J Chaplaincies and Congregations
J1 Chaplaincies and congregations of the Diocese
(a) Section 1 of the Diocesan Constitution provides
that the Diocese consists of chaplaincies and congregations.
- a chaplaincy is a formally constituted body
(our equivalent of a parish).
- a congregation is either a constituent part
of a chaplaincy, or a worshipping group under the care
of a priest but not yet formally constituted as a
chaplaincy.
(b) A list of the chaplaincies and congregations of
the Diocese can be found in the Diocesan Yearbook.
J2 Establishment of a new Chaplaincy
(a) Section 3 of the Diocesan Constitution
provides that the Bishop, with the consent of the Standing
Committee of the Diocesan Synod, may establish new
chaplaincies and dissolve existing chaplaincies.
(b) The normal procedure for the establishment of a
new chaplaincy is as follows:
- A letter to the archdeacon from the congregation,
requesting the establishment of an independent
chaplaincy.
- In the case of a congregation, which is part of an
existing chaplaincy, a letter from the chaplain, and a
resolution of the 'chaplaincy' Council, sent to the
archdeacon, expressing their views on the establishment
of the new chaplaincy.
- Agreement with the Bishop of the way in which the
requirements of the canons for the celebration of
worship will be met in the new chaplaincy.
- Approval by the Bishop, on the advice of the
diocesan registrar, of the proposed constitution of the
chaplaincy (see J3 - The Constitution of a
Chaplaincy).
- Acceptance by the Diocesan Board of Finance (or its
Finance and Property Committee) of a report on the
stipend, housing and expenses the chaplaincy intends to
provide for its chaplain.
- A resolution (normally proposed by a representative
of the archdeaconry) of the Standing Committee of the
Diocesan Synod in the form:
'that this Standing Committee supports the proposal that
the Bishop shall declare the congregation of (name) to
be a chaplaincy of the Diocese.'
The Standing Committee of the Diocesan Synod normally
meets in May and October each year.
- A formal Declaration by the Bishop establishing the
chaplaincy and appointing its first chaplain.
J3 The Constitution of a Chaplaincy
(a) Each chaplaincy has a constitution based on the
ecclesiastical and canon law of the Church of England,
specifically —
- Synodical Government Measure 1969 (No 2)
- Diocese in Europe Measure 1980
- Constitution of the Diocese in Europe 1995
and the current editions of —
- Canons of the Church of England (2000)
- Church Representation Rules (2001)
(b) The ecclesiastical and canon law of the Church
of England are automatically binding on all chaplaincies,
chaplaincy officers, and persons holding the Bishop's
Licence or Permission to Officiate. The only exception is
when an ecclesiastical law is in direct conflict with
national law. In such a case, national law takes precedence,
but only to the extent of the point at issue. The diocesan
registrar must be informed of any such conflict.
(c) Each chaplaincy must, under §25 of the
Diocesan Constitution, take steps to be recognized as
a juridical person in the country or countries in which it
is situated. The advice of the diocesan registrar should, if
necessary, be sought in this matter. Reference should be
made to these legal instruments in any document prepared for
local declaration and registration (see Supplement 2)
but their provisions need not be quoted.
(d) A chaplaincy constitution must provide for its
own amendment at an annual or special chaplaincy meeting.
Proposed amendments must be submitted to the diocesan
registrar not less than three months before the chaplaincy
meeting at which they are to be considered. They must
receive the Bishop's approval before coming into force.
(f) When a Chaplaincy Council begins to consider
amending its Constitution, the archdeacon should be
consulted, so that forms of words agreed in the archdeaconry
or country concerned may be preserved. The archdeacon
should also receive copies of all correspondence with the
Bishop or the diocesan registrar on the subject of a
chaplaincy Constitution.
(g) A model chaplaincy constitution is included in
the appendices of this Handbook. (Model
constitutions incorporating the local law of specific
countries may be available from the Diocesan Office. See
Supplement 2.)
