PARISH OF HEADLEY WITH BOX HILL

PCC MEETING HELD ON FRIDAY 23RD NOVEMBER 2018

AT THE OLD SCHOOL, HEADLEY

Present

Revd Harry Latham – Rector            Adrienne Lloyd-Williams

Rev Christopher Hancock - Curate        George Nixon   

Alan Jobber – Churchwarden            Charlie Holme       

Pat Kitley – Churchwarden            Barrie Fox

Jan Curtis – Deputy Churchwarden        Joan Stocker               

Sue Boswell – PCC Secretary            Jon Laverty

Roger Kitley – Treasurer          

1. The meeting began at 4.30pm with compline

2. Apologies for absence: none

3. Declarations of interest: none

4. Approval of the minutes of the meeting held on 10 September 2018, already circulated, was given and signed by Revd Harry Latham.

5. Matters arising from the Minutes:

a) St Mary’s Extension:  GN went through his previously distributed report, emphasising that only another £35,000 was needed to reach the 80% target by the APCM 2019.  He confirmed that he still had other avenues to pursue, for example grant-giving trusts.  He also confirmed that the Beaverbrook dinner had taken place which had had two affects: firstly, almost £20,000 had been raised and secondly, many people, who wouldn’t normally attend church, came to St Mary’s on Remembrance Sunday. GN also reported that as well as the fundraising aspect of the project, work was also taking place on the building project itself and that he felt that permissions etc. would probably be given before reaching the final required figure of £325,000.  GN requested approval of a plaque for donors, showing names in alphabetical order, rather than in order of amount donated – the PCC approved this.

b) St Andrew’s 50th:  HL reported that the planning for this event was making good progress.  He had met with Box Hill Good Neighbours and they were discussing a joint 50th celebration tea-party; a quiz night will be held at The Tree; a display in church will be organised for Saturday February 2nd with a Village Songs of Praise on the evening of the 3rd and the main service, with Bishop Jo, itself will be held on Sunday 10th February followed by a celebration lunch.  HL confirmed that invites would be sent the following week.  He also confirmed that depending on take up of invites, it would be decided in due course whether or not a service would also take place at St Mary’s that day. The PCC agreed that a contribution of £600 would be made towards costs. 

c) Safeguarding and Core 1 training – HL stressed the importance of everyone carrying out this training and SB agreed to re-send the link to all members of the PCC.  (ACTION: SB and all those yet to carry out the training).

 

Extra matters raised by AJ:

d) Bob Hulf: AJ, referring to Bob Hulf’s request to have Joyce’s name in the Book of Remembrance, confirmed that Bob had now requested that her ashes be interred in the churchyard.  Bob is currently in negotiation with Sherlock’s to this end. 

e) Grounds Maintenance: AJ confirmed that he had received a new quote for grounds maintenance work at St Mary’s.  After some discussion, it was agreed that with both RK & GN keeping on top of the existing contractor, we would make no change for the time being (ACTION: RK & GN)

f) Fencing: AJ reported that he had received a quote to replace the fence either side of the lych gate and the repair of the lych gate itself.  It was agreed that as it was a great deal of money, the left-hand side would be replaced in the first instance as this was the priority.  It was also agreed that every endeavour would be made to keep the cost down, including the possibility of sourcing either a different material, or at least attempting to source the raw materials at a reduced price.

(ACTION: AJ, GN & Rev CH)

g) PAT testing: AJ confirmed that this would take place at both St Mary’s and St Andrew’s on 28th November.

h) Paddock fence at St Andrew’s: AJ confirmed that one of the paddock fence posts was rotten and that he was looking at quotes to replace it (ACTION: AJ).

 

6.  Treasurer’s Report:

The Treasurer’s report had previously been distributed to members of the PCC.  RK highlighted the fact that the figures at end October show an excess of expenditure over income of just over £1,600. 

RK suggested that by the end of the year this figure could have risen to around £2,000.  He confirmed that monthly giving was low and it was agreed that stewardship was an area to look at once the Octagon Appeal was over. 

Water: RK also confirmed that the leak identified between the main meter near the road and the recently installed meters would be repaired within the next 4-6 weeks, with the cost (policy excess of £100) being shared with the Diocese.  He reported this was an excellent result.

 

7.  Rector’s Items:

a) HL reported that a very useful LYCiG (Leading your Church into Growth) day had taken place in East Molesey organised by the Diocese.  He then stressed the importance of the whole PCC attending a half day follow-up in the new year and it was agreed that this would take place on Wednesday 23rd January from 12.30 – 4.30pm.  (Everyone to bring their own lunch).

 

9 & 10.  Minutes of the Standing Committee held on 17 October: already circulated.

Matters arising:

a) Christmas: HL confirmed that Christmas cards with Christmas services & events advertised were going out shortly.  He encouraged everyone to invite friends & family to all the planned events, stressing that a personal invitation often works best (ACTION: EVERYONE)

 

11.  AOB: 

a) SB reported that a “thank you” card and donation had been received from the recent baptism family, who had been very happy with the service.

b) BF asked that all bookings for St Andrew’s go to him in order for him to keep an up-to-date diary.

c) RK reported that an extremely complimentary letter had been received from Sir Michael Pickard congratulating all concerned for the Remembrance Sunday events.  HL took the opportunity to thank PK for all her hard work to make both the service and the evening event such a success.

d) Rev CH suggested that this was a good opportunity to maybe introduce quarterly events, such as a renewing of vows in February, which could attract non-regulars.  This will be discussed on January 23rd.

   

12. Confidentiality:  none

 

13. Dates of the next meetings:

Standing Committee:  Monday 11th February 2019 at 7pm at PK’s house: 19 Oaken Coppice, Ashtead

PCC:  Thursday 17th January at 7.15pm in The Old School (this has changed from Wednesday 16th)

The meeting ended at 6.15pm. 


PARISH OF HEADLEY WITH BOX HILL

PCC MEETING HELD ON MONDAY 10th SEPTEMBER 2018

AT THE OLD SCHOOL, HEADLEY

Present

Revd Harry Latham – Rector            George Nixon   

Alan Jobber – Churchwarden            Charlie Holme       

Pat Kitley  – Churchwarden            Celia Toms               

Sue Boswell – PCC Secretary               

Roger Kitley – Treasurer                   

Barrie Fox                

 

1. The meeting began at 7.15pm (night prayer took place at the end of the meeting)

 

2. Apologies for absence: Rev Christopher Hancock, Jan Curtis, Joan Stocker, Jon Laverty & Adrienne Lloyd-Williams

3. Declarations of interest: none

4. Approval of the minutes of the meeting held on 11 June 2018, already circulated, was given and signed by Rev Harry Latham.

5. Matters arising from the Minutes:

i) HL reported that the Pet Service had gone well and took the opportunity to thank AJ for fixing the fences around the St Andrew’s paddock.  He also thanked PK for the new signage displayed in the churchyard and on the gate to the car park.

ii) HL raised the issue of the new coffee system at St Mary’s which doesn’t seem to be working due to a resistance by those on the rota.  After much discussion HL offered to speak to those involved.

(Action: HL)

iii) CH raised the issue of the lack of pastoral care at both churches but particularly St Andrew’s.  HL agreed that a team was needed but that there was no quick fix if the right people weren’t available.  GN suggested bringing the spreadsheet created by Rev CH up-to-date but that still needed someone keeping an eye on and identifying the needs and areas of support.  It was agreed that it was an on-going issue and one which was going to be difficult to solve.

a) St Mary’s Extension – GN reported that the money given/pledged had reached a total of £192,000.  He explained that there were two initiatives taking place at the moment.  The first, a dinner being organised at Beaverbrook for likely donors, hosted by the new patron of the appeal, Lord Bridges.  The date for this event is likely to be 4 November for a total of 40 people.  Pip Burley is currently putting final details together.  The second is work being undertaken by Bill Donnelly on applying for grants.  Currently, three quotes for the project are being sought in order for him to approach charitable trusts.  GN also confirmed that they would be approaching suppliers of the church for possible donations and re-iterated that they would welcome donations/pledges both large and small.  HL suggested approaching the Jockey Club.  GN asked for permission to spend up to £500 in order to re-submit the planning application with new specifications – this was agreed.  (Action: GN)

b) Insurance Review - GN confirmed that he now had the Smart water for both churches which now needs to be applied & notices displayed to deter those tempted to steal metal.  He stressed that if this was not done then the church would not be insured.

c) St Andrew’s 50th celebrations: HL reported that he had the first meeting for this event with BF, JC and CT which had gone well.  He also reported that he had secured a visit by Bishop Jo to take the special service on 10 February 2019.  He explained that the service would be later than normal (11am – 12pm) and a lunch would follow.  Invites will be sent in due course. 

HL also confirmed that this service would be complemented by other events, such as sharing a quiz evening with the Tree Pub on 30 January and a tea party for Good Neighbours on 28 January.  A Songs of Praise service would also take place on 3rd February. 

d) Water Situation – RK had circulated an up-date of the water situation in advance of the meeting but re-iterated that it had become quite complex.  Following an inconclusive leak test, he was proposing doing one of three courses of action.  After much discussion, it was agreed that we would go for Option 1 (dig a pit at the junction of the church and rectory supplies, install new block valves and meters to each user).  RK agreed to go back to the Diocese and request that they pay half of the cost for this work, the quote for which was £1,240.  It was also suggested that at the point the extension is being built, the water supply for the church could be completely re-routed to avoid any confusion of use in the future.  (Action: RK)

e) United Benefice Picnic – HL confirmed he had booked a bouncy slide and that he was in the process of writing a risk assessment.  Two first aiders would also be on hand. 

f)  Toddler Group at St Andrew’s – HL confirmed that the first one would be held on 19th September and that he had held his first planning meeting at which 5 people had been identified who would help.  More help will be needed and in due course a rota be drawn up.  HL also confirmed that Bill Donnelly is advising on a risk assessment.

 

6.  Treasurer’s Report: RK had circulated accounts in advance of the meeting and confirmed that the monthly figures show an excess of income over expenditure at the end of August of £59,824.  He did point out, however, that this includes net donations of £62,057 towards the Octagon Appeal.  Therefore, our normal activities show an excess of expenditure over income of £2,233.  He expressed concern that we will not achieve break even this year, the main issue being down on income, particularly from plate collections and general fundraising activities.  Magazine advertising is also down although wedding and funeral fees are up.  RK confirmed that his forecast deficit for this year would be between £2-4,000. 

RK did confirm that a donation had been received in memory of Anne Vine which, on CT’s suggestion, would go towards the 50th anniversary celebration at St Andrew’s.  RK also took the opportunity to thank Glenys Sahay for the money received from the Box Hill Good Neighbours.  Both of these sums had been put into the St Andrew’s Fund along with a recently received legacy.

HL reported that both churches were being used soon for a filming project and it was agreed that the fee received would be split between the Octagon Appeal and general funds. 

 

 

7.  Rector’s Items:

a) HL confirmed that the initial “first Friday” coffee morning in Headley had gone well and thanked PK for her hard work.  More volunteers would be needed for future dates.

b) HL reported that he had secured a third visit from Bishop Jo who will be conducting a confirmation service at St Peter’s on 14th October.

 

8.  Brody & Braithwaite Trusts:  it was agreed that HL could sign off the accounts of both the Brody & Braithwaite Trusts.

 

 

9.  Minutes of the Standing Committee held on 16 July: already circulated:

Matters arising:

 

Safeguarding & Core 1 & other training – HL stressed the importance of everyone carrying out the Core 1 training, available on the Diocesan website.  This provides introductory training towards increasing and improving knowledge and understanding of child and adult safeguarding in the church context.  He reported that JC had offered to help anyone who would prefer not to do it on their own.  SB agreed to add the link to the relevant web page to these minutes – see below.

 

https://www.cofeguildford.org.uk/about/safeguarding-inclusion/safeguarding-training/online-training

 

ALL PCC TO HAVE COMPLETED THIS TRAINING PLEASE BY THE NEXT MEETING (Action: all those yet to carry out the training)

 

b) LYCiG – HL confirmed that this training day would be taking place on 20th October in East Molesey and hoped as many PCC members would come.  Please let HL know if you are able to attend.

c) Christmas – HL distributed a list of Christmas dates, some yet to be confirmed.

 

12.  AOB: 

a) AJ asked if the PCC were happy for him to place a marker in the churchyard on behalf of JS who had asked that when the time comes, her ashes be interred at St Mary’s.  This was agreed.  (Action: AJ)

b) AJ also reported the Bob Hulf had requested that Joyce’s name be included in the Book of Remembrance at St Mary’s.  It was pointed out that this book was usually for those buried or interred in the churchyard.  It was agreed that a little bit more research needed to be done before a decision could be made although it was going to be tricky setting a precedent.  (Action: AJ)

c) AJ reported that the gardener from St Andrew’s would like the opportunity to quote for maintaining the churchyard at St Mary’s.  It was agreed that GN would send the specification to AJ to then pass on. (Action: GN & AJ)

d) CH raised the issue of the state of Derek Smith’s grave.  Although it was pointed out that this is the family’s responsibility, HL agreed to contact the gravedigger to ensure that the ground is made level in order for it to be eventually grassed over and then mowed.  (Action: HL)

e) GN asked HL if there was any possibility of him producing the coloured service grid that he had done in the past.  (Action: HL)

 

13. Confidentiality:  none

 

12. Dates of the next meetings:

 

Standing Committee:  Wednesday 17th October at 7.15pm in The Old School

 

PCC: Friday 23rd November at 4.30pm in St Andrew’s (please note, this has changed from 16th)

         Wednesday 16th January at 7.15pm in The Old School

 

The meeting ended with night prayer at 9.30pm. 


