Policy and Procedure Manual 2 2009

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Orthodox Catholic Archdiocese of
New England & the Eastern States

The Holy Eastern Orthodox Catholic & Apostolic Church in
North America


Policy and Procedures
Manual
For Clergy


203 Circuit Ave Suite 163
West Springfield MA 01089
27 July, 1998
Seven Holy Sleepers of Ephesus

Reviewed & Revised 07 July 2007

Reviewed & Revised February 2009



Definitions

Parish: Community of 10+ families who worship in a permanent or semi-permanent
structure.

Mission: Community of 3+ individuals who worship in a semi-permanent or leased
worship space.

Home Chapel: Small private or semi-public oratory located in or on private property, may or may
not house a mission.





I. THE RIGHTS AND DUTIES OF PASTORS.
A. A priest must know that he serves because he has been called by God. It follows
that this service is first to God and then to the people of God.
B. To assist in this service in God’s church; the pastor has been placed under the
authority and guidance of a bishop.
C. The bishop (or ordinary) shall determine the assignment of each priest, after
consultation with all individuals involved.
D. In all matters concerning canon law, spiritual function and priestly sacramental
duties, the priest is under the direct guidance and supervision of the bishop who is the ordinary.
E. A priest desiring a transfer from a parish must submit, in writing, a petition to the
ordinary. This petition must be kept in confidence, but may be shared with the Presiding Bishop.
After personally speaking with the priest involved, the ordinary will determine if a transfer is in
the best interest of the Church, and if so, make a new assignment. Pastors may appeal this
decision to the Presiding Bishop.
F. No priest shall claim any individual rights to ownership to the properties of the
parish except as provided otherwise by written contract.
G. No priest may enter into any contractual agreements, or otherwise engage in any
business enterprises, which by its nature may jeopardize the assets of the parish, or may subject
such parish to any claim, lawsuit, or other liability arising from such activity.
H. A priest, when asked what church he serves, must clearly state that he serves The
Holy Eastern Orthodox Catholic & Apostolic Church in North America. (American Orthodox
Catholic Church)
I. The pastor by virtue of his calling is the presiding officer of the congregation, and
an ex-officio member of the governing body of every parish organization. He must take an
active part, with the Parish Council, in all that pertains to the financial affairs of the parish. He
must NOT however be the treasurer. The treasurer of every parish shall be a layperson.
J. The pastor, or representative designated by him, shall be the presiding officer at
the annual meeting of the membership of the parish, as well as all special meetings.
K. The priest should visit every sick parishioner immediately upon learning that he
or she is ill from whatever source. It is the duty of every parishioner to keep the pastor informed
about other members who are hospitalized or are ill at home.
L. A pastor must maintain a church school to assist the youth of the parish in
learning the principals and ritual of the church. A lay person should be superintendent of the
church school, but the pastor is the spiritual advisor and director. Teachers shall be instructed to
answer every religious or spiritual question asked by their pupils. When they are unable to
answer, the pastor is to be called for consultation so that a suitable answer can be found.
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M. Whenever a priest is about to visit another city in which there is a parish, mission,
or center of our jurisdiction, the visiting priest should write or call the resident priest regarding
the visit, and upon arrival, should call upon the resident priest.
N. No priest is permitted to accept an invitation to a liturgical service from another
parish which has a canonical pastor, unless the invitation is issued by the pastor of the inviting
parish.
O. Our jurisdiction requires its priest to fill out regular report forms to the bishop. A
format for this reporting is provided in the Policy and Procedures Manual for Clergy. If a bishop
is to properly attend his job, he must have complete information in an orderly fashion. Even if
the priest just recently spoke in person with the bishop, the report still must be completed for the
purpose of permanent records.
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II. ADMINISTRATION OF THE SACRAMENTS.
A. General Information.
1. In order to perform any divine service, a priest must be canonically ordained
and licensed by the ordinary.
2. Unless prevented by secular work, needed to make a livelihood, or more
pressing spiritual duties, a priest shall offer the Holy Eucharist in church or public or private
oratory every Sunday.
3. The celebrant of a liturgical service must be fully vested. It is the office that
must be seen, and not the sartorial splendor of the individual liturgist.
4. The Deacon.
>may read the Gospel and Preach

>may offer people the reserved Holy Mysteries

>may offer a dry Mass (Missa Sicca)

