St Mary Little Hallingbury PCC Minutes of Meeting - 25 th April 2017
Present Christopher Harding, Caroline Harding LLM (acting Chair and acting secretary), Jean Roberts, Peter Green, Ann Luke, Beryl Britten, Nita Sylvester, Anne Du Casse.
1 Prayer and reading Caroline Harding opened the meeting with a reading from Ephesians 4:7-16 and with a prayer.
2 Apologies for absence Revd Janice Green, Monica Swann, Louise Speak, Amanda Trim
3 Approval of the Minutes Change to point 9. Addition of the word “proposed” to read “Caroline Harding proposed and of the meeting held on Amanda Trim Seconded…” 070217 Correction to the spelling of Anne Du Casse With these amendments the minutes were unanimously approved and signed.
4 Matters arising from the None that were not being addressed later in the meeting. Minutes of 7th Feb 2017 Caroline Harding asked that the election of officers be moved from point 10 in the agenda to point 5, and for the insertion of Deanery Synod Report to point 8. All agreed.
5 Election of Officers and committee members: Nominee(s) Proposed Seconded Chairman Revd Janice Green Chris Harding Peter Green
Vice Chairman Christopher Harding Caroline Harding Ann Luke
Treasurer Peter Green Caroline Harding Nita Sylvester
Secretary Louise Speak Christopher Harding Beryl Britten
Family Worship Anne Du Casse Christopher Harding Beryl Britten Committee Caroline Harding Revd Janice Green Heather Hays Cath Yelland Events Committee Monica Swann Caroline Harding Christopher Harding Jean Roberts Amanda Trim Anne Luke And others as necessary
Churchyard Committee Monica Swann Caroline Harding Jean Roberts Peter Green
Safeguarding Officer Monica Swann Caroline Harding Chris Harding
Health and Safety Anne Du Casse, Amanda Trim, Caroline Harding Chris Harding Committee Monica Swann
The meeting thanked Peter Green for successfully performing the role of Treasurer for many years. He indicated that it would be desirable to identify another individual to shadow him in this key role. As Christopher Harding had been voted in as Vice Chair, he took over the role of Chairing the meeting from this point. 6 Correspondence None.
7 Treasurer’s Report See attached. Peter Green pointed out that when we look at Parish Share figures, we are not meeting our full share. It is uncertain what will happen when we are an MMU and how the Parish share will be divided between the 6 parishes with their different ministerial provision. Peter Green emphasised the need to fund-raise to reduce our shortfall, and also the need to fight our corner to make sure we are paying a fair share.
8 Deanery Synod Report No report. The next meeting is to be held on Thursday 27th April at Nazeing Parish Church. Caroline Harding will be unable to attend as she is teaching the CCS course on Thursdays. Caroline Harding passed the details of the agenda to Nita Sylvester.
9 Churchwardens’ Report Lighting in the North Aisle: The lighting here is very poor. Peter Green suggested that it be replaced (in Monica’s absence, with similar LED bulb lighting to that which we have in the chancel. Peter Green presented a PAT testing is due in May. report). Peter Green proposed that we get both done at the same time. It was agreed that Peter Green will contact Anthony Kent to replace the lighting in the North aisle and to PAT test everything. A number of fence posts have given way in the Churchyard perimeter fence. In addition, the gate nearest to the school is not sitting correctly on its hinges. There is money available in the fabric fund to address both these issues. Peter Green proposed that Alan Pinnock be contacted to provide a quote. All were in favour of this action.
Anne Du Casse reported the latch lever on the gate into the South porch had been broken and, as a result, posed a Health and Safety risk because the remaining part of the lever was sharp and at a child’s head height. Peter Green indicated that Alan Swann was intending to look at the state of this gate in any event. It was agreed that a piece of sticky tape should be placed over the catch as a temporary measure until repair work can be carried out.
10 Six Villages Mission and A meeting of all PCCs of the Six Villages Covenant had met on Sunday 9th April 2017and agreed to Ministry Unit submit an MMU proposal for a 6 villages MMU. This has been done by Revd Dr Naomi Wormell and a response is awaited from the Diocese.
11 Events 2017-2018 A gift day for Little Hallingbury St Mary’s had originally been proposed for Saturday 20th May 2017, however publicity had not been arranged and it was felt it was now too late to organise this successfully. It was agreed that the Gift Day will now take place on Saturday 30th September 2017.