PARISH OF HEADLEY WITH BOX HILL

PCC MEETING HELD ON MONDAY 11TH JUNE 2018

AT THE OLD SCHOOL, HEADLEY

Present

Revd Harry Latham – Rector            George Nixon

Revd Christopher Hancock – Asst Curate        Celia Toms

Alan Jobber – Churchwarden            Charlie Holme       

Pat Kitley  – Churchwarden            Jon Laverty                   

Sue Boswell – PCC Secretary            Joan Stocker   

Roger Kitley – Treasurer                Adrienne Lloyd-Williams   

Barrie Fox                

 

1. The meeting began at 7.30pm with Evening Prayer led by Revd Harry Latham.  HL also welcomed Adrienne Lloyd-Williams back on to the PCC.

 

2. Apologies for absence: Jan Curtis and Bill Donnelly as safeguarding officer

3. Declarations of interest: PK and RK declared interest in item raised under AOB

4. Approval of the minutes of the meeting held on 21 March 2018, already circulated, was given and signed by Rev Harry Latham.

5. Matters arising from the Minutes

a) St Mary’s Extension – GN reported that he and the fundraising committee had been working hard and could announce that, with money both already donated and pledged, a total of £172,000 had already been achieved.  He confirmed that there were still a number of areas still to pursue in terms of fundraising and that 80% of the total was needed before a faculty could be applied for.  He wanted to take the opportunity to stress the importance of pledges at this stage as they would contribute to the total even though the cash might not be available just yet.  He thought an e-mail to the electoral roll to this affect would be useful.  (Action: GN & PK)

GN also reported that he would like to organise some events and that Glenda Lamden was on board to offer her expertise but that she would definitely need help.  Any help would be gratefully received. 

GN reported that one idea they had had was to organise a dinner for those who aren’t necessarily involved in the church but might have the means to give sizeable donations.  This dinner could be hosted by Lord Headley as patron of the appeal and it was agreed that he be approached to this affect.   (Action: GN/RK)

GN also reported that there is a possibility that the architect may have to be changed in the future but he will keep us informed about this.

HL confirmed that we need to think about how information is released and up-dated to those on the electoral roll but that we do need to keep it in everyone’s minds. 

C Holme suggested having a prayer event running alongside the fundraising and HL agreed that it could certainly be linked to a specific event.

GN concluded with a request for more ideas – all ideas would be very welcome.

 

6. Presentation of Parish Safeguarding Policy to PCC for approval: in BD’s absence, PK had previously circulated the Parish safeguarding policies and took the opportunity to draw everyone’s attention to their roles and responsibilities within their individual church offices.  She reported that BD had asked that she encourage everyone to complete the Core 1 training available on-line via the Diocese.  PK reported that she felt that there had been an improvement in producing risk assessments for events and reminded everyone that these should be completed for every event.

PK agreed to send the link to the Core 1 training and will also ask BD if any further training was required for choir members now that children are part of the choir on a Sunday morning.  ALW agreed that she would do this and that Mary Denyer should also.  (Action: PK & ALW)

The PCC agreed to adopt the safeguarding policy and it was duly signed by HL, PK and AJ. 

C Hancock stressed the importance of always adopting best practice and taking our safeguarding responsibilities seriously.

 

7.  Treasurer’s Report: RK had circulated accounts in advance of the meeting and confirmed that the monthly figures show an excess of income over expenditure at the end of May of £14,411.  He did point out, however, that as he collects all the advertising revenue for the Box Hill News, he currently owes them approximately £3,500 which is half their share.  RK also confirmed that the Parish Share will go down, phased over 3 years, from £46,682 to £43, 809. 

RK reported that the water situation continued to be challenging and was causing some concern.  There seems to be a leak somewhere in the system and a series of investigations will now take place to try and establish where the leak is coming from. 

RK finally announced that he had purchased a card reader which enables people to donate by card using chip and pin or contactless.  He felt that as a starting point, vergers and sidesmen, if willing, should download the app to their phone (currently he is the only one with the facility).  He confirmed that the device is extremely quick and easy to use.  It was suggested that a list of those with the app be produced and then communicated to the regular congregation, enabling them and/or one-off visitors to either donate or pay for events such as the Harvest Supper.

 

8.  Insurance Review: GN had circulated the insurance review in advance of the meeting but drew attention to the cover for the theft of external metal.  He reported that the church is no longer compliant and it was agreed that he would obtain the relevant materials to ensure that Smartwater is applied appropriately, registered and notices in each church displayed.  (Action: GN)

 

9.  Rector’s Items: HL reported that he had received great feedback following the APCM and it was generally felt that the format had worked well.  He also reported that the “Start” course held in St Andrew’s had been attended by 9 people, that it had been enjoyable and it was intended that another one would be held in due course.  HL confirmed that the Diocese had not yet come up with a date for the parish LYCiG day but hoped that they would in the near future.  He also hoped that non PCC members would be encouraged to participate.  He also asked that the prayer card produced for LYCiG be regularly used during church services.  Finally, HL asked if a possible picnic event at the cricket club had been pursued – RK agreed to approach Sir Michael Pickard.  (Action: RK)

 

10.  Minutes of the Standing Committee held on 16 May: already circulated:

Matters arising: PK confirmed that a coffee indigo system had been purchased although wasn’t installed yet at St Mary’s.  She also confirmed that two signs were in the process of being made to then be placed at the entrance to both car parks.

AJ confirmed that two new wedding pens had been purchased.

 

11.  St Andrew’s:

a)  St Andrew’s committee: HL mentioned that with reference to point 7f from the Minutes of the Standing Committee, he did indeed feel that there was a need for a “cockpit crew” at St Andrew’s to get behind and have ownership of certain projects, e.g. 50th anniversary. 

b)  50th Anniversary: CT ran through the ideas outlined at the previous standing committee meeting and both she and BF agreed to be part of an organising committee.

c)  Paddock fencing: two quotes had been received for the proposed work to the paddock fencing and it was agreed that AJ would approach his supplier again and ask him to include some extra posts and also to find out his availability.  HL requested that, if possible, this work be done before the pet service on 22nd July.  (Action: AJ)

d) Pastoral care: C Hancock expressed concern over pastoral care, or lack of it, particularly in Box Hill.  He felt that there needs to be more organisation and structure than currently exists.

e) Lettings: C Hancock agreed to send Chris Slade (Box Hill News) the previously agreed advert on lettings at St Andrew’s.  (Action: C Hancock)

 

12.  AOB:  PK and RK requested to reserve somewhere in the churchyard for the internment of their ashes for when the time comes.  A spot will be allocated and this will then be detailed in their respective wills.  This was agreed by the PCC. 

 

13. Confidentiality:  none

 

12. Dates of the next meetings:

Standing Committee:  Monday 16th July in The Old School at 7.15pm

PCC: Monday 10th September in The Old School at 7.30pm

 

The meeting ended with the Grace at 9.20pm. 


PARISH OF HEADLEY WITH BOX HILL

PCC MEETING HELD ON WEDNESDAY 17th JANUARY 2018
AT ST ANDREW’S, BOX HILL

Present

Revd Harry Latham – Rector                        Celia Toms
Alan Jobber – Churchwarden                      Charlie Holme                   
Pat Kitley  – Churchwarden                         Roger Kitley
Jan Curtis – Deputy Churchwarden           George Nixon
Sue Boswell – PCC Secretary                       Joan Stocker
Sally Hunt – Treasurer                                    Jon Laverty
Barrie Fox                                                           

1. The meeting began at 4.30pm with compline led by Revd Harry Latham.

2. Apologies for absence: Rev Christopher Hancock

3. Declarations of interest: none

4. Approval of the minutes of the meeting held on 01 November 2017, already circulated, was given and signed by Rev Harry Latham.

5. Matters arising from the Minutes
a) St Mary’s Extension: GN reported that, with the help of his friend mentioned in previous minutes, the scope of the extension had been reduced which resulted in a new projected cost of £325,000 (£100,000 less than original estimate) which, it was made clear, included some contingency.  GN also reported that an extension committee would be set up comprising of himself, RK, Bill Donnelly and Pip Burley with Margaret Manly helping in the initial stages.  GN mentioned that there had been previous discussion on using some of the money currently in the Braithwaite Trust and asked whether the PCC would be willing to kick-start the fundraising with a portion of the £75,000 currently in the account.  This was agreed.

GN stressed that all donations would be very welcome, large or small although HL also stressed that we would need to identify where some sizeable donations could be come from as well as smaller amounts from events.

GN agreed to draft a thank you letter to his friend which he would then send to HL for signature.

(Action: GN)

HL also suggested having a series of meetings explaining what the plans are and although GN reminded the meeting that this had already been done, it had been a while ago.

b) St Mary’s Churchyard: GN reported that he had received a quote to trim the hedge between the two churchyards and to put a path in place through the existing gap, as discussed at the previous meeting.  The quote totalled £885 and it was agreed that this work should go ahead.  (Action: GN).

JC suggested that clearer rules on churchyard use should be made more visible, i.e. by the lych gate and into the new churchyard.  It was agreed that guidance should be re-written. 

c) St Andrew’s Cross: HL reported that he had yet to find someone to provide a white cross for outside St Andrew’s.  (Action: HL)

AJ thanked BF for providing and fitting the key box in St Andrew’s which will now facilitate evacuation in the case of an emergency.

 

6. Safeguarding update: PK reported that Bill Donnelly and Lindsay Boswell had met the previous week and were now looking at meeting with the safeguarding officer at St Peter’s.  She also confirmed that she, AJ and CH were attending a safeguarding course on 3rd February. 

CH confirmed that he had had his DBS disclosure completed through Ashtead Parish.

 

7.  Health & Safety update: RK confirmed that a copy of the health and safety policy now in place is available at the back of St Mary’s.  He also encouraged the churchwardens/sidespeople/vergers to sign the Fire extinguisher training manual log once they were familiar with its contents.  BF agreed to amend the health & safety policy in order for it to be applicable to St Andrew’s.  PK confirmed that she had condemned one of the urns in St Mary’s and would be ordering a replacement.  (Action: PK)

 

8.  Fabric Committee: RK confirmed he had nothing to report other than confirming that the replacement of the broken boiler pump was in hand.  At the moment a spare pump is being utilised.  RK also confirmed that there was evidence of mice in the choir stalls and this was being addressed.  PK reported that she was still awaiting a response from the National Trust regarding the pond and JL agreed to chase this.  (Action: JL)

 

9.  Treasurer’s Report:

RK reported that the main role of Treasurer was still in transition but in the meantime, SH distributed the accounts which indicated that they were £44 in profit for the year.  She stressed that this was a good result and even expected this figure to go up slightly.  HL thanked SH for all her hard work as she retires from this part of the Treasurer role.

 

10.  Minutes of the Standing Committee held on 12 January: nothing to discuss

 

11.  Matters arising from the Standing Committee Minutes:

a) Standing Committee terms of reference: PK confirmed that these had been circulated in advance which were fairly self-explanatory but did confirm that both JP and ALW had now stood down from the Standing Committee.  HL thanked them and GN for all their hard work during the vacancy.

b) Diary & Communications:  it was confirmed that the programme for Lent & Easter had already been circulated and HL reported that in addition to usual events, he was looking at a Palm Sunday procession in Box Hill.  JC confirmed that there would be no Messy Easter and the Easter garden workshop still needed to be confirmed.

CH agreed to draft something to go to JAM families, advising them of the Palm Sunday event.

PK confirmed that unless anyone objected (by e-mail to her), photos of the PCC would be put on the website and in the churches. 

PK suggested the on-line diary should include all events, i.e. weddings/funerals and it was agreed that all diary items go to MC in the first instance and that SB would be a back-up should MC not be available at any stage to up-date the website. 

 

12.  Rector’s Items:
a) HL reported that he felt it would be a nice idea to hold an event to say an official “goodbye” to Headley Court and confirmed that ALW had agreed to organise such an event.  He reported that he was meeting with the CO the following week and it was agreed that if she was in agreement, an event should go ahead. 
b) HL reported that he was keen on setting up a toddler group on a Friday morning at St Andrew’s but would need a team of helpers (SH offered her help).  He explained that he felt there was a need to engage with a large number of people, particularly on Box Hill, who have no current connection with the church.  The group would last one and a half to two hours and would consist of games/songs/refreshments etc with a small entry charge.  He suggested a weekly group would be ideal but this would obviously depend on the number of volunteers.
c) HL circulated leaflets to the meeting entitled “HOPE” which had been published by an ecumenical group called Hope Together.  He particularly highlighted the “Rhythm of Mission” section which describes the church seasons and what is automatically celebrated throughout the year.  However, it also suggests other ideas that we might not be quite so good at, namely Summer Festivals – perhaps that is something the PCC could look at.

13.  AOB: 
It was agreed that SH should take on the official role of Assistant Treasurer.

CH confirmed that his report on Parish Visiting had already been circulated but wanted to emphasise that no two visits are ever the same and that he and HL are still learning a lot about the art of visiting.  He also stressed the importance of opportunities for people to meet with HL and also mentioned that he felt that some visits may need a follow-up visit by a pastoral worker.

