The Venerable Judy French Archdeacon of Dorchester

Visitations 2020 May 2020

To Churchwardens in the Dorchester Archdeaconry

As you will know, the Covid-19 pandemic and associated restrictions have meant that the regular annual meetings to elect Churchwardens and PCC representatives has been delayed until such a time as physical gatherings are allowed by the Government. The new deadline set by Bishop Steven for the holding of these meeting is now 31st October, by which date all elections for Churchwardens should have been held. If for any reason this changes, we will let you know.

Thank you for your patience during this challenging time, and your willingness to stand as Churchwarden in your parish. This letter contains the instructions you need to complete the relevant paperwork to enable you to be sworn into office as Churchwarden for the coming year.

Churchwardens begin their term of office from the date of their being sworn in at the Annual Visitation. This is usually done at one of the five Visitation services available across the Archdeaconry. As yet we do not know what restrictions will be in place with regard to the numbers of people able to gather for services, but we will let you know about specific arrangements as soon as we are able to do so.

I am delighted that the Revd Canon David Tyler will be sharing the Visitation Services with me in his new full-time role as Associate Archdeacon of Dorchester. David is working with me across the Archdeaconry and will be available to offer you support in the coming year.

All the papers you need are on the Dorchester Area page of the Diocesan website https://www.oxford.anglican.org/who-we-are/dorchester/visitationnews/. If you need paper copies, please contact your Deanery Administrator. All completed paper work should be sent to your Deanery Administrator, not to the Registrar’s Office nor the Archdeacon’s Office.

Instructions:

1. Read the Duties of Churchwardens as stated in Canon E1.

2. Read the Registrar’s letter.

Church House Oxford, Langford Locks, Kidlington, Oxford, OX5 1GF Tel: 01865 208245 Email: [email protected] Diocesan website: www.oxford.anglican.org r:\oxford & dorchester\archdeacon of dorchester\visitations\visitations 2020 (episcopal)\archdeacon letter 2020 revised.doc

3. To be elected as Churchwarden, please use the Nomination Form, which should be signed and handed to your incumbent or whoever is chairing your Annual Meeting of Parishioners. This form should be retained in the parish.

4. Once elected, complete the Churchwarden’s Declaration Form and send it to your Deanery Administrator with the Attendance Form (see below). For legal reasons, you must print and sign the paper form of Declaration, though the other details can be completed electronically. Please write clearly and legibly to ensure we can read your details correctly. Your signed paper form is the one you must send in to the Deanery Administrator prior to the Visitation Service.

5. Check the list of Venues and Dates for the 2020 Dorchester Archdeaconry Visitations, and decide which one you are attending. Complete the Visitation Attendance Form and send it (with your Declaration Form) to your Deanery Administrator as soon as possible after your Annual Meeting. If you are bringing any guests with you to the service, please indicate this on the form, though please note that we may have to severely restrict numbers attending in line with Government guidelines. More details on this nearer the time.

6. Under an instrument signed by the Bishop of Oxford on 19th March 2020 to extend the deadlines for Annual Meetings (due to the Government’s Covid-19 restrictions), Churchwardens must now be sworn into office by 31 January 2021. If that is not possible for you, please contact my office to make alternative arrangements.

Finally, due to the current restrictions on meeting face to face, the Diocese is looking to provide on-line training and further details of relevant training will be sent to you as it becomes available. In the meantime, please visit the Guidance for Churchwardens page on our website which has useful information for you in your role as well as notes from previous training sessions: https://www.oxford.anglican.org/support-services/parish- support/guidance-for-churchwardens/

If you need help or have any questions on any of these matters, please do contact your Deanery Administrator, David, or myself.

With thanks and every blessing for your ongoing service in Christ’s name.

The Venerable Judy French Archdeacon of Dorchester