be God’s hands in the world and to be a conduit for His healing power.

Healing may be sought for disease and injury, physical or emotional pain, memories or loss, generational issues, depression, anger, despair or any other physical, emotional or spiritual problems. Scripture reminds us that our time on earth is finite and that we all will die. Thus, 'healed' is not synonymous with 'cured'. When a healing does occur, it may or may not include a cure.

Healing prayer is offered in two ways:

 Altar Ministry – healing prayer is offered in the small chapel during designated services on Sunday following communion.

 For those with private, complex or serious problems, special appointments may be requested with Prayer Teams trained to minister through in depth-prayer sessions.

Skills or Training Needed: An interest in healing, willingness to serve and active listening skills are helpful. All members are required to participate in a training period.

Time Commitment: The time commitment varies, but, in general, it requires about an hour a week after the initial training. During the training period, it requires about 2 hours per week.

Members Needed: New members are always welcomed. If you feel called by God to enter this holy ministry, please contact the chair.

D. Adult Christian Education Committee

Mission Statement:

It is our mission to provide opportunities for the Holy Spirit to enrich the Parish’s faith through communal study to love God and our neighbors more fully.

What we do:

The committee is responsible for all Adult Christian Education at Trinity Church. It develops long-range plans for the future growth of the Christian Education program, and it seeks out appropriate speakers for the program. The committee is primarily responsible for the Sunday morning Adult Forums and for the Lenten Series, which is a weekly series of dinners and lectures or discussions during Lent. The committee also oversees the Christian Education budget.

Training/Skills: Training is not required, however an interest in and a commitment to Adult Christian Education is important.

Approximate number of people needed: Eight to twelve.

E. Youth Ministries Committee

Mission Statement:

Youth ministry is vital to the spiritual health of Trinity Church. Through this relational ministry, we seek to nurture the faith of our youth, guide them in becoming followers of Jesus Christ, and send them out into the world to live transformed and transformative lives

What we do:

 We support the ministry by prayer, fellowship, and the volunteering of time.

 We meet to talk about yearly programing planning including our Youth Group Meetings, Mission Trips, Shrine Mont Retreats, and Youth Sundays.

Skills helpful to success or training required

Most importantly is experiencing a “call” to serve and participate in the spiritual growth and formation of the youth of our church.

All persons who wish to volunteer to work with youth on overnight and off campus trips must attend the Diocesan “Safeguarding God’s Children” Sexual Misconduct Prevention Training. This training is usually three hours long and can be arranged for anytime.

Time commitment:

We value your time as much as you do, so this committee meets bi-monthly and usually for an hour to an hour and a half. The committee participates as co-leaders with the Director of Family Ministries, as needed, during regularly scheduled two-hour Youth Group meetings. For those interested in serving as chaperones for off-campus trips, time commitments vary from 2-7 days.

There is no maximum number of members needed for this committee and it is our hope that all parents feel welcome to come and share their feedback and offer their time as a volunteer.

F. Children’s Chapel

Mission Statement: “Same Gospel, different vocabulary.”

What we do:

We conduct a children’s liturgy. This allows parents to focus on the Sermon/Homily and the prayers without sacrificing the children’s worship experience. The children can then focus on their own Homily and prayers.

Children’s Chapel takes place every Sunday, September June, during the 10:30 a.m. worship service. Chapel procession begins during the sequence hymn, and the children rejoin their families for The Peace.

Volunteers are welcome to be lectors, preachers, musicians, and shepherds.

Parents are always welcome to observe and share in this experience. The service is designed for children, but all are welcome.

If you’re enthusiastic, patient, creative, and have a love for children, we’d love to have you help.

G. Outreach Committee

Mission Statement:

Our mission is to provide financial support to organizations that enhance and enrich the lives of people in need.

What we do:

Our outreach efforts assist a wide variety of projects in the local and worldwide communities and are led by the Rector and our Outreach Committee, a group of volunteer church members. Outreach funding is dispersed through a monthly review process managed by the Outreach Committee. Proposals may be submitted to the Outreach Committee by any organization or individual with a Trinity Church parishioner as sponsor (for more information, see the Outreach Submission Guidelines on the website: www.trinityupperville.org/Outreach/). Examples of projects funded recently include MAP International, Helping Haitian Angels, Seven Loaves, A Place to Be, Kairos Prison Ministry, and the Windy Hill Foundation.

In addition to responding to the proposals we receive, Trinity Outreach sponsors many other efforts, including, Tree of Life, The Trinity Thrift Shop, ESL (English as a Second Language), the Community Music School of the Piedmont, The Trinity Hunt Country Stable Tour, and the Trinity Christmas Auction.

The Outreach Committee meets on a regular basis to review proposals received.

New members are welcome.

1. English as a Second Language (E.S.L.)

E.S.L. provides an opportunity for Spanish-speaking people in the greater Upperville area to learn English, enjoy fellowship, and be nourished by a dinner. The program is funded through Trinity’s Outreach Committee, which allocates funds to pay for a teacher and supplies.

In addition to providing funding, Trinity makes Cox Hall available to serve as a venue for this activity. A host from Trinity greets the students and facilitates their coming together. The host/host also arranges for volunteers to provide a very simple supper for approximately 10 students each week. Examples of the food served include bread, salad, soups, a casserole, fried chicken, frozen lasagna, cookies/brownies, etc.

The ESL lessons are offered during the academic year, September through June. Lessons are suspended during the summer, as the students are often working during the longer daylight hours.

The scheduled time for ESL is Tuesday evening, from 6 – 8 PM. Food may be dropped off on either Sunday or Monday. Some people who deliver food choose to stay on and be part of the class; others deliver the food and leave. Either approach is perfectly welcome.

Providing food for E.S.L. is a great way for someone to be involved and to serve the Outreach of Trinity Church without having to make a long-term commitment. It is an extremely rewarding way to practice the ministry of hospitality. A sign-up sheet is available in Cox Hall.

2. Food Closet

Trinity maintains a Food Closet in the basement of Peard House offering a supply of non-perishable food items for the benefit of people who need assistance with providing for their families during tough economic circumstances.

Members of the congregation can serve in several ways. The most obvious way people can help is by donating non-perishable food. Canned fruit and vegetables, canned meats and fish, pasta and spaghetti sauce, soups and stews, small sacks of sugar and flour, vegetable oil, rice, instant mashed potatoes, cereal, canned milk, healthy snacks, peanut butter and jelly, soap, toilet paper, toothpaste, etc. are all welcome.

Volunteers are also needed to monitor the inventory, restock and to arrange the pantry to keep it looking attractive and in good order.

3. Thrift Shop

The Trinity Church Thrift Shop is one of the oldest and most successful outreach ministries of the church.

The shop is in the Keith House, across the side street from the Upperville Post Office on the east side of the church campus. The shop’s inventory comes from donations from the congregation and from local residents. Donations are received on Wednesdays and are sorted and displayed to be sold on Saturdays.

Volunteers are needed to sort, and another set of volunteers are needed to sell. Sorters tend to work weekly. The volunteers who perform the selling function on Saturday rotate this responsibility on a schedule that calls for them to work approximately one Saturday morning every six weeks.

When the church receives requests for financial assistance by local residents, the Church’s Administrative Assistant reviews the request. If valid, she may make payments up to $500 to help with rent, utilities, car payments, etc. Requests for more than $500 require approval of the Rector. Checks are never issued directly to the person in need, but to the power company, the doctor’s office, the proprietor, etc.

The Thrift Shop always welcomes volunteers to sort, to sell, or to serve.

4. Tree of Life

Mission Statement: “To reach out to the poor and needy in our community with the love of Jesus Christ

Tree of Life Ministries (TOL) is a collaborative effort of like-minded Christian churches to impact the poor and needy. Both the journey of life and the Tree of Life begin with Jesus Christ in that He alone said: “I have come that they may have life and have it to the full.” (John 10:10)

In 2008, Purcellville Baptist Church in Loudoun County Virginia committed to set aside the first 10% of all annual giving to meet the needs of the poor. From that decision, Tree of Life Ministries was born and subsequently registered as an independent 501c(3) nonprofit organization in 2012.

