ST. PAUL'S EPISCOPAL CHURCH
61 Wood St.
Hopkinton, MA 01748
508-435-4536

Vestry Minutes

Each month, the vestry meet, typically on the first Wednesday of the month to discuss church business. Copies of Vestry meeting minutes are available from the links below.

2015: Jan
2014: Jan Feb | Mar | Apr | May | Jun | Jul | Aug | Sep | 1-Oct | 8-Oct (Joint) | 29-Oct | 5-Nov | 23-Nov | Dec
2013: Jan | Feb | Mar | Apr | May | Jun | Jul | Aug | Sep | Oct | Nov | Dec
2012: Jan | Feb | Mar | Apr | May | Jun | Jul | Aug | Sep | Oct | Nov | Dec
2011: Jan | Feb | Mar | Apr | May | Jun | Jul | Aug | Sep | Oct | Nov | Dec
2010:Jan | Feb | Mar | Apr | May | Jun | Jul | Aug | Sep | Oct | Nov | Dec
2009:Jan | Feb | Mar | Apr | May | May (addtl) | Jun | Jul | Aug | Sep | Oct | Nov | Dec
2008:Jan | Feb | Mar | Apr | May | Jun | Jul | Aug | Sep | Nov | Dec
2007:Jan | Feb | Mar | Apr | May | Jun | July | Aug | Sep | Oct | Nov | Dec
2006:Jan | Feb | Mar | Apr | May | Jun | Aug | Sep | Oct | Nov | Dec
2005:Sep | Oct | Nov | Dec

Job Descriptions

The Vestry consists of officers and a number of at-large positions formed from parish members. Typically, the at-large positions have focus areas, ministries or operational aspects of the parish that require attention. Each are describe in the links below.

The Vestry officer positions:

      Sr. Warden | Jr. Warden | Treasurer | Asst. Treasurer | Clerk

And the focus areas include the positions listed below. Click on any position to read more about that position.

