Wardens: Some briefing notes

This document is based on one first developed by the Ven Mike Lodge, Archdeacon of Southend. It is used with his permission.

A. Background
The office of Churchwarden dates from the 13th Century, and is thus one of the earliest forms of recognized lay ministry. The primary function of the office at that time seems to have been that of taking care of the Church building and its contents, including the responsibility of providing for the repairs of the nave, and of furnishing the utensils for divine service. The Churchwardens had custody or guardianship of the fabric and furniture of the church, and even today, they are the legal guardians of the church’s moveable goods, such as moveable furniture, plates and ornaments. Today, the following summary is useful: Churchwardens are officers of the Bishop and trustees of a Charity, usually acting as a pair, elected by the parishioners annually, to encourage the congregation, be spiritual leaders among the laity, and cooperate with the incumbent.

B. Wardens as Officers of the Bishop
It is the duty of the Churchwardens to respond to any request for information regarding the parish, and to report to the Bishop any major problems or causes of scandal, particularly concerning the parish priest.

As officers of the Bishop, churchwardens have a duty to maintain order in the church and churchyard, especially during divine service. They may arrest any person disturbing a duly authorized preacher or priest celebrating any sacrament or divine service.

Whenever the Bishop shares in the worship of the parish church, the churchwardens will lead the Bishop, carrying their wands of office.

As leaders of the Church, Churchwardens must be respected by the rest of the congregation and perceived as a key point of contact and source of guidance.

In practice, wardens are more likely to be in regular contact with the Archdeacon, acting for the Bishop, than with the Bishop him or herself. A key part of their responsibilities is the keeping of records.

Church of England Records Management Guides - https://www.churchofengland.org/about/libraries-and-archives/records-management-guides

Keep or Bin? - https://www.churchofengland.org/sites/default/files/2017-11/careofparishrecordskeeporbin-2009edition.pdf

Churchwardens are required to respond to ‘official’ questions about the parish, and have to make various reports each year to the annual parochial meeting and to the Archdeacon.

Wardens are required to keep detailed records of all property, professional inspections, alterations and repairs. They are expected to attend all the meetings of the parish council and the standing committees.

The churchwarden, together with the parish priest, is required to make sure that the various record books concerning the property of the church are kept up to date. These are:
the terrier – a list of land belonging to the church
the inventory – a list of all the items belonging to the church
the log book – a detailed record of all the alterations, additions and repairs carried out in relation to the church, its land and its contents.

The terrier and the inventory are now published together as the ‘church property register’ and should be submitted to the parochial church council (PCC) annually, along with the logbook and a statement confirming the accuracy of the documents.

Churchwardens are required at least annually to inspect the fabric and contents, and to report to the last PCC meeting before the APCM. This should be a written report on the fabric, fixtures, fittings and furniture of the church. The report should summarise all the maintenance and repairs carried out or proposed during the past year as well as any plans to carry out further work in the coming year. This report is presented to the PCC so that they can amend it if necessary, before the final version is presented to the annual parochial church meeting.

Service register
Details of service time, type of service and the number attending both adults and children, separate record of the number receiving communion and signed by priest or person leading
Worth also recording other worship e.g. messy church/ café church
Home communions

Reports requested by archdeacon
Articles of Enquiry
Serving with Accountability

Other report
Statistics for mission

C. Churchwardens as Trustees
Churchwardens are ex officio members of the PCC and its Standing Committee, and will play a key role in ensuring that the PCC meets and carries out its responsibilities effectively, especially with respect to fabric and finance. Each year, the PCC must hold a sufficient number of meetings to enable the efficient transaction of its business. (Church Representation Rules - M23(1))

Charities have a range of Governing Documents. Charitable Trusts are governed by Trust Deeds, Charitable Companies will have a Memorandum and Articles whilst Charitable Associations usually have a Constitution. Parochial Church Councils (PCCs) are charities, which are governed by two pieces of Church of England legislation, called Measures.