Trinity Church now provides a meal six times a year for 50 people. The meal is prepared in Cox Hall and then transported to Purcellville where it is served. A typical meal consists of protein (Chicken or Fish), rice casserole, green beans, corn bread and dessert. The meal is cooked on Thursday afternoon. Parishioners can help with the cooking, prepare cornbread and cookies, and help with serving. A Biblical Proverb teaches that "hope deferred makes the heart sick, but a longing fulfilled is a Tree of Life." Our desire within Tree of Life is to rally the Christian community to help fulfill those longings while constantly affirming that the source of real hope is Jesus Christ.

5. Hunt Country Stable Tour

The Stable Tour is a parish-wide fundraising event held annually on the Saturday and Sunday of Memorial Day weekend.

Co-chairs and their respective committee members meet monthly from September through May to plan the details of the tour. The entire congregation is invited to volunteer during the actual tour days. The proceeds generated from the Stable Tour are deployed to fund the many outreach ministries of Trinity Church.

All types of wide-ranging skills are helpful to the success of the Stable Tour. Some people will encourage farms to participate, solicit underwriting donations, conduct tours of the church, sell tickets, park cars, describe equestrian activities, design collateral printed materials, and practice the ministry of hospitality. A parish celebration is held on Sunday evening as an expression of thanks to all who have volunteered. This celebration is a wonderful example of our coming together in Christian community.

Approximately 150 volunteers are needed per day to ensure the success of the Stable Tour.

6. Christmas Auction

The Christmas Auction is held each year typically on the first Sunday in December.

The purpose of the Auction is to generate funds to support the ministries of Trinity Church.

Typically, two co-chairs are needed for the Auction event. Their work consists of soliciting contributions for the live and silent auctions, cataloging the offerings with descriptions and values, preparing advertising materials, and coordinating the efforts of other volunteers. In addition, many volunteers are needed to help with set-up, display, take-down, check-out, acquisition, and publicity.

Helpful skills include a strong organizational ability, the ability to create attractive displays, mindfulness in cataloging, being able to visualize the potential in an acquisition, skill in streamlining a check-out procedure, a sense of humor, and a resilient smile.

If you are interested in working on the Christmas Auction, please make yourself known to either of the co-chairs or to the Parish Administrative Assistant.

H. Parish Life Committee

Mission Statement:

To keep the members of Trinity Church engaged by supporting programs of the church with enthusiasm and providing opportunities for interaction among parishioners. We strive to be welcoming, inclusive and dynamic.

Committee:

We have at least 8 members and meet once a month to review monthly activities and to plan for new ideas.

Activities include:

 Coffee Hour Coffee hour is an important opportunity for members of Trinity Church to interact and enjoy conversation and fellowship. In this day and age of technology, it is the one place where people of all ages have an opportunity to interact. Parish Life encourages parishioners to volunteer for Coffee Hours and will fill in where there are gaps. We encourage all members of Trinity to participate as hosts for Coffee Hour at least twice per year.

 Activities Fair The Parish Life Committee helps to set up for this important kick-off event in the fall of each year. It is a time when parishioners have an opportunity to gain experience about the programs and opportunities for service at Trinity Church.

 Pancake Supper The Parish Life Committee is responsible for decorating Cox Hall on Shrove Tuesday in preparation for the Mardi Gras pancake supper.

 Newcomers Coffee Hour held typically during the winter months, this occasion makes it possible for Newcomers to become acquainted with one another and to meet the staff and Vestry of Trinity Church.

 Lent During the Lenten season, Parish Life arranges for a simple supper to be served in Cox Hall in conjunction with the Lenten program.

 Agapé Supper Parish Life arranges a light meal for parishioners who attend the Maundy Thursday Worship Service.

 Easter Coffee Hour all members of the parish are invited and encouraged to bring refreshments for the Easter Sunday coffee hour, however, the Parish Life Committee coordinates the volunteers for food, set up, and clean-up.

 Trinity Tables Annually, each Fall, members of the congregation may sign up to be part of a Trinity Tables group. The Parish Life Committee assigns each individual/couple to a random group with the goal of incorporating new members with older members. The Groups all meet for a common pot-luck dinner to start the year. Then each “Table” decides how often and where they will meet during the year. Members typically take a turn hosting the rest of the group for a meal and/or another social event.

I. Managing Our Financial Resources

1. Finance Committee

The Finance Committee serves to help to advise the Vestry on the prudent stewardship of Church funds. The committee supports the Treasurer, who collaborates with the committee to establish a preliminary annual budget. This recommended budget is forwarded to the Vestry, who refines, approves and implements the budget. The Finance Committee frequently advises the Vestry on the financial implications of initiatives being considered and serves as an ongoing checkpoint to ensure financial procedures and processes are being properly applied.

The committee’s positive working relationship with the Vestry is critical to Trinity’s successful operation. The committee normally meets once a month. There are typically 5-10 members of the Finance Committee, including the Treasurer, the Rector, and a member of the Vestry. There are two primary subcommittees of the Finance Committee: Endowment and Planned Giving. These subcommittees both strive to ensure the long-term financial strength of Trinity by working to preserve and to grow the Church endowment. They regularly consult with the Finance Committee but are separate groups.

2. Stewardship Committee

The Stewardship Committee is responsible for a year-round effort to educate the congregation in our responsibility to exercise the many facets of stewardship. As we grow in our understanding, we come to realize that all we have comes from God. We will one day be accountable for how we used our resources to serve God during our lifetimes.

For ease of discussion and programming, we at Trinity have divided the stewardship year into four quarters:

The Stewardship of Treasure – Each autumn we prepare materials for the stewardship “packets” and commitment cards are mailed to Trinity’s members and friends. Individual thank you notes are written to every person who makes a commitment to Trinity Church.

The Stewardship of Creation – This occurs in the winter season of Epiphany and Lent. Adult Forum Speakers address our responsibility to take care of our planet.

The Stewardship of Time and Talent – This emphasis takes place in the Spring and dovetails well with This emphasis takes place in the Spring and dovetails well with Trinity’s most ambitious volunteer effort, the Hunt Country Stable Tour.

The Stewardship of the Sabbath – In the summer, we acknowledge our responsibility to follow God’s example set forth in creation (“On the seventh day, God rested”). The Stewardship of Sabbath also reminds us that just as at least one-tenth of our finances belong to the Lord, so also does one day of each week. We are to rest in the summer, but not to rest from our responsibility to participate in worship.

It is most helpful for Stewardship Committee members to have a working knowledge of the scriptural teachings of the Old and New Testaments on stewardship and a willingness to communicate these teachings either in the spoken word or in print. If you would be willing to share your experience collaborating with volunteer groups or teaching the congregation about ways to conserve the planet's limited resources, please contact the Rector, the Adult Education Committee, or the Stewardship Committee.

3. Endowment Committee

In 2022, Trinity Church placed its Endowment Funds into the care of Atlantic Union Bank’s Wealth Management Services. This required the formation of a new Endowment Committee. This Committee shall consist of three voting at large members appointed by the Vestry, and the Treasurer serving ex officio. The at large members shall serve for terms of three years and may be reappointed for one additional three-year term. One of the members should be a member of the Finance Committee and all members should have some familiarity with investment of securities. Initially, the three at large members should be appointed for staggered terms of one, two and three years respectively, and the member appointed initially for a one-year term may be appointed to two additional threeyear terms.

Decisions by the Committee require an affirmative vote by two of the at large members.

The Committee shall meet quarterly to review the performance of the new advisor and manager and the performance of the endowment funds. The Committee shall hold an annual meeting in October at which time it will make a recommendation to the Vestry of the maximum amount to be withdrawn for use by the Vestry in the following calendar year.

The Committee shall report to the Vestry and coordinate with the Finance Committee, providing reports on the performance of the Endowment funds at least quarterly and minutes of its meetings.

The annual withdrawals or distributions shall be based on the application of a percentage to balance calculated as an average of the balances over the sixteen (16) prior quarters. The percentage will be set by the Vestry based on a recommendation by the Committee. The current practice is that the annual withdrawal does not exceed 4.3%, and, absent an emergency, the annual withdrawal shall not exceed 5%.

In monitoring and supervising the performance of the advisor and the fund, the Committee shall direct the advisor to conform to prudent investment practices appropriate for investments in endowments of comparable size by charitable institutions.