  Spirituality Communications
  Outreach Fundraising
  Hospitality Stewardship
  Property Maintenance Sexton
  Sunday School Coordinator Webmaster
  Epistle Editor Safe Church Coordinator
Qualifications and Gifts:
  • Have a love of God and demonstrate a commitment to following the way of Christ
  • Have the ability to work with people of all types
  • Have an enthusiasm and vitality for this vocation
Time Commitment:
  • Vestry meetings
  • Vestry retreat (if applicable)
  • Annual Meeting
Responsibilities:
  • Regular attendance at Sunday worship services
  • Periodic, regularly scheduled and spontaneous (as needed) discussions with parish priest regarding parish spiritual concerns
  • Coordination with other vestry members as needed to address inter-relationship of spiritual concerns with physical, social and psychological concerns to improve the quality of parish life
  • Communication with organist/worship leaders
  • Attend prayer group and/or communicate with prayer group leaders
  • Prepare a brief report of the past month's activities and any spirituality issues for the monthly vestry meeting as needed
Accountability: Vestry member whose focus is spirituality should review their duties and any issues with the rector and vestry annually
Qualifications and Gifts:
  • Have a love of God and demonstrate a commitment to following the way of Christ
  • Have the ability to work with people of all types
  • Have an enthusiasm and vitality for this vocation
Time Commitment:
  • Vestry meetings
  • Vestry retreat (if applicable)
  • Annual Meeting
  • Occasional public relations work and publication development
  • Regular coordination with the Epistle Editor
  • Regular coordination with the Webmaster
Responsibilities:
  • Coordinate occasional parish advertising and press releases with the local media
  • Coordinate miscellaneous church communications work such as developing parish leaflets for events, maintaining visitor welcome packages, any media related publications and periodic email announcements to the parish
  • Maintain parish email distribution list
  • Vestry liaison with the Epistle Editor
  • Vestry liaison with the Webmaster
  • Prepare a brief report of the past month's activities and any communications issues for the monthly vestry meeting
Optional Additional Responsibilities:
  • Epistle Editor (see separate description)
  • Webmaster (see separate description)
Accountability: Vestry member whose focus is communications should review their duties and any issues with the rector and vestry annually
Qualifications and Gifts:
  • Have a love of God and demonstrate a commitment to following the way of Christ
  • Have the ability and desire to work with people of all types
  • Have an enthusiasm and vitality for helping people
Time Commitment:
  • Vestry meetings
  • Vestry retreat (if applicable)
  • Annual Meeting
  • Occasional meetings with community outreach contacts
Responsibilities:
  • Maintain regular communication with outreach contacts to assess their needs
  • Communicate outreach needs to the vestry and parish as required
  • Prepare a brief report of the past month's activities and any outreach issues for the monthly vestry meeting
  • Assist in or arrange for delivery of donated goods to outreach contacts
Accountability: Vestry member whose focus is outreach should review their duties and any issues with the rector and vestry annually
Qualifications and Gifts:
  • Have a love of God and demonstrate a commitment to following the way of Christ
  • Have the ability and desire to work with people of all types
  • Have an enthusiasm and vitality for helping people
Time Commitment:
  • Vestry meetings
  • Vestry retreat (if applicable)
  • Annual Meeting
  • Occasional fundraiser coordination and possible meetings with parish volunteers
Responsibilities:
  • Coordinate fundraising activities (Rummage sale, Polyarts, Holiday basket sale, etc.)
  • Organize volunteers for fundraising activities
  • Prepare a brief report of the past month's activities and any fundraiser issues for the monthly vestry meeting
Accountability: Vestry member whose focus is fundraisers should review their duties and any issues with the rector and vestry annually
Qualifications and Gifts:
  • Have a love of God and demonstrate a commitment to following the way of Christ
  • Have the ability to work with people of all types
  • Have an enthusiasm and vitality for this vocation
Time Commitment:
  • Vestry meetings
  • Vestry retreat (if applicable)
  • Annual Meeting
  • Coffee hour
  • Periodic parish events
Responsibilities:
  • Coordination of refreshments and hospitality for church functions such as post-service coffee hours, the parish annual meeting, special occasions such as the Bishop's Visitation and occasional parish events throughout the year
  • Coordination of supply, food and beverage purchases and stocking for the events outlined above
  • Prepare a brief report of the past month's events, upcoming scheduled events and any hospitality issues for the monthly vestry meeting
Accountability: Vestry member whose focus is hospitality should review their duties and any issues with the rector and vestry annually
Qualifications and Gifts:
  • Have a love of God and demonstrate a commitment to following the way of Christ
  • Have the ability to work with people of all types
  • Have an enthusiasm and vitality for this vocation
Time Commitment:
  • Vestry meetings
  • Vestry retreat (if applicable)
  • Annual Meeting
  • Annual Stewardship Drive
  • Budget Committee Meeting(s)
Responsibilities:
  • Conduct annual stewardship campaign to raise pledge income of money and time
  • Maintain records of parishioner's annual pledges of money and time
  • Prepare the stewardship section of the annual report
  • Give a brief report of the past month's activities and any stewardship issues for the monthly vestry meeting
  • Prepare a report of the past year's stewardship activities and campaign results for the annual parish meeting
  • Follow up, as necessary, with parishioners during the year with respect to lagging pledge collections (mainly occurs during the last 3 months of the year)
Accountability: Vestry member whose focus is stewardship should review their duties and any issues with the rector and vestry annually. This vestry position receives confidential financial information and the integrity of that information must be properly maintained
Qualifications and Gifts:
  • Have a love of God and demonstrate a commitment to following the way of Christ
  • Have the ability to work with people of all types