HL felt that we were limited in terms of resources of what we were able to offer and felt that with the exception of the new toddler group, we should concentrate on what we can offer already rather than adding to the work load, e.g. the chance for coffee/cake after a Wednesday morning service.

HL thanked CH for his help and enthusiasm in visiting and also invited anyone else who may be interested in joining them.  

 

14. Dates of the next meetings:
Standing Committee:  23 February at St Andrew’s at 4.30pm
PCC:  21 March at St Andrew’s at 4.30pm
APCM:  Friday 27 April 2018 at 6.30pm at St Andrew’s

The meeting ended with the Grace at 6.30pm.
 




PARISH OF HEADLEY WITH BOX HILL

PCC MEETING HELD ON WEDNESDAY 1ST NOVEMBER 2017

AT ST ANDREW’S, BOX HILL

Present

Revd Harry Latham – Rector        Celia Toms

Alan Jobber – Churchwarden        Charlie Holme       

Pat Kitley  – Churchwarden        Roger Kitley

Jan Curtis – Deputy Churchwarden    George Nixon

Sue Boswell – PCC Secretary        Joan Stocker

Sally Hunt – Treasurer            Jon Laverty

Barrie Fox                

 

1. The meeting began at 4.30pm with compline led by Revd Harry Latham.

 

2. Apologies for absence: Michelle Cahill – HL reported that MC had decided to step down from the PCC but will keep on her role as a Deanery Synod representative.  CH asked that we record our grateful thanks to MC for all her hard work while serving on the PCC.

3. Declarations of interest: none

4. Approval of the minutes of the meeting held on 22 August 2017, already circulated, was given and signed by Alan Jobber.

5. Matters arising from the Minutes

a) St Mary’s extension: GN reported that his quantity surveyor friend had spent a great deal of time looking at the spec of the extension since the last PCC meeting, which he’d carried out free of charge.  The friend had subsequently drawn up a number of questions/suggestions which were then raised at a meeting between him, GN, RK, the architect and his own quantity surveyor.  Discussion took place on, amongst other things, the resources to be used, such as cladding and GN is now awaiting a response from the architect.  GN reported that he is keen to come up with a more realistic figure as soon as possible to enable fundraising to start and he confirmed the need for a small fundraising committee.  GN also confirmed that he had built up a huge amount of information/resources to help with the project and PK also mentioned the option of some possible training via the Diocese. 

On request, HL confirmed that he was fully behind the project.

b) Treasurer’s replacement: SH reported that RK had agreed to take on the role of main Treasurer, with her assisting and being responsible for income.  HL thanked RK for taking this on and SH too for all her hard work over the last 7 years as Treasurer.

 

6. Safeguarding update: PK highlighted Bill Donnelly’s report that had been circulated prior to the meeting.  GN highlighted the fact that in the first line of his report, it should have referred to two churches, rather than two parishes. 

SB reported that Lindsay Boswell was meeting his counterpart (administering the DBS system) from Walton-on-the-Hill to go through the clearing process and agree the same approach.

PK reported that a C2 safeguarding training module was planned on 2nd February and suggested that churchwardens and worship leaders, as a minimum, try and attend this session.  She agreed to e-mail the necessary details in order for individuals to make a booking.  (Action: PK)

 

7.  Health & Safety update: a short report was circulated prior to the meeting but RK confirmed that he had discussed a draft policy with HL and the proposal was that the PCC adopt a model policy with a few tweaks, particularly for St Andrew’s.  BF agreed to have a look at the policy on behalf of St Andrew’s.  The PCC agreed to adopt the model policy.  (Action: RK/BF)

 

8.  Fabric Committee: RK reported that while he had nothing serious to report he was concerned with the floor in the choir vestry at St Mary’s.  It seems to get wet regularly and the suspicion is that it coincides with the pond overflowing.  It was agreed that PK contact the National Trust (who own the pond) to ask them to have a look at and try and resolve the problem.  (Action: PK)

RK also reported that the stained glass window to the left of the altar in St Mary’s is deteriorating although there doesn’t seem to be anything wrong with the fabric of the window itself.  He recommended we take no action for the time being and this was agreed.

 

9.  Treasurer’s Report:

a) Approval of the Trust Accounts: SH confirmed that the accounts for both the Braithwaite Trust and the Brodie Trust had been approved by Sir Michael Pickard.  She reminded the PCC that the Trustees for the Braithwaite Trust were the Rector and Churchwardens and for the Brodie Trust, it was the entire PCC.

It was agreed that she sign them with AJ after the meeting.

SH also confirmed that the balance in the current a/c stood at £26,000 – this figure having barely changed since last month.

 

10.  St Mary’s Churchyard:  AJ reported that it was felt that the churchyard extension had become isolated from the rest of the churchyard.  After some discussion, GN agreed to get a quote for both reducing the height of the bushes between the two areas of the churchyard and for putting in a shingle path.  (Action: GN)

GN also highlighted the need for more space for burials of ashes which will need a faculty. 

JC reported that the tenants in the Rectory were not happy with the church bell striking so early.  GN confirmed that it started at 7am but agreed that the clock was running fast which resulted in an early strike.  He reported that the clock was being looked at later in the week which would hopefully resolve the issue.

 

11.  Minutes of the Standing Committee held on 20 October: HL asked that MC be included under item 5d.

 

12.  Matters arising from the Standing Committee Minutes:

a) Communications: JC expressed concern particularly over who sent Pip Burley items for the Parish magazine with the worry that he may get the same thing more than once.  GN reported that he oversaw the contents of the magazine and worked closely with PB to check there were no anomalies.  He is happy to continue fulfilling this role and it was felt that it was better that PB received the information more than once rather than not at all.

b) Budget for JAM:  HL reported that the Standing Committee had approved a budget of £150 for  Messy on 3rd December but was keen to set a firm budget for 2018 to enable these sessions to be as successful as they could be, bearing in mind that donations were collected on the day.  SH reported that historically these donations weren’t highlighted in the accounts.

Publicity budget: HL expressed the wish to have a good publicity budget and to know exactly how much things cost.  SH reported that although we had, in the past, relied on the generosity of a few people in providing publicity, this was not so much the case now. 

c) St Andrew’s window:  AJ explained that a company had been asked to come up with some designs for a cross to be visible in the middle front window at St Andrew’s.  The proposed designs were circulated but AJ explained that when prototypes were put in place, they couldn’t be seen due to reflection issues.  HL explained that another option would be to replace the welcome sign on the outside of the building with a white cross and he agreed to pursue this and look at alternatives available.  (Action: HL)

 

13.  Rector’s Items: HL reported that he had met with Roger Cunliffe who was keen, now in his mid- 80’s, to put some of his affairs in order.  This included tidying up the family grave area, i.e. remove the curbing and ironworks which he hoped would take place in 2018.  HL asked if the PCC were happy for this to happen and said he would consult the Archdeacon and this was agreed.

 

14.  AOB: 

a) AwayDay:  CH raised the possibility of an awayday in 2018 – PK suggested this could take place after the APCM and HL felt this was an excellent idea.  Date to be decided.

b) JS highlighted the need for extra members for the sacrosanct team and if anyone felt they could approach someone who may want to be involved, to please do so.  HL suggested she put something together in writing with an explanation of what duties are involved.  (Action: JS)

c)  SH explained that we had bought a cope for Rev Christopher Hancock and asked if HL could present it at his licensing service on 5th November?  HL reported that it needed some alterations and that he will present it once these have been completed.

d) BF raised the issue of evacuation in the event of a fire at St Andrew’s and it was agreed that he fit a keybox by the side door to facilitate an exit in case of an emergency.  (Action: BF)

e) GN reported that our insurers, the Ecclesiastical Insurance Company, were currently offering a special promotion which meant that if a member of the congregation/electoral roll moved their household insurance to them in the next 12 months, they would donate £130 to the church.  It was agreed that this would be publicised.

 

15. Confidentiality – none

16. Dates of the next meetings:

Standing Committee:  24 November at St Andrew’s at 4.15pm

PCC:  17 January and 21 March at St Andrew’s at 4.30pm

 

The meeting ended with the Grace at 6.15pm. 


PARISH OF HEADLEY WITH BOX HILL

PCC MEETING HELD ON TUESDAY 22 AUGUST 2017

IN THE OLD SCHOOL, HEADLEY

Present

Alan Jobber – Churchwarden        Charlie Holme       

Pat Kitley  – Churchwarden        Roger Kitley

Jan Curtis – Deputy Churchwarden    George Nixon

Sue Boswell – PCC Secretary        Joan Stocker

Sally Hunt – Treasurer            Jon Laverty

Michelle Cahill                Celia Toms

Barrie Fox                

 

1. The meeting began at 7.30pm with compline led by Charlie Holme.

 

2. Apologies for absence: none

3. Declarations of interest: none

4. Approval of the minutes of the meeting held on 24 July 2017, already circulated, was given and signed by Alan Jobber.

5. Matters arising from the Minutes

a) Work at St Andrew’s: AJ reported that Allison’s had now completed the work on the asbestos and that he was pleased with the result.  He also reported that the cracked window was due to be replaced on Tuesday 29th August and that Barrie Fox would be overseeing this work.  (Action: BF)

b) Battle of Britain service and baptism: JC confirmed that she had found someone to take the Battle of Britain service on 17th September (which will be held at 10.30am) but that as he was a Deacon, he would be unable to take the baptism.   However, she also confirmed that HL was willing to take it at 3pm and SB agreed to let the family know.  GN reported that he was waiting for a rehearsal date with Headley Court personnel and PK suggested that John Woodhouse be invited – CH agreed to liaise with him.  (Action: SB/CH)

c) Bank charges: SH reported that she had managed to recoup bank charges charged since April 2016 which totalled £677.86 and that the bank account was now a charge-free account.  SH was duly congratulated.

 

7. Treasurer’s Report

SH reported that income was down £6000 on this time last year but that expenditure was also down.  She explained that there were now fewer standing orders and that attendance was also down.  However, she stressed that with £29,000 in the current account, this was only £3,000 less than this time last year and she was pleased with this.  SH also reported a £1,016.75 balance of income over expenditure for July.

8. New Clergy Preparations

a) Installation service: AJ reported that a rehearsal for the service had taken place on Sunday.  PK confirmed that the order of services were being printed and distributed a draft copy.  JC requested that those helping before the service park in GN’s field which can take a maximum of 15 cars.  CH is to supervise the parking outside the church which is reserved for both VIPs and disabled guests.  SH confirmed that she would pay for the catering and then reconcile with Walton at her first treasurer’s meeting. 

PK confirmed dates set for both future Standing Committee meetings and PCC meetings.  However, the suggestion was made that maybe PCC meetings could be held on Wednesday afternoons.  PK agreed to pursue this option with both HL and Christopher Hancock.  (See point 12 below).

 

9. Minutes of the Standing Committee meeting on 15 August already circulated for information: JC requested that the Serendipity Singers perform on Saturday December 2nd, rather than the Friday as this worked better for them.  This was agreed.

 

10. AOB

a) St Mary’s Extension: GN reported that he had submitted an enquiry to the Heritage Lottery Fund and, with RK, had subsequently had a meeting with them.  As a result, he was able to report that this avenue of funding would not be viable as the extension would not be regarded as a Heritage project, nor would it fall into any of their priority development areas.  Therefore both he and RK proposed to abandon this path and concentrate on grant-giving trusts, private individuals and general fundraising.  GN also reported that he had asked a quantity surveyor friend to look at the plans as a favour and his assessment was that as it was a very high specification it seemed unnecessarily excessive.  Therefore, GN feels we need to cut it back and at the same time be realistic about how much we can raise but equally be courageous, giving ourselves two or so years to reach it.  He stressed the importance of putting together a good team to take the project forward.

b) Treasurer replacement: SH confirmed that she would be leaving as Treasurer at the end of the year although was happy to remain as Assistant Treasurer dealing with income.  Therefore, she suggests that another Assistant Treasurer deals with expenditure/cheques and someone else oversees both and prepares the annual accounts.  This needs pursuing as a matter of urgency.

MC offered to take over the Light for Life and also to help out where she could although the quality of her laptop would restrict how much she could actually achieve long-term.

c) Graveyard reservation request: agreement was given for a graveyard reservation for a burial of ashes for Derek James Watts, as put forward by AJ.  AJ also thanked the PCC for agreeing for his brother's ashes to be moved and also requested that a space for future use be reserved for him adjacent to his brother.

d) BF gave SH the sum of £92 received from extra donations made at St Andrew’s. 

e) CT asked whether or not it would be worth having a service at St Andrew’s on 17th September as many people might wish to attend the Battle of Britain service at St Mary’s.  It was agreed it would go ahead as planned as it would be HL’s first service there.

11. Confidentiality – none

12. Dates of the next meetings:

Standing Committee:  Wednesdays 13 September, 18 October and 22 November at St Mary’s at 4.15pm

PCC:  Wednesdays 01 November, 17 January and 21 March at St Andrew’s at 4.30pm

 

The meeting ended with the Grace at 9.15pm. 