The chair of the Committee and the Treasurer are authorized to communicate with the advisor/manager with respect to the performance, instructions, requests for information and requests for periodic distributions all in accord with decisions by the Committee, and where applicable, approved by the Vestry.

Anyone wishing to contribute either talent or a contribution should contact the Chair of the Endowment Committee.

4. Planned Giving Committee

The Planned Giving Committee was formally established in 2011 with the mission to increase Trinity’s endowment. This is being accomplished primarily through the establishment of The Meade Society, a legacy organization which accommodates individuals who wish to include Trinity Church in their estate plans. Individuals who join The Meade Society are making bequests that reflect their values, priorities and gratitude for God’s blessing, while encouraging Trinity’s continued role in supporting and enhancing the lives of others. The Committee also accepts direct contributions to the Endowment corpus.

There are currently five members of the Planned Giving Committee, including the Rector, and this group is expected to continue to grow and evolve. Members of the Planned Giving Committee contact other members of Trinity about their potential interest in making current and/or future gifts and work with them to facilitate an appropriate bequest.

J. Music Ministries

Music Committee Mission Statement:

It is our mission to enable and to encourage all members of the parish to share in the experience of glorifying God through music; to teach together the skills of music and the practices of faith; and to build the body of Christ through worship, rehearsal, outreach, and fellowship using music as an instrument of God’s peace.

Trinity’s music program is committed to a ministry where people of all ages and experience can come together in a nurturing, supportive environment to practice the skills of music and the ways of faith.

The church has excellent acoustics and is an inspirational place to sing. The organ is a 55 rank Aeolian-Skinner pipe organ which is ideal for accompanying a wide variety of sacred music styles. Our current music program continues to build on a long tradition of great music with hopes of further perfecting our praises and nurturing each other.

1. Junior Choir

Children are introduced to the fundamentals of pitch and rhythm as they begin to develop their singing voices. They also learn the basics of worship practice as they prepare to sing in church occasionally. Discovering a joy in singing is the primary goal.

Ages: 4 years through 2nd grade.

Rehearsal: Wednesday 4:30 5:00 P.M. Peard House.

2. Choristers

This choir is designed to correspond with the Choristers Guild (the national organization of children’s choirs). Children continue to develop their vocal sound as well as skills in music reading and singing in parts. This group attends Choristers Guild events and sings in church once each month.

Ages: grades 3 – 8.

Rehearsal: Wednesday 5:00 5:45 P.M. Peard House.

3. Chancel Choir

The Chancel Choir is the focal point of our ministry of music, providing offertory anthems and congregational leadership each Sunday for the 10:30 AM worship service. In addition, we present special music services and a large choral work periodically through the year. Group vocal development, musical interpretation, worship practice, and spiritual growth are all emphasized.

Rehearsals are Thursday from 7 – 9 P.M. Sunday morning warm-up takes place at 9:15 A.M.

All are welcome. Some musical experience is helpful, but not essential.

4. Handbell Choir

The adult handbell choir plays a variety of traditional handbell music, as well as accompaniments to choral anthems and congregational singing. This is done using our 4-octave set of Schulmerich Handbells. The handbell Choir participates in worship approximately once per month.

Rehearsals are Tuesday from 7:15 – 8:30 P.M.

All are welcome. The ability to read music is helpful, but not essential.

K. Stewarding our Buildings and Grounds

1. Buildings Committee

The Buildings Committee strives to assure the preservation of the Trinity buildings in a manner that inspires all people who behold this place to recognize the glory of God.

The committee’s activities involve a close working relationship with our Sexton to direct efforts for the upkeep of our facilities. The Committee is also responsible for keeping a long-term strategic plan current.

The committee also undertakes initiative-taking efforts to reduce energy consumption, assure safety, upgrade appearance and efficiency, and assure the long-term preservation of Trinity’s magnificent physical campus.

TheGroundsCommitteeisresponsibleforall landscapingactivitiesassociatedwith our campus. This includes trees and shrubbery around our buildings and the care and maintenance of our Outdoor Sanctuary.

The Committee annually retains the service of an Arborist. Any plantings done are also first approved by the committee.

Persons with an interest in horticulture and management of long-term plantings should contact the committee chair.

2. Garden Guild Mission:

To beautify and maintain and/or provide oversight for the landscape of Trinity church. This will involve the planning of all enhancements, to include removal of any materials, for the landscape.

The vestry is looking for recommendations. A plan needs to be developed, with appropriate cost estimates for preparing the planting areas, securing the plantings, installing the plantings and finally, maintaining the resulting gardens. Just as parishioners have helped with the watering of the plantings in the outdoor sanctuary, we will need to develop a crew to water, fertilize and weed the resulting installations.

Anyone interested in horticultural activities is invited to join the Garden Guild.

L. Communications

The Communications Committee is a new committee at Trinity. Its responsibility is to provide clear messaging to both the church family and the larger community of the programs and services available at the church.

The Committee has responsibility for seeing that all material on the church’s website and in articles printed in community publications is accurate and complete.

The Committee is also responsible for oversight of all virtual services and educational offerings. As soon as newly approved equipment is placed in the church, the committee will ensure that individuals are instructed in its use. In the future, it is hoped that services can be viewed as live-streams on the internet.

M. Office Volunteers

Occasionally, volunteer help is needed in the church office when the staff are either out of the office or occupied with meetings. Activities include a willingness to answer the telephone, deliver messages, and direct visitors to the Food Closet, etc.

It is especially important that Office Volunteers be cheerful, helpful, and able to maintain confidentiality.

Anyone interested in helping in the church office should contact the Parish Administrator.

N. Photography

Trinity is a very busy place. Photography is one way to document the many activities and service opportunities in which we engage. Photos are used for the Genesis and eGenesis, the Trinity website, the bulletin board in Cox Hall, the Annual Report to the congregation, the annual Stewardship Packets, Stable Tour publicity, and the creation of scrapbooks that depict a visual history of life at Trinity Church for posterity.

Anyone who enjoys taking photos is most welcome. Volunteers should make themselves known to the Parish Administrator.

O. Vestry

The Vestry is a 12-member body elected by the congregation during the annual meeting. Vestry members serve for a three-year term; four new members are elected each year to replace the four members whose terms expire each year.

The Vestry normally meets on the third Monday evening of each month (except August) to pray for the church, direct the various ministries of the church, assist the Rector in leading the parish, and to consider the matters

The qualifications for Vestry members include:

 Have a love of God and be committed to following Jesus Christ.

 Be an active confirmed communicant at Trinity who has participated in the stewardship of the spiritual and material life of the church.

 Have a fundamental knowledge of the congregation, its programs and governance.

 Have a mutual relationship of trust and respect with the leadership of the Parish.

 Have a capacity for leadership within the Parish and the larger Church.

 Be able to maintain confidentiality as needed.

The Responsibilities of Vestry members include (but are not limited to):

 To pray daily for the Rector, the Vestry, the congregation, and to attend weekly worship.

 To support Trinity Church’s Rector, staff, and programs.

 To observe the canons of the diocese and the national church.

 To set goals and to implement priorities for the upcoming year and beyond.

 To formulate and manage the financial operations of Trinity Church.

 To formulate and manage the financial operations of Trinity Church.

 To arrange for elections to the Vestry.

 To oversee the physical plant, the buildings and the grounds.

 To maintain Vestry participation in and support for parish, regional, diocesan and national church programs and activities.

 To manage the church’s temporal business.

 To welcome new members into the life of Trinity Church.

 To equip and to motivate all church members for service in the many ministries of Trinity Church.

 Members of the congregation who feel called to serve on the Vestry should make themselves known either to the Rector, or to any member of the Vestry serving his or her third year.

Chapter VII Church Staff

A. Assistant Administrator

The Administrative Assistant is responsible for the volunteer operations of Trinity and for working closely with the Parish Administrator to aide in the efficient functioning of administrative duties. Good oral and written communication skills and an ability to work in conjunction with Vestry committees are essential. A commitment to seeing that the institution of the Church runs smoothly and cooperatively with staff and volunteers is necessary. As a faith-based organization and place of Christian worship, the post-holder will be expected to share these beliefs, join in the spiritual life of the church and work actively to support our ministry and vision.

