Minutes of the PCC meeting held on Tuesday 3 May 2016, 7pm
At St Mary’s VA Primary School, St Mary’s Road, Tetbury GL8 8BW
Present: The Revd Poppy Hughes (Chair); Jonathan Adkins, Crispin Auden (to speak on Friends of St Marys) Wally Bleaken, Sharon Butler, Diana Challis, Keith Essam, Brian Kimber, Michele Maund, Kevin Painter, Hilary Rowland, Ian Thomas, Sue Thomas, Claudia Unger, Peter Yorke.
1. Poppy welcomed all to the meeting, thanking all for their service to the PCC.
2. Apologies were received from Alison Hesketh and David Greenwood.
3. Friends of St Marys (This was discussed at this point to allow Crispin to leave after this item). Crispin outlined the aims of the Friends, stating that it allowed the church another way of increasing its profile within the town, and for funds to be raised from beyond the ‘normal’ congregation. In order to ensure sustainability in the longer term, though, he suggested that the subscriptions be amended, reducing the rate for individual members from £20 to £10, and increasing the businesses/commercial rate from £50 to £100. Vinotopia and Leopard Press had already been approached re. membership. In response to a question about a possible social event, it was suggested that Vinotopia could be involved. An updated publicity sheet had been drafted, although there remained some details to be checked. The meeting was reminded of the Friends’ Evening service on Sunday 7th August 2016, on which day the tower would be open. Keith Essam proposed the motion to change the subscription rates in line with Crispin’s suggestion, seconded by Diana Challis, and the motion was carried.
4. Minutes of the last meeting 10 March 2016: These were accepted as a true record, with minor amendments to the Treasurer’s report section.
5. Matters arising:
§ Director of Music: Poppy explained that in our continuing process to appoint someone, a degree of flexibility was needed as to the exact definition of the role. She had, though, been in contact with someone potentially very good in Hong Kong who would be returning to the UK in July. Whereas other enquiries had been less promising, they nonetheless showed that the advert was generating interest. In the meantime, Mary Burgess from the choir had drafted a questionnaire for the congregation about choir and music. Poppy asked that this be released once she had returned from leave. Keith and Diana asked to look through the draft before release. The issue was also raised about how children could be better integrated into the choir. This would have implications for the new Director of Music, and for how the choir arranged its practice times, currently too late for young children.
§ Little Fishes Room: Keith stated that the biggest challenge facing the room was electrics and wiring, which need renewing. There will be an inspection in July. Work is in hand to address decoration, acquiring folding furniture and flooring/insulation. Some concerns were raised about sufficient space, when, as hoped, the Little Fishes would grow in number. Whilst this was felt to be adequate for the time being, more consideration would have to be given in the longer term.
§ House for Duty: Poppy expressed real concern that the post is still vacant, with obvious implications for the workload for all the parishes. Though this is essentially a Diocesan matter, the meeting shared this concern. Claudia asked whether this role could be combined with that of the Director of Music.
§ Depository for Documents: Nothing to report as yet.
§ Bishop Rachel’s Visit: This had been very successful, Bishop Rachel having sent a very positive message to Poppy about her visit, which had also been mentioned at the confirmation service in Tewkesbury Abbey.
6. Correspondence: Keith had received letters from the DAC and Historic England in response to plans to improve the West Door with regard to access. The letters were largely positive in tone, with some minor points raised. The Fabric committee would be informed of costings.
7. Treasurer’s Report: a) In support of the report which had already been circulated, Peter stated that things had turned out to be largely as expected, with no major causes for concern. The Eileen Davies fund (for youth worker) is likely to be spent up by June 2017. A coffee morning in aid of the glass door had raised £550. The £5000 consideration in respect of ground rent for the electricity substation had yet to materialise. Grants approved by the PCC include £100 to the Primary school for use of the room, £100 TACT subscription, and £500 to Tetbury in Bloom. b) Gloucester Diocese trust account 116024385: In line with the document already circulated, Peter recommended that steps be taken to spend up this account, and that the PCC resolves that the restriction with respect to the expenditure of capital which is permanent endowment comprised in the trusts of the charity be removed. As advised by the Diocese Parish finance officer (Jessica Ahern), the Glass door project and chancel decoration project are qualifying purposes of the original fund. Diana Challis seconded the motion, and all in agreement signed a form to that effect. The motion was carried.
8. a) Review of remits for PCC Committees: In response to previous concerns about the open-ended nature of some of the remits, a new document in diagram form outlining updated remits had been circulated, changing the Discipleship committee to Faith and Growth, Community and communications to Pastoral Care and Social Justice and Communications and Outreach (including TACT). Fabric would continue; and there would be a Stewardship and Standing committee. The sub-committees would meet between each of the four full meetings per year. Even in its revised form, there were still some concerns that the activities assigned to each subcommittee might be too onerous/wide ranging. It was stressed by the Vicar and Churchwardens that the emphasis was on co-ordination and overview. Each aspect would not need to be covered in detail at each meeting.
b) The members were allocated thus: Stewardship and Standing committee: Poppy, Diana Challis, David Paulson, Keith Essam, Peter Yorke Fabric: Keith Essam (chair), David Greenwood, Ian Thomas, Peter Lisle-Taylor to be co-opted. Faith and Growth: Hilary Rowland (Chair) Jonathan Adkins, Poppy, Sue Sherwood, Margo to be co-opted. Pastoral Care and Social Justice: Michele Maund (chair), Sharon Butler, Diana Challis, Alison Hesketh, Communcations and outreach: Claudia Unger (chair) Brian Kimber, Kevin Painter, Sue Thomas
9. Update on our mission planning “Imagining our future and shaping our plans” with Benefice PCC evening on Wednesday 15th June: Poppy highlighted that the 3-year strategic planning cycle would complete next year, and that there were Diocesan funds to appoint an outside co-ordinator to help us in our next cycle. To this end, a venue would be found (like a conference centre) for a planning weekend to launch the next 3-year cycle. and planning our response to Bishop Rachel’s initiative “Journeying on: Next steps” Poppy reminded the meeting that we each need to have conversations with 2 people in the congregation, and two outside it, ready to feed back at the next full meeting.
10. Second Sunday Collections:
May - Christian Aid (Alison Hesketh)
June - Upper room (Kim Hartshorne)
July – Sea Farers (Diana Challis)
August – Save the Children for refugees (Sharon Butler)
September – Churches conservation trust (Sue Thomas)
October – Transport/Tetbury volunteers (Kevin Painter)
November – British Legion
December – Children’s society – (Val Francis)
January 2017 – International Red Cross – (Claudia Unger)
11. Vacancies and appointments:
· Deanery Synod 1 vacancy for 2 years. A volunteer is still needed.
· PCC 1 vacancy for 1 year – David Paulson
· Ratification of appointment of Charles Whitaker as Electoral Role Officer: Sue Thomas proposed, and Diana Challis seconded that Charles be appointed, and the motion was carried.
· PCC TACT representative: Kevin Painter volunteered for this role
Any other business:
· Keith outlined the final stages of the chancel decoration project, along with improved lighting (of which there is some work still outstanding) All present expressed their appreciation of the improved appearance of the chancel.
· Kevin Painter had written to the Dolphins Hall Committee in relation to the Burial Ground.
· The Website would be discussed at the next full meeting.
12. Date of the next meeting: Tuesday 12th July, 7pm