Time Commitment:
  • Vestry meetings (as necessary)
  • Annual Meeting
  • Available for building inspections as required
  • Available for coordination of building repairs
Responsibilities:
  • Maintenance of church facilities as required
  • Coordination of building and system repairs and maintenance as required
  • Coordination with Sexton(s) of church facility upkeep
  • Prepare the property section of the annual report
  • Maintain property maintenance logbook
  • Prepare a brief report of the past month's activities and property issues for the monthly vestry meeting
  • Act as liaison between St. Paul's and it's long term tenants and short term renters
Accountability: Vestry member or parishioner whose focus is property maintenance should review their duties and any issues with the rector and vestry annually
Qualifications and Gifts:
  • Have a love of God and demonstrate a commitment to following the way of Christ
  • Have the ability to work with people of all types
Time Commitment:
  • Weekly upkeep/housekeeping of church facilities and grounds
  • Occasional meeting with Rector, Wardens and/or Property Maintenance leader
  • Ordering and receiving of maintenance and housekeeping supplies and equipment
Responsibilities:
  • Routine cleaning of church building(s), other facilities and grounds as required for scheduled use and special occasions
  • Routine maintenance and minor repair tasks as needed (changing light bulbs, refilling paper towels and bathroom tissue dispensers, repairing sanctuary worship items, etc.)
  • Coordination of any contract maintenance and cleaning services (trash removal, lawn services, snow removal, pest control, etc.)
  • Coordination of any parish volunteer maintenance and cleaning tasks (spring and fall cleanups, painting, minor facility repairs or improvement projects, holiday decorating and post holiday cleanup, etc.)
  • Maintain sufficient supply of facility maintenance items (light bulbs, cleaning supplies, maintenance equipment, etc.)
  • Coordination with Property Maintenance leader of church facility upkeep and repairs
  • Report any mechanical, electrical, plumbing or building problems to the Property Maintenance leader for repair
Accountability: Parishioner whose focus is Sexton should review their salary (this is a paid position), duties and any issues with the rector and vestry annually
Qualifications and Gifts:
  • Have a love of God and demonstrate a commitment to following the way of Christ
  • Have an enthusiasm and vitality for this vocation
  • Have general knowledge of computer software necessary to maintain church website
Time Commitment:
  • Monthly coordination with rector and vestry liaison
  • Periodic maintenance and updating of the church website
Responsibilities:
  • Coordinate collection of information changes, revisions and updates
  • Perform website maintenance and problem debugging as needed
  • Regularly update published information and website features
  • Work with vestry liaison to update website as needed
  • Periodically review web-hosting capacity and domain registration
Accountability: Parishioner whose focus is Webmaster should review their duties and any issues with the rector and/or vestry liaison annually
Qualifications and Gifts:
  • Have a love of God and demonstrate a commitment to following the way of Christ
  • Have an enthusiasm and vitality for this vocation
  • Have general knowledge of computer software necessary to publish newsletter
Time Commitment:
  • Monthly coordination with rector, vestry liaison and lay leaders
  • Monthly publication of the church newsletter
Responsibilities:
  • Coordinate collection of articles, information, and regular features for the monthly newsletter
  • Edit articles and information, assemble and layout newsletter
  • Coordinate distribution of monthly newsletter to the parish and other community members
Accountability: Parishioner whose focus is Epistle Editor should review their duties and any issues with the rector and/or vestry liaison annually
Qualifications and Gifts:
  • Have a love of God and demonstrate a commitment to following the way of Christ
  • Have the ability to work with people of all types
  • Have an enthusiasm and vitality for this vocation
Time Commitment:
  • Weekly coordination of classes and instructors
  • Occasional meetings with instructors and parents of students
  • Annual Meeting
  • Organization of classrooms, ordering of supplies and educational materials for the beginning of the Sunday School session and as required during the current session
Responsibilities:
  • Perform ongoing coordination of classes and instructors to meet parish youth Christian education needs
  • Maintain records of student enrollment and contact information
  • Work with Safe Church Administrator to ensure safe church standards are maintained
  • Prepare a brief report of the past month's activities and any Sunday School issues for the monthly vestry meeting
  • Prepare a report of the past year's Sunday School for the annual parish meeting
Accountability: Parish member whose focus is Sunday School Coordinator should review their duties and any issues with the rector and vestry annually
Qualifications and Gifts:
  • Have a love of God and demonstrate a commitment to following the way of Christ
  • Have the ability to work with people of all types
  • Have an enthusiasm and vitality for this vocation
Time Commitment:
  • Consistent coordination, oversight and assessment of safe church standards
  • Occasional meetings with rector, vestry and Safe Church Committee as needed
  • Annual Meeting
Responsibilities:
  • Perform ongoing oversight, assessment and coordinate implementation of safe church standards for youth education classes, events and all parish activities
  • Responsible for coordination of safe church training for instructors, volunteers and any other parishioners to meet diocese safe church requirements
  • Maintain confidential records of background checks
  • Work with rector and vestry to ensure safe church standards are maintained
  • Prepare a brief report of the past month's activities and any safe church issues for the monthly vestry meeting
  • Prepare a report of the past year's activities regarding safe church standards for the annual parish meeting
Accountability: Parish member whose focus is Safe Church Administrator should review their duties and any issues with the rector and vestry annually. This position may receive confidential information and the integrity of that information must be properly maintained