This position requires an exceptional degree of professionalism and the ability to work in an ever-changing environment, where multi-tasking, self-motivation and discretion are essential.

The following provides the job duties of the Administrative Assistant broken into the time of day/year that the activity is required:

1. Daily

 Picks up mail at the Upperville Post Office and distributes to appropriate parties

 Welcomes all visitors to the church office and assists as necessary

 Ensures that telephone calls are answered politely and efficiently during office hours and promptly respond to electronic mail

 Shepherds visitors making use of the Food Pantry, daily from 9:00AM-2:00PM

 Serves as liaison with and assists chairs of Vestry committees and heads of the various guilds as needed

 Abides by the By-Laws and Policies and Procedures of Trinity Church and the Canons of the Diocese of Virginia and the National Church

2. Weekly

These duties can normally be done on any day of a work week except as noted in parentheses

 Supervises the weekly nursery attendants including keeping track of hours worked

 Prepares the Weekly Sunday Bulletins (with graphic assistance from the Parish Administrator); folds and puts inserts into the weekly bulletins (Completes by Friday or earlier if Friday is a holiday);

 Attends Staff Meetings and helps coordinate events in the ongoing activity of the parish

 Coordinates volunteer assistance for staff, Vestry committees and church services:

o Secures resources to handle telephone answering, mailings, etc. needed when staff are away, or a committee needs assistance with its activities

o Develops recruitment, orientation, and training sessions for lay ministers

o Monitors volunteer and staff satisfaction continuously

o Evaluates programs and volunteers annually

o Recruits volunteers using special notes, newsletter, telephone and word of mouth

o Serves as liaison with Vestry committees to be aware of the need for volunteers

o Assists in developing and instituting new areas for volunteer involvement

o Ensures members can become involved in church activities and projects with a minimum of barriers

o Assists in creating an atmosphere in which the volunteer experience is positive and rewarding

o Compiles a list of member talents to draw upon

o Assists in planning, organizing and implementing volunteer recognition events

 Maintain the volunteer schedule for lay service participants including acolytes, lay readers, lay Eucharistic ministers, oblation bearers, and ushers; Vestry plate collection counters; coffee hour hosts; volunteer office staff and Thrift Shop volunteers.

 Send weekly reminders electronically or by phone to volunteers scheduled to serve in the above listed capacities; for lay readers includes the weekly readings.

 Manages Thrift Shop donations; helps secure weekly volunteers to staff shop on Saturday mornings.

 Receives requests for community assistance (to be obtained from the Rector’s Discretionary Fund or from Thrift Shop proceeds); brings requests to the attention of the appropriate source, the Rector in the former instance and Thrift Shop Board in the later, and document the disposition of those requests

 Initiates orders for office, parish life, altar guild and ministry supplies on a timely basis.

 Maintains calendar for usage of Church Van

 Helps represent the parish in the activities of the community, region, diocese and national church

3. Monthly

 Prepares Calendar for the Church Newsletter

o Produces monthly except for a combined July-August Newsletter

o Schedules workload to ensure document is mailed by the first of each month

 Collects hours from part-time non-salaried employees for normal duties, as well as special reimbursement amounts to salaried staff for weddings and funerals and calls them into the Church’s payroll vendor

4. Yearly Seasonal Events

 Organizes the annual Activities Fair; serves as liaison with lay and staff chairs of the various committees

 Attends meetings of the Worship Committee, Stable Tour Committee and Christmas Auction Committee

 Assists with the Christmas Auction to include:

o receiving donations

o assisting the auction chairs

o accepting payments

o assisting parishioners in collecting purchased auction items not previously collected at the auction.

 With the Stable Tour Committee, oversees the running of Stable Tour to include:

o meeting with the chairs and full committee

o communicating between farm owners, vendors, ad purchasers and the chairs

o placing orders for Port-a-Potties, police coverage, etc.

 Parish Retreat – Currently held at Shrine Mont in October

o Interfaces with Chair(s) to establish schedule for Genesis/e-Genesis notices and other correspondence

o Maintains records of payments received from attendees

 Prepares input for the Annual Report summarizing activities undertaken during the year

 Publication of the Parish Directory

o Helps collect updated data for the directory

o Provides “proofing” support during preparation of the document

 Parish Retreat – Currently held at Shrine Mont in October

o Interfaces with Chair(s) to establish any purchases needed to support the retreat

o Maintains records of payments received from attendees

5. As Required

 Wedding and Funeral Support

o Promptly notifies staff members when a death is reported

o Obtains special paper for printing of bulletins, as needed

o Alerts the Flower Guild Chair of event and notifies the chair of the Flower Guild team that will be preparing the arrangements

o Ensures necessary documents and journals are prepared for signature and placed in the sacristy prior to the ceremony

o Acts as Church Wedding Coordinator (and if faced with a schedule conflict, obtains another coordinator for the event)

B. Bookkeeper

This is a contracted position. The Bookkeeper is responsible for managing church finances and financial business processes. This includes processing weekly offerings and other forms of income, payment processing, and bill payment as well as oversight of purchasing, expense reimbursement, check request, petty cash, and payroll processes.

Responsibilities include:

 Receive, count, enter, and deposit weekly tithes and offerings received via weekend services, mail, online, stock transfer, etc.

 Receive, review, record, and pay bills and other expenses as directed.

 Plan for upcoming expenses and manage cash flow as required to meet the operational needs of the church.

 Manage purchasing, expense reimbursement, petty cash, check request, and other financial business processes.

 Manage payroll for church staff ensuring funds are transferred and payroll data is entered each pay period.

 Establish and manage bank accounts as the church’s business needs dictate.

 Produce and distribute quarterly and annual general and building fund giving statements.

 Interface with the Auditors, as required.

C. Director of Operations & Communications

The Director of Operations and Communications is charged with the business functions of the church operations, including supervising and facilitating the day-to-day administrative operations of the church in close cooperation with the Rector, the staff, and the Officers and Vestry of the church. Additionally, this person will have the opportunity to increase and enhance Trinity’s online communication and presence through our website, the Church Life platform and social media.

Below is a summary of the duties of the job.

1. Accounting/Financial

 Annual Pledge/Stewardship Campaign: Enters all pledge information into parish data base and exports into reports as needed. Informs the individuals responsible for writing the thank you notes, and files records.

 Annual Gifts to church or Endowment outside of pledge: Records, acknowledges with letter; informs appropriate parties (Stewardship Chair, Finance Committee Chair, Treasurer); appropriately files records (in accordance with policies established by the Finance Committee and approved by the Vestry.)

 Invoices: Creates all invoices including wedding, funeral, memorial flowers, etc.

 Expenses: Reviews and appropriately codes and classifies all bills/ invoices and check request forms; requests appropriate staff, committee chair, or warden to review and approve a bill/invoice or to fill out check request form as necessary; promptly submits all approved bills/invoices and check requests to the bookkeeper for payment.

 Annual Service Contracts (Mainly B&G and IT/Phone): Reviews contracts with appropriate committee chairs, negotiates needed changes and renews, as appropriate.

 Annual Budget: Assists in the preparation of the annual budget (and revisions, as needed) with Finance/Treasurer; prepares and submits budget requests for General Administration categories.

 Invoices: Reviews invoices for appropriate supporting documentation and approval; reviews prepared checks for correctness and adequate signatures.

 Annual Audit: Arranges timeframe with Auditing firm; is available to answer any questions and provide necessary information.

 Reports: Using QuickBooks, generates reports, as needed, for committee chairs, Treasurer, and Vestry.

2. Communications

 Online and Print Communications: Prepares all online and print communications, including weekly and monthly newsletters, church bulletins and special announcements, with assistance from staff.

 Content Calendar: Creates, maintains, and coordinates content calendar (social media and website) to ensure weekly and monthly content is provided by responsible party (Music Director, Committee Chairs, Fundraising Chairs, Rector).

 Website: Oversees website content and updates, some of which may be done

by a 3rd party vendor.

 PushPay/Community Builder: Oversees content and administration of PushPay/Community Church Builder for community engagement, events, and stewardship campaigns.

3. Office Operations

 Software Subscriptions: Oversees purchase and renewal of all software subscriptions, including Microsoft 365, ACS, PushPay, Constant Contact, website hosting and QuickBooks.