PARISH OF HEADLEY WITH BOX HILL

PCC MEETING HELD ON TUESDAY 24 JULY 2017

IN THE OLD SCHOOL, HEADLEY

Present

Alan Jobber – Churchwarden        Charlie Holme       

Pat Kitley  – Churchwarden        Roger Kitley

Jan Curtis – Deputy Churchwarden    George Nixon

Sue Boswell – PCC Secretary        Joan Stocker

Sally Hunt – Treasurer            Jon Laverty

Michelle Cahill                Celia Toms

Barrie Fox                

1. The meeting began at 7.30pm with compline led by Charlie Holme.

2. Apologies for absence: none

3. Declarations of interest: none

4. Approval of the minutes of the meeting held on 27 June 2017, already circulated, was given and signed by Alan Jobber.

5. Matters arising from the Minutes

a) St Andrew’s Quinquennial Review: AJ reported that he had organised the cracked window to be replaced and this was scheduled to take place on 28 August.  He also confirmed that subsequent to last month’s meeting, Allison’s had agreed to carry out the asbestos work for the price originally quoted.  A date has yet to be set.  (Action: AJ)

 

7. Treasurer’s Report

a) SH reported that she had had a meeting with the Treasurer at Walton-on-the-Hill which had proved a good session.  They have agreed to meet once a quarter to discuss costs/expenses – shared costs have been agreed to include water bills at the Rectory, the Rectory phone bill and other expenses incurred by Rev Harry Latham.   SH also reported that both Walton and Headley had agreed on separate house-warming gifts for HL and his family once they move into the Rectory.  PK confirmed that she had already provided a large tin of biscuits and a John Lewis voucher to the family.

b) SH reported that she was attempting to negotiate a reduction in bank charges with Nat West as she believed the PCC should not be paying these. She is also looking at ways to reduce the number of cash payments made to individuals since these also incur charges. (Action: SH)

c) SH also reported that the current figure of income over expenditure was £1,170.90 although this doesn’t include payment for advertising in the Box Hill News.

PK thanked SH for her dedicated and diligent approach to keeping the accounts.

8. New Clergy Preparations

a) Installation service:

JC confirmed that the invitations had been sent and most of those who have replied have said they are attending – she also confirmed that looking carefully at seating, she is confident that everyone will fit in the church.  It was agreed, however, that some provision should be made outside should this not be the case.  GN confirmed that he had sourced some outside speakers for a nominal charge of between £50 - £150.  JC confirmed that she was receiving good guidance and advice from the acting Rural Dean although there are still a few things to tweak.  The order of service has yet to be approved. 

JC also reported that some objects will need to be taken out of the church to allow more room and these objects will need to be stored – this area still needs to be decided.

b) PCC involvement & tasks:

Food - PK confirmed that Julie from the village shop had been asked to provide a finger buffet for after the service -  JS, SB and CT volunteered to help distribute on the evening

Car parking – it was felt that using the car parking area of the Old School, the overflow car park and the top level of the pub car park should probably be sufficient.  GN offered his field for those members of the PCC who will be parking all evening and this will help to relieve car parking pressures elsewhere.  5 -6 people will be needed to direct car parking. 

JC confirmed that there would need to be six reserved spaces – 4 for bishop and other visiting clergy and 2 disabled spaces. MC offered to produce appropriate signage.

Clearing the church – JL & RK offered to remove a variety of objects from the church and MC offered to clean these areas afterwards.

Sidespeople – The Edwards’ have been asked to side and there will also be two people from Walton.  SH and CH offered to usher guests to their seats.

Choir vestry – GN offered to control the standing area which will be made available in the choir vestry

Gazebos – GN & JL offered to erect gazebos

Rehearsal – PK confirmed that there would be a rehearsal at 2pm on 20th August but at this stage is unsure as to who exactly will be needed for this.

Flowers – PK confirmed she had spoken to Ann Glasscock and it had been agreed to just have flower arrangements at the altar.  The window ledges will be left. 

PK also asked for agreement that Ian (organist) be presented with a gift as he will be unable to continue to play at either St Mary’s or St Andrew’s once the service is moved to 9.30am.  This was agreed.

9. Minutes of the Standing Committee meeting on 3 July already circulated for information: no items discussed.

10. AOB

a) Battle of Britain service – GN confirmed that he was having a meeting to discuss this service with the CO at Headley Court (with JC) on 3rd August.  He is hoping that the name of the priest conducting this service will be confirmed at the same time, if not before.   GN will then confirm whether or not the priest agrees to take a baptism immediately after the service.  SB agreed to forward baptism family details to both GN and JC in order for them to liaise while SB is on holiday. 

b) Fabric Committee & St Andrew’s – AJ confirmed that he had asked BF to join the Fabric Committee and was delighted to report that he had agreed.  SH offered to give BF her keys to St Andrew’s and RK confirmed he would give BF a copy of the quinquennial report.

c) Christopher Hancock – SH suggested that the PCC give Christopher a stole as a gift now that he’s been ordained – this was agreed.  SH will e-mail CH and ask him to choose one from a specific website and she also confirmed that this would cost in the region of £300.  It has yet to be agreed when this will be presented to him.  (Action: SH)

d) PK also reported that Bill Donnelly had asked the PCC if it was happy that he publicise a St Peter’s Lifeline fundraising event to be held in December.  This was agreed.

e) GN confirmed that it was Bob Hulf’s 90th birthday on 2nd August and SH confirmed that she had managed to obtain a number of signatures on a card she had purchased.   Pauline Nixon had offered to make a cake and SB offered to find out whether or not Bob would be in church on Sunday 30th in order to celebrate the occasion. 

11. Confidentiality – none

12. Dates of the next meetings:

Standing Committee:  Tuesday 15 August at 4.15pm

PCC: Tuesday 22 August at 7.30pm

The meeting ended with the Grace at 9.15pm. 


PARISH OF HEADLEY WITH BOX HILL

PCC MEETING HELD ON TUESDAY 27 JUNE 2017

IN THE OLD SCHOOL, HEADLEY

Present

Alan Jobber – Churchwarden        Charlie Holme       

Pat Kitley  – Churchwarden        Roger Kitley

Jan Curtis – Deputy Churchwarden    George Nixon

Sue Boswell – PCC Secretary        Joan Stocker

Barrie Fox                 Celia Toms

 

1. The meeting began at 7.30pm with a reflection and prayer led by Charlie Holme.

AJ welcomed Joan Stocker back to the PCC and also thanked Pat & Jan for keeping things running smoothly during his difficult time recently.

2. Apologies for absence: Sally Hunt, Michelle Cahill, Jon Laverty

3. Declarations of interest: none

4. Approval of the minutes of the meeting held on 24 May 2017, already circulated, was given and signed by Alan Jobber.

5. Matters arising from the Minutes

a) St Andrew’s Quinquennial Review: AJ reported that he hadn’t had a great deal of luck with the two companies he had contacted regarding the work with the asbestos.  One said it wasn’t interested in the business and the other said it would need to carry out a re-inspection which would cost almost £200.  As a result, he recommended that he go back to Allison’s who had already quoted £510 + VAT and ask them to go ahead.  This was agreed.  (Action: AJ)

 

b) Water meter: PK reported that she and SH had met with the water board (SSE).  As a result, a temporary meter had been fitted at the entrance to the Rectory to measure the tenants’ use.  The church will have to pay the entire bill and be reimbursed by the tenants for their portion of it.  PK explained that in due course a permanent meter will be put on the church side of the church gate.

d) Health & Safety: RK reported that there was not a lot to add from the last meeting and confirmed he is putting together a folder for St Mary’s and in due course will need to put one together for St Andrew’s.  (Action: RK/AJ)

6. St Mary’s Extension

GN went through his report, already circulated, on the proposed extension.  GN confirmed that he feels we should proceed as originally planned but that the expected cost will be in the region of £500,000.   He confirmed that even if we went for a smaller extension, permission would still need to be sought from a host of organisations which would set the whole project back almost to the beginning.  He confirmed that the Heritage Lottery Fund now includes churches in its historical buildings category which also allows for extensions and that this must be our first port of call for possible funding. He also reminded the PCC that 80% of the cost would need to be secured before we are able to apply for a faculty.  GN stressed the importance of full PCC support for this project bearing in mind that the extension would enable the church to be used for both church and non-church activities as it would offer a more flexible space.  PK also suggested that we approach certain families within the community who have had a long association with Headley.  She also felt that with the new team of Rev Harry Latham and Christopher Hancock in place, this might make all the difference.  JC reminded the PCC that we should have faith in God and that the most extraordinary things can happen when all seems impossible.

AJ asked for a vote in favour of proceeding as GN had outlined – this was unanimously voted for.

7. Treasurer’s Report

SH provided a report in her absence.

GN went through it but suggested that there wasn’t much to highlight other than the fact that since January, the general fund had fallen from £42,488 to £39,347.

8. New Clergy Preparations

a) 8am BCP service – JC reported that the small congregation of this service had asked for Grahame Berridge to continue to take this service every week and that they’d be willing to pay him to do so.  JC then put this to Rev Harry Latham and his response was that we should book GB once a month until Christmas.  He also confirmed that once a month there would be a joint BCP service, alternating between St Mary’s and St Peter’s. 

b) Installation service – PK reported that she had been given a comprehensive document by the Diocese to help plan this service and as a result had produced a spreadsheet.  A copy of this will be sent to everybody and she stressed the importance of everyone committing to fulfilling a role either in advance and/or on the day.  PK also reported that Jane Pickard had joined the logistical group along with both churchwardens from Walton-on-the-Hill.  As St Mary’s is tight on space, the numbers had been agreed as follows: HL has 50 invites for family & friends; St Peter’s has 50 invites for congregation; St Mary’s has 50 invites for congregation; St Andrew’s has 20 invites for congregation; 30 invites for local ecumenical people and visiting clergy.  PK also reported that HL had asked if he could park his small caravan somewhere as there is nowhere in Walton-on-the-Hill.  It was agreed that a corner of the overflow car park would be perfect.  GN thanked PK for all her hard work on this mammoth task.

9. Minutes of the Standing Committee meeting on 7 June already circulated for information

GN raised the visit of the Bishop on 13th August and stressed the importance of publicising this in order to have as full a church as possible.  It will go in the August/September magazine.

 

10. AOB

AJ reported that he had agreed with CH that the ‘prayer in the community’ project would be put on hold until HL’s arrival.  He confirmed that this was because HL would probably have experience of such projects and also that we had been asked specifically not to undertake any new projects while in vacancy. 

GN explained that AJ and his father wished for AJ’s brothers’ ashes to be moved in order for them to be re-interred with his mother’s ashes.  He confirmed that this needed the PCC’s approval of him reserving spaces in block G1 as shown on the map brought to the meeting – this was agreed.

PK explained that as PCC members, everyone would have to sign a Trustee eligibility form as required by the Charity Commission.  These will be distributed in due course.

JS raised the issue of gluten-free wafers, of which we have none.  It was agreed that HL would be asked whether this was something he required and in the meantime we would continue to offer the usual wafers.

11. Confidentiality

None

12. Dates of the next meetings:

Standing Committee:  Monday 3 July      PCC: Mon 24 July, Tues 22 August

 

The meeting ended with the Grace at 9.00pm. 



PARISH OF HEADLEY WITH BOX HILL

PCC MEETING HELD ON WEDNESDAY 24 MAY 2017

IN THE OLD SCHOOL, HEADLEY

Present

Alan Jobber – Churchwarden        Jonathan Laverty   

Pat Kitley  – Churchwarden        George Nixon

Jan Curtis – Deputy Churchwarden    Celia Toms

Sue Boswell – PCC Secretary

Michelle Cahill           

Barrie Fox

Roger Kitley

+ Bill Donnelly (in attendance from items 1 – 4 only)

1. The meeting began at 7.45pm with Compline

AJ welcomed new members Barrie Fox and Sue Boswell and also thanked Bill Donnelly for attending this meeting.

2. Apologies for absence: Charlie Holme, Sally Hunt, Joan Stocker

3. Declarations of interest: none

4. Presentation of Parish Safeguarding Policy to PCC for approval

It was explained that the Diocese had only recently published their model safeguarding policy and as a result PK then read the statement of safeguarding policy that she proposed appear in both churches.  She explained that both Bill Donnelly and Lindsay Boswell had agreed to administer the safeguarding policy with Lindsay concentrating on checking that DBS disclosures were up-to-date.  AJ pointed out that as the PCC was more accountable than it had been in the past, risk assessments needed to be carried out both for church activities and activities that the church was supporting.  These were to cover both safeguarding and health and safety. 

BD explained his background and suggested that he would ensure that as few bits of paper were required as possible to avoid a too onerous task every time the church undertook an activity.  He would, as a result, have a discussion with RK as to how best this could be achieved.  He also pointed out that safeguarding doesn’t just cover activities with children, but also with vulnerable adults.  MC asked how one defines a “volunteer employee” and BD’s response suggested that this needs consideration with again, care not to make requirements so onerous that no-one is prepared to volunteer. 

Other issues needing consideration were the St Andrew’s lettings, particularly in regard to health and safety.  BD also raised the issue of “spiritual abuse” which he suggested could be explored as a concept at a future date.  For example, Diocesan advice in supporting a church member in need or difficulties was not to quote the Bible to them.  This may warrant further discussion at another time. 

SB signed the Statement of Safeguarding Policy & the Parish Safeguarding Responsibilities document was also signed, both of which will be displayed in St Mary’s and St Andrew’s.  BD left the meeting at this point.