Governing Documents of Parochial Church Councils
The Church of England have agreed with the Charity Commission that for the purposes of agreeing ‘governing documents’, Parochial Church Councils (PCCs) are governed by two pieces of legislation: https://www.parishresources.org.uk/pccs/governing-documents/

Parochial Church Councils (Powers) Measure 1956 as amended. This defines the principal function, or purpose, of the PCC as “promoting in the parish the whole mission of the Church”. You can find the full text of the PCC Powers Measure in its currently amended form on the legislation.gov.uk database at:
www.legislation.gov.uk/ukcm/Eliz2/4-5/3/contents

Church Representation Rules (contained in Schedule 3 to the Synodical Government Measure 1969 as amended)
You can find the full text of the Church Representation Rules in its currently amended form on the legislation.gov.uk database at:
https://www.churchofengland.org/more/policy-and-thinking/church-representation-rules

Safeguarding Children and Adults
Adoption of the House of Bishops Policy statement and set of documents https://www.chelmsford.anglican.org/safeguarding

Parish Safeguarding Handbook - https://www.churchofengland.org/sites/default/files/2019-10/ParishSafeGuardingHandBookAugust2019Web.pdf

Key Roles and Responsibilities of Church Office Holders and Bodies – Practice Guidance - https://www.churchofengland.org/sites/default/files/2017-11/Key%20Roles%20and%20Responsibilities%20of%20Church%20Office%20Holders%20and%20Bodies%20Practice%20Guidance.pdf

Promoting a safer church – https://www.churchofengland.org/sites/default/files/2019-05/PromotingSaferChurchWeb.pdf

Practice Guidance – Safer recruitment - https://www.churchofengland.org/sites/default/files/2017-11/safeguarding%20saferrecruitmentpracticeguidance_2016.pdf

Fabric and Care of Building
The PCC has responsibility for the care, maintenance, preservation and insurance of the church fabric and its goods and ornaments, and for the repair of churchyard fences and other structures. Churchwardens are the legal owners, on behalf of the parishioners, of the plate, ornaments, moveable furniture and furnishings and other articles belonging to the church, but they must allow clergy use of these items for ministry. Churchwardens are responsible for ensuring that none of these items is disposed of without the authority of a Faculty, and that valuable items, donations boxes and so on are secure against theft.

Treasurer
A churchwarden may hold the office of Treasurer of the PCC. If no one else is willing to act in that capacity, then in law the churchwardens are the Treasurers.

D. Representative of the Laity
Churchwardens are elected annually by the people of the parish (not simply the congregation) and have a duty to listen out for how things are, and to give feedback to the parish priest. Their presence at principal services and at other church events will be important for building relationships of trust. They might also represent the church at key parish events.

E. Support for the Priest
Churchwardens should play a key role in supporting the incumbent and any other parish clergy. Their willingness to cooperate and give support is essential:
To lead in the pastoral care of Priest and his/her family
To pray with the Priest and meet with him/her regularly
Encourage and support the priests’ development so that he/she can devote their energies to leading the church to fulfil its vision - This might include:
meeting regularly with the clergy (and other churchwardens in the benefice or group, where applicable),
to coordinate the life of the church;
ensuring that lay people take on appropriate responsibility for administration, fabric, heating, lighting, cleaning, rather than leaving everything to the clergy;
ensuring that clergy expenses are paid regularly and promptly; encouraging the clergy to take days off and holidays - this includes being aware of and respecting clergy days off and encouraging others to do the same; finding others to help when clergy are ill or away;
giving feedback to the clergy; being available when problems arise.

Supporting clergy health and wellbeing - https://www.churchofengland.org/resources/clergy-resources/national-clergy-hr/supporting-clergy-health-and-wellbeing

Counselling in the Diocese of Chelmsford - https://www.chelmsford.anglican.org/counselling

F. Lay leader of the Parish – in ministry and mission
Churchwardens should set an example of concern for and commitment to the life and work of the church both locally and in the wider world. Their own willingness to grow in faith and discipleship will be an important part of the example they set. They must have the confidence to deal with senior clergy and to take a service at short notice if needed.

Where no member of the clergy or licensed lay minister/Reader is present in regular worship, the warden has responsibility for public worship. Occasionally this may happen due to a last-minute illness or emergency; but it’s now not uncommon for this to happen on a more regular basis. There may be times when the right action will be to cancel public worship for a short period, perhaps for reasons of public health; and sometimes it may be possible, particularly during a vacancy, to invite a member of the clergy from another parish or a licenced lay minister/Reader, to lead the service. They should arrange for the PCC to pay travel expenses to LLMs and clergy who minister as guests, and the payment of fees (only payable according to the diocesan fees chart).

At other times, the warden may themselves lead a non-Eucharistic service (Morning Prayer/Matins, Evening Prayer/Evensong, or a Service of the Word) or delegate this responsibility to another member of the worshipping congregation.

Please note that where a warden delegates this responsibility to a member of the congregation who is not ‘safely recruited’, they should at an early stage in the service make clear that they are leading by delegation from the warden, and direct anyone with safeguarding questions or concerns to the warden or another safely recruited person.