 Supervision: Supervises the work of all support staff to ensure they work productively and perform their responsibilities. ; coordinates annual staff reviews in conjunction with the Rector.

 Records Management: Maintains all office files and operation manuals of the church, ensuring updates as needed; ensures all vendor contracts are maintained.

 Human Resource Administration: Oversees all aspects of Human Resources, including administration of employee benefits, i.e., health care enrollment, retirement plan contributions, and pension benefits; tracks and maintains records of employee leaves of absence.

 Vestry Support: Supports the Rector and Wardens in preparing monthly vestry meeting materials and maintains records of meeting agendas and minutes.

 Interfaces with the Rector: Provides assistance including but not limited to, coordination of his schedule, preparation of correspondence, and filing and record keeping; maintains confidentiality, collaboration, and consistent communication with the Rector. Serves as Executive Assistant to the Rector

 Church Records: Maintain Church Records and Parish Register (Baptisms, Weddings, Burials); coordinates preparation and filing of Annual Parochial Report to the Diocese:

 Building Usage and Maintenance: Works with the Building and Grounds Committee and Sexton to ensure rental properties, building grounds and facilities are maintained, including working with contractors, venders and serving as liaison to tenants.

4. Yearly/Seasonal Events

 Fundraising Events: Supports the Administrative Assistant and designated chairs with the Stable Tour, Christmas Auction, and other fund-raising events:

 Stewardship Appeal: Supports the Stewardship Committee with preparation of documents and parish mailings regarding stewardship.

D. Director of Music Ministries and Organist

The Director of Music Ministries will enable all members of the congregation to share in the experience of glorifying God through music. The Music Director will teach both the skills of music and the practices of faith in all of Trinity's music programs. This position will be responsible to build the Body of Christ through evangelism, mission and fellowship with music as a tool of the Gospel.

Essential Duties and Responsibilities include:

 Incorporate new members into the music programs and help to equip and motivate 
all members for their ministries.

 Work with the Rector to enable people of all ages to learn and live our faith.

 Serve as director of the senior choir, bell choirs, and children's and youth choirs or supervise the Music Intern if they are assigned to one of these roles.

 Develop new musical groups and/or programs as appropriate.

 Direct congregational singing.

 Organize special music programs and parish events.

 Serve as organist

 When necessary, work with an ad-hoc organist selection committee to make a recommendation to the Rector for the position of a part-time organist.

 Supervise the Section Leaders and Music Intern. Recommend replacements as necessitated by vacancies.

 Participate in weekly staff meetings.

 Meet weekly with the Rector.

 Administrative duties as required.

 Help represent the parish in the activities of the community, region, diocese and 
national church

 Make provisions for fellowship and pastoral care opportunities for those involved in 
music ministries.

 Provide annual budget input.

 Abide by the by-laws of the parish.

E. Sexton

Provides general yard work and minor maintenance for the total church facility, maintains equipment used in good repair, provides building security and heavy cleaning of buildings.

Essential Duties and Responsibilities include:

 Outside duties include mowing, trimming, weeding and general churchyard cleanup and maintenance, including lawn and garden maintenance of the Keith House and Gulick House and mowing of paths in the Outdoor Sanctuary.

 Additional outside duties include: , snow removal in the winter consisting of plowing parking areas, clearing steps, making paths, removing snow accumulation from bushes, etc. In the early spring, cleanup of winter storm damage, fertilizing, pruning and replanting, as directed. Fall requires leaf pick-up and tying bushes to protect them from snow damage.

 Inside duties include locking and unlocking the church and other buildings daily, routine maintenance in the church and auxiliary buildings, including changing light bulbs in the chandeliers in the church and parish hall.

 Additional inside duties include setting up the Church for special services and the Parish Hall for meetings, dinners, and special events then returning rooms to normal prescribed settings after event.

 Make a preliminary check of the facilities each working day. Check the heat and/or air conditioning to see if in proper working order, any small 
maintenance and/or repairs needed are noted, i.e., leaks, electrical problems, broken 
panes of glass, etc. and any housekeeping problems noted. These are reported to the 
Parish Administrator and coordinated for repair.

 Read instructional materials and follow maintenance schedules provided by the supervisor and keep all maintenance records.

 Position requires work on Sunday and some Saturdays. This would include making sure the church is ready for services on Sunday, turning the lights on, removing any trash on hand, straightening the pews and making sure the heat or air-conditioning is

on and working. Saturday requires cleaning up after special events such as weddings and funerals.

 Occasionally required to assist with heavy housekeeping chores such as cleaning, stripping and waxing of floors, washing windows and removal of trash, working in 
conjunction with the Housekeeper.

 Maintains an inventory of custodian supplies.

 Perform other duties as assigned by supervisor or the Rector.

 Abide by the by-laws of the parish.

F. Housekeeper

Provides housekeeping services the total church facility, maintains equipment used in good repair, provides additional support to special events. This is a part-time position.

Thedutiesareasfollows:

 Tuesdays-Housekeepingeffortsareconcentratedonthechurchbuilding: vacuumthe church; pulloutanyleafletsleftbehind in pews; dustallwood surfaces,i.e., children's table, altarrails, tableatbackofchurch; wipeoutwindowsandgrillswithadamprag and/orvacuum cleaner; sweeporscrub,asneeded,thestairwellleadingtothebasement; cleanallbathrooms, includingmirrorsanddownstairs hallway; scrubhallway downstairstwo-threetimesayear,oras needed; and seethatalltrashisremovedfrom rooms.

 Wednesdays & Thursdays - Housekeeping efforts are concentrated on Cox Hall: the upstairs, including kitchen and the bathroom, downstairs and the Nursery.

 Kitchen: - On a weekly basis the floor and stairwell leading to the basement are to be scrubbed; counter tops wiped off; and cabinet fronts, refrigerator and window wells all cleaned and wiped off. Once a month scrub trash cans and tops , outside with the hose, weather permitting; and scrub cabinet fronts. Inside of cabinets need scrubbing and straightening approximately once every six months. Defrost the freezer, as needed.

 Bathroom: This receives a good cleaning every week. Once a month, or more if needed, clean trash cans and tops and wash off fingerprints on doors, walls, etc. Mirrors are done weekly.

 Large Room - clean floor, wash as needed. Clean and straighten coat rack and stairwell, including window well.

 Nursery: The Nursery needs to be vacuumed, straightened and trash removed weekly. The bedding in the cribs should be washed and replaced. The bathroom and kitchen area cleaned with disinfectant. All tabletops and windows wiped clean with disinfectant.

 Saturdays - Housekeeping efforts are concentrated on the office (Peard House). All rooms are to be vacuumed, dusted and floors damp-mopped weekly. The kitchen floor in the office needs to be scrubbed weekly and the cabinet tops straightened and cleaned with disinfectant. Front steps and back porch area need to be swept clean. All four bathrooms (sinks, toilets and floors) are to be cleaned and mopped with disinfectant cleaner. The apartment should be vacuumed and dusted periodically on an as needed basis.

Appendices

A. Trinity Episcopal Church By-Laws (as amended June 2021)

1. ARTICLE I - ADOPTION AND AMENDMENT OF BY-LAWS

These By-laws were adopted by the Vestry of Trinity Episcopal Church, Upperville, Virginia, at a meeting on July18, 2007, and agreed to by the Congregation at its annual Parish Meeting held in October 2007. They are intended to facilitate the conduct of the Church' s affairs in conformity with the Constitution and Canons of The Episcopal Church in the United States of American and the Diocese of Virginia.

These By-laws may be amended by the Vestry as it deems necessary or useful for the better conduct of the Church's affairs or to reflect changes in the National or Diocesan Canons without the need for approval by the Congregation, except that no change may be made to any By-law setting out the number of Vestry members, their terms of office, or the mode of their election without the approval of the Congregation at a regular or special congregational meeting. These bylaws were amended at a special congregational meeting held June20, 2021 to change the date of the annual meeting and extend the current terms of office of the existing Vestry by three months.