5. Approval of the minutes of the meeting held on 5 April 2017, already circulated, was given and signed by Alan Jobber.

 

6. Matters arising from the Minutes

a) St Andrew’s Quinquennial Review:  with regard to the containment of the asbestos in the boiler house, AJ reported he had found two companies who will quote for the work – will report again when he has received the quotes (Action: AJ)

 

b) Rent review of the Old School: RK reported that 30 May marked the 5-year rent review on the Old School.  A surveyor had been employed to look at the value of the building and terms had now been agreed.  The current £18,000 p.a. rent will increase to £22,000 p.a. for the next 5 years with a £1,000 discount for the first year and a £500 discount for the second.  He reported that he had a good relationship with the tenant and felt that it had been a good outcome.  AJ thanked RK for his work on this matter.

c) Archbishop’s Call to Prayer (Beacon Lighting): MC reported that she and JC had worked hard in preparation for this event and AJ took the opportunity to thank them both for this.  MC explained that during Novena a morning prayer would take place at St Mary’s at 9.00am and an evening prayer at St Andrew’s at 6.00pm.  She also reported that the service booklets for the short service before the Beacon Lighting had been printed free of charge.

d) Health & Safety Review: (see attached Health & Safety Update)

RK informed the meeting that the Parish Health and Safety Policy is being revised using the pro forma from Ecclesiastical Insurers. A draft proposal and review (appended) were circulated prior to the meeting and following discussion it was decided to prepare a separate policy for each church. A folder will be placed in each church with all the relevant documents, annual risk assessments and updates. (Action: RK)

It was agreed that all Churchwardens, PCC members and Sidesmen need to have a refresher of Fire Extinguisher Training and complete the log included in the manual. (Action: RK)

Medical kits in both churches have been replaced.

7. Treasurer’s Report

GN read out SH’s report in her absence, as follows:

In April there was an excess of Income over Expenditure of £1,585.82, mainly due to magazine advertising revenue.  To date this year there is an excess of Expenditure over Income of £2,445.20.  There is £40,907 in the General Fund and £145 in the Extension Fund.  As the St Andrew’s Fund no longer has any money in it, all income and expenditure is recorded generally for both churches. 

GN commented that although regular donations are obviously important, it is the magazine income and the rent from the Old School which are really vital.  GN also reported that £4,140 had been taken from Pip Burley’s events and money from any more CD’s sold will also come to the church.  Thanks were expressed at Pip’s generosity in holding these two events. 

 

8. New Clergy Preparations

AJ reported that he, PK, JC and the churchwardens from Walton-on-the-Hill had met with the new Rector, Harry Latham on 11 May.

AJ reported that this had been a positive meeting with Harry stressing the importance of him having a visible presence in all three villages.  HL plans on running three services each Sunday but the exact timings of these has yet to be decided.  PK made the point that there would inevitably be some changes and we should be prepared for that.

It was confirmed that HL’s installation service would be on 31st August but exact details are yet to be confirmed. 

9. Minutes of the Standing Committee meeting on 10 May already circulated for information

The Open Gardens Event on 17 June was highlighted and this is in progress.  Jane Pickard has requested help for serving lunch on this day.

 

10. AOB

a) Water meter:  GN reported that there is only one water meter serving both the church and the rectory and this is clearly not an acceptable situation.  PK reported that the tenants in the rectory are not happy as they are paying a commercial rate for their water.  The water board won’t talk to the Diocese as SH is the account holder but she has not managed to get anywhere with the water board either.  In the meantime, the Diocese have agreed to pay privately for a separate water meter in the rectory and then “water use” will be calculated with the tenants paying for that proportion of the bill.  Albeit it is very complicated this seems to be a reasonable solution, certainly in the short term. 

b) AJ read out a “thank you” letter received post APCM from Adrienne Lloyd-Williams.

 

11. Confidentiality

It was agreed that a precis of item 8 would be prepared for the public record.

12. Dates of the next meetings:

Standing Committee:  Wednesday 7 June, Monday 3 July

PCC: Tuesday 27 June, Mon 24 July, Tues 22 August

 

The meeting ended with the Grace at 10.00pm. 


PARISH OF HEADLEY WITH BOX HILL

 

PCC Meeting Wednesday 5 April 2017

 In the Old School, Headley

 

Present

 

George Nixon – Churchwarden

Alan Jobber - Churchwarden

Janet Curtis – Deputy Churchwarden

Michelle Cahill

Charles Holme

Sally Hunt – Treasurer

Roger Kitley

Jonathan  Laverty

Adrienne Lloyd-Williams

Celia Toms

Pat Kitley - PCC Secretary ex officio

 

1. The meeting began at 7.45 pm with a prayer

 

2. Apologies for absence: Paula Scull

 

3. Declarations of interest: there were none.

 

4. Clergy Appointment

i. GN thanked CH and JL for guiding the candidates around the parish on 22 March and the PCC members for contributing to a successful evening with the candidates and PCC from Walton-on-the-Hill. The chosen candidate has accepted the post and will be named at services in both parishes on Sunday 9 April. The date of installation is still to be agreed.

ii. AJ and JC commended the impartial support the interview team received from the Bishop, Archdeacon and Rural Dean.

iii. The PCC joined in wholehearted thanks to AJ and JC for the way in which they shouldered the responsibility for identifying a new spiritual leader to guide our parish.

 

5. Approval of Minutes of the Meeting on 21 February 2017 already circulated was given and they were signed by the Chair, GN.

 

6. Matters arising from the Minutes

a. Quinquennial Review

i. St Mary’s: RK reported that work was progressing on painting the gutters. A. A. Hughes will investigate loose flashing on the roof above the pulpit. (Report appended) (Action: RK)

ii. St Andrew’s: AJ has received one quote out of three requests to repair the boiler roof. P. Allison, Tonbridge, Kent, quoted £510 +VAT and undertook a detailed survey that indicated the fire door also needs repairs. MC suggested asking MVDC’s appointed asbestos officer for a list of qualified operators so we could get more quotes. (Action: AJ)

iii. Rent Review for the Old School is in progress. (Action: RK)

b. Safeguarding

i. CH gave an overview of the Diocesan Safeguarding Meeting he attended on 4 March (notes appended). A discussion was held about ‘spiritual bullying’ in different contexts. CH highly recommended the Report that is due out at the end of the year.

ii. PK reported that Lindsay Boswell has agreed to administer the record keeping side of Safeguarding Representative. Discussion took place to identify someone else in the parish who could take responsibility for the other sections. GN will discuss this with the relevant person. (Action: GN)

c. Archbishop’s Call to Prayer (paper sent 16.03.17)

i. CH played the videos of ‘The Archbishop’s Call to Prayer’ to the PCC and reviewed the key messages from the meeting he attended in March.

ii. He proposed that the PCC agree three key targets for the period of the Novena: prayer stations in each church; prayer visits to homes in the parish; beacon lighting as a centre of a prayer event. MC will explore the cost of downloading a prayer app and lighting the beacon at Headley. (Action: CH, MC)

d. Church Development Plan: PK reported that the copy of an interim CDP submitted to the diocese had been commended by Alan Hulme, the Director of Parish Development and Evangelism Team (Appended).

 

7.  Treasurer’s Report

a. SH reported that March figures were more encouraging because of rent and money from advertising has been paid into the bank account. No figures were available at the time of the meeting because statements were pending.

b. Approval of Annual Report and Financial Statements: SH reported that we have recorded an excess of expenditure over income for 2016 of £13,717. We have fully paid our Parish Share of £45,456 for the year. Our Parish Share in 2017 is slightly increased to £46,181. A request to the Diocese for a reduction due to the priest vacancy was unsuccessful. We are holding £289 in Restricted Funds and £42,508 in Unrestricted Funds. At 31 December 2016 we had cash reserves of £48,006: £15,000 on Deposit, £28,498 in the current Account and £4,508 held as rent deposit on The Old School.

Sir Michael Pickard carried out an independent examiner review of the Accounts. This recommended that the annual Report and Accounts for 2016 be approved by the PCC which was duly done, and they were signed by the chair, GN. The PCC thanked SH for her diligence as Treasurer.

 

8. Archdeacon’s Articles of Enquiry

GN reviewed the three areas of the enquiry (encouragements, challenges and hopes) and read through the churchwardens’ response. After discussion they were agreed and it was decided to add the loss of a priest living in the Rectory as an additional challenge. (Action: GN)

 

9. Minutes of the Standing Committee Meeting on 8 March 2017 have been circulated.

 

10. Review of Insurance

GN informed the meeting that the renewal date is 1/06/17. Last year the premium went down and the wording improved. There was a claim of £4,500 for storm damage to the stone cross at the east end of the nave. GN will circulate an overview of the renewal terms when they arrive. (Action: GN)

 

11. Health and Safety Review

RK reported that the annual review is due to take place later this month. The fire extinguishers were checked last week. (Action: RK)

 

12 APCM

GN informed the meeting that permission has been given by the diocese for him to chair the meeting. PK reviewed arrangements for the meeting.  AL-W stands down having completed six years and was thanked for her support. MC is standing for election to the PCC and it was agreed that several other people would be approached to stand as lay members of the PCC. (Action: PK/GN)

 

13. AOB

i. Wooden cross: JL asked who had repaired the cross for him. Geoffrey Clowser had seen it needed work and undertaken it. Thanks were expressed to Geoff.

ii. Pastoral team: SH saw a member of the congregation walking outside Reigate Manor Nursing Home and will follow this up to check if he has moved there. (Action: SH)

iii. St Andrew’s Committee: MC raised the problem that since the committee was disbanded, and Ann Banks died, there is no-one to action information from the PCC. It was agreed that CT would join the Standing Committee to fulfil this need. CT was thanked for agreeing to this.

iv. Fundraising: The Golden Age of song on 16-17 May needs promoting. (Action: PK)

 

14. Confidentiality: it was agreed all items should  be contained in the public record.

 

15. Provisional dates of the next meetings:

 

PCC: at 7.45 pm in The Old School on Wed. 24 May; Tues. 27 June.

Standing Committee: in St Mary’s at 4.15 pm on Wednesday 10 May; 7 June.

(Please note - dates of meetings from July onwards will be arranged when we know the arrival date of the new incumbent.)

 

APCM: Sunday 23 April at 11.45 am

 

The meeting ended with the Grace at 9.50 pm.


PARISH OF HEADLEY WITH BOX HILL

 

PCC Meeting Wednesday 21st February 2017

In the Old School Headley

 

 

Present

George Nixon – Churchwarden

Alan Jobber – Churchwarden

Janet Curtis – Deputy Churchwarden

Charles Holme

Sally Hunt - Treasurer

Roger Kitley

Jonathan Laverty

Adrienne Lloyd-Williams

Celia Toms

Pat Kitley – PCC Secretary ex officio

 

 

 

1. The meeting began at 7.45 pm with a prayer followed by a viewing of Transforming church Transforming Lives.

 

2. Apologies for absence: Michelle Cahill, Paula Scull

 

3. Declarations of interest: there were none.

 

4. Approval of Minutes of the Meeting on 25 January 2017: already circulated was given and they were signed by the chair, GN.

 

5. Matters arising from the Minutes not on the Agenda: Item 9 - PK apologised for not emailing the Treasurer’s report after the meeting.

Matters arising from the Minutes:

a. Quinquennial Review:  St Andrew’s AJ reported on the overhanging trees, fencing and asbestos (appended). It was agreed that the tress should be reviewed in six months as they pose no immediate risk. RK will ask Roger Sowten, the handyman doing the repairs to the guttering at St Mary’s, to give a quote for the relatively minor work on the fence. AJ is getting a quote this week for the repairs to the tiles and ceiling around the boiler. (Action: RK, AJ)

St Mary’s: RK reported that the guttering will be repaired at the end of March. Geoffrey Clowser has kindly agreed to put a hand rail for the boiler room steps. He also reported that the boiler at St Mary’s required a new burner and is now working. (Action: RK)

b. Safeguarding: AJ has the file for safe keeping. The diocese has been informed that Paula has stood down and that PK and AJ have taken temporary responsibility. CT was asked whether or not she could take over as Safeguarding Representative in charge of DRB checks but was unable to take this on. Discussion was held as to who could be approached in the wider congregation. (Action: GN, AJ)

c. Organist fees: ALW and SH have agreed the new scale of fees for both churches.

d. Church Development Plan: PK and GN will meet this week to draft a response for the PCC to review.

e. Clergy Recruitment Process: GN reported that there have been a dozen expressions of interest but no definite applications yet. The interviewing team from the proposed united benefice has drawn up provisional plans for the shortlisted candidates’ visit on 22 March. They will meet at St Andrew’s at 10.00 am for coffee. CT kindly offered to organise refreshments. Half will then be taken around Headley and Box Hill while half visit Walton-on-the-Hill. Lunch will be at the Chequers at 12.30 pm. The groups will swap over for the afternoon visits. The Rural Dean will attend a buffet for the members of both PCCs and the candidates from 19.00m -21.00 pm in Headley Village Hall. Volunteers will be needed to show candidates around the parish, JL and CH agreed to do this, and possibly offer hospitality before the evening meal. GN reinforced the need to keep names of any applicants confidential and to remember that interviews are a two way process. (Action: GN, AJ, JC, JL, CH, CT)

 

5. Thy Kingdom Come: Archbishop’s Call to Prayer (see video before meeting)

CH encouraged everyone to view the short video of preparation for the period between Ascension Day (25 May) and Pentecost (4 June). There are resources available and the Cathedral is planning a Beacon lighting event on 4 June. It was agreed that CH should put the prayers on the Prayer Network during this period. Sue Boswell should be informed so that intercessors during this time can make use of the material and PK should send the video link to the electoral Roll. (Action: CH, PK)

 

6.  Treasurer’s Report

a. SH distributed a section of the drafted 2016 Annual Accounts showing the year's Income and Expenditure which were able to be studied and discussed.   SH also answered any queries raised on the figures.  She said that although there was an excess of Restricted Fund Expenditure over Income of just under £17,000, just over this figure had been carried forward at the beginning of the year.