Though allowed by Canon to lead a non-Eucharistic service of worship, wardens and those they delegate are not authorised to preach. There may be an Authorised Local Preacher who can do so, or the Warden or their delegate could:
Read a sermon from a printed or web-based anthology; if in doubt as to whether a sermon is appropriate, the advice of the incumbent or, in a vacancy, the Area Dean or Archdeacon can be sought
Read out the transcript of the diocesan sermon for the week (see https://www.chelmsford.anglican.org/sermons), which is composed with exactly such a case in mind, or if equipment allows, play it in its audio version
If equipment allows, play another appropriate video or audio item - the advice of the incumbent or, in a vacancy, the Area Dean or Archdeacon should be sought on this

Where LLMs or clergy are leading services of worship, responsibility for music, liturgy, and the administration of the sacraments lies with them, and not the wardens.

Section F of the Canons of the Church of England is about “things appertaining to churches” and will answer most questions about what is required and permitted. See http://www.churchofengland.org/aboutus/structure/churchlawlegis/canons/section-f.aspx. But the table below may be helpful:

WHO MAY LEAD A SERVICE OF WORSHIP WHEN AN INCUMBENT IS IN POST?

The Eucharist may only be led by the incumbent, or by a priest invited by the incumbent to do so; the priest must be licensed or permitted to officiate by the bishop. Except on an occasional basis or with the permission of the Bishop, it is expected that the Eucharist will be offered in each benefice every Sunday.

Non-Eucharistic services may be led by the incumbent, or a priest, deacon, or Licensed Lay Minister/Reader invited by the incumbent to do so; these ministers must be licensed or permitted to officiate by the bishop.

The incumbent may delegate to any member of the congregation the responsibility for leading a non-Eucharistic service. The incumbent is responsible for the selection and reasonable supervision, training and encouragement of those who lead worship, though they may delegate this to other ministers, including wardens, where appropriate.

WHO MAY LEAD A SERVICE OF WORSHIP IN A VACANCY?

The Eucharist may only be led by a priest invited by the wardens to do so; the priest must be licensed or permitted to officiate by the bishop, and the warden should ensure relevant fees and expenses are paid by the PCC. The norm is that the Eucharist will usually be offered in each benefice every Sunday.

Non-Eucharistic services may be led by a priest, deacon, or Licensed Lay Minister/Reader invited by the wardens to do so; these ministers must be licensed or permitted to officiate by the bishop, and the warden should ensure relevant fees and expenses are paid by the PCC

The wardens may lead non-Eucharistic worship, or delegate this responsibility to any member of the congregation. The wardens are responsible for the selection and reasonable supervision, training and encouragement of those who lead non-Eucharistic worship.

G Vacancies

During an Interregnum (the time between the departure of the current rector and the arrival of a new incumbent), Churchwardens will share the overall responsibility for the church and its worship activities with the Area Dean. See F. above for responsibilities relating to regular worship during a vacancy.

They are responsible for the reading of banns during a vacancy

The two Churchwardens together are usually responsible for announcing the final selection and arrival of a new incumbent to the parish, by reading aloud the Bishop’s official letter of appointment during the Sunday service.

Appendix 1: SUMMARY OF SOME COMMON DAY-TO-DAY RESPONSIBILITIES

In cooperation with the priest - Churchwardens are generally responsible for the day-to-day functioning of the parish. Parishes will differ greatly, but this appendix touches on responsibilities that will be relevant to many wardens.

These responsibilities include various aspects of administration, plant operations, and personnel. Their work is not just the maintenance of the church building, but helping the smooth running of the church. In this capacity, wardens are considered leading lay members of the congregation.

Churchwardens may have varying duties and responsibilities according to the customs of the parish, the canons of the diocese to which the parish belongs, the desires of the priest, and the direction of the PCC and/or the congregation as a whole.

Annual Meetings – https://www.chelmsford.anglican.org/advice/annual-meetings
Process timetable - timescales and deadlines for the Annual Meetings

Preparation for Sunday Worship
Don’t need to be the person doing all these things but need to ensure they are taken care of.

Practicalities for worship are likely to include ensuring that:
the altar frontals, pulpit fall, etc. are the appropriate liturgical colour (if such is the tradition of the church)
bread and wine is available for Communion (at the direction of the incumbent and at the expense of the PCC);
the church is clean, unlocked, lit and heated for worship;
the altar is prepared for Holy Communion;
candles are lit;
hymn numbers are displayed as needed;
worshippers are welcomed and directed to their seats