2. ARTICLE II - ELECTION AND ORGANIZATION OF VESTRY; CALL OF CONGREGATIONAL MEETINGS

Section 1. Composition of Vestry;Terms. The Vestry shall be composed of twelve members who shall hold office for a three-year term, or until their successors have been elected and qualified. At the October 31, 2020, Vestry meeting, a motion was approved to change the Vestry terms of office to run annually from February 1 – January 31. All current Vestry members agreed to extend their terms an additional three months to achieve this cycle. Four of the twelve members shall be elected each year. No Vestry member who has served a full three-year term, or over one-half of such a term, shall be eligible for re-election to the Vestry until after one year from the completion of his or her service.

Section 2. Annual Meeting; Election of Vestry. The election of Vestry members shall take place at the annual congregational meeting to be held each January at a time and place to be designated by the Vestry; except in extraordinary circumstances, the meeting shall be held in the Parish Hall or the Church, Notice of the meeting and the election shall be given in Church during services and by mail or other adequate means to all qualified voters in the Parish at least 30 days prior to themeeting.

At least 10 percent of the qualified voters of the Parish shall constitute a quorum for the election and the conduct of other official business. The Rector shall preside at all meetings of the Congregation, except that at the Rector's request or in the absence of a Rector, one of the Wardens may preside or, in their absence, a Vestry member selected by the Vestry.

B-1

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Section 3. Voting - Eligibility; Process. All adult communicants in good standing registered in Trinity Church shall be eligible to vote at the election of Vestry members and at all congregational meetings.

Voting shall be by ballot in person, and there shall be no absentee voting or voting by proxy. No election shall be valid unless the participating qualified votes number at least 10 percent of the number of active communicants qualified to vote. The Vestry may appoint three persons to function as judges at the Vestry elections, whose duties shall be to oversee the process and to determine the qualifications of the voters and the eligibility of persons for nomination as Vestry members. Election shall be by plurality vote; should a tie vote take place; further ballots shall be held until sufficient candidates are elected. In any necessary subsequent ballot, votes shall be cast only for those persons tied on the first ballot.

Section 4. Candidates for Vestry - Eligibility and Nomination. Only Lay persons who are confirmed adult communicants in good standing registered in Trinity Church shall be eligible for election to the Vestry. The Vestry shall establish annually a nominating committee composed of the outgoing members of the Vestry and, at the Vestry' s discretion, up to three additional members from among the qualified voters of the Congregation. The committee may name one of its members as chair. The committee shall present the Vestry with a list of at least one candidate for each vacancy to be filled at the election, and the Vestry shall notify the Congregation of the nominees and see that suitable background information on each nominee is furnished to the Congregation not later than thirty days prior to the election.

After the list of nominees has been presented by the Vestry, additional nominees may be added to the list up to fifteen days prior to the meeting by written recommendation to the Register by 10 qualified voters of the Parish. The recommendation shall contain information relating to the nominees' qualifications, participation in congregational activities, and willingness to serve if elected. As soon as practicable thereafter, the Vestry shall furnish the information to the Congregation.

Section 5. First Meeting; Qualification of Newly Elected Vestry. As soon as practicable after the election, the new Vestry shall assemble and organize at such time and place as the Rector shall appoint, or, if the Rector does not act within a reasonable time, at such time and place as may be designated by any two Vestry members, with the Rector and the other Vestry members being notified. Each new Vestry member shall qualify by subscribing to the following declaration and promise: "I do believe the Holy Scriptures of the Old and New Testament to be the Word of God, and tocontain all things necessary to salvation; and I do yield my hearty assent and approbation to the doctrines, worship and discipline of The Episcopal Church; and I promise that I will faithfully execute the office of Vestry member of Trinity Episcopal Church, in Region XIII in the County of Fauquier, according to my best knowledge and skill." No person shall function as a Vestry member until this declaration and promise has been subscribed to.

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Section 6. Election of Officers. The new Vestry shall elect a Senior and a Junior Warden from among their members and a Register and a Treasurer, who need not be members of the Vestry. The Wardens, the Register, and the Treasurer shall hold office for a term of one year and may be re-elected. All the officers shall continue in office until their successors have been elected and qualified.

Section 7. Vestry Meetings: Role of Rector. The Rector shall have seat, voice, and vote and shall preside at all meetings of the Vestry. In the absence of the Rector, or at his or her request when present, the Vestry may elect a substitute presiding officer, in which case the Rector will continue to have seat, voice, and vote. If the Church is without a Rector, one of the Wardens, or in their absence a Vestry member elected by the Vestry, shall preside.

Section 8. Vestry Meetings: Quorum and Procedures.

(a) Regular meetings of the Vestry shall be held each month from September to June. All meetings are subject to the Rector's call, but should the Rector fail to call a meeting when requested to do so by two Vestry members, such Vestry members may themselves call a meeting, giving at least three days’ notice of the time and place to the Rector and each other Vestry member. Any six of the elected members of the Vestry shall constitute a quorum. All Vestry meetings shall be open to qualified voters of the Congregation unless specifically closed by the Vestry (as, for example, for the discussion of personnel issues), but attendees may not participate in the discussion except at the specific invitation of the Vestry. Each meeting shall be opened with one or more collects and the Lord's Prayer by the Rector or other presiding person or a person appointed by the presiding officer.

(b) In order to act quickly on non-contentious motions that require Vestry approval, resolutions may be passed by email vote subject to the following requirements and conditions: (1) the motion must be proposed by the Rector or the Senior or Junior Warden and must be clearly presented in full written form; (2) the votes returned must represent a quorum of the Vestry, and a majority of the votes received must be Yes votes in order for the motion to pass; (3) all votes shall be sent "reply all" with one of four responses: Yes, No, Abstain, or Discussion Needed; (4) receipt of one or more Discussion Needed votes will terminate this email voting procedure, and no further action shall be taken on the motion until it is presented at a regular or specially called meeting of the Vestry; (5) The Register shall summarize and report the results of any email vote in a separate section of the minutes to be approved at the next Vestry meeting.

Section 9. Vacancies: How Created, How Filled.

In case of a vacancy in the Vestry, the remaining members may elect a qualified member of the Congregation to fill the vacancy until the next annual congregational meeting, at which time the vacancy shall be filled. In addition to death or resignation, the following actions of any Vestry member may, after due warning by the Rector, the Wardens, or the

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Vestry, be deemed to create a vacancy, which shall be declared by resolution of the Vestry:

(a) Failure to qualify within 60 days of election; or

(b) Failure to continue as a communicant in good standing; or

(c) Continued failure to attend the meetings of the Vestry without adequate excuse; or

(d) Neglect to perform faithfully and diligently the duties of Vestry members enumerated in the Canons or these By-laws.

Section 10. Special Congregational Meetings. In Addition to the annual meeting of the Congregation for the election of Vestry, other meetings of the Congregation may be called by the Vestry or, if they decline to do so when requested, by ten qualified voters of the Congregation after at least ten days’ notice of the time, place, and purpose of the meeting have been given on an occasion of public worship or by other adequate means to the Rector, each Vestry member, and the Congregation. Any such meetings shall be conducted in the same manner as the annual meeting held for the election of the Vestry, except that voting by ballot need not be required.

3. ARTICLE III - DUTIES OF VESTRIES, WARDENS, AND PARISH OFFICERS

Section 1. Role of the Vestry in Call of Clergy. The Rector of the Church shall be elected by the Vestry, with the advice of the Bishop and in compliance with the Canons of the General Convention. Any assistant ministers of the Church, by whatever name they may be designated, shall be selected by the Rector subject to the approval of the Vestry and in accordance with the Canons. The Rector's authority, duties, and other terms of employment shall be as set out in the Canons, supplemented by the Church's agreement with the Rector.

Section 2. Duties of the Vestry. Each Vestry member shall support the programs of the Church and continuously encourage the Congregation to support and give generously to the support of the programs of the Church; and each Vestry member shall personally extend a hearty welcome to newly baptized, confirmed, received, or transferred members of the Congregation.

The Vestry shall properly support the Rector and see that his salary is paid in full and with regularity, together with the pension premiums and other obligations due from the Church; annually review the Rector's compensation in keeping with the published guidelines of the Diocese; and make all necessary provision for Church music, with the advice and consent of the Rector, and subject to his control.