i. At the end of 2016 there was only £144 left in the St Andrew's Fund and she suggested that as the income at St Andrew's covers the running costs and not extraordinary expenditure perhaps it was time to close down this Fund rather than run it with negative figures.  This was agreed.

ii. Regarding the Extension Fund, there would only be a balance of £145 carried forward to 2017.  £30,000 has been spent on the Extension so far of which £20,000 has come from the Braithwaite Trust.  SH asked whether we needed to draw more money from this Trust but it was agreed not to release further funds from the Trust at this time.

iii. SH said that she had put some of the Messy Church expenditure (Harvest Messy) under Mission and suggested that this could be included as such in the following year.

iv..  GN commented on the increase in the General Fund at the end of  2016 which was very encouraging and thanked SH for her diligence in compiling these figures for the Accounts.

b. Bantead Rotary Club Walk 7 May 2017.  SH said that she was going to do this walk again (hopefully with others) to raise money for Parish Funds.  The Rotary Club will take 25% of money raised leaving 75% to go to our Charity.  SH said it was a well run event starting and finishing on Epsom Downs lasting for about 7 1/2 miles.  She has drafted a notice for the magazine and will ask MC to formulate this for inclusion in the next magazine and for circulation by PK to the Electoral Roll.  (Action: SH, MC, PK)

 

7. Minutes of the Standing Committee Meeting on 8 February 2017 have been circulated.

 

8. AOB

a. APCM forms: PK informed the meeting that eligibility regulations to serve as a PCC or Deanery Synod member, elected or ex officio, or a Churchwarden have changed this year. New nomination forms have been prepared to include a declaration that the candidate is not disqualified from being a trustee.

b. GN said that members of St Peter’s Church will join the congregation at St Mary’s on 5 March for the 8.00 am Prayer Book communion. He will inform other communicants so the visitors can be welcomed. (Action: GN)

c. St Peter’s Life Line: CH has received notice that the school’s ability to support its community has been affected by bad droughts and the charity has pledged to raise £5,000 to help. He proposed making an appeal in the parish. It was agreed that a retiring collection would be made during Lent in both churches.  PK will send information to the Electoral Roll. (Action: PK)

d. JC queried whether or not the wooden crosses were in good enough condition to use on Good Friday and Easter Sunday. It was agreed they need to be checked and minor repairs made if necessary. (Action: JL, RK)

e. GN noted that the very bright plastic flowers that have been placed on a memorial plaque are against churchyard regulations. They are in a very prominent place so should be removed and kept for the owners to collect. (Action: GN)

 

9. Confidentiality: to agree any item that should not be contained in the public record.

 

10. Dates of the next meetings:

PCC: at 7.45 pm in The Old School on Wed. 5 April; 24 May; Tues. 27 June.

Standing Committee: in St Mary’s at 4.15 pm on Wednesday 8 March; 10 May; 7 June.

*Please note - dates of meetings from July onwards will be arranged with the new incumbent (We hope!).

New priest meeting: Wed. 22 March pm and evening

APCM: Sunday 23 April at 11.45 am

 

The meeting ended with a prayer at 9.40 pm


PARISH OF HEADLEY WITH BOX HILL


 

PCC Meeting Wednesday 25 January 2017

 In the Old School, Headley

 

Present

George Nixon – Churchwarden

Alan Jobber – Churchwarden

Jan Curtis – Deputy Churchwarden

Charles Holme

Roger Kiltey

Jonathan Laverty

Adrienne Lloyd-Williams

Paula Scull

Celia Toms

Pat Kitley – PCC Secretary

 

1. The meeting began at 7.45 pm with Compline

 

2. Apologies for absence: Michelle Cahill, Sally Hunt

 

3. Declarations of interest: there were none

 

4. Approval of Minutes of the Meeting on 16 November 2016: already circulated was given and they were signed by the Chairman, GN.

 

5. Matters arising from the Minutes


Not on the Agenda Item 10a: GN announced that further to his announcement that he would be standing down as Churchwarden at the APCM in April he is pleased to announce that Sue Boswell has agreed to become PCC Secretary so that Pat Kitley can stand for election as Churchwarden in his place.


On the Agenda:


a. Extension at St Mary’s: GN reported that recent cost estimates for the project have risen to a point where it is unfeasible to continue. The architect, Robin Nugent, has agreed to try and bring the estimated cost to £300,000 as so much money has been invested already. It was felt that the new incumbent should be in favour of the project if it is to proceed.


b. Quinquennial Review follow up

i. St Andrew’s: AJ reported that he has contacted several companies regarding the damage around the boiler chimney and it should be possible to repair it with rubberised paint. However, an alternative is to remove the chimney and both options will be pursued. No action has been taken yet regarding the overhanging trees or fence. (Action: AJ)


ii. St Mary’s: RK circulated a request prior to the meeting (appended) to proceed with work on the guttering and downpipes at a total cost of £770. This was agreed. (Action: RK)


c. Safeguarding

i. Courses: PS confirmed that the online courses have been discontinued and the diocese has opened an online booking system for the revised courses.


ii. PS informed the meeting that because of unforeseen problems she is unable to continue in the role of Safeguarding Officer. She confirmed that all DBS checks are valid until 2018 and handed the files over to AJ for safekeeping until a replacement is found. CH kindly offered to take her place at a diocesan safeguarding meeting 4 March 2017. PS was thanked for her work in this area and it was agreed that the role needs breaking down to make it more manageable. (Action: AJ, PK, CH)

 

6. Clergy Recruitment Process

a. GN informed the meeting that the advertisement would appear in The Church Times for two weeks commencing on 3 February. The closing date for applications is on 2 March and a meeting will be held to shortlist candidates on 9 March. AJ, JC and the two churchwardens from Walton on the Hill will attend this meeting.

b. A meeting will take place on 16 February to plan the programme for hosting candidates during their visits on 22 March. Members of the PCC were asked to keep the date of the visits free to meet the candidates.

c. PK confirmed that copies of the draft proposal for the United Benefice have been places in both churches.

 

7. Transforming Churches – Transforming Lives

a. Mother and toddler group at St Andrew’s: JC has received several expressions of interest and will follow this up with another notice in the next PCC newsletter. Any action will need careful thought as she has been advised that there needs to be a church presence at meetings. (Action: JC)

b. Identify outcomes from Awaydays: GN led a review of outcomes from the parish improvement plan and matched them to the twelve goals of the diocesan vision.

c. Plan for next steps during the vacancy: the notes from the discussion will be used to produce a Development Plan and sent to the diocese. (Action: GN, PK)

 

8. Approval of Inventory and Log Books

AJ reported that this year’s Inventory accounted for all the church plate. He confirmed that the Log Books are up to date with details of the cost and work undertaken in both churches during the year. The PCC approved that GN and AJ signed the books,

 

9. Treasurer’s Report

SH was unwell and unable to attend the meeting so will circulate a report to members. (Action: SH)

 

10. Matters arising from the Minutes of the Standing Committee Meeting on 11 January 2017 already circulated

a. Item 6c Services during Lent and Easter:  JC reviewed provisional arrangements and it was agreed that, subject to clergy availability, the Imposition of Ashes would take place during the Healing Service on Wednesday 12 April. There would be no service on Maundy Thursday, 13 April. Services on Good Friday, 14 April, would take place as usual starting at St Andrew’s, followed by a Walk of Faith across the Heath and the final hour at St Mary’s. CH kindly offered to organise the Vigil at St Mary’s and it was accepted. (Action: JC, CH)

b. Item 11d Summer Open Gardens: following discussion it was agreed to join forces with the Village Hall Committee’s fundraising event in the summer.

 

11. AOB

a. PS informed the meeting that her husband, Andy, had been up to repair the gates at St Mary’s. The damage was probably caused by a car and he will need to check the hinges.

b. ALW reported that the organist has requested a pay rise – the first in ten years. After some discussion it was suggested that he be offered more for playing at services and attending choir practice. It was agreed that ALW would speak to the Treasurer about this as she was not at the meeting. (Action: ALW)

c. JC confirmed that dates for the Lent Lunches would be Wednesday 8 March at St Andrew’s and Friday 7 April in the Headley Village Hall.

d. Shirley Fox has passed away and CH offered to contact Barrie. (Action: CH)

e. The WI should be thanked formally for the gift of Purificators in memory of Tessa Bridges. (Action: PK)

f. ALW reminded the meeting that this year’s Women’s World Day of Prayer will take place at 2.00 pm on Friday 3 March at the Catholic Church at Tadworth.

 

12. Confidentiality: it was agreed that two items should be modified for the public record.

 

13. Dates of the next meetings:

PCC: at 7.45 pm in The Old School on Tues. 21 February; Wed. 5 April; *Tues. 25 April; Wed. 24 May; Tues. 27 June.

New priest meeting: Wed. 22 March pm

Standing Committee: in St Mary’s at 4.15 pm on Wednesday 8 February; 8 March; 10 May; 7 June.

APCM: Sunday 23 April at 11.45 am

 

The meeting concluded at 9.55 pm

 

* Check this date is still required now APCM gas been moved*



 

PCC Meeting Wednesday 16 November 2016 at 7.45 pm

 In the Old School, Headley

 

Present:

George Nixon – Churchwarden

Alan Jobber – Churchwarden

Jan Curtis – Deputy Churchwarden

Michelle Cahill

Jonathan Laverty

Adrienne Lloyd-Williams

Sally Hunt – Treasurer

Paula Scull –Safeguarding

Pat Kitley – PCC Secretary

 

1. The meeting began at 7.45 pm with Compline

 

2. Apologies for absence: Charles Holme, Roger Kitley, Celia Toms, Shirley Wilson

 

3. Declarations of interest: there were none

 

4. Approval of Minutes:

a. of the Meeting on 30 August 2016: already circulated was given and they were signed by the Chairman, GN.

b. with the PCC of Walton-on-the-Hill, 4 October 2016: already circulated was given and they were signed by the chairman, GN.

 

5. Matters arising from the Minutes

a. Extension at St Mary’s: further to the report already circulated and appended, GN informed the meeting that he, Roger Kitley and Jon Laverty met with the architect, Robin Nugent, today to discuss the discrepancy in the initial estimated cost of £242,000 to £428,000. RN cannot explain this increase and will meet with John Griggs, the Quantity Surveyor, for a clear explanation. He will also ask the builder who gave the best quote for the work eighteen months ago to update his bid. At the current estimate the project is unfeasible. (Action: GN, RK, JL)

b. Quinquennial Review Reports: summary circulated prior to meeting and appended. Robin Nugent, the Inspector, complimented the PCC on the excellent condition of both churches.

i. St Andrew’s: the asbestos around the boiler was sealed 10 years ago. It would appear that some damage was caused when the boiler pipe was replaced. The report states that this can be repaired and recommends a contractor. The visibility strip should be easy to install but the hand rail needs to be checked. The owner of the overhanging trees, Jeremy Jones, will be contacted to see if he is willing to trim them back. (Action: AJ).

ii. St Mary’s: several small items will be addressed. (Action: RK)

c. Safeguarding: Pat informed all members that the diocesan website has updated its Safeguarding Procedures for 2016. She and Alan will meet with Paula to review the guidelines for volunteers who undertake a variety of roles in both churches. (Action: PK)

 

6. Clergy Recruitment Process

a. Approval of the revised Parish Profile: the updated version of the Profile and Statement of Needs for the Proposed United Benefice of Headley with Box Hill and Walton-on-the-Hill was circulated to the PCC for comments prior to the meeting, and the documents were approved. Formal thanks were given to Alan and Pat for the work that went into this.

b. Preparation for the interview process: George explained that the Archdeacon is working towards advertising the post in early January so that a shortlist can be drawn up in early February with interviews at the end of February. It is unlikely that a new incumbent would be in post before Pentecost. Details of the two day interview process are outlined in the minutes of the meeting with the Archdeacon on 4 October.