>may baptize

>may officiate at marriage

>may lead the rites of burial

B. Sacrament of Absolution.
1. The Sacrament of Absolution is part of every celebration of the Holy
Eucharist. This, however, does not replace regular auricular confession.
2. The Seal of Confessions is absolute. A priest may not reveal anything
heard in the confessional (under the seal of confession) to any private person or officer of the
court. Breaking the seal of confession is cause for suspension and deposition according to the
ancient canons
C. Sacrament of Holy Baptism.
1. Parents who bring their children to the priest requesting baptism, must
receive instruction regarding the nature of baptism and their responsibilities to the child who is
baptized.
2. Baptism should be performed within the church building. Every church
should have a font for this purpose. In cases of urgency, and in missionary circumstances
baptism may be administered outside the church building.
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3. The Office for the Sacrament of Baptism shall be administered in
accordance with the rites of this church as set forth in the Liturgy, of the Sarum Manual or
Orthodox Ritual
4. Immediately after the service, the pastor must enter the information in the
parish records book, and shall make copy for the church records, seal the original and mail it to
the parents.
5. All baptismal records are the property of the parish and must not be taken
by the priest in the event that he leaves the parish.
D. Sacrament of Confirmation/Chrismation.
1. Confirmation is the Sacrament by which baptized Christians are brought
into full membership into the Orthodox Church. This Sacrament is administered by a bishop,
or a priest who has the faculties, may do so.
2. According to Orthodox custom, infants (and adults) who are members of
this Church, are Chrismated and communed following baptism.
3. After the service of Confirmation, the pastor must enter the required
information into the parish register.
4. All Confirmation records are parish property, and must not be taken by the
priest in the event he leaves the parish.
E. Reception of Converts.
1. Those seeking admission to the church must receive sufficient instruction
to enable them to live spiritual lives and to understand the teachings of the church.
2. Converts who have not been baptized are received by Baptism. Converts
who have been baptized but not confirmed are admitted to the church by the Sacrament of
Chrismation. See Appendix C On Receiving Protestants into the Church.
3. Those who have been chrismated in another Orthodox jurisdiction are
admitted into fellowship with this church by using the Form for Admission into a Local Chapter,
Brotherhood or Parish set forth in the Sarum Manual.
4. After the service, the pastor is to enter the information into the parish
register.
F. Sacrament of Holy Unction (Healing).
1. The Sacrament of Unction should be administered to any person who has
fallen ill and requests it. Such anointing is to be done in the manner as set forth in the Liturgy.
5
2. The Sacrament of Unction and the Viaticum should be administered to
members of the church who are dying.
G. The Funeral Service/Rites of Burial.
1. Although it is permitted to hold a funeral service in a home, funeral parlor
or chapel, it is recommended that it be held in a church building whenever possible.
2. Whenever the service is held, the casket is to be open during the service.
Funeral customs are deeply ingrained and while the priest may suggest an open casket, it should
not be insisted upon if the family objects.
3. The priest should offer a funeral sermon that will aid the mourners to
understand the meaning of life and show them the spiritual resources that will enable them to
better cope with the death of their loved one.
4. A eulogy, defined as a “speech in praise of a person” is best omitted. For
those who have lived a good life, it is not necessary, and for those who did not, it is apt to
spotlight their failures.
5. After the burial, the pastor will enter the information in the parish register.
III. SOME PRIESTLY DISCIPLINES.
A. A priest is called to preach the Gospel of Christ. The best preaching is by
example. A priest shall live by a path that expresses a love and obedience to Christ.
B. A priest must be an example to the faithful through frequent prayer and
meditation. He shall practice what he preaches and encourage the faithful to follow not his
example, but the example of Christ.
C. A priest must not use the pulpit for the promotion of any political cause or party.
That does not mean that we must be silent on moral issues, simply because they have turned into
political issues. One does not remain silent while people are taken into concentration camps for
fear of meddling into the affairs of the state. One does not remain silent in the face of oppression
of any select group of people, or on issues of sexism, racism or ageism. Some affairs of state
need to be challenged in the Name of God.
D. A priest must not be absent from Holy Communion on any Sunday without good
and sufficient reason.
E. A priest must exercise dignity in conduct, personal appearance, most of dress and
sobriety.
F. A priest should whenever possible maintain a high profile in a secular world. He
should wear clericals, unless engaged in a secular job.
6
G. A priest must be a good steward of resources. He needs to be careful with the use
of credit, keeping accounts with local merchants current. He must not leave a parish until all
accounts owing in the parish are paid in full.
H. A priest, even though wealthy, must live a simple life. Neither home nor auto nor
dress should be ostentatious. It is not necessary to deprive ones family of necessities. He must
simply be a good steward, providing for his family’s needs, but not indulging in material how.
I. A priest with an active parish has to give a great deal of himself. He must be
careful that he does not attempt to do the work of God, but rather strive to bring the people to
God, so that together they may do Godly work.
J. It is highly suggested that each priest attend a personal retreat at least once a year.
K. A priest has a right to the Canonical Courts of the Church.
IV. UNASSIGNED AND NON-PAROCHIAL CLERGY.
A. All spiritual implication of this Policy and Procedures Manual for Clergy apply to
assigned as well as unassigned and non-parochial clergy.
B. Clergy on leave-of-absence may not serve in any parish without the express
permission of their ordinary.
V. REGARDING VISITS BY THE BISHOP.
A. The bishop shall visit each parish annually, provided the funds are available to do
so. If any parish feels that it has not been visited sufficiently, the bishop should be petitioned by
the pastor, in writing.
VI. PAROCHIAL FINANCIAL OBLIGATIONS TO THE DIOCESE.
A. Each parish shall forward monthly to the diocese, ten (10%) percent of all parish
income (excluding special project fund drives). This is to be paid from parish funds and not by
any or group of individuals.
B. Missions should contribute as their means allows.
VII. OBLIGATIONS OF THE DIOCESE TO ITS PARISHES.
A. The diocese shall provide the following to parishes under its care:
  administrative and technical support
  blank certificates
  education and spiritual growth opportunities for clergy and laity
  quarterly diocesan newsletter
  various publications on church and spiritual matters