The Vestry shall advise the Diocese by November 30th each year of the percentage of its annual disposable income that will be shared with the Diocese in support of Diocesan programs and remit the resultant sum to the Treasurer of the Diocese in regular installments. The Vestry and the Rector shall be jointly responsible for submitting to the Bishop by February 1st each year a parochial report for the year ending the preceding December 31st

•

The Vestry, as the constituted agent of the Church, shall transact all its temporal business, e.g., appointing Trustees pursuant to the laws of the

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Commonwealth of Virginia to hold title to the property of the Church (all real and personal property held for the benefit of the Church being held in trust for The Episcopal Church and the Diocese of Virginia pursuant to Canon 15 of the Diocese), making and executing contracts, establishing such committees as are required by Canon or may be useful in carrying out the Church's business, and observing Canon 13 of the Diocese of Virginia (relating to the use of business methods in Church affairs).

The Vestry shall elect annually a Lay Delegate and an Alternate to represent the Church at the annual Diocesan Council and a Lay Delegate to Region XIII. Delegates and Alternates may be re-elected. The Council Delegates shall keep the Vestry and Congregation apprised of issues that may come before the Council and shall report to them following each meeting of the Council. The Regional Delegate shall periodically report to the Vestry on developments in Region XIII.

Section 3. Duties of the Wardens. With the assistance of the other members of the Vestry and the Congregation, the Wardens shall:

(a) Oversee the operation and maintenance of the Church's property;

(b) See that the Church is duly prepared forevery occasion of public worship, attend to the accommodation of the Congregation with seats, and maintain order and decorum at times of public worship;

(c) Collect the offerings of thepeople;

(d) Provide out of Church funds, under the direction of the Vestry, a sufficient supply of vestments and books to be used in public worship and the elements for each celebration of the Holy Eucharist;

(e) See that the sexton and other employees properly discharge their duties; and

(f) Possess copies of the current General Convention and DiocesanConstitutions and Canons for the information and guidance of the Rector, Vestry, and Congregation.

Section 4. Duties of the Register. The Register shall take charge of all records except the Parish Register and keep correct entries of all proceedings of the Vestry in a well-bound book to be provided by the Vestry for that purpose and shall deliver the records and minute books to the Rector or the Wardens when the Register's term of office expires.

Section 5. Duties of the Treasurer. The Treasurer shall take charge of all funds except Communion Alms (as provided for in General Convention Canons) and disburse them under the direction of the Vestry, maintaining accounts in accordance with the canonical requirements for the conduct of business in Church affairs, rendering reports to the Vestry and to the Council as may be required. At the end of the Treasurer's term of office, he or she shall deliver all books and records pertaining to the Treasurer's office to the Wardens.

Section 6. Business Methods in Church Affairs. In carrying out their duties, all officers of the Church shall observe the requirements of Canon 13, "Business Methods in Church Affairs," and such additional requirements not in conflict with the Canon as may be prescribed by the Vestry (a copy of Canon 13 is attached to these By-laws).

4. ARTICLE IV PARISH COMMITTEES

Establishment and Duties. The Vestry may establish such commissions, committees, and subcommittees as it deems necessary or useful in carrying out the Church's programs. It shall set out the functions and duties of each such body and the terms and qualifications of members, seeking the greatest possible involvement of qualified parishioners in committee work. Regardless of what other committees may be established, in accordance with Canon 25, there shall be a Finance Committee of not fewer than three members to assist the Rector, Vestry, and Treasurer in financial affairs.

In accordance with the Church's traditions, membership on the committees shall be largely self-selected, but the Rector, with the consent of the Vestry, shall appoint or re-appoint the Chair of each committee or commission annually.

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B. TRINITY CHURCH CEMETERY CORPORATION

For information regarding burial rights at the cemetery kindly use thefollowing contact information:

(540) 592-3343 – Phone (Attn: Cemetery Warden)

(540) 592-3408 – Fax (Attn: Cemetery Warden)

1. HISTORY OF TRINITY EPISCOPAL CHURCH

Trinity Episcopal Church in Upperville, Virginia, is part of the Meade Parish in the Diocese of Virginia. The present church is the thirdbuilding on the site, the first having been built in 1842.

In 1890 the Parish included Upperville, Delaplane, Middleburg, and Aldie, and by 1909 two missions, which are now active churches, had also been started. In 1948, it became apparent that a new building was needed. Work began in 1951 and the first service in the new churchwas held in 1960.

The present complex, on approximately 35 acres with an unusuallyfine church, parish house, rectory and related buildings, was a gift to theParish by two of its members, Mr. and Mrs. Paul Mellon. This beautiful church, which can seat 350, is an adaptation of early stone churches in the villages of France and Sweden. The churchyard cemetery is locatedbehind the church overlooking the Blue Ridge Mountains.

2. REGULATIONS OF THE TRINITY CHURCH CEMETERY CORPORATION

Description The cemetery is located in the Trinity Episcopal Church churchyard, behind the church and adjacent to the Bishop’s Garden, with future expansion space in some of the acres deeded to the church by Mr. and Mrs. Paul Mellon.

Purpose These regulations are designed to benefit and protect the Trinity Church Cemetery Corporation (TCCC), Trinity Episcopal Church, and the owners of interment rights and their families as a group. All owners and contractors dealing with the corporation shall be subject to these rules and regulations as currently issued, or amended, by TCCC. These regulations, and future amendments, will be considered part of any contract or agreement for purchase of burial rights, and reservations in the amendments may be applied to prior sales.

Organization The cemetery is organized and maintained by TCCC, an affiliate ofTrinity Episcopal Churchin Upperville, Virginia. TCCC is a separate financial entity and receives no financial support from Trinity Church. TCCC relies solely on the donation generosity of its cemetery plot holders to support the extensive maintenance of the cemetery. Any financial assistance is much appreciated by TCCC board members.

Burial Rights TCCC sells burial rights. No legal interest in the land can be or will be conveyed.

Discretion TCCC has complete and sole discretion to make decisions and approvals called for under these regulations.

3. GENERAL RULES

 Visitors should park their cars in designated parking areas andwalk on designated walkways.

 The use of automobiles or other vehicles in the cemetery is authorized solely and exclusively for the purpose of transporting persons to visit burial plots. Parking and/or driving on any grassy areas is prohibited for purposes other than those obtained from theTCCC.

 TCCC is not responsible for theft or damage to anything placed on interment spaces.

 All graves or places for cremains must be opened and closed by authorized personnel (and, in the case of graves, work must be done under the directions of a licensed funeral director) and coordinated with a representative of TCCC.

 A cemetery warden, designated by TCCC, will represent TCCC with respect to operations of the cemetery at all times. This person, and the officers of TCCC, are responsible for the enforcement of these regulations. The cemetery warden will work with the bereaved family and funeral director, setting the time and date for all interments.

 TCCC reserves the right to remove any decorations which do not meet the aesthetic and safety standards of the cemetery.

 The cemetery is not open to the public. No soliciting, signs, advertisements, picnicking, or parties will be permitted on the cemetery grounds.

 The cemetery warden reserves the right to stop all work of any nature if it is not in accordance with the specifications previously approved by TCCC, i.e.; if it violates the landscape plans; obstructs adjacent lots, walks, or roads; or is injurious to the general appearance of the cemetery.

 No person, other than employees of the cemetery, shall be allowedto perform any work within the cemetery without the permission of the cemetery warden.

 Neither TCCC nor Trinity Episcopal Church will be liable foraccidents or vandalism occurring in the cemetery.



4. PURCHASE OF BURIALRIGHTS

The cemetery warden can provide information concerning the purchase of burial rights. Full payment must be made at the time the sale is completed and the purchaser will be provided a certificate recognizingownership of the right. Hardship cases, or deviations from payment procedures will require the approval of TCCC.

Single Grave Site: A space 4 feet by 12 feet located in Sections A, B, C, D, E, F, G and T.

Cremains Spaces: A space, 12 inches by 20 inches located inSections H, I, J, K, L, M and N.