(h) It is recommended that where a chaplaincy is
made up of two or more different centres of worship, the
chaplain and council secretary should contact the diocesan
registrar early in the process of declaration or emendation
or a constitution.
J4 Electoral Roll
(a) Section 28 of the Diocesan
Constitution summarises the rules governing electoral
rolls in this Diocese. For more detailed guidance see the
Synodical Government Measure 1969 (No 2) and the
CRR currently in force.
(b) A model application form used in this Diocese
is included in the supplements of this Handbook.
J5 Annual Chaplaincy Meeting
Section 29 of the Diocesan Constitution
summarizes the rules governing annual chaplaincy meetings in
this Diocese. For more detailed guidance see the
Synodical Government Measure 1969 (No 2), and the CRR
currently in force.
J6 Chaplaincy Councils
Sections 30 and 32 of the Diocesan Constitution
summarize the rules governing chaplaincy councils in this
Diocese. For more detailed guidance see the Synodical
Government Measure 1969 (No 2), and the CRR
currently in force.
J7 Annual Review of Stipend
(a) The Conditions of Service are agreed at the
time of each appointment of a chaplain or assistant
chaplain. This applies to both stipendiary and
non-stipendiary appointments.
(b) It is a requirement that the stipend and other
financial elements are reviewed in January of each year
thereafter, taking account of changes in any grants that are
to be received.
- An Annual Review of Stipend etc is not required for
non-stipendiary appointments.
- An Annual Review of Stipend etc for any chaplain or
assistant chaplain taking up his/her post after 30
September of the preceding year is not necessary until
the January of the following year.
- The churchwardens and the treasurer of the
Chaplaincy Council should discuss with the chaplain, and
with any assistant chaplain, what changes, if any,
should be made to the financial and other material
provision for the chaplain and/or assistant chaplain,
and should make the necessary arrangements for the
Chaplaincy Council to implement these changes.
- The Annual Review of Stipend form provided by the
Diocesan Office must be completed, signed, and forwarded
to the archdeacon for countersigning.
- The archdeacon will send the Annual Review of
Stipend form to the Diocesan Office for signature by the
diocesan secretary on behalf of the Bishop.
- A copy of the fully signed form will be sent to
chaplain or assistant chaplain named, and also the
churchwardens for the chaplaincy records.
§ The Annual Review of Stipend must not be used as a
pretext for a Chaplaincy Council to discuss the way in which
any chaplain or assistant chaplain carries out his/her
ministry. As stated in Section E, the churchwardens have a
duty to tell the Bishop or the archdeacon of anything
concerning the welfare of their chaplain or chaplaincy,
which he should know.
J8 Chaplaincy Accommodation
(a) Furnished accommodation
- The general practice of the Diocese is that each
chaplaincy provides suitable, fully furnished and
equipped, accommodation for the chaplain and his/her
family. This practice applies also to any stipendiary
assistant chaplain. As well as furniture, the house or
flat should have good adequate bedding, kitchen
equipment, china, glass and cutlery.
- An inventory (separate from that of the church
mentioned in section F10) should be kept of the contents
of a chaplaincy house. It should be checked at each
vacancy, and items replaced as necessary. With the
goodwill of the chaplain it may be checked annually.
- The archdeacon is responsible, particularly when
there is a vacancy, for examining the accommodation and
the furniture and fittings provided, and reporting its
state to the Bishop.
(b) Unfurnished accommodation:
- Where a chaplaincy does not provide fully furnished
accommodation for a stipendiary chaplain or assistant
chaplain, this fact must be clearly stated in the
Chaplaincy Profile or Job Description. It must also be
included in the Conditions of Service. See section D.
J9 Removals
(a) Costs
The costs of moving a chaplain's or assistant
chaplain’s possessions to – and provided that a minimum of
three years has been served, from – the chaplaincy
(including the cost of insurance during removal) are
allocated as follows —
- Where the Chaplaincy Council provides fully
furnished accommodation its responsibility is limited to
paying for the transport of the chaplain's or assistant
chaplain's personal effects (clothes, books, etc.). A
chaplain or assistant chaplain who chooses to bring
extra furniture is responsible for the cost in both
directions.