7
VIII. DEANERIES.
A. Whenever parishes are close enough together to form a deanery, the bishop shall
define the geographic boundaries of same deanery.
B. The membership of the deanery shall consist of all clergy serving or residing
within the boundaries of the deanery. Retired clergy, under the canonical jurisdiction of the
church, residing in the bounds of the deanery shall be invited to all its activities.
C. The Dean (or Vicar Forane) is appointed by the bishop and serves at his pleasure.
The duties of the Dean are set forth in the appendix of this Policy and Procedures Manual for
Clergy under the section of job descriptions.
D. The concerns of the deanery shall be as follows:
  stimulation of spiritual life of the faithful through lectures,
seminars, retreats, study groups, etc.
  improving religious education. liturgical music and stewardship
  discussion of topics of pastoral concern
  encouraging spiritual vocations
  stimulation of advanced theological studies among the clergy
  encouraging inter-parochial participation in special events

E. All actions taken by the deanery are subject to the approval of the ordinary.
F. The deanery shall have a secretary, who shall forward all minutes of all meetings
to the ordinary.
IX. PROCESS FOR CLERICS SEEKING INCARDINATION INFORMATION.
A. After receiving initial information packet and discussing your situation and
desires with the diocese informally, if after prayerful reflection, you choose to seek
incardination, the following process is to be followed:
1. Speak with your present ordinary concerning your plans and petition for a
release. (If this is not possible see note below concerning release).
2. Write a formal letter to the bishop which expresses your desire and
outlines your reasons for seeking incardination.
3. Forward with your letter the following documentation:
  certificate of baptism/chrismation (confirmation).
  certificates of ordination
  verification of theological education
  current curriculum vitae
  certificate of marriage (if applicable)
  certificate of religious profession (if applicable)
8

4. After receiving the above letter and supporting documentation, we will
contact you to arrange an interview, which may be completed over the telephone.
5. Depending upon your circumstances, after the interview, you may be
asked to provide one or more of the following:
  letter of good conduct from local police department
  letter from your doctor attesting to you physical/mental fitness for
ministry
  two personal and/or professional references
  letters from or interview with spouse, if married

6. Within two (2) weeks of the interview (unless additional documentation is
required), you will be notified in writing concerning your petition for incardination. If further
information is requested of you, a decision will be rendered within two (2) weeks after the
receipt of the additional information.
B. Concerning Release
1. Situations may arise wherein a cleric is not able to seek a release from his
present ordinary. If this is the case, the formal letter of petition (step 2 above) should state such
and expound as to why. [All letters of petition are kept strictly confidential.]
2. If per chance your request for release is denied and you still choose to
pursue incardination, this should be stated in your letter of petition. Please be sure to send copies
of your original request for release and any resulting communication from all parties involved.
3. It is the policy of the Archdiocese of New England to grant a conditional
release, without prejudice, to any cleric, in good standing, who requests such in writing
.
Appendix A
Job Description: Pastor


TITLE: PASTOR

The pastor is appointed by the Ordinary Bishop after consulting the parish council.