5. BURIAL RIGHTS

Any member of Trinity Episcopal Church who has been an active communicant and active participant in the life of the church for at least two years, been confirmed in this church or for whom a letter has been received from another Episcopal Church, and who is known to the treasurer (i.e., has made contributions or fulfilled pledges for at least two years) will bepermitted to purchase burial rights. Personsmeeting some,but not all of these criteria may be permitted to purchase burial rights subject to the approval of the directors, in consultation with the rector and the senior warden. The estate of any such member may purchase burial rights for a deceased member and his or her immediate family. Burial is limited to the person purchasing the burial rights and his or her immediatefamily.Immediatefamilyasusedheremeansparents,parents-in-law,spouses, children and theirspouses, brothersandsisters, andtheirdirect descendants. Onlyone (1) coffin or up to four (4) cremains maybeplaced in a grave site. Burial rights in the cemetery are reserved for the internment of human remains only.

6. NATURE OF BURIAL RIGHTS

Persons acquiring by purchase the right of burial for themselves and their immediate family specifically acquire no right in fee simple whatsoever, all right, title, and interest in the land of Trinity Episcopal Church being vested forever in the trustees of the church. Persons purchasing burial rights shall receive a certificate of burial rights at a specific site or sites.

7. TRANSFER/INHERITANCE OF RIGHTS

Burial rights in the cemetery may be sold by the owner thereof only to TCCC, which may, at this option, repurchase rights for the amount of the original cost. Sale by one person to another is not permitted and will not be recognized. Owners of burial rights in the unoccupied grave sites may transfer the title by gift or will to members of the owner’s immediate family. Ownership of burial rights in the absence of devise by will shall be deemed to pass from parents to children to grandchildren in direct line of descent. Trinity Episcopal Church and TCCC shall not be responsible for any decisions as to which heir or heirs shall have the privilege of burial.

8. INTERMENTS

All interments shall be made under the supervision of a licensed funeral director. Burial of ashes in cremains is exempted from this paragraph.

A grave liner (concrete) is required for burial of a coffin. There must be 18 inches of compacted soil between the top of the grave liner and the ground surface (See last page sketch for details.).

The cemetery warden is responsible for positive identification of the grave site. Interment must be coordinated with, and approved by, the cemetery warden or other representative of TCCC.

The funeral director is expected to coordinate the entire burial process, including calling for the grave digger, ensuring cleanup so the grave site is suitable for a burial

ceremony, removing surplus dirt to designated area, and restoring sod. The grave digger must be approved by TCCC.

A processional walk from the church funeral is preferred. No cars will be permitted in the cemetery except when required for persons who are handicapped, infirm, etc. Interments should be no later than 4:00 p.m.

9. CREMAINS

An appropriate sealed container must be used. The specifically marked cremains areas on the layout or plan are intended to be in a uniformed grouping of spaces used only for cremains interment. In these areas, all 12-inch x 20-inch markers will be horizontal slabs of granite in a uniform size and color.

10. MEMORIALS

TCCC intends to keep the style and ambiance of the churchyard consistent in the graveyard by using only natural colored stone and will, approve only designs that are compatible with the simple, rustic themes of the church buildings and close.

Only granite, fieldstone, slate, or white marble shall be used for monuments, markers, and walls, if any. No waterproofing, colorations, painting, lithochroming, enameling, lacquering or bronzing (or other metals) of letters or carvings will be permitted on any part of the memorial. No colored stone (i.e., pink, black, etc.) is allowed. Designs, letters and numbers will be carved. No photographs or porcelain material may be incorporated into any memorial.

TCCC shall have the authority to reject any memorial that, on account of its size, type, design, inscription, quality, color, or method of construction is unsuitable. Vertical memorials (markers, dies) do not need to sit on a base. There must be a foundation 18 inches deep. All horizontal memorials, if permitted, must sit on a foundation. All foundations shall be poured concrete 3 inches wider and longer than the base. The excavation for foundations shall be inspected and approved by the cemetery warden before the concrete is poured. The cemetery warden shall also determine the proper level for the top of the foundation. The bases must be rough cut, not polished and 3 inches wider and longer than the marker or the die.

A professional drawing detailing the size, stone type and natural color of any marker or footstone, signed by the memorial dealer and lot owner or heir, must be submitted to TCCC for approval before creation and installation.

11. UPRIGHT MEMORIALS

The maximum width for a memorial base installed on a single full size burial plot is 28 inches. The maximum width for a memorial base installed at the mid-point between two adjacent, plots is 42 inches. The memorial base, measured front to back, shall not exceed 10 inches. The maximum overall height of any memorial, including a base, is 46 inches. The installation of a memorial base is optional.

TCCC may impose additional limits on combined height and width. At the discretion of

TCCC, larger markers will be permitted for 4 or more grave spaces, especially if the marker is located at the center of the block of spaces.

12. HORIZONTAL MEMORIALS

The top surface must be flush with the surrounding earth. Dimensions of horizontal markers may be limited.

Statuary memorials may be permitted if in keeping with the cemeterydesign and will be considered on a case-by-case basis after application toTCCC. Mausoleums will not be permitted.

Footstones must be flush with the ground. Corner markers are permitted only for lots of four or more spaces and must be flush with theground.

The cemetery warden must inspect and approve all settings of memorials. The changing of established grades (land) in setting memorials is prohibited. All memorials must be set on the west end of the grave site, facing east towards the rising sun unless it is set in the center of a family estate-sized lot having six or more graves.

13. CARE OF CEMETERY AND SITES

Trinity Church Cemetery Corporation will take all reasonable precautions to protect plot owners and their property within the cemetery but will not be responsible for any loss, damage or injury.

Perpetual care is defined as grass cutting and general care and maintenance of the cemetery using the net income from a fund set up for the purpose by TCCC.

Perpetual care does not mean the maintenance, repair, or replacement of any memorial or the planting, cutting, watering or care of privately planted trees or shrubs. Extra services such as trimming around memorials, restoring of settled graves, seeding and installing sod will be limited to the extent that income from the perpetual care fund is sufficient to meet these costs.

Perpetual care is included in the original pricing. TCCC shall have complete authority and discretion to determine the amount of the purchase price set aside for perpetual care, and to determine for what purposes and in what proportions the income from the perpetual care funds shall be expended for the care of the cemetery.

14. FLOWERS, LANDSCAPING, WALLS, ETC.

 The cemetery has now reached its original landscaping goals. No additional plants of any kind are allowed to be planted in the cemetery.

 No artificial flowers or harnesses used to attach flowers or flags to upright memorials will be permitted.

 The cemetery shall have the right to remove all objects whose appearance and condition warrant removal and/or violate the cemetery’s rules and regulations. The cemetery also will not be liable for any flower or decoration removed or

lost by any cause.

 Display of flags (commemorative) is limited to 5 days prior to and 5 days following Memorial Day. Flags and flag holders in place prior to or following this period will be removed.

 All flowers, potted plants, wreaths or other objects placed on the grave sites must be removed by those that placed them within 30 days.

 The TCCC reserves the right to remove all flowers, wreaths, and/or other decorations from grave sites as soon as they become unsightly.

 Items not allowed on graves include, but are not limited to, the following: shepherd’s crooks, standing decorations, curbing, decorative rocks, fencing, hedging, grave mounds, borders or enclosures. No decorations of any type are permitted in trees or cemetery plantings.

 Devotional lights of any type are prohibited in the cemetery.

 All improvements or alterations of lots in the cemetery shall be made only with approval and under the direction of TCCC, which reserves the right to remove alterations made without the consent of TCCC at the expense of the certificate holder.

 Walls of stone wrought iron fences or stone curbs will only be permitted on estate-or family-sized lots and onlyin certain locations approved byTCCC. An extra charge will be made to compensate for additional maintenance required. Walls, fences and curbs must be constructed totally within the boundaries.

 Drawings and specifications for all walls, fences and curbs must be submitted to TCCC forapproval. Constructionof anywalls must besupervisedbyTCCC.

GRAVESTONE

Do not set until 24 hours have lapsed after foundation is poured.

Ground Level

Fill with sod after concrete is set

CONCRETE FOUNDATION

Minimum of 18 inches deep. Sand or gravel must not take the place of concrete foundation as it is not stable and moves.

Hole must extend 4 inches all around gravestone

UPRIGHT MEMORIAL

The maximum width for an upright memorial shall not exceed 28 inches on a single grave site ($ feet by 12 feet) or 42 inches on a double site. The maximum height from ground level is 46 inches.

CREMAINS

Stone markets shall not exceed 12 inches by 20 inches and must be flush to the ground.