14th May 2017 – The Church will be open for History Society event in the Village Hall. Caroline Harding will be running children’s activities in Church during the afternoon. A rota for an additional Welcomer will be organised by Caroline Harding.
Monica Swann will organise spring cleaning when the quinquennial is happening.
12 Health & Safety Anne Du Casse and Amanda Trim had completed a Health and Safety assessment in the Church on 9th March 2017 and raised the following points: PAT testing due in May Fire extinguisher has been moved; it should be near the door. There is a trip hazard inside the back door as you step from the mat onto the carpet. It was suggested that the mat can be raised up with a section of carpet. South Porch gate latch handle broken and sharp. As noted above Anne Du Casse will put sticky tape on the sharp bit. A lighter had been left out on the top of the cabinet in the vestry. The step-ladder at the back of the church was thought to be rickety. Peter Green agreed to tighten the screws. The Safety policy should be displayed – in the vestry. The Health & Safety committee could not find the First Aid kit in the vestry, although PCC members knew that it was located on top of the kitchen water heater. It has now been placed vertically to aid visibility. There is nothing on the cupboard at the back of Church containing the light switches to say there is electricity in it. Accident report book. Where is it?
13 Dates of Future PCC A number of PCC members cannot attend meetings on Tuesday or Thursday evenings because of Meetings other commitments. Christopher Harding suggested that we hold PCC meetings on a Sunday after the service for a trial period. Nita Sylvester indicated that ideally she would not choose to have such meetings on a Sunday, but would abide by the majority view. It was proposed by Christopher Harding from the Chair that next 3 meetings be fixed for a Sunday after the morning service and at that stage the PCC will review whether this arrangement is working. The proposed dates of these three meetings will be circulated once agreed.
14 Any Other Business: a 21st May – Christian Aid The lunch following the Rogation Ramble from St Mary’s to St Giles will this year be a Bring and Lunch Share meal. We will still need volunteers to supply the teas and coffees. Beryl Britten and Ann Luke volunteered. The Hardings will provide French sticks and cheese for those who may turn up unaware of the Bring and Share nature of the lunch. b Appointment of new Interviewing for new Archdeacon on Monday 8th May. Archdeacon of Harlow c Cleaner Caroline Harding pointed out that there is no regular cleaner in the Church. The Chair suggested putting an advert in the Link to see if anyone would be interested in taking on this role. The role would be paid. All were in favour. d 20th May Prayer There is a Prayer Pilgrimage from Harlow to all Churches in the Deanery on Saturday 20th May but Pilgrimage the details are somewhat unclear. Caroline Harding will look into the running of the day and report back. e Payment of Organist Christopher Harding explained that the Church was fortunate that he and Peter Green before him had been prepared to perform the role of organist without requiring payment. However, this means that the potential cost of recruiting a replacement is not identified in the Church finances and there has been no contract. It is considered best practice for there to be a contract of employment between a church and an organist. Christopher Harding tabled a form of contract which could be put in place to set out the terms of engagement. He also suggested that it would be prudent for the Church to begin to identify the cost of an organist in the accounts, so that this is understood for the future. Christopher Harding indicated that the guidance from the RSCM, which was also tabled, suggested that an annual fee of £1500 (£125 per month) was an appropriate figure, considering the work required. Under the contract this fee would be payable and should be paid. However, Christopher Harding indicated that his intention was to continue to gift his services as Organist, and so he intended to donate the fee back to the Church under the Gift Aid scheme. Anne Du Casse queried whether if this arrangement was adopted it might encourage someone, who would otherwise take on the role voluntarily, to seek payment – and so might expose the Church to unnecessary cost. Christopher Harding explained that the Church could not expect to pay nothing for musical provision and that, if there was no one within the congregation who was coming forward to fill a vacancy, the post could not successfully be advertised without offering reasonable payment. Peter Green proposed and Ann Luke seconded that payment should be made to the Organist and that there should be a contract. All were in favour. The contract will start from 1st May 2017.
f Choir Gowns Christopher Harding suggested that the storage of choir gowns in the vestry was inconvenient and could be changed to make them more accessible. The meeting was unanimously in favour of having a hanging rail to replace the current hook system. Chris Harding will look into possibilities.
15 The meeting closed with The Grace at 9.15pm.
The dates of the next 2 meetings are proposed for Sunday 2nd July 2017 and Sunday 3rd September 2017 following the Family Service in St Mary’s, Little Hallingbury. The dates of future meetings will be reviewed at these meetings.