DUTIES:

He provides for the spiritual needs of the members of the parish by means of (but not
limited to) the following:

  administering the Sacraments at times that are convenient for the
majority of the faithful
  visiting the sick and homebound with Holy Communion
  leading classes and discussion groups that promote spiritual
awareness and growth

He leads the pastoral team (if applicable) for the benefit of the parish.

He tends to the activities of the parish, seeing that all those under his supervision are
performing their assigned tasks properly.

He is responsible for scheduling altar servers, those in Minor Orders, and Major Orders,
for the various liturgical services of the parish (and its missions if applicable).

The pastor is responsible, ultimately to the bishop, through the Dean, or Vicar General of
the diocese. The pastor is to be notified of whom to report in writing.

In the absence of the pastor, these duties are performed by the Pastoral Administrator.

In the case of a church mission or center, these duties are performed by the
Administrator or the Priest-in-Charge of the center or mission.
Appendix B
Job Description: Dean


TITLE: DEAN or VICAR FORANE or ARCHPRIEST

The Dean is appointed by the Ordinary Bishop.

DUTIES:

He shall visit the parishes, missions, and centers of the deanery at least twice a year.

He shall make known and explain to the clergy in the deanery, the bishop’s plans for the
churches in the diocese.

In case of necessity, he shall give friendly direction to the deanery clergy.

He shall care for the spiritual needs of the faithful, in any parish within the territory of the
deanery that is without a pastor or administrator.

The Dean shall make a full report to the Ordinary concerning the activities and the state
of the parish within the deanery at least quarterly. In cases of special importance or urgency, the
report shall be immediate.

The Dean looks to the spiritual and moral life of the clergy in the deanery and arranges
retreats for the deanery clergy at least once per year.

The Dean presides over the six annual meetings of the deanery. (In the case of large
geographic areas, the deanery shall meet twice annually.)

The Dean may administer the Minor Orders to those the bishop has approved.
Appendix C
Archdiocese of New England & the Eastern States
Parochial/Mission Report Form

Mission Name:________________________________________ Month:_________ Year:____

Clergy:________________________________________________________________________

Masses:_______ Vespers:_______ Total Communions: _______ (approximate)

Summary of Other Activities:

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

Please be sure to include above any baptisms, chrismations, deaths, special events, activities,
classes, etc.

Support or materials needed from the Diocese:________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________
Please be sure to include requests for pamphlets, blank certificates, other documents, or anything
that we can do to assist you in any way or serve you more effectively.

Also, please be sure to include news articles and/or photos of special events for the newsletter.


____________________________________
Signature of pastor or priest in charge
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Appendix C
Guidelines for receiving Protestants into the Orthodox Catholic Church
11 January 2006
Revised February 2009

Those Baptized and Confirmed (Chrismated) Christians who approach our clergy from churches
that have preserved the Historic Faith and Apostolic Succession, are to be received using the
simple Statement of Faith and Form for Admission to Membership in the Orthodox Catholic
Church. This can take place immediately after Lauds or Vespers, or immediately before the
beginning of the Mass.

As several Protestant churches baptize only in the name Jesus, priests are encouraged to inquire
regarding the background of the individual during their instruction period. Those who have not
been baptized using the Trinitarian formula are to be received by the Sacrament of Baptism and
Confirmation.

Those who have been baptized using the proper formula but not confirmed, or if their particular
denomination does not preserve the Historic Faith, these individuals should be received by the
Rite of Reception by Chrismation. This properly occurs prior to the start of the Eucharistic
Liturgy at which the newly Chrismated will receive the Body and Blood of our Lord. At the
discretion of the priest, this rite may also take place after Vespers or Lauds.

Clergy from the Old Catholic, Protestant or Convergence movements seeking reception as clergy
shall be held to similar guidelines as above in addition to educational and theological
requirements and spiritual formation. A priest from the diocese will be assigned to mentor this
process in cooperation with the formation team and the bishop.

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