 

7. Transforming Churches – Transforming Lives

a. Jan reported on the excellent launch of this project at the Cathedral followed by the presentation at St Mary’s led by Rev Ken Hobbs. The Bishop emphasised that parishes should work in small steps. Discussion took place to identify what has already been achieved in this parish as a result of Awaydays that looked at finding fresh expressions of church and moving discipleship into the community. It was agreed that:

i. PCC members who have not seen the presentation should either borrow Jan’s copy, or attend a screening at her house. (Action: JC)

ii. the PCC Meeting on 25 January will have designated time on the Agenda to plan the next steps while we are in vacancy.

b. Mother and toddler group at St Andrew’s : the proposal to facilitate this outlined in the last PCC Newsletter has had three responses that will be followed up by Jan and Michelle. (Action: JC, MC)

 

8. Treasurer’s Report

a. Approval of the Trust Accounts: The Trust Accounts and Annual Reports for the Mary Freeman Braithwaite Bequest and the St Andrew’s Brodie Trust have been reviewed by Sir Michael Pickard and circulated prior to the meeting. Sally recommended that they be approved and the PCC was happy to authorise George to sign them on behalf of the Trustees.

b. Pat will write to Sir Michael on behalf of the Trustees to thank him for his diligence in reviewing the accounts. (Action: PK)

c. Sally distributed copies of the monthly accounts to the end of September that show an excess of expenditure over income of £15,651. However, the General Fund totals are similar to the start of the year. The balance of the St Andrew’s Fund has reduced to £429 after payment for painting the outside, contribution to the resurfacing of the car park and installation of the notice board.

d. Sally expressed concern that there is a loss of £4,000 per annum as a result of cancelled standing orders because people have left the area.

e. A legacy of £500 has been received in memory of Tessa Bridges.

f. Sally has received letters from Glenys Sahay and The Heath Players concerning the condition of trellis fencing near the shed at St Andrew’s. Jane Pickard has been to look at the damage and suggests that it could be replaced with fencing from another area. (Action: AJ)

 

9. Minutes of the Standing Committee Meeting on 14 November 2016 already circulated for information.

 

10. AOB

a. George announced that he would be standing down as Churchwarden at the APCM in April 2017. He will seek election as a lay member of the PCC. He urged members to consider taking on this important role.

b. Sally Hunt announced she will be standing down as Treasurer by 31 December 2017. She is willing to continue banking collections and completing the Gift Aid returns.

c. Shirley Wilson has stood down from the PCC with immediate effect because of pressure of work.

d. Vergers need to check that the prayer tree, spare candles, lighters and the cash box are moved to the alarmed area of the church after each service. (Action: AJ)

e. Lent Course: Jan asked if anyone could offer their home for the Lent Course 2017. It was decided that the best venue would be St Andrew’s Church.

f. Jon will circulate the cleaning rota for 2017. (Action: JL)

 

11. Confidentiality: all items can be contained in the public record.

 





PARISH OF HEADLEY WITH BOX HILL

 

PCC Meeting Tuesday 30 August 2016 at 7.45 pm

In the Old School, Headley

 

Present:

George Nixon – Churchwarden

Alan Jobber – Churchwarden

Sally Hunt – Treasurer

Michelle Cahill

Charles Holme

Roger Kitley

Jonathan Laverty

Adrienne Lloyd-Williams

Paula Scull

Celia Toms

Shirley Wilson

Pat Kitley – PCC Secretary

 

1. Compline and welcome to Ian Berry, Diocesan Safeguarding Officer

2. Apologies for absence: Jan Curtis

3. Declarations of interest: there were none

4. Safeguarding Responsibilities of the PCC

Ian outlined the role he plays as the point of contact between parishes in the diocese and the Statutory Agencies. He outlined some of the issues that can develop in a parish and emphasised the need to challenge problems early on. It is important to provide effective support for volunteers who supervise the many activities that take place in the parish. There should be a role description for each group leader that sets out boundaries and provides a record of what is expected. He summarised who should be DBS checked and training offered by the diocese for pastoral assistants, worship leaders and churchwardens. The session finished at 8.45 pm. Ian answered many questions and gave useful guidance on how the PCC should proceed while in vacancy. (Action: Paula/Pat)

5. Minutes of the PCC meeting with Walton-on-the-Hill PCC on 10 August 2016 already circulated and noted. CH suggested an amendment on alternating services in the event of a United Benefice being formed (appended). GN said that the Minutes were a general summary of the meeting and not an official record that needed to be amended. His comments should, however, be noted by this meeting.

6. Matters arising from the Minutes

a. Decision on whether or not to form a United Benefice with Walton: GN summarised the process that began ten months ago and the Archdeacon’s position regarding the difficulty of finding two good candidates for part time posts in adjacent parishes. He assured the meeting that he would undertake to carry forward the wishes of the PCC to the best of his ability.

A thorough and frank discussion followed. It covered many practical, theological and personal points of view. JC had emailed GN with her response and a proxy vote.

A vote was taken and the result was those in favour of forming a United Benefice with the Parish of Walton on the Hill: 10, those against: 2.The motion was carried and GN thanked everyone for the attention they had given to this matter.

b. GN informed the meeting that, in the event of the motion being accepted, he had arranged for Alan Jobber and Pat Kitley to work on the revised Parish Profile and Statement of Needs with representatives from Walton on the Hill.

c. GN will draft a letter for PK to circulate to the electoral roll and display in both churches. (Action: George/Pat)

d. Jan Curtis was commended for all the hard work she has put into building a team of excellent visiting priests to conduct services in both churches since Linda’s retirement.

7. Approval of the Minutes of the PCC Meeting on 19 July 2016 were given and they were signed by the Chairman

 8. Matters arising from the Minutes

a. St Mary’s Extension: update circulated and appended:

i. RK added that a sensible cost estimate still needs to be obtained before the project is officially launched.

ii. SH is organising an internet giving page.

b. Quinquennial Review: update circulated and appended:

i. AJ added that during the review, Robin Nugent commented that St Andrew’s was one of the best maintained churches he had seen for a long time.

ii. CT asked why the position of the new notice board at St Andrew’s had been changed from the site originally agreed by Linda? SW and SH advised that it was positioned to meet all the H & S advice and Linda was involved in the decision.

iii. Sally Hunt was thanked for all her work to expedite this project.

9. Treasurer’s Report

SH distributed the figures to the end of July. She reported an excess of expenditure over income of £3,096.77. The St Andrew’s Fund has £1,200 left. Income exceeds expenditure unless there is an unexpected bill.

10. Places of Worship: security funding scheme

GN summarised the email sent on 27/07/16 about the scheme. It was agreed to review our position and prepare an application, if any action is required, next year. (Action: Roger)

11. AOB

a. The Reverend Christopher Hancock has asked that the PCC be thanked for the generous gift of a beautiful green stole to celebrate his Ordination to the Deaconate.

b. The overflow car park is being used by vehicles outside services so a padlock will be put on the gates. (Action: Roger)

c. Transforming Churches: CH agreed to represent the parish at a clergy briefing on 14/09/16 from 9.30 – 11.30 am. (Action: Charlie)

d. Michelle Cahill was thanked for the work she has done on updating the website.

12. Confidentiality: it was agreed all items should be contained in the public record.

13. Dates of the next meetings:

Standing Committee: Wednesday 7 September 4.00 pm

PCC: Tuesday 7.30 pm 4 October Headley Village Hall meeting with the Archdeacon and Walton on the Hill PCC; Wednesday 7.45 pm 16 November

The meeting closed with prayer at 10.05 pm





PARISH OF HEADLEY WITH BOX HILL

PCC Meeting Tuesday 19 July 2016 at 7.45 pm
 In the Old School, Headley

Present:
 
George Nixon – Churchwarden
Alan Jobber – Churchwarden
Jan Curtis - Deputy Churchwarden
Sally Hunt – Treasurer
Charles Holme
Roger Kitley
Adrienne Lloyd – Williams
Celia Toms
Shirley Wilson
Pat Kitley – PCC Secretary
 

 

1. The meeting began at 7.45 pm with Compline.

2. Apologies for absence were received from Michelle Cahill, Jonathan Laverty, Paula Scull.

3. Declarations of interest: there were none.

4. Approval of the Minutes of the meeting on 22 June 2016 already circulated was given and they were signed by the Chairman.

5. Matters arising from the Minutes
a. Extension at St Mary’s: Roger is meeting with Graham and Margaret Manly, who were involved in fundraising for the Dell Project at St Giles Church, Ashtead, to discuss how the project was funded. (Action: Roger)
b. Storm damage to St Mary’s: George reported that the new cross is in place so all work has been completed.
   Matters arising from the Minutes not in the Agenda
c. The Old School toilet block renovation: work is in progress and the rent review at the end of the year will consider its value. George will instruct Graham Randall to conduct the process again. (Action: George)
d. Payment of visiting clergy: Sally confirmed that the system is in place and is working well.

6. Safeguarding Training
Pat has arranged for Ian Berry, the Diocesan Safeguarding Adviser, to attend the PCC meeting on 30 August for 30 minutes to discuss our training needs and the Safeguarding Responsibilities of the PCC during the vacancy. (Action: Pat)

7. Treasurer’s Report
a. Sally paid Linda’s final expenses for January to May. Linda wanted to waive them but they both agreed they should be shown in the Accounts. However, Linda had made a gift aided donation for more than half of the cost of her expenses.
b. Sally proposed that a visual presentation of income/outgoing costs be presented in the Magazine and on the website to make people aware of the running costs of the parish. This was approved. (Action: Sally)
c. Copies of the monthly accounts to the end of June were circulated. Sally reported that there is an excess of expenditure over income of £2,423.63. She commented that the St Andrew’s Fund has diminished because of the cost of repainting the exterior, and part payment of the cost of the Noticeboard (the full cost which has already been donated by Peter Worth). The residue in the Organ Fund is being used for its routine maintenance. £10,000 from the Braithwaite Trust was transferred into the Extension Fund but a cheque paid out for professional fees associated with the planning process will put it in the red again.
d. Charlie asked about the financial implications of being in vacancy. Sally explained that the parish share is not reduced and additional costs incurred during the vacancy have to be met by the parish.

8. Vacancies arising following the loss of Ann Banks: Pastoral Assistant, Deanery Synod
a. The PCC recorded its sadness at Ann’s passing. She will be sorely missed at both churches. Pat has informed the diocese and received a note of condolence from Mary Peters.
b. Thought needs to be given to find a suitable person/people to replace her as Pastoral Assistant and Deanery Representative. Shirley expressed her interest in the future, but is unable to commit to it immediately.
c. New Daylight: Charlie will contact the publishers and arrange for the publications to be sent to her. A distribution list needs to be made. Pat can email the Electoral Roll and if Ann’s list isn’t found. (Action: Charlie/Pat)

 9. Clergy Recruitment Process
a. A meeting will be held on Wednesday 10 August at 8.00 pm in Headley Village Hall with the Archdeacon and the PCC from Walton on the Hill. George is unsure how many will be attending from Walton. Items for an Agenda were drawn up.
b. It was agreed that George would prepare a bulletin to inform the parishioners of the practical options under discussion, what the diocese can offer and what we can afford. (Action: George)

10. Matters arising from the Minutes of the Standing Committee meeting on 6 July already circulated for information
a. Pat has established that there is a cleaning rota in place until the end of the year. It is thought that Linda circulated it so arrangements have to be made for next year. (Action: Pat)
b. Jan is concerned that no provision has been made for brass cleaning.
c. Grounds at St Andrew’s: Alan has spoken to Glenys about bills submitted to the PCC for unauthorised work and reminded her that PCC approval has to be given for any jobs outside the groundsman’s remit.

11. AOB
a. Helen Hills is holding an afternoon tea and sale in the village hall on 9 August between 2.30 – 4.30 pm in aid of the Extension Fund. Posters need to be printed and displayed in the churches and around the villages. (Action: Pat)
b. Choir Vestry carpet at St Mary’s has been damaged by damp. Roger will investigate the cause and arrange for it to be replaced. (Action: Roger)
c. Quinquennial Review has been completed at St Mary’s. The report is awaited. The review at St Andrew’s will take place on 8 August. (Action: Roger/Alan)

12. Confidentiality: to agree any item that should not be contained in the public record.

13. Dates of the next meetings:
Standing Committee: Wednesday 4.00 pm 7 September
Meeting with Walton PCC and Archdeacon 8.00 pm Wednesday 10 August in Headley Village Hall
PCC: 7.45 pm Tuesday 30 August; 4 October

The meeting closed with the Grace at 9.50 pm.


PARISH OF HEADLEY WITH BOX HIL

PCC MEETING HELD ON TUESDAY 24 MAY 2016
 IN THE OLD SCHOOL, HEADLEY


Present
 
George Nixon – Chairman - Churchwarden
Alan Jobber - Churchwarden
Jan Curtis – Deputy Churchwarden
Chris Hancock - Ordinand
Charles Holme
Roger Kitley
Jonathan Laverty
Adrienne Lloyd-Williams
Paula Scull
Shirley Wilson
Pat Kitley – PCC Secretary
 

 
1. The meeting began at 7.45 pm with Compline and a welcome to Celia and Roger who have been elected to the PCC this year.
2. Apologies for absence were received from Sally Hunt, Ann Banks
3. Declarations of interest: there were none.
4. Approval of the Minutes of the meeting on 5 April 2016 already circulated was given and they were signed by the Chairman.
5. Matters arising from the Minutes
a. Extension at St Mary’s: Mole Valley District Council has approved the plans for the extension. Roger informed the meeting that there were several conditions attached including the need to commence building within three years. A meeting will take place soon with Robin Nugent to discuss details. Roger and Jon Laverty will lead the fundraising campaign and 80% must be found before a Faculty can be granted. (Action: George, Roger, Jon)
b. Painting the outside of St Andrew’s: Alan circulated a paper prior to the meeting (appended) with details of three quotations for the work. After discussion it was agreed to proceed with Box Hill Developments. This was not the lowest bid but it was a clear and detailed estimate of the work and materials, and the company has a good local reputation. (Action: Alan)
c. Storm damage to St Mary’s: George reported that the work has commenced on carving the cross. The tenant of the Old School arranged for the debris from the tree to be removed from the car park and submitted the bill to the tree’s owner. The lightning conductor has been re-attached to the spire.
6. Safeguarding
a. The Parish Safeguarding Representative, Paula Scull, presented the Parish Safeguarding Policy for 2016 and the Policy Statement for the Safeguarding of Children and Vulnerable adults to the PCC. These were circulated to the members prior to the meeting and were approved and signed by the Churchwardens for display on the notice boards in both churches.
b. PCC members were informed that a national review of safeguarding policies within the C
hurch of England is underway and until this is complete the requirements outlined in the diocesan handbook ‘In Safe Hands’ remain in place. Paula will advise the PCC and Pastoral Team of changes to the policy when they are announced. (Action: Paula)
c. The Parish Safeguarding Checklist was reviewed and sections that relate to the PCC were completed. Paula will complete her section and return a copy to the Secretary for the record. (Action: Paula)

7. Treasurer’s Report
Sally arranged for the monthly accounts to the end of April to be circulated in her absence. They show that there was an excess of expenditure over income in April of £3,768.16.