- Where the Chaplaincy Council does not provide fully
furnished accommodation it is responsible for the total
cost of the removal, and insurance, of the chaplain or
assistant chaplain, his/her family and his/her furniture
in both directions.
- When a chaplain or assistant chaplain moves within
the Diocese, the cost of the removal, and insurance, is
to be divided between the two chaplaincy councils
concerned.
- When a chaplain or assistant chaplain moves to a
post in another diocese, the cost of the removal, and
insurance, to the port of entry is paid by the
Chaplaincy Council and from the port of entry onwards by
the receiving diocese.
- When a chaplain or assistant chaplain resigns and is
not taking up another appointment, the Chaplaincy
Council pays the cost of the removal, and insurance, to
the port of entry of the country of residence
immediately prior to joining the Diocese. This is a
minimum requirement.
- When a chaplain or assistant chaplain retires from
the Diocese, the Chaplaincy Council pays the cost of the
removal, and insurance, to the port of entry of the
country of residence immediately prior to joining the
Diocese. This is a minimum requirement.
- Requests to any vary the policy given, must be made
in writing by the churchwardens to the diocesan
secretary. Reasons must be given. If approval is
given, the variation must be written into the Conditions
of Service at the beginning the appointment.
- Before accepting a quotation from a removal company,
a chaplain or assistant chaplain must seek authorisation
from the churchwardens or Chaplaincy Council. A
chaplain or assistant chaplain is advised to seek a
minimum of three quotations for removal in order to
ensure that costs are reasonable.
- Chaplaincy councils should be aware that if a
chaplain or assistant chaplain remains in post for more
than five years, it is likely that additional personal
effects will have been accumulated and, as a result, the
cost of the return removal will be more than the
original even taking into account any rise in the cost
of living.
(b) Resettlement Grants
- When accommodation is provided fully furnished,
Resettlement Grants are not paid in the Diocese.
- When the accommodation is unfurnished, a Chaplaincy
Council should consider making a grant to a new chaplain
to cover such things as carpets and curtains which may
need to be altered or replaced. Such an arrangement must
be included in the Conditions of Service. (See Section
D.
- When chaplains or assistant chaplains retire,
Resettlement Grants are not given.
(c) Insurance
- Chaplaincy councils and chaplains are each
responsible for the insurance of their own property in a
chaplaincy house.
J10 Use of the Chaplaincy House
A chaplaincy house is for the exclusive use of the
chaplain and his/her household. All keys should be
surrendered to him/her when he/she arrives.
- No one has a right of access to the chaplain's home.
- Where there is a customary agreement, included in
the chaplain's Conditions of Service, that some room or
rooms are used for chaplaincy purposes, the chaplain may
at his/her discretion give keys to others to allow
access. Unless these rooms are separated from the rest
of the house, those using them must be careful to
respect the privacy of the chaplain and his/her
household.
J11 Clergy Widows, Widowers and Dependents
(a) Conditions of Service must provide that, if a
chaplain (or assistant chaplain) dies in office, and in
occupation of chaplaincy accommodation:
- The widow or widower has the right to remain in the
chaplain's (or assistant chaplain's) accommodation for
up to three months while alternative arrangements are
made; and
- The Chaplaincy Council will be responsible for the
costs of removal, and insurance, to the country of
residence immediately prior to joining the Diocese of
the widow or widower's personal effects.
(b) Churchwardens will naturally wish to care for
the children or other dependents of a chaplain who has died
in office, and should consult the archdeacon about the
proper consideration to be extended in each situation.
J12 Vacancy in a Chaplaincy
This section gives advice to churchwardens and others who
have responsibility for a chaplaincy during a vacancy. See
also D: Appointments.
(a) When it is known that a vacancy will occur the
churchwardens should consult the suffragan bishop about the
provision of pastoral care and the ministry of word and
sacrament during the vacancy.
(b) The churchwardens should keep the archdeacon
informed of this consultation.
(c) Having consulted the suffragan bishop, once the
chaplaincy is vacant the duty of providing pastoral care and
the ministry of word and sacrament lies with the archdeacon
and the churchwardens.
(d) During a vacancy no changes in the worship of a
chaplaincy may take place without the written approval of
the Bishop.
(e) A proposal for a major change in the way that a
chaplaincy organises its affairs should always be discussed
with the archdeacon.
(f) Role of the Churchwardens
- Except where a Priest-in-Charge is appointed, the
churchwardens are responsible to the Bishop for the life
of the chaplaincy.
- According to §31 (b) (ii) of the Constitution
they have the formal duty of ensuring 'that the services
of the chaplaincy are maintained with reasonable
frequency'.
- When there is no resident priest the archdeacon (or
another priest appointed by the Bishop or suffragan
bishop) will help to provide continuity in pastoral
care.
(g) Provision of Pastoral Care and Ministry
- In some chaplaincies there is an assistant chaplain,
or a resident priest with the Bishop's Permission to
Officiate, who will be able to provide pastoral care and
the ministry of word and sacrament.
- In other chaplaincies there is no resident priest to
carry out these duties. In such a case the Bishop or
suffragan bishop will normally appoint a chaplain
locum tenens (usually called a 'locum') with
Permission to Officiate until a chaplain is instituted.
- In some cases, especially if the vacancy is expected
to be lengthy, the Bishop will licence a
Priest-in-Charge, who has all the duties and rights of a
permanent chaplain, including chairmanship of the
Chaplaincy Council.
- During a vacancy no ordained minister may publicly
celebrate the sacraments, nor may anyone, ordained or
lay, preach at divine worship, unless he or she holds
the Licence of the Bishop of the Diocese, or has
received, through the suffragan bishop, Permission to
Officiate, or is covered by provisions in Section C (The
Ordained Ministry) or Section E (The Lay Officers of the
Church)
- A list of priests who hold the Bishop's Permission
to Officiate, and who are willing to undertake locum
duties in the Diocese, is available from the assistant
diocesan secretary.
- The assistant diocesan secretary is available, if
necessary, to help in the process of finding a locum
priest.
- The churchwardens are responsible for making the
travel arrangements for the locum priest (and spouse).
(h) Expenses
- The Chaplaincy Council is responsible for paying
reasonable expenses to any ordained or authorised
minister who conducts services.
- Advice on expenses should be obtained from the
archdeacon.
- In addition, the archdeacon may authorise the
payment of an honorarium to a retired or non-stipendiary
minister.
J13 Locum Priests
(a) Responsibilities
(b) Costs
The Chaplaincy Council is normally responsible for
paying:
- The fares of a locum priest and any accompanying
spouse plus travel insurance for the period of the locum
duty.
- Authorised expenses incurred by a locum priest.
- An honorarium at a rate set by the Diocesan Office
(currently *£100 a week). Variations to the set amount
must be agreed with the Diocesan Office.
(c) Arrival
The churchwardens should make arrangements for the
locum priest to be:
- Met on arrival at the airport or seaport.
- Installed in the chaplaincy accommodation.
- Briefed on the affairs of the chaplaincy.
- Informed of any that are sick at home or in
hospital, or in other pastoral need.
- Given helpful domestic information about the
accommodation.
- Given any local information, which will helpful for
day-to-day living purposes i.e., location of shops,
bus/train services etc
- Reimbursed as necessary for travel expenses,
expenses of office.
- Informed of the arrangements made for the payment of
the honorarium.
(d) Departure
- On the day of departure, the churchwardens should
make arrangements for:
- The locum priest to be taken to the airport or
seaport.
- The chaplaincy accommodation to be made ready
for the next locum priest or new chaplain.
- Before departure, the locum priest should:
- Leave for their successor(s) a brief report of
anything of importance, which occurs during their
ministry in the chaplaincy.
- Send a copy of the report to the archdeacon and
suffragan bishop.
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