8. Clergy Recruitment Process
a. George confirmed that there would be a meeting with the diocese on 31 May to discuss the next steps in the process. Jan and Alan will attend.
b. Paul Bryer, the Archdeacon, will attend the PCC meeting on 22 June.
c. The parish profile needs to be ready for distribution the week beginning 6 June. (Action: Pat)
9. Minutes of the Standing Committee Meeting on 11 May were circulated for information prior to the meeting. Matters arising from the Minutes: Item 5c Chris’ Ordination: Services will be held as usual at both churches.
10. PCC Awayday
It was agreed that the Awayday will not take place while the parish is in vacancy.
11. AOB
a. The Queen’s official birthday will be celebrated as part of the Headley Open Gardens event on 18 June. (Action: Jan)
b. Old School toilet block renovation: Alan Bore, the tenant of the Old School, has requested permission from the PCC to convert this building into a consulting room with the possibility of a rent holiday or rebate. Roger circulated copies of drawings and a surveyor’s report supplied by Alan. It was agreed that the modification should be approved. Any adjustment to the rent can be made at the rent review in twelve months. To facilitate this, two reviews will be prepared, one with the building and one without.  (Action: Roger)
c. St Andrew’s car park resurfacing: prior to the meeting Alan circulated a request (appended) by Glenys Sahay that the PCC contribute £1,000 to match the Village Hall Committee’s donation towards the resurfacing of the car park behind the church. Historically costs have been shared in this way, and after discussion it was agreed. (Action: Alan)
d. Aumbry: Chris presented a lamp that the Jobber family would like to provide to hang in front of the aumbry. The PCC agreed and Steve Timms (electrician) will be consulted about the installation. (Action: George)
e. Alan and George will be inducted as Churchwardens at a service to be held at St Andrew’s Church, Cobham at 8.00 pm on 25 May.
f. Family Worship Project (JAM): Charlie circulated an update on this project to the PCC for information. (Appended)
g. Quinquennial Review: Roger informed the meeting that Eric has kindly offered to oversee the review as part of his handover to Roger.
h. Jan informed the meeting that she will prepare a rota for opening St Mary’s Church, and a list of fees for the visiting clergy. (Action: Jan)
h. Website: George announced that Michelle Cahill will take over running the website from him. Jan proposed, and it was agreed, that Michelle should be co-opted onto the PCC. (Action: George)

12. Confidentiality: it was agreed that all items should be contained in the public record.

13. Dates of the next meetings:
Standing Committee: Wednesday 15 June 4.30 pm; 6 July; 10 August; 7 September 4.00 pm at St Mary’s
PCC: Tuesday 7.45 pm 22 June; 19 July; 30 August; 4 October

This was Chris’ last meeting before he joins the team at St Martin’s, Epsom as a Deacon. We wish him well on his journey and look forward to his return. The meeting ended with the Grace at 9.40 pm.



PARISH OF HEADLEY WITH BOX HILL

PCC MEETING HELD ON TUESDAY 5 APRIL 2016
 IN THE OLD SCHOOL, HEADLEY

Present
 
Revd Linda Harknett – Rector
George Nixon – Churchwarden
Jan Curtis – Deputy Churchwarden
Chris Hancock - Ordinand
Sally Hunt – Treasurer
Ann Banks – Deanery Synod
Eric Cruickshank
Charles Holme
Alan Jobber
Joan Stocker
Shirley Wilson
Pat Kitley – PCC Secretary
 

 
1. The meeting began at 7.45 pm with Compline

2. Apologies for absence were received from Jonathan Laverty, Adrienne Lloyd-Williams and Paula Scull

3. Declarations of interest: there were none.

4. Approval of the Minutes of the meeting on 8 March 2016 already circulated was given and they were signed by the Rector

5. Matters arising from the Minutes
a. Extension at St Mary’s: George has met with the planning officer and conservation officer for MVDC. The application is moving towards approval but with conditions. A decision was expected by the end of the month but this won’t be met as they are still waiting for replies from consutlees. (Action: George)
b. Heating at St Mary’s: Eric reported that the engineers think the pump in the boiler house is inadequate. It would cost around £390 +VAT to replace but that would not guarantee an improvement. After some discussion it was agreed to monitor the system next winter before replacing the pump.
c. Beating the Bounds: Chris has broken down the walk into several segments so that people of all abilities can choose which section will be best for them. Michelle has prepared a poster and Chris and Linda are working on the liturgy. (Action: Chris)
d. Queen’s 90th birthday: Linda has met with Pip Burley to discuss the selection of music to be played at the service of celebration on 21 April
e. Painting outside of St Andrew’s: Alan reported that there was not much interest in taking on the job amongst local tradesmen but he has persuaded one painter to revise his quote as it was too high. He will find out who painted the village hall. (Action: Alan)

6. Storm damage to St Mary’s
George reported that the Jenkins’ tree is being removed from the car park in stages. He has met with a stone mason to discuss replacement of the stone cross from the east end of St Mary’s church. He will need two quotations for the insurance claim. Eric has spoken to Hughes regarding the lightning conductor and they will contact the sub-contractor to arrange for it to be re-attached to the spire. George advised that an excess of £100 will apply to the insurance claim. (Action: George)

7. Treasurer’s Report
a. Approval of Annual Report and Financial Statements: Sally read out a letter from Sir Michael Pickard who carried out an independent examiner review of the Accounts. This recommended that  the Annual Report and Accounts for 2015  be approved by the PCC which was duly done, and they were signed by the Rector.
b. The monthly accounts to the end of February were circulated. Sally reported that there was an excess of expenditure over income of £2,315.19. She has received two donations from benefactors: £100 towards the replacement gates, and £500 for refurbishment work or restoration from The Peter and Teresa Charitable Trust. She thanked Revd Philip Thrower for recommending us to the Trust.

8. APCM
Pat reported that the annual review of the electoral roll was complete with numbers stable with 121 members (119 in 2015) . Form SG4 Notices have been displayed in both churches convening the APCM. Eric Cruickshank and Joan Stocker are due to stand down as elected lay members of the PCC. Celia Toms, Shirley Wilson and Roger Kitley have indicated they are willing to stand for election and Alan Jobber has agreed to be nominated as second Churchwarden to serve with George. (Action: Pat)

9. Rector’s items
a. Headley Court: Linda reported that the retiring Commanding Officer of DMRC Headley Court indicated that they will require chaplaincy services from the incumbent of the parish until 2018 at least. She will discuss this with the diocese as it has implications for her replacement.
b. Novena: the Archbishop has called for a week of prayer leading up to Pentecost (9 – 14 May). Linda and Chris will plan special prayers for services in both churches each day of that week.
c. Stewardship: Linda drew attention to ‘The Way Ahead’ – a pattern of prayer for the parish that was linked to stewardship. It should be revised every two years.
d. Ascension Day: the inter-faith service will be held on Thursday 5 May at 6.30 am at the Box Hill Viewpoint.

10. Clergy Recruitment Process
The Rural Dean, Des Williamson, was welcomed to this part of the meeting to explain the options being explored by the diocese to create a viable post that will attract the right candidate for our parish. He commended the work that has been done to prepare the Parish Profile and Statement of Needs but the diocese has to complete their discussions before we can proceed further.

11. Procedures for the PCC and Standing Committee: Proposed Terms of Reference and membership of the Standing Committee had been circulated before the meeting and these were agreed. It was also agreed that while we are in vacancy the PCC will meet monthly. The Standing Committee will meet in between to arrange the diary and services. It is anticipated that these meetings will be brief and well prepared. Members are encouraged to attend when they can. (Action: George)

12. AOB
There was none.

13. Confidentiality: it was agreed that all items should be contained in the public record.

14. Dates of the next meetings:
Standing Committee: Wednesday 11 May 4.00 pm
PCC: Tuesday 7.45 pm 10 May, 24 May
APCM: Sunday 10 April
Awayday: Wednesday 7 September

The meeting ended with the Grace at 9.55 pm.



PARISH OF HEADLEY WITH BOX HILL
 PCC MEETING HELD ON TUESDAY 2 FEBRUARY 2016
IN THE OLD SCHOOL, HEADLEY
Present
Rev Linda Harknett – Rector   Jonathan Laverty
George Nixon – Churchwarden   Paula Scull
Jan Curtis – Churchwarden   Joan Stocker
Sally Hunt – Treasurer    Shirley Wilson
Ann Banks
Eric Cruickshank
Chris Hancock
Charles Holme
Alan Jobber
Sue Boswell – Acting PCC Secretary
1. The meeting began at 7.15pm with Compline
2. Apologies for absence: Adrienne Lloyd-Williams
3. Declarations of interest: none
4. Approval of the minutes of the meeting held on 20 October 2015, already circulated, was given and signed by the Rector.
5. Matters arising from the Minutes
(a) Extension at St Mary’s: George reported that following the open event held in the Village Hall, there seemed to be general support for the plans and the planning application had been submitted. 
(b) Church gate and fence: Eric reported that Andy Linke would be carrying out the work on the replacement gate and completion was expected within the month.
6. Appointment of Vice Chairman
George reported that as Linda was shortly leaving us, the PCC would need to appoint a Vice Chairman to Chair the PCC meetings.  Eric nominated George and Chris seconded.  It was unanimously agreed that George take on this role.  Chris also stressed that rather than use the term interregnum, the correct term to use while we have no rector, is ‘in vacancy’. 
7. Approval of inventories and log books
George explained how he had brought the log books up-to-date. Regarding the Inventories, he and Alan had checked all the woodwork, which hadn’t been carried out for some time.  Rector to sign books.
8. Treasurer’s Report
Sally explained that she was currently working on the end of year accounts and that she was very happy with the accounts as they stand for 2015.  Copies of the monthly accounts were distributed.  She reported that there was currently £29,893.93 in the current account, £39,265 in the general fund and £23,419 in the deposit accounts.  She explained that we are now having to pay bank charges which had not been in place before.  Sally highlighted that, apart from the retention, the Spire had now been fully paid for and that all relevant VAT had been claimed back.  This account will be closed once the retention has been paid. 
Sally also reported that there had been a rise in income at St Andrew’s which she felt was good news and that there is also an excess of income over expenditure at the moment of £1,826.  However, the new sign is still to be paid for, £2,500 having been donated for this purpose.
Sally also mentioned that there was a Legacy Giving workshop to be held on 23rd February and if anyone was interested to attend, please contact her for further details.
9. Minutes of the Standing Committee held on 3 January 2016 already circulated:
(7b) George reported that the sound system loop and speakers in the choir stalls weren’t working and has organised someone to come in and have a look.    ACTION GEORGE
10. Rector’s Items
Linda reported that the Diocese had distributed a follow-up to the request for sending items out to refugee camps and this had included a special mention of Headley with Box Hill.
She also advised the meeting that Church members were being encouraged to “give it up for Lent” and details would be put on display at the back of the Church.
Linda mentioned the “Beating the Bounds” scheduled for 2nd May.  The first leg would leave St Mary’s at 9.30am.  Jan offered to ask Michelle to create a poster.    ACTION JAN
Churches are being encouraged to celebrate the Queen’s 90th birthday by putting on some kind of Festival over the weekend of 10-12 June.  This could include an exhibition of the life of the Parish over the last 90 years which could highlight how the churches have been a focal point of the community.  Lighting of the beacon has already been planned by Headley Parish Council for her actual birthday on 21st April and Linda is to work with the Deputy Chair of the PC to put together a short service and refreshments.  Linda has also spoken with Peter Denyer who is willing to offer his expertise with both events.
Linda confirmed that the design and wording for the new noticeboard at St Andrew’s had been approved that afternoon at the St Andrews Church Committee Meeting and Sally will now place the order.  A decision is yet to be made on its exact location although it was generally agreed that Chris’s idea of it being where the original sign had been positioned, i.e. to the left of the Church between the road and the building would be the best option.    ACTION SALLY
Linda asked Chris to explain his proposal of turning the small drain area to the right of the altar into an aumbry.  He explained that this would be where left-over consecrated sacraments could be kept and this would be beneficial in both practical terms and in spiritual terms, in that it is seen as Christ being present in Church at all times.  This is usually signified by a red ‘sanctuary lamp’ being present in the area of the aumbry and is often a focal point for people’s prayers.  Chris explained that a little shelf would need to be added to the existing recess to store the wafers and either a small door or curtain would also need to be fixed to the wall.  It was unanimously agreed that this work go ahead. ACTION CHRIS
Linda ended by saying that this was a pivotal moment in the Church calendar, being Candlemas, as a time for reflecting what has gone before but also looking forward to the future.
11. AOB
George raised the issue of PCC membership – Linda suggested that Celia Toms would like to come back on the PCC and that Michelle may be interested too.
12. Confidentiality: to agree any item that should not be contained in the public record.
13. Dates of the next meetings:
PCC: Tuesday 7.45pm, 8 March, 5 April and 10 May – the latter being more of a social occasion and a time for Linda to reflect on her time in the Parish.  If others could contribute food, George will bring wine.
APCM: Sunday 10 April
Awayday: Wednesday 7 September 2016
The meeting ended at